Oracle Payable Student Activity Guide

Activity Guide

D49300GC20 Edition 2.0 March 2009 D59114

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R12 Oracle Payables Management Fundamentals

Copyright © 2009, Oracle. All rights reserved. Disclaimer This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way. Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of Oracle. The information contained in this document is subject to change without notice. If you find any problems in the document, please report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California 94065 USA. This document is not warranted to be error-free. Restricted Rights Notice

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Authors Christine Monk, Carol-Ann Lapeyrouse Technical Contributors and Reviewers Mary Kalway, Peggy Larson, Ivan Pena, Stacey Gomes, Jyoti Pandey, Shelley Feng, Sharon Tennier, Ruth Kukla, Lata Sundar, Barbara Snyder, Bruce Isner, Barbara Nicholls, Christine Rudd, Brian Aitken, Melanie Heisler, Hilary McClure, Pamela Rietz, Melanie Featherstone, Brent Bosin, Aalok Shah, Wallace Gardipe, Oscar Brambila, Ivy Farren, Marilyn Montgomery, Leanne Wilborn This book was published using:

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R12 Oracle Payables Management Fundamentals - Activity Guide ...........................................................1-1 R12 Oracle Payables Management Fundamentals.........................................................................................1-3 Practice - Create a New Employee Record (Required)..............................................................................1-4 Solution - Create a New Employee Record (Required) .............................................................................1-6 Practice - Create a New User Record ........................................................................................................1-9 Solution - Create a New User Record........................................................................................................1-10 Practice - Set Yourself Up As a Buyer (Required) ....................................................................................1-12 Solution - Set Yourself Up As a Buyer (Required) ...................................................................................1-13 Guided Demonstration - Run the Fill Employee Hierarchy Process .........................................................1-14 Practice - Modify a List of Values and Create a Supplier With Two Sites................................................1-15 Solution – Modify a List of Values and Create a Supplier With Two Sites ..............................................1-16 Practice - Create a 1099 Supplier Record ..................................................................................................1-31 Solution - Create a 1099 Supplier Record .................................................................................................1-32 Practice - Review and Change Supplier Information.................................................................................1-37 Solution - Review and Change Supplier Information................................................................................1-38 Guided Demonstration: Submit the Suppliers Audit Report and Merge Suppliers ...................................1-40 Practice - Remove the Payment Hold On Your 1099 Supplier..................................................................1-41 Solution - Remove the Payment Hold On Your 1099 Supplier .................................................................1-42 Practice - Set Up an Invoice Batch ............................................................................................................1-43 Solution - Set Up an Invoice Batch ...........................................................................................................1-44 Practice - Create Folder Forms for the Invoice Header and Lines regions ................................................1-45 Solution - Create Folder Forms for the Invoice Header and Lines regions ...............................................1-46 Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments ......................1-49 Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments .....................1-50 Practice - Enter an Invoice for a Fixed Asset.............................................................................................1-52 Solution - Enter an Invoice for a Fixed Asset............................................................................................1-53 Practice - Create Distribution Sets.............................................................................................................1-55 Solution - Create Distribution Sets ............................................................................................................1-56 Practice - Enter Invoices Using your Distribution Sets .............................................................................1-58 Solution - Enter Invoices Using your Distribution Sets.............................................................................1-59 Practice - Create a Freight Distribution .....................................................................................................1-63 Solution - Create a Freight Distribution.....................................................................................................1-64 Practice - Allocate Freight Charges ...........................................................................................................1-67 Solution - Allocate Freight Charges ..........................................................................................................1-68 Practice - Create a Scheduled Payment Plan .............................................................................................1-71 Solution - Create a Scheduled Payment Plan.............................................................................................1-72 Practice - Cancel an Invoice ......................................................................................................................1-75 Solution - Cancel an Invoice......................................................................................................................1-76 Practice - Reverse Invoice Distributions....................................................................................................1-78 Solution - Reverse Invoice Distributions...................................................................................................1-79 Practice - Create a Standard Purchase Order .............................................................................................1-84 Solution - Create a Standard Purchase Order.............................................................................................1-85 Practice - Match Invoices to a Purchase Order ..........................................................................................1-88 Solution - Match Invoices to a Purchase Order .........................................................................................1-90 Practice - Enter Quick Invoices .................................................................................................................1-97 Solution - Enter Quick Invoices.................................................................................................................1-99 Practice - Enter a Purchase Order for Matching to Quick Invoices ...........................................................1-102 Solution - Enter a Purchase Order for Matching to Quick Invoices ..........................................................1-103 Practice - Match to a PO in Quick Invoices...............................................................................................1-105 Solution - Match to a PO in Quick Invoices ..............................................................................................1-106 Practice - Create a Special Calendar..........................................................................................................1-108 Solution - Create a Special Calendar .........................................................................................................1-109 Copyright © 2009, Oracle. All rights reserved.

R12 Oracle Payables Management Fundamentals Table of Contents

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Table of Contents

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Practice - Create Recurring Invoices .........................................................................................................1-111 Solution - Create Recurring Invoices.........................................................................................................1-112 Practice - Calculate a Supplier Balance .....................................................................................................1-115 Solution - Calculate a Supplier Balance ....................................................................................................1-116 Practice - Run the Invoice Holds Reports..................................................................................................1-117 Solution - Run the Invoice Holds Reports .................................................................................................1-118 Practice - Place a Hold on an Invoice ........................................................................................................1-120 Solution - Place a Hold on an Invoice .......................................................................................................1-121 Practice - Release Holds ............................................................................................................................1-122 Solution - Release Holds ...........................................................................................................................1-123 Practice - Validate Invoices Online ...........................................................................................................1-124 Solution - Validate Invoices ......................................................................................................................1-125 Practice - Create an Internal Bank Account...............................................................................................1-127 Solution – Create an Internal Bank Account .............................................................................................1-128 Practice - Create an External Bank Account..............................................................................................1-135 Solution - Create an External Bank Account.............................................................................................1-136 Practice - Create a Manual Payment..........................................................................................................1-139 Solution - Create a Manual Payment .........................................................................................................1-140 Practice - Create a Quick Payment ............................................................................................................1-144 Solution - Create a Quick Payment............................................................................................................1-145 Practice - Place a Stop on a Payment.........................................................................................................1-148 Solution - Place a Stop on a Payment ........................................................................................................1-149 Practice - Void and Re-issue a Quick Payment .........................................................................................1-151 Solution - Void and Re-issue a Quick Payment.........................................................................................1-152 Practice - Create a Payment Process Request Template ............................................................................1-155 Solution - Create a Payment Process Request Template ...........................................................................1-156 Practice - Run the Cash Requirement Report ............................................................................................1-160 Solution - Run the Cash Requirement Report............................................................................................1-161 Practice - Use your Template to run a Payment Batch with Straight-Through Processing........................1-165 Solution - Use your Template to run a Payment Batch with Straight-Through Processing.......................1-166 Practice - Payment Process Request with Stops ........................................................................................1-175 Solution - Payment Process Request with Stops........................................................................................1-177 Practice - Void a Payment in Payments Manager......................................................................................1-194 Solution - Void a Payment in Payments Manager .....................................................................................1-195 Practice - Stop a Payment in Payments Manager ......................................................................................1-199 Solution - Stop a Payment in Payments Manager......................................................................................1-200 Practice - Enter a Credit Memo and Record a Refund...............................................................................1-204 Solution - Enter a Credit Memo and Record a Refund ..............................................................................1-205 Practice - Create a Prepayment Invoice .....................................................................................................1-210 Practice - Create a Prepayment Invoice Invoice ........................................................................................1-211 Practice - Apply a Prepayment ..................................................................................................................1-217 Solution - Apply a Prepayment..................................................................................................................1-218 Practice - Set up Payment Terms ...............................................................................................................1-223 Solution - Set up Payment Terms ..............................................................................................................1-224 Practice - Create an Expense Report Template..........................................................................................1-228 Solution - Create an Expense Report Template .........................................................................................1-229 Practice - Enter an Expense Report in AP .................................................................................................1-231 Solution - Enter an Expense Report in AP.................................................................................................1-232 Practice - Create an Employee Advance....................................................................................................1-235 Solution - Create an Employee Advance ...................................................................................................1-236 Practice - Apply an Employee Advance ....................................................................................................1-242 Solution - Apply an Employee Advance ...................................................................................................1-243 Practice - Create Accounting .....................................................................................................................1-246 Solution - Submit the Create Accounting Process .....................................................................................1-247 Practice - Set Up US Sales Tax .................................................................................................................1-251 Solution - Set Up US Sales Tax.................................................................................................................1-253 Practice - Enter an Invoice with US Sales Tax Lines ................................................................................1-261


Solution - Enter an Invoice with US Sales Tax Lines................................................................................1-262 Practice - Set Up UK VAT ........................................................................................................................1-265 Solution - Set Up UK VAT .......................................................................................................................1-267 Guided Demonstration - Enter an Invoice with UK VAT .........................................................................1-276 Practice - Verify Automatic Withholding Tax Setup.................................................................................1-279 Solution - Verify Automatic Withholding Tax Setup................................................................................1-280 Practice - Create Withholding Tax Invoices ..............................................................................................1-286 Solution - Create Withholding Tax Invoices .............................................................................................1-287



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Preface Profile Before You Begin This Course •

Thorough knowledge of accounting practices.

•

Working experience with Accounts Payables processes.

•

eBusiness Suite Essentials for Implementers.

How This Course Is Organized R12 Oracle Payables Management Fundamentals Ed 2 is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced.



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Prerequisites

Related Publications Oracle Publications Part Number

Oracle Payables User’s Guide

B25454-02

Oracle Payables Implementation Guide

B25453-02

Oracle Payables Reference Guide

B25455-02

Oracle E-Business Tax User Guide

B25959-01

Oracle Subledger Accounting Implementation Guide

B13984-02

Oracle Payments Implementation Guide

B28872-02

Oracle Payments User Guide

B28871-02

Oracle Internet Expenses Implementation and Administration Guide

B31551-03

Oracle iSupplier Portal Implementation Guide

B31600-02

Oracle iSupplier Portal User's Guide

B31601-01

Additional Publications •

System release bulletins

•

Installation and user’s guides

•

Read-me files

•

International Oracle User’s Group (IOUG) articles

•

Oracle Magazine



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Title

Typographic Conventions Typographic Conventions in Text

Caps and lowercase Courier new, case sensitive (default is lowercase)

Initial cap

Element Glossary term (if there is a glossary) Buttons, check boxes, triggers, windows Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames

Arrow Brackets Commas

Graphics labels (unless the term is a proper noun) Emphasized words and phrases, titles of books and courses, variables Interface elements with long names that have only initial caps; lesson and chapter titles in crossreferences SQL column names, commands, functions, schemas, table names Menu paths Key names Key sequences

Plus signs

Key combinations

Italic

Quotation marks

Uppercase

Example The algorithm inserts the new key. Click the Executable button. Select the Can’t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window. Code output: debug.set (‘I”, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to http://www.oracle.com User input: Enter 300 Username: Log on as scott Customer address (but Oracle Payables) Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter [email protected], where user_id is the name of the user. Select “Include a reusable module component” and click Finish. This subject is covered in Unit II, Lesson 3, “Working with Objects.”

Use the SELECT command to view information stored in the LAST_NAME column of the EMP table. Select File > Save. Press [Enter]. Press and release keys one at a time: [Alternate], [F], [D] Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]



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Convention Bold italic

Typographic Conventions in Code Element Oracle Forms triggers Column names, table names

Example When-Validate-Item

Passwords

DROP USER scott IDENTIFIED BY tiger; OG_ACTIVATE_LAYER (OG_GET_LAYER (‘prod_pie_layer’))

SELECT last_name FROM s_emp;

PL/SQL objects

Lowercase italic Uppercase

Syntax variables

CREATE ROLE role

SQL commands and SELECT userid FROM emp; functions

Typographic Conventions in Oracle Application Navigation Paths This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications. (N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve This simplified path translates to the following:

1.

(N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary.

2.

(M) From the menu, select Query then Find.

3.

(B) Click the Approve button.

Notations: (N) = Navigator (M) = Menu (T) = Tab (B) = Button (I) = Icon (H) = Hyperlink (ST) = Sub Tab Copyright © 2009, Oracle. All rights reserved.


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Convention Caps and lowercase Lowercase

Typographical Conventions in Oracle Application Help System Paths This course uses a “navigation path” convention to represent actions you perform to find pertinent information in the Oracle Applications Help System. The following help navigation path, for example— (Help) General Ledger > Journals > Enter Journals

1.

In the navigation frame of the help system window, expand the General Ledger entry.

2.

Under the General Ledger entry, expand Journals.

3.

Under Journals, select Enter Journals.

4.

Review the Enter Journals topic that appears in the document frame of the help system window.



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—represents the following sequence of actions:

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Chapter 1



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Practice - Create a New Employee Record (Required) Overview In this practice, you will create an employee record that you can use in other labs.

•

Replace XX with your terminal number or initials.

•

You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.

Tasks Create a new Employee Record in the Human Resources application

Responsibility: Human Resources, Vision Enterprises Define an Employee 1.

(N) > People > Enter and Maintain

2.

(B) New

3.

Last = Your last name

4.

First = Your first name

5.

Gender = Choose your gender

6.

Action = Create Employment

7.

Person Type = Employee

8.

Social Security = Enter a 9 digit number (xxx-xx-xxxx) Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number

9.

(T) Personal

10. Birth Date = Enter a birthday (dd-mmm-yyyy) 11. Save Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK. Copyright © 2009, Oracle. All rights reserved.




Assumptions

12. (B) Assignment 13. Organization = Vision Operations 14. (B) Correction Note: Cancel out of Group flexfield window. 15. Job = MGR500.Manager

17. (B) Yes to accept the default values 18. Location = M1 - Seattle 19. (T) Supervisor 20. Name = Brown, Ms. Casey 21. (T) Purchase Order Information 22. Ledger = Vision Operations 23. Default Expense Account = 01-110-7740-0000-000 24. (B) OK 25. Save. 26. A note appears asking if you want to use the location of the new position. Click (B) Cancel. Otherwise, the location will change from M1, to HR. 27. Close windows until you are back at the Navigator.





16. Position = MM400.Materials Manager

Solution - Create a New Employee Record (Required) Log in Name: operations Password: welcome Responsibility: Human Resources, Vision Enterprises 1.

(N) > People > Enter and Maintain

2.

(B) New

3.

Last = yourlastname

4.

First = yourfirstname

5.

Gender = Choose your gender

6.

Action = Create Employment

7.

Person Type = Employee Copyright © 2009, Oracle. All rights reserved.




Create a new Employee Record:

8.

Social Security = Enter a 9 digit number (xxx-xx-xxxx) Note: If you get the error message *This social security number already exists. Continue?* Click OK or enter another Social security number

9.

(T) Personal

10. Birth Date = Enter a birthday (dd-MMM-yyyy) 11. (I) Save Note: If you get the error message *Potential Duplicate People* choose No Match and (B) OK.


12. (B) Assignment

13. Organization = Vision Operations Note: Changing the organization name is CRITICAL!! 14. (B) Correction Note: Cancel out of the Group flexfield window. 15. Job = MGR500.Manager




16. Position = MM400.Materials Manager 17. (B) Yes to accept the default values 18. Location = M1 - Seattle 19. (T) Supervisor 20. Name = Brown, Ms. Casey

22. Ledger = Vision Operations 23. Default Expense Account = 01-110-7740-0000-000 24. (B) OK 25. (I) Save. 26. A note appears asking if you want to use the location of the new position. Click (B) Cancel. Otherwise, the location will change from M1 to HR. 27. (I) Show Navigator 28. (M) Tools > Close Other Forms





21. (T) Purchase Order Information

Practice - Create a New User Record Overview In this practice, you will create a new user.

•


•


Tasks 1.

Create a New User Record

2.

Assign your new Employee Record to the User

3.

Assign Responsibilities to the new User

4.

Log in as your new user.





Assumptions

Solution - Create a New User Record Tasks Sign on Switch to the System Administrator responsibility. − (I) Black Hat (on toolbar) − Responsibility = System Adminstrator

Create a New User 2.

Navigate to the Define User form •

(N) Security : User > Define − User Name = XXUSER, where XX is your terminal ID. − Password = welcome (tab, re-enter to verify) − Person = Your name

Add Responsibilities 3.

Add the following Responsibilities to your new User record: Responsibility

Security Group

General Ledger, Vision Operations (USA)

Standard

Payables, Vision Operations (USA)

Standard

Purchasing, Vision Operations (USA)

Standard

Cash Management, Vision Operations (USA)

Standard

Approvals Management, Business Analyst

Standard

Human Resources, Vision Enterprises

Standard

iExpenses

Standard

System Administrator

Standard

Oracle Payments Payment Administrator

Standard





1.

(I) Save and (I) Show Navigator

Login as your new User 5.

Exit Oracle Applications − (M) File > Exit Oracle Applications − (B) OK

6.

From the Oracle e-Business Suite home page: − (H) Logout

7.

Log back into the system with your newly created User Name and password. − Old Password = welcome − New Password = XXuser (Tab, re-enter to verify)

8.

(B) Submit.





4.

Practice - Set Yourself Up As a Buyer (Required) Overview In this exercise, you will set yourself up as a Buyer in the system so you’ll be able to enter Purchase Orders in Purchasing as needed.

•


•


Tasks 1.

Responsibility = Purchasing, Vision Operations (USA)

2.

Navigate to the Buyers definition window

3.

Add yourself as a Buyer in the system. .





Assumptions

Solution - Set Yourself Up As a Buyer (Required) Tasks 1.

Responsibility = Purchasing, Vision Operations (USA)

2.

Navigate to the Buyer definition window:

3.

(N) Setup > Personnel > Buyers

•

Scroll to the bottom of the window

•

(B) Add Buyer


•

Name = your employee name (enter your last name ) •

(I) Quick Select your name from the list if it doesn’t default in automatically

4.

(B) Save

5.

(I) Show Navigator Copyright © 2009, Oracle. All rights reserved.



Guided Demonstration - Run the Fill Employee Hierarchy Process Responsibility: Purchasing, Vision Operations Run the Fill Employee Hierarchy process to update the assignments of employee names to Positions on existing hierarchies. . This must be run at frequent intervals to ensure that approval workflow processes can run properly. (M) View > Requests > (B) Submit a New Request

1.

(B) OK to submit a single request

2.

Name = Fill Employee Hierarchy

3.

(B) Schedule

4.

Select “Periodically”

5.

Re-run every 1 hour from the completion of the prior run

6.

(B) OK

7.

(B) OK on the Caution window

8. (B) Submit 9. Do not submit another request





Run the Fill Employee Hierarchy process

Practice - Modify a List of Values and Create a Supplier With Two Sites Overview Your supervisor has notified you that the company will be purchasing materials and services from new suppliers. In this practice, you will create a new Pay Group Code and a new supplier with two sites.

•


•


Tasks 1.

Create a new Pay Group Code under an existing Lookup Type (a named List of Values).

2.

Create a supplier.

3.

Create a pay site.

4.

Create a purchasing site.

5.

Create a contact for the pay site.

6.

Create a contact for the purchasing site.





Assumptions

Solution – Modify a List of Values and Create a Supplier With Two Sites Tasks Responsibility = Payables, Vision Operations (USA)

We will create a new Pay Group Code and assign it to several new suppliers. The Pay Group Code you create here will default from the supplier records to invoices that you enter. Named Lists of Values are known as Lookup Types, and in this exercise, you will add a new Lookup Code (a member of a List of Values) to an existing Lookup Type called PAY GROUP. Later, when you run a payment batch , you will use your Pay Group Code as search criteria for the invoice selection process so the system will select only YOUR invoices for payment! 1.

Navigate to the Oracle Purchasing lookups: •

(N) Setup : Lookups > Purchasing

2.

Query up the PAY GROUP Lookup Type: − − Enter ‘PAY GROUP’ in the Type field −

3.

Create a new Pay Group Code by inserting your cursor in any cell of the grid, then clicking (I) New to open a new row. Enter the following in the new row: Code

XXPAY GROUP

Meaning

Description

XXPay Group

XXPay Group





Create a New Pay Group Code:

(I) Save.., (I) Show Navigator > (M) Tools > Close Other Forms - Check

Create a Supplier 5.

Navigate to the Suppliers page. − (N) Suppliers > Entry

6.

(B) Create Supplier. − Supplier Type = Standard supplier − Organization Name = XXIBM Corporation





4.

(B) Apply.

8.

Navigate to (H) Organization. − Type = Manufacturing





7.

(B) Save.

10. (B) Save. 11. Navigate to (H) Purchasing. − Create Debit Memo from RTS Transaction = Check





9.

12. (B) Save. 13. Navigate to (H) Receiving. − Receipt Routing = Requires: Standard receipt, Deliver − Note: To find it: − (I) Search − Type in “requires%standard%” in the Routing Description search field, and click on (B) Go. − (I) Quick Select = Standard Receipt − Match Approval Level = 3-Way − Allow Substitute Receipts = Check





Note: Enable the Create Debit Memo From RTS Transaction option if you want the system to automatically create a Debit Memo in Payables when you enter a Return to Supplier (RTS) transaction in Purchasing or Inventory. The value for supplier site defaults from the Purchasing Options window.

15. Navigate to (H) Invoice Management. − Invoice Currency = US dollar − Match Option = Purchase Order − Payment Currency = US dollar − Terms = Immediate − Pay Group = XXPay Group − Always Take Discount = Check





14. (B) Save.

17. Navigate to (H) Payment Details. − Payment Method : Check = Check Default box

18. (B) Save. Create a Pay Site 19. Navigate to (H) Address Book. 20. (B) Create. Copyright © 2009, Oracle. All rights reserved.




16. (B) Save.

Note: This address should be complete as this is the address that will appear on any payment cut to this site! 22. (B) Apply Note: If you get a message about the postal code, click (B) Continue to accept the entered Zip Code. 23. Assign the address to the Vision Operations operating unit by checking the Select check box. Copyright © 2009, Oracle. All rights reserved.




21. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 1 Main St. − City = San Francisco − County = San Francisco − State = CA − Postal Code = 94105 − Address Name = San Francisco − Addressee = Attn: Accts Receivable − Phone Area Code = 415 − Phone Number = 555-1234 − Email Address = [email protected] − Address Purpose = Payment = Check

25. To update the supplier site attributes, click (I) Manage Sites.

26. (T) Uses. − Pay = Check − Primary Pay = Check





24. (B) Apply. This creates the basic supplier site.

28. (B) Apply. Create a Purchasing Site 29. On the Address Book page, click (B) Create. 30. Enter the supplier site address information as follows: − Country = United States − Address Line 1 = 520 Madison Ave. − City = New York Copyright © 2009, Oracle. All rights reserved.




27. (T) Communication. − Notification Method = Print

County = New York State = NY Postal Code = 10022 Address Name = New York Addressee = Attn: Sales Dept Phone Area Code = 212 Phone Number = 555-7703 Email Address = [email protected] Address Purpose = Purchasing = Check


− − − − − − − − −

Note: This address should be complete as this is the address that will appear on any Purchase Order and RFQ sent to this supplier site! 31. (B) Apply 32. Assign the address to the Vision Operations operating unit, by checking the Select check box. 33. (B) Apply. This creates the basic supplier site. 34. To update the New York supplier site attributes, click (I) Manage Sites.




Note: When you enter and approve purchase orders for this supplier, the Supplier Notification Method will default. We’ve chosen printed document here. However, had we chosen e-Mail and specified an e-mail address, that information would default during purchase order approval so we could send the purchase order using the supplier’s preferred method. Valid options are e-Mail, Fax and Printed Document. Copyright © 2009, Oracle. All rights reserved.




35. (T) Communication. − Notification Method = Print

36. (B) Apply. Create a Contact for the Pay Site

38. (B) Create. − First Name = John − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 415 − Phone Number = 555-1234 − Phone Extension = 1234 − Create User Account for this Contact = Check − iSupplier Portal Full Access = Check

39. Scroll down to the Addresses for the Contact Region, and click (B) Add Another Row. 40. Type 'San Francisco' in the Address Name Field and .





37. Navigate to (H) Contact Directory.

41. (B) Apply.

42. Navigate to (H)Contact Directory. 43. (B) Create. − First Name = Jane − Last Name = Doe − Email Address = [email protected] − Phone Area Code = 212 − Phone Number = 555-7703 − Create User Account for this Contact = Check − iSupplier Portal Full Access = Check

44. Down in the Addresses for the Contact Region, click (B) Add Another Row. Copyright © 2009, Oracle. All rights reserved.




Create a Contact for the Purchasing Site

45. Type 'New York' in the Address Name Field and . 46. (B) Apply. 47. (B) Save.


48. (H) Close Window or (H) Home to return to the Navigator.




Practice - Create a 1099 Supplier Record Overview Your company policy is to place a payment hold on all 1099 suppliers until their W-9 form (the tax verification letter) is completed and returned . In this practice, you will create a new 1099 supplier record and apply the hold .

•


•


Tasks 1.

Navigate to Suppliers page.

2.

Create a 1099 supplier.

3.

Place the supplier on payment hold.

4.

Select a Supplier Site for Income Tax Reporting





Assumptions

Solution - Create a 1099 Supplier Record Tasks Create a 1099 Supplier Navigate to the Suppliers page. •

(N) Suppliers > Entry

2.

(B) Create Supplier. − Organization Name = XXComputer Consulting Services − Taxpayer ID = XX1-22-1560

3.

(B) Apply.

4.

Navigate to (H) Organization. − Type = Supplier





1.

(B) Save.

6.

Navigate to (H) Tax Details − Federal = Check − Income Tax Type = Non-employee compensation − State = Check





5.

(B) Save.

Place this Supplier on Payment Hold 8.

Navigate to (H) Invoice Management. − Invoice Currency = US dollar − Invoice Match Option = Purchase Order − Hold from Payment, All Invoices = Check − Payment Hold Reason: Waiting for W-9 − Payment Currency = US dollar − Payment Priority = XX − Terms = 30 Net − Terms Date Basis = Invoice − Pay Group = XXPay Group

9.

(B) Save.

Create a Supplier Site for Income Tax Reporting 10. Navigate to (H) Address Book. 11. (B) Create.





7.

Note: This address should be complete as this is the address that will appear on any payments sent to this site! 13. (B) Continue. 14. Assign the address to the Vision Operations operating unit, by checking the Select check box. 15. (B) Apply. This creates the basic supplier site. 16. Navigate to (H) Tax and Reporting. − − For the Supplier Site, Half Moon Bay − Income Tax Reporting Site = Check





12. Enter the supplier site address information as follows: − Address Line 1 = 25 Anywhere St − City = Half Moon Bay − County = San Mateo − State = CA − Postal Code = 94019 − Address Name = Half Moon Bay − Addressee = Attn: Accts Receivable − Phone Area Code = 650 − Phone Number = 555- 4567 − Email Address = [email protected] − Address Purpose, Payment = Check

17. (B) Save.


18. (H) Close Window or (H) Home




Practice - Review and Change Supplier Information Overview You have just created new suppliers and want to review and change some of the supplier and supplier site information. In this practice, you will review and change supplier information.

•


•


Tasks Responsibility: Payables, Vision Operations (USA) 1.

Navigate to the Suppliers page.

2.

Search for XXIBM supplier and inactivate the New York site.

3.

Change the terms for XXIBM supplier.

4.

Add a contact name.

5.

Reactivate the New York site.





Assumptions

Solution - Review and Change Supplier Information Tasks Search for your XXIBM Corporation supplier and inactivate the New York site: Navigate to the Suppliers page. •


2.

Search − Supplier Name = XXIBM Corporation

3.

(B) Go.

4.

Navigate to (H) Address Book.

5.

For New York, click (I) Manage Sites

6.

(T) Uses. − Inactive Date = Today’s date

7.

(B) Apply.

Add a Contact Name: 8.

Navigate to (H) Contact Directory.

9.

(B) Create.

10. Enter your name and contact information. 11. In the Addresses for the Contact region, (B) Add Another Row 12. Type “San Francisco” in the Address Name field and . 13. (B) Apply. Change the Terms for XXIBM Supplier: 14. Navigate to (H) Invoice Management. − Terms = 30 Net 15. (B) Save.





1.

Reactivate the New York site: 16. Navigate to (H) Address Book. 17. For New York, click (I) Manage Sites 18. (T) Uses Inactive Date = remove the date

20. (H) Close Window or (H) Home





19. (B) Apply.

Guided Demonstration: Submit the Suppliers Audit Report and Merge Suppliers Assume that you have discovered duplicate supplier records in your system with the help of the Supplier Audit Report. GE Plastics is the original supplier record, and GE Capital is the duplicate. You’ve done your research and learned that both supplier records include a BOSTON site with identical address information. You’ve also discovered that the duplicate supplier record – GE Capital – has used a site called DANBURY on at least one invoice and PO. But the street address for this site does not match the street address for the DANBURY site on GE Plastic’s record. So you’ve decided to re-name the DANBURY site on the GE Capital account to DANBURY_2 and copy the new site to your GE Plastics account, along with updating any related invoices and POs with the correct supplier name, number, and site number. Assumptions •


Tasks 1.

Submit the Supplier Audit Report.

2.

Run the Supplier Merge Program for ALL invoices and POs related to GE Capital and the following sites: − GE Captial, Boston -> GE Plastics, Boston − GE Capital, Danbury_2 -> Check the Copy box > GE Plastics

3.

(B) Merge, then Review the Supplier Merge Report.





Overview

Practice - Remove the Payment Hold On Your 1099 Supplier Overview Your 1099 supplier has returned their completed W-9 (a 1099 tax verification form), so in this practice, you will remove the payment hold on their supplier record.

•


•



Navigate to the Suppliers page.

2.

Remove the 1099 payment hold.





Assumptions

Solution - Remove the Payment Hold On Your 1099 Supplier Tasks Update 1099 Information Navigate to the Suppliers page: •


2.

Search − Supplier Name = XXComputer Consulting Services

3.

(B) Go

4.

(I) Update

Remove the 1099 Payment Hold 5.

Navigate to (H) Invoice Management. − Hold from Payment, All Invoices = Uncheck

6.

(B) Save

7.

(H) Close Window or (H) Home





1.

Practice - Set Up an Invoice Batch Overview You have received a number of invoices from XXIBM Corporation, which you will be entering into the Oracle Payables system manually using batching. In this exercise, you will create the Invoice Batch Header for the invoices you will enter later.

•


•


Tasks Responsibility: System Administrator 1.

Navigate to the System Profile Window

2.

Turn on batching at the Payables, Vision Operations (USA) responsibility level

Responsibility: Payables, Vision Operations (USA) 3.

Navigate to the Invoice Batches window.

4.

Enter Batch name XX Invoice Batch 1

5.

Save your work.





Assumptions

Solution - Set Up an Invoice Batch Tasks Enable the “AP: Use Invoice Batch Controls” profile option Responsibility = System Administrator Navigate to the Find System Profile Values form: •

(N) Profile > System

•

Uncheck the Site checkbox

•

Check the Responsibility checkbox

•

Enter the Responsibility: Payables Vision Operations (USA)

•

Accept the default for the Profiles with No Values field (usually checked)

•

Enter the search criteria “ap%batch%” in the Profile field

2.

Select (B) Find

3.

Change the profile option setting at the Responsibility level to “Yes”.

4.

(I) Save

Responsibility = Payables Vision Operations (USA) Enter a Batch Header 5.

Navigate to the Invoice Batches window. •

6.

(N) Invoices > Entry > Invoice Batches − Batch Name = XX Invoice Batch 1

(I) Save.





1.

Practice - Create Folder Forms for the Invoice Header and Lines regions Overview In this practice, you will create Folders for the Invoice Header and Invoice Lines regions

•


•



Navigate to the Invoices window.

2.

Create an Invoice Header folder and save it.

3.

Create an Invoice Lines Folder and save it.





Assumptions

Solution - Create Folder Forms for the Invoice Header and Lines regions Tasks Create an Invoice Header Level Folder Navigate to the Invoices window. •

(N) Invoices > Entry > Invoice Batches

•

Query up your existing Invoice Batch and open the Invoice Entry form: o o Batch Name = XX Invoice Batch 1 o o (B) Invoices

2. Create afolder for the Invoice Header region: •

Hide the Customer Taxpayer ID field

•

Reduce the width of the Type field slightly by dragging the right side of the column to the left. Hold down the left mouse button as you drag.

•

Widen the PO Number field slightly.

•

Widen the Trading Partner field to allow for most supplier names. Also, rename the Trading Partner field to “Supplier” by right-clicking on the column name. Enter the new name, then (B) OK.

•

Widen the Supplier Site field to accommodate most site names.

•

Change the name of the Invoice Curr field to Curr.

•

Add a new column by placing your cursor in the first row of the Invoice Amount field, and right-click. Then select Folder, and Show Field. Select the Requester field. The new column should appear to the right of the Invoice Amount field.

•

Move the GL Date field to the right of the Requester field by grabbing the column header with your left mouse button and dragging it to the desired location.

•

Move the Distribution Set field to the right of the GL Date field.





1.

Move the Description field to the right of the Distribution Set field

•

Change the Match Action field to read Purchase Order.

•

Move the Terms Date field to the right of the Description field

•

Move the Terms field to the right of theTerms Date field

•

Rename the Terms field to “Payment Terms”

•

Move the Payment Method field to the right of the Payment Terms field

•

Move the Pay Group to the right of the Payment Method field.

•

Move your cursor back to the Operating Unit field before saving.

3.

Save the folder − (M) Folder > Save As − Name = XX Invoice Header Folder − Autoquery = Never − Open as Default = Check − Public = Uncheck − Include Query = Uncheck

4.

(B) OK

Create an Invoice Lines Folder: 5.

6.

Enter the following invoice header information: Invoice Type

Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Terms

Standard

XXIBM Corporation

Today’s date

11-150

150

30 Net

(T) Lines

7. Create an Invoice Lines folder: •

Reduce the width of the Amount field slightly.

•

Move the Distribution Set field to the right of the Amount field

•

Move the Distribution Account field to the right of the Distribution Set field.

•

Hide the Track as Asset field, then place your cursor in the Distribution Account field, right-click, and select Show Field. Select Track as Asset from the list. The new column should automatically appear to the right of the Distribution Account field. Copyright © 2009, Oracle. All rights reserved.




•

Hide the Discarded field, then place it to the right of the Track as Asset field.

•

Hide the Cancelled field, then place it to the right of the Discarded field.

•

Move the GL Date field to the right of the Cancelled field.

•

Hide the Line Source field, then place it to the right of the GL Date field.

•

Hide the Inventory Item field, then place it to the right of the Unit Price field.

•

Move your cursor back to the Num field before saving.

Save the folder •

9.

(M) Folder > Save As − Name = XX Invoice Lines Folder − Open as Default = Check − Public = Uncheck − Include Query = Uncheck

(B) OK

10. (I) Save, then (I) Show Navigator





8.

•

Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments Overview You have received invoice XX1000 in the mail from XXIBM Corporation, which you will be entering into the Oracle Payables system. The invoice is to be distributed to two departments in your company.

•


•




2.

Enter the XX1000 invoice





Assumptions

Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments Tasks Enter Invoice

2.

Navigate to the Invoices window. •


•

Query up XX Invoice Batch 1

•

(B) Invoices

Enter an invoice on the first available row using the following information: Trading Partner XXIBM Corporation

Invoice Date

Invoice Num

Invoice Amount

Description

Payment terms

5 days ago

XX1000

10000

Promotional Giveaway

Immediate

Enter Two Invoice Lines and Distribute Each Line to a Different Department 3.

(T) Lines

4.

Enter the invoice lines according to the following table: Num

Type

Amount

Distribution Account

1

Item

4000

01-402-7110-0000-000

2

Item

6000

01-404-7110-0000-000





1.

(I) Save, and click on (B) All Distributions. Note that because you entered the GL account number for each Item line, the Distribution Lines were automatically createdfor you.

6.

(I) Show Navigator Copyright © 2009, Oracle. All rights reserved.




5.

Practice - Enter an Invoice for a Fixed Asset Overview You have received invoice XX2000 in the mail for the purchase of a fixed asset. Enter the invoice into Oracle Payables manually. .

•


•



Navigate to the Invoices window:

2.

Enter an Invoice Header

3.

Enter a Line for the invoice, ensuring that the Track as Asset field is automatically checked

4.

Save your work.

5.

Verify that the Distribution Line was generated automatically.





Assumptions

Solution - Enter an Invoice for a Fixed Asset Tasks Enter an Invoice for a Fixed Asset

2.

3.

Navigate to the Invoices window. •


•


•

(B) Invoices

Enter an invoice on the first available row using the following information: Invoice Type

Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Description

Terms

Standard

XXIBM Corporation

3 days ago

XX2000

40000

Computer Server

30 Net

(T) Lines





1.

Enter an Invoice Line according to the following table: Num 1

Type Item

Amount 40000

Distribution Account 01-000-1570-0000-000

Track As Asset Automatically checks

5.

(I) Save

6.

(B) Distributions to verify that the Distribution Line was generated automatically.

7.

(I) Show Navigator





4.

Practice - Create Distribution Sets Overview You frequently receive invoices for which the accounting is generally the same. Your controller has asked you to establish a Distribution Set to enable the accounting entries for some invoices to be automatically generated. In this practice, you will create a Full Distribution Set and a Skeleton Distribution Set.

•


•



Navigate to the Distributions Sets window.

2.

Create a Full Distribution Set

3.

Enter a Skeleton Distribution Set





Assumptions

Solution - Create Distribution Sets Tasks Create a Full Distribution Set Navigate to the Distribution Sets window. •

(N) Setup > Invoice > Distribution Sets

2.

Create a Full Distribution Set using the following information: − Name = XX Full Utilities − Description = XX Utilities Full Distribution Set

3.

Enter a Full Distribution set, according to the following table: Num

%

Account

Description

1

25

01-402-7410-0000-000

Utilities-East Region

2

50

01-404-7410-0000-000

Utilities-West Region

3

25

01-410-7410-0000-000

Utilities-Mgmt

Note that when the total = 100%, the Type = Full





1.

4.

(I) Save

5.

In the Distribution Sets window, place the cursor in Name Field and press the down arrow key on your keyboard to create a new record.

6.

Create a skeleton distribution set using the following information: − Name = XX Skeleton Utilities − Description = XX Utilities Skeleton Distribution Set

7.

Enter skeleton distributions according to the following table. Num

%

Account

Description

1

0

01-402-7410-0000-000

Utilities-East Region

2

0

01-404-7410-0000-000

Utilities-West Region

3

0

01-410-7410-0000-000

Utilities-Mgmt

Note that when the percentage = 0%, the Type = Skeleton

8.

(I) Save

9.

(I) Show Navigator





Create a Skeleton Distribution Set

Practice - Enter Invoices Using your Distribution Sets Overview You have received two invoices. Enter them into the system using your Distribution Sets. .

•


•



Navigate to the Invoices window

2.

Enter a new invoice using your pre-defined Full Distribution Set

3.

Enter a new invoice using your pre-defined Skeleton Distribution Set, and enter the amounts on the Distribution Lines window manually.





Assumptions

Solution - Enter Invoices Using your Distribution Sets Tasks Enter an Invoice using your Full Distribution Set: Navigate to the Invoices window. • 2.

(N) Invoices > Entry > Invoice Batches > Query up your Invoice Batch > (B) Invoices

Enter the following Invoice Header: Type

Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Distribution Set

Standard

XXIBM Corporation

3 days ago

XX3000

2567.59

XX Full Utilities

Note: If you save the invoice before populating this field, you will not be allowed to enter a Distribution Set afterward. In that case, enter the Distribution Set at the Line level instead. 3.

(T) Lines. Enter the following Invoice Line: Line

Type

Amount

1

Item

2567.59





1.

4.

(I) Save

Verify Invoice Distributions 5.

With your cursor on Invoice Line 1, click (B) Distributions.

6.

In the Distributions window, verify that the system built your Distribution Lines for you automatically, including amounts, and that the Distribution Total is equal to the LineTotal.





Note: The Distribution Set defaults onto the Line if you entered it in the Invoice Header region.

7.

Close the Distributions window and move your cursor to the next open Invoice Header row.

8.

to copy the contents of the last Invoice Header record down to the row you’re on.

9.

Modify the header information to read as follows: Type

Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Distribution Set

Standard

XXIBM Corporation

3 days ago

XX3001

1000

XX Skeleton Utilities

10. (T) Lines. Enter the following Invoice Line: Line

Type

Amount

1

Item

1000

11. (I) Save Verify Invoice Distributions 12. With your cursor on Invoice Line 1, click (B) Distributions.





Enter a second invoice using your Skeleton Distribution Set

13. In the Distributions window, verify that the system built your Distribution Lines for you automatically. Enter the amounts listed below manually and afterwards, confirm that the Distribution Total is equal to the Line Total. Line

Type

Amount

1

Item

250

2

Item

250

3

Item

500


14. (I) Save 15. (I) Show Navigator




Practice - Create a Freight Distribution Overview You have received an invoice from your supplier. Enter the invoice and add a single freight distribution using the Prorate Across All Item lines functionality.

•


•




2.

Enter a new Invoice Header, Item Line and Freight Line.

3.

Verify that your Distribution Lines were generated automatically by the system.

4.

Modify the invoice amounts at the Header and Line level.5. Lines were updated for the changes.

Confirm that the Distribution





Assumptions

Solution - Create a Freight Distribution Tasks Enter an Invoice with Freight

2.

3.

4.

Navigate to the Invoices window: •


•


•

(B) Invoices


Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Terms

Standard

XXIBM Corporation

5 days ago

XX16000

2535

2/10 Net 45

(T) Lines. Enter the following Invoice Lines: Line Number

Type

Amount

Account

Description

1

Item

2500

01-110-7530-0000-000

1 Personal Computer

2

Freight

35

Freight

Prorate Across All Item Lines

Check

(I) Save.





1.

5.

(B) All Distributions. Note that the freight distribution has been created.

6.

Close the All Distributions window.

Add Another Computer to the Invoice 7.

Increase the invoice amount on the header to 5035.

8.

(T) Lines. Add another invoice line:

Line Number

Type

Amount

Account

Description

3

Item

2500

01-110-7530-0000-000

1 Personal Computer





Verify Freight Distribution Line was built automatically

(I) Save.

10. (B) All Distributions. Check your distributions lines. Note that a second freight distribution was automatically created and that the freight costs have been prorated across both item lines.

11. (I) Show Navigator





9.

Practice - Allocate Freight Charges Overview You have received an invoice for marketing materials from your supplier. Enter the invoice and allocate the freight and miscellaneous charges. Invoice No. XX17000

INVOICE Quantity

Description

20000

Misc. Marketing Materials

Unit Price

Total

1.00

20000.00

Subtotal

20000.00

Shipping

500.00

Misc.

100.00

Total

20600.00

Assumptions •


•




2.

Enter an Invoice Header and Lines

3.

Allocate your Freight and Miscellaneous Charges.

4.

Verify that the Invoice Distributions have been created.





XXIBM Coporation 1 Main St. San Francisco, CA 94105

Solution - Allocate Freight Charges Tasks Enter an Invoice

2.



•


•

(B) Invoices


Trading Partner

Invoice Date

Invoice Num

Invoice Amount

Description

Standard

XXIBM Corporation

3 days ago

XX17000

20600

Marketing materials

3.

(T) Lines. Enter the following Invoice Lines:

Line Number

Type

Amount


Description

1

Item

12000

01-110-9704-0000-000

Flyers

2

Item

8000

01-110-9704-0000-000

Conference Booth

3

Freight

500

Shipping

4

Misc.

100

Printer Setup Fee

4.

(I) Save





1.

5.

Select the Freight line by placing your cursor on that row.

6.

(B) Allocations.

. 7.

Verify the allocation details. − Type = Fully Prorate

8

(B) Select/Unselect All to tell the system which Item lines you want to allocate the freight charge across.

9.

(B) OK.

Allocate Miscellaneous Charges 10. Select the Miscellaneous line by placing your cursor on that row. 11. (B) Allocations.





Allocate Freight Charges

13. Select the check box to the left of the “Flyers” Item line, and enter the Miscellaneous fee amount in the Allocated Amount field that you want to allocate to the GL Account number associated with the “Flyers” line – in this case, the full amount of the Miscellaneous charge, $100. − Allocated Amount = 100.00 14. (B) OK 15. (B) All Distributions. Review the invoice distributions that have been created so far. Note that 3 allocated distributions have been created (2 Freight, and 1 Miscellaneous). 16. (I) Show Navigator





12. Enter the Allocation details. − Type = Amount Based

Practice - Create a Scheduled Payment Plan Overview Use multiple scheduled payment lines to issue partial payments against an invoice across multiple dates. Note that scheduled payments are related to the INVOICE, not the DISTRIBUTIONS.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) 1. Enter an Invoice Header and Line using a Distribution Set to automatically generate the associated Distribution Lines. XXIBM Corporation 1 Main St. San Francisco, CA 94105

Invoice No.

XX8000

INVOICE Quantity

Description

20

Items

Unit Price

Total

50.00

1000.00

Subtotal

1000.00

Shipping

0.00

Misc.

0.00

Total

1000.00

2. Create a Scheduled Payment Plan that includes multiple Scheduled Payment Lines on the Scheduled Payments tab.





In this practice, you will create a scheduled payment plan with multiple payments involved. You’ll charge the invoice to the miscellaneous expense account for department 110, pay $600 now and pay the balance in 30 days.

Solution - Create a Scheduled Payment Plan Tasks Enter Invoice Information

2.

Navigate to the Invoices window •


•


•

(B) Invoices

Enter the following invoice header: Type

Supplier

Invoice Num

Amount

Description

Standard

XXIBM Corporation

XX8000

1000

20 items @ $50 each

3.

(T) Lines. Enter the following invoice lines. Type

Amount

Distribution Set

Quantity

Unit Price

Item

1000

XXUtilities

20

50.00





1.

4.

(I) Save

5.

(T) Scheduled Payments.

6.

Update the Gross Amount on Line 1 to $600.

7.

(B) Split Schedule.

8.

Update the Due Date on the new line: Row

Due Date

Gross Amount

1

Default

600

2

Default + 30 days

400





Create Scheduled Payments Lines


9.

(I) Save





Practice - Cancel an Invoice Overview

Assumptions •


•




2.

Find invoice XX8000 using the Find window.

3.

Cancel the invoice.

4.

Notice the status change to Cancelled.





Invoices may be cancelled unless they are paid. Cancelling an invoice sends reversing invoice distributions to the general ledger. To cancel a paid invoice, the payment must first be voided. Assume your supplier just called you to let you know that invoice XX8000 was issued in error, and they will be sending a replacement invoice soon. In this practice, you will cancel Invoice XX8000.

Solution - Cancel an Invoice Find an Invoice to Cancel

2.



•


•

(B) Invoices

Find invoice XX8000 •

(I) Find (the flashlight): − Trading Partner = XXIBM Corporation − Invoice Number = XX8000

3.

(B) Find

4.

The invoice should be displayed for you in the Invoice Entry form.

5.

Cancel the invoice •

(B) Actions − Cancel invoices = Check

6.

(B) OK

7.

(B) OK to accept the cancellation.





1.

In the General tab, notice how the status has changed to Cancelled. Note: Canceling an invoice is final. There is no “Un-Cancel” option!

9.

(I) Show Navigator





8.

Practice - Reverse Invoice Distributions Overview

TIP: You can adjust line information directly (without having to reverse the lines first) if the lines have NOT been transferred to the General Ledger yet. After transfer, you will have to reverse them in order to correct them.

Assumptions •


•



Find Invoice XX1000.

2.

Create Final Accounting for the invoice, and review the initial Journal Entries generated.

3.

Reverse the Distribution Line for account 402.

4.

Enter the correct Distribution Line, using account 420.

5. Review the Journal Entries generated by these changes.





You have discovered that Invoice XX1000 was entered with incorrect accounting information. The $4,000 should have been charged to Department 420 instead of 402. Adjust the accounting distribution lines on this invoice by reversing the original Distribution Lines and re-entering the correct lines manually.

Solution - Reverse Invoice Distributions Tasks Query invoice 1000 Navigate to the Find Invoices window. •


•


•

(B) Invoices

2.

(I) Find − Trading Partner = XXIBM Corporation − Invoice Number = XX1000

3.

(B) Find

Run the Create Final Accounting process Note: You will learn more about why and how to run the Validation and Create Accounting processes later in this class. 4.

(B) Actions − Validate = Check

5.

(B) OK.

6.

(B) Actions − Create Accounting = Check − Final = Check

7.

(B) OK





1.

(B) OK. To accept the confirmation message.

9. (M) Tools > View Accounting Events > (B) View Journal Entries •

Review the Journal Entries that the Create Accounting process generated for this invoice.

Reverse the distribution. 10. (T) Lines 11. Select the Invoice Line with the distribution coded to department 402. 12. (B) Distributions 13. (B) Reverse…1.





8.





14. (B) OK to accept the reversing message. Afterward, note that a reversal entry has been created for you automatically.

15. Move your cursor to the third row and enter the correct Distribution Line information, as follows: Type

Amount

Account

3

Item

4000

01-420-7110-0000-000


Num




17. Note that on the General tab of the Invoices window, Status = Needs Revalidation, and Accounted = Partial. 18. (B) Actions 19. Validate = Check 20. (B) OK 21. The Status field should now read Validated. 22. (B) Actions − Create Accounting = Check − Final = Check 23. (B) OK 24. The General tab should now show a Yes in the Accounted field. 25. (M) Tools > View Accounting Events > (B) View Journal Entries •

Review the Journal Entry lines, including the reversal and replacement lines

26. (I) Save 27. (I) Show Navigator Copyright © 2009, Oracle. All rights reserved.




16. (I) Save

Practice - Create a Standard Purchase Order Overview

Assumptions •


•


Tasks Responsibility = Purchasing, Vision Operations (USA) 1.

Navigate to the Enter Purchase Orders window.

2.

Create a standard purchase order:

3.

Enter a Standard Purchase Order with 3 Shipment Lines

4.

Submit the purchase order for approval





Your supervisor has asked you to create a purchase order for XXIBM Corporation in New York. Your company is planning to purchase 50 units of item f10000 for $100.00 each. The supplier will be authorized to deliver on three separate dates. Two different departments have ordered the units for the third shipment line. In this practice, you will create a standard purchase order that will be used in subsequent labs in which invoices will be entered and matched to this PO.

Solution - Create a Standard Purchase Order Tasks Create a Standard Purchase Order Responsibility = Purchasing, Vision Operations Navigate to the Enter Purchase Orders window. •

(N) Purchase Orders > Purchase Orders

2.

Create a Standard Purchase Order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Supplier Site = New York − Buyer = your name

3.

Enter PO Line 1: − Item = f10000 − Quantity = 50

Enter Purchase Order Shipments 4.

(B) Shipments Copyright © 2009, Oracle. All rights reserved.




1.

5.

Enter shipment lines according to the following table:

Num

Organization

Ship-To

Quantity

Promised Date

1

M1

M1-Seattle

18

Today + 5 days

2

M1

M1-Seattle

12

Today + 10 days

3

M1

M1-Seattle

20

Today + 15 days

6.

(T) More

7.

Enter Match Approval Level information for lines 2 and 3 according to the following table:

Num

Receipt Close Tolerance (%)

Invoice Close Tolerance (%)

Match Approval Level

Invoice Match Option

2

0

0

2-way

PO

3

0

0

2-way

PO

Enter Purchase Order Distributions 8.

With the cursor on shipment line 1, choose (B) Distributions.

9.

Enter the distribution line according to the following table:

Num

Destination Type

Quantity

P.O. Charge Account

1

Expense

18

01-110-7050-0000-000

10. Save your work. Close the Distributions window and return to the Shipments window. 11. With the cursor on shipment line 2, choose (B) Distributions. 12. Enter the distribution line according to the following table: Num

Destination Type

Quantity

P.O. Charge Account

1

Expense

12

01-110-7050-0000-000

13. Save your work. Close the Distributions window and return to the Shipments window. 14. With the cursor on shipment line 3, choose (B) Distributions. 15. Enter two distribution lines according to the following table: Num

Destination Type

Quantity

P.O. Charge Account

1

Expense

12

01-110-7050-0000-000

2

Expense

8

01-120-7050-0000-000





Enter More Information

Approve the Purchase Order 17. (B) Approve 18. Select Submit for Approval, deselect all other options. 19. (B) OK 20. Record your purchase order number _____________________ 21. (I) Save 22. (I) Show Navigator 23. (I) Switch Responsibility > Payables, Vision Operations (USA)





16. Save your work and close the Distribution and Shipments windows .

Practice - Match Invoices to a Purchase Order Overview

•

Match to PO Shipment Lines – Your supplier shipped 26 units of the item and billed you for them. The shipments were for the first and second shipment lines. The rest of the purchase order will be shipped and billed at a later date. Use Invoice XX5000 to match to the PO for this method.

•

Match to PO Distributions - Your supplier has shipped 5 more units of the item you ordered and now has billed you for them. The shipments are for the second and third shipment lines. The remainder of the purchase order is on back order and will be shipped and billed at a later date. Use Invoice XX6000 to match to the PO for this method.

•

Quick Match – Your supplier has finally shipped the remaining units and has now billed you for them. The shipment was for the balance of the second and third shipment lines. Use Invoice XX7000 to match to the PO for this method.

Assumptions •


•




2.

Enter Invoice XX5000 for 26 units and enter the details of the shipments on the Match window. Invoice Lines and Distribution Lines should be generated automatically.

3.

In the All Distributions window, verify that the Distribution Lines were automatically generated.

4.

Enter Invoice XX6000 and enter the details of the shipments on the Match window, including shipment information broken down by cost center for Shipment Line 3. Invoice Lines and Distribution Lines should be generated automatically.





In this practice you will enter invoices and match them to a standard purchase order in the following ways:

In the All Distributions window, verify that the Distribution Lines were automatically generated for each cost center.

6.

Enter Invoice XX7000 using the QuickMatch functionality. Invoice Lines and Distribution Lines should be generated automatically.

7.

In the All Distributions window, verify that the Distribution Lines were automatically generated for each cost center.


5.




Solution - Match Invoices to a Purchase Order Responsibility: Payables, Vision Operations (USA) Match to PO Shipment Lines

2.



•

Name = XX Invoice Batch 2

•

(B) Invoices


Supplier

Invoice Num

Amount

Standard

XXIBM Corporation

XX5000

2600

3.

(B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your PO number from the last lab

4.

(B) Find.

5.

Enter match details according to the following table:

Shipment Line

Match

Qty Invoiced

Unit Price

Match Amount

1

Check

18

100

1800

2

Check

8

100

800





1.

(B) Match.

7.

In the Invoices window, click (B) All Distributions.





6.

8.

Verify that the Invoice Distribution Lines were generated automatically by the matching process, and that the Distribution Total equals the Invoice Total.

Match to PO Distributions 9.

Close the All Distributions window and move your cursor to the next available row in the Invoice Header region.

Type

Supplier

Invoice Num

Amount

Standard

XXIBM Corporation

XX6000

500

11. (B) Match. − Supplier Name = XXIBM Corporation − Purchase Order Num = your PO number from the last lab 12. (B) Find. 13. Enter match details for line 2, according to the following table: Shipment Line

Match

Qty Invoiced

Unit Price

Match Amount

2

Check

2

100

200

Note: Leave line 1 blank.





10. Enter the following Invoice Header:

Shipment Line

Match

Qty Invoiced

Unit Price

Match Amount

3

Check

3

100

300

Note: Leave lines 1 and 2 blank. 15. With your cursor on line 3, select (B) Distribute. 16. In order to apply the quantity billed (3 units) to the appropriate cost centers, use the following information to enter match information for the two Distribution Lines associated with Shipment Line 3 on your PO: Distribution Line

Match

Qty Invoiced

Unit Price

Match Amount

1

Check

2

100

200

2

Check

1

100

100





14. Enter match details for line 3, according to the following table:

18. Close the Match windows, and return to the Invoices entry window > (B) All Distributions. 19. In the All Distributions window, verify that the Distribution Lines for each cost center were automatically generated by the matching process, and that the Distribution Total equals the Invoice Total.





17. (B) Match.

20. Close the All Distributions window and move your cursor to the next available row in the Invoice Header region. 21. Enter the following Invoice Header: Type

Supplier

PO Number

Invoice Num

Amount

Standard

XXIBM Corporation

Your PO from the last lab

XX7000

1900





Quick Match

Note that the Lines on the invoice were automatically populated based on the remaining unbilled quantities on the purchase order shipment lines at the time the match information for this invoice was entered and saved. 23. (B) All Distributions. 24. In the All Distributions window, verify that the Distribution Lines for each cost center were automatically generated, and that the Distribution Total equals the Invoice Total. 25. (I) Save 26. (I) Show Navigator





22. (B) QuickMatch.

Practice - Enter Quick Invoices Overview The Quick Invoices window supports “heads-down” data entry for invoices that do not require much research. In this practice, you will enter standard invoices using the Quick Invoices window.

•


•



Navigate to the Quick Invoices window.

2.

Enter the first invoice using the information provided on the invoice below. XXIBM Corporation 1 Main St. San Francisco, CA

Invoice No. XX1001

Quantity

Description

5

XXIBM Thinkpad

Unit Price 3000.00 Subtotal Shipping Tax Total

Total 15000.00 15000.00 0.00 0.00 15000.00

Code these invoices to the Asset Clearing Account: 01-000-1570-0000-000





Assumptions

Enter the second invoice using the information provided on the invoice below. XXIBM Corporation 1 Main St. San Francisco, CA

Invoice No. XX1002

Quantity

Description

2

Dell Desktops

Unit Price 1250.00 Subtotal Shipping Tax Total

Total 2500.00 2500.00 0.00 0.00 2500.00

Code these invoices to the Asset Clearing Account: 01-000-1570-0000-000 4.

Enter the third invoice using the information provided on the invoice below. XXIBM Corporation 1 Main St. San Francisco, CA

Invoice No. XX1003

Quantity

Description

2

Dye sublimation printers

Unit Price 3500.00

Subtotal Shipping Tax Total

Total 7000.00

7000.00 0.00 0.00 7000.00

Code these invoices to the Asset Clearing Account: 01-000-1570-0000-000 5.

Import the invoices into AP.

6.

Navigate to the Invoice Workbench.

7.

Query your invoices and ensure the system imported all of your invoices.





3.

Solution - Enter Quick Invoices Tasks Responsibility: Payables, Vision Operations (USA)

Enter Invoices Navigate to the Quick Invoices window. •

Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XX Quick Batch 1

2.

(B) Enter

3.

Enter the first Invoice Header using the information provided below.

4.

Type

Invoice Number

Invoice Date

Standard

XX1001

Today’s date

Supplier

Site

Invoice Amount

XXIBM SAN Corporation FRANCISCO

15000

Enter an Invoice Line based on the following table: Type

Amount

Account

Unit of Measure

Quantity Invoiced

Unit Price

Item

15000

01-000-1570-0000-000

Each

5

3000

Note: Account must be entered or the creation process will fail. Note: The Track as Asset field is not checked, but will be checked once the invoices are imported into the Invoice Workbench. Note: You must specify a Unit of Measure if you are entering data in the Quantity Invoiced and Unit Price fields. 5.

(B) Save and Next

6.

Enter the second Invoice Header using the information provided below. Type

Invoice Num

Invoice Date

Supplier

Site

Invoice Amount

Standard

XX1002

Today’s date

XXIBM Corporation

SAN FRANCISCO

2500





1.

Enter an Invoice Line based on the following table: Type

Amount

Account

Unit of Measure

Quantity Invoiced

Unit Price

Item

2500

01-000-1570-0000-000

Each

2

1250

8.

(B) Save and Next

9.

Enter the third Invoice Header using the information provided below. Type

Invoice Num

Invoice Date

Supplier

Site

Invoice Amount

Standard

XX1003

Today’s date

XXIBM Corporation

SAN FRANCISCO

7000

10. Enter an Invoice Line based on the following table: Type

Amount

Account

Unit of Measure

Quantity Invoiced

Unit Price

Item

7000

01-000-1570-0000-000

Each

2

3500

11. (I) Save Create AP Invoices from Quick Invoices using the Invoice Import process 12. (B) Create Invoices 13. Verify that: − Source = Quick Invoices − Quick Invoice Batch = XX Quick Batch 1 − Batch Name = XX Quick Batch 1





7.

15. (B) OK to accept the Concurrent Request note and (I) Show Navigator 16. Review the output: − (M) View > Requests − All my requests = Checked − (B) Find − Place your cursor on the Payables Open Interface Import row once it completes. − (B) View Output. View the Newly Created AP Invoices 17. Navigate to the Invoice Workbench: •


•

Query up the XX Quick Batch 1

•

(B) Invoices

18. Review the invoices to ensure the system imported all of them. 19. (I) Show Navigator





14. (B) OK to submit

Practice - Enter a Purchase Order for Matching to Quick Invoices Overview In this practice, you will enter a Purchase Order (PO) for matching to quick invoices.

•


•



Navigate to the Purchase Order window.

2.

Enter a Standard Purchase Order with 1 PO Line and 2 Shipment Lines.

3.

Approve the purchase order.





Assumptions

Solution - Enter a Purchase Order for Matching to Quick Invoices Tasks Enter a Purchase Order Responsibility = Purchasing, Vision Operations Navigate to the Purchase Order window •

(N) Purchase Orders > Purchase Orders

2.

Enter a Standard Purchase Order: − Operating Unit = Vision Operations − Supplier = XXIBM Corporation − Site = New York − Buyer = your name

3.

Enter Purchase Order Line 1: − Item = AS18947 − Quantity = 4 − Need by Date = Tomorrow’s date

4.

(B) Shipments





1.

Enter shipments according to the following table: Num

Org

Ship-To

Quantity

Promised Date

1

M1

M1-Seattle

2

Today + 5 Days

2

M1

M1-Seattle

2

Today + 10 Days

6.

(I) Save

7.

Close the Shipments window.

8.

Approve the purchase order. •

9.

(B) Approve − Submit for Approval = Check − All other options = Uncheck

(B) OK

10. Write down your PO number _____________.





5.

Practice - Match to a PO in Quick Invoices Overview In this practice, you will enter match information for a PO in the Quick Invoices window.

•


•



Navigate to the Quick Invoices window.

2.

Enter invoice header and line information, including PO information.

3.

Import your invoice into AP using the Quick Invoices window..

4.

Navigate to the Invoice Workbench.

5.

Query your batch and invoice.

6.

Verify that the system imported the invoice, including the matching information at the Line and Distribution levels.





Assumptions

Solution - Match to a PO in Quick Invoices Tasks Responsibility: Payables, Vision Operations (USA) Enter an Invoice Navigate to the Quick Invoices window •

(N) Invoices > Entry > Quick Invoices − Source = Quick Invoices − Batch = XX Quick Batch2

2.

(B) Enter

3.

Enter Invoice Header information according to the following table: Type

Invoice Num

Supplier

Site

Invoice Amount

Standard

XX2007

XXIBM Corporation

SAN FRANCISCO

4831.44





1.

4.

5.

Enter two Invoice Lines according to the following table: Type

Amount

PO Number

PO Line #

PO Ship #

PO Dist #

Quantity Invoiced

Item

2415.72

Your PO #

1

1

1

2

Item

2415.72

Your PO #

1

2

1

2

Save your work.

6.

(B) Create Invoices

7.

Verify that: •

Source =Quick Invoices

•

Quick Invoices Batch = XX Quick Batch 2

•

Batch Name = XX Quick Batch 2

8.

(B) OK. To submit the request.

9.

(B) OK to accept the Concurrent Request note, and (I) Show Navigator.

10. View the output once it completes. − (M) View > Requests − All my requests = Checked − (B) Find − Place your cursor on the latest Payables Open Interface Import row once it completes. − (B) View Output. View the Newly Created AP Invoice 11. Navigate to the Invoice Workbench: •


•

Query up XX Quick Batch 2

•

(B) Invoices

12. Review the invoice to ensure it was imported into AP properly. If you click (T) Lines, each line has the matched PO Number, PO Line, and PO Shipment number associated with that line. 13. (I) Save, then (I) Show Navigator Copyright © 2009, Oracle. All rights reserved.




Create Invoices in AP using the Invoice Import process from the Quick Invoices window

Practice - Create a Special Calendar Overview In this practice, you will create a Special Calendar for use with Recurring Invoice Templates.

•


•



Navigate to the Special Calendar definition window.

2.

Enter a new Special Calendar with 6 or more calendar periods beginning with the current month.





Assumptions

Solution - Create a Special Calendar Tasks Responsibility: Payables, Vision Operations (USA) Create a Special Calendar Navigate to the Special Calendar definition window: •

2.

(N) Setup > Calendar > Special Calendar − Name = XX Monthly − Periods Per Year = 12 − Type of Calendar = Recurring Invoice

Enter 6 calendar periods beginning with the current month . •

Use names of months found in a standard calendar in the Period Name field

•

Use the current year in the Year field

•

The system will automatically assign the Sequence value for each month.

•

Enter the beginning and ending dates for each month in the From Date and To Date fields.





1.

3.

(I) Save Note: The combination of the Period Name and Year becomes the System Name assigned by the system. The System Name and the Invoice Number Prefix entered on the Recurring Invoice Template will make up the unique Invoice Number for each of the Recurring Invoices generated by the Recurring Invoice Template.






Practice - Create Recurring Invoices You have signed a six-month lease for a total of $12,000 with XXIBM Corporation in San Francisco. You are required to pay the same amount each month but do not receive an invoice for the rent. So to ensure that the rent is paid every month in a timely manner, you will create a Recurring Invoice Template that will generate all 6 of the future-dated invoices in advance. The invoices will sit out harmlessly on your system until each one appears (once monthly) on your Aging Reports and Cash Requirements Reports as they become due. Because of their Scheduled Payment dates and GL Dates, they cannot inadvertently be paid early or transferred to the GL early. As with any invoice, they can always be canceled or modified until they paid.

Assumptions •


•



Navigate to the Recurring Invoices Template window.

2.

Enter a new template for the invoices related to your 6-month lease using the Special Calendar you created in the last lab.

3.

Use the template to generate all 6 current- and future-dated invoices.

4.

Review your lease payment invoices in the Invoices Entry window.





Overview

Solution - Create Recurring Invoices Tasks Enter a Recurring Invoice Template Navigate to the Recurring Invoices Template window •

(N) Invoices > Entry > Recurring Invoices − Name = XXIBM Corporation − Site = SAN FRANCISCO

2.

Enter the following calendar information: − Name = XX Monthly − Number of Periods = 6 − First = This Month

3.

(T) Invoice Definition. − Number = XX Rent − Description = Monthly Rent

4.

(T) Line Definition.

5.

In the Origin section, select Distribution Set, and in the Name field enter the Distribution Set you created earlier: XX Full Utilities.





1.

(T) Amounts − First amount = 2000 − Accept the default values for the remainder of the fields.

7.

(T) Payment. − Payment Method = Electronic − Accept the default values for the remaining fields.

Generate the Invoices 8.

In the Number of Invoices field, enter 6. Note: It is not necessary to generate all 6 invoices at one time. The template could be used to generate a few at a time so that fewer future periods on the Payables transaction calendar would need to be set to Open or Future.

9.

(B) Create Recurring Invoices





6.

10. The system displays a preview of the invoices it will generate once you click on (B) OK. If they appear to be OK, enter “XX Recurring Batch” in the Batch Name field for each invoice, then click on (B) OK to finalize the creation of the new invoices, followed by (I) Show Navigator to return to the menu.

•


•

Query up XX Recurring Batch

•

(B) Invoices

Note: The invoices will have the following name structure: XX Rent-System Name. Also note their Invoice Dates, GL Dates, and Scheduled Payment dates, which ensures they cannot be paid or transferred to the GL early. 12. When you have finished reviewing the invoices, click on (I) Show Navigator.





11. Review your invoices in the Invoices Entry window:

Practice - Calculate a Supplier Balance Overview Calculate the balance due to your XXIBM Corporation supplier. .

•


•



Query XXIBM Coporation in the Find Invoices window from the Invoices Entry form.

2.

Calculate the balance owed to this supplier using the Calculate Supplier Balance functionality found on the Find Invoices window.

3.

Calculate and view the balance owed, and review the related invoices, prepayments, and/or memos that make up that balance. .





Assumptions

Solution - Calculate a Supplier Balance Tasks Calculate the Balance Owed to a Supplier Open the Find Invoices window under the Inquiry section of the Navigator: •

Invoices > Inquiry > Invoices − The Find Invoices window will be displayed:

Trading Partner = XXIBM Corporation. 2.

(B) Calculate Balance Owed: − Operating Unit = Vision Operations − Take Discount = Selected − Include Future Dated Payments = Selected

3.

(B) Calculate

4.

View amount owed, then click on (B) Invoices to view the related invoices, prepayments, and/or memos that make up the balance.






1.

Practice - Run the Invoice Holds Reports Overview In this practice, you will run and review the two seeded invoice holds reports – the Matching Hold Detail Report and the Invoice on Hold Report.

•


•



Navigate to the SRS (Standard Request Submission) form to submit the Matching Hold Detail Report and review it online.

2.

Use the same SRS form to submit the Invoice on Hold Report, and review it online.

.





Assumptions

Solution - Run the Invoice Holds Reports Tasks Responsibility = Purchasing, Vision Operations (USA) Submit the Matching Hold Detail Report

1.

Navigate to the Standard Request Submission window, •

(M) View > Requests

•

(B) Submit a New Request

•

Single Request = selected, (B) OK

2.

Submit the Matching Hold Detail report: − Name = Matching Hold Detail Report − Supplier Name = XXIBM Corporation

3.

(B) OK

4.

(B) Submit, and (B) No to the option to submit another report.

5.

(B) Find. •

6.

Monitor the request until it completes successfully and review the output online using the View Output button.

When finished, close the browser.

Submit the Invoice on Hold Report The Invoice on Hold report shows invoices on hold due to matching or non-matching issues. 7.

Navigate to the Standard Request Submission window: •

(B) Submit a New Request > Single Request

8.

Submit the Invoice on Hold report: − Name = Invoice on Hold Report − Trading Partner = XXIBM Corporation

9.

(B) OK Copyright © 2009, Oracle. All rights reserved.




The Matching Hold Detail report shows invoices that were held or released due to matching issues.

10. (B) Submit, and (B) No to the option to submit another report. 11. (B) Find. •

Monitor the request until it completes successfully and review the output online using the View Output button.

12. When finished, close the browser.






Practice - Place a Hold on an Invoice Overview

Assumptions •


•




2.

Query up Invoice XX2000.

3.

Place an Amount hold on the invoice.





There are several types of holds that will affect an invoice’s eligibility to get paid, including Supplier Site Holds, Invoice Holds and Scheduled Payment Holds. Some holds can be manually placed, and manually released, and others may not. If an invoice has a hold that cannot be manually released (like a distribution variance hold), the problem must be fixed, and validation run again so the system can release the hold. In this practice, you will manually place a hold on an invoice.

Solution - Place a Hold on an Invoice Tasks Responsibility: Payables, Vision Operations (USA) Query an Invoice

2.



•


•

(B) Invoices

Query invoice number XX2000: •

3.

(M) View > Find − Trading Partner = XXIBM Corporation − Invoice Number = XX2000

(B) Find

Place a Hold on an Invoice 4.

(T) Holds − Hold Name = Amount

5.

(I) Save

6.

(T) General Note that the Holds field shows “1”, and the Status has changed to “Needs Revalidation”.

7.

(I) Show Navigator





1.

Practice - Release Holds Overview You have received formal approval from the management to release invoice number XX2000. In this practice, you will release the hold on XX2000.

•


•



Navigate to the Invoices window and query up XX2000.

2.

Open the Holds tabbed region and manually release the hold on your invoice.

3.

Review the General tab to ensure that the invoice’s Status now shows “Validated”.





Assumptions

Solution - Release Holds Tasks Responsibility: Payables, Vision Operations (USA) Query an Invoice

2.



•


•

(B) Invoices − (M) View > Find − Trading Partner = XXIBM Corporation. − Invoice Number = XX2000

(B) Find.

Release the Hold 3.

Use (B) Release to quickly release one or more manually-releaseable holds on an invoice: − (T) Holds − With your cursor on the row with the Amount hold displayed, click on (B) Release…1 to release the hold and re-run Validation

4.

(I) Save

5.

(T) General Note that Holds = 0 and the Status of the invoice has changed to “Validated”.

6.

(I) Show Navigator





1.

Practice - Validate Invoices Online Overview

The Validation process checks to see if there are any problems related with each invoice and does the Matching comparisons. If it finds any exceptions, it places one or more holds on the invoice, making it ineligible for payment until the hold or holds are released. In this exercise, you will attempt to validate Invoice number XX1000 using the “Online” method of validation, and all other invoices you have created so far using the “Batch” method.

Assumptions •


•



Navigate to the Invoices window and query invoice XX1000.

2.

Validate the invoice using the Online method of validation.

3.

Verify the invoice’s validation status.

4.

Validate all of your other invoices using the Batch method.





You can choose any one of three methods to validate your invoices after entry – at the invoice level using the Actions button on the Invoice Entry form (the “Online” method), at the Batch Header level for all invoices in the batch or batches highlighted (the “Batch” method), and at the Concurrent Manager level for all or a limited number of invoices not yet validated (the “System” method).

Solution - Validate Invoices Tasks Responsibility: Payables, Vision Operations (USA) Validate an Invoice Online Navigate to the Invoices window and query invoice XX1000. •


•


•

(B) Invoices

2.

(M) View > Find − Trading Partner = XXIBM Corporation − Invoice Number = XX1000 − (B) Find

3.

(B) Actions

4.

Validate the invoice. − Validate = Check − (B) OK

5.

Verify that the invoice status says “Validated”. If not, attempt to resolve the issues surrounding the hold (or holds), and manually release it/them, or run validation again so the system can release the hold(s).

Validate All of Your Invoices 6.

Ensure that all of the invoices in your batch are validated by using the Batch method described below: Method

Batch Validation

Navigation (N) Invoices > Entry > Invoice Batches Query up your batch or batches If there is more than one batch listed that you want to validate, highlight them by holding down the Ctrl key and clicking on each row (B) Validate

For your information, here is a list of the invoices (not including XX1000) that you’ve created so far in the labs: Copyright © 2009, Oracle. All rights reserved.




1.

Invoice Number

Enter an Invoice for a Fixed Asset

XX2000

Enter an Invoice with Distribution Set

XX3000

Enter an Invoice with Freight Distribution

XX16000

Allocate Freight and Misc Charges

XX17000

Create a Schedule Payment

XX8000

Enter Quick Invoices

XX1001, XX1002, XX1003

Match PO to Quick Invoice

XX2007

Match to PO Distributions

XX5000, XX6000, XX7000

Recurring Invoices

XXRent-System Period

Note: Invoice XX150 was entered during the Create Folder Forms practice, but it is not a full invoice, so don’t validate it. Invoice XX1000 was validated earlier in this practice.





Practice

Practice - Create an Internal Bank Account Overview In this practice, you will create an internal bank account using forms in the Cash Management application.

•


•


Tasks Responsibility: Cash Management, Vision Operations (USA) 1.

Navigate tobank setup forms in Cash Management

2.

Create a new Bank Name, Branch Name, two Bank Accounts, and Payment Documents for each account.


Run the Bank Account Listing Report





Assumptions

Solution – Create an Internal Bank Account Create a Bank Responsibility: Cash Management, Vision Operations (USA) Navigate to Manage Banks and Branches: •

(N) Setup:Banks > Banks

2.

(B) Create

3.

Select Create a New Bank and enter the following data: Field Name

Value

Country

United States

Bank Name

XXAP Bank

4.

(B) Save and Next.

5.

On the Create Bank: Bank Address page, (B) Create.





1.

6.

Enter the following data: Field Name Country

Value United States

7.

City

San Francisco

County

San Francisco

State

CA

Postal Code

94105

Status

Active


Address Line 1 1 Main Street

(B) Apply. Note: Click Apply again if you get an error message regarding the Postal Code.

8.

(B) Finish.

Create a Bank Branch 9.

(T) Bank Branches.

10. (B) Create. 11. Enter the following Bank Branch Information: − Country = United States , Quick Select “United States”, , − Bank Name = XXAP Bank Copyright © 2009, Oracle. All rights reserved.



12. (B) Continue. 13. Select the Create New Branch option. 14. Enter the following bank branch data: Field Name

Value

Branch Name XXAP Branch ABA

15. (B) Finish. Create Bank Account 16. Navigate to the Home page and then navigate to the Manage Bank Accounts window: •

(H) Home

•

(N) Setup :Banks > Bank Accounts

17. (B) Create.





Branch Type

18. Enter the following data: Field Name

Value

Keystrokes

Keystrokes

Keystrokes Keystrokes

Country

United States

Quick Select “United States”

Bank Name

XXAP Bank

Bank Branch XXAP Branch

20. Define the Account Owner and Use information: − Bank Account Owner = Vision Operations − Account Use − Payables = Check − Receivables = Check 21. (B) Next. 22. Enter the following information on the Account Information page: Field Name Account Name

Value XXAP Disbursement

Account Number XX-1234-5678 Currency

USD

Multiple Currencies Allowed

Check

Account Type

Checking

Description

Cash Disbursement Account

23. (B) Save and Next. 24. Enter the following information on the General Controls section: Field Name

Value

Cash

01-000-1110-0000-000

Bank Charges

01-720-7870-0000-000

Foreign Exchange Charges 01-000-2580-0000-000 Netting Account

No

Cash Clearing

01-000-1110-0000-000

Bank Errors

01-720-7870-0000-000

Agency Location Code

Blank





19. (B) Continue.

25. Enter the following information on the Payables Controls section: Field Name

Value

Maximum Outlay

1,000,000.00

Minimum Payment

5.00

Maximum Payment

200,000.00

26. (B) Save and Next. 27. (B) Add Organization Access. − Account Use − Payables = Check − Receivables = Check − Organization = (I) Search for (the magnifying glass) > Quick Select “Vision Operations” 28. (B) Continue. 29. Review the GL Account numbers for the Cash and Bank Charges accounts, and make any necessary corrections 30. (B) Apply. 31. (B) Save and Next. 32. (B) Create Contact. 33. Enter the Contact information. − First Name = John − Last Name = Doe − Email Region > Email = [email protected] 34. (B) Apply. 35. (B) Finish. Create Payment Documents 36. Select the XXAP Disbursement bank account and click (B) Manage Payment Documents.





Multiple Currency Payments Check

37. (B) Create.

39. (B) Apply. 40. (B) Create. 41. Define an employee check stock using the following information. − Name = XXAP Employee Check Stock − Paper Stock Type = Prenumbered Stock − Format Name = External Check Format − Quick Select “IBY_PAY_CHK_STANDARD_2” − In the Document Numbers region: − First Document Number = 1000 − Last Document Number = 9900 42. (B) Apply. 43. (H) Home

Review Bank Accounts Responsibility: Payables, Vision Operations (USA) 44. Navigate to the Standard Request Submission window. •

(N) Other > Requests > Run > Single Request

45. Run the Bank Account Listing Report: − Name = Bank Account Listing − Sort Accounts By = Bank, Branch, Account Name − Include Active/Inactive Accounts = Both − Effective Date = Today’s Date 46. (B) OK > (B) Submit > (B) No (do not submit another request)





38. Define a check stock using the following information. − Name = XXAP Check Stock − Paper Stock Type = Prenumbered Stock − Format Name = External Check Format − Quick Select “IBY_PAY_CHK_STANDARD_2” − In the Document Numbers region: − First Document Number = 1000 − Last Document Number = 1100

47. View the report output: •

(M) View > Requests − All my requests = Check − (B) Find.


48. With your cursor on the Bank Account Listing request, click on (B) View Output to open a browser window and view your report online.




Practice - Create an External Bank Account Overview In this practice, you will create an external bank account that belongs to your supplier XXIBM Corporation. Then you will assign the bank account to the supplier site: San Francisco.

•


•


Tasks Responsibility = Payables, Vision Operations (USA) 1.

Navigate to the Suppliers window.

2.

Query the XXIBM Corporation supplier.

3.

Create a New Bank Account for the supplier and assign it to their San Francisco site.





Assumptions

Solution - Create an External Bank Account Responsibility = Payables, Vision Operations (USA) Navigate to the Suppliers window. •


2.

Query the XXIBM Corporation supplier: − Supplier = XXIBM Corporation − (B) Go

3.

(I) Update

4.

Create a New Bank Account for the supplier. This bank account is held at the same bank and bank branch that you set up previously for your internal bank account.

5.

(H) Banking Details

6.

(B) Create

7.

Enter the following account details: Region Header

Field Name Country

Value United States

Bank

Select Existing Bank

Select

Bank

Bank Name

XXAP Bank

Bank

Select Existing Branch

Select

Bank

Branch Name

XXAP Branch

Bank Account

Account Number

XX-9876-54321

Bank Account

Account Name

00IBM Corp Remit To Account

Bank Account

Currency

US dollar

Keystrokes

Keystrokes Quick Select “United States”





1.

(B) Apply.

9.

Assign the new bank account to the supplier site: SAN FRANCISCO: − Select Account Assignment Level = Site − In the next field, click on (I) Search for (the magnifying glass) > change the Search By field to “Operating Unit” > type in “Vision Operations” in the search criteria field > (B) Go − Quick Select the “SAN FRANCISCO” Site Name

10. (B) Go. 11. (B) Add. Copyright © 2009, Oracle. All rights reserved.




8.

12. Type in “XXIBM %” in the search criteria field > (B) Go

14. (B) Select 15. (B) Save 16. (H) Home or (H) Close Window





13. Select the check box for the XXIBM Corp Remit-To Account

Practice - Create a Manual Payment Overview Manual payments are payments that have been made outside of your Oracle system, such as hand-written checks or bank wires. In this exercise, you have paid your supplier for Invoice number XX3000 using a hand-written check, and now need to record this manual payment in your Oracle system

•


•



Find invoice XX3000 in the Invoice Entry form

2.

Update the payment method to Check

3.

Navigate to the Payments window.

4.

Enter the hand-written check information into the system so the invoice will be marked as paid.





Assumptions

Solution - Create a Manual Payment Prerequisite Before you can create a manual payment, you must validate the invoice created in the practice entitled Enter an Invoice Using a Distribution Set. Note: For these practices, invoice approval is not required. Approval is indicated in the Approval field of the General tab within the Invoice Workbench window.

1.

2.



•


•

(B) Invoices

Find invoice XX3000: •


3.

(B) Find.

4.

Update the payment method: − Payment Method = Check

5.

(I) Save

Enter Payment Information 6.

Navigate to the Payments window: •

(N) Payments > Entry > Payments





Change Payment Method to Check

Enter data in the following fields: − Type = Manual − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (For example, 24-APR-2007) − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Remit-To Account = blank


7.

Select Invoice to Pay 8.

(B) Enter/Adjust Invoices.

9.

Number = XX3000




Note: If you do not see your invoice in the list of values for the Number field, return to the Invoice Workbench to ensure the invoice has been validated. 10. (I) Save 11. Close the Select Invoices window.





The Select Invoices window displays all invoices: − that have been entered into Payables − thathave been Validated − that have been Approved, if required

Note: Because this is a Manual type of payment, no payment format is used and therefore no output is generated within the Oracle system. We are simply recording the fact that a check was written outside of the Payables system. 13. (I) Show Navigator





12. Invoice Number XX3000 appears in the lower region of the Payments window, and has now been associated with the check number displayed in the upper half.

Practice - Create a Quick Payment Overview Your Facilities Manager just realized that he did not pay the utility charges for a remote storage facility. In this practice, you will change the invoice payment method to Check, and create a Quick Payment for invoice XX5000.

•


•



Find invoice XX5000.

2.

Update the payment method to check

3.

Navigate to the Payment Workbench window.

4.

Enter the Quick Payment





Assumptions

Solution - Create a Quick Payment Responsibility: Payables, Vision Operations (USA) Change Payment Method to Check

2.



•


•

(B) Invoices

Find invoice XX5000. •


3.

(B) Find.

4.

Update the payment method: − Payment Method = Check

5.

(I) Save.





1.

6.

Navigate to the Payment Workbench window:(N) Payments > Entry > Payments

7.

Enter data in the following fields: − Type = Quick − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date (for example, 30-APR-2007) − Payment Amount = blank − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Remit-to-Account = blank

Select Invoice to be Paid 8.

(B) Enter/Adjust Invoices The Select Invoices window opens: − Number = XX5000

9.

(I) Save

10. Close the Select Invoices window.





Make the Quick Payment

11. Invoice Number XX5000 appears in the lower half of the window, and is now associated with the check number displayed in the upper half.






Practice - Place a Stop on a Payment Your supplier has notified you that they have not received payment for invoice number XX5000 for $2,600. The payment was sent, but it has apparently been lost. A new payment document should be created for the supplier to replace the lost check, but before you do, you’ll want to contact your bank and place a “Stop Payment” order on the original check in case someone other than your supplier finds it and attempts to cash it. In this practice, you will let your system know that you’ve made that phone call by recording a “Stop” on the payment showing the day and time that you called.

Assumptions •


•



Navigate to the Payment Workbench window:

2.

Find the payment for invoice XX5000.

3.

Enter the “Stop” using the Actions button.

4.

View the updated payment Status.





Overview

Solution - Place a Stop on a Payment Tasks Stop Payment Navigate to the Payment Workbench window: • 2.


Find the payment for invoice XX5000. •

(M) View > Find − Amounts = 2600 − Payee Name = XXIBM Corporation

3.

(B) Find.

4.

(B) Actions: − Initiate Stop = Check





1.

Oracle University and Egabi Solutions use only 5.

(B) OK

6.

(B) OK to accept the Caution message.

7.

(B) Payment Overview Note that Status = Stop Initiated

8. Close the Overview window. 9. (I) Show Navigator




Practice - Void and Re-issue a Quick Payment Overview Your bank has confirmed that the payment you made for Invoice XX5000 still has not cleared. The payment was a Quick Payment, so you decide to void the old payment and re-issue a new payment using Oracle’s Void & Re-issue functionality, available only for Quick Payments. In this practice, you will void and re-issue a new payment for Invoice XX5000.

•


•



Navigate to the Payments window.

2.

Find the payment for Invoice XX5000.

3.

Void the old payment and “re-issue”a new payment using the Actions window.

4.

View the voided payment in the Payment Overview window.

5.

View the new “reissued” payment in the Payment Overview window.





Assumptions

Solution - Void and Re-issue a Quick Payment Tasks Find the existing payment for Invoice XX5000 Navigate to the Payments window: • 2.

Find the payment for invoice XX5000: •

3.



(B) Find

Void and Reissue Payment 4.

(B) Actions − Reissue = Check − Write down the New Paper Document Num: _____________. − The next available number in the Check Stock defaults into this field automatically, but you can override it, if necessary. − (B) OK





1.

Oracle University and Egabi Solutions use only When you “re-issue” a Quick Payment, the original payment is automatically voided and the new payment is created (sent to the printer or other specified designation) as soon as you click on (B) OK. 5.

View the voided payment in the Payment Overview window: − (B) Payment Overview − Note the Status = Voided − Note the Invoices region, and the payment reversal

6.

Close the Payment Overview window.




7.

View the new payment: − (M) View > Find − Numbers = your new check number in the from and to fields − Payee Name = XXIBM Corporation − (B) Find

8.

Review this new payment in the Payment Overview window.

9.

When done reviewing the payment, close the window.






Practice - Create a Payment Process Request Template Overview

•

Minimize data entry by saving you from re-keying frequently used values, which simplifies and expedites pay runs

•

Have a starting point for submitting scheduled pay runs

In this practice, you will create a Payment Process Request Template that you’ll use in a later lab.

Assumptions •


•



Navigate to the Payments Manager

2.

Create a new template for use with payment batches in the future that will only pay your supplier XXIBM Corporation, using prenumbered and paper checks drawn on your XXAP Disbursements account.





A Payment Process Request Template is a blueprint that simplifies and expedites pay runs by allowing you to set up, in advance, pertinent payment batch data such as general header information, payment selection criteria, payment attributes, processing instructions, and how validation failures are handled. Templates enable you to:

Solution - Create a Payment Process Request Template Responsibility: Payables, Vision Operations (USA) Navigate to the Payments Manager: • 2.

(N) Payments > Entry > Payments Manager

Navigate to the Create Payment Process Request Template page: •

(T) Templates > (B) Create

Specify Template Header Information 3.

Enter header information in the following fields: − Name = XXTemplate − Description = Template for XXIBM Corp and paper checks

Specify Payment Selection Criteria 4.

(T) Scheduled Payment Selection Criteria.

5.

Enter data in the following fields. − Number of Pay From Days = leave blank − Additional Pay through Days = 45 − Payee = XXIBM Corporation − Payment Method = Check Copyright © 2009, Oracle. All rights reserved.




1.

6.

Under the Pay Groups region, select the Specify radio button.

7.

(B) Add.

8.

Select XXPay Group Note: The fields used to limit invoices selected for a pay run will vary, depending on your business process.

9.

(T) Payment Attributes.

10. Enter data in the following fields. − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock (Note: The format of the Payment Document must match the format of the Payment Process Profile.) − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate





Specify Payment Attributes

Specify the degree of process automation

12. Stop Process for Review After Scheduled Payment Selection = Check 13. Stop Process for Review After Creation of Proposed Payments = Check 14. Create Payment Instructions = Initiate When Payment Process Request is Complete 15. (B) Apply. A confirmation message displays, indicating that you have successfully created the Payment Process Request Template.





11. (T) Process Automation.

17. (H) Home or (H) Close Window





16. (T) Home

Practice - Run the Cash Requirement Report Overview The Cash Requirement Report is used to forecast immediate cash needs for invoice payments. Your company will typically submit this report before every pay run to determine cash requirements for the batch.

Assumptions •


•


Tasks Responsibility: Payables, Vision Operations (USA) 1. You can run the Cash Requirement Report from the Payments Manager, or using the Concurrent Manager’s SRS (Standard Request Submission) form 2. View the report’s output in the Concurrent Manager’s Submitted Requests window.





In this practice, you will run the Cash Requirement Report and include the three Quick Invoices you created in a previous practice: Numbers XX1001, XX1002, and XX1003.

Solution - Run the Cash Requirement Report Prerequisites

•

XX1001

•

XX1002

•

XX1003

Note: Before you can start the practice, you must: •

Change the Terms on the invoices from 30 Net to Immediate.

•

Change the Payment Method on the invoices from Electronic to Check.

Ensure that: − Lines have been created for each invoice − each invoice has been Validated − none of the invoices are on Hold

Running the report from the Payments Manager If you have created a Payment Process Request Template, you can run the Cash Requirement Report from the Payment Process Request Templates page: (N) Payments > Entry > Payments Manager (T) Templates Use the Search region to locate the template you created earlier (XXTemplate) When it is displayed, select it’s radio button (I) Run Cash Requirement Report Enter the name of the Operating Unit you are associated with > (B) Next





To run the Cash Requirement Report, you will use the following three (3) invoices that you created previously:

(B) Next On the Schedule window: − Start Date = As soon as possible − Recurrence = Never repeat (B) Next (B) Next (B) Next (B) Submit (B) OK (H) Home (N) Other: Requests > Run Single Request? > (B) Cancel (M) View > Requests (B) Find If the report is still in process, use the Refresh Data button to monitor its progress. When the report has completed, place your cursor on the Cash Requirement Report row > (B) View Output Review the report, and when finished, close the browser window. (I) Show Navigator





Enter the following data in the Parameters window: − Include Unvalidated Invoices = Yes − This parameter enables you to see any invoices on the report that fall within the Pay Through Date that still require validation. − Include Unapproved Invoices = Yes − Pay Through Date = Today’s date + 45 days − Payment Date = Today’s date − Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes

Running the report from the Concurrent Manager’s SRS window: Navigate to the Standard Request Submission window: •

(N) Other > Requests > Run

2.

Single Request? > (B) OK

3.

In the Submit Request window, enter the following: − Name = Cash Requirement Report − Operating Unit = Vision Operations

4.

Enter the following data in the Parameters window: − Include Unvalidated Invoices = Yes − Include Unapproved Invoices = Yes − Pay Through Date = Today’s date + 45 days − Payment Date = Today’s − Template = XXTemplate − Summary Option = No − Include Selected Invoices = Yes

Note: The Include Unvalidated Invoices = Yes parameter enables you to see any invoices on the report that fall within the Pay Through Date that still require validation. 5.

(B) OK.

6.

(B) Submit. Note the Request ID.

7.

(B) No to the question, “Submit another request?”





1.

Monitor the Process 8.

(M) View > Requests

9.

(B) Find.

10. (B) Refresh Data until your report completes processing. 11. Place your cursor on the row that shows the Cash Requirement Report name.

13. When you are finished reviewing the report, close the browser window. 14. (I) Show Navigator





12. (B) View Output to see the report displayed in a browser window.

Practice - Use your Template to run a Payment Batch with Straight-Through Processing Overview

Assumptions •


•

To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.

Tasks Prerequisites To create a payment process request with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report: •

XX1001

•

XX1002

•

XX1003


Navigate to the Payments Manager.

2.

Navigate to the Submit Payment Process Request page, and submit a request for a batch run using your pre-defined template, with no “stops” enabled.

3.

Print the Payment Instuctions (send the payments to the printer).

4.

View Payment Details.

5.

Record the Print Status of the payments Copyright © 2009, Oracle. All rights reserved.




In this practice, you will create a Payment Process Request (submit a payment batch) with straight-through processing for a payment method of ”Check”. With straight-through processing, the system does not stop to allow for reviews before solidifying the batch , formatting, and generating the payments.

Solution - Use your Template to run a Payment Batch with Straight-Through Processing Prerequisites

•

XX1001

•

XX1002

•

XX1003

Navigation Responsibility: Payables, Vision Operations (USA) 1.

Navigate to the Payments Manager: •

2.


Navigate to the Submit Payment Process Request page: •

(T) Payment Process Requests

•

(B) Submit Single Request

Enter Header Information 3.

Enter data in the following fields: − Payment Process Request Name = XX Single Payment Process Request − Use Template = XXTemplate Data from the template defaults onto the payment process request. You can now change any of the defaulting data in the tabbed regions of the form as needed.

Enter Selection Criteria 4.


5.

Data defaults from the template into the following fields: − Pay From Date = blank − Pay Through Date = Today’s date+ 45 days − Payee = XXIBM Corporation − Payment Method = Check − Pay Group = XXPay Group Copyright © 2009, Oracle. All rights reserved.




To create this Payment Process Request (“PPR”) with no stops, you will use the following three (3) invoices that you used for the practice entitled Run the Cash Requirement Report:

6.


7.

Payment Date= Today’s date

8.

Data should default from the template into the following fields: − Disbursement Bank Account = XXAP Disbursement − Payment Document = XXAP Check Stock − Payment Process Profile = Long Check Format − Payment Exchange Rate Type = Corporate





Enter Payment Attributes

Specify the Degree of Automation for Payment Processing (T) Processing.

10. Override the template defaults by changing data in the following fields: − Stop Process for Review After Scheduled Payment Selection = Uncheck − because you do not want the process to stop for a review before the batch is pre-formatted − Stop Process for Review After Creation of Proposed Payments = Uncheck − because you do not want the process to stop for a review after the batch is preformatted − Create Payment Instructions = Automatically Initiate When Payment Process Request is Complete − because you do not want the process to stop for a review before the final formatting is done and printing begins Because neither of the check boxes for “stops” have been selected, and automatic initiation of the payment instructions has been specified, this Payment Process Request (“PPR”) will run without human intervention. 11. (B) Submit The confirmation window displays. Find the Newly Created Payment Process Request 12. (T) Payment Process Requests.





9.

13. In the Payment Process Request field, enter your Payment Process Request name (XX Single Payment Process Request) and (B) Go.

14. (H) Show, which changes to Hide, to view the payment instruction. 15. (B) Refresh Status to view the most recent status of the PPR. Note that the newly created PPR should have a “Payment Instructions Reference” number assigned by the system Make a note of the Reference number: __________. The Payment Process Request page also displays: •

Payment process request status = Formatting

•

Payment instructions status = Formatted – Ready for Printing.

Note: You can also query the newly created PPR as follows: − (T) Payment Instructions, enter the payment instruction Reference number in the Reference field, and (B) Go. − (T) Payments tab, enter the payment process request number in the Payment Reference Number field, and (B) Go. Note: If for some reason your pay run pulls invoices other than invoices XX1001, XX1002, and XX1003, cancel the extra invoices or place them on hold so they are not included in the pay run. Copyright © 2009, Oracle. All rights reserved.




The newly created PPR is displayed:

Print Payment Instructions 16. To print the payment instruction, which in this case, means to print onto a check, (I) Take Action. The Print Payment Documents: Payment Instruction page displays. 17. In the Printer field, select noprint from the list of values.

Note: Because you specified noprint in the Printer field, you will not actually print the check or take any further action. View Payment Process Request Details 19. To view the details of the newly created PPR, select the payment process request name (XX Single Payment Process Request) in the Payment Process Requests page to navigate to the Payment Process Request: page. Note that the newly created payment process request displays pertinent information in the Payment and Document Summary region and in the Payments region.





18. (B) Print to print the check, which represents payment of three invoices; invoice XX1001, invoice XX1002, and invoice XX1003.

View Payment Details

Note: To view the three invoices you created, click the + (plus sign) to the left of the Documents region. The Payment: page shows the three invoices you created in the Documents region, which confirms the following: •

The payment process request (XX Single Payment Process Request) contains the Payment, which includes three invoices.

Record Print Status of Prenumbered Payment Documents Note: Depending upon your business practice, you may be interested in using a similar dashboard, which is designed to support a payment factory model, where payment processing is centralized. For added experience, you will switch to the Funds Disbursement Process Home, which is an alternate dashboard. Note that the process can be continued from either dashboard. Since check printing has several potential failure points, the system does not know the outcome of printing or reprinting payment documents. Consequently, you need to provide that information to the system through the Record Print Status page. This page enables you to: Copyright © 2009, Oracle. All rights reserved.




20. To view details of the payment, (H) Amount.

•

Update the print statuses by marking payment documents Printed, Spoiled, or Skipped. Note: You can only select a print status of Skipped for payment documents that use a paper stock type of Prenumbered.

21. Log in to the following responsibility: Oracle Payments Payment Administrator.


22. (H) Funds Disbursement Process Home.




23. Under the Pending Actions region, note that the Payment Instruction has a status of Submitted for Printing.

25. (B) Record Print Status The Record Print Status: Payment Instruction page displays. 26. You check your printer and note that the checks printed successfully so there is no spoiled or skipped checks to record in the Record Spoiled Payment Documents or Record Skipped Payment Documents regions. Note: By default, all payment documents are initially displayed as Printed. The exception is payment documents that have been marked spoiled during the reprinting process are displayed as Spoiled in the Record Print Status page. 27. Select the Submit Positive Pay Program Immediately check box. If the applicable setup enables positive pay, selecting the check box results in submission of the Positive Pay program immediately after you finish recording the print status. The program creates a positive pay file, formats it, and transmits it electronically to your bank. This prevents check fraud by informing the bank which payment documents are issued and for what amount.





24. To view details of the payment instruction you created, (I) Take Action.

28. (B) Continue. A warning displays regarding confirmation of the print status. 29. (B) Apply if you are sure that all documents with the status of Printed were, in fact, successfully printed. 30. (T) Home


31. (H) Home or (H) Close window to return to the Navigator




Practice - Payment Process Request with Stops Overview In this practice, you will submit a Payment Process Request (a payment batch) with three stops for reviews using a Payment Method of “electronic”.

•


•

To complete this practice, you must have access to an Oracle Application Vision database or comparable training or test instance at your site.

Prerequisites To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously: •

XX1000

•

XX2000

•

XX16000

Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate. Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold


Change the PPR Template you created in the earlier lab to show: − Payment Method = Electronic − Payment Process Profile = US NACHA Generic − Process Automation = includes 3 stops





Assumptions

2. Submit a Payment Process Request using the updated template. 3. Review the Selected Invoices (the proposed batch). 4. Remove a selected invoice from the Payment Process Request (PPR) 5.

Change the Amount of a Selected Invoice

6.

Review the Proposed Payment

8. View Request to Submit Electronic Payment Instructions 9.

View Electronic Payment Instructions Details

10. Transmit the electronic Payment Instructions





7. Create Electronic Payment Instructions

Solution - Payment Process Request with Stops Responsibility: Payables, Vision Operations (USA) Prerequisites

•

XX1000

•

XX2000

•

XX16000

Note: Before you can start the practice, you must change the terms on the preceding invoices to Immediate. Ensure that: − lines have been created for each invoice − each invoice has been validated − none of the invoices are on hold

Modify your PPR Template to show a default Payment Method of “Electronic” 1.

Navigate to the Payments Manager. •

2.


Navigate to the Payment Process Request Templates page. •

(T) Templates

3.

In the Template Name field, enter XXTemplate.

4.

(B) Go. The template displays in the search results section.





To create a payment process request that stops for review after invoice selection, payment creation, and payment instruction creation for a payment method of electronic, you will use the following three (3) invoices that you created previously:

To update the check template to use for an electronic payment process request, (I) Update. The Update Payment Process Request Template: XXTemplate page displays.

6.


7.

In the Payment Method field, select Electronic from the list of values.





5.


9.

Change data in the following fields: − Payment Document = leave empty − Payment Process Profile = US NACHA Generic

10. (T) Process Automation.

11. Select the following: − Stop Process for Review After Scheduled Payment Selection = Checked − Stop Process for Review after Creation of Proposed Payments = Checked − Create Payment Instructions = Wait for Standard Request Submission Copyright © 2009, Oracle. All rights reserved.




8.

12. (B) Apply. The page confirms that the template has been updated. Navigation

•


•

(B) Submit Single Request

The Submit Payment Process Request page displays.





13. Navigate to the Submit Payment Process Request page:

Enter Header Information 14. Enter data in the following fields: − Payment Process Request Name = XX Payment Process Request − Use Template = XXTemplate Data from the template defaults onto the payment process request. You can now change data in any subtab of the payment process request if desirable. Enter Selection Criteria

16. Data defaults from the template into the following fields: − Pay From Date = blank − Pay Through Date = Today’s date + 45 days. − Payee = XXIBM Corporation − Payment Method = Electronic − Pay Group = XXPay Group Enter Payment Attributes 17. (T) Payment Attributes.

18. Data defaults from the template into the following fields: − Payment Date = Today’s date − Disbursement Bank Account = XXAP Disbursement − Payment Process Profile = US NACHA Generic − Payment Exchange Rate Type = Corporate





15. (T) Scheduled Payment Selection Criteria.

Specify the Degree of Automation for Payment Processing

20. Data defaults from the template into the following fields: − Stop Process for Review After Scheduled Payment Selection = Check − because you want the process to stop to allow you to review the batch − Stop Process for Review After Creation of Proposed Payments = Check − because you want the process to stop to allow you to review the preformatting of the payment documents − Create Payment Instructions = Wait for Standard Request Submission − because you want the process to stop to allow you to review the final formatting of the payments before transmission of the payments begins 21. (B) Submit. Because both of the stop check boxes have been selected and manual submission of the payment instructions has been specified, the XX Payment Process Request will stop at the following points: •

after scheduled invoices have been selected

•

after the “documents payable” (the invoices or other requests) have been built into payments

•

when the payment process request is ready to build payments into Payment Instructions

Stop 1: The payment process request stops in the Views region of the Payment Process Requests page. Note that the status of XX Payment Process Request is Invoices Pending Review.





19. (T) Processing.

22. To review the invoices selected by your payment process request (XX Payment Process Request), navigate to the (B) Views window, select All of Today’s, and (B) Go. The PPRs scheduled for today will be displayed. 23. (B) Refresh Status until you see that the status of your payment process request (XX Payment Process Request) is Invoices Pending Review. 24. (I) Start Action of your payment process request (XX Payment Process Request). The Payment Process Request: Selected Scheduled Payments page displays. Remove a Selected Invoice from the Payment Process Request 25. To remove invoice XX2000 from XX Payment Process Request, select the check box in the Select column of the applicable row and (B) Remove from Request.





Review Selected Invoices

26. (B) Yes when the system asks you if you want to remove this invoice from the payment process request. The Search Selected Scheduled Payments region now shows two invoices instead of three. Change the Amount of a Selected Invoice

28. (B) Save 29. (B) Submit. Stop 2: The payment process request stops in the Views region of the Payment Process Requests page. 30. (B) Refresh Status. The status of XX Payment Process Request changes from Invoices Pending Review to Assembling Payments and then stops with the status of Pending Proposed Payment Review.





27. You decide that you only want to pay XXIBM Corporation 1,000 of the 10,000 owed for XX1000. To change the amount of invoice XX1000, change the amount directly in the Payment Amount field from 10,000 to 1,000.

31. To review proposed payments, (I) Start Action in the applicable row (XX Payment Process Request). The Review Proposed Payments: Payment Process Request page displays, which shows a proposed payment to Vision Operations totaling $6,035.

32. To view the invoices selected to be paid on this payment, (H) Amount. The Payment: page displays.





Review the Proposed Payment

Note the following: •

For invoice XX1000, the Document Amount is $10,000, but the Amount Paid is $1,000.

•

The status in the header indicates Pending Instruction Created.

Review Documents within the Payment 34. To review the details of the documents (invoices) within the payment, (H) XX1000 and (H) XX16000.





33. To view the invoices included in the Vision Operations payment, expand the Documents region.

36. (B) Go. 37. (B) Refresh Status to refresh the status for the request. This action runs the payment process request and you are now ready to create payment instructions. The payment process request stops in the Views region of the Payment Process Request page. Note: The status of XX Payment Process Request shows as Assembled Payments.

Create Electronic Payment Instructions 38. (T) Home to manually create electronic payment instructions.





35. After reviewing the invoices, if you are satisfied with the documents to be included within the proposed payment, return to the Payment Process Request window and select the Run Payment Process option from the Actions drop-down list.

The Schedule Request: Name page displays. 40. In the Request Name field, enter XX Electronic Payment Instructions. 41. (B) Next. The Schedule Request: Parameters page displays.

42. Enter the following data: − Payment Process Profile = US NACHA Generic − Payment Currency = USD Copyright © 2009, Oracle. All rights reserved.




39. Click the Create Electronic Payment Instructions link.

− − − − − −

Internal Bank Account = XXAP Disbursement Select Payments from Source Product = Payables Select Payments from Payment Process Request = XX Payment Process Request Select Payments from Payment From Date = blank Select Payments from Payment To Date = Today’s date+ 45 days Transmit Now = No

43. (B) Next.

44. Retain the following defaults: − Start Date = As soon as possible − Recurrence = Never repeat 45. (B) Next. The Schedule Request: Notifications page displays. 46. (B) Next. The Schedule Request: Printing page displays. 47. In the Print Style field, retain the A4 option. 48. In the Printer field, select noprint from the list of values. 49. In the Copies field, enter 0 (zero). 50. Select the Save Output Files check box. 51. (B) Next. 52. Review the information entered for the Create Electronic Payment Instructions concurrent program. 53. (B) Submit. The following page displays. 54. (B) OK.

View Request to Submit Electronic Payment Instructions 55. (T) Home.





The Schedule Request: Schedule page displays.

56. To view your request to submit electronic payment instructions, click the (H) Monitor Requests link under the Concurrent Requests region (on the menu on the left on the Home tab). The Requests page displays. 57. Select the Completed option from the View drop-down list. 58. (B) Go.

Query Electronic Payment Instructions 60. Navigate to the Payment Process Request page. •


61. In the Payment Process Request field of the Search region, select XX Payment Process Request from the list of values. 62. (B) Go. The search results display. 63. (H) Show in the Details column to display the payment instructions Reference number associated with your payment process request. Make a note of the Reference number here:_________.





59. (B) Refresh until you see your completed request.

65. Return to the Payment Process Requests page and click the XX Payment Process Request (XX Payment Process Request) hyperlink. The Payment Process Requests: XX Payment Process Request page displays.

In the header above, you can see the following:





View Electronic Payment Instructions Details 64. To view details of the newly created payment instructions, (H) Reference number.

− Related Payment Instructions = 1, which indicates that payment instructions have been created for XX Payment Process Request. − Status of XX Payment Process Request = Payments Initiated

67. To view the payment instructions details, (H) Reference number.

Note that the header indicates the following: − Payment instruction reference number = Reference number − Processing Type = Electronic − Status of payment instructions = Created

Transmission of Electronic Payment Instructions You are now ready do one of the following, depending upon the setup of your payment process profile: Copyright © 2009, Oracle. All rights reserved.




66. To view the newly created payment instructions, click on the number “1” hyperlink in the Payments column above.

•

immediately transmit the payment instructions electronically to a bank or third party processor

•

send the payment instructions output file to your server for subsequent transmission

Note: The payment process profile (in this case, the US NACHA Generic profile) contains all the rules about how payments are created and disbursed. If the payment process profile contains transmission configuration information, the payment instructions are transmitted immediately.

68. (H) Home to return to the Navigator





If the payment process profile does not contain transmission configuration information, the output file is sent to your server for subsequent transmission.

Practice - Void a Payment in Payments Manager Overview

In this practice, you will void itin Payments Manager.

Assumptions •


•



Create, validate, and pay invoice XX2070 in full using a Quick Payment in the Payments window.

2.

Search for the payment on the Payments page of the Payments Manager.

3.

Void the Payment using the Void icon on the Payments page −





Earlier, we had you void a check created in the Payments window. In this exercise, you’ll learn how to void a check using the Payments Manager forms instead. Let’s say that you entered, validated, and paid invoice XX2070 as part of a PPR. But now you learn that the supplier has lost their check. Even though the payment was Quick Payment, for this exercise, you will not use the Void & Reissue functionality. Instead, you will void the original payment using Payments Manager forms.

Solution - Void a Payment in Payments Manager Responsibility: Payables, Vision Operations (USA) Create, Validate, and Pay an invoice. Create an invoice in the Invoice Workbench: •


•


•

(B) Invoices

•

(I) New to open a new row and enter the following data: − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX2070 − Invoice Currency = USD − Invoice Amount = 2500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Terms Date = Today’s date − Remit-To Bank Account Name = blank − Remit-To Bank Account Number = blank

2.

(T) Lines

3.

Enter the following line data: − Num = 1 − Type = Item − Amount = 2500 − Distribution Set = XXUtilities

4.

(B) Actions, select the Validate check box, and click (B) OK.

5.

(B) Actions, select the Pay in Full check box, and click (B) OK.

6.

In the Payments window, enter or confirm the following data: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation Copyright © 2009, Oracle. All rights reserved.




1.

Supplier Site = SAN FRANCISCO Payment Date = Today’s date Payment Amount = 2500 Bank Account = XXAP Disbursement Account Currency = USD Payment Currency = USD Payment Method = Check Payment Document = XX Employee Check Stock Document Num = Check number defaults in Payment Process Profile = Long Check Format Remit-To Bank Account Name = blank Remit-To Bank Account Number = blank

Make a note of the check number: ___________. 7.

(I) Save The invoice data defaults into the bottom region of the page.

Find the Payment in the Payments Manager 8.

9.

Navigate to the Payments page in Payments Manager: •


•

(T) Payments

In the Simple Search region, enter search criteria for the payment in the following fields: − Payee = XXIBM Corporation − Payment Document Number = your payment number Copyright © 2009, Oracle. All rights reserved.




− − − − − − − − − − − −

10. (B) Go. The search results display. 11. Verify that the retrieved information is related to your supplier and the payment. 12. To view payment details, which ensures that you found the correct payment to void, click the number in the Amount field (2,500.00).


The Payment: page displays.

13. Return to the Payments page. Void the Payment 14. Locate the payment you want to void in the search results region and click the Void icon in the applicable row. Copyright © 2009, Oracle. All rights reserved.



15. Retain the default date in the Date field. 16. Optionally, enter a reason for the voided check. 17. (B) Apply. A warning displays, informing you that you cannot undo a voided payment.

18. To accept the warning and continue with the void action, click (B) Yes

Monitor the Void Process 19. (T) Home. 20. To monitor the void process, click the (H) Monitor Requests hyperlink under the Concurrent Requests region of the menu on the left. 21. Select the Completed option from the View drop-down list. 22. (B) Go. 23. (B) Refresh until you see your completed request. 24. (H) Home to return to the Navigator Copyright © 2009, Oracle. All rights reserved.




The Void Payment: page displays.

Practice - Stop a Payment in Payments Manager Earlier, we had you place a “Stop”on a payment using the Payments window, but in this exercise, you’ll enter a “Stop” using the Payments Manager. You will enter invoice XX1009 and pay it. Then we’ll assume that your supplier has notified you that he has not received the payment—in other words, it appears to be lost in the mail. You call the bank and ask whether the check has cleared. The bank indicates that the check has not cleared, so you request a Stop Payment action be placed on the check number in case someone other than the supplier shows up later trying to cash it. You will record and confirm the “stop” in Oracle using forms in Payments Manager. In this practice, you will: •

Record a stop payment request.

•

Confirm the stop payment.

Assumptions •


•

You must have access to an Oracle Application Vision database or comparable training or test instance at your site to complete this practice.

Tasks Responsibility: Payables, Vision Operations (USA) 1. Create, validate and pay an invoice 2.

Navigate to the Payments page in Payments Manager and find the payment.

3.

Record a “Stop Payment Request”

4.

Confirm the Stop Payment Request





Overview

Solution - Stop a Payment in Payments Manager Responsibility: Payables, Vision Operations (USA) Create, Validate and Pay an Invoice

•


•


•

(B) Invoices

•

(I) New to open a new row and enter the following invoice: − Operating Unit = Vision Operations − Type = Standard − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Invoice Date = Today’s date − Invoice Num = XX1009 − Invoice Currency = USD − Invoice Amount = 3500 − Terms = Immediate − Payment Method = Check − Pay Group = XXPAY GROUP − Terms Date = Today’s date − Remit-To Bank Account Name = blank − Remit-To Bank Account Number = blank

2.

(T) Lines.

3.

Enter the following line data: − Num = 1 − Type = Item − Amount = 3500 − Distribution Set = XXUtilities

4.

(B) Actions, select the Validate check box, and click (B) OK.

5.

(B) Actions, select the Pay in Full check box, and click (B) OK. The Payments page displays.





Create an invoice in the Invoice Workbench:

In the Payments window, enter the following check: − Type = Quick − Operating Unit = Vision Operations − Trading Partner = XXIBM Corporation − Supplier Site = SAN FRANCISCO − Payment Date = Today’s date − Payment Amount = 3500 − Bank Account = XXAP Disbursement − Account Currency = USD − Payment Currency = USD − Payment Method = Check − Payment Document = XXAP Check Stock − Document Num = Check number defaults in − Payment Process Profile = Short Check Format − Remit-To Bank Account = blank − Remit-To Bank Account = blank

7.

(I) Save The invoice data defaults into the bottom region of the page.

Find the Payment 8.

9.

Navigate to the Payments page in Payments Manager. •


•

(T) Payments

In the Simple Search region, enter search criteria for the payment for which you want to record a stop payment: − Payee = XXIBM Corporation − Payment Date = Today’s date

10. (B) Go. The search results display.





6.

12. In the applicable payment row, click the Stop Actions icon. The Record Stop Payment Request: Payment page displays.

Record a Stop Payment Request on the Check 13. In the Date field, enter the date for which you are recording the stop payment request (today’s date). 14. In the Reason field, optionally enter a reason for the stop payment request. 15. In the Reference field, enter the reference identifier provided by the bank when you called. 16. (B) Apply. The system navigates back to the Payments page. 17. In the applicable payment row, click the Stop Actions icon. The Resolve Stop Payment Request: Payment page displays.





11. Verify that the retrieved information is related to your supplier and the payment.

Resolve a Stop Payment Request on the Check 18. From the Action drop-down list, select Confirm. 19. In the Date field, select today’s date. 20. In the Reason field, optionally indicate the reason you are confirming a stop payment on the check. 21. In the Reference field, enter the reference identifier supplied by the bank.

23. (B) Yes to accept the warning note.

24. (B) Yes to accept the warning note. 25. (H) Close Window to return to the Navigator





22. (B) Apply.

Practice - Enter a Credit Memo and Record a Refund Overview

Assumptions •


•




2.

Enter a Credit Memo and validate it.

3.

Enter and apply the Refund to the Credit Memo.

4.

Review the Refund and application the Credit Memo online.





In this practice, you will enter a supplier’s Credit Memo. But it’s been established that you will not be doing any more business with this supplier, so you requested a refund and have subsequently received it from the supplier. So in addition to entering the credit memo, you will also enter the Refund record to let the system know the Credit Memo is no longer an outstanding item.

Solution - Enter a Credit Memo and Record a Refund Tasks 1.

Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New to open a new row

2.

Enter a Credit Memo with the following details: − Invoice Type = Credit Memo − Note: Click OK to accept the Note payment terms defaulting from the supplier site to the invoice. − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = XXDM300 − Amount = -1500 − Terms = Immediate − Payment Method = Check





Enter a Credit Memo

In the Lines tab, enter the following line for the Credit Memo: − Type = Item − Amount = -1500 − Distribution Account = 01-110-7110-0000-000

4.

Save and validate the Credit Memo − (I) Save − B) Actions − Validate = Check − (B) OK.

Enter and Apply the Refund to the Credit Memo 5.

Enter the Refund in the Payments window. You can get there using the Actions button in the Invoice Entry form: − (B) Actions: − Pay in Full = Check − (B) OK.





3.

In the Payments window, enter the Refund: − Type = Refund − Payment Date = Today’s Date − Bank Account = XXAP Disbursement (into which the refund was deposited) − Document Number = 46269(the supplier’s check or payment number)





6.

(I) Save Note: We are using the example of a Refund for one Credit Memo in this exercise, but you can apply a Refund to a NET negative account balance, too. That means a Refund may be applied to one or more outstanding invoices together with one or more outstanding Credit or Debit Memos on the same account – whenever the Memos create a negative account balance.





7.

8.

You can review Refund details on the Payments window itself (above), the (B) Payment Overview window, or the (B) Invoice Overview window.

9.

(I) Show Navigator





Review the Refund

Practice - Create a Prepayment Invoice Overview

With a Prepayment Invoice, you have a document in your system you can use to generate an advance payment for a supplier or an employee, and the money resides in the Asset section of your General Ledger until you use it (“apply” it to one or more subsequent invoices from that supplier or employee for actual goods and services). In this exercise, you will enter and pay a Prepayment Invoice for the advance deposit needed for the banquet.

Assumptions •


•



Navigate to the Invoices window to enter and validate a Prepayment Invoice.

2.

Pay the Prepayment Invoice with a Quick Payment using the Pay in Full option on the Actions button.





You are required to pay $2,500 -- in advance -- for a banquet your company is planning. Your supplier may, or may not, have sent an invoice for the deposit. In Payables, you CANNOT CUT A PAYMENT WITHOUT AN INVOICE TO PAY, so if you don’t have an invoice from your supplier for the advance, you need to enter a variation of one of our normal invoice types – a Prepayment Invoice.

Practice - Create a Prepayment Invoice Invoice Enter a Prepayment

1.

Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)

2.

Enter your Prepayment invoice: − Type = Prepayment − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = PP11000 − Invoice Amount = 2500 − Description = Deposit for Sales/Customer Banquet − Prepayment Type = Temporary − Settlement Date = Today’s Date − Payment Method = Electronic





Responsibility: Payables, Vision Operations (USA)

3.

Enter a Line for the invoice: − Type = Item − Amount = 2500

4.

Save and validate the Prepayment Invoice: − (I) Save − (B) Actions − Validate = Check − (B) OK Note that the Status of your invoice has now changed to “Unpaid”.

5.

Pay the Prepayment Invoice: − (B) Actions: − Pay in Full = Check − (B)OK





Note that the Distribution Account field has been populated automatically by the Account Generator workflow process using the default account number entered on the supplier’s Site record. This is typically an Asset account number, where the money will reside until it is “applied”.

In the Payments window, enter a Quick Payment for this invoice: − Type = Quick − Bank Account = XXAP Disbursement − Payment Date = Today’s Date − Document = Electronic − Payment Process Profile = US NACHA Generic − Remit To Account = the Remit-To Account on the supplier’s Site record





6.


7.

(I) Save




Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices

9.

Find your Prepayment Invoice: − (M) View > Find − Supplier Name = XXIBM Corporation − Invoice Type = Prepayment − (B) Find.


8.




Note that the Status now reads Available (meaning, the payment is available to be applied to subsequent invoices from this supplier) 10. (I) Show Navigator





Your Prepayment Invoice should be displayed.

Practice - Apply a Prepayment Overview You have received the invoice for the goods and services related to the banquet that your company hosted. In this practice, you will enter the supplier’s new Standard invoice, and thenapply the Prepayment against it to reduce the balance owed .

•


•




2.

Enter, save, and validate the supplier’s new invoice.

3.

Apply the Prepayment using the Actions button in the Invoice Entry form, and re-validate the new invoice.

4.

Review the Distribution Lines.





Assumptions

Solution - Apply a Prepayment Tasks 1.

Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)

2.

Enter the supplier’s latest invoice: − Type = Standard − Trading Partner = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Num = PP12000 − Invoice Amount = 6001.59 − Payment Method = Electronic Note: Oracle Payables reminds you that there is a prepayment available for your supplier. Click (B) OK to accept this note.

3.

Enter an invoice Line: − Type = Item − Amount = 6001.59 − Distribution Account = 01-402-7695-0000-000

4.

(I) Save





Responsibility: Payables, Vision Operations (USA)

5.

Apply the full amount of the Prepayment to the new invoice: − (B) Actions: − Apply/Unapply Prepayment = Check − (B) OK





Note: If you are using Oracle’s Automatic Withholding Tax features (typically for 1099 suppliers who have not yet returned their W-9 form), you’ll want to apply the Prepayment before validating the invoice.

6.

In the Apply/Unapply Prepayments window, apply the Prepayment to this invoice. − Apply = Check − Amount to Apply = 2500

7.

(B) Apply/Unapply. The history of applications is displayed in the bottom half of this form, and stays with the Prepayment Invoice record, even if the Prepayment is later “unapplied” from this invoice and applied to one or more others.

8.

Close the Apply/Unapply window. Note that the General tab now shows that Prepayments Applied = $2,500, the balance due for the invoice is $3,501.95, and that the Status = Never Validated.





Oracle displays the Apply/Unapply Prepayments window.

Save and validate the invoice: − (B) Actions − Validate Related Invoices = Check − (B) OK The “Validate Related Invoices” option was used so that both this Invoice and the related Prepayment Invoice will be validated (and/or re-validated) at the same time.





9.






10. View the Distributions, noting the Prepayment account number that the Account Generator got from the supplier’s Site record: − (B) All Distributions

Practice - Set up Payment Terms Overview Your supplier has just notified you that they are going to offer a 5% discount if you pay their invoices in 45 days. The entire invoice amount will be due in 60 days. These are Payment Terms that are not on Oracle’s seeded list of terms, so in this practice, you will set up these new Payment Terms and use them on a new invoice.

•


•



Navigate to the Payment Terms setup window and define your new terms “5/45, Net60”.

2.


3.

Enter an invoice using the new Payment Terms.

4.

Review the Scheduled Payments tab to ensure that your Payment Terms are working properly.





Assumptions

Solution - Set up Payment Terms Tasks Create a New Payment Term Navigate to the Payment Terms window: •

(N) Setup > Invoice > Payment Terms − Name = XX5/45 Net 60 − Description = 5/45 Net 60

2.

(T) Due: − % Due = 100 − Days = 60

3.

(T) First Discount: − % Discount field = 5 − Days = 45





1.

(I) Save

Enter an Invoice Using the New Payment Terms 5.

Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New (to open a new row)

6.

Enter a new invoice: − Type = Standard − Supplier = XXIBM Corporation − Site = SAN FRANCISCO − Invoice Date = Today’s Date − Invoice Num = XX15000 − Invoice Amount = 15000 − Terms = XX5/45 Net 60 − Payment Method = Electronic





4.

(T) Lines: − Type = Item − Amount = 15000 − Distribution Set = XXUtilities

8.

(T) Scheduled Payments





7.

Review the information on the Scheduled Payments tab to ensure that the First Discount field properly reflects a discount amount equal to 5% of the invoice amount ($750), and the First Discount Date field reflects a date that is 45 days from the date of the invoice. Also, check the Due Date for the invoice (on the far left side of the window) to ensure that it properly reflects a date that is 60 days from the date of the invoice. If any of these fields are not correct, re-visit the Payment Terms definition form and make any necessary changes.

10. (I) Save 11. (I) Show Navigator





9.

Practice - Create an Expense Report Template Overview

HR policy at your company states that all employees must have a Default Expense Account number assigned to their employee record, so for this template, you will only need to enter the “natural” account segment for each item. The remaining segments will default automatically from their employee record as they add items to their expense reports.

Assumptions •


•



Navigate to the Expense Report Templates window and enter a new template for travel expenses.





In this practice, you will create an Expense Report template that will detail expense items that may appear on future expense reports, along with the associated GL account number and other pertinent information you want to assign to each item.

Solution - Create an Expense Report Template Tasks Create an Expense Report Template Navigate to the Expense Report Templates window: •

(N) Setup > Invoice > Expense Report Templates − Name = XXTravel − Description = Travel Expense Template − Enable for Internet Expenses = Check The “Enable for Internet Expense” option makes the template available to employees who are using the Oracle iExpenses application to enter their expense reports.

2.

Enter expense item lines according to the following table: − Choose the specified Expense Category values from the drop down list on the Expense Category field. − Use the List of Values on the GL Account field to fill in the “Account” segment with the specified value. This should be the only segment you fill in. Leave all other segments on the Operations Accounting Flex window blank. Expense Item

Expense Category

GL Account

Airfare

Airfare

--7640--

Taxi

Miscellaneous

--7680--

Hotel

Accommodations

--7670--

Meals

Meals

--7690--

Car Rental

Car Rental

--7650--

Phone

Miscellaneous

--7450--

Misc

Miscellaneous

--7699--





1.

(I) Save

4.

(I) Show Navigator


3.




Practice - Enter an Expense Report in AP Overview

In this practice, you will enter an expense report using your Expense Report Template and the Expense Report entry form in AP. Afterward, you will export the data from the interface table to the AP invoice tables so they can be viewed from the Invoice Entry (or Inquiry) forms, and paid like other invoices.

Assumptions •


•



Navigate to the Expense Report window and enter a new expense report using your Expense Report Template.

2.

Navigate to the Standard Request Submission form and run the Expense Report Export process.

3.

Use the Invoices Entry window to review the new Expense Report Invoice that was created by the export process.





You can enter expense reports using the Expense Report entry form in the Oracle Payables application (“AP”), or the Expense Report entry form in the Oracle Projects application, or the web-based Oracle iExpenses application. In all three cases, the information is loaded initially into an interface table and must be exported to AP before you have an invoice capable of being paid in AP.

Solution - Enter an Expense Report in AP Tasks Enter an Expense Report Navigate to the Expense Report window: •

(N) Invoices > Entry > Expense Reports − Employee = Your name (last name first) − GL Account = (will default from your employee record) − Date = Today’s date − Amount = 2185 − Invoice Num = XX-Denver-Jan09 (i.e., 00-Denver-Jan09) − Inv Description = Training in Denver in Jan 2009 − Template = XXTravel

2.

(T) Accounting

3.

Enter expense lines according to the following table: Item

Amount

GL Account

Airfare

1805.78 Accept the default

Meals

194.22 Accept the default

Car Rental

185 Accept the default





1.

4.

(I) Save > (I) Show Navigator

Run the Expense Report Export program 5.

Navigate to the Standard Request Submission (“SRS”) form: •

(M) View > Requests − (B) Submit a New Request − Choose Single Request − (B) OK − Name = Expense Report Export − Batch Name = XX Exp Report Batch 1 − Source = Payables Expense Reports − Organization Name = Vision Operations Copyright © 2009, Oracle. All rights reserved.




Note how the GL Account number for each expense item is built automatically by the Account Generator workflow process using segments derived from the Default Expense Account number listed on your employee record (seen in the top portion of the form above), together with the natural account number derived from your Expense Report Template.

6.

(B) OK

7.

(B) Submit

8.

View the invoice that was created from your Expense Report: − (N) Invoices >Entry >Invoice Batches − Query up XX Exp Report Batch 1 (B) Invoices Note that the Type field on your new invoice was automatically set to “Expense Report” by the system during the export process.

9.

(B) All Distributions − Review the individual GL account numbers derived from your Expense Report






Note: When the export process completes, the new expense reports can be viewed in the Invoices Entry (or Inquiry) windows. If you don’t see your expense report within 5 minutes after the process has completed, it may be stuck in the interface table because of invalid or missing information. If that should occur, contact your instructor for assistance.

Practice - Create an Employee Advance Overview Jamie Frostis one of your employees and has requested a travel advance for his upcoming business trip to the annual Oracle Open World conference in San Francisco.He has requested $1,500.00.

Assumptions •


•



Navigate to the Invoices Entry window and enter a new Prepayment Invoice for Jaime’s employee travel advance.

2.

Pay the Prepayment Invoice with a Quick Payment using the Pay in Full option on the Actions window in the Invoices Entry form.

3.

Review your Prepayment Invoice to ensure it now has a Status of Available.





In this practice, you will enter and pay a new Prepayment Invoice for Jaime’s employee advance.

Solution - Create an Employee Advance Tasks Responsibility: Payables, Vision Operations (USA)

1.

Navigate to the Invoices window − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (I) New

2.

Enter the new Prepayment Invoice: − Type = Prepayment − Trading Partner = Jamie Frost − Site = Office − Invoice Date = Today’s date − Invoice Num = XX1000 − Invoice Amount = 1500 − Description = Travel advance for Open World Conference − Terms = Immediate − Prepayment Type = Temporary − Settlement Date = Today’s date





Enter a Prepayment Invoice

(T) Lines: − Type = Item − Amount = 1500 Note how the Distribution Account field is automatically populated with the Prepayment account from the supplier’s Site record.

4.

Save and validate the prepayment: − (I) Save − (B) Actions − Validate = Check − (B) OK Note that Status = Unpaid.





3.

5.

Pay the Prepayment Invoice with a Quick Payment: − (B) Actions: − Pay In Full = Check − (B) OK





Pay the Prepayment Invoice

6.

Enter the payment details: − Type = Quick − Bank Account = XXAP Disbursement − Payment Method = Check − Payment Process Profile = Long Check Format − Payment Document = XXEmployee Check Stock





Oracle Payables displays the Payments window

(I) Save > close the Payments window to return to the Invoices Entry form

8.

(I) Show Navigator





7.

9.

Review your Prepayment Invoice in the Invoices Entry form to ensure the Status is now Available. − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices − (M) View > Find − Trading Partner = Jamie Frost − Invoice Number = XX1000 − (B) Find






Practice - Apply an Employee Advance Overview Jamie Frost has returned from his business trip and has submitted his expense report to you on paper. You need to get that report into the Oracle system, so you’ll need to enter the expense report. And as you enter it, you will have the opportunity to apply the Prepayment you gave him in the earlier practice.

Assumptions •


•



Enter the Expense Report using the Template you created earlier.

2.

Apply Jaime’s advance as you enter the Expense Report information using the Apply Advances region of the form.

3.

Run the Payables Invoice Export Program and review the automatically generated Import Report. This report will detail Total Invoices Created as well as any Exceptions.

4.

Navigate to the Invoices window − Find your Invoice and verify that the Prepayment was applied to it.





So in this practice, you will enter Jaime’s expense report information into your Oracle system and apply his advance.

Solution - Apply an Employee Advance Tasks Responsibility: Payables, Vision Operations (USA)

1.

Navigate to the Expense Report window: − (N) Invoices > Entry > Expense Report − Name = Frost, Mr. Jamie − Date = Today’s date − Invoice Num = XX-Today’s Date − Amount = 1650 − Inv Description = Expenses from Open World Meeting Oracle Payables alerts you to that fact that this employee has a Prepayment available. Click (B) OK to accept this message.

2.

Note that the Apply Advances box is automatically checked for you: − Number = your Prepayment Invoice number (you can use the LoV)

3.

Select the Expense Report Template you created earlier: − Template = XXTravel

4.

Go to (T) Accounting. Enter expense report lines according to the following table. Note that the GL Accounts will default in from the selected template: Item

Amount

GL Account

Airfare


Meals

100 Accept the default Copyright © 2009, Oracle. All rights reserved.




Enter an Expense Report


Misc


Phone



Hotel

5.

(I) Save

6.

Run the Payables Invoice Export Program: − (M) View > Requests − (B) Submit a New Request − Single Request? – (B) OK − Name = Expense Report Export − Batch Name = XX Exp Report Batch 1 − Source = Payables Expense Reports

7.

Select (B) OK, then (B) Submit.




When the request completes, the Expense Report Import Report can be displayed. (B) View Output. This report will detail Total Invoices Created as well as any Exceptions.

8.

Navigate to the Invoices Entry window: − (N) Invoices > Entry > Invoice Batches − Query up XX Exp Report Batch 1 − (B) Invoices

9.

Find your Invoice and verify that the Prepayment was applied.

Note that for the invoice − Trading Partner = Jamie Frost − Invoice Number = XX-Today’s Date Also note on the General tab that after the Prepayment was applied, the balance due on the Expense Report is now only $150. 10. (I) Show Navigator





Once submitted, this program will process ALL of the students’ unprocessed expense reports in the class. So if you don’t see your expense report on your Import Report, it may have been processed by another student.

Practice - Create Accounting Overview

The Create Accounting process can be run using any one of three methods: “Online” for a single transaction (using the Actions button), or from the Batch Header window (for all the invoices in a batch), or by using the Concurrent Requests SRS window for all validated invoices and payments that have not yet had journal entries generated for them. In this practice, you will run the Create Accounting process for a single invoice (XX3000), and then use the Concurrent Requests SRS window to run the Create Accounting process for the rest of the invoices in your XX Invoice Batch 1.

Assumptions •


•

These practices build on the other practices in this curriculum. Please ensure you have completed the previous practices before attempting this practice.

•


Tasks 1.

Navigate to the Invoices Entry window and find Invoice XX3000.

2.

Submit the Create Accounting Process “Online” by using the Create Accounting options on the Actions button.

3.

View the new journal entry for Invoice XX3000.

4.

View the accounting (the journal entry) in a “T-Account” format available online.

5.

Exit back to the Navigator window.

6.

Submit the Create Accounting process using the Concurrent Request SRS Window for the balance of your validated invoice and saved payment transactions, and view the resulting journal entries online.





The Create Accounting process generates a journal entry for each of the transactions (validated invoices and payments) that you’ve done so far in the Payables application. These journal entries can be transferred to the General Ledger immediately, as a part of the Create Accounting process, or transferred at a later date using a separate transfer program.

Solution - Submit the Create Accounting Process Tasks 1.

Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Query up XX Invoice Batch 1 − (B) Invoices

2.

By now you’re familiar with using the Find icon to search for an invoice, so this time, let’s use “Query” (also known as “Query by Example”) instead: −

Invoice Number = XX3000 3.

to execute the search

Create Accounting for the Invoice 4.

Once the invoice is displayed, (B) Actions: − Create Accounting = Check − Final = Select





Query up Invoice XX3000

(B) OK. You should receive a pop-up note that the process completed successfully.

View Accounting 6.

You can view the journal entry that was generated for a single invoice using one of two methods: − (M) Reports > View Accounting > (B) Journal Entry − (M) Tools > View Accounting Events > (B) Journal Entries





5.


7.

(B) View T-Accounts

8.

Close the T-Accounts window, then (I) Show Navigator to return to the Navigator.




Submit the Create Accounting process using the Concurrent Request SRS window Navigate to the Submit Requests window: − (M) View > Requests − (B) Submit a Request − Single request? - (B) OK − Name = Create Accounting

10. In the Parameters window: − Ledger = Vision Operations − End Date = Today’s Date (DD-MMM-YYYY) − Mode = Final − Errors Only = No − Report = Detail − Transfer to General Ledger = Yes − Post in General Ledger = No − Include User Transaction Identifiers = No 11. (B) Submit 12. (B) Find to monitor your request until it completes successfully. Review the output once it has finished using (B) View Output. Note that all validated invoices are accounted for (a journal entry has been generated for each validated invoice, as well as any payment transactions). 13. (I) Show Navigator





9.

Practice - Set Up US Sales Tax Overview Transaction taxes such as Sales taxes, VAT taxes, and Offset taxes are set up, calculated, and managed by the E-Business Tax module. Withholding taxes and 1099 taxes are set up, calculated, and managed by Payables.

In this practice, you will create a US Sales Tax in the E-Business Tax module using the “regime to rate” flow – the basic tax configuration in the E-Business Tax module.

Assumptions •

Replace XX with your terminal number.

•


Tasks Sign On: − Username: sscnewall − Password: welcome Responsibility: Tax Managers, SSC US OU 01 1.

Create a Tax Regime: Tax Entity Name

Value

Tax Regime Code and Name

XX AP US SALES

Tax Code and Name

XX AP US SALES

Tax Status Code and Name

XX AP US SALES

Tax Rate Code

XX AP US SALES

Tax Jurisdiction Code and Name

XX AP US SALES





You can access E-Business Tax forms from the seeded Payables menu in Oracle, under the Setup section.

3.

Define Tax Rules: Seeded Rule

Default Setting

Place of Supply

Ship From

Tax Applicability

Applicable

Tax Registration

Bill From Party

Taxable Basis

STANDARD_TB

Calculate Tax Amounts:

STANDARD_TC

Return to the Taxes window and for the 00 AP US SALES tax, check the Make Tax Available for Transactions checkbox.





2.

Solution - Set Up US Sales Tax Tasks Sign On: − Username: sscnewall − Password: welcome

Create a Tax Regime 1.

Navigate to the Tax Regimes page: − (N) Tax Configuration > Tax Regimes > (B) Create − 2. Enter a new tax regime based on the following information: Field

US Sales and Use Tax


XXAP US SALES

Regime Level

Country

Country Name

United States

Effective From

01-JAN-YYYY • YYYY = Current year

Effective To

Blank





Responsibility: Tax Managers, SSC US OU 01

(H) Show Controls and Defaults. Enter tax regime controls: Field

4.


Allow Tax Recovery

No

Allow Override and Entry of Inclusive Tax Lines

No

Allow Tax Exemptions

No

Allow Tax Exceptions

No

Enter tax regime defaults: Field


Tax Currency

USD

Minimum Accountable Unit

0.01

Rounding Rule

Nearest

Tax Precision

2

5.

(B) Continue.

6.

Enter tax regime configuration options: Field

7.


Party Name

SSC US 01

Configuration for Taxes and Rules

Common Configuration

Effective From


(B) Finish





3.

Creating a Tax 8.

Navigate to the Create Taxes page: − (ST) Taxes > (B) Create

9.

Create a new tax based on the following information: US Sales and Use Tax

Tax Regime Code

XXAP US SALES

Configuration Owner

Global Configuration Owner

Tax and Tax Name

XXAP US SALES

Tax Type

SALES

Effective From


Effective To

Blank

Geography Type and Parent Geography Type

Country

Parent Geography Name

United States

Exchange Rate Type

Corporate

10. (B) Apply Creating a Tax Status 11. Navigate to the Create Tax Status page. − (ST) Tax Statuses > (B) Create Copyright © 2009, Oracle. All rights reserved.




Field

12. Create a new tax status based on the following information: US Sales and Use Tax

Tax Regime Code

XXAP US SALES

Configuration Owner


Tax

XXAP US SALES


XXAP US SALES

Effective From


Effective To

Blank

Set as Default Tax Status

Yes

Default Status Effective From


Default Status Effective To

Blank

13. (B) Apply Creating a Tax Rate 14. Navigate to the Create Tax Rate page. − (ST) Tax Rates > (B) Create 15. Create a new tax rate based on the following information: Field


Tax Regime Code

XXAP US SALES

Configuration Owner






Field

XXAP US SALES

Tax Status Code

XXAP US SALES

Tax Rate Code

XXAP US SALES

Rate

7.0

Effective From


Effective To

Blank

(I) Rate Details: Field


Tax Rate Name

XXAP US SALES

Set as Default Rate

Yes

Default Effective From


Effective To

Blank

17. (B) Apply 18. (B) Apply Creating a Tax Jurisdiction 19. Navigate to the Create Tax Jurisdiction page. − (ST) Tax Jurisdiction > (B) Create





16.

Tax

20. Create a new tax jurisdiction based on the following information: US Sales and Use Tax


XXAP US SALES

Tax Regime Code and Tax

XXAP US SALES

Geography Type

Country

Effective From


Effective To

Blank

Geography Name

United States

Set as Default Tax Jurisdiction

Yes

Effective From


Effective To

Blank

21. (B) Apply Define Tax Rules 22. Navigate to the Tax Rules window: − (ST) Tax Rules 23. Search for the Tax you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime Code = XXAP US SALES − Tax = XXAP US SALES Copyright © 2009, Oracle. All rights reserved.




Field

25. Set the Tax Rules as Follows: Select Determine Place of Supply > (I) Set Default − Rule Type Default: Ship From − (B) Apply Select Determine Tax Applicability > (I) Set Default − Rule Type Default: Applicable − (B) Apply Select Determine Tax Registration > (I) Set Default − Rule Type Default: Bill From Party − (B) Apply Select Determine Taxable Basis > (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply Select Calculate Tax Amounts > (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply Enable Tax for Transactions 26. Return to the Taxes window: − (ST) Taxes





24. (B) Go

27. Search for the Tax you created earlier: − Country = United States − Tax Regime = XXAP US SALES − Tax = XXAP US SALES 28. (B) Go 29. Select your tax and click on (I) Update.

31. (B) Apply 32. (H) Home (in the upper right-hand corner of the window) to return to the Navigator





30. Ensure that the tax is available for transactions: − Make Tax Available for Transactions = Check

Practice - Enter an Invoice with US Sales Tax Lines Overview In this practice, you will enter an invoice for the “SSC US OU 1” ledger using Oracle’s automated tax features.

•


•


Tasks Responsibility: Payables, SSC US OU 01 1.

Navigate to the Invoices Entry window and enter a new Invoice XX3000 for the supplier Advantage Corp.

2.

Enter the following invoice: Type

Standard

3.

Trading Partner

Supplier Site

Advantage Corp

US Check

Invoice Num

Invoice Amount

XX3000

Enter the following invoice line Type

Item

Amount


10000

001.100.11200.0000.000.000.000

4.

Use the Calculate Tax feature on this new invoice.

5.

View the Tax Lines in the Lines tab of the Invoices window.

6.

View the Tax Details in the Detailed Tax Lines window.





Assumptions

Solution - Enter an Invoice with US Sales Tax Lines Tasks Enter an Invoice using a Distribution Set

2.

3.



•

Enter a new invoice batch = XX Tax Batch

•

(B) Invoices


Trading Partner

Supplier Site

Invoice Num

Standard

Advantage Corp

US Check

XX3000

Invoice Amount

(T) Lines: Type

Amount


Item

10000

001.100.11200.0000.000.000.000

4.

(B) Calculate Tax

5.

On the Lines tab, review the calculated tax lines.





1.

Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in the Invoice header region to ensure that the Invoice Total is equal to the invoice lines, including the calculated tax lines. Note that in the example above, the Invoice Amount would equal $11,550.00 6.

To view the details for the tax lines, click (B) Tax Details.





Note that the tax that you defined in the previous practice has been applied to this invoice.


7. (B) OK 8. (I) Show Navigator




Practice - Set Up UK VAT Overview In this practice, you will create a UK VAT tax for the Vision UK ledger. You will be using the same Tax Managers responsibility as your earlier lab when you set up a US Sales Tax, but it will be the Tax Managers responsibility related to the Vision UK ledger instead.

•

Replace XX with your terminal number.

•


•

This practice uses a basic rate of 10% to illustrate the tax functionality. You can change the rate as you see fit to match the current VAT rates

Tasks Sign On: − Username: UK − Password: welcome Responsibility: Tax Managers Vision UK 1.

2.

Enter a new tax regime based on the following information: Tax Entity Name

Value


XXAP UK VAT

Tax and Tax Name

XXAP UK VAT


XXAP UK VAT

Tax Rate Code

XXAP UK VAT


XXAP UK VAT

Set the Tax Rules as follows: Seeded Tax Rules

Default Settings

Determine Place of Supply

Ship From

Determine Applicable Taxes

Applicable

Determine Tax Registration

Bill From Party

Determine Taxable Basis

STANDARD_TB

Calculate Tax Amounts

STANDARD_TC Copyright © 2009, Oracle. All rights reserved.




Assumptions

Return to the Taxes window for the 00 AP UK VAT tax, and check the Make Tax Available for Transactions box.


3.




Solution - Set Up UK VAT Tasks Sign On: − Username: UK − Password: welcome

Creating a Tax Regime 1.

Navigate to the Create Tax Regime page: − (N) Tax Configuration > Tax Regimes > (B) Create

2.

Enter a new tax regime based on the following information: Field

UK VAT


XXAP UK VAT

Regime Level

Country

Country Name

United Kingdom

Effective From Date


Effective To Date

Blank





Responsibility: Tax Managers Vision UK

(H) Show Controls and Defaults. Enter tax regime controls: Field

4.

UK VAT

Allow Tax Recovery

No

Allow Override and Entry of Inclusive Tax Lines

No

Allow Tax Exemptions

Yes


Yes

Enter tax regime defaults: Field

UK VAT

Tax Currency

GBP

Minimum Accountable Unit

0.01

Rounding Rule

Nearest

Tax Precision

2

5.

(B) Continue.

6.


7.

UK VAT

Party Name

Vision Industries Operating Unit owning Tax Content



Effective From Date



8.

UK VAT

Party Name

Vision Industries



Effective From Date


(B) Finish





3.

Creating a Tax 9.

Navigate to the Create Taxes page: − (ST) Taxes > (B) Create

10. Create a new tax based on the following information: UK VAT

Tax Regime Code

XXAP UK VAT

Configuration Owner


Tax and Tax Name

XXAP UK VAT

Tax Type

VAT

Effective From Date


Effective To Date

Blank

Geography Type and Parent Geography Type

Country

Parent Geography Name

United Kingdom

Exchange Rate Type

Corporate

11. (H) Controls and Defaults. Define the tax recovery controls: Allow Tax Exemptions

Yes


Yes

12. (B) Apply.





Field

Creating a Tax Status 13. Navigate to the Create Tax Status page. − (ST) Tax Statuses > (B) Create 14. Create a new tax status based on the following information: UK VAT

Tax Regime Code

XXAP UK VAT

Configuration Owner


Tax

XXAP UK VAT


XXAP UK VAT

Effective From Date


Effective To Date

Blank

Set as Default Tax Status

Yes

Effective From Date


Effective To Date

Blank

15. (B) Apply. Creating a Tax Rate 16. Navigate to the Create Tax Rate page. − (ST) Tax Rates > (B) Create





Field

17. Create a new tax rate based on the following information: UK VAT

Tax Regime Code

XXAP UK VAT

Configuration Owner


Tax

XXAP UK VAT

Tax Status Code

XXAP UK VAT

Tax Rate Code

XXAP UK VAT

Rate Type

Percentage

Percentage Rate

10.0

Effective From Date


Effective To Date

Blank

18. (I) Rate Details: Field

UK VAT

Tax Rate Name

XXAP UK VAT

Set as Default Rate

Yes

Default Effective From Date


Effective To Date

Blank





Field

20. (B) Apply. Creating a Tax Jurisdiction 21. Navigate to the Create Tax Jurisdiction page. − (ST) Tax Jurisdictions > (B) Create 22. Create a new tax jurisdiction based on the following information: Field

UK VAT


XXAP UK VAT

Tax Regime Code and Tax

XXAP UK VAT

Geography Type

Country

Effective From Date


Effective To Date

Blank

Geography Name

United Kingdom

Set as Default Tax Jurisdiction

Yes

Effective From Date


Effective To Date

Blank





19. (B) Apply.

Define Tax Rules 24. Navigate to the Tax Rules window − (ST) Tax Rules 25. Search for the Tax you created earlier. − Configuration Owner = Global Configuration Owner − Tax Regime = XXAP UK VAT − Tax = XXAP UK VAT 26. (B) Go.





23. (B) Apply.

Select Determine Place of Supply > (I) Set Default − Rule Type Default: Ship From − (B) Apply Select Determine Tax Applicability > (I) Set Default − Rule Type Default: Applicable − (B) Apply Select Determine Tax Registration > (I) Set Default − Rule Type Default: Bill From Party − (B) Apply

Select Determine Taxable Basis > (I) Set Default − Rule Type Default: STANDARD_TB − (B) Apply Select Calculate Tax Amounts > (I) Set Default − Rule Type Default: STANDARD_TC − (B) Apply





27. Set the Tax Rules as Follows:

Enable Tax for Transactions 28. Return to the Taxes window: − (ST) Taxes 29. Search for the Tax you created earlier: − Country Name = United Kingdom − Tax Regime = XXAP UK VAT − Tax = XXAP UK VAT

31. Select the tax and click (B) Update 32. Ensure the tax is available for transactions. − Make Tax Available for Transactions = Check 33. (B) Apply 34. (H) Home to return to the Navigator





30. (B) Go

Guided Demonstration - Enter an Invoice with UK VAT Tasks Sign On: − Username: UK − Password: welcome

Enter an Invoice using a Distribution Set 1.

2.

Navigate to the Invoices Entry window: •


•

Enter a new Batch Name = XX Tax Batch

•

(B) Invoices


Trading Partner

Supplier Site

Invoice Num

Invoice Amount

Standard

Advantage Corp

London

XX3000

13750

3.

(T) Lines. Enter the following invoice line: Type

Amount


Item

10000

03-110-7640-000-000

4.

(B) Calculate Tax.

5.

In the Lines tab, review the calculated tax lines.





Responsibility: Payables, Vision UK

Note: If other taxes are defined in the system, you will have to adjust the Invoice Amount in the Invoice header region to ensure that the Invoice Total is equal to the invoice lines, including the calculated tax lines. Note that in the example above, the Invoice Amount would equal 13,750.00





Note that the tax that you defined in the previous practice has been applied to the invoice.

To view the details for the tax lines, click (B) Tax Details.


6.

7. (B) OK 8. (I) Show Navigator




Practice - Verify Automatic Withholding Tax Setup Overview

In this exercise, you will create a new Withholding Tax Code along with a new Withholding Tax Group, and verify that all the other setups necessary to do withholding and generate automatic Withholding Invoices have been entered into your system.

Assumptions •


•


Sign On

− User name = XXUser − Password = your password

Responsibility: Payables, Vision Operations (USA) Tasks 1.

Navigate to the Withholding Tax tab on the Payables Options setup form and verify the setup.

2.

Navigate to the Special Calendar definition window, and review the Monthly Withholding calendar. If the current month and at least two future periods immediately following the current period are not listed, you‘ll need to add them.

3.

Navigate to the Withholding Tax Details window, and create a new tax code: AWT– XXEDU.

4.

Navigate to the Withholding Tax Groups window, and confirm that the AWT–XXEDU group was automatically created when you saved your Withholding Tax Code above.

5.

Navigate to the Suppliers window and review the Type for the Internal Revenue Service supplier organization.





You have a supplier who is refusing to send in his W-9 form, and according to IRS guidelines, it means you are required to begin withholding money from this supplier’s invoices as you pay them. The money is to be forwarded to the IRS as quickly as possible as prepaid income taxes for the supplier.

Solution - Verify Automatic Withholding Tax Setup Responsibility: Payables, Vision Operations (USA) Sign On − User name = XXUser − Password = welcome Instructor will review Withholding Tax Payables Options Navigate to the Withholding Tax Payables Option window: • 2.

(N) Setup > Options > Payables Options

(T) Withholding Tax





1.

3.

Enter or confirm the following withholding tax options: •

Use Withholding Tax = Check

•

Apply Withholding Tax = At Invoice Validation Time This setting means Withholding Tax lines and distributions are created when you validate the invoice. Create Withholding Invoice = At Invoice Validation Time This setting means a Withholding Tax invoice is automatically created when you validate the invoice.

4.


Instructor will verify the Special Calendar is Set Up 5.

Navigate to the Special Calendar definition window: •

6.

(N) Setup > Calendar > Special Calendar

Search for the Monthly Withholding calendar: − Name = Monthly w/Hold

7.

Verify that the current period and the next two calendar periods immediately following the current period have been set up. Copyright © 2009, Oracle. All rights reserved.




•

Note: The periods you define in the Special Calendar window are completely separate from the periods you define in the Accounting Calendar window for your AP Accounting Periods. See: Defining Calendars, Oracle General Ledger User's Guide. . 8.


Students Start Here: Create a New Withholding Tax Code Navigate to the Withhholding Tax Details form: •

(N) Setup > Tax > Withholding > Codes

10. Create a new withholding tax code: − Operating Unit = Vision Operations − Tax code = AWT-XXEDU − Description = AWT-XXEDU − GL Account = 01-000-2225-0000-000 − Tax Authority = Internal Revenue Services − Site = Washington − Rate Structure = Flat Rate − Create Withholding Tax Group = Check − Calendar = Monthly w/Hold Note: In the Tax Code and Description fields above, the XX should be replaced with your student number. In the Tax Rates Region, enter the following: − Type = Standard − Effective Date From: − Effective Date To: − Rate = 10





9.

12. (I) Show Navigator Verify the Withholding Tax Group Setup 13. Navigate to the Withholding Tax Groups window: •

(N) Setup > Tax > Withholding > Groups

14. Search for the AWT-XXEDU group name to confirm it was created when you saved the Withholding Tax code above.





11. (I) Save

Notice also that the tax authority is the Internal Revenue Service. 15. (I) Show Navigator Verify that the Tax Reporting Authority exists 16. Navigate to the Suppliers window: •

(N) Suppliers > Enter

17. Search for Supplier = Internal Revenue Service 18. (H) Organization





Notice that one tax code is already associated with this group – the code you set up above. There can be multiple withholding tax codes with multiple tax authorities assigned to a group.

20. (H) Close window or (H) Home to return to the Navigator





19. Note the Type = Tax Authority

Practice - Create Withholding Tax Invoices Overview You have a received an invoice from your new supplier, XXAWT Supplier, so in this exercise, you will enter and validate their invoice, ensuring that the appropriate withholding amount was withheld automatically from the invoice. And you’ll confirm that a Withholding Invoice – made out to the IRS – was generated by the system automatically for you.

•


•


Sign On

− User name = XXUser − Password = your password


Create a supplier called XXAWT Supplier with one site and withholding features enabled at the header and site levels.

2.

Enter an invoice for the XXAWT Supplier .

Ensure that 10% was withheld from the invoice and an automatically-generated invoice – made out to the IRS -- was entered into your system so you can forward the withheld money to the IRS as quickly as possible: 3.

Review the Withholding Tax invoice that was generated for the invoice.





Assumptions

Solution - Create Withholding Tax Invoices Responsibility: Payables Vision Operations (USA) Create a Supplier Navigate to the Supplier window. •


2.

(B) Create Supplier

3.

In the Create Suppliers window, enter the following: − Supplier Type = Standard supplier − Organization Name = XXAWT Supplier Note: Replace XX with your student number.

4.

(B) Apply.

Create a Supplier Site 5.

(H) Address Book.

6.

(B) Create.

7.

In the Address Book, enter the following: − Address Line 1 = 123 Anywhere St − City = Mesa − County = Maricopa − State = AZ − Zip = 85205 − Address Name = AZ-MESA − Address Purpose: Purchasing and Payment = Check

8.

(B) Continue.

9.

Assign an operating unit to the supplier location: − Operating Unit = Vision Operations

10. (B) Apply. Enable Withholding Tax for the Supplier 11. (H) Tax Details.





1.

12. (B) Save Enable Withholding Tax for the Supplier Site 13. Navigate to the Supplier Sites region:

− Allow Withholding Tax = Check − Withholding Tax Group = AWT-XXEDU 14. (B) Save > (H) Close Window or (H) Home Enter an Invoice for a Withholding Tax Supplier and Supplier Site 15. Navigate to the Invoices window: − (N) Invoices > Entry > Invoice Batches − Batch Name = XX WH Tax Batch − (B) Invoices Copyright © 2009, Oracle. All rights reserved.




− Reportable: Federal = Check − Allow Withholding Tax = Check − Tax Group = AWT-XXEDU

Enter a Line on the Invoice 17. (T) Lines. − Num = 1 − Type = Item − Amount = 1000 − Distribution Account = 01-110-7740-0000-000 Note that the Withholding Tax Group name defaults in from the supplier/supplier site. To view the column, use folder tools at the invoice header level to unhide the hidden column. 18. (I) Save Validate the Invoice 19. (B) Actions: − Validate = Check Copyright © 2009, Oracle. All rights reserved.




16. Enter the following: − Type = Standard − Trading Partner = XXAWT Supplier − Invoice Num = XX-12000 − Invoice Amount = 1070 − Payment Method = Check

20. (B) OK. View Withheld Amounts

22. Review the Withholding Tax and the Total fields. The Withholding Tax amount should be a negative amount, creating a net amount due that is less than the original amount. If not, contact your instructor for assistance. 23. (T) Lines.





21. (T) General.

View the Withholding Tax Invoice 24. Query the Withholding Tax Invoice: •

(N) Invoices > Inquiry > Invoices − Trading Partner = Internal Revenue Service − Type = Withholding Tax − Date = Today's date

25. (B) Find. 26. Review the invoice.





Review the withholding tax line that was automatically added to the invoice Lines region.

Note: You can assign a special pay group to your tax authority so you can do a payment batch specifically for your withholding tax invoices. 28. (I) Save > (I) Show Navigator





27. Note that the Description field contains the information on the Withholding Tax invoice, including the invoice that the withholding tax invoice is associated with.

Oracle Payable Student Activity Guide

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