Oracle Apps Account Payables

ORACLE APPLICATIONS WHITE PAPER

ACCOUNTING IN R12 ORACLE PAYABLES

SEP 2011

Author: Mohamed Nazih

CPA, PMP, Oracle Financials Consultant

[email protected]

Version 1.0

Accounting in Oracle EBS Payables 2011

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Contents

About the Author ................................................................................................... 3

Introduction ........................................................................................................... 3

Purpose .................................................................................................................. 3

Scope ..................................................................................................................... 3

Audience ................................................................................................................ 4

Accounting in R12 Oracle Payables ........................................................................ 5Determinants - Accounts ................................................................................................................... 5

Financial Options Accounts ....................................................................................................................................... 6

Payables Options - Currency ..................................................................................................................................... 7

Payables Options - Invoice ........................................................................................................................................ 8

Payables Options - Interest ....................................................................................................................................... 9

Supplier Site Accounting ........................................................................................................................................... 9

Bank Account Control ............................................................................................................................................. 10

Withholding Tax ...................................................................................................................................................... 10

Determinants - Options ................................................................................................................... 11Payables Hierarchy ................................................................................................................................................. 11

Payables Options .................................................................................................................................................... 12

Payables Journal Entries .................................................................................................................. 14AP-1 Invoice ............................................................................................................................................................ 14

AP-2 Prepayment .................................................................................................................................................... 16

AP-3 Prepayment Application ................................................................................................................................. 16

AP-4 Payment ......................................................................................................................................................... 16

AP-5 Payment maturity ........................................................................................................................................... 17

AP-6 Clearing ........................................................................................................................................................... 17

Out of Scope Accounts ..................................................................................................................... 18

Information Sources ......................................................................................................................... 18

Accounting in R12 Oracle Payables

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About the Author

Mohamed Nazih is a proficient functional consultant in Oracle e-Business Suite with more than seven years of experience of solutions design, configuration, testing and documentation and three full life cycle implementations.

Prior to Oracle, he worked as a certified accountant and auditor for six years. This experience gave him an advantage to team up with financial staff in many companies in delivering high quality professional services, such as consulting, support, and training.

While not working, Mohamed Nazih takes care of his family. Furthermore, he is a self-learner and avid reader in project management, change management, business intelligence, science, and environment issues.

Mohamed Nazih values an atmosphere of ethics, punctuality, and team-working.

Introduction

Accounting Journal Entries are embedded in every aspect of Oracle Financials Applications. Since they are Financials, you must have a good understanding of how these journals are generated and integrated. This understanding affects how you design and implement solution and it is the ground of discussion with customers representatives in this sector. They may have little knowledge of Oracle but, mostly, are good accountants.

Purpose This whitepaper will provide a detailed overview of accounting events, entries, and source. Such an overview may help:

Customers representatives design a better chart of accounts Consultants justify decisions taken to setup system parameters and options

Scope

This whitepaper will cover Oracle R12 Payables except for transactions related to: Encumbrances Oracle Internet Expenses XML Gateways and iSuppliers Automatic Offsetting


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Cash Pooling

Audience

This whitepaper is aimed to super users and functional consultants and implementers as well as applications auditors.


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Determinants - Accounts

Payables Journal Entries are controlled by the definition of: 1. Financials options 2. Payable options 3. Supplier Site 4. Bank Account 5. Withholding Tax 6. Invoice 7. EB-Tax

Account Qualifier Financials Options

Payable Options

Supplier Site

Bank Account Invoice

Liability Liability

Prepayment Asset

Bills Payable Liability Discount Taken Expense PO Rate Variance Gain Revenue PO Rate Variance Loss Expense Expenses Clearing Expense Miscellaneous Expense Retainage Liability Realized Gain Revenue Realized Loss Expense Rounding Expense Freight Expense

Tax Difference Account Liability

Interest Expense Expense

Interest Liability Liability Cash Asset Cash Clearing Asset Bank Charges Expense Bank Errors Expense


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Financial Options Accounts

Figure 1


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Payables Options - Currency

Figure 2


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Payables Options - Invoice

Figure 3


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Payables Options - Interest

Figure 4

Supplier Site Accounting

Figure 5


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Bank Account Control

Figure 6

Withholding Tax

Figure 7


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Determinants - Options

Payables Hierarchy If an account can be defined in more than one place, Oracle Payables applies the following hierarchy, where lower level can override higher level(s):

Figure 8


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Payables Options Have a role in determining accounts to be defaulted for:

Prepayment Bills Payable Discount Interest

Payables Options Accounting Options

Figure 9


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Payables Options Withholding Tax

Figure 10


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Payables Journal Entries

Oracle Payables has the following accounting events: 1. Invoice 2. Prepayment 3. Prepayment application 4. Payment 5. Payment maturity 6. Reconciliation

20BAP-1 Invoice Accounts Debit Credit

Expense (or AP Accrual) P(1) X

Tax P(2) X

Freight P(3) X

Retainage P(4) X

Liability P(5) X

Invoice Price Variance (IPV)P (6)

Quantity Variance P(7)

PO Exchange Rate Variance (ERV) P(8)

Tax Variance P(9)

Accounts Debit Credit

Retainage P(10) X

Tax X

Liability X


Interest Expense P(11) X

Interest Liability X


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(1) Expense account is usually used if invoice is entered manually. AP Accrual account is defaulted by system if invoice matched against Receipt/PO for goods items

(2) Tax (e.g., Sales Tax or VAT) is defined in Oracle EB-Tax and inserted upon invoice validation

(3) Freight account is defaulted if a line of type Freight is used and allocated to line(s) of type Item

(4) Retainage account is defaulted if invoice is matched to a service procurement PO/Receipt

(5) Liability account is sourced from Suppliers Site

(6) Quantity Variance results if, upon matching invoice to PO/Receipt, quantity entered for invoice is different from this specified in PO. For inventory items, variance booked to Inventory AP Accrual Account defined in Organization Parameters window in Inventory. For expense items, it booked to Expense AP Accrual Account

(7) Invoice Price Variance results if, upon matching invoice to PO/Receipt, price entered for invoice is different from this specified in PO. For inventory items, variance booked to Invoice Price Variance Account defined in Organization Parameters window in Inventory. For expense items, it booked to Charge Account

(8) PO Exchange Rate Variance results if, upon matching invoice to PO/Receipt, Foreign Currency Exchange Rate entered for invoice is different from this specified in PO. For inventory items, variance booked to Exchange PO Rate Variance Gain or Loss Account. For expense items, it booked to Charge Account

(9) Tax variance results if, upon matching invoice to PO/Receipt, tax on invoice is different from tax on PO. Three tax-related variances can occur:

Tax Rate Variance (TRV) when there is a difference between invoice and PO distributions due to difference in tax rate. For inventory items, variance booked to Invoice Price Variance Account defined in Organization Parameters window in Inventory. For expense items, it booked to Charge Account

Tax Invoice Price Variance (TIPV) when there is a difference between invoice and PO distributions due to price variance. For inventory items, variance booked to Invoice Price Variance Account defined in Organization Parameters window in Inventory. For expense items, it booked to Charge Account

Tax Exchange Rate Variance (TERV) when there is a difference between the invoice and PO distributions due to exchange rate variance. For inventory items, variance booked to Exchange PO Rate Variance Gain or Loss Account. For expense items, it booked to Charge Account

Tax Quantity Variance (TQV) is calculated, but is shown as a non-variance distribution

(10) Retainage account is debited upon creating an invoice of type Retainage Release

(11) Interest Expense account is debited for system created invoice of type Interest on condition that Payables Option for interest = System Account. If Prorate Across Invoice selected, original invoice distribution(s) will be debited


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AP-2 Prepayment Accounts Debit Credit

Prepayment X (12)

Liability X

(12) Prepayment account is sourced from Suppliers Site

AP-3 Prepayment Application Accounts Debit Credit

Liability X

Prepayment X

Tax Difference (13) X

(13) Tax Difference account is defaulted if tax applied for invoice is greater than this applied for prepayment. If it is lesser, workaround is needed to prohibit crediting Tax difference account (review 3-198 of Oracle Payables User's Guide)

AP-4 Payment

(Maturity date = Current date)


Liability X

Cash Clearing (14) X

Discount Taken (15) X

Withholding Tax (16) X

Realized Gain/ Loss (17)

(14) Cash Clearing account is sourced from Bank Account

(15) Discount Taken account is defaulted if an accelerated cash payment term (e.g., 2/10, net/30) is used and payment is made during the discount period

(16) Withholding Tax account is credited upon payment on condition that Apply Withholding Tax = At Payment Time


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(17) Realized Gain or Loss results if Foreign Currency Exchange Rate upon payment is different from this used upon accrual (in invoice)

(Maturity date = Future date)


Liability X

Withholding Tax X

Bills Payables (18) X

(18) Bills Payables account is default from either Bank Account (Organization Access> Payables Options) or Suppliers Site according to option specified in Payables Options (Note: instead of Bank Account, the form erroneously used Payment Document which is no longer available in R12)

AP-5 Payment maturity Accounts Debit Credit

Bills Payables X

Cash Clearing X

Discount Taken X


(19) Realized Gain or Loss results if Foreign Currency Exchange Rate upon maturity is different from this used upon payment

AP-6 Clearing Accounts Debit Credit

Cash Clearing X

Bank Charges / Errors X (20)

Cash X


Rounding (22)


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(20) Bank Charges or Error account is used for difference between cleared amount and transaction amount. Cash Management checks the Tolerance Differences parameter (in Bank Account Controls region of Bank Account) to determine whether the difference is due to charges or errors.

(21) Realized Gain or Loss results if Foreign Currency Exchange Rate upon clearing is different from this used upon maturity

(22) Rounding account may be used upon payment, maturity, or clearing if:

Multiple currencies are used with bank account and payment currency does not round within payment currency precision.

Functional currency amount of payments do not equal amount of liability.

Out of Scope Accounts Expenses Clearing: is used as a temporary account to record credit card transaction

activity related to Oracle Internet Expenses. Miscellaneous: Used only when importing invoices submitted in XML Gateway. Foreign Exchange Charges: used with Cash Management Cashflow as on option to

account for differences between cleared amount and transactions amount

Information Sources

o Oracle Payables User's Guide Release 12.1 Part No. E12797-04

o Oracle Payables Implementation Guide Release 12.1 Part No. E12795-04

About the AuthorIntroductionPurposeScopeAudienceAccounting in R12 Oracle PayablesDeterminants - AccountsFinancial Options AccountsPayables Options - CurrencyPayables Options - InvoicePayables Options - InterestSupplier Site AccountingBank Account ControlWithholding Tax

Determinants - OptionsPayables HierarchyPayables Options

Payables Journal EntriesAP-1 InvoiceAP-2 PrepaymentAP-3 Prepayment ApplicationAP-4 Payment(Maturity date = Current date) (Maturity date = Future date)AP-5 Payment maturity AP-6 Clearing

Out of Scope AccountsInformation Sources

Oracle Apps Account Payables

Documents

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