Oracle R12 Payables:

Creation of System Setup:

Below are the listed system setups which are to be performed before payable transactions:1. Navigator->payable Vision Operation->Setup->Options->Payable options.2. Navigator->payable Vision Operation->Setup->Options->Payable System Setup.3. Navigator->payable Vision Operation->Setup->Options->Financials Options.4. Navigator->payable Vision Operation->Setup->Invoice->Payment Terms.5. Navigator->payable Vision Operation->Setup-> Invoice ->Distribution Sets.6. Navigator->payable Vision Operation->Setup-> Invoice ->Tolerance.7. Navigator->payable Vision Operation->Setup-> Invoice ->Hold and Release Name.8. Navigator->payable Vision Operation->Setup-> Invoice ->Expense Report Template.9. Navigator->payable Vision Operation->Setup->Calendar->Special Calendar.10.Navigator->payable Vision Operation->Supplier->Entry.

Step 1: Payable Options:

Root: Navigator->payable Vision Operation->Setup->Options->Payable options.

- Operating Unit has to be created using the below following options which has to be completed in order to create Operating Unit:

Accounting Options. Currency. Tax Reporting. Invoice. Approval. Matching. Interest. Expense Report. Payment.

Step 2: Payable System Setup:

Root: Navigator->payable Vision Operation->Setup->Options->Payable System Setup.

- Payable system setup has to be created in order make the supplier choose options in default once supplier is chosen.

Step 3: Financials Options:

Root: Navigator->payable Vision Operation->Setup->Options->Financials Options.

- Financial Options has to be created for the Existing Operating Unit in order for the payable transactions to choose its corresponding account.

Step 4: Payment Terms:

Root: Navigator->payable Vision Operation->Setup->Invoice->Payment Terms.

- Payment Terms is an agreement between supplier and the company. E.g.: discounts and payment days can predefined in this payment terms.

Step 5: Distribution Sets:

Root: Navigator->payable Vision Operation->Setup-> Invoice ->Distribution Sets.

- Distribution Set can be used to automatically enter distributions for an invoice when you are not matching it to a purchase order.

Step 6: Tolerance:

Root: Navigator->payable Vision Operation->Setup-> Invoice ->Tolerance.

- Use the Invoice Tolerances Template window to define the matching tolerances you want to allow for variances between invoice, purchase order, and receipt information. You can define both percentage-based and amount-based tolerances.

Step 7: Hold and Release Name:

Root: Navigator->payable Vision Operation->Setup-> Invoice ->Hold and Release Name.

- Invoice Hold and Release Names window is used to define the names that you use to manually hold or release invoices. You can define hold names that you assign to an invoice during entry to place the invoice on hold.

Step 8: Expense Report Template:

Root: Navigator->payable Vision Operation->Setup-> Invoice ->Expense Report Template.

- Expense report template can be predefined and the expenses can be predefined in this template.

Step 9: Special Calendar:

Root: Navigator->payable Vision Operation->Setup->Calendar->Special Calendar.

- Use the Special Calendar window to define periods that Payables uses for automatic withholding tax, recurring invoices, payment terms, and for the Key Indicators Report.

Step 10: Supplier Creation:

Root: Navigator->payable Vision Operation->Supplier->Entry.

- Supplier creations-information’s has to be given such as supplier name, address, contact details, bank details and currency etc…

Types of Invoice Entries:

There are five types of invoice entries:1. Invoice Batches- Large Number of invoices can be entered together for one supplier or

different supplier.2. Invoice- Invoice can be entered one by one, mostly used for one time supplier.3. Quick Invoice- Standard, Credit Memo and Prepayment can only be entered. 4. Expense Report- Internally created invoice.5. Recurring Invoice- Invoices created for period of time or life time.

Mandatory Fields for Invoice Workbench:

Types and Transaction flow of Invoices workbench:

PREPAYMENT

STANDARD

INVOICE TYPE

OPERATING UNIT

CREDIT MEMO

SUPPLIER NAME, SITEAND NUMBER DEBIT MEMO

MIXEDINVOICE DATE+i.e. =STD AND PRE EXPENSE

REPORTINVOICE AMOUNT

- i.e. =DEB AND CRE

GL DATE

PAYMENT CURRENCY

CAN ALSO BEENTERED IN LINE

LEVELDISTRIBUTION SET

PO OPTION FORPREPAYMENT

AND STANDARDMATCH ACTION

INVOICE OPTIONFOR CREDIT AND

DEBIT MEMO

PAYMENT TERMS DATE

PAYMENT TERMS

TEMPORARY FORADVANCE

PAYMENT METHOD

PREPAYMENT TYPE PERMANENT FORDEPOSIT

ITEM, FREIGHT AND TAX

LINE LEVEL- TYPE-ITEM

LINE LEVELDISTRIBUTION SET OR

DISTRIBUTION

Types of Invoice:1. Standard.2. Prepayment.3. Credit Memo.4. Debit Memo.5. Mixed.6. Expense Report.

Transaction Flow of Standard Invoice:

Step 1:

Complete the mandatory fields of invoice workbench choose the required options for the required invoice type.

Step 2:Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Distribution can be given in header level or in line level by choosing the distribution tab as e.g. shown above.

Step 3:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- After line level is entered the ‘General box’ details should be automatically picked up from ‘lines box’.

Step 4:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Actions 1 Tab->Choose validate box and Force approval- Once this action is done Status and Approval will change to validated and approved as shown below example:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

Step 5:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Action 1 Tab->Choose pay in full box and it will show up the payment transaction screen as shown below:

Step 6:

Root: Navigator->payable Vision Operation->Payment->Entry.

- Supplier name, number and site address will be automatically selected from invoice workbench.

Root: Navigator->payable Vision Operation->Payment->Entry.

Action 1 Tab->Choose Create Accounting option and choose corresponding options. (Draft, Finaland Final Post).

Transaction Flow for Prepayment:

There are two stages in prepayment invoice, first stage is creation and payment on prepaymentinvoice and second stage is to match a standard invoice with prepayment in voice during the payment of standard invoice.

First Stage: (Creation of prepayment invoice)

Step 1:

Complete the mandatory fields of invoice workbench choose the required options for the required invoice type.

Step 2:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Prepayment chooses its default account in Distribution Account information.

Step 3:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- After line level is entered the ‘General box’ details should be automatically picked up from ‘lines box’.

Step 4:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Actions 1 Tab->Choose validate box and Force approval- Once this action is done Status and Approval will change to validated and approved as shown below example:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Action 1 Tab->Choose pay in full box and it will show up the payment transaction screen as shown below:

- Supplier name, number and site address will be automatically selected from invoice workbench.

Root: Navigator->payable Vision Operation->Payment->Entry.

Root: Navigator->payable Vision Operation->Payment->Entry.

- After making the payment transaction should be shown in the line level.

Step 5:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Query the prepayment after making the payment at invoice workbench the status of the invoice should be changed from ‘UNPAID’ to ‘AVAILABLE’.

Second Stage: (Matching of standard Invoice)Step 1:

- Complete the mandatory fields of invoice workbench choose the required options for the required invoice type.

-Complete the validation and Approval before matching the invoice with prepayment.-Query the prepayment invoice at invoice workbench in order to match the prepayment with

standard invoice.

Step 2:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- After querying the prepayment invoice at invoice workbench, Choose ‘ACTION TAB’ and choose “APPLU/UNAPPLY PREPAYMENT BOX’ and give ‘ok’.

Step 3:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Choose the corresponding Standard invoice and choose the apply box as shown in aboveexample.

- When applied the transaction saves the amount in ‘EXISTING PREPAYMENT APPLICATION SECTION’ as shown below.

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

Step 4:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Once the prepayment is applied to the standard invoice the status of the prepayment invoice changes to ‘Fully Applied’.

- The Balance amount of the standard invoice will also be changed correspondingly as shown below once queried at invoice workbench.

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- The standard invoice has to be validated and approved once again after the prepayment has been matched.

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- After validation the standard invoice can be fully paid or can be adjusted with more prepayment invoice if applicable or can be matched with credit memo if it’s applicable.

Transaction Flow of Credit Memo/Debit Memo:

There are two methods of matching a credit memo:

1. Matching Credit Memo/Debit Memo for Unpaid Standard Invoice.2. Matching Credit Memo/debit Memo for Paid Standard Invoice.

Matching Credit Memo/Debit Memo to an Unpaid Standard Invoice:

Step 1:

- Complete the mandatory fields of invoice workbench choose the required options for the required invoice type.

- Complete the validation and Approval after entering the Line level and General tabs is been altered.

Created and validated Credit memo is shown below:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

Step 2:

Choose the payment transaction screen and enter the corresponding supplier name, number, bank details and payment details. Below shown are the examples of the screen:

Root: Navigator->payable Vision Operation->Payment->Entry.

Choose the ‘ENTER/ADJUST INVOICE’ Tab and choose the corresponding Standard and Credit memo invoice as shown below:

Root: Navigator->payable Vision Operation->Payment->Entry.

- Payment screen will be updated once the payment is made and will be updated in standard invoice and credit memo.

Matching Credit Memo/Debit Memo to a paid Standard Invoice:

Step 1:

- Complete the mandatory fields of invoice workbench choose the required options for the required invoice type.

- After entering the mandatory fields do not enter the line level while matching paid standard invoice.

- Choose the Correction option from Invoice workbench and query the standard invoice.

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Apply the credit amount on the mandatory field and choose correct option. The credit memo invoice will be updated on the line and general level.

Step 2:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Credit memo has to be validated and approved after matching the standard invoice.

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

Step 3:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- Matched Invoice will be shown in the Credit memo line level as shown below.

Transaction Flow of Mixed Invoice:Step 1:

- Creation, validation and payment are same as the standard invoice, the only difference and advantage is positive and negative invoices can be created in mixed invoice as example shown below:

Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.

- The line level invoice amount and header level invoice amount should be same, the payment and validation process are same as the standard invoice.

Mandatory fields and Transaction flow of Invoice Batch: Step 1:Root: Navigation->Invoice->Entry->Invoice Batch:

- Create ‘Batch’ in which you can enter multiple invoices.- Number of invoice and Total Amount of the total invoice have to be defined in the invoice

batch as shown above.- The main advantage using Invoice Batch is the total amount of the entire invoice entered

can be controlled.- The Validation and payment process are same as the quick invoice, Paid using payment

Screen.Mandatory fields and Transaction flow of Quick Invoices Report: Step 1:

- Create ‘Batch’ in which you can enter multiple invoices.- Standard, Credit and Prepayment invoices can only be entered in quick invoice.

Root: Navigator->payable Vision Operation->Invoice->Entry->Quick Invoice.

- After entering the invoices choose the create invoice option and screen will display as shown below:

Step 2:

Root: Navigator->payable Vision Operation->Invoice->Entry->Quick Invoice.

- Confirm the batch number and source, choose ‘OK”- Screen will show up automatically generated Request ID as shown below:

Root: Navigator->payable Vision Operation->Invoice->Entry->Quick Invoice.

Step 3:- Choose Request option from View tab as shown below.

Root: Navigator->payable Vision Operation->Invoice->Entry->Quick Invoice.

Root: Navigator->payable Vision Operation->Invoice->Entry->Quick Invoice.

Step 4:- Choose Find tab and the screen should display as shown below listing the Request ID as

shown below:

Root: Navigator->payable Vision Operation->Invoice->Entry->Quick Invoice.

- Choose the View output by choosing corresponding Request ID number.- The invoices created under the batch number will display and exported which can be

queried in invoice workbench.

- After querying at invoice workbench the invoice can be validated and paid as same as the standard invoice.

Transaction flow for Expense Report:

Below shows the expense report creation screen and mandatory field:

Step 1:

Root: Navigation->Invoice->Entry->Expense Report:

Step 2:

Root: Navigation->Invoice->Entry->Expense Report:

Step 3:

Root: Navigation->Invoice->Entry->Expense Report:

Step 4:

Root: Navigation->Invoice->Entry->Expense Report:

- View log option can be used if any error message is displayed.- After creating expense report it can queried in invoice workbench and then it can be

validated and paid as same the transaction flow used for standard invoice.- After the creation of expense report, expense report invoice can be created for every

employee at invoice workbench.-Complete the mandatory fields of invoice workbench choose the required options for the

required invoice type.

- Validation and payment procedure are same as the standard invoice described in Transaction flow of standard invoice.

Transaction Flow for Recurring Invoice:

Below are the steps to be followed to create a recurring invoice:Step 1:Root: Navigation->Invoice->Entry->Recurring Invoice:

Step 2:Root: Navigation->Invoice->Entry->Recurring Invoice:

Step 3:

Root: Navigation->Invoice->Entry->Recurring Invoice:

Step 4:

Root: Navigation->Invoice->Entry->Recurring Invoice:

Step 5:

- Press ‘create recurring invoice’ tab till ‘periods remaining’ box shows zero.- Once the invoices are created it can be queried in invoice work bench and can be paid

manually if needed or the system will raise an alert message when payment is for due.