Payables

July 12, 2011

 

: Invoices > Entry > Invoices

This table stores all the invoices you enter.
For an invoice to be approved, the total invoice amount must be stored in ap_invoice_distributions_all and ap_payment_schedules_all.

Some columns of interest includes :

§         Invoice_num

§         Invoice_date

§         Amount_paid

§         Invoice_currency_code

§         Invoice_type_lookup_code

§         Payment_status_flag

Ap_invoice_distributions_all

: Invoices > Entry > Invoices

This table stores the accounting information for the invoice you have entered.
There is one row for each invoice disribution, that is this table corresponds
to the Distributions window.

Some columns of interest includes :

§         Line_type_lookup_code

§         Dist_code_combination_id (credit entry)

§         Accts_pay_code_combination_id (debit_entry)

§         Base_amount (in functional currency)

Ap_checks_all

: Payments > Entry > Payments

This table stores payments to suppliers.

Some columns of interest includes :

§         Amount (in functional currency)

§         Check_date

§         Bank_account_name

§         Check_number

§         Payment_method_lookup_code

§         Payment_type_flag

Ap_invoice_payments_all

: Payments > Entry > Payments

This table stores invoice payments to suppliers.
This table is updated when you confirm an automatic
payment batch, enter a manual payment or
process a Quick Payment.

Void payments are represented as a negative of the original payment line.

Some columns of interest includes :

§         Accounting_date

§         Period_name

§         Amount

§         Payment_num

Ap_payment_distributions_all

: Payments > Entry > Payments

This table stores accounting information for payments.
There is at least one CASH payment distribution for
each invoice payment. Additional rows may include
DISCOUNT, GAIN and LOSS distributions where appropriate.

Some columns of interest includes :

§         Line_type_lookup_code (CASH/DISCOUNT/GAIN/LOSS)

§         Base_amount

Describe Invoice Check Printing Report:

Provides online printing of cheque for the vendor from the system.
Allows 10 lines per page.Uses following views :

Accounting periods are the periods in which you perform your operations.Accounting periods are closed so as to ensure that no accounting entries can be passed in that period after they are clsoed. Suppose you have issued your results without closing your accounting periods and then you chnage some entries in that period thus in turn misleading the public at large.So it is important to close your accounting periods.Also if accounting periods in Ap are not closed it shall not allow you to run GL.Prior to closng the periods it is important to ensure that all your invoices are validated and no hold exists on any one of them.If hold exists it shall not allow you to run GL.

Use the Aging Periods window to define time periods for the Invoice Aging Report.

The Invoice Aging Report provides information about invoice payments due during four periods you specify. Payables displays the invoice information in four columns

Payable document is nothing but the way and the formatt in which the payments shall be made.

we are having 2 types of Distributions

1) Full
2) Partial

In Full Distribution set we know the exact percentage of distribution and account code combination
In partial Distribution we know only account code combination donot know the percentage of distribution

If the Organization is raising the memo the name is called Debit memo
If the supplier is raising the memo the name is called credit memo
Here both are Negative invoices

Prepayment is invoice u enter to pay an advance Payment to Expences
to a supplier or Employee

Steps for Prepayment :
—————————-
1.we have to check Payable options.
2.Create Prepayment Invoice.
a.Temporary
b.Permanet.
3.we have to apply to Invoice.
4.Pay the Prepayment Amount.
5.Cash Clearing at Cash Management Module

Invoice types in AP :
———————
Standared invoice
Debit memo
Credit memo
PO Defult
Mixed Invoice
Withholding Tax
Expence Invoice
Prepayment Invoice

we have to assign the sob in ap through the this path setup-financials-sob-assign

What are the tables associated with Invoice
ap_invoices_all
ap_distributions_all
ap_holds_all
ap_interface_rejections

When the payable accounting entries are created then run the program called 'Payables Tranfer to GL' Program. Which sends the invoice entries and payable entries to GL interface. then submit a request called Journal import to import journal entries to GL

§AP invoice interface

This interface helps us to import vendor invoices into Oracle applications from External systems into Oracle Applications.

Pre-requisites:

            Set of Books

            Code combinations

            Employees

            Lookups

Interface tables:         

AP_INVOICES_INTERFACE        

AP_INVOICE_LINES_INTERFACE

            Base tables:                

                     AP_INVOICES_ALL – header information

                     AP_INVOICE_DISTRIBUTIONS_ALL – lines info

Concurrent program:  

Payables Open Interface Import

            Validations:    

                    Check for valid vendor

                    Check for Source, Location, org_id, currency_code’s validity

                    Check for valid vendor site code.

                    Check if record already exists in payables interface table.    

Some important columns that need to be populated in the interface tables:

            AP_INVOICES_INTERFACE:

                        INVOICE_ID

                        INVOICE_NUM

                        INVOICE_DATE

                        VENDOR_NUM

                        VENDOR_SITE_ID

                        INVOICE_AMOUNT

                        INVOICE_CURRENCY_CODE

                        EXCHANGE_RATE

                        EXCHANGE_RATE_TYPE

                        EXCHANGE_DATE

                        DESCRIPTION

                        SOURCE

                        PO_NUMBER

                        PAYMENT_METHOD_LOOKUP_CODE

                        PAY_GROUP_LOOKUP_CODE

                        ATTRIBUTE1 TO 15

                        ORG_ID

           AP_INVOICE_LINES_INTERFACE:

                        INVOICE_ID

                        INVOICE_LINE_ID

                        LINE_TYPE_LOOKUP_CODE

                        AMOUNT

                        DESCRIPTION

                        TAX_CODE

                        PO_NUMBER

                        PO_LINE_NUMBER

                        PO_SHIPMENT_NUM

                        PO_DISTRIBUTION_NUM

                        PO_UNIT_OF_MEASURE

                        QUANTITY_INVOICED

                        DIST_CODE_CONCATENATED

                        DIST_CODE_COMBINATION_ID

                        ATTRIBUTE1

                        ATTRIBUTE2

                        ATTRIBUTE3

                        ATTRIBUTE4

                        ATTRIBUTE5

                        ORG_ID                    

§  Vendor conversion/interface

This interface is used to import suppliers, supplier sites and site contacts into Oracle applications.

Pre-requisites setup’s required:Payment termsPay GroupsCCIDSupplier classificationsBank AccountsEmployees (if employees have to set up as vendors)

Interface tables:

AP_SUPPLIERS_INT

AP_SUPPLIER_SITES_INT

AP_SUP_SITE_CONTACT_INT

Base Tables:

PO_VENDORS

PO_VENDOR_SITES_ALL

PO_VENDOR_CONTACTS

Interface programs:

Supplier Open Interface Import

Supplier Sites Open Interface Import

Supplier Site Contacts Open Interface Import

Validations:

Check if vendor already exists

Check if vendor site already exists

Check if site contact already exists

Check if term is defined.

Some important columns that need to be populated in the interface tables:

AP_SUPPLIERS_INT:

VENDOR_NUMBER,
VENDOR_NAME,
VENDOR_TYPE,
STATE_REPORTABLE,
FED_REPORTABLE,
NUM_1099,
TYPE_1099,
PAY_GROUP_LOOKUP_CODE,
VENDOR_ID
is auto generated.

AP_SUPPLIER_SITES_INT:

VENDOR_SITE_ID,
ORG_ID,
VENDOR_SITE_CODE,
INACTIVE_DATE,
PAY_SITE,
PURCHASING_SITE,
SITE_PAYMENT_TERM,
ADDRESS1,
ADDRESS2.
ADDRESS3,
CITY,
STATE,
COUNTRY,
ZIP,
PH_NUM,
FAX_NUMBER,
TAX_REPORTING_SITE_FLAG.

AP_SUP_SITE_CONTACTS_INT:

VENDOR_ID,
VENDOR_SITE_ID,
FIRST_NAME,
LAST_NAME,
AREA_CODE,
PHONE,
EMAIL,
ORG_ID

 

Module Overview

 

The basic Functions of Oracle Payables are:
Create Masters- Suppliers, Banks, Employee Master etc

• Create Invoices / debit notes etc for suppliers

• Payment to suppliers

• Create Accounting for Payable Transactions

• Generate Reports / Run Programs

• Transfer to GL and Reconcile

Payable is integrated with Oracle Purchasing, Oracle Assets, Oracle General Ledger and Oracle Projects. This allows you to access your purchasing information online, match invoices to purchase orders /receipts, drill down to payables accounts from General Ledger etc

Supplier

 

Invoice

 

Credit memo

 

Prepayment

 

Payment

 

Payment terms

 

Distribution line

 

Distribution set

 

Transfer to GL

The process of transferring accounting entries from Oracle subledger (AP, AR etc) applications to the GL_INTERFACE table in General Ledger. When entries are transferred from the subledgers, the subledger system marks the entries in the subledger tables as posted, even though they have not been posted in General Ledger. Entries modify General Ledger balances only when Journal Import is run and the subsequent entries are posted.

Setups

 

Setups summary:

 

 

General Pre-requisites:


􀂃
Ensure that required organizations are setup
􀂃
Create an AP responsibility for the Operating Unit (OU)
􀂃
Attach relevant Profile options (e.g. Set of Books) to the AP responsibility
􀂃
Create a User for the AP responsibility
􀂃
Log-in using the User Name & Password
􀂃
Perform the setups in the same order as suggested below

 

1

 

Required

 

Select or Choose your primary set of books.

 

2

 

Optional

 

Set Profile Options

 

3

 

Required

 

Define Financial Options

 

4

 

Required

 

Define Payable Options

 

5

 

Optional

 

Define Special Calendar

 

6

 

Required

 

Define Your Payment Terms

 

7

 

Conditionally required

 

If you plan to use automatic withholding tax, define Tax Authority type suppliers.

 

8

 

Required

 

Define Banks

 

9

 

Required

 

Define Suppliers

 

10

 

Required with defaults

 

Define your purchase order matching and tax tolerances.

 

11

 

Optional

 

If you want to use Automatic Interest Calculation, define payment interest rates.

 

12

 

Optional

 

If you use recoverable tax, then define tax recovery rules.

 

13

 

Optional

 

Define tax codes, and if you use automatic withholding tax, define withholding tax groups.

 

14

 

Optional

 

Define tax groups to group your tax codes.

 

15

 

Optional

 

Define any additional payment formats.

 

16

 

Required

 

Open your Payables accounting period.

 

17

 

Optional

 

Define the format for the Invoice Aging Report.

 

18

 

Optional

 

Set up Print Styles and Drivers for the Supplier Mailing Labels Report.

 

19

 

Optional

 

If you use credit cards or procurement cards, then set up credit card programs.

 

20

 

Optional

 

If you want to use the Invoice Approval Workflow to automate your approval process then enable the feature and set up the workflow.

 

 

Payable Masters

 

 

Create New Suppliers

 

You can create new supplier in the Supplier workbench by providing full and comprehensive details as you require. You can also enter employees in the supplier window to whom you reimburse for expense reports.

Supplier information can be entered in the supplier master at two levels

 

a) Supplier Header Level and

 

b) Supplier Site Level.

 

In the Multi Org setup, Payables Accounting information, Control information, Payment Information etc (except Classification information) will be entered at supplier site level. Classification Information (e.g. Supplier types) has to be entered at Supplier Header level as the said tab will not be available to enter at Site level.

Information given at supplier site level has precedence over information given at supplier Header level.

 

Region

 

Level

 

Remarks

 

General

 

Supplier Header / Supplier Site

 

In the supplier window enter the general information like the Customer number (The number your supplier uses to identify your company or organization.) etc.,

 

Accounting

 

Supplier Site

 

Supplier accounting values default to all new supplier sites you enter for the supplier. Supplier site accounting values default to all new invoices for the supplier site. You can override any accounting defaults during supplier site entry and invoice entry.

 

Bank Accounts

 

Supplier Site

 

Use this region to record the supplier bank accounts that your suppliers and supplier sites use for electronic payment transactions. You define supplier bank accounts in the Bank Accounts window.

 

Classification

 

Supplier Header

 

Use this region to categorize suppliers as per your business requirements

 

Contacts

 

Supplier Site

 

Contact information is for your reference only and is not used by the system.

 

Control

 

Supplier Site

 

Prevent payment of multiple supplier invoices by applying a hold to the supplier site rather than to each individual invoice. You can enable several types of supplier related holds for a supplier site. Payables also provides these options at the supplier level, but only uses these vales to provide defaults for new supplier sites that you enter. The options you enable at the supplier site level control Payables processing.

 

EDI (Electronic Data Interchange)

 

Supplier Site

 

If you pay this supplier with electronic payments, enter the information for your supplier in this region

 

Invoice Tax

 

Supplier Site

 

Enter the default Tax code or tax group that represents the tax charges you generally receive on invoices from a supplier, calculation level options etc

 

Payment

 

Supplier Site

 

Enter payment related options like allow interest etc.,

All supplier payment values default to new supplier sites you enter. Supplier site values default to invoices. You can override any payment defaults during supplier site entry, except Allow Interest Invoices, which does not display in the Supplier Sites window.

 

Purchasing

 

Supplier Site

 

Enter purchasing related values like Freight terms etc.,

All purchasing values default to new supplier sites you enter. Supplier site values default to purchase orders and purchase requisitions. You can override any purchasing defaults during supplier site entry and purchasing document entry.

 

Receiving

 

Supplier Site

 

Enter relevant Receiving options like days early /late receipt allowed etc.

All receiving values default to new purchase orders you enter for a supplier. You can override any receiving defaults during purchase order entry.

 

Tax Reporting

 

Supplier Site

 

You record supplier tax information to enable three defaults during

Invoice entry, and to provide tax reporting information.

 

Withholding Tax

 

Supplier Header / Supplier Site

 

Use this region to enter withholding tax information for a supplier and supplier site. If your Use Withholding Tax Payables option is not enabled, you will not be able to navigate to this region. The options you select for a supplier default to the new supplier sites you enter, then default to invoices you enter for that site.

 

 

Transaction Processing

 

Note:

 

Functional currency means currency in which company does the business. Normally for every business the main currency will be only one called as functional currency for example companies in India, functional currency can be Indian Rupees, Companies in USA functional currency can be US Dollar.

 

Foreign currency means all currencies other than Functional Currency.

The different types of invoices that are available to enter into Payables are:

 

• Standard Invoice \Manual AP Invoice

• Debit Memo

• Credit Memo

• Expense Report

• Quick Invoice

• Prepayments

• PO Default

• Withholding Tax Invoice

• Mixed Invoice

 

 

 

List Oracle Payables regularly used reports

 

1- Invoice Register
2- Invoice Aging Report
3- Payment Register
4- Expense Report Import
5- Invoice Validation Report
6- Withholding Tax by Supplier Report
7- Un-posted Invoice and Payment Sweep Program
8- Payables Accounting Process
9- Payables Transfer to General Ledger
10- Mass Addition Create
11- Mass Addition Create Report
12- Supplier / Customer Netting Report

A Parameters window automatically appears if you select a request that requires parameter values.

 

Invoice Aging Report

 

Invoice Audit Listing by Voucher Number

 

Invoice Validation Report

 

Use the Invoice Validation Report to review the total number of matching and variance holds that Payables applies and releases after you submit Invoice Validation. If you use budgetary control, Payables also lists any funds control holds. The same invoice may be counted in more than one category or even twice in the same category because each invoice can be matched to more than one purchase order line and more than one match rule can be violated. The same invoice can also have one or more matching holds, a tax and distribution variance hold, and a funds control hold.

 

Matched and Modified Receipts Report

 

After you automatically create invoice distributions by matching an invoice for goods to a receipt, that receipt can be modified in Oracle Purchasing. For example, you might need to adjust a receipt because the quantity received was incorrectly recorded, or the product was defective and returned to the supplier. Use this report to identify receipts that have been changed after invoice matching, and for which no users have seen modifications. Modifications include quantity adjustments and return to supplier transactions. This report displays modified receipts and invoice distributions matched to them.

 

Prepayment Status Report

 

Use the Prepayments Status Report to review the unapplied prepayments and unpaid or partially paid invoices for a supplier. You can compare the invoices and prepayments for a supplier to determine if there are outstanding prepayments which you can apply against unpaid invoices.

 

Accounts Payable Trial Balance Report

Use the Accounts Payable Trial Balance Report to verify that total accounts payable liabilities in Payables equal those in the general ledger. To reconcile these balances you can compare the cumulative total liability provided by this report with the total liability provided by your general ledger. The Trial Balance Report lists and subtotals by supplier and liability account all unpaid and partially paid invoices that Payables has transferred to the general ledger. These invoices represent your organization’s outstanding accounts payable liability. Therefore, to obtain the most up–to–date trial balance, you should transfer your invoice and payment activity to the general ledger before submitting this report

Withholding Tax by Supplier Report

 

Use the Withholding Tax by Supplier Report to review detailed invoice withholding tax information for a supplier, including invoice number, amount subject to withholding, and tax amounts withheld. Submit this report for a range of supplier names or supplier numbers. This report only lists withholding tax information for invoices that have amounts withheld. Use the information in this report to satisfy management, supplier and tax authority reporting requirements. Payable sorts this report first by supplier, then by currency (if you select the Original currency as a report parameter). One line for each Withholding Tax type tax code and amount range that is in effect for the displayed invoice.

 

 

Payables Accounting Process

 

You can create accounting entries for Payables accounting events by submitting Payables Accounting Process program. After the process is complete, you can view the new accounting entries in the View Accounting Lines window.

 

Transfer to General Ledger

After you create accounting entries in Payables, submit the Payables Transfer to General Ledger program to send invoice and payment accounting entries to the general ledger interface. Payables retain the accounting entries, so you can continue to review them in Payables. Also, after you post journal entries in Oracle General Ledger, you can drill down to the related accounting entries or transactions in Payables.

 

Accounting Entries in Oracle Payables

 

Each transaction that has accounting impact is called an accounting event. After an accounting event completes, you can create accounting entries for it by creating accounting entries for the category or document class that includes the event. The two document classes in Payables are invoices and payments. The following is the complete list of the accounting events in Payables, listed by document class.

 

􀂙 Invoices

􀂃 Invoice

􀂃 Debit / Credit Memo

􀂃 Prepayment Un-Application

􀂃 Prepayment Application

􀂙 Payments

• Payment

 

Invoice

 

Dr. Charge Account [Account(s) given in distribution line normally expense account]

Dr. Tax Account(As given in the Tax codes form)

 

Cr. Supplier Account

 

Debit / Credit Memo

 

Dr. Supplier Account

Cr. Charge Account {Account in Distribution line}

Cr. Tax Account

 

Prepayment Un-Application

 

When the Prepayment Invoice is created

Dr. Prepaid Account

Cr. Supplier Account

When payment is made to the Prepayment Invoice

Dr. Supplier Account

Cr. Relevant Bank

When the Prepayment Invoice is matched to the Standard Invoice

Dr. Supplier Account

Cr. Prepaid Account

Payment

Dr. Supplier Account

 

Cr. Relevant Bank / Cash Account

 

 

Mass Additions Create

 

In Oracle Payables, invoice distribution lines that you transfer to Oracle Assets for creating assets. Oracle Payables only creates mass additions for invoice distribution lines that are marked for asset tracking.

 

Lookups:

 

In Oracle Payables, a feature you use to create reference information you use in your business. This reference information appears in lists of values for many of the fields in Payables windows. There are three basic kinds of Lookups: supplier, payables, and employee. With Lookups you can create Pay Groups, supplier types, and other references used in Payables.

 

Invoices on Hold:

 

In Oracle Payables, an Oracle Applications feature that prevents a transaction from occurring or completing until the hold has been released. You can place a hold on an invoice or an invoice scheduled payment line. All holds in Payables prevent payment; some holds also prevent accounting.

 

Foreign currency payments:

In Oracle Applications, a currency that is different from the functional currency you defined for your set of books in Oracle General Ledger. When you enter and pay a foreign currency invoice, Payables automatically converts the foreign currency into your functional currency at the rate you define.

 

Expense Report

In Oracle Payables, a document that details expenses incurred by an employee for the purpose of reimbursement. You can enter expense reports online in Payables, or employees enter them online in Internet Expenses. You can then submit Expense Report Import to import these expense reports and expense reports from Projects. The import program creates invoices in Payables from the expense report data.

 

Document Sequence A unique number that is manually or automatically assigned to documents such as bank statements in Oracle Cash Management, invoices in Oracle Receivables, or journal entries in Oracle General Ledger, also used to provide an audit trail. Many countries require all documents to be sequentially numbered. Document sequencing can also be used in Public Sector implementations to comply with reporting and audit requirements.

 

Voucher Number A number used as a record of a business transaction. A voucher number may be used to review invoice information, in which case it serves as a unique reference to a single invoice.

 

Pay Group:

A feature you use to select invoices for payment in a payment batch. You can define Pay Group and assign it to one or more suppliers. You can override the supplier’s Pay Group on individual invoices. For example, you can create an Employee Pay Group to pay your employee expenses separately from other invoices.

 

Matching:

In Oracle Payable, the process of comparing purchase order, invoice, and receiving information to verify that ordering, billing, and receiving information is consistent within accepted tolerance levels. Payables use matching to control payments to suppliers. You can use the matching feature in Payables if you have Purchasing or another purchasing system. Payables support two–, three–, and four–way matching.

 

 

 

 

 

Q: What is a Payable Document?

 

Use this report to review your invoices with assigned sequential voucher numbers. Either you or Payables can assign a unique, sequential number to an invoice during invoice entry, if you enable the Sequential Numbering profile option. Payable sorts this report by voucher number.

 

Use this report to view your unpaid invoices. This report provides information about invoice payments due within four time periods you specify in the Aging Periods window.

 

 

You usually enter supplier invoices in the Invoice Workbench. In Payables, supplier Invoices can be entered either manually or can be imported automatically from the Oracle Purchase module using “Pay on Receipt” functionality. The following screens will describe all mandatory information needed when recording an invoice.

 

Payable Masters include defining Suppliers, Bank and Employees.

 

Following are the steps involved in the setting up Oracle Payables Module. However before configuring the Oracle Payables ensure whether the following Prerequisites are complied with:

 

 

Setting up is the process where the Oracle Applications Modules will be configured to meet the requirements of an organization based on their requirements.

 

A feature you use to assign a name to a predefined expense distribution or combination of distributions (by percentage). Payables displays on a list of values the list of Distributions sets you define. With Distribution Sets, you can enter routine invoices into Payables without having to enter accounting information.

 

A line corresponding to an accounting transaction for an expenditure item on an invoice or a liability on a payment

 

The due date and discount date for payment of a transaction. For example, the payment term ’2% 10, Net 30’ lets a customer take a two percent discount if payment is received within 10 days; after 10 days, the entire balance is due within 30 days of the invoice date with no applicable discount.

 

A document that includes the amount disbursed to any supplier/pay site. A payment can pay one or more invoices.

 

A payment you make to a supplier in anticipation of his provision of goods or services. A prepayment may also be an advance you pay to an employee for anticipated expenses. In Payables a prepayment is a type of invoice that you can apply to an outstanding invoice or employee expense report to reduce the amount of the invoice or expense report. You must validate the prepayment and fully pay the prepayment before you can apply the prepayment.

 

A document that partially or fully reverses an original invoice

 

In Oracle Payables, a document you receive from a supplier that lists amounts owed to the supplier for purchased goods or services. In Payables, you create an invoice online using the information your supplier provides on the document, or you import an invoice from a supplier. Payments, inquiries, adjustments and any other transactions relating to a supplier’s invoice are based upon the invoice information you enter.

 

A business or individual that provides goods or services or both in return for payment

 

 

Oracle Payables is one of the modules in the Financials Suite. This module is intended to handle recording all liabilities and making payments.

Payable has the Supplier workbench, Invoice Workbench and Payment Workbench. You perform most of your transactions in Payables using the Invoice Workbench or the Payment Workbench. You enter, adjust, and review invoices / payments in the Invoice/Payment Workbench.


A: A medium you use to instruct your bank to disburse funds from your bank account to the bank account or site location of a supplier.

 

Q: What is the process/steps for Vendor Conversion?


A: Insert the Vendor info into the interface tables and perform the required

validations:

 

AP_SUPPLIERS_INT

AP_SUPPLIER_SITES_INT

AP_SUP_SITE_CONTACT_INT

 

Run the below programs to load the data into the Base tables:

 

Supplier Open Interface Import

Supplier Sites Open Interface Import

Supplier Site Contacts Open Interface Import


Q: What is Debit Memo & Credit Memo in Payables?


A: Credit Memo is a negative amount invoice you receive from a supplier representing a credit.

Debit Memo is a negative amount invoice you send to notify a supplier of a credit you recorded for

goods or services purchased.

 

Q: Explain the set up used for Automatic or Manual Supplier Numbering.


A: In the Financials Options window, you can set the Supplier Number entry option to either Autimoatic or Manual

 

• Automatic: The system automatically assigns a unique sequential number to each supplier when you enter a new supplier.

 

• Manual: You enter the supplier number when you enter a supplie

 

 

Q: In which table we can find the vendor number?


A: PO_VENDORS

 

 

Q: Give the cycle from creating an invoice to transferring it to GL in AP.


A:

 

1) Create Invoice

 

2) Validate Invoice

 

3) Create Accounting entries using Payables Accounting Process

 

4) Submit the Payables Transfer to General Ledger program to send invoice

and payment accounting entries to the General Ledger interface.

 

5) Journal Import (GL)

 

6) Journal Post (GL)


 

Q: What are the different types of Invoices in Payables?


A: Standard, Credit Memo, Debit Memo, Expense Report,PrePayment, Mixed, PO Default


Q: You have created a new SOB. How will you attach this SOB to AP?


A: Go to Payables Manager for the appropriate Operating Unit.

Navigation:Setup—>Set of Books—>choose.


Q: How many key flexfields are there in Payables?

A: No Key Flexfields in AP


Q: What is the Distribution Type while entering the Invoice?


A: Item, Tax, Miscellaneous,Freight, Withholding Tax


 

Q: What are the Prepayment types?


A: Temporary and Permanent


 

Q: What is Aging Periods?


A: Aging Periods window are the time periods for the Invoice Aging Report. The Invoice Aging Report provides information about invoice payments due during four periods you specify.


 

Q: Whats the difference between the “Payables Open Interface Import” Program and the “Payables Invoice Import” program?


A: Payables Open Interface — for importing regular invoices Payables Invoice Import — for importing expense reports. In 11i renamed as Expense Report Import.


 

Q: What is prepayment & steps to apply it to an Invoice?


A: Prepayment is a type pf invoice that you enter to make an advance

payment to a supplier or employee.


To Apply it to an Invoice ,in the Invoices window, query either the prepayment or the invoice to which you want to apply it. Choose the Actions button and select the Apply/Unapply Prepayment check box. Click OK.


 

Q: Can you  hold the partial payment if yes then how?


A: Yes.

1.Go to the Invoice window. Go to the scheduled payments tab.

 

2.Click “Split” to split the scheduled payment into as many

payments as you wish.

 

3.Check “Hold” against the Payment line you wish to hold.


 

Q: How you will transfer payables to general ledger?


A: Create Accounting. Transfer the transactions to GL_Interface Import the Journals Post the Journals


 

Q: What program is used to transfer AP transactions to GL?


A: Payables Transfer to General Ledger Program


 

Q: What is use of AP Accounting Periods?


A: In Payables accounting periods have to be defined to enter and account for transactions in these open periods. Payables does not allow transaction processing in a period that has never been opened. These periods are restricted to Payables only. The period statuses available in Payables are Never Opened, Future,Open, Closed, and Permanently Closed.


 

Q: What are the different interface programs in AP?


A: Payables Open Interface Import to load Invoices and other transactions.

Supplier Open Interface Import to load Suppliers.

 

Supplier Sites Open Interface Import to load Supplier sites.

 

Supplier Site Contacts Open Interface Import to load Supplier Site contacts.


Q: What is Invoice Tolerance?


A: We can define the matching and tax tolerances i.e how much to allow for variances between invoice, purchase order, receipt, and tax information during matching. You can define both percentage–based and amount–based tolerances.


Q: What will accrue in Payables?


A: Expenses and Liabilities


 

Q: What is a Hold? Explain the types of Hold.


A: Payables lets you apply holds manually on an invoice, Payments etc to prevent the payment from being made or to prevent the accounting entries to be created etc. Some of the Payable holds are — Invoice Hold, Accounts Hold, Funds Hold, Matching Hold, Variance Hold, Misc hold.

 

 

Q: Which module is the owner of Vendor/Supplier tables?

A: Purchasing


Q: What is Payment Terms?


A: Payment Terms let you define the due date or the discount date , due amount or discount amount. Once the payment terms are defined, you can attach these to the suppliers and supplier sites and these terms will be automatically populated once the invoice is entered for a supplier site.


Top Level: Outbound Payment Instruction

This is the top level of the XML File and there is one Outbound Payment Instruction per Payment process request.

Level 2: Outbound Payment:

This is the Payment Level i.e. an individual cheque or BACS payment amount to a supplier. There can be multiple Outbound Payments per Outbound Payment Instruction.

Level 3: Document Payable:

Details the documents (i.e. invoices) being paid. There can be multiple Document Payable tags per Outbound Payment

Level 4: Document Payable Line:

This level details the invoice line. There can be multiple Document Payable Line tags per Document Payable.

Here is an example Payments file viewed using XML notepad:

IBY_FD_EXTRACT_EXT_PUB is a standard PL/SQL package that is used to extend (i.e.ad d additional tags to) the XML file generated during a R12 Oracle Payments ‘Payment Process Request

This XML file is then used as the data source for the XML Publisher cheque or electronic file presentation layout.


 

Q: In AP the suppliers didn’t visible in India Creditors Ledger Report Parameter?


A: pls check whether that particular supplier is available in Suppliers addition inforamtion or not.

 

Q: What is the difference between posting in detail and posting in summary?

 

A: Detail posting implies that every invoice or payment distribution will create a unique GL journal entry. For example, two invoices with distributions charged to the same expense account would create two journal entries, each with a distinct debit and credit.

Summary posting groups transactions with similar accounting flexfield information together, and creates a single journal entry for each grouping. Debits and credits made to the same accounting flexfield are grouped separately; they are not summed together and net out.

Q: What is the difference between the Payables Transfer to General Ledger and the Journal Import programs?

A: The Payables Transfer to General Ledger program populates the GL_INTERFACE table with invoice and payment distributions. It also updates the posted flags to ‘Y’ in the invoice and payment distribution tables. Whereas, the Journal Import program moves the data  from the GL_INTEFACE table to the GL tables, like GL_JE_BATCHES, GL_JE_HEADERS and GL_JE_LINES.

Q: Can I run the Payables Transfer to General Ledger program as a scheduled process?

A: Yes, but only if the Post Through Date parameter is populated with a date that is far in the future, because the Post Through Date is a static field, and the date you enter here will not advance without manual intervention.

Q: What is the difference between posting with audit and posting with no audit?

 

A: Audit provides the information necessary to uniquely identify the Accounts Payable transaction that created a General ledger accounting entry. Information such as invoice number, supplier name, check number, etc. Audit works with the detail/summary option to provide the information you desire to see in GL. You must post in audit in order to post in detail, zoom from GL to AP for transaction detail and run the Posted Payment and Invoice reports.

Audit is required in order to post in detail. If you request detail information, but do not have audit selected, you will not see detail, but summary information in the GL_INTERFACE table.

Q: Can unbalanced Journal Entries be posted to General Ledger?


A: Yes, if Allow Suspense Accounting is enabled in GL for that set of books. If suspense accounting is not enabled, you will get an EU02 error when you run Journal Import.

Q: Is there a way to “unpost” transactions?


A: No, once the Payables Transfer to General Ledger program has been run, there is no supported method to “unpost” the transactions.

Q: How can I find table level details about my invoices and payments?


A: Please download and run the APLIST script from Note 148388.1 to see detailed data information on an invoice or payment.

 

 

Query to check Invoices in Error

 

SELECT ria.line_type, ria.description, ria.currency_code, ria.amount,

ria.trx_date, ria.quantity, ria.quantity_ordered, ria.sales_order,

ria.sales_order_line, ria.sales_order_date, ria.inventory_item_id,

riea.interface_line_id, riea.MESSAGE_TEXT, riea.org_id

FROM ra_interface_errors_all riea, ra_interface_lines_all ria

WHERE riea.interface_line_id = ria.interface_line_id

AND riea.org_id = ria.org_id

 


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