AP_BR100_V1

BR.100 ACCOUNTS PAYABLE APPLICATION SETUP

Online Resources

Author: Mahesh

Creation Date: December 17, 2007

Last Updated: December 17, 2007

Version: 2.0

Approvals:

Billy Newman

Jamie Webster

Kristina Dlugozima

John Lantz

BR.100 Accounts Payable Application Setup

Document Control

Change Record1

Date Author Version Change Reference

17-Dec-07 Mahesh 1.0 No Previous Document

Reviewers

Name Position

Billy Newman Director, ORCCJamie Webster Controller, ORCCKristina Dlugozima AP Manager,ORCCJohn Lantz Project Manager, Broad PointMahesh Naidu Consultant, Broad Point

Distribution

Copy No. Name Location

1 Library Master Project Library2 Project Manager34

Note To Holders:

If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

PayablesFile Ref: document.doc

Application Setup Control Sheet - Payables iii


Contents

Document Control..................................................................................................... ii

Application Setup Control Sheet - Payables..............................................................6

AP: Choose a Set of Books (OU)............................................................................9

CF: Define Payment Terms (Enterprise)................................................................10

AP: Define Invoice Tolerances ENT/(OU)..............................................................11

AP: Define Tax Codes (OU) (N/A) …… … ...........................................................13

AP: Define Withholding Tax Groups (OU) (N/A)....................................................17

AP: Maintain Tax & Certificates and Exceptions (OU) (N/A)...................................18

AP: Define Invoice Hold and Release Names (Enterprise).....................................20

CF: Define and Maintain Distribution Sets (OU) –..................................................23

CF: Define QuickCodes (Enterprise)......................................................................25

AP: Define Payment Interest Rates (N/A)..............................................................28

AP: Define Expense Report Templates (OU)(N/A).................................................29

AP: Define Reporting Entities (OU)(N/A)................................................................30

AP: Define Income Tax Regions (OU)(N/A)...........................................................31

AP: Convert Multiple Supplier Banks (OU)(N/A).....................................................32

CF: Define Payables Financial Options (OU).........................................................33

Accounting.......................................................................................................33Encumbrance N/A............................................................................................35Supplier – Entry...............................................................................................36Supplier – Payables.........................................................................................37Supplier – Purchasing......................................................................................38Tax.................................................................................................................. 39Human Resources...........................................................................................40

AP: Define Accounts Payable Options (OU)..........................................................41

Accounting Methods.........................................................................................41Transfer to GL.................................................................................................43Payment Accounting........................................................................................44




Currency..........................................................................................................45Supplier...........................................................................................................46Invoice.............................................................................................................47Matching..........................................................................................................49Interest (NA)....................................................................................................50Expense Report...............................................................................................51Payment..........................................................................................................52Invoice Tax......................................................................................................53Withholding Tax...............................................................................................55Tax Name Defaults..........................................................................................55Reports............................................................................................................57

CF: Define Automatic Payment Programs ............................................................58

AP: Define Payment Formats ...............................................................................59

AP: Define Account Segments for Expense Reporting – N/A.................................60

AP: Define Request Sets <NA>.............................................................................61

AP: Set Up Bank Information ................................................................................63

CF: Define Open and Closed Periods (SOB).........................................................64

AP: Define Aging Periods (Enterprise)...................................................................65

AP: Define Special Calendars (Enterprise).............................................................66

AP: Define System Profile Options (By Site, Application, Responsibility, User) ……68

Setup Descriptive Flexfield: Define Value Sets (Enterprise) N/A............................69

Setup Descriptive Flexfield: Define DFF Structure/Segment (Enterprise) N/A........70

Open and Closed Issues for this Deliverable...........................................................76

Open Issues....................................................................................................76Closed Issues..................................................................................................76



Application Setup Control Sheet - Payables

Environment Name: Machine: Oracle Type (D=definition, E=execution, or B=both):

OU or Enterprise level data Setup Task

AP=Accounts Payable

CF=Common Financial

CA=Common Apps

SA=SysAdmin

Responsibility

OU

OU

Responsibility

OU

OU

OU

Responsibility

OU

OU

OU

The level in which Oracle divides or views the information:

OU AP: Choose a Set of Books

Enterprise* CF: Define Payment Terms

Ent/OU AP: Define Invoice Tolerances

OU AP: Define Tax Codes

OU AP: Define Withholding Tax Groups

OU AP: Maintain Tax & Certificates

Enterprise AP: Define Invoice Hold and Release Names

OU CF: Define and Maintain Distribution Sets

ENT CF: Define Payables




AP=Accounts Payable

CF=Common Financial

CA=Common Apps

SA=SysAdmin

Responsibility

OU

OU

Responsibility

OU

OU

OU

Responsibility

OU

OU

OU

QuickCodes

N/A? AP: Define Payment Interest Rates

OU AP: Define Expense Report Template

OU AP: Define Reporting Entities

OU AP: Define Income Tax Regions

OU AP: Convert Multiple Supplier Banks

OU AP: Define Financial Options

OU AP: Define Accounts Payable Options

ENT AP: Define Payment Programs

ENT AP: Define Payment Formats

OU AP: Define Account Segments for Expense Reporting

ENT AP: Define Request Sets

OU CF: Document Sequence and Voucher Numbers

OU CF: Set Up Bank Information

SOB CA: Open and Close Periods

ENT AP: Define Aging PeriodsPayablesFile Ref: document.doc



AP=Accounts Payable

CF=Common Financial

CA=Common Apps

SA=SysAdmin

Responsibility

OU

OU

Responsibility

OU

OU

OU

Responsibility

OU

OU

OU

ENT AP: Define Special Calendars

Site, App, Resp, User AP: Define Profile Options

ENT AP: Define Descriptive Flexfields



AP: Choose a Set of Books (OU)

Payables>Setup>Set of Books>ChooseDescription: You have the option of setting up multiple organizations within one installation of Payables. You associate a responsibility with a particular organization and set of books. The name of your set of books appears on all reports you generate in Payables. List here the relationship between your OU’s (Operating Unit) and the SOB (Set of Books) to which each OU points.

Set of Books Calendar Functional Currency

GL Account Structure

ORCC SET OF BOOK Month USD Accounting Flexfield



CF: Define Payment Terms (Enterprise) Payables>Setup>Invoice>Payment TermsDescription: Use this form to enter payment terms that reflect the way you do business. Oracle Payables uses the payment terms you

define to calculate the payment schedules for invoices.Name Description Rank Activ

eDate

InactiveDate

CutOff

AltField

Due%

DueAmt

FixedDate

Days Day ofMonth

MonthsAhead

Disc%

Discount Days Day of Month

Months Ahead

IMMEDIATE IMMEDIATE

DUE 100 0

NET 30

WITHIN 30 DAYS DUE NET

DUE 100 30



AP: Define Invoice Tolerances (OU) Payables>Setup>Invoice>Tolerances Description: Use this form to define the matching and tax tolerances you want to allow for variances between invoice, purchase order, receipt, and tax

information.

<PO Matching> Name: PO Match ORCC ; Description: PO Match Tolerances

Name Tolerances Hold Name Enabled Y/N

Definition to assist client team

Quantity Ordered (%)10.0% Qty Ord Y

Used with Purchasing. This is the percentage (%) tolerance you will accept between invoice and purchase order.

Maximum Quantity Ordered (%)Max Qty Ord N Enter either the percent or

quantity difference above purchase order shipment line quantityordered that you allow suppliers to invoice. Payables InvoiceValidation checks the quantity billed against the quantity orderedwithout taking price into consideration. Enter a Maximum Quantity Ordered tolerance only if most of your purchase ordersare for the same relative value.

Quantity Received (%)Qty Rec N

Used with Receiving. This is the percentage (%) tolerance you will accept between invoice and receiver. When you perform AutoApproval if the tolerance limit is exceeded the invoice will be put on hold.

Maximum Quantity Received (%)Max Qty Rec N Enter either the percent or

quantity difference above purchase order shipment line quantityReceived that you allow suppliers to invoice. Payables InvoiceValidation checks the quantity billed against the quantity receivedWithout taking price into consideration. Enter a MaximumQuantity Received quantity tolerance only if most of yourPurchase orders are for the same relative value.

Price (%)10.0% Max Rate Amount Y This is the $ amount tolerance you will accept

between invoice and purchase order

Exchange Rate AmountMax Ship Amount N The amount of variance you allow



between an invoice amount and the amount of the purchase orderShipment to which it is matched. Payables compares thefunctional currency of each, based on the invoice and Purchase Order exchange rates, respectively. Enter a value in this field onlyIf you enter foreign currency invoices in Payables.

Shipment AmountMax Total Amount N The amount of variance you allow between

all invoice amounts (in transaction currency) matched to aShipment and the amount of the purchase order shipment.Payables Invoice Validation applies the Maximum ShipmentAmount hold if the match exceeds the tolerance.

Total AmountN The total amount of variance you allow for both

the Exchange Rate Amount variance and the Shipment AmountCombined. If you do not use foreign currency, do not enter aValue in this field.

<Tax>Tax (%)

NFor Sales, Offset, and user–defined tax types, Approval validates the tax amount you enter on invoice distributions for a particular tax name against the sum of the item distributions that have the same tax name. If the implied rate of the tax distributions you enter is different from the rate you enter for a particular tax name, including the tax tolerance you define, Approval places a Tax Variance hold on the invoice.

Tax Amount RangeN

Enter the amount of variance between the actual invoice tax and the calculated invoice tax amount.



AP: Define Tax Codes (OU) Note: Naming Convention s/b consistant across OU

Payables: Setup>Tax>CodesDescription: Use this form to define the tax names you use to record invoice taxes you pay to your suppliers and to your tax authorities.



AP: Define Withholding Tax Groups (OU) Payables: Setup>Tax>Withholding>GroupsDescription: Use this form to define withholding tax groups to be used with Oracle Payables. You can assign the same tax code to more than one

group. When you assign a withholding tax group to an invoice or distribution, Payables calculates invoice withholding tax based on every tax code in the withholding tax group. For example, you assign a withholding tax group to an invoice or distribution if you need to withhold taxes at both the local and country level, each withheld at different rates and remitted to different tax authorities. You define and assign to the invoice or distribution a Withholding Tax Group that includes both taxes.

<Withholding Tax Groups>Name

Description

Inactive Date

Tax Names

Rank Tax Authority

Rank Tax Code DescriptionTax Authority:Name Site

Assign a rank to each tax code in the tax group. 1 is the highest rank. You can assign the same rank to more than one tax code.

The Withholding Tax type tax code that you want to assign to this group.

(autofill) (autofill) (autofill)



AP: Maintain Tax & Certificates and Exceptions (OU) Payables: Setup>Tax>Withholding>CertificatesDescription: Use this form to define and maintain withholding tax certificates and exceptions to define Withholding Tax type tax code rate exceptions for

a supplier site. You can define a certificate to specify a rate exception for a Withholding Tax type tax code for all invoices of a supplier site. You can also define a rate exception for a Withholding Tax type tax code for a single invoice.

<Maintain Tax & Certificates>Supplier Name

(For which you want to define a certificate or an exception.)

Supplier Number(see above)

Site(see above)

Certificate

Tax Code Number Type Priority Rate From To Comments

The Withholding Tax type tax code

This number can be user defined or it can be a number assigned to a certificate issued to the supplier by the tax authority.

Enter the Certificate Type

If you have one or more certificates for the same Withholding Tax type tax code with an overlapping effective date range, Payables applies the certificate with the highest (1) priority. Only one certificate can be enforced at a time.

Enter the certificate tax rate for the Withholding Tax type tax code. If the certificate specifies that the supplier site is exempt for this tax code, then enter 0 as the rate.

Effective date Any comments that apply to the current tax certificate.

Exception



Tax Code Invoice Number Rate From To Comments

The tax code for which you want to define an exception.

The invoice number to which the current exception applies.

Enter the exception rate for the invoice

Effective dates Enter any comments that apply to the current tax exception.



AP: Define Invoice Hold and Release Names (Enterprise)Payables: Setup>Invoice>Hold and Release NamesDescription: Use this form to define the invoice hold and release names that you use to hold or release invoice payments. You can define as many Invoice hold and release codes as you require. Some seeded values are provided below: Name Description Type Accounting Allowed Manual Release Allowed Inactive On

Amount Invoice amount exceeded limit Invoice Hold Reason X X

Reduced Amount Invoice amount lowered Invoice Release Reason X

Validated Hold Released Invoice Release Reason X

Exchange Protocol Hold Awaiting Exchange Protocol Approval Invoice Hold Reason

Payment Approval Awaiting Payment Approval Invoice Hold Reason

Secondary Approval Awaiting Secondary Approval Invoice Hold Reason

Awt Acct Invalid AWT Account is invalid Acct Hold Reason

Awt Acct Valid AWT Account is now valid Acct Release Reason

Withholding Tax Can't perform automatic withholding tax Invoice Hold Reason X

Tax Withheld Performed automatic withholding tax Invoice Release Reason

Passed Funds Check Funds checking was performed Funds Release Reason

Invoice Cancel Invoice cannot be cancelled Invoice Hold Reason X X

Can't Close PO Cannot close PO before shipment is fully delivered Matching Hold Reason X X

Funds Check Funds checking could not be performed Funds Hold Reason X X

Can't Try PO Close Cannot try PO close because invoice has unreleased holds Matching Hold Reason X

Currency Difference Invoice currency different from PO currency Matching Hold Reason X X

Dist Acct Invalid Distribution account is invalid Acct Hold Reason

Dist Acct Valid Distribution account is now valid Acct Release Reason

Dist Variance Total of invoice distributions does not equal invoice amount Variance Hold Reason

ERV Acct Invalid Cannot create exchange rate variance account Acct Hold Reason

ERV Acct Valid Exchange rate variance account is now valid Acct Release Reason

Final Matching PO has already been final matched to another invoice Matching Hold Reason

Funds Now Available Sufficient funds now exist Funds Release Reason

Holds Quick Released Holds Released Hold Quick Release Reason X

Insufficient Funds Insufficient funds exist for this invoice Funds Hold Reason X

Invalid PO Invoice has invalid or missing PO number Invoice Hold Reason X X

Invoice Quick Released Invoice Released Inv Quick Release Reason X

Match Override Matching Hold Approved Matching Release Reason X



Name Description Type Accounting Allowed Manual Release Allowed Inactive On

Matched Passed matching condition Matching Release Reason X

Max Qty Ord Quantity billed exceeds quantity ordered by tolerance amount Matching Hold Reason X X

Max Qty Rec Quantity billed exceeds quantity received by tolerance amount

Matching Hold Reason X X

Max Rate Amount Exchange rate variance exceeds limit Matching Hold Reason X X

Max Ship Amount Variance between invoice and shipment amount exceeds limit

Matching Hold Reason X X

Max Total Amount Sum of invoice and exchange rate variances exceeds limit Matching Hold Reason X X

Natural Account Tax Invoice tax code does not match the natural account tax code Invoice Hold Reason X

Natural Account Tax OK Tax code updated to match natural account Invoice Release Reason x

No Rate Invoice is not in functional currency and has no exchange rate

Insufficient Information X X

Payment over limit Disabling Payment over limit Invoice Hold Reason X X

PO Not Approve PO has not been approved Matching Hold Reason X

Matching Required Invoice is not matched to any PO Matching Hold Reason X X

Prepaid Amount The prepaid amount including tax exceeds the invoice amount

Variance Hold Reason X

Price Invoice price exceeds purchase order price Matching Hold Reason X X

Qty Ord Quantity billed exceeds quantity ordered Matching Hold Reason X X

Qty Rec Quantity billed exceeds quantity received Matching Hold Reason X X

Quality Quantity billed exceeds quantity accepted Matching Hold Reason X X

Rate Exists Invoice exchange rate is now available Sufficient Information X X

Rec Exception Receiving Exception Matching Hold Reason X X

Tax Amount Range Invoice tax amount does not fall within range Variance Hold Reason X X

Tax Difference Invoice tax code different from PO tax code Matching Hold Reason X X

Tax Variance Invoice tax amount is not equal to the calculated tax amount Variance Hold Reason X X

Variance Corrected Invoice variance corrected Variance Release Reason X

Variance Override Variance Hold Released Variance Release Reason

Supplier Hold all unvalidated invoices for supplier Invoice Hold Reason X

Supplier Updated Supplier or Site Updated Invoice Release Reason



CF: Define and Maintain Distribution Sets (OU) Payables: Setup>Invoice>Distribution SetsDescription: Use this form to create and maintain Distribution Sets. You can use Distribution Sets to facilitate invoice entry by reducing or

eliminating Manual entry of invoice distribution lines.

Distribution SetsUse this zone to name and describe a Distribution Set

Name ORCC ENCOUNTER COLLOBARATIVE Used in the Quickpick window for invoice entry.

Type Skelton Total percentage the distribution set is identifying. This will be entered by the system when the set is completed. Must be zero (0) or one hundred (100).

Description Distribution Set, Encounter Collobarative, Allocation among Deprtments

Inactive Date Date from which you will no longer be able to Quickpick this distribution set, enter here or leave blank



Distribution Set LinesUse this zone to pre-define the invoice distribution lines you want Oracle Payables to Create when you use a Distribution Set during Invoice Entry.

Number Percent Project Related

Accounting Flexfield (AFF) Description Income Tax Type

Invoice Tax Name

Line # of the invoice distribution set.

% by which you wish to distribute to this accounting flexfield. The rows must add to zero or 100.

Yes or No This must be a complete, i.e. not a skeleton flexfield but it can be amended at the time of invoice entry.

Enter a description for the distribution set line if required. If you wish to identify skeleton distribution sets you can enter in this field the segment of the AFF which requires modification.

Enter the tax name for each distribution set line if any.

(B) Project Accounting Information

Project

Task

Expenditure Type

Expenditure Organization



CF: Define QuickCodes (Enterprise)Payables: Setup>Lookups>Payables OR

Purchasing (if noted with “PO :”)Description: Use this form to create and maintain payables Lookups for the following accounting-related items: Date Mask, Disbursement Type, Don’t

Pay Reason, Source, and Tax Type. You can use the Payables Lookup Listing to verify all of the Lookups that have been set up. Oracle comes seeded with Payables Lookups and Purchasing Lookups.

Type Name Description Active Inactive date

These are predefined as Disbursement Type (type of document you will use to pay bills), Don’t Pay Reason, GL Date Option (i.e. DD-MM-YY), Tax type (Sales or Use), and Source (Oracle Project Accounting and iEpress are predefined)

This is a code for each variation on a type i.e. you would enter various codes against Don’t Pay Reason to identify why you are not paying. These codes appear as Quickpicks for various fields in Supplier maintenance, invoice entry etc. They should be short and meaningful.

Fuller explanation of code if necessary. Will display Yes unless the Inactive Date you set below has been reached.

Bank Branch Type ABA American Banking Association Y

Bank Branch Type CHIPS Clearing House Interbank Payment System Y

Bank Branch Type Other Other Bank type Y

Bank Branch Type Swift Society for Worldwide Interbank Financial Telecommunications Y

Date Mask DDMMYY Date is in Day, Month, Year (e.g. 10-OCT-07 is 101007) Y

Date Mask MM-DD-YY Date is in Month, Day, Year (e.g. 10-OCT-07 is 10-10-07) Y

Date Mask MM/DD/YY Date is in Month, Day, Year (e.g. 10-OCT-07 is 10/10/07) Y

Date Mask MMDDYY Date is in Month, Day, Year (e.g. 101007) Y

Disbursement Type Combined Payment document is used for both manual and computer generated payments.

Y

Disbursement Type Computer Generated Payment document is used for computer generated payments only. Y

Disbursement Type Recorded Payment document is used for manual payments only. Y

Don’t Pay Reason Withholding Tax Error Automatic withholding tax not setup correctly Y




Don’t Pay Reason Approval Withdrawn Approval withdrawn for invoice. Y

Don’t Pay Reason Bank charge is too large Bank charge is too large. Y

Don’t Pay Reason Maximum Outlay Maximum payment batch outlay has been exceeded Y

Don’t Pay Reason No Bank Account There is no bank account set up for this currency. Y

Don’t Pay Reason Bank charge doesn’t exist Bank charge doesn’t exist Y

Don’t Pay Reason All invoices are deselected There are no invoices to pay for this document. Y

Don’t Pay Reason No supplier bank account No supplier bank account has been defined. Y

Don’t Pay Reason Zero amounts excluded Zero amount payments not permitted for this payment batch. Y

Don’t Pay Reason Over Maximum Payment Payment amount is above maximum payment. Y

Don’t Pay Reason Overflow document Payment document has overflowed Y

Don’t Pay Reason Under Minimum Payment Payment amount is below minimum payment. Y

Don’t Pay Reason Unapproved supplier There is currently a problem with this supplier Y

Source Intercompany Create intercompany invoice from Oracle Receivables Y

Source Oracle Projects Create Invoices from Oracle Project Accounting Y

Source Recurring Invoices Created by recurring invoices Y

Source Payables Expense Reports Create invoices from Payables Expense Reports Y

Tax Type Withholding Tax Withholding Tax Y

Tax Type Custom Bill Custom Bill Y

Tax Type Offset Offset Tax Code Y

Tax Type Sales Sales Tax Y

Tax Type Self Invoice Self Invoice Y

Tax Type Use Use Tax Y




Tax Type GST Goods and Services Tax Y

Vendor Type Employee Employee Y

Vendor Type Tax Authority Tax Authority Y

Vendor Type Supplier Supplier Y

Vendor Type Internal Internal Inter-Company Use only Y



AP: Define Payment Interest Rates Payables: Setup>Payment>Interest RatesDescription: Use this form to define the interest rates Oracle Payables uses to calculate and pay interest on overdue invoices if you are using the

Automatic Interest Calculation.

<Payment Interest Rates> (Rate) Effective Dates:

FromEffective Dates:To



AP: Define Expense Report Templates (N/A)Payables: Setup>Invoice>Expense Report TemplatesDescription: Predefine the expense items you will receive on a particular expense report type, the related tax and default accounting flexfield you

wish the item to be recorded in.

NOTE: iExpense templates will be documented in the iExpense BR100. Use this only for expense reports that may be entered via the base Oracle Payables application.

Use this zone to enter the type, description and inactive date for an expense report type.

Template Name

Description

Inactive Date

Enable for Internet Expense

Expense Item Expense Category

Item Type Includes Tax Tax Code GL Account Projects Expenditure Type

Policy Schedule

End Date

iExpense

Prompt

iExpense

Require Receipt Above

iExpense

Justification Required

iExpense

Viewable from All Templates

iExpense

Calculate Amount



AP: Define Reporting Entities (OU)Payables: Setup>Tax>Reporting EntitiesDescription: A reporting entity is any person or organization that has a unique Tax Identification Number (TIN).

OUThe OU pertaining to this line of data.

NameReporting entity name that you are defining.

LocationLocation of the tax reporting entity. If you have defined only one location, Payables enters that location automatically.

DescriptionPayables automatically enters the location descriptionwhen you enter the location.

Tax ID #Unique tax identification number.

ValueA balancing segment value that is included in tax reportingentity.

Value DescriptionPayables automatically enters the description of the balancing segment value.



AP: Define Income Tax Regions Payables: Setup>Tax>RegionsDescription: Use this form to define your Tax Regions if you are using 1099 Combined Filing Program reporting. Payables has predefined the

region abbreviations and the descriptions for all U.S. States, the District of Columbia, and some U.S. Territories. Payables has also predefined the region codes for those tax regions that are participating in the Internal Revenue Service's current Combined Filing Program. You must enter a region code for all tax regions that you wish to use for the Combined Filing Program reporting and that Payables has not already defined. You cannot update the predefined region abbreviations, descriptions, or region codes

<Income Tax Regions>

Abbreviation Code – (Unique numeric region code determined by the IRS

DescriptionReporting Limit:Amount

Reporting Limit:Method (picklist)

Effective:(From)

Effective:(To)



AP: Convert Multiple Supplier Banks (OU) Description: This information will be converted by the Data Migration team if it is deemed necessary by the project.



CF: Define Payables Financial Options (OU)Payables: Setup>Options>FinancialsDescription: Use this form to define the options and defaults you use throughout Oracle Applications. You can define defaults in this form to simplify supplier entry, invoice entry, and automatic payments.

<Financial Options>Use this region to select your defaults for Oracle Financials.

AccountingOU Future

PeriodsPayables uses this value to limit the numberof future periods you can maintain in the Control Payables Periodswindow. You can enter invoices in future periods.

Liability AccountPayables assigns this account as the default Liability Accountfor all new suppliers you enter. You can override this value duringsupplier entry. If you use Accrual Basis accounting, then the LiabilityAccount for an invoice determines the liability account(s) chargedwhen you create accounting entries for invoices.

Prepayment AccountThe Prepayment account and description for a suppliersite’s invoices.

Future Dated PaymentAccountIf you use future dated payments, then enter avalue for Future Dated Payment account. This value defaults to allnew suppliers and new bank accounts. The supplier value defaults toall new supplier sites. The bank account value defaults to newpayment documents.

Discount Taken AccountIf you choose to distribute your discounts to thesystem Discount Taken Account, Payables uses this account to recordthe discounts you take on payments.Use the Payables Optionswindow to select your method for distributing discounts for yourinvoices.

PO Rate Variance GainPayables uses these accounts to recordthe exchange rate variance gains/losses for your inventory items. The variance is calculated between the invoice and either the purchaseorder or the receipt, depending on how you matched the invoice.These accounts are not used to record variances for your expense items.Any exchange rate variance for your expense items is recorded to thecharge account of the purchase order.

PO Rate Variance Loss(see PO Rate Variance Gain)

Expense ClearingThis account is required when you use theCompany Pay payment option of Oracle Internet Expenses. Payablesuses this as a temporary account to record credit card transactionactivity. Payables debits this account when you create an invoice to paya credit card issuer for credit card transactions. Payables credits thisaccount with offsets to the original debit entries when you submitExpense Report Import for an employee expense report entered inInternet Expenses that has credit card transactions on it.

Misc.Miscellaneous. Used only when importing invoices submitted viaiSupplier Portal or XML Gateway.If you enter a value here then the system uses this account for allMiscellaneous charges on invoices your suppliers enter in iSupplierPortal. If you do not enter a value here then the system proratesMiscellaneous charges across Item lines on iSupplier Portal invoices.

01.202040.0000.000000.00000.0000.0000

01.202040.0000.000000.00000.0000.0000

01.202040.0000.000000.00000.0000.0000

Encumbrance Description: To use encumbrance accounting or budgetary control, you must install Payables, Purchasing, and General Ledger. Use this region to enable encumbrance accounting and to specify the default encumbrance types Payables assigns to your invoices, and Purchasing assigns to your requisitions and purchase orders.



OU Use Requisition Encumbrance. Enable this option to encumber fundsfor requisitions. If you enable this option, Purchasing creates journalentries and transfers them to General Ledger to encumber funds forpurchase requisitions.

Encumbrance Type. If you enable Use Requisition Encumbrance, youmust select an encumbrance type by which you can identify yourrequisition encumbrance journal entries. Purchasing assigns thisencumbrance type to the encumbrance journal entries it creates forpurchase requisitions.

Reserve at Completion. If you enable Use Requisition Encumbrance,indicate whether you want requisition preparers to have the option toreserve funds. If you do not enable this option, only requisitionapprovers will have the option to reserve funds.

Use PO Encumbrance. Enable this option to encumber funds forpurchase orders, purchase order and receipt matched invoices, andbasic invoices (not matched). If you enable this option, Purchasingencumbers funds for purchase orders and Payables encumbers fundsfor variances during Payables Invoice Validation for purchase orderand receipt matched invoices. If you enable this option and enter anon–purchase order matched invoice, Payables will encumber fundsfor it during Payables Invoice Validation. All Payables encumbrancesare reversed when you create accounting entries. If you enable UseRequisition Encumbrance, you must also enable this option.

PO Encumbrance Type. If you enable Use Purchase OrderEncumbrance, select a purchase order encumbrance type by which youcan identify your purchase order encumbrance journal entries.Purchasing assigns this encumbrance type to the encumbrance journalentries it creates for purchase requisitions and purchase orders.

Invoice Encumbrance Type. If you use purchase order encumbrance,select an invoice encumbrance type by which you can identify yourinvoice encumbrance journal entries. Payables assigns this encumbrance type to the encumbrance journal entries that it creates.We recommend that you use an encumbrance type different from thePurchasing encumbrance type so you can identify invoiceencumbrances.

N/A for now



Supplier – EntryDescription: The options you define in this region are used to control supplier entry and purchase order matching.

OU RFP Only SiteDefault value for all new suppliers. You cannot createpurchase orders in Purchasing for a supplier site which is an RFQ OnlySite.

Hold Unmatched InvoicesIf you enable this option for a suppliersite, Payables applies a Matching Required hold to an invoice if it hasItem type distributions that are not matched to either a purchase order or a receipt.

Invoice Match OptionIndicate how you want to match mostinvoices.

Supplier Number EntryYou can enter your supplier numbersmanually or let Payables automatically generate sequential suppliernumbers for you.

Supplier Number TypeType of supplier number you want Payablesto use for supplier number entry.Alpha or Numeric

Next Automatic Supplier NumberIf you select the Automatic SupplierNumber Entry method, enter the starting value you want the system touse for generating unique sequential supplier numbers.

X Purchse Order

Manual Alphanumeric



Supplier – PayablesDescription: The options you define in the region, except for Receipt Acceptance Days, are used as default values for the Payment region of the Suppliers window. The supplier values default to new supplier sites for the supplier, which default to new invoices for the supplier site.

OU Payment TermsPayables uses payment terms to automaticallycalculate due dates, discount dates, and discount amounts for eachinvoice you enter.

Payment MethodThe invoice payment method you use mostfrequently.

Receipt Acceptance DaysIf you create interest invoices for latepayment, enter the number of days in your receipt acceptance period.

Always Take DiscountEnable this option to have Payables alwaystake an available discount for a supplier, regardless of when you paythe invoice.

Pay AloneIf an invoice has the Pay Alone option enabled, Payablescreates a separate payment for each invoice.

NET 30 Check N N



Supplier – PurchasingDescription: The options you define in this region, except for Inventory Organization, are used as default values for the Purchasing region of the Suppliers window. The supplier values default to new supplier sites for the supplier, which default to new purchasing documents for the supplier site.

OU Ship-To LocationThe name of the ship–to/bill–to locationfor the system default value. If the name you want does not appear inthe list of values, use the Location window to enter a new location.

Bill-To Location Inventory OrganizationYou need to choose an inventoryorganization if you use Purchasing. You can associate each of yourPurchasing operating units with one inventory item masterorganization.

Ship ViaFreight carrier you use with suppliers. If the type of freightcarrier you want does not appear in the list of values, use the FreightCarriers window to define a new shipping method.

FOBIf the type of FOB you want is not in the list of values, use theOracle Purchasing Lookups window to define a new FOB.

Freight TermsThe freight terms for a supplier identify whether you oryour supplier pays for freight charges on goods you receive. You candefine new freight terms in the Oracle Purchasing Lookups window.

ORCC - CORP OFFICE ORCC - CORP OFFICE ORC - Online Resources TBD



Tax

OU Default Tax CodeTax code default value for the Invoice Tax Codeoption in the Suppliers window.

VAT Registration Member StateThe location of your company or organization.Payables uses this country name to determine if your company ororganization is located in a member state of the European Union (EU).

VAT Registration NumberThe Value–Added Tax (VAT) registrationnumber for your organization.

Enable Recoverable TaxEnable this option if you want Payables to doany of the following:flag tax type distributions as recoverable for reporting purposessplit taxes into separate recoverable and nonrecoverable lines.automatically calculate tax and prorate it back to the GL accountof the taxable distribution.

Default Recovery RateIf you want to specify a rate that will defaultto tax recovery rules and tax codes you define, then enter the rate.

Calculation Rounding RuleSelect the method you want the system to use toround the tax amount when it calculates tax in Payables andPurchasing.

PrecisionEnter a one–digit whole number to indicate to whichdecimal place you want to round automatically–calculated tax amountsin Payables and Purchasing.

Min Accountable UnitIndicate the smallest monetary unit to whichyou want to round the tax amount.

Nearest



Human ResourcesDescription: Use this region to enter the options and defaults for entering employee information in the Enter Person window.

OU Business GroupEnter the name of the business group that you wantto associate with Purchasing. If you use Purchasing jointly with OracleHuman Resources, you must reference the business group that youdefine in Oracle Human Resources.

Expense Reimbursement AddressSelect the default address youwant to use on payments for employee expense reports: Home orOffice. The system uses this default for each new employee you enter.

Use Approval Hierarchies

Enable this option to use positions andposition hierarchies to determine approval paths for your documentswithin Purchasing. Disable this option of you want approval pathsbased on the supervisor structure.

Employee Numbering Method

You can enter your employeenumbers manually or let the system generate sequential employeenumbers.

Next Automatic Employee Number

If you select the Automatic EmployeeNumbering method, enter the starting value you want the system touse for generating unique sequential employee numbers.

Set Up Business Group Home Manual



AP: Define Accounts Payable Options (OU)Payables: Setup>Options>PayablesDescription: Use this form to set control options and defaults used throughout Oracle Payables.

<Payables Options>

Accounting MethodsDescription: Use this window to set control options and defaults used throughout Payables. You can set defaults in this window that will simplify supplier entry, invoice entry, and automatic payment processing. Attention: Carefully consider these settings at implementation time because you cannot change them after accounting events occur (for example, after any invoice has been validated in your system.)

OU Primary Account Method

Accounting method you use foryour primary set of books.

Set of BooksPrimary/Secondary. Payables displays theprimary set of books you selected in the Choose Set of Bookswindow.

Secondary Accounting

MethodIf you want to use combinedbasis accounting, choose Accrual or Cash for the accountingmethod you use for your secondary set of books.

Set of Books Automatic Offset (none,

balancing, account)

Enable Automatic Offsets by selectingBalancing or Account as your Offset Method if you want Payables toautomatically create balancing accounting entries for your invoice andpayment transactions.

Prevent Prepayment Application Across Balancing SegmentsIf youuse Automatic Offsets, you can enable this option to prevent theapplication of a prepayment amount to an invoice or expense reportamount that is charged to a different balancing segment.

Online Resources ACCRUAL ORCC SET OF BOOK

NONE NONE



OU Primary Account Method

Accounting method you use foryour primary set of books.

Set of BooksPrimary/Secondary. Payables displays theprimary set of books you selected in the Choose Set of Bookswindow.

Secondary Accounting

MethodIf you want to use combinedbasis accounting, choose Accrual or Cash for the accountingmethod you use for your secondary set of books.

Set of Books Automatic Offset (none,

balancing, account)

Enable Automatic Offsets by selectingBalancing or Account as your Offset Method if you want Payables toautomatically create balancing accounting entries for your invoice andpayment transactions.

Prevent Prepayment Application Across Balancing SegmentsIf youuse Automatic Offsets, you can enable this option to prevent theapplication of a prepayment amount to an invoice or expense reportamount that is charged to a different balancing segment.



Transfer to GLUse this region to define the default Transfer to GL Interface.

OU Transfer to GL Interface. Select the level at which you want tosummarize accounting entries when you submit the Payables Transferto General Ledger program. If Payables creates summarized journalentries, Payables combines all the invoice or payment transactions for aparticular account or date into a single journal entry line. If you do notcreate summarized journal entries, then Payables creates a journal entryline for each accounting entry. The original accounting entries remainin Payables until you purge them.

Transfer Reporting Books

Submit Journal Import. Enable this option if you want to submitjournal import when you submit Payables Transfer to General Ledger.Journal Import imports accounting entries from the GL Interface intoOracle General Ledger.

Allow Override At Program Submission. If this option is enabled, users can change the defaults that you set in this region when they submit the Payables Transfer to General Ledger Process. Choose this option so users can change the Transfer to GL Interface parameter when submitting the report for individual journal categories.

Online Resources In Detail N Y N



Payment AccountingUse this region to define at which point you want to create payment accounting entries.

OU Account for Pymt

when Issued

Choose when you want to create paymentaccounting entries. You can select one or both

options

Account for Pymt

when Cleared

Account for Gain/Loss when

Pymt IssuedSelect the time at which you will recordcurrency gains or losses for foreign currency payments. If you selectedAccount For Payment When Payment Clears above, then the systemenables the When Payment Clears option here and

you cannot update it.

Account for

Gain/Loss

when Pymt

Cleared

Calc. Gain/Loss for Each InvoiceSelect the transaction level at which you want tocalculate foreign currency gains

and losses.

Calc. Gain/Loss for Total Payment

Future Pymt Account from Payment Document

Future Pymt Account from Supplier Site

Online Resources

Y N Y N Y N Y N



CurrencyUse this region to enable multiple currencies in Oracle Payables and define Currency defaults for your foreign currency invoices and payments.

OU Use Multiple CurrenciesEnable this option if you want to enter andpay invoices in a currency different from your functional currency.

Require Exchang

e Rate Entry

Enable this option to require entry of anexchange rate whenever you enter an invoice or a payment in acurrency other than your functional currency or an associated fixedrate currency.

Calculate User Exchange Rate. If you already know the functionalcurrency amounts of any foreign currency invoices you are entering,then you can enable this option so Payables can calculate and entereffective invoice exchange rates for those invoices

Exchange Rate Type

Payables uses this as the default exchange ratetype when you enter invoices or create payments.

GL for Realized GainPayables uses these accounts as the defaultrealized gain and loss accounts for payments from each of your bankaccounts.

GL for Realized Loss GL for RoundingPayables uses this account for currency rounding

Online Resources

N N N



SupplierUse this region to enter or review defaults for your vendors.

OU Invoice Tolerance Name

Pay Group. The Pay Group you want to assign to any new suppliersyou enter. You can choose any Pay Group you have defined in theOracle Purchasing Lookups window.

Invoice Currency. The currency that you use as a default for each newsupplier you enter.

Terms Date Basis. The date that Payables uses as the payment termsstart date when Payables calculates the due and discount date forinvoice scheduled payments.

Pay Date Basis. The Pay Date Basis default for each new supplier youenter. The Pay Date Basis for a supplier defaults to the new suppliersites you enter for the supplier. You can override the default for eachsupplier and supplier site.

Bank Charge Bearer. If you use the Bank Charges feature, indicatewhether you or your supplier will pay for any bank charges associatedwith payments to your suppliers.

Combined Filing Program. Enable this option if you are using 1099Combined Filing Program reporting.

Use Pay Site Tax Region. You can enable this option only if you enablethe Combined Filing Program Payables option.

Income Tax Region. You can enter this field only if you enable theCombined Filing Program Payables option and did not enable the UsePay Site Tax Region option. Enter the tax region you wish to use as thedefault for the invoice distributions of your 1099 suppliers.

Online Resources

PO Match ORCC Supplier USD Invoice Due N N



InvoiceOU Use

Invoice Approval Workflow. Enable this option if you want to usethe Invoice Approval Workflow feature to automate your invoiceapproval process.

Allow Force Approval. Enable this option if you use the InvoiceApproval Workflow Program and want to allow accounts payableprocessors to override the workflow and manually approve invoices byusing the Force Approval option in the Invoice Actions window.

Require Validation Before Approval. If you enable this option, thenInvoice Approval Workflow does not select any invoice for processingunless the invoice status is Validated.

Allow Adjustments to Paid Invoices. Enable this option if you wantto allow users to update the distributions of a paid invoice.

Recalculate Scheduled Payment. Payables calculates scheduledpayments using a start date and payment terms.

Automatically Create Freight Distribution. If you enable this option,Payables checks the Create Freight Distribution check box in theInvoices window and automatically creates a single freight distributionusing the Freight Amount and Freight Account you enter for aninvoice.

Freight Account. If you enable the Automatically Create FreightDistribution Payables option, you must enter a freight account.

Confirm Date as Invoice Number. If you enable this option, thenduring invoice entry when you accept the invoice date as the defaultfor invoice number, Payables displays a pop–up window that reads,”Use the Invoice Date as the Invoice Number?”.

Allow Online Validation. Enable this option if you want to allowusers to select Invoice Validation from the Invoice Actions window orchoose the Validate button in the Invoice Batches window.

Allow Document Category Override. Enable this option if you wantto allow users to override the default Document Category assigned toan invoice by Payables.

GL Date Basis. The date you want Payables to use as the defaultaccounting date for invoices during invoice entry.

Prepayment Payment Terms. Payment terms that you want to use forall prepayments.

Prepayment Settlement Days. Number of days you want Payables toadd to the system date to calculate a default settlement date for aprepayment.

Build Prepayment Accounts When Matching. If you enable thisoption, then when you match a prepayment to a purchase order orreceipt, Payables builds the account on each prepayment Itemdistributionusing: the natural (charge) account segment from the supplier site’sprepayment account, andall other account segments from the corresponding purchaseorder or receipt distribution.

Online Resources

N N N N Y N Y Y N Invoice Date



MatchingOU Allow Final

Matching. Enable this option to allow final matching ofpurchase order matched invoices.

Allow Distribution Level Matching. Enable this option if you wantto allow matching to purchase order distributions.

Allow Matching Account Override. Enable this option if you want toallow override of the account for an invoice distribution created frommatching to a purchase order.

Transfer PO Descriptive Flexfield Information. Enable this option ifyou want Payables to automatically transfer the descriptive flexfieldinformation from the purchase order distribution to the invoice

Online Resources Y Y Y Y



Interest (NA)Use this region to enable Automatic Interest Calculation and then enter defaults, such as expense and liability accounts, for the interest invoices Payables creates automatically when you pay overdue invoices.

OU Allow Interest Invoice

Minimum Interest Amount

Interest Expense Account

Interest Liability Account

Not being used by Online Resources



Expense ReportUse this region to enable and enter defaults for Expense Reports you create in Oracle Payables.

OU Default Template

The default expense report template that you wantto use in the Payables Expense Reports window.

Payment Terms

Payment terms you want to assign to any suppliersthat you create from employees during Expense Report Import.

Pay GroupPay Group you want to assign to any suppliers that youcreate from employees during Expense Report Import.

Payment Priority

Payment priority you want to assign to anysuppliers that you create from employees during Expense ReportImport.

Apply Advances

Default value for the Apply Advances option in theExpense Reports window in Payables.

Automatically Create Employee

as SupplierIf you enable this option,when you import Payables expense reports, Payables automaticallycreates a supplier for any expense report where an employee does notalready exist as a supplier.

Hold Unmatched

Expense Reports

This option defaults to the HoldUnmatched Invoices option for the supplier and supplier site for anysuppliers Payables creates during Expense Report Import. (to PO or Rec)



PaymentUse this region to enter defaults, such as bank account and payment cycle, for the Payments you create in Oracle Payables.

OU Bank Account. The internal bank account you use to disburse funds.

Payment Batch Limit. The default maximum outlay amount Payableswill pay for each payment batch.

EFT User Number. The number which identifies you as a user ofelectronic funds transfer services to your bank or clearing organization.

Additional Pay Through Days. Number of days between your regularpayment batches.

Allow Document Category Override. Enable this option to usesequential numbering and for users to override the default value in theDocument Category fields in the Payment Documents window andPayments window.

Exclude Tax From Discount Calculation. If you enable this option,when you enter an invoice, Payables subtracts the tax amount from theinvoice amount when it calculates the discountable amount for ascheduled payment.

Discount Method. The method you want Payables to use fordistributing the discounts you take when making payments.If you leave this field blank, Payables uses the System Account methodfor distributing your discounts

Allow Print. If you enable this option, then you can print Quickpayments. You print a Quick payment by selecting the Print Nowoption in the Payment Actions window.

Allow Pre–Date. If you enable this option, Payables allows you tocreate payments with a payment date before the system date.

Allow Void and Reissue. If you enable this option, you can reissue aQuick payment.

Allow Address Change. Enable this option if you want to allow usersto address a payment to an address other than the invoice’s suppliersite’s address.

XML Payments Automatic Confirmation. Enable this option if youuse the XML Payments feature and want the system to automaticallyconfirm payment batches that generate Process Payment Request XMLmessages.

Allow Remit–to Account Override. Check this check box if you wantto allow users to change the default primary supplier site bank accountduring Quick payment and payment batch creation.

Use Bank Charges. If you want to use the Bank charge feature, enablethis option.



Invoice TaxOU Require

Tax Entry at Header. If you enable this option, Payablesrequires you to enter a Tax Code and Tax Amount in the Invoiceswindow when you enter an invoice.

Use Automatic Tax Calculation. Select this option if you want toenable Payables to automatically calculate and enter tax on invoices.

Calculation Level. If you enable the Use Automatic Tax Calculationoption, select the level at which you want Payables to automaticallycalculate sales tax.

Allow Calculation Level Override. Enable this option if you want toallow users to adjust the default

Distribution Amounts Include Tax. Enable this option if you useAutomatic Tax Calculation at the Line level or Tax Code level, and youwant the Distribution Amounts Includes Tax check box to be enabledby default for all new suppliers you enter.

Allow Override. If you enable the Allow Override option, you canoverride the Distribution Amounts Include Tax check box default valuefor all suppliers.

Online Resources

Header N N N



Withholding TaxOU Use

Withholding Tax. Select this option to enable AutomaticWithholding Tax. If you enable this option, you have the option toallow your suppliers and supplier sites to be subject to withholding tax.

Allow Manual Withholding. Enable this option to allow manualcreation and adjustments of Withholding Tax type distributions foryour invoices.

Tax Group. The name of the withholding tax group that you wouldlike to use as the default withholding tax group for the new suppliersyou enter.

Apply Withholding Tax. Select the time at which you would likePayables to apply withholding taxes to your supplier’s invoices:

Withholding Amount Basis.Include Discount Amount. Payables includes the invoicediscount amount when it calculates withholding tax amounts forthe invoice.Include Tax Amount. Payables includes the invoice tax amountwhen it calculates withholding tax amounts for the invoice.

Create Withholding Invoice. Select the time at which you would likePayables to automatically create withholding tax invoices to remitwithheld taxes to tax authorities:Never. You can create a withholding type tax code withoutEntering a tax authority. However, if you change to an optionother than Never, you will need to manually ensure that eachwithholding type tax code has an associated tax authority.At Invoice Validation Time.At Payment Time.

Include Income Tax Type on Withholding Distributions. If youenable this option then you can report on federal income tax withheld(MISC4) for 1099 suppliers.When this option is enabled, then when Payables automatically createsdistributions of type Withholding Tax for 1099 reportable suppliers,

Online Resources

N

Tax Name DefaultsUse this region to set a hierarchy for Payables to use when it provides default tax codes. Payables will search the sources you enable, in the order you designate until it finds a tax code. When it finds a tax code, it will stop searching and will default the tax code to the document you are creating.



OU Enforce Tax From Account. Enable this option if you want to enforcethe relationship between the tax code and the expense or asset accountfor distributions.

Enforce Tax From Purchase Order. Enable this option if you wantPayables to honor the Taxable flag on the purchase order shipment, andif you want Invoice Validation to verify that the invoice Tax Code valuematches the Tax Code value on the purchase order document that theinvoice is matched to.

Tax Code Defaults.PO for Matched Invoices. For purchase order matched invoices,Payables defaults the Tax Code value, if there is one, from thepurchase order shipment. If the Payables option Enforce TaxFrom Purchase Order is enabled and if the purchase ordershipment is nontaxable, then Payables stops searching for a taxcode value.

Tax Code Default

Hierarchy: Supplier

siteSupplier Site. Invoice Tax Code value you entered in theInvoice Tax region of the Supplier Sites window.

Tax Code Default

Hierarchy: Supplier

Invoice Tax Code value you entered in the Invoice Taxregion of the Suppliers window.

Tax Code Default

Hierarchy: Account

Tax Code value you assigned to the expense or assetaccount in the Tax Options window in General Ledger.

Tax Code Default

Hierarchy: Financials Options

Value you entered for Tax Code in theFinancials Options window.

Tax Code Default Hierarchy:

Invoice HeaderValue you enter for Tax Code in the Invoiceswindow. This source is used only for providing a default forinvoice distributions.

Tax Code Default

Hierarchy: Template

Template you use to create an invoice or invoicedistributions: Distribution Set, or expense report template.

Online Resources

N N N N

ReportsThis option controls whether the Accounts Payable Trial Balance report includes as liabilities invoices that you have paid with future dated payments.



OU Relieve Future Dated Payment Liability. This option controls whetherthe Accounts Payable Trial Balance report includes as liabilities invoicesthat you have paid with future dated payments.

Report Sorting: Sort by Alternate Fields. You can enter alternatenames for suppliers, supplier sites, and bank accounts. Use this featureif you do business in Japan so you can enter both Kanji and Kanavalues.

Online Resources

When Payment is issued



CF: Define Automatic Payment Programs (Enterprise) Payables: Setup>Payment>ProgramsDescription: Use this form to define and view payment programs that you use to create payment documents such as checks or electronic funds

Transfers. Note: Oracle comes seeded with values in Automatic Payment Programs - many are country specific. Document the ones that you plan on using.

Payment Programs ZoneFriendly Name Program Type Program Name

Each program should be given a user friendly name as this will be what the end user sees.

There are three types of programs – CREATION/ Build, CONFIRMATION / Format, and REMITTANCE for each program you are defining, allocate one of these types.

Enter the file name for the Financial System Administrator to use.

Build Payments Program Build Payments APXPBBLD

Long Laser Format Payments Program Format Payments APXPBFEL

Separate Remittance Advise Remittance Advise APXBSRA

External Standard Format Payments Format Payments APXPBFEG

Oracle Standard Format Payments Format Payments APXPBFOR



AP: Define Payment Formats (Enterprise) Payables: Setup>Payment>Formats

Payment Format Payment Method

Zero Amt Only

Group by Maturity Date

Multi Currency

Single Currency

Currency Type

Remittance

Remittance # of Invoices

Build Program

Format Program

Sep. Remittance Advice

Long Check Format(ORCC)

Check Y USD Before Document

37 Build Payments Program

External Standard Format Payments

Wire Recording(ORCC) Wire Y USD Before Document

11 Build Payments Program

Oracle Standard Format Payments



AP: Define Account Segments for Expense Reporting – N/APayables>Setup>Invoice>Distribution Detail ReportDescription: Use this form to define the format and sort sequence of your Expense Detail Report.

<Account Segments for Expense Reporting>Sequence Segment Name Page Break Total Line Segment Values:

FromSegment Values:To



AP: Define Request Sets Payables: Other>Request>Set<Customer Short Name> Process:

<Process Name>Business Area:

<Business Area>Date:

<Date>Control Number:

<Control Number>Priority(H, M, L): <Priority (H, M, L)>

Process Owner: <Process Owner>

Description: Use this form to define a Request Set.

<Report Formats>Set Set Code Application Description Owner

Oracle Payables

Active Date

From

Active Date

To

Run Options

Print Together

Run Options

Allow Incompatibility

(B)Define StagesSet Set

ApplicationFunction Application The Return Value of this

Stage Affects the Set Outcome

Allow Incompatibility

Oracle Payables

Application Object Library

Display Sequence

Stage Description Stage Code



System Administrator: Define Document Sequences and Voucher Numbers (N/A)Document Sequence: SysAdmin Responsibility, Application > Document > Define

Name Application Effective From Effective To Type Message Initial Value

Document Categories: SysAdmin Responsibility, Application > Document > Categories

Application Code Name Description Table Name

Document Assignment: SysAdmin Responsibility, Application > Document > Assign

Application Category Set of Books Method Start Date End Date Sequence



AP: Set Up Bank Information Payables>Setup>Payment>BanksDescription: Use this form to enter bank branches, bank accounts, and payment documents for your set of books. (Confidential see spreadsheet: BANKS BR100 companyname Vx.x)



CF: Define Open and Closed Periods (SOB) Payables: Accounting>Control Payables PeriodsDescription: Use this form to define Period Status in Oracle Payables periods: Never Opened, Future, Open, Closed, and Permanently Closed.

Accounting PeriodPeriod Status Period Number Fiscal Year Period Name Begin Date End Date



AP: Define Aging Periods (Enterprise)Payables>Setup>Calendar>Aging PeriodsDescription: Use this form to define the aging periods you want to use for your Invoice Aging Report.

<Aging Periods>Use this region to define the characteristics of your Aging Periods.

NameORCC 4 BUCKET AGING

DescriptionORCC 4 BUCKET AGING

ActiveY

Column Order Days:From

Days:To

Column Headings:First

Column Heading:Second

Automatically displays next sequence number.

The aging buckets recommended to set up:-9999 to 0 for Current1 to 30 for Past Due31-60 for Past Due61-90 for Past Due90 to 9999 for Past DueTo have a column for credit notes enter -999 to 0 for Credits

Headings you wish to show on your report.

1 -9999 0 Current

2 1 30 1 – 30 Days Overdue

3 31 60 31 – 60 Days Overdue

4 61 9999 Over 60 Days Overdue



AP: Define Special Calendars (Enterprise) Payables: Setup>Calendar>Special CalendarDescription: Use this form to describe periods which Oracle Payables uses for special functions, such as Key Indicator reporting or recurring payment period definitions.

<Special Calendar>Calendar Name

RECURING

Periods Per Year12

DescriptionORCC Recuring Calender

Type of CalendarRecurring Invoice

Period Year Sequence Start Date End Date System Name Report Run

JAN 2008 1

FEB 2008 2

MAR 2008 3

APR 2008 4

MAY 2008 5

JUN 2008 6

JUL 2008 7

AUG 2008 8

SEP 2008 9

OCT 2008 10

NOV 2008 11

DEC 2008 12



AP: Define System Profile Options (By Site, Application, Responsibility, User)

SA: Profile > System

Or to view, Payables: Other>ProfileDescription: Use this form to define your Profile options.

<Profile>Profile Name Site Value Application Value Responsibility Value User Value

AP: Supplier Consigned Enabled YesAP: Use Invoice Batch Controls NoTax: Allow Override of Tax Recovery Rate No

Tax: Allow Override of Tax Code No

PA: Allow Override of PA Distributions in AP/PO No

AP: Show Finally Closed POs No



Setup Descriptive Flexfield: Define Value Sets (Enterprise) N/APayables: Setup>Flexfield>Descriptive>Values Segment ValuesDescription: Use this form to define value sets.

Descriptive FlexfieldTitle Independent Segment Independent Value Context Dependent Segment Value Description

tab Values, EffectiveValue Translated

ValueDescription Enabled From To

tab Values, Hierarchy, QualifiersValue Translated

ValueDescription Parent Group Level Qualifiers



Setup Descriptive Flexfield: Define DFF Structure/Segment (Enterprise) N/APayables: Setup>Flexfield>Descriptive>Segments

Descriptive Flexfield SegmentsDescription: Use this form to define segment values.

Application Title Freeze Flexfield Definition Segment Separator

Oracle Payables Invoice Yes

Context FieldPrompt Default Value Reference Field Value Required Displayed

Context No No

Context Field ValuesCode Name Description Enabled

Global Data Elements Global Data Elements Global Data Element Context Yes

(B) SegmentsSegments Summary

Number Name Window Prompt Column Value Set Displayed Enabled



(B) OpenSegments

Name Column Description Number Enabled Displayed

ValidationValue Set Description Default Type Default Value Required Security enabled Range

SizesDisplay size

Description Size

Concatenated Description Size

PromptsList of Values

Window

(B) OpenSegments



SizesDisplay size



Description Size



Window

Descriptive Flexfield SegmentsDescription: Use this form to define segment values.

Application Title Freeze Flexfield Definition Segment Separator

Context FieldPrompt Default Value Reference Field Value Required Displayed

Context Field ValuesCode Name Description Enabled

(B) SegmentsSegments Summary

Number Name Window Prompt Column Value Set Displayed Enabled

(B) OpenSegmentsPayablesFile Ref: document.doc




SizesDisplay size

Description Size



Window

(B) OpenSegments



SizesDisplay size

Description Size





Window



Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date

Impact Date

Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

