1. 1 Appsconsultant.com Oracle Payables Processes Enter suppliers in GPS Enter invoice / Match to Advances/Accruals Create accounting entries Transfer information to general ledger Pay invoice 100,000 A/P 60,000 10,000 30,000 Validate Invoices Transfer suppliers in Oracle

2. 2 Appsconsultant.com Supplier Inquiry  (N) > Suppliers > Inquiry

3. 3 Appsconsultant.com Supplier Inquiry

4. 4 Appsconsultant.com Oracle Payables Supplier Reports Report NameDescription Suppliers ReportReview supplier, supplier site, and supplier site contacts information New Supplier/New Review new supplier sites Supplier Site Listing Supplier Payment Review the payment history, Historyincluding void payments, for a supplier or a group of suppliers Supplier PaidReview the payment history, Invoice History including discount and partial payment information, for a supplier or group of suppliers

5. 5 Appsconsultant.com Chart of Accounts  The general ledger chart of accounts is the structure of the Account number, and is also referred to as the the “Accounting Flexfield”. The Oracle chart of accounts functionality allows a company to define its own unique chart of accounts.  The Oracle account number is made up of segments up to 30 segments with a maximum of 25 characters per segment. An account number is all defined segments joined together.

6. 6 Appsconsultant.com 704.10.7020.250.126.66330.00000.704.00000 Bus. Unit Line of Bus Segments Company Chart of Accounts A sample COA number looks like this: Dept Natural Acct. Sub Acct I/C Segment Future Group

7. 7 Appsconsultant.com ExternalOracle 8103CBE 704.10.7020.000.100.62010.00000.704.00000 Forwarding Office SuppliesDefault Administration Default Chart of Accounts  External to Oracle mapping: Company X. Future Singapore Office Supplies

8. 8 Appsconsultant.com Chart of Accounts  External to Oracle mapping: ExternalOracle 1351RCI 704.00.7020.000.000.15220.00000.704.00000 Company X Default Singapore Fixed Asset Clearing Default Company X. Future Computer Equipment

9. 9 Appsconsultant.com Invoicing Basics Oracle Payables provides the functionality to enter the following types of invoices via one screen:  Field Payable Invoices  Office Payables Invoices (Overhead)  Prepayments  Expense Reports  Invoices containing Fixed Asset Line Items  Credit Memos  Recurring invoices

10. 10 Appsconsultant.com For approval and payment, the following information must be entered for an invoice: Header information  Invoice type  Supplier name  Supplier Site  Invoice Number  Invoice Date  Invoice Amount Detail Information  Payment Terms  Distribution Amount  Currency  GL Date  GL accounts information Invoicing Basics

11. 11 Appsconsultant.com Invoice Validation  (N) Invoices > Entry > Invoice Batches Validating Individual Invoices

12. 12 Appsconsultant.com Invoice Validation Validating Individual Invoices (cont.)

13. 13 Appsconsultant.com Invoice Validation Validating Individual Invoices (cont.)

14. 14 Appsconsultant.com Invoice Validation  (N) Invoices > Entry > Invoice Batches Validating an Invoice Batch

15. 15 Appsconsultant.com Invoice Validation  (N) Other > Requests > Run Running the Invoice Validation Program

16. 16 Appsconsultant.com Invoice Validation Validating Invoices (cont.)

17. 17 Appsconsultant.com Invoice Validation Validating Invoices (cont.)

18. 18 Appsconsultant.com Entering Invoices for Assets Oracle provides special functionality for entering Invoices with Asset line items.  Distribution Account - must be Asset Clearing Account AND  Track as Asset Flag – must check box

19. 19 Appsconsultant.com Entering Invoices for Assets If Track as Asset Field is not displayed, return to the AP invoice entry form and select Folder -> Tools -> Show Fields.

20. 20 Appsconsultant.com Entering Credit Memos

21. 21 Appsconsultant.com Entering Credit Memos

22. 22 Appsconsultant.com Entering Credit Memos

23. 23 Appsconsultant.com Users can prevent payment and/or accounting for an invoice by manually applying one or more holds.  Oracle provides some generic invoice holds, however, custom holds can be defined as needed.  Holds can be placed on: – an individual invoice – a particular supplier – a particular supplier site  There are four main types of holds that are used to prevent the payment of an invoice: – Invoice – Distribution – Scheduled Payment – Vendors Sites – Hold all payments – Hold future invoices – Hold unmatched invoices Invoice Holds

24. 24 Appsconsultant.com Invoice Holds  Vendors can be placed on hold in GPS. Once these holds are in placed in GPS they can be viewed by querying the supplier records and checking the “Hold All Payments” status.  Placing a Vendor on hold does not affect the existing invoices which have been created in AP for that Vendor. Existing invoices can be placed on hold manually.  During validation, Oracle Payables will automatically place a hold on an invoice if the distribution total does not equal the invoice total. Invoice Holds (cont.)

25. 25 Appsconsultant.com Invoice Holds  (N) Invoices > Entry > Invoices Batches > Invoices button Applying Holds to an Invoice

26. 26 Appsconsultant.com Invoice Holds Applying Holds to a Scheduled Payment  (N) Invoices > Entry > Invoices Batches > Invoices button

27. 27 Appsconsultant.com Invoice Holds  (N) Suppliers >> Inquiry Checking for Supplier Holds

28. 28 Appsconsultant.com Invoice Holds Checking for Supplier Holds (cont.)

29. 29 Appsconsultant.com Invoice Holds Releasing Invoice Holds on Individual Invoices  ( N) Invoices > Entry > Invoices Batches > Invoices button

30. 30 Appsconsultant.com Invoice Holds Releasing Invoice Holds on Individual Invoices (cont.)

31. 31 Appsconsultant.com Invoice Holds Releasing Multiple Holds  ( N) Invoices > Entry > Invoices Batches > Invoices button

32. 32 Appsconsultant.com Invoice Holds Distribution Holds

33. 33 Appsconsultant.com Invoice Holds Distribution Holds (cont.)

34. 34 Appsconsultant.com Invoice Holds Distribution Holds (cont.)

35. 35 Appsconsultant.com Overview of Accounting Cycle Create accounting entries Transfer information to the General Ledger Create transactions in Payables 100 A/P 100