Accounts Payable is used to record the
Invoices and payments.
Options:-Options are nothing but a controlling the feature at operating unit
level.
There are three types of options in AP
Module.
1. Financial Options
2. Payable Options
3. Payable System Setup’s
(1).Financial
Options:-It will be shared by Purchasing and
Accounts Payable Module. Its is common setup between the AP and PO Module.
Step 1:-Define the Financial Option
We have defined Financial Options in
Purchasing Module.
(2).Payable
Options:-It will be shared by only AP Module
Step 1:-Define the Payable s Options
Navigation:-Setup>Options>Payable s Options
(3).Payable
System Setup’s:-This option will be enabled for
only AP Module.
Step 1:-Define the Payable Options
Navigation:-Setup>Options>Payable System setup’s
Pay
Group:-It is used to group the suppliers and also
used in the payment batch as parameter.
Term
Date basis:-It will be determine the payment terms date,
which date system should consider.
Payment
Term:-Payment term will determine the due date for
payment.
Invoices:-Invoices will be Received from the supplier and entered in the
Accounts Payable module.
Invoices can be entered in two ways.
1. Single Invoices
2. Batch Invoices
Invoice will contain the 3 levels of
Information.
1. Header
2. Lines
3. Distribution
There are various types of Invoices
1. Standard Invoice
2. Credit Memo
3. Debit Memo
4. Prepayment Invoice
5. Interest Invoice
6. Expense Report
7. Mixed Invoice
8. Retain age Invoice
9. Transportation Invoice
10. Recurring Invoice
11. Withholding Tax Invoice.
(1)Standard
Invoice:-An Invoice which is received from the
supplier and entered in the payable system.it will increase the supplier
balances.
Create Accounting Options
Accounting
|
Preview
|
Final
|
Final Post
|
Draft
|
Yes
|
No
|
No
|
Final
|
Yes
|
Yes
|
Yes
|
Final Post
|
Yes
|
Yes
|
Yes
|
Internal
Accounts:-It’s an organization account, it is used
to receive the Money from the customers and make the payments to Suppliers.
Manage
Payment Documents:-Payment document will deter mine
the payment document format and payment document numbers
Supplier
Bank Accounts:-We can define the supplier bank
account for EFT Fund transfers.
Payment
Process Profile:-This is the new Feature in
R12. Using this feature we can control some of the options.
Step 1:-Define the Payment Process Profile.
Navigation:-Setup>Payment>Payment Administrator
Payments:-Payments can be define in two ways
1. Single Payments
2. Batch Payments
(1)Single
Payments:-There are 3 types of single payments.
1.
Quick
2.
Manual
3.
Refund
(1).Quick
Payment:-Quick payment type will be used to print the check by system it
self.
Step 1:-Verify the Payment status in Invoice level.
Navigation:-Invoices>Entry>Invoices
Step 2:-Verify the Supplier Balances
Navigation:-Invoices>Inquiry>Invoices
Step 3:-Create a Payment
Navigation:-Payment >Entry>Payment
Step 4:-Verify the Invoice Level Payment Status
Navigation:-Invoice>Entry>Invoice
Step 5:-Verify the Supplier Balances
Navigation:-Invoices>Inquiry>Invoices
(2).Credit Memo:-It’s a negative amount Invoice. It will be created by supplier to
record the credit for goods (or) services on purchased items and send to the
organization.
(3).Debit Memo:-It’s Negative amount Invoice. It will be created by the Organization
and send to the supplier to reduce the amount on goods or services.
(4).Prepayment Invoice:-It’s an Advance amount made by the Organization to Supplier on
purchases. Later it will adjust against purchases.
There are two types of Prepayments
1.
Permanent
2.
Temporary
(1)Permanent:-It’s a deposit with the supplier, But it will not be adjusted
against future Invoices. It’s nothing but a security deposit.
(2)Temporary:-It’s a Deposit with
the supplier, But it will be adjusted against future Invoices.
(5).Interest Invoice:-Interest Invoice will be created by the system automatically to pay
interest amount to supplier on over due Invoices.
(6).Expense Reports:-It is used to reimburse the Employee related expenses, which are
entered by employees.
Expense
Report Import program will Create Expense reports as invoice in AP
(7).Recurring Invoices:-Invoices which are repeating each and
every accounting period is called recurring invoices.
Distribution
Set:
Navigation:-Setup>Invoice>Distribution Sets
Distribution Set:-It is used to default
the accounting information in the invoice distribution window, at the time
invoice creation.
There are two types of Distribution sets
1.
Full
2.
Skeleton
(1).Full Distribution Set:-Under
this full distribution set account and percentage of the amount will be
entered, at the time of full distribution set.
Step 1:- Define
the Full Distribution Set
Navigation:-Setup>Invoice>Distribution Sets
(2).Skeleton Distribution set:-Under Skeleton distribution set we will enter only accounting
information at the time of Distribution set creation but amount will be entered
at the time invoice creation.
Step 2:- Define
the Skeleton Distribution Set
Navigation:-Setup>Invoice>Distribution Sets
Step 3:-Define
the Recurring Invoice Template
Navigation:-Invoices>Entry>Recurring Invoices
(8).PO match:-Matching Invoice with the Purchase Orders is called a PO Matching
Invoices.
(9).With Holding Tax:-Withholding Tax Invoice will be created automatically
by System. To make the tax amount to the Income tax Authority.
(10).Retain age Invoices:-Holding some of the payment amount from the
supplier is called a Retain age Invoice.
(11).Pay On Receipt:-Invoice will be created by system
automatically, when we received the goods. If we use pay on Receipt feature.
if we set the Pay on is Receipt at supplier level , once you create a PO and Receipt and it will create a invoice after run this program automatically.
(12).Debit memo for RTS transactions :We can use this feature, when system
has to create Debit Memo for Return Material to supplier.
Enable the “Create Debit Memo from
RTS Transactions” at supplier level.
Navigation:-Supplier >Entry
Click on the “Invoice Management”
Click on the “Self Billing”
Enable the “Create Debit Memo from
RTS Transactions”
Invoice Batch:-
Grouping the Multiple Invoices under Batch is nothing but Invoice
Batch.
Setup the Profile Option
Navigation:-Profile >System
Cancel the
Invoice:-
Only unpaid invoices system will allow
cancelling the Invoices
Manual
Payment:-
Manual payment is used to Record the payments,
which are issuing the checks manually is called a manual payment.
Type is “Manual”
Rest of the payment process is common
Initiate Stop:-
It is used to stop the payment up to certain time, if funds are not
available in the Bank Account.
Step1:-Query
the Payment document which you want to stop
Navigation:-Payments>Entry>Payments
Note:-Payment status will be changed from “Negotiation”
to “Stop Initiates
Click
on the “F11”
Enter
the Payment Document Number
Click
on the “Ctr+F11”
Status
is “Negotiable”
Click
on the “Action”
Enable
the “Initiate Stop”
Date
by default system will retrieve system date, if we want change it will allow.
Click
on the “OK”
Click
on the “OK”
Status
is change to “Stop Initiate”
and Release stop for the same below is the screenshot.
Status has been changed to “Negotiable”
Void the
Payment Document:-
Void is nothing but the cancelling
the payment due to wrong entry of payment.
Query the Payment which you want Void
Navigation: -Payments>Entry>Payments
Status is “Negotiable”
Click on the “Action”
Enable the “Void”
Click on “OK
Invoice Action “None”, If we select this action payment only will be cancelled.
Invoice Action “Cancel”, if we select this action payment & Invoice both will
be cancelled.
Invoice Action “Hold”, if we select this action payment will be cancelled and
Invoice will be on Hold.
Re-Issue the
Payment document:-
Re-Issue feature is used to give
another cheque to supplier, if supplier has loosed the cheque.
Query the Payment which you want
re-issue.
Navigation: -Payments>Entry>Payments
Note:-Automatically
create another payment document for Re-Issued cheque. the Original payment also
will be voided.
Status is “Negotiable”
Click on the “Action”
Enable the “Reissue”
Enter the Payment Date
New Paper Document Number
Click on the “OK”
Holds:-
Holds are used to prevent the further access on Invoices.
There are
two types of Holds.
1.
Manual Holds
2.
System Holds
(1)Manual Holds:-Placing the holds on invoices manually and releasing holds manually
is called manual holds.
Step 1:-Define
the Hold Reason
Navigation:-Setup>Invoice>Hold Reason
Enter the Name and Description
Select the Type
Enable the “Accounting Allowed”
Enable the “Manual Release Allowed”
Save.
Step2:-Create
one Invoice and apply the Hold.
Navigation:-Invoices>Entry>Invoices
Create the Invoice and Save it.
Click on the “Hold”
Select the Hold name and Save it.
Click on the “Action”
Enable the Validate
Click on the OK.
After
Validate Invoice, the Invoice status will goes to the “Needs Revalidation”, because we applied manual Hold on the Invoice
Step3:-Query
the Invoice and Release the Hold
Navigation:-Invoices>Entry>Invoices
Click on the “Action”
Enable the “Release Holds”
Select the Hold Name
Click on the “OK”
Hold name has released.
System Holds:-System holds are placed by system automatically. These holds will
not be released by manually. System holds are released by system
Step 1:-Create
one invoice with difference amount and validate.
Navigation:-Invoices>Entry>Invoices
Enter the Invoice Header amount=1200
Enter the Invoice Lines amount=1000
Enter the Invoice Distribution
amount=1200
Click on the “Action”
Click on the “OK”
Invoice Status is “Needs Re validation”
Click on the “Holds”
Verify the Holds which have placed by
system.
Step 2:-Rectify
the error and validate the Invoice and verify the Hold.
Navigation:-Invoices>Entry>Invoices
Enter the correct amount and validate
the Invoice.
After correct the error, System will
released the Hold automatically.
Supplier
Merge:-
It is used to merge the supplier, when one
supplier takeover or acquired another supplier business.
Step 1:-Create
the New Supplier
Navigation:-Supplier>Entry
ABC Supplier has been created.
Step 2:-Create
Supplier Merge
Navigation:-Supplier>Merge
Enter the Name of the From Supplier and
Site
Enter the Name of To Supplier Name and
Site
Click on the “Merge”
Click on the “OK”
System will run the one concurrent
program "Supplier Merge Program"
Click on the “OK”
Verify
the supplier merge result. open Old supplier invoice and see these invoice will change with new supplier name.
Payment
Manager/Payment Batch:-
In 11i we used call Payment
Batch now in R12 it’s a Payment Manager/Payment Process Request.
Using this feature we can do the payments to
different supplier based on the criteria.
Step 1:-Create the Payment Process Request
Navigation :-Payment à Entry à Payment
Manager
Click on the “Submit Single Payment Process Request”
Enter the Payment Process Request Name:
XXX Payment Process Request
Use Template: If the Template has been
created already, we can select the Template.
Enter the Payment from days, Pay Through
date and other details also.
Click on “Payment Attribute”
Enter the above details at “Payment Attribute”
Click on the “Processing”
Enable the options after selected the
Invoices.
Click on the “Validation Failure Results”
Click on the “Submit” Button
After click on the “Submit” Button, system automatically will run the below two
concurrent programs.
"Auto Select (Payment Process Request Program)"
"Scheduled Payment Selection Report"
Verify the concurrent programs.
After completes the Programs, Query the “ XXX Payment Process Request”.
Navigation :-Payment Entry>Payment Manager
Enter the Name: "XXX Payment Process Request"
Click on the “Go”
Again Click on the “Start Action”
Select
the Invoices and click on the “Submit”
Button
After click on the “Submit” Button, system automatically will run the below four
concurrent programs
"Apply Changes, Recalculate Amounts"
"Scheduled Payment Selection Report"
"Build Payments"
"Format Payment Instruction Register"
After completes the Programs, Query the “Payment Process Request”.
Click on the “Show” Button.
Click on the “Take” Action” Button.
Select the Printer Name “no print”
Click on the “Print”
After click on “Print” system automatically runs the concurrent programs. Verify
the Concurrent programs.
Step 4:-Query the XXX Payment Process Request
Click
on the “Show” Button
Click
on the “Take Action”Button
Click on the “Record Print Status”
Click on the “Continue”
Click on the “Apply” Button.
See the below printed payment status.
Step 5:-- Query the “XXX Payment
Process Request” and verify the Status.
Transfer to
GL:-
All the sub ledgers Transaction has to transfer to
GL Module for reporting.
Step 1:-Run
the Create accounting Program
Navigation:-View>Request>Submit New Request
Click on the “OK”
And Submit the Concurrent Program
Step 2:-Verify
the Journals in GL Module
Navigation:-Journals>Enter
No comments:
Post a Comment