AP Training Manual-Redesigned

Oracle 24/7 End User Training
Accounts Payable
Oracle Accounts Payable
Table Of Contents
Invoice and Payment Workbench Overview...........................5
Reviewing Supplier Information..............................................9
View Invoices............................................................................26
Invoice Details..........................................................................38
View Distribution Information for an Invoice......................56
View Invoice Holds..................................................................75
View Cancelled Invoices..........................................................90
View Payments.......................................................................105
View Scheduled Payments.....................................................130
View Encumbrance................................................................141
Submit Non-PO Payment Requisition.................................150
View Withheld Amounts........................................................170
Accounts Payable Reports.....................................................179
Appendix A Leaders Guide...............................................239
Appendix B Accounts Payables Q&A................................265
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Typographic Convention in Oracle Applications Navigation Path

(N) Navigator (M) Menu Bar (T) Tab
(B) Button
(H) Hyperlink (N) Sub Tab (I) Icon
(M) Menu Bar

(I) Icon
(T) Tab
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(B) Button
Invoice and Payment Workbench Overview

Chapter 1
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Section Objectives
At the end of this section, you should be able to:
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Accounts Payable includes two fully integrated workbenches, the Invoice
Workbench and the Payment Workbench. You can perform most of your
transactions in Payables using the Invoice Workbench or the Payment Workbench.
You enter, adjust, and review invoices and invoice batches in the Invoice
Workbench. You create, adjust, and review payments and payment batches in the
Payments Workbench.
You may be restricted in the windows, buttons, and actions you can access based
on the Function Security implemented by your System Administrator.
Use the Invoice Overview and the Payment Overview windows to review
information from their respective workbenches. These windows also act as bridges
between the two workbenches. For example, from the Invoices Overview, you can
choose the Payments button to navigate to the Payments window.
Some Payables windows have a customizable folder that allows you to move,
resize, and hide fields in the window.
Payables workbenches let you find critical information in a flexible way. For
example, in the Invoice Workbench, you can find an invoice based on supplier,
purchase order number, status, or other criteria. Then, for that invoice, you can
review distributions, scheduled payments, payments, holds, and other detailed
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invoice information. All the windows you need are accessible from just one form;
you can query an invoice then view detailed payment information without having to
find the invoice again. You can also keep multiple windows open at one time.
You can use the Find Invoices window to query records by field, record status, or
by a range of values. For example, you can use the Find Invoices window to query
all approved invoices with a range of invoice dates.
In the Payment Workbench, you can find a payment based on supplier, check
number, status or other criteria. Then, for that payment, you can review the
invoice(s) information, supplier information and other detailed payment information.
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Reviewing Supplier Information

Chapter 2
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Section Objectives
Review Supplier Information
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In this session, you will learn how to review Supplier Information. By using supplier
name as the search criteria, you can review information pertaining to the supplier.
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N > Suppliers
Find Suppliers
1. Navigate to Find Suppliers window
(N) > Suppliers.
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2. Enter the Supplier name or a portion of it in the Supplier Name field and select
Find (B).
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Reminder: You can enter a partial supplier name followed by a %.

Ex. 4-W%
This example will find all suppliers that begin with 4-W.
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3. Oracle Payables displays all vendors that match your criteria.

Select the supplier 4-W SPECIALTIES, INC. and then select (B) OK.
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4. Select (B) Find to review the supplier Information.
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Alternatively, the following details may be entered to review the supplier

information.
Field
Supplier Name
Supplier
Number
Notes
Supplier Name, Supplier Number
can be used to retrieve the
supplier information.
Alternate Name
Alternate name of the supplier

can be optionally used to find the
supplier information.
Supplier Type
This field can be used to retrieve

the list of suppliers pertaining to a
particular type, whose
information is being viewed.
Parent Supplier
Either of Parent Supplier or the

Parent Number can be used to
restrict the search criteria for the
suppliers.
Parent Number
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Field
Notes
Reporting Name Reporting Name is the criteria

used to retrieve the supplier
information.
Payment Terms
Payment Terms specific to a

particular supplier can be used to
find out the information of a
particular supplier.
Income Tax
Type
Income Tax Type of a supplier

can be entered to restrict the
search criteria and view the
particular supplier information.
Pay Group
Similarly Pay Group can be

optionally used to list the
suppliers and thus view the
information.
5. Review the Supplier information by selecting each tab.
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Tab/ Button
General
Description
Provides Parent supplier name, number
and customer number pertaining to that
Parent supplier of the Supplier
Classification Provides the details like, type of supplier,

employee name and his number, standard
industry code, and type of ownership of
that supplier
Accounting
Provides distribution set and general

ledger account details (like liability,
prepayment and future dated payment
information)
Control
Provides invoice amount limit, invoice

match option, hold (if any) and payment
hold reason (if on Hold)
Payment
Provides payment terms, pay group,

payment priority, currency details, term
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Tab/ Button
Description
date basis, pay date basis, payment
method and discount details (if any)
Withholding
Tax
Provides information like allow

withholding tax and withholding tax group
Sites
Click to review the details like Site Name,

Address, Alternate Name and Address,
Pay only or both Pay and Purchasing,
Procurement Card, Contact information,
shipping network location, and
communication method
The Sites (B) displays the following information
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6. Go to (M) File and select the Close Form
View Invoices
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Chapter 3
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View Invoices
Section Objectives
Review Invoices
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View Invoices
In this session, you will learn how to review the Invoices. You can review Invoices
using Find Invoices window.
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Viewing Invoices
N > Invoices > Invoices
Screen name
1. Navigate to the Find Invoices Window (N) Invoices > Invoices.
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2. Enter the Supplier Name as APPERSON and Select (B) Find.

Note: To view a Credit Memo, select type Credit Memo from the LOV in the
Invoice Region.
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Alternatively, the following details may be entered to retrieve invoices and thus
view their details.
Field
Notes
Supplier By entering the Supplier name, all the

invoices pertaining to that supplier are
listed for review. Number, Site and the
Taxpayer ID of the supplier are
automatically reflected.
Invoice can also be queried by entering the
PO Num field.
Invoice
Invoices can be found by entering the

Number, Type and Invoice Batch.
Optionally, Pay Group, Payment Method,
Terms, USSGL Code, Project, Task,
Expenditure Type and Expenditure Org.
from the drop down list can be chosen to
restrict the list of invoices to be viewed.
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Invoice
Status
Depending upon the Invoice details

selected, the Invoice Status, whether its
been Paid or Accounted can be selected.
Even the Invoice Holds with their Status,
Name and Reason can be chosen to
retrieve a particular invoice.
Voucher Optionally, the Category, Name and

Audit
Voucher Numbers may be entered to view
particular invoices.
3. Review the Invoices window.
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Tab/ Button
General
Description
The General tab provides information on
Amount Paid, Invoice Status, Approval
Status, and Summary details
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Tab/ Button
Holds
View
Payments
Description
The Hold tab provides information about
why the invoice was put on hold and who
put it on hold. It also provides details
pertaining to Purchase Order, Shipment
Quantity, Receipt and Receipt Quantity
Refer to Chapter 6 View Invoice
Holds
View Payment Tab provides information
detailing Payment Method, Document
Name, Payment Date, Ledger Date, and
Payment Amount
Payments
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Tab/ Button
Scheduled
Payments
Overview
Distribution
Description
Scheduled Payments tab provides
Payment details including Due Date,
Gross Amount, Priority and Payment
Method. It provides Bank Details including
Bank Name, Account Number. Discount if
any including, Discount Type, Date and
Discount Amount. It also summarizes
Invoice Details including Invoice Amount,
Date and Amount Paid against the Invoice
Refer to Chapter 9 View Scheduled
Payments
This button provides a Summary of the
selected Invoice detailed information
Refer to Chapter 4 Invoice Details
This provides Account information and the
way the charge is distributed among
accounts
Refer to Chapter 5 View Distributions
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4. Go to (M) File and select Close Form.
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Invoice Details
Chapter 4
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Invoice Details
Section Objectives
Review the details of an Invoice.
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Invoice Details
Invoice Overview window can be used to review detailed invoice information of a
particular invoice, such as invoice status, active holds, scheduled payments, actual
payments etc.
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Viewing Invoice Details

Find Invoices
1. Navigate to the Find Invoices window (N) Invoices > Invoices.
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2. Enter the Invoice Number 123% and select (B) Find.

Note: Enter Partial Invoice Number with Wild Card % as the suffix in the
Invoice Number field to help expedite the search.
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view their details.
Field
Description

listed for review. Number and Site of the
supplier are automatically reflected.
PO Num field.
Invoice

Number, and Type.
Terms, Currency, Ledger Code, Project,
Task, Expenditure Type and Expenditure
Org. from the drop down list can be chosen
to restrict the list of invoices to be viewed.
Invoice

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Status
selected, the Invoice Status, whether it has

The Invoice Holds with their Status, Name
and Reason can be chosen to retrieve a
particular invoice.

Audit
3. Review Invoices window and Select (B) Overview.
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Note: If your query retrieved more than one record, select the invoice by clicking
on the current record indicator next to it.
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Tab/ Button
General
Holds
View
Payments
Description
Holds
Payment Amount
Payments
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Tab/ Button
Scheduled
Payments
Overview
Distribution
Description
Payments
accounts
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4. Review the Invoice Overview.
Invoice Overview provides the following details:

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Supplier Name, Supplier Number, Invoice Number, PO Number, etc
Invoice Status, Holds, and Reasons
Scheduled Payment Information
Actual Payment Information
Note: Move cursor to paid by field and the payment overview button will be
available, select (B) to see payment information
Alternatively, Invoice Overview can be viewed directly by Navigating to the Find
Invoices window (N) Invoices > Invoice Overview.
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Enter the Invoice Number 27066% and select (B) Find.

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View Distribution Information for an Invoice

Chapter 5
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View Distribution Information

Section Objectives
Review distribution information
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View Distribution Information

You can use the Distributions window to see the account(s) being charged for a
particular invoice and the corresponding amount.
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Reviewing the Distribution Information

Find Invoices
1. Navigate to the Invoices window (N) Invoices > Invoices
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Note: Enter Partial Invoice Number with Wild Card % as the suffix in the Invoice
Number field to help expedite the search.
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view their details.
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Field
Description

PO Num field.
Invoice

Number, Type
Terms, Ledger Code, Project, Task, and
Expenditure Type from the drop down list
can be chosen to restrict the list of invoices
to be viewed.
Invoice
Status

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Audit
3. Review the Invoice details and select (B) Distributions.
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Tab/ Button
General
Holds
View
Payments
Description
Holds
Payment Amount
Payments
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Tab/ Button
Scheduled
Payments
Overview
Distribution
Description
Payments
accounts
4. Review the Distribution details of Invoice.
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Note: Use the scroll bar to view additional information such as PO number,
Expenditure Type, etc.
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View Invoice Holds

Chapter 6
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View Invoice Holds

Section Objectives
Review the Invoice Holds
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View Invoice Holds

Holds that Payables applies or the System applies automatically (insufficient
funds), prevent payment and, in some cases, creation of accounting entries for an
invoice. You can review the Hold details pertaining to an invoice by selecting the
Holds tab in the Invoices window.
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Viewing Invoice on Hold

Find Invoices
1. Navigate to the Invoices window (N) Invoices > Invoices
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3. Select the invoice to be reviewed and select (T) Holds to view the Hold details.
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Tab/ Button
General
Holds
View
Payments
Description
Payment Amount
Payments
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Tab/ Button
Scheduled
Payments
Overview
Distribution
Description
Payments
accounts
4. Review Holds details.
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A workflow notification on holds placed, as below, will be sent to Account Managers

to initiate appropriate action.
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Account Managers have the ability to Approve, Reject, Reassign or Request more
Information
Note: If the hold is placed by the system, Account Managers need to take
appropriate action such as Budget Revisions for insufficient funds holds.
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View Cancelled Invoices

Chapter 7
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Section Objectives
Review a cancelled invoice
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View a Cancelled Invoice

In this session you will learn how to review a Cancelled Invoice. All the details
pertaining to the Invoice, which is cancelled, can be viewed.
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Viewing a Cancelled Invoice

Find Invoices
1. Navigate to the Find Invoices window (N) Invoices > Invoices
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2. Select the Invoice Type as Standard and Status as Cancelled.
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3. Select (B) Find.

4. Select the cancelled invoice that you would like to review.
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Note: The invoice amount for cancelled invoices is ZERO.
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Tab/ Button
General
Holds
View
Payments
Description
Holds
Payment Amount
Payments
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Tab/ Button
Scheduled
Payments
Overview
Distribution
Description
Payments
accounts
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5. Review the Distributions window.
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Note: If the invoice is cancelled, the amount originally charged to the Project for
the invoice selected will be reversed from the Project.
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View Payments
Chapter 8
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View Payments
Section Objectives
Review Invoice Payments
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View Payments
In this session, you will learn how to review Invoice payments. You can review
payment details such as amount paid, check number, payment date, payment
method, etc., for a check or for a Supplier.
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Viewing Payments
Find Invoices
1. Navigate to the Invoices Window (N) Invoices > Invoices
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view their details.
Field
Notes

PO Num field.
Invoice

Number, and Type
Terms, Ledger Code, Project, Task, and
Expenditure Type from the drop down list
can be chosen to restrict the list of invoices
to be viewed.
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Invoice
Status


Audit
3. Select the Invoice to be reviewed and Select (T) View Payments.
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Tab/ Button
General
Holds
View
Payments
Description
Holds
Payment Amount
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Tab/ Button
Scheduled
Payments
Overview
Distribution
Description
Payments
accounts
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4. Review the Payment details and then select (B) Payment Overview.
Note: If payment has been made for the invoice you selected, the PAYMENT
OVERVIEW button will be available for more information.
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5. Review the Payment Overview details.
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Payment Overview provides the following details:
Payment Number, Payment Date, Status, Cleared Amount, Cleared Date, etc
Supplier Information including Supplier Name, Taxpayer Id, Number, Site and
Address
Bank Information like Bank Name, Account, Payment Method
Invoice Details like Invoice Number, Amount Paid, Ledger Date and Description
Select (B) Invoices Overview to review Invoice details
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Alternatively, Payment Overview can be directly reviewed by Navigating to the

Payments Window (N) Payments > Payments Overview
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You can enter the Supplier Name or the check number and select (B) Find.
Note: Enter Partial Supplier Name with Wild Card % as the suffix in the Name
field in Supplier section to help expedite the search.
Enter JEN% and select (B) Find.
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Select JENNIFER MEDRANO from the list of values (LOV) and select (B) Find
Review the payment details
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View Scheduled Payments

Chapter 9
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Section Objectives
Review Scheduled Payments
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In this session, you will learn how to review the Scheduled Payment details of a
particular Invoice. You can review various payment details like payment amount,
currency, payment method, invoice amount, etc.
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Viewing Scheduled Payments

Screen name
1. Navigate to the Invoices Window (N) Invoices > Invoices
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2. Enter the Invoice Number and select (B) Find.
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Number field to help expedite the search.Enter 123%
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3. Select the Invoice to be reviewed and Select (T) Scheduled Payments.
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Tab/ Button
General
Holds
View
Payments
Description
Holds
Payment Amount
Payments
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Tab/ Button
Scheduled
Payments
Overview
Distribution
Description
accounts
4. Review the Scheduled payments.
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View Encumbrance
Chapter 10
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View Encumbrance
Section Objectives
Review encumbrance details
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View Encumbrance
You can review the encumbrance details of the Invoices.
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Viewing Encumbrance
N > Accounting > View Encumbrance
Find Encumbrance Lines
1. Navigate to the View Encumbrances Window.
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2. Enter the Invoice Number and select (B) Find.

Enter 123%
Alternatively, you can enter the following parameters to view the Encumbrances.
Field
Notes
Type
A specific Type can be entered to

view the Encumbrances pertaining
to that Type.
Period
Period range can also be entered to

retrieve all the Encumbrances that
fall within that Period.
Account
Account range can be optionally

entered to view the Encumbrances
restricted to that range.
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3. Review the View Encumbrances window.
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Note: Scroll to the right to see more information related to the encumbrance for the
invoice selected.
4. Go to (M) File and select Close Form
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Submit Non-PO Payment Requisition

Chapter 11
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Section Objectives
Submit a Non-PO Payment Requisition
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Submit Non-PO Payment Requisition Overview

In this session, you will learn about Non PO Payment Requisition. A Non PO
Payment Requisition is a request for making a payment to a person or an
organization without a purchase order. Example: Memberships, Stipend, Refunds,
etc,.
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Submitting Non-PO Payment Requisition

N > Other > Requests > Run
Submit a New Request
1. Navigate to Submit a New Request window (N) Other > Requests > Run.
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2. Select Single request option and select (B) OK.
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3. Enter %Utpa% in the name field and click (B) Find. Select the UTPA Non Po
Check Request Workflow.
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4. Enter the following parameters and select (B) OK.

Parameter
Vendor
Value
ABET INC
Note: If various vendors
need to be paid
(stipend), enter
VARIOUS and email a
spreadsheet to AP
Project Number
100CMPT00
Award
If Grant Account
Expenditure Type
Consumables
Amount
500.00
Description
(Description of payment)
Need By Date
19-JUL-2006
Attachment
Yes (Is there an invoice)
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Note To Payables
Are you faxing, emailing,

sending any invoices or
other attachments??
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5. Select (B) Submit.
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6. Select (B) Refresh Data and select (B) View Details.
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7. Review the details of the report and select (B) OK.
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Note: Include Request ID number on any paperwork submitted (email, fax,

campus mail) to Accounts Payable.
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Approvers
9. Navigate to Worklist window (N) Workflow > Worklist.
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10. Select the required notification and select (B) Open.
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Note: The Project Managers can Request more information, Approve, Reject or
Reassign this check request.
Once the Request is approved by the Project Manager, Accounts Payable will
receive a Notification to process your request. Accounts Payable will contact the
requester if any information/documentation is missing.
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View Withheld Amounts

Chapter 12
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Section Objectives
Review the Withheld Amounts
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In this session, you will learn how to review the Withheld Amounts. You can review
period-to-date, automatically withheld amounts, and not the amounts that you
withhold manually.
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Viewing Withheld Amounts

N > Payments > Withheld Amounts
Period-to-date Withheld Amounts
1. Navigate to the Find Period-to-date Withheld Amounts window (N) Payments >
Withheld Amounts
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2. Optionally enter any of the following as selection criteria and select (B) Find.
Field Name
Description
Tax Code
The withholding tax type code from

the special calendar.
Period Name
The withholding tax type period

name.
Supplier Name/
Supplier
Number
The supplier name/number for

which you are viewing period-todate withheld amounts.
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3. Review the Period-to-date Withheld Amounts window.
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Accounts Payable Reports

Chapter 13
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Section Objectives
Understand the Usage of Accounts Payable Reports
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Common Report Headings

Report headings at the top of each page provide you with general information
about the contents of your report or listing, such as your set of books name, report
title, date and time Payables runs your report, and page number.
In addition, Payables prints the parameters you specified when you submitted the
report request. If you left a parameter blank, then the parameter will appear at the
top of the report without a value.
Accounting Period- Accounting period in which you submitted the request.
Batch- Name of invoice batch or payment batch. Payables displays N/A if you do
not use invoice batches to enter invoices.
Entered By- Name of the person who entered the data.
Document Number- Payment document number. For example, check number.
Functional Amount- Amount of the invoice or payment expressed in your
functional currency. Payables uses the exchange rate to convert the invoice or
payment amount into your functional currency.
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Income Tax Type- The income tax type for an invoice distribution. You can default
an income tax type from a supplier for each invoice distribution. For U.S. reporting,
your income tax type is also known as your 1099 type.
Invoice Amount- Amount of the invoice.
Invoice Batch- If you have enabled the Allow Invoice Batches Payables option,
the name of the batch in which the invoice was entered.
Invoice Currency- Currency in which the invoice was entered.
Invoice Number- Number of an invoice, assigned by you during invoice entry.
Invoice Type- Type of invoice (Standard, Prepayment, Credit Memo, Debit Memo,
Withholding Tax, Interest, and Expense Reports).
Last Active Date- Last date in which a document was updated. Document entry or
creation date, if it has not been updated.
Payment Batch- Payment batch in which the payment was created.
Payment Currency- Currency in which the payment was created.
Payment Date- Date on payment document.
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Payment Number- Document number for the payment. For example, check
number.
PO Number- Number of the purchase order.
PO Release- Purchase order release number.
PO Line- Purchase order line number.
Site- Name of supplier site.
Site Name- Name of supplier site.
Supplier Bank Account Num- Bank account number of your supplier. Used for
electronic payments to your supplier.
Supplier Name- Supplier name. For some requests you can leave this parameter
blank to submit the request for all suppliers.
Supplier Name From/To: Enter the alphabetical range of suppliers that you want
to submit the request for Payables includes all suppliers between and including the
suppliers you enter.
Supplier Type- Type of supplier. You define supplier types in the Oracle Payables
Lookups window, and enter a supplier type for a supplier in the Suppliers window. If
you use recoverable tax, you can also define tax recovery rules by supplier type.
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Tax Code- Name of the tax code or tax group value. You define tax codes in the
Tax Codes window and tax groups in the Tax Groups window.
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Accounting and Reconciliation Reports

Payables provide the following accounting and reconciliation reports:
Accounts Payable Trial Balance Report
Payables Account Analysis Report
Period Close Exceptions Report
Posted Invoice Register
Posted Payment Register
Unaccounted Transactions Report
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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 organizations 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.
Since this report presents your outstanding accounts payable liability information, it
is only valid for an accrual set of books.
If you use future dated payments, the Relieve Future Dated Payment Liability
Payables option determines when this report considers invoice liability relieved by
a future dated payment. If the option is set to When Payment is Issued, then the
invoice amounts paid by future dated payments do not appear in this report. If the
option is set to When Payment Matures, then the invoice amounts continue to
appear in this report until the payment status is updated to Negotiable. If the option
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is set to When Payment Clears, then the invoice amounts continue to appear in
this report until the payment is cleared.
You can use this report to review all negative supplier balances. To do this, choose
No. for the Summarize Report parameter, and Yes for the Negative Balances Only
parameter.
Report Submission
You submit this report from the Submit Request window.
Selected Report Parameters
To review information for parameters used in multiple reports, such as Set of Books
Currency.
As of Date. Payables lists all unpaid or partially paid invoices with accounting
dates on or before the As of Date you enter.
Supplier Name. If you want to run the report for a particular supplier, enter the
supplier.
Liability Account. If you want to run the report for a particular liability account,
enter the account.
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Summarize Report. Choose No to run the report in detail. Choose Yes to

summarize report output by liability account.
Negative Balances Only. Choose Yes to include only negative supplier balances
on the report. Choose No to include all supplier balances.
Selected Report Headings
Invoice Number. The number of the invoice document.
Invoice Date. The date of the invoice document.
Curr. The transaction currency of the invoice.
[Functional Currency] Amount. Total invoice amount for the liability account,
displayed in your functional currency.
If the Relieve Future Dated Payment Liability Payables option is set to When
Payment Matures, then this report shows invoices included in unmatured future
dated payments. For those invoices this field always displays the full invoice
amount irrespective of the liability account.
Remaining [Functional Currency] Amount. The difference between the invoice
amount and the sum of the posted payments for the invoice, expressed in your
functional currency.
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A positive amount indicates an outstanding accounts payable liability in the general

ledger. This can result from nonpayment, partial payment, or not creating a journal
entry for the payment.
A negative amount can result from transferring a payment to your general ledger
without transferring the invoice, or from recording the invoice liability in a future
period.
Invoice Description. Partial description of the invoice distribution.
Payables Account Analysis Report
Use this report to review and analyze accounting entries in Payables. You can use
the report parameters to limit the report to just the accounting information you want
to review.
This report is helpful when you reconcile your accounts with your general ledger.
For example, you can reconcile the prepaid expense account between Payables
and your general ledger. You can submit this report in detail and compare it to an
account analysis report in your general ledger.
The report sorts accounting data by balancing segment first. Within each balancing
segment group you can specify the order of the other account segments by using
the Order By parameters. Within each account, the data is sorted by the following:
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Accounting date
Supplier name
Document number
Order of creation (line ID of the accounting entry line)
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Prerequisite
Submit the Payables Accounting Process to create accounting entries.
Selected Parameters
Accounting Method: Accounting method that was used to create the accounts
you want to see, either Accrual or Cash.
Accounting Currency: Payables displays the accounting currency based on your
choices for the Accounting Method and Reporting Level parameters.
From/To Account: The inclusive account range for which you want to submit the
report. All segments are required. If you enter a value for From Account, you must
enter a value for To Account.
From/To Date: Inclusive accounting date range for the accounting entries in the
report.
GL Transfer Status: To limit the report to a particular status, enter the status. The
GL Transfer Status indicates if accounting entries for the event have been
transferred to the GL interface using the Payables Transfer to General Ledger
program.
All. Include accounting entries regardless of Transfer to GL Status.
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Transferred: Limit the report to accounting entries that were successfully

transferred.
Not Transferred: Limit the report to accounting entries for which the Payables
Transfer to General Ledger Process has not been submitted.
Not Transferred Due to Error: Limit the report to accounting entries that could
not be transferred to the GL Interface when the Payables Transfer to General
Ledger Process was submitted for them. For example, an accounting entry will
not be transferred if the account is no longer valid in the general ledger.
First/Second/Third Order By: If you want to order the report output by account
segment, enter the segment type. The report orders in the following order: 1)
balancing segment 2) First Order By segment, 3) Second Order By segment, 4)
Third Order By segment. The remaining segments in your account are then
ordered from left to right.
Summarize:
Yes. Summarize the report. When the report is summarized, the report
summarizes by account and lists only the account description and the
balanced accounting entry in the accounted currency.
No. Create the report in detail.
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When the report is summarized, the report headings are limited to Account and
Dr/Cr (Accounted Curr).
Accounting Date: Accounting date of the transaction. To see an accounting date
for a particular event.
Doc Class: Document class that includes the accounting event: Invoices or
Payments.
Line Type: Type of accounting entry line, such as AP Accrual, Charge, Liability,
etc.
Transferred to GL: Indicates if accounting entries for the event have been
transferred successfully to the GL interface using the Payables Transfer to General
Ledger program. Yes or No.
PO Number: If the accounting entry line is associated with a purchase order,
Payables displays the purchase order number.
Dr/Cr (Accounted Currency): Debit or credit amount, in the currency of the set of
books for the accounting entry.
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Dr/Cr (Entered Currency): Debit or credit amount, in the currency of the

transaction.
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Period Close Exceptions Report

Submit this report to review a complete list of exceptions that are preventing you
from closing a Payables accounting period. This report lists, for each organization
within the set of books, the following exceptions:
Outstanding Payment Batches
Accounting Entries not Transferred to General Ledger
Future Dated Payments Requiring Maturity Event and Accounting
Unaccounted Invoices
Unaccounted Payments
Report Submission
To submit the Period Close Exceptions Report:
1. In the Control Payables Periods window if you try to close a period that has
exceptions, the period status cannot be changed. Payables displays a message
telling you this, and enables the Exceptions button.
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2. Choose the Exceptions button in the Control Payables Periods window.

Payables opens a message window. From the window you can choose the
following buttons:
Review
Sweep (unaccounted transactions to the next period)
3. Choose the Review button to submit the report. You can access the report
output in the Requests window, as usual.
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Posted Invoice Register

Use the Posted Invoice Register to review accounting lines for invoices that have
been transferred to your general ledger. Because it presents amounts that have
been charged to liability accounts, this report is valid only for an accrual set of
books.
The Posted Invoice Register is primarily a reconciliation tool. Use this report along
with the Posted Payment Register and the Accounts Payable Trial Balance Report
to reconcile balances between Payables and your general ledger. To make their
output easier to read, each of these reports can be generated for a single liability
account. For example, if you are using Automatic Offsets and the liability for your
invoices is allocated across multiple balancing segments, then you can use the
Liability Account parameter to limit your reports to a single balancing organization.
You can generate the report in summary or in detail. When generated in detail, the
report displays invoices charged to liability accounts and the accounting
information that has been transferred to the general ledger. Also included is the
supplier and amount information for each invoice listed. Payables display the total
invoice amount in the invoice currency, and the transferred distribution amount in
both the invoice currency and accounted currency for easier reconciliation with
your general ledger.
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Note: The posted distribution amount only includes distribution lines that have
been transferred to general ledger.
When generated in summary, the report lists totals for each liability account and
does not include any invoice detail.
The report always sorts first by liability account. If the report is submitted in detail, it
then sorts in the following order:
The report sorts using the Order By parameter, either Journal Entry Batch or
Entered Currency. The default value is Entered Currency, and you can change the
parameter value only if the report includes journal entry batch names (the Include
Journal Entry Batch parameter is Yes).
The report then sorts by supplier name, invoice number, and invoice date.
Prerequisites
Submit the Payables Accounting Process to create accounting entries for your
invoices.
Transfer your accounting entries to general ledger by submitting the Payables
Transfer to General Ledger program.
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To ensure that the general ledger information for the journal entry batches appears
on this report, you must enable the Import Journal References option for the
Payables source in the Journal Sources window.
Report Submission
Currency.
From/To Accounting Date. Inclusive accounting date range for invoices in the
report.
Liability Account. If you want to submit the report for a single liability account, then
specify that account here. Leave this parameter blank to submit the report for all
liability accounts.
Include Journal Entry Batch. Enter Yes if you want the report to include the names
of all journal entry batches in which the invoice transactions were transferred. Note
that if you choose to include this information the report will take longer to generate.
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Journal Entry Batch. If you want to submit the report for a single invoice journal
entry batch, then specify that batch here. Leave this parameter blank to submit this
report for all invoice journal entry batches.
Order By. This parameter is used to sort reports that are generated in detail. The
default value is Entered Currency. You can select the Journal Entry Batch option
only if you first enter Yes for the Include Journal Entry Batch parameter.
Entered Currency. Sort the report by:
1) Liability account
2) Invoice currency
3) Journal entry batch name (only if you enter Yes for the Include Journal
EntryBatch parameter)
Journal Entry Batch. Sort the report by:
1) liability account
2) Journal entry batch name
3) invoice currency
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Summarize Report.
Yes. Summarize the report by liability account and do not include invoice
detail.
No. Include invoice detail.

Invoice Amount. Total invoice amount.
Posted Distribution Amount - Entered/Accounted Currency. Total of the transferred
invoice distributions in the invoice currency and the accounted currency.
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Posted Payment Register

Use the Posted Payment Register to review accounting lines for payments that
have been transferred to general ledger. Because it presents amounts that have
been charged to liability accounts, this report is valid only for an accrual set of
books. You can submit the Posted Payment Register for one payment journal entry
batch or all payment journal entry batches.
The Posted Payment Register is primarily a reconciliation tool. Use this report
along with the Posted Invoice Register and the Accounts Payable Trial Balance
Report to reconcile balances between Payables and your general ledger. To make
the output easier to read, each of these reports can be generated for a single
liability account. For example, if you are using Automatic Offsets and the liability for
your invoices is allocated across multiple balancing segments, then you can use
the Liability Account parameter to limit your reports to a single balancing
organization.
You can generate the report in summary or in detail. When generated in detail, the
report displays payments that relieve liability accounts and that have had their
accounting information transferred to the general ledger. Also included is the
supplier and amount information for each payment listed. Payables displays the
payment amount in the entered currency and the liability amount relieved in the
accounted currency. In detail mode, the report also displays the payment document
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and disbursement type for each batch of payments. It provides a report total and
subtotals for each payment document and bank account.
When generated in summary, the report lists totals for each liability account and
does not include any payment detail.
The report always sorts first by liability account. If the report is submitted in detail, it
then sorts in the following order:
The report sorts using the Order By parameter, either Journal Entry Batch or Bank
Account. The default value is Bank Account, and you can change the parameter
value to Journal Entry Batch only if the report includes journal entry batch names
(the Include Journal Entry Batch parameter is Yes).
The report then sorts by payment number, payment date, and supplier name.
Prerequisite
To ensure that the general ledger information for the journal entry batches appears
on this report, you must enable the Import Journal References option for the
Payables source in the Journal Sources window.
Report Submission
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Currency.
From/To Accounting Date. Inclusive accounting date range for payments in the
report.
Bank Account Name. If you want to limit the report to payments paid from a single
bank account, enter the bank account name.
Liability Account. Enter the liability account for which you want to submit this report.
Leave the field blank to submit this report for all liability accounts.
Include Journal Entry Batch. Enter Yes if you want the report to include the names
of all journal entry batches in which the payment transactions were transferred.
Note that if you choose to include this information the report will take longer to
generate.
Journal Entry Batch. Enter the journal entry batch name for which you want to
submit this report. Leave the field blank to submit this report for all payment journal
entry batches.
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Order By. This parameter is used to sort reports that are generated in detail. The
default value is Bank Account. You can select the Journal Entry Batch option only if
you first enter Yes for the Include Journal Entry Batch parameter.
Bank Account. Sort the report by:
2) bank account
3) journal entry batch name (only if you enter Yes for the Include Journal Entry
Batch parameter.)
4) payment currency
Journal Entry Batch. Sort the report by:
2) journal entry batch name
3) bank account
4) payment currency
Summarize Report.
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Yes. List totals for each liability account and do not include payment detail.
No. Include payment detail.
Payment Number. Payment document number.
Payment Date. Date of payment.
Payment Amount. Amount of the payment in the transaction currency.
Liability Relieved. The amount of liability relieved by the payment, displayed in the
accounted currency.
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Unaccounted Transactions Report

Use this report to identify and review all unaccounted invoice and payment
transactions and see the reason that Payables cannot account for a transaction.
Payables sorts the report by transaction type (invoice or payment), exception,
supplier, transaction currency, and transaction number.
Run this report after you have run the Payables Accounting Process. The report
will then show only transactions that had problems that prevented accounting. You
can then correct the problems and resubmit the accounting process. Note that this
report does not include invoices that have no distributions.
Prerequisites
(Recommended) Validate invoices to reduce the number of unvalidated invoices on
the report.
(Recommended) If you use future dated payments, submit the Update Matured
Future Payment Status Program to update the status of any future dated payments
with a maturity date on or before todays date.
(Recommended) Submit the Payables Accounting Process to reduce the number
of unaccounted invoices on the report.
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Report Submission
Submit this report from the Submit Request window.
Note: If you do not specify a value for the Period Name or From/To Accounting
Date parameters, then the report lists all unaccounted entries, regardless of date.
Period Name. If you want to run the report for a single period, enter the period
name. If you enter a value here, you cannot enter values in the From/To
Accounting Date parameters.
From/To Accounting Date. If you want to run the report for a particular date range,
then enter both the first and last dates in the range. If you enter values for a date
range, then you cannot enter a value for Period Name.
Document Number. If you want to run the report for a particular invoice or payment
number, then enter it here.
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The report has two sections: Unaccounted Invoices, and Unaccounted Payments.
All amounts are in the transaction currency.
Unaccounted Invoices: This section of the report lists the supplier name, supplier
number, invoice number, invoice date, invoice currency, invoice amount, purchase
order number (if the invoice is on a purchase order matching related hold), and the
exception.
Unaccounted Payments: This section of the report lists the supplier name, supplier
number, payment number, payment date, payment currency, payment amount, and
exception.
Exception. The report displays one or more of the following exception conditions
for invoices and/or payments:
Dist Acct Invalid. The account on the invoice distribution is invalid.
Dist Variance. The sum of the invoice distributions is not equal to the invoice
amount.
Funds Check. You are using budgetary control and Payables cannot check funds
for an invoice.
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Insufficient Funds. You are using budgetary control and you have insufficient funds
available in your budget for an invoice.
No Rate. You have not entered an exchange rate for a foreign currency
transaction.
Unaccounted. The Payables Accounting Process has not been submitted for the
transaction.
Other Hold Names. This invoice has a hold applied to it that prevents accounting.
You define holds using the Invoice Holds and Release Names window.
Invalidated. You have not submitted Invoice Validation for the invoice.
Withholding Tax. The invoice distribution has a withholding tax group assigned to it.
Payables could not withhold tax and applied a Withholding Tax hold on this invoice.
Several conditions cause this hold including: the withholding tax group is inactive, a
Withholding Tax type tax code within a withholding tax group is inactive, an account
segment assigned to a Withholding Tax type tax code is invalid, a rate has not
been defined for a Withholding Tax type tax code, a period has not been defined
for a Withholding Tax type tax code, or a tax rate for a Withholding Tax type tax
code has been defined using an invalid date range.
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Common Report Parameters

The following are report parameters common to many Payables reports:
Accounting Period - Accounting period for which you want to submit the request.
Batch - Name of invoice for which you want to submit the request. Payables
displays N/A if you do not use invoice batches to enter invoices.
Currency - Currency of the invoice or payment.
Functional - Payables lists each amount converted into the currency you use for
your set of booksOriginal- Payables lists each amount in the currency in which you entered it.
Entered By- Name of the person who entered the data.
From/To Payment Date- Enter the first and last dates in a range for which you
want Payables to submit the request.
From/To Date- Enter the date range for which you want to submit the request.
From/To Invoice Date- Enter the first and last invoice dates in a range for which
you want Payables to submit the request.
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From/To Period- Enter the period range for which you want to submit the request.
Functional Amount- Amount of the invoice or payment in your functional currency.
Your functional currency is the currency you choose for your set of books.
Payables uses the exchange rate to convert the invoice or payment into your
functional currency.
Income Tax Type- The income tax type for an invoice distribution. For U.S.
reporting, your income tax type is also known as your 1099 type.
Invoice Amount- Original amount of the invoice.
Invoice Batch- The name of the batch in which the invoice was entered, if you
have enabled the Allow Invoice Batches Payables option.
Invoice Number- Number of an invoice, assigned by you during invoice entry.
Invoice Type- Type of invoice (Standard, Prepayment, Credit Memo, Debit Memo,
Interest, Mixed, Withholding Tax, and Expense Report).
Minimum Invoice Amount- Enter the minimum invoice amount you want to
include in the report. The report will not include invoices below the minimum
invoice amount you enter here.
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Order By- Select from the list of values the criteria by which you want Payables to
sort report output. For example, if Supplier Name is an option and you select it,
Payables will sort the report alphabetically by supplier name.
Payment Batch- Payment batch in which the payment was created.
Payment Date- Date on payment document.
Payment Number- Document number for the payment. For example, check
number.
Reporting Context- If you entered Set of Books for the Reporting Level, the
default is the set of books associated with your responsibility. If you entered Legal
Entity for the Reporting Level, select a legal entity from the list of values. The
profile option MO: Top Reporting Level determines which legal entities appear in
the list of values. If this profile option is set to Set of Books, you can choose any
legal entity that posts to your set of books. If the profile option is set to Legal Entity,
you can choose only the legal entity associated with the operating unit assigned to
your responsibility.
If you entered Operating Unit for the Reporting Level parameter, select an
operating unit from the list of values. The profile option MO: Top Reporting Level
determines which operating units appear in the list of values. If the profile option is
set to Set of Books, you can choose any operating unit that posts to your set of
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books. If the profile option is set to Legal Entity, you can choose any operating unit
within the legal entity associated with the operating unit assigned to your
responsibility. If the profile is set to Operating Unit, you can select only the
operating unit assigned to your responsibility.
Note: The profile option MO: Operating Unit determines the operating unit for
your responsibility.
Reporting Level- Enter the reporting level for the report. Choose Set of Books,
Legal Entity, or Operating Unit. If you use Multiple Organization Support, the
default is Operating Unit. If you do not use Multiple Organization Support, the
default is Set of Books.
Note: The profile option MO: Top Reporting Level determines the top reporting
level for your responsibility.
Set of Books Currency - Currency you want to use for the report output. If
Multiple Reporting Currencies (MRC) functionality is enabled, and if you are using
your primary responsibility, then you can submit the report for any reporting
currency as well as your primary currency.
The list of values for this parameter varies depending on the Reporting Level and
Reporting Context parameter values. If your Reporting Level is Set of Books, you
can display the report only in your set of books currency. If the Reporting Level is
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Legal Entity or Operating Unit, the available values for this parameter are the
reporting currencies of the set of books associated with the legal entity or operating
unit selected in the Reporting Context parameter.
Site- Name of supplier site.
Supplier Name- Supplier name. For some reports you can leave this field blank to
submit the request for all suppliers.
Supplier Number From/To- Enter the range of supplier numbers for which you
want to submit the request. Payables include all suppliers with numbers between
and including the supplier numbers you enter.
Supplier Number- Supplier number.
Supplier Type- Type of supplier. You define supplier types in the Oracle Payables
Lookups window, and enter a supplier type for a supplier in the Suppliers window.
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Invoice Register
Overview
Use the Invoice Register to review detailed information about invoices. This report
gives details about the original amount of the invoice, the amount remaining for
payment on an invoice, etc..
1. Navigate to the Find Requests window.
(N) Other > Requests > Run
2. Select Single Request option and then select (B) OK.
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3. Enter the Report Name as % invoice% and select (B) Find.

Note: Enter Partial Report Name with Wild Card % as the prefix and/or suffix
in the Find field to expedite the search.
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Select Invoice Register and select (B) OK.
4. Enter the Query parameters, e.g., Batch as LA051106 and select (B) OK.
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Alternatively, the following parameters may be entered to restrict the details and
retrieve the Report.
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Field
Description
Entered By.
Use this to limit the

report to invoices
entered by.
From/To Entered
Date.
Enter a date range for

which you want to
submit the request.
Accounting Period.
The accounting period

for which you want
invoice information.
Cancelled Invoices
Only.
Enter Yes if you want

the report to include
only cancelled invoices.
Unvalidated Invoices
Only.
To include only invoices

for which you have not
yet submitted Invoice
Validation, then enter
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Yes for this parameter.

5. Select (B) Submit once the requisite parameters are entered.
Note: You can specify the Schedule and your Completion Options for this
request using the Schedule and Options windows.
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6. Select the request from the list and select (B) View Output to review the report.
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7. Review the Invoice Register.

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Payment Register
Overview:
Use the Payment Register to review payments created for each bank account you
use. The report lists each payment that has a payment date within the range you
specify, as well as the total payment amount and cleared amount of all payments. It
sorts and subtotals by bank, bank branch, and bank account.
1. Navigate to the Find Requests window (N) Other > Requests > Run
2. Select Single Request option and then select (B) OK.
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3. Enter the Report Name as %payment% and select (B) Find.

Note: Enter Partial Report Name with Wild Card % as the prefix and/or suffix
in the Find field to expedite the search.
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Select Payment Register and select (B) OK.
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5. Enter the following query parameters and select (B) OK.
Parameter
Details
From Date
01-JAN-2004
To Date
01-JUL-2006
Display supplier
Address
Yes
6. Optionally, Payment type may be entered to restrict the details and retrieve
the Report.
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6. Select (B) Submit once the requisite parameters are entered.

Note: You can specify the Schedule and your Completion Options for this
request using the Schedule and Options windows.
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7. Select the request from the list and select (B) View Output to review the report.
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8. Review the Payment Register.
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Appendix A Leaders Guide

Course Description Summary
This training course is designed to explain and demonstrate the functions required
by a user in Oracle Accounts Payables. It provides information and exercises to
create, modify and maintain invoices.
Recommended Prerequisites for Participants
Windows NT
Oracle Navigation 11i
Working Knowledge on AP in the Legacy System
Length
2 hrs
Materials/Preparation for Instructor
Review this Leader Guide.
Ensure copy of Student Guide for each participant.
Supplies/Equipment
In-Focus Machine or other LCD
Flipchart, Markers, White board, White board makers
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INTRO TO
CLASS
Self (& Assistant(s) if any)

Agenda
PLACE
AGENDA ON
WHITE
BOARD, FLIP
CHART, OR
USE
POWERPOINT
Invoice and Payment

Workbench Overview
View Invoices
Invoice Details
View Distribution Information for
an Invoice
View Invoice Holds
View Payments
View Encumbrance
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Submit Non-PO Payment

Requisition
EXPLAIN
STUDENT
GUIDE
ORGANIZATIO
N
The Student Guide is written to be

a reference tool that will refresh
your memory when youre working
with the Applications. It is not
necessary to REMEMBER all of
this.
As we go through each of the
topics, take notes to jog your
memory later. Ill give you page
numbers as we progress. If you
are unsure where in the manual
we are, please ask.
Page 240 of 271
EXPLAIN
OVERVIEW OF
COURSE
SUBJECT
OVERVIEW OF COURSE SUBJECT

Today, we plan to cover the required
functions for a user in Accounts
Payables. The responsibility required
to perform these functions is UTPA
Payables Inquiry
HOUSEKEEPIN Breaks
G
Restrooms
Coffee & Vending
Cell phones
LOGINS
Oracle Application login information

has been handed over to you already.
The very first time you login to Oracle
Applications, you will be asked you to
change the password.
Demo the login steps
Page 241 of 271
Introducti Introduction to Accounts Payables

on
Write on
the
Wh
ite
bo
ard
Chapter 2
NAVIGAT
E>
SUPPLIE
RS
Explain
Overview of Invoice and Payment
Workbench

Use:
IN FIND SUPPLIER WINDOW: 4-W%
SELECT SUPPLIER AS: 4-W
SPECIALTIES, INC.
Explain:
About Supplier Information and Find
Supplier Window
About search criteria for finding a
supplier and other parameters to query
Page 242 of 271
- Supplier Name, Supplier Number,

Alternate Name, Supplier Type, Parent
Supplier, Parent Number, Reporting
Name, Payment Terms, Income Tax
Type, Pay Group
Reviewing the supplier information
using the different tabs
General: Provides Parent supplier name,
number and customer number pertaining to
that Parent supplier of the Supplier
Classification: Provides the details like,
type of supplier, employee name and his
number, standard industry code, and type of
ownership of that supplier
Accounting: Provides distribution set and
general ledger account details (like liability,
information)
Control: Provides invoice amount limit,
invoice match option, hold (if any) and
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payment hold reason (if on Hold)

Payment: Provides payment terms, pay
group, payment priority, currency details,
term date basis, pay date basis, payment
Withholding Tax: Provides information like
allow withholding tax and withholding tax
group
Sites: Click to review the details like Site
Name, Address, Alternate Name and
Address, Pay only or both Pay and
Purchasing, Procurement Card, Contact
information, shipping network location, and
DO LAB
Chapter
Have them do lab

Ex 1)Supplier Name: FOLLETT UTPA
BOOKSTORE
EX 2) Supplier Type: Employee
Viewing Invoices , Invoices Details,
Page 244 of 271
3, 4, 5 & 6
Invoice Distribution Information &

Invoice Holds
Use
NAVIGAT
E>
INVOICES 1) SUPPLIER NAME: AVAYA, INC.
>
INVOICES Explain
About search criteria for finding invoices
and parameters to query
Invoice, Invoice Status
Reviewing the Invoice information using
the different tabs
Page 245 of 271

information)
group
Page 246 of 271
Review the invoices Overview

Review the distribution details for the
invoice
Review invoice holds if any
DO LAB
Have them do lab

EX 1) Invoice #: 0655316
Chapter 7
Navigate
>
Invoices
>
Invoices

Use
Invoice Type: Standard
Invoice Status: Cancelled
Explain
About Invoice Type & Invoice Status
Select
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A) Invoice Type: Standard

B) Invoice Status: Cancelled
Select the cancelled invoice that you
want to view
Reviewing the Invoice information using
the different tabs
information)
Page 248 of 271
DO LAB
Chapter 8

group
Have them do lab
Find a cancelled Invoice to review
Invoice View Payments (Method: A)
NAVIGAT Use
E>
INVOICES 1) Supplier name: FOLLETT UTPA
BOOKSTORE
>
Page 249 of 271
INVOICES
2) Invoice #: Bookstore feb06

Explain
Review the View Payment by selecting
(T) View Payments
DO LAB
Have them do lab

View Payments for:
Invoice #: STIPEND 2/7/06
Chapter 8
Invoice View Payments (Method: B)
NAVIGAT Use
E>
PAYMENT 1) Numbers: 7001
S>
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PAYMENT
OVERVIE
W
Explain
Payments Region, Supplier
Enter any of the Parameters a)
Numbers or b) Supplier Name
Review the Payment Overview
DO LAB
Have them do lab

View Payments for:
1) Numbers: 70293
Chapter 9
NAVIGAT Use
E>
INVOICES 1) Supplier name: FOLLETT UTPA
BOOKSTORE
>
Page 251 of 271
INVOICES
DO LAB
&
2) Invoice #: Bookstore feb06
Explain
Review the Scheduled Payments by
selecting (T) Scheduled Payments
Have them do lab
View Scheduled Payments for:
Supplier Name: ADRIAN AGUILAR
View Encumbrances
CHAPTER
10
NAVIGAT Use
E>
Invoice #: 0003618443
ACCOUN
TING >
Explain
Page 252 of 271
VIEW
ENCUMB
RANCE
DO LAB
About Invoice #, Type, Period, Account

Review encumbrance details for the
invoice
Have them do lab
View encumbrance details for:
Invoice # : 012681
Chapter
11
Page 253 of 271
Explain
A Non PO Payment Requisition is a
request for making a payment to a person
or an organization without a purchase
order. Example: Memberships, Stipend,
Refunds, etc,.
Requesto
r:
(N) Other
>
Requests
> Run
- Select
Single
Request
- Select
the
UTPA
Parameters:
Vendor
ABET INC
Note: If various
vendors need to
be paid
(stipend), enter
VARIOUS and
email a
spreadsheet to
AP
Project Number 100CMPT00
Page 254 of 271
Non PO
Check
Request
Workflo
w
Award
If Grant Account
Expenditure
Type
Consumables
Amount
500.00
Description
(Description of
payment)
Need By Date
19-JUL-2006
Attachment
Yes (Is there an

invoice)
Note To
Payables
Are you faxing,

emailing,
sending any
invoices or
other
attachments??
Notify: The requestor should include

Request ID number on any paperwork
Page 255 of 271
-Submit
the
Request
- Refresh
and
Review
Output
submitted (email, fax, campus mail) to

Accounts Payable.
Page 256 of 271
DO LAB
Use
Requestor
Vendor
Adan Redon
Project Number 100PRES01

Award
Expenditure
Type
Membership
Dues
Amount
300.00
Description
Membership
Dues for the
year 2006-07
Need By Date
31-Aug-2006
Attachment
No
Note To
Payables
Forwarding the
Dues Pay
Page 257 of 271
Approver:
Request email
for reference
Once the requester has submitted the
request a notification will be sent to the
appropriate approver.
Select the required notification and
Select (B) Open
Navigate
to
Worklist
Note: The Project Managers can Request
Window
more information, Approve, Reject or
(N)
Workflow Reassign this check request.
> Worklist
Once the Request is approved by the
Project Manager, Accounts Payable will
receive a Notification to process your
request. Accounts Payable will contact the
requester if any information/documentation
is missing.
View Withheld Amount
Chapter
Page 258 of 271
12
Chapter
13
Temporarily Data Not Available

1) Explain Common report heading and
parameters
a) Invoice Register
(N) Other
USE:
>
Requests Enter Partial Report Name with Wild Card
% as the prefix and/or suffix in the Find
> Run
field to expedite the search and Select
Invoice Register.
Alternatively, the following parameters may
be entered to restrict the details and retrieve
the Report.
Field
Description
Page 259 of 271
Entered By.
Use this to limit

the report to
invoices
entered by.
From/To
Entered Date.
Enter a date
range for which
you want to
submit the
request.
Accounting
Period.
The accounting
period for which
you want
invoice
information.
Cancelled
Invoices Only.
Enter Yes if you

want the report
to include only
cancelled
invoices.
Page 260 of 271
Invalidated
Invoices Only.
To include only
invoices for
which you have
not yet
submitted
Invoice
Validation, then
enter Yes for
this parameter.
Review the Invoice Register Report

DO LAB
Have them do lab

Run the same report
Chapter
13
(N) Other
>

b) Payment Register
USE:
Page 261 of 271
Requests
Enter Partial Report Name with Wild Card
> Run
% as the prefix and/or suffix in the Find
field to expedite the search and Select
Payment Register.
Alternatively, the following parameters may
be entered to restrict the details and retrieve
the Report.
Parameter
Details
From Date
01-JAN-2004
To Date
01-JUL-2006
Display
supplier
Address
Yes
Review the Payment Register Report
DO LAB
Have them do lab
Page 262 of 271
1) Select the Required Report

2) Enter the following Parameter
Parameter
Details
From Date
01-JAN-2006
To Date
01-JUL-2006
Yes
Display
supplier
Address
Page 263 of 271
Appendix B Accounts Payables Q&A

Frequently Asked Questions and Answers
1. What is Oracle Accounts Payables (AP)?
This is an Oracle product for expenditure management application that
streamlines the procure-to-pay process while providing strong financial
controls and strategic financial information.
2. Is the application fields/ values case sensitive?
Login is not case sensitive, account segments are case sensitive.
3. Is the login secured?
Yes. Oracle has tightly enabled security features using username, password
and responsibility based restrictions.
4. Who creates roles and responsibility? Is it our supervisor?
No. It will be created by the Oracle system administrator upon confirmation by
the supervisor.
5. Where can we print the reports?
The printers configured in Oracle can be selected to print; required printers
can be added for access purposes by the system administrator.
6. How to login to Oracle e-Business Suite?
Page 264 of 271
Open Internet Explorer > Type URL > Type Username/ Password > Select
Login
7. I am getting page not displayed error, what should I do?
Please check if you have access to Oracle e-Business Suite. Make sure your
computer is connected to your organizations network.
8. The system is displaying a blank page/ page not found?
Your computer might not have JInitiator, which is a pre-requisite to run Oracle
e-Business Suite. Talk to your system administrator for help.
9. What is JInitiator?
The E-Business Suite Release 11i has two interfaces: a web-based model for
modules like Self Service HR (SSHR), iProcurement, and an Oracle Formsbased model for our professional services modules like Financials.
Oracle Forms are Java-based and require a Java Virtual Machine (JVM) to
run. Oracle JInitiator is Oracle's licensed version of Sun's JVM, and the EBusiness Suite Forms-based modules are certified to run with Oracle's
JInitiator.
10.
Why, I am not able to see some of the features my colleague can view?
Oracle E-Business Suite is tailored for every individuals use. The permissions
are categorized based on your job-responsibility.
11.
Does Oracle support Federal Grants?
Page 265 of 271
Yes. Oracle does support federal grants using Oracle Projects & Grants
12.
I have multiple rows returned for my query (search), how to select one?
Move cursor to the cell you wish to view, select the specific row, it will get
highlighted to confirm selection
13.
What is Chart of Accounts?
A Chart of Accounts (COA) defines what segments each account for the
organization consists of. The COA consists of things like defining the
accounting structure (the accounting structure is a framework or model that
you will use to maintain your accounts), Account code combinations etc
14.
What is a Value Set?
Value Sets act as validations for the values entered by users. When the users
enter the values in any of the fields (on any form), if there is a value set
attached to this field, the values entered by user are validated against the
value set.
15.
What does List of Values (LOV) mean?
LOV is a field that populates data that requires to be selected by the user.
User cannot enter data using this field.
16.
What is the difference between field and a flex field?
Page 266 of 271
A field is a position on a form that one uses to enter, view, update, or delete
information. A field prompt describes each field by telling what kind of
information appears in the field, or alternatively, what kind of information
should be entered in the field.
A flexfield is an Oracle Applications field made up of segments. Each segment
has an assigned name and a set of valid values. Oracle Applications uses
flexfields to capture information about your organization. There are two types
of flexfields: key flexfields and descriptive flexfields.
17.
What is a Key Flex Field?
It defines the account structure.
18.
What is descriptive Flex Field?
Field that is used to define additional information not provided by Oracle
19.
What is a wild card character?
A wild card % is a character that is used to retrieve information pertaining to
a field in Oracle
20.
If I am not sure of the entire field value, how can I query?
One can query Oracle e-Business suite query fields using wild card character
and a partial value. This retrieves the entire list requested.
21.
Who is a supplier?
Page 267 of 271
The supplier supplies you with material /services for which you have to pay
him.
22.
Can you create more than one contact address and contacts for the same
supplier?
Yes, for every supplier, you can create more than one number of sites with
different addresses and contacts. For example, for a single supplier you can
buy from several different sites and send payments optionally to only one site.
23.
What is a supplier site?
Supplier sites are different offices/locations of the supplier, each catering to
different business activity.
24.
What are the functions that I can perform for a supplier site?
You can enter invoices and you can create purchase orders for the site
25.
Can we have more than one pay site for a supplier?
Yes, the same supplier can have one or more pay site among the supplier
sites.
26.
Which report would you use to review suppliers, supplier sites, and
supplier site contact information?
Suppliers Report explains would you use to review suppliers, supplier sites,
and supplier site contact information
Page 268 of 271
27.
Can we adjust or review invoices in oracle payables?
Oracle Payables includes a fully integrated workbench called invoice
workbench in which we can adjust or review invoices in oracle payables.
28.
What tasks can be performed in invoice workbench?
Enter an invoice, modify an invoice, approve an invoice, and modify invoice
distributions
29.
What are the invoice types in oracle payables?
a) Prepayment: A type of invoice you enter to pay an advance payment for
expenses to a supplier or employee.
b) Quickmatch: An invoice you enter for matching to a purchase order
c) Withholding tax: An invoice you enter to remit taxes withheld to appropriate
tax authority.
d) Mixed: Any invoice for which you can person both positive and negative
matching to purchase orders and to other invoices
30.
Can oracle payables automatically create invoices to pay interest for
overdue invoices?
Page 269 of 271
Yes, by enabling automatic interest calculation for a supplier.

31.
How do you submit approval for the invoices?
It is done in one of the three ways
a. Online by using actions window of the invoice workbench
b. Online by using approve button in the invoice batches window
c. Batch by submitting the payables approval program from the submit request
window.
32.
How can we create an accounting entry for an invoice from related actions
window?
a. Select the invoice
b. Click the actions button
c. Select the create accounting
33.
Can we apply hold on any of the invoices?
a. Yes, you can prevent payment and optionally prevent accounting by
manually applying one or more holds to it.
b. You can also prevent payment of supplier invoices by placing a hold on
the supplier or the supplier site instead of each individual invoice.
34.
What are the types of holds in Oracle Payables?
Page 270 of 271
a. Invoice hold
b. Scheduled payment hold
c. Supplier hold
35.
What do we do to reverse the hold process?
If we have an invoice that the system has put on hold because of an account
hold reason, we need to resubmit the approval after correcting the problem.
36.
Can we cancel the invoices?
Yes, One can cancel unpaid invoices, and unapproved or an approved invoice
that does not have any effective payments or accounting holds.
37.
How to enter standard invoice header information?
a. In the invoice window, select standard as the invoice type
b. Enter the supplier or supplier number
c. Select the supplier site to which you will send payment of invoice
d. Enter the invoice date
e. Enter the invoice number
38.
Does Account Payables have its own set of Key flexfields?
No, Accounts Payable does not have its own set of Key Flexfields but it
incorporates with GL set of Key Flexfields.
Page 271 of 271

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Oracle 24/7 End User Training

Oracle Accounts Payable

Oracle Accounts Payable

Typographic Convention in Oracle Applications Navigation Path

(M) Menu Bar

Oracle Accounts Payable

Invoice and Payment Workbench Overview

Oracle Accounts Payable

Invoice and Payment Workbench Overview

Oracle Accounts Payable

Invoice and Payment Workbench Overview

Oracle Accounts Payable

Oracle Accounts Payable

Reviewing Supplier Information

Oracle Accounts Payable

Reviewing Supplier Information

Oracle Accounts Payable

Review Supplier Information

Oracle Accounts Payable

Reviewing Supplier Information

Oracle Accounts Payable

Oracle Accounts Payable

Reminder: You can enter a partial supplier name followed by a %.

Oracle Accounts Payable

3. Oracle Payables displays all vendors that match your criteria.

Oracle Accounts Payable

Oracle Accounts Payable

4. Select (B) Find to review the supplier Information.

Oracle Accounts Payable

Alternatively, the following details may be entered to review the supplier

Alternate name of the supplier

This field can be used to retrieve

Either of Parent Supplier or the

Oracle Accounts Payable

Reporting Name Reporting Name is the criteria

Payment Terms specific to a

Income Tax Type of a supplier

Similarly Pay Group can be

5. Review the Supplier information by selecting each tab.

Oracle Accounts Payable

Oracle Accounts Payable

Classification Provides the details like, type of supplier,

Provides distribution set and general

Provides invoice amount limit, invoice

Provides payment terms, pay group,

Oracle Accounts Payable

Provides information like allow

Click to review the details like Site Name,

The Sites (B) displays the following information

Oracle Accounts Payable

Oracle Accounts Payable

6. Go to (M) File and select the Close Form

Oracle Accounts Payable

Oracle Accounts Payable

Oracle Accounts Payable

Oracle Accounts Payable

Oracle Accounts Payable

Oracle Accounts Payable

2. Enter the Supplier Name as APPERSON and Select (B) Find.

Oracle Accounts Payable

Oracle Accounts Payable

Supplier By entering the Supplier name, all the

Invoices can be found by entering the

Oracle Accounts Payable