AIM Documents .............

Please find the AIM Documents list..............

Business Process Architecture (BP)
BP.010 Define Business and Process Strategy
BP.020 Catalog and Analyze Potential Changes
BP.030 Determine Data Gathering Requirements
BP.040 Develop Current Process Model
BP.050 Review Leading Practices
BP.060 Develop High-Level Process Vision
BP.070 Develop High-Level Process Design
BP.080 Develop Future Process Model
BP.090 Document Business Procedure

Business Requirements Definition (RD)
RD.010 Identify Current Financial and Operating Structure
RD.020 Conduct Current Business Baseline
RD.030 Establish Process and Mapping Summary
RD.040 Gather Business Volumes and Metrics
RD.050 Gather Business Requirements
RD.060 Determine Audit and Control Requirements
RD.070 Identify Business Availability Requirements
RD.080 Identify Reporting and Information Access Requirements

Business Requirements Mapping
BR.010 Analyze High-Level Gaps
BR.020 Prepare mapping environment
BR.030 Map Business requirements
BR.040 Map Business Data
BR.050 Conduct Integration Fit Analysis
BR.060 Create Information Model
BR.070 Create Reporting Fit Analysis
BR.080 Test Business Solutions
BR.090 Confirm Integrated Business Solutions
BR.100 Define Applications Setup
BR.110 Define security Profiles

Application and Technical Architecture (TA)
TA.010 Define Architecture Requirements and Strategy
TA.020 Identify Current Technical Architecture
TA.030 Develop Preliminary Conceptual Architecture
TA.040 Define Application Architecture
TA.050 Define System Availability Strategy
TA.060 Define Reporting and Information Access Strategy
TA.070 Revise Conceptual Architecture
TA.080 Define Application Security Architecture
TA.090 Define Application and Database Server Architecture
TA.100 Define and Propose Architecture Subsystems
TA.110 Define System Capacity Plan
TA.120 Define Platform and Network Architecture
TA.130 Define Application Deployment Plan
TA.140 Assess Performance Risks
TA.150 Define System Management Procedures

Module Design and Build (MD)
MD.010 Define Application Extension Strategy
MD.020 Define and estimate application extensions
MD.030 Define design standards
MD.040 Define Build Standards
MD.050 Create Application extensions functional design
MD.060 Design Database extensions
MD.070 Create Application extensions technical design
MD.080 Review functional and Technical designs
MD.090 Prepare Development environment
MD.100 Create Database extensions
MD.110 Create Application extension modules
MD.120 Create Installation routines

Data Conversion (CV)
CV.010 Define data conversion requirements and strategy
CV.020 Define Conversion standards
CV.030 Prepare conversion environment
CV.040 Perform conversion data mapping
CV.050 Define manual conversion procedures
CV.060 Design conversion programs
CV.070 Prepare conversion test plans
CV.080 Develop conversion programs
CV.090 Perform conversion unit tests
CV.100 Perform conversion business objects
CV.110 Perform conversion validation tests
CV.120 Install conversion programs
CV.130 Convert and verify data

Documentation (DO)
DO.010 Define documentation requirements and strategy
DO.020 Define Documentation standards and procedures
DO.030 Prepare glossary
DO.040 Prepare documentation environment
DO.050 Produce documentation prototypes and templates
DO.060 Publish user reference manual
DO.070 Publish user guide
DO.080 Publish technical reference manual
DO.090 Publish system management guide

Business System Testing (TE)
TE.010 Define testing requirements and strategy
TE.020 Develop unit test script
TE.030 Develop link test script
TE.040 Develop system test script
TE.050 Develop systems integration test script
TE.060 Prepare testing environments
TE.070 Perform unit test
TE.080 Perform link test
TE.090 perform installation test
TE.100 Prepare key users for testing
TE.110 Perform system test
TE.120 Perform systems integration test
TE.130 Perform Acceptance test

PERFORMACE TESTING(PT)
PT.010 - Define Performance Testing Strategy
PT.020 - Identify Performance Test Scenarios
PT.030 - Identify Performance Test Transaction
PT.040 - Create Performance Test Scripts
PT.050 - Design Performance Test Transaction Programs
PT.060 - Design Performance Test Data
PT.070 - Design Test Database Load Programs
PT.080 - Create Performance Test TransactionPrograms
PT.090 - Create Test Database Load Programs
PT.100 - Construct Performance Test Database
PT.110 - Prepare Performance Test Environment
PT.120 - Execute Performance Test

Adoption and Learning (AP)
AP.010 - Define Executive Project Strategy
AP.020 - Conduct Initial Project Team Orientation
AP.030 - Develop Project Team Learning Plan
AP.040 - Prepare Project Team Learning Environment
AP.050 - Conduct Project Team Learning Events
AP.060 - Develop Business Unit Managers’Readiness Plan
AP.070 - Develop Project Readiness Roadmap
AP.080 - Develop and Execute CommunicationCampaign
AP.090 - Develop Managers’ Readiness Plan
AP.100 - Identify Business Process Impact onOrganization
AP.110 - Align Human Performance SupportSystems
AP.120 - Align Information Technology Groups
AP.130 - Conduct User Learning Needs Analysis
AP.140 - Develop User Learning Plan
AP.150 - Develop User Learningware
AP.160 - Prepare User Learning Environment
AP.170 - Conduct User Learning Events
AP.180 - Conduct Effectiveness Assessment

Production Migration (PM)
PM.010 - Define Transition Strategy
PM.020 - Design Production Support Infrastructure
PM.030 - Develop Transition and Contingency Plan
PM.040 - Prepare Production Environment
PM.050 - Set Up Applications
PM.060 - Implement Production Support Infrastructure
PM.070 - Verify Production Readiness
PM.080 - Begin Production
PM.090 - Measure System Performance
PM.100 - Maintain System
PM.110 - Refine Production System
PM.120 - Decommission Former Systems
PM.130 - Propose Future Business Direction
PM.140 - Propose Future Technical Direction

Purchasing Overview

This flow diagram does not depict the process for receiving against purchase orders. But explains the general flow of Purchasing.

Step 1.0 Purchasing Maintenance

Purchasing Module Maintenance includes the setup and maintenance required to use Oracle Purchasing.

Step 2.0 Direct Enter PO or Agreement

Direct Enter PO or Agreement includes the process of creating, saving, and approving a purchase order or blanket agreement. These documents can be created manually or they can be “Auto Created” from an approved purchase requisition. Purchase requisition can be created manually or they can be generated by other modules in the system.

Step 3.0 Control Purchase Order

Control Purchase Order includes all of the purchase order control processes. These processes include: canceling purchase orders, closing purchase orders, closing purchase orders for invoicing, closing purchase orders for receiving, freezing purchase orders, or placing purchase orders on hold.

Step 4.0 Modify Purchase Order/ Create New PO

Modify Existing Purchase Order includes the processes for modifying, saving, and re-approving an existing purchase order or agreement. Creating a new purchase document involves entering
new suppliers, negotiating new prices, and entering the new document in the system.

These are the general Oracle purchasing cycle which in depth will lead to numerous counterparts. I will try to help you with the major and most important aspects of Oracle Purchasing on the other posts.

Order to Cash Life Cycle

1--------Enter the Order----- Book-----------Pick Release-------------Ship Confirm----------2 2------- Auto Invoice----------Receivables-----------Invoice------------Receipt------------3-3--------Bank Reconciliation--------3
Inventory:
1. Create Unit of Measure
2. Create a Location
3. Create an Inventory Organization
4. Create a SubInventory
Enter Items:
5. Define Shipping Parameters
6. Create an Item
7. Create a Material Transaction
8. Add an Item to a Price List
Manage Parties and Customer Accounts:
9. Create customer Profile Class
10. Create Customer
11. Create a Customer Account
Enter Order:
12. Create a Sales Order
13. Create a Sales Line
14. Create a Split line and Ship Set
15. Schedule an Order
16. Book an Order
17. Pick Release
18. Ship ConfirmProcess
Invoices:
19. Create an Invoice
20. Process Invoices Using AutoInvoice
21. Enter a Manual Receipt
22. Apply a Receipt

Scheduling: Scheduling provides approximate ship date based on ATP (On-hand, expected supply and demand). Scheduling sets Schedule ship date and Arrival date ( for this Inter location transit time to be set).
Passes the demand to inventory. (Item attribute OE translatable to be enabled).
S.O line demand consumes item’s forecast. Can place reservation if SSD is with in the value of OM: Reservation time fence If product is available on-hand then Schedule ship date = requested date. If the item is non-ATP, then schedule ship date = requested date
OM: Auto schedule- profile option for automatic popup of scheduling window.
In order line, Tools – Scheduling – schedule, reserve, unreserved, reservation details.
In order TT- Scheduling level can be given.
Concurrent “ Schedule Orders” parameters : order number, request date, cust po no, ship to, customer, item.
OM: Schedule lines on hold- profile option to schedule hold lines.
OM: Scheduling role:
CSR only – (Customer service representative) In order organizer, tab scheduling is gray out.
CSR and scheduling – In order organizer all tabs are enabled. If u click (T) scheduling, then rest all the tabs will be gray out and vice versa. Scheduling across orders is possible.
Scheduler only – only (T) scheduling is enabled.
Note: Concurrent “ Reserve orders” to reserve orders.
OM: Source code – defaults to Order entry, OM passed to inventory during scheduling.
Reservation:
Item attribute reservable must be enabled.
Reservation puts soft pegging with the inventory.
Item reservation is removed after ITS.
Dates on Order line:
a) Request date
b) Promise date
c) Scheduled ship date
d) Scheduled arrival date
Price in order lines:
a) unit price/selling price - Price of each qty
b) extended price /line price – unit price x no of qty
c) List price – Price declared in price list
d) Modifiers – factors that change the list price.
e) Qualifiers – factors that qualifies the modifiers.
Order header: acts as primary source to lines, open until all lines are closed, Dependent of lines. They are OU specific.
Order lines: they are dependent on order header, multiple lines and org is possible. Lines takes precedence over header. They are org specific.
Order types:
a) BSA – Blanket sales agreement.
b) Sales order

Sales person: who is getting credited for sale. This is mandatory field.

Quota sales person – More than one sales person can be entered to divide the sales credit. Cumulative should be 100.
Non-Quota sales person – we can enter multiple sales person. But cumulative can be more than 100% eg: middlemen, agents.
Gross margin amount = Extended sales price – unit price. Gross margin hold can be set.

Period closing Process for Payables

Period closing Process for Payables
You cannot close a period in Payables if any of the following conditions exist:
o Outstanding payment batches. Confirm or cancel all incomplete payment batches.
o Future dated payments for which the Maturity Date is within the period but that still have a status of Issued.
o Unaccounted transactions. Submit the Payables Accounting Process to account for transactions, or submit the Unaccounted Transaction Sweep to move any remaining unaccounted transactions from one period to another.
o Accounted transactions that have not been transferred to general ledger. Submit the Payables Transfer to General Ledger process to transfer accounting entries.

To complete the close process in Payables:
1. Validate all invoices.
Run Invoice Validation Concurrent program.
2. Confirm or cancel all incomplete payment batches.

3. If you use future dated payments, submit the Update Matured Future Dated Payment Status Program. This will update the status of matured future dated payments to Negotiable so you can account for them.

4. Resolve all unaccounted transactions.
Submit the Payables Accounting Process to account for all unaccounted transactions. Review the Unaccounted Transactions Report. Review any unaccounted transactions and correct data as necessary.

Then resubmit the Payables Accounting Process to account for transactions you corrected. Or move any unresolved accounting transaction exceptions to another period (optional).
o Payables Accounting Process.
o Submit the Unaccounted Transactions Sweep Program.
5. Transfer invoices and payments to the General Ledger and resolve any problems you see on the output report:
o Payables Transfer to General Ledger Program.
6. In the Control Payables Periods window, close the period in Payables.
o Controlling the Status of Payables Periods.
7. Reconcile Payables activity for the period. You will need the following reports:
o Accounts Payable Trial Balance Report (this period and last period).
o Posted Invoice Register.
o Posted Payment Register.
8. If you use Oracle Purchasing, accrue uninvoiced receipts.

9. If you use Oracle Assets, run the Mass Additions Create Program transfer capital invoice line distributions from Oracle Payables to Oracle Assets.

10. Post journal entries to the general ledger and reconcile the trial balance to the General Ledger.

Oracle Financials Open Interface Manual

Oracle User Guide on Oracle Applications Open Interfaces. Good manual for Open Interfaces.

http://www.megaupload.com/?d=K0QVC3ID

Standard Reports in GL,AR,AP,PO

Download the training docs which has the details of Standard Reports in GL,AR,AP and PO.

http://www.megaupload.com/?d=ZT2D0VWX

Oracle apps Student Guide on Order-To-Cash Life Cycle

Download Oracle Student Guide on Order-To-Cash. A Great souce to know the Business flow of OTC Life Cycle.

http://www.megaupload.com/?d=0TADDC1I

Oracle Student Guides

Download the Oracle Student Guide Collection on SQL / PL/SQL / Forms 6i / Reports 6i / Forms 11i etc.

http://www.megaupload.com/?d=WPXTBMMV

download Oracle Apps Student Guides all modules

Download the collection of Oracle Apps Student Guides that I have. This zipped file has the student guides for most of the modules on Oracle E-Business Suite.

http://www.megaupload.com/?d=YTD92KVF

Alternatively, you can use the following link if you have problems accessing the above link

http://files.filefront.com/11i+Student+Guidesrar/;5289744;;/fileinfo....

oracle Order Management video and tutorials Demos

oracle Order Management video and tutorials and complete basic setups Demos

Download Order Management Demos from the following link.

http://www.megaupload.com/?d=DVNKZRL7

How to Integrate Custom Report with Oracle Apps

Download the Document on How to Integrate Custom Report with Oracle Apps.

http://www.megaupload.com/?d=ABHRCOTK

White papers on oracle account payables(AP)

Download the White paper collection on AP from the following link.

http://www.megaupload.com/?d=DYQZXAT3


Alternatively you can use the following link, if you feel difficulty in accessing the above link

http://d.turboupload.com/d/732112/AP.zip.html


Great benefit for those who doesn't have Metalink Id.

White papers on oracle general ledger(GL)

Download the White Paper collection on General Ledger. Great help to guys who doesn't have a metalink id.

http://www.megaupload.com/?d=TKV860E3

Oracle applications 11i Student Guides on HRMS

Download free Student Guides for Oracle HRMS. These three guides will cover almost all HRMS.

http://www.megaupload.com/?d=PT3HT7U2

oracle general ledger(GL) Practices

Download GL Practices from the following link. These practice include Creating Set of Books, Journal entries etc. on Vision Demo Database. Good for learners and aspiring Functional consultants.

http://www.megaupload.com/?d=7TXUMWZ1

Oracle ADI and 11i Tip Sheets

Download Oracle ADI and 11i Tip Sheets. These are very good documents which gives ADI and 11i Tips in a single page.

http://www.megaupload.com/?d=UYQDBNC9

Video Tutorials on Oracle General Ledger

Video Tutorial on Oracle General Ledger. The archived file has four tutorials(Setup, Reporting and Analysis, Currencies, Transactions and Advanced Features).

http://www.megaupload.com/?d=JOET6PQS

video tutorials on order 2 cash(O2C)cycle

Video Tutorials on Order-To-Cash and Order Management. Download from the Following link.

http://www.megaupload.com/?d=WS9ES3VI

basic concepts in oracle 11i financials --AP

The Payables module in Oracle Applications allows you to pay your suppliers for merchandise and services and enables you to manage your procurement cycle. This module consists of two integrated workbenches, Invoice and Payment.

This ReferencePoint describes Accounts Payable (AP) and explains how to manage payments to vendors and suppliers.

The Payables Workflow

Oracle Payables is integrated with Oracle Purchase and Oracle Cash Management. When you purchase goods or services from a supplier, an encumbrance is created. As soon as you receive the goods or services, the encumbrance becomes a liability that remains in your books until you pay for goods or services.

Figure shows the integration of Oracle Payables, Oracle Purchase, and Oracle Cash Management:

Integration of Payables, Purchase, and Cash Management

Oracle Purchase, similar to all other feeder systems, is also integrated with Oracle GL. You can transfer all accounting transactions generated and created in Oracle Payables to Oracle GL through GL_INTERFACE_TABLE.

To integrate Payables with GL:

1. Run Payables Transfer from Oracle Payables to the General Ledger process. Using this process, you can transfer invoice and payment accounting to the GL_INTERFACE table.

2. Run the Journal Import program from Oracle GL to transfer the invoice and payment accounting from the GL_INTERFACE table to GL. This creates unposted journal entries in GL, which can be reviewed and finally posted. The posting process updates account balances.

How to Set Invoice Workbench

Invoice Workbench enables you to enter, adjust, modify, and review invoices and invoice batches that your customers have raised on you.

You can integrate the Invoice and Payment workbenches through the Invoice Overview and Payment Overview windows. You can use either of these workbenches to review the information in the other workbench.

The Setup options in Oracle allow you to manage the procurement cycle and save money for your organization. You can define the Payables system to:

• Pay suppliers on time

• Get maximum discounts on payments

• Prevent duplicate billing and invoicing

• Perform multiple matching of Invoice and Purchase Orders

• Avoid overdrafts on bank accounts

• Review information online to check the status of payments

There are various options that you can set to work with the invoice feature in Oracle Payables. These include the options for suppliers, invoices, and distribution sets.

Supplier

The Suppliers window enables you to enter information about individuals and organizations that supply goods and services. You can enter employees as suppliers to enable the system to make payments against expenses.

If any of the suppliers operate from multiple locations, you need to enter the supplier information only one time. You can assign multiple sites to each of the supplier's locations. A site is a location from where the supplier runs a specific business. Sites can be designated as pay sites, purchasing sites, and REQ only sites. On the basis of supplier definition, you can purchase goods or services and send payments to a site.

How to Define a Supplier

To define a supplier:

1. Log on to Oracle Applications. Select Switch Responsibility -> Payables, from the main menu. Select Suppliers –> Entry. The Suppliers form opens, as shown -
   The Suppliers Form

2. Enter a name, tax payer ID, and a number signifying your customer ID. Select the Classification tab. In the Type field, select a type from the LOV for the supplier.

3. Open the Accounting tab. Enter a distribution set to automatically enter distributions for an invoice when it does not match a purchase order. For example, you can create a distribution set for stationery supplier. This allocates stationery expense on an invoice to a specific number of end users.

4. Open the Control tab. In the Invoice Match option, select either Purchase Order or Receipt.

If you enable any of the HOLD options for a specific supplier, Payables will withhold payments to that supplier.

5. Click the Payment tab. In the Terms field, select a Payment Term agreed upon by you and your supplier. Select Pay Group to assign to the supplier, as shown earlier in screenshot-2

6. Enter a priority number between 1 and 99 in the Payment Priority window with one having the highest and 99 the lowest priority. Select Terms Date Basis to define the date from which Payables calculates a scheduled payment from a supplier.

7. Select Pay to determine the pay date for a supplier's invoice. Click the Bank Accounts tab to define the supplier's bank accounts.

8. Select Purchasing. Define the organization's Ship-To and Bill-To locations among other options, where the supplier sends the goods to the Ship-To location and the invoices for goods or services to the Bill-To location.

9. Select the Receiving tab. The options to open the Receiving tab are:

   • Enforce Ship-To Location: Determines whether or not the receiving location is the same as the Ship-To location.

   • Receipt Routing: Defines the flow of goods after the supplier has delivered the same at the Ship-To location.

   • Match Approval Level: Allows you to online match receipts and purchase orders to ensure that you pay only for the ordered goods and services.

   • QuantityReceived Tolerance: Defines the maximum range of over-receipt in addition to the quantity ordered, based on the percentage you enter.

   • Tolerance: Defines how the purchase department handles the receipts that exceed the QuantityReceived Tolerance based on the selected value.

   • Days Early and Days Late Receipt Allowed: Defines how many days before and after the date of receipts of goods, you are ready to accept the delivery.

   • Receipt Date Exception: Defines how the purchase department handles receipts that exceed the Days Early and Days Late Receipt Allowed.

10. Save and click the Sites button. The Supplier Sites form opens, as -

The Supplier Sites Form

11. Type a site name, EC-NYC in the Site Name text box. Type the address in the Address option. Select the General tab and select the Pay and Purchasing check boxes in the Site Uses option. The concerned supplier uses this site for receiving purchase orders as well as payments. Select the Contacts tab and enter a contact name and information for the supplier.

12. Select the Accounting tab. Enter the default GL accounts that will be updated when you deal with the supplier. Click the Bank Accounts tab and enter the supplier's bank account data. Save and close the Supplier Sites form.

Payment Terms

You need to define Payment Terms to assign them to an invoice. This allows you to automatically create scheduled payments when you submit an invoice for approval. A Payment Term consists of one or more Payment Term lines where each line creates a scheduled payment. Each scheduled payment has an associated due date or a discount date based on:

• A specific day of a month, such as the tenth day of the month.

• A specific date, such as January 10, 2003.

• The number of days added to the terms date, such as 10 days after the terms date.

• A special calendar that mentions a due date for the period that includes the invoice terms date. Due dates can be based on a special calendar but not discount dates.

To define a Payment Term:

1. Select Setup –> Invoice -> Payment Terms from the main menu. The Payment Terms form opens, as shown -

The Payment Terms Form

2. Enter a name for the Payment Term.

3. Enter a Cut-off Day if you are entering Day of Month terms. The Cut-off Day defines the day of the month. After the Cut-off Day, due and discount dates will be in a future month depending upon the value entered in the Months Ahead field. For example, the values of Cut-off Day are 10, Months Ahead is 0, and Day of Month is 15. If you enter an invoice with a terms date of March 12, Payables will set the due date to April 15.

Note

You can also use Fixed Date or Days terms instead of Day of Month terms, but you cannot select two different terms.

4. Enter 100% or less if payment is made in installments in the % Due field. Click the First Discount tab.

5. Enter the discount percentage in the % Discount field. Press Tab to go to the Days field. Enter a value 10 in the Days field. This Payment Term will provide a 2% discount if payment is made within 10 days of the Term Date. Define the second and third discounts.

6. Save and close the Payment Terms form.

Distribution Sets

A distribution set creates distributions for an invoice where the Purchase Order does not match with the invoice. You need to assign distribution sets to a supplier site where the Payables module uses them for every invoice assigned to the supplier site. If a distribution set has not been assigned to a supplier site, select one when you enter the invoice.

The two types of distribution sets are:

• Full distribution set: Contains the percentages in which the distribution of the Invoice amount is created.

• Skeleton: Contains no predefined percentages. You need to enter the amount when you enter the invoice.

To define a distribution set:

1. Select Setup –> Invoice –> Distribution Sets. The Distribution Sets form opens, as shown -
   The Distribution Sets Form

2. Enter a name for the set.

3. Click the Num field. Type 1 for the first distribution line.

4. Enter the percentage of the invoice amount you want to distribute among the distribution line in the % field.

5. Type the account code to which this distribution line belongs in the Account field. For example, you can enter depart 001.

Note

You can create as many distribution lines as you need, but ensure that the total of the values of the % field equals 100.

6. Save and close the Distribution Sets form.

Invoice Tolerances

The Invoice Tolerances window allows the end user to define acceptable tolerances, allow variances between invoices, purchase orders, and obtains receipts and tax information. You can define tolerances in percent or absolute terms.

Tolerances in Payables store a matching or a tax hold in an invoice, if the value exceeds the tolerance levels defined in the Invoice Tolerances window. When you submit an invoice for approval, Oracle Payables checks whether the invoice matches the purchase order or the receipt within the purchase order tolerance limits you have set.

When you submit the invoice with a tax amount for approval, Payables checks whether the invoice tax amount equals the calculated tax amount within the tolerance limits you have defined.

If you define a percentage-based tolerance, Payables calculates the tolerance, based on the invoice amount including the tax. For example, the invoice amount is USD 100, the tax rate is 10%, and the tax tolerance is 5%. In this case, an Invoice will not be raised on a Tax variance hold if the tax distribution amount entered ranges from USD 9.5 to USD 10.5.

To define Invoice Tolerances, select Setup –> Invoice –> Tolerances from the main menu. The Invoice Tolerances form opens, as shown-

The Invoice Tolerances Form

Invoice Approvals

The Invoice Approvals window defines the rules that manually hold or release invoices. You can create hold rules, such as APPROVAL REQUIRED, and release rules, such as APPROVED. You can define as many approval rules as you need.

To define Invoice Approval code:

1. Select Setup –> Invoices –> Approvals, from the main menu. The Invoice Approvals form opens, as shown -

The Invoice Approvals Form

2. Enter a name and description for the code.

3. Select a predefined type in the Type field.

4. Select the Accounting Allowed option if you are defining a hold code.

5. Enable the Manual Release Allowed option manually if you are defining the release code. It releases the hold on an invoice.

6. Save and close the Invoice Approvals form.

Invoices

Oracle Payables enables the end user to enter and work with the following types of invoices:

• Standard: Indicates the basic form of invoice that represents a payment due to a supplier for goods or services purchased.

• Credit Memo: Indicates a negative amount invoice that is received from the supplier for goods and services purchased. You can use it as a price correction tool.

• Debit Memo: Represents a credit amount, which the supplier owes you. This document is created and sent to the supplier.

• Purchase Order Default: Enables you to match the invoice against the purchase order. While you enter an invoice, the purchase order number entered automatically copies supplier related information from the purchase order to the invoice.

• Mixed: Allows the ordered quantity against purchase orders and other invoices, both in excess and in deficit.

• Quick Match: Enables you to match an invoice against all shipment or receipt lines in a purchase order.

• Prepayment: Enables you to enter an advance payment for expenses to a supplier or an employee. For example, you may need to make a deposit when placing an order or make advance payments for travel expenses.

• Withholding Tax: Enables you to remit taxes invoice withheld from the tax authority.

• Expense Report: Enables you to enter amounts due to an employee for business-related expenses.

• Interest: Enables you to calculate the interest for overdue invoices and create interest invoices for relevant suppliers. You need to enable the Allow Interest Invoice option in the Payables options window.

• Figure shows the invoicing process:

Overview of the Invoicing Process

Invoice Gateway vs. Invoice Workbench

You can enter invoice information using either the Invoice Workbench or the Invoice Gateway.

The Invoice Gateway enables you to enter large volumes of standard and credit memo invoices that are not complex and do not require extensive online validation or change in values during data entry.

The Invoice Gateway enables Purchase Order matching and applying prepayments to invoices being entered.

The Invoice Workbench enables you to enter complex invoices that require extensive online validation and change of values that appear by default during data entry. You can also use the Invoice Workbench to perform an action on the invoice immediately after entering it. For example, you may need to apply a payment immediately upon entering the invoice information and you can do it from the same window.

How to Enter an Invoice

To create a Purchase Invoice batch and to enter a Purchase invoice:

1. Log on to the system. Select Switch Responsibility -> Payables, from the main menu.

2. Select Invoices –> Entry –> Invoice Batches, from the main menu. The Invoice Batches form opens, as shown -

The Invoice Batches Form

3. Enter a batch name and a Payment Term. Click the Invoices button. The Invoices form opens, as shown -

The Invoices Form

4. Select Type as Standard. Select a Supplier. When you select a Supplier, the Supplier Number and Site is automatically populated.

5. Enter an invoice date in the Invoice Date column. Enter the invoice number as 100.

6. Select the Invoice Currency as USD. Enter the invoice amount as 10, 000.

7. Type GL Date = System Date and Terms Date = System Date.

8. Change the Payment Term if needed. The default value defined will be similar to the Invoice Batches form.

9. Select a payment method such as Check. Select Pay Group, if needed.

10. Save the date in the Invoices form. Do not close the Invoices window.

How to Enter Invoice Distributions

You may need to distribute the entered invoice to various departments in your organization. For example, you have an expense item, Furniture. You may need to allocate its cost to three departments.

Use the invoice created in the earlier exercise. To enter invoice distributions:

1. Click the Invoice line and then click the Distributions button. The Distributions form opens, as shown -
   The Distributions Form

2. Type one in the Number field. Select Item in the Type field.

3. In the Amount field, type 3500.

4. Type a GL Date or accept the system date.

5. Type the account combination for the first department for which the cost is being allocated in the Account field.

6. Type 2 in the Num field. In the Type field, select Item. In the Amount field, enter 4000. Type a GL Date and the account combination for the second department, as shown in the Screenshot above.

7. Repeat the steps for the third number. Ensure that the Invoice Total matches the Distribution Total.

8. Save and close the Distributions form.

How to Enter Distributions Using a Distribution Set

Prerequisite: Create a distribution set.

To enter an invoice distribution using a distribution set:

1. Open the Invoice Batches window.

2. Select View -> Find, from the top menu. The Find Invoice Batches window opens. Enter the name of your invoice batch. Click the Find button. The Invoice Batches form opens with the invoice batch.

3. Click the Invoice button. The Invoices form opens.

4. Enter Type as Standard.

5. Enter your supplier and press Tab to go to the Invoice Date field. Type an invoice date.

6. Enter the invoice number and invoice amount.

7. Click the Distribution Set field. Select the distribution set that you have created earlier and save.

8. Click the Distribution button. The Distributions window opens where you can see that the distribution for your invoice is complete.

9. Save and close the Invoice Batches form.

How to Create a Scheduled Payment

After entering an Invoice, the Payables module uses the Payment Terms and the Term date specified to automatically schedule payments. The Payment Terms parameters enable you to calculate the due date for the invoice, the discount date, and the discount amount for each scheduled payment.

To create a scheduled payment for an invoice:

1. Open the Invoice Batches window. Select Invoices –> Entry –> Invoice Batches. The Invoice Batches window opens.

2. Select View –> Find to query the Invoice Batch from the top menu.

3. Click the Invoices button in the Invoice Batches window. The Invoice form opens.

4. Enter a Standard invoice using a distribution set. Save date in the Invoice form.

5. Click the Scheduled Payments button. The Scheduled Payments form opens, as -
   The Scheduled Payments Form

6. Enter 70% of your invoice amount in the Gross Amount field.

7. Click the Split Schedule button. A scheduled payment new line is automatically created in the Scheduled Payments form.

8. Ensure that the invoice amount matches the gross amount total.

9. Save the date in the Scheduled Payments form.

How to Create Freight Distribution

To create freight distribution in Oracle Payables:

• Enable the Automatically Create Freight Distribution option when you parameterize the Payable options. You can enable this option in the Invoice tab embedded in the Payable Options form.

• Allocate freight across invoice distributions.

• Manually enter freight distributions.

To create freight distribution:

1. Open the Invoice Batches window and select Query to find the invoice batch option.

2. Select your batch. Click the Invoices button.

Note

If you cannot view the Freight Amount field and the Create Freight Distribution check box, select Folder –> Show Field from the top menu.

3. Create a Standard invoice in the Invoices form.

4. Enter the invoice number and invoice amount in the Invoices form. The Invoice Amount here includes Freight.

5. Enter a value in the Freight Amount field.

6. Select the Create Freight Distribution check box. The Freight window opens. Type your Freight distribution account here. Click OK.

Note

If you have already entered a Freight distribution account when configuring the Payable option then that account code will appear by default.

7. Save the Invoices form.

8. Click the Distributions button to verify the freight distribution. The Freight line appears, by default.

9. Add another distribution line. Save and close the Invoices form.

How to Allocate Freight

To enter freight distribution and allocate it across two departments or divisions:

1. Open the Invoice Batches window and select Query to find the invoice batch.

2. Click the Invoices button. The Invoices form opens. Enter an invoice.

3. Set Type as Standard and select a supplier name.

4. Enter an Invoice number and the Invoice amount. The invoice amount includes the freight amount.

5. Click the Distributions button. The Distributions form opens.

6. Enter a two-line distribution for your invoice.

Note

The amount distributed here will be net freight amount. The distribution is being made across two different departments. While entering the account code, ensure that different values are selected for the Department segment.

7. Save the date. Click the Allocate button. The Charge Allocations form opens, as shown -

The Charge Allocations Form

8. Select Freight in the Type field and select the Prorate check box.

9. Enter the Freight amount to be allocated to each department in the Amount field. Click the Select/Unselect All button.

10. Click the OK button. You will automatically return to the Distributions window. The Freight allocation is prorated on the basis of the amounts in the two item distribution lines. Save and close the Charge Allocations form.

How to Match Invoices with Purchase Orders

Best business practices include payment for the goods that have been ordered. For this, you need to match your invoice against the payments made and the original purchase order.

Oracle Payables allows you to either match a single invoice against multiple purchase orders or distributions or match multiple invoices with a single purchase order or distribution.

Using Oracle Payables, you can create Holds on invoices where you are being billed in excess of the amount and quantity tolerances that you define. You will not be able to make a payment on the invoices unless the hold is removed.

There are three Match Approval levels:

• 2-Way:

  • The quantity billed is matched against the quantity ordered.

  • The invoice unit price is matched against the purchase order line unit price.

• 3-Way:

  • The quantity billed is matched against the quantity ordered.

  • The invoice unit price is matched against the purchase order line unit price.

  • The quantity billed is matched against the quantity received.

• 4-Way:

  • The quantity billed is matched against the quantity ordered.

  • The invoice unit price is matched against the purchase order line unit price.

  • The quantity billed is matched against the quantity received.

  • The quantity billed is matched against the quantity accepted.

You need to create an Invoice and match it against the original Purchase Order.

Prerequisite: You need to create a Purchase Order using the Oracle Purchasing module. Remember to note the Purchase Order Number.

To understand the three Match Approval Levels:

1. Select Switch Responsibility -> Oracle Payables, from the main menu.

2. Select Invoices –> Entry –> Invoice Batches.

3. Query your invoice batch. Select View –> Find, from the top menu.

4. Click the Invoices button. In the Invoices window, enter an invoice.

5. Set Type as PO Default. The PO Number window will appear. Enter your purchase order number here. Click OK.

6. Enter an invoice number and an invoice amount.

7. Click the Match button. The Find Purchase Orders for Matching form opens, as -

The Find Purchase Orders for Matching Form

8. Accept the default PO number. Click the Find button. The Match to Purchase Orders form opens, as shown-

The Match to Purchase Orders Form

9. Select the Match check box and click the Match button. Save and close the Match to Purchase Orders form.

Oracle Apps 11i : Creating Journals through Oracle GL

This tutorial will describe the procedure of creating journals through oracle GL - Create a new batch with multiple Journal entries, Enter Journals to a Batch and to Enter Journal Lines.

Create a new batch with multiple Journal entries

Create a Journal batch

The following are the steps for creation of a journal batch:

1. Navigate to the enter journals window.

2. Choose New Batch.

3. Enter an optional Batch name to identify the batch on general ledger and journal entry reports. You cannot have duplicate batch names in the same accounting period. If you do not enter a batch name, General Ledger will create a default name from the source, combined with a unique batch ID and the system date.

4. Enter the accounting Period for which you want to post the entries in your journal batch. General Ledger defaults to the latest Open period.

a. Note: If you enter a period prior to the current accounting period and the user profile option Journals: Enable Prior Period Notification is set to Yes, General Ledger will display a message indicating that you are entering a prior period journal. You must confirm that this is what you want to do.

b. Additional Information: Balance Type is a display–only field. It displays Actual when you are entering actual journals and Budget when you are entering budget journals.

5. (Optional) Enter a description for the journal batch.

6. Enter a Control Total if you want to verify the total debits for your journal batch against the batch control total. You can also enter a control total at the journal entry level.

7. Choose Journals to add journals to the batch.

Figure -2 The Journal batch creation screen.

Enter Journals to a Batch

One can enter a journal to an existing batch or can create a new journal. The following are the steps:

1. Navigate to the Enter Journals window.

2. Enter or query the batch for which you are entering journals. To enter a journal without entering batch information, choose New Journal and proceed to Step 4.

• To enter journals for a new batch, choose New Batch and enter the batch information.
• To add journals to an existing batch, query the batch and choose

Review Batch.

3. Choose Journals.

4. Enter a unique Journal name for the entry. If you do not enter a journal name, General Ledger automatically assigns a name using the following format: Source Journal ID Date.

If you did not enter a batch name before entering journals, General Ledger uses the name of the first journal in the batch to create a default batch name.

5. Enter the Period for the journal entry. If you entered a period at the batch level, you must use the same period for each journal entry in the batch. If you did not enter a period at the batch level, choose any Open or Future Enterable period for your journal entry. Note that you can only post journals in Open periods.

6. Accept or change the default Effective Date for the journal entry.

7. Enter a Category to describe the purpose of your journal entry, such as accrual, payments or receipts. All lines in a journal entry share the same journal category.

General Ledger defaults the journal category if you defined the profile option Journals: Default Category.

8. Enter an optional Description for the journal entry. General Ledger uses this as the default description for each journal entry line. You can change the journal entry description as necessary.

9. Enter a Control Total if you want to verify the total debits for the journal lines against the journal control total.

10. Accept the default Currency (the functional currency for your set of books), or change the journal currency to enter a foreign currency or statistical journal.

11. (Optional) If you have average balance processing enabled and your set of books is a consolidation set of books, select Standard or Average as the Journal Type.

In a consolidation set of books, you can create journal entries that affect either standard or average balances. The balances are not linked. In a non–consolidation set of books, you can only create journal entries that directly affect standard balances. Average balances are calculated automatically from your standard balances.

12. Enter a Reference description to further identify the journal entry on general ledger and journal entry reports.

13. (Optional) If you are entering an inter-company transaction within a single set of books, you can specify the clearing company. Note: You can define relationships in the inter-company Accounts window which General Ledger then uses to automatically determine a clearing company. The clearing company you manually enter in the More Details window may not override the relationships defined in the inter-company Accounts window.

14. Enter a reversal Date, Period, and Method. You can then generate a reversing journal entry to that effective date and period. You can also reverse a journal entry without assigning a reversal period. Reversal Method can be either:

Switch Dr/Cr: General Ledger creates your reversing journal by switching the debit and credit amounts of the original journal entry. This method is often used when reversing accruals. Change Sign: General Ledger creates your reversing journal by changing the sign of your original journal amounts from positive to negative. This reversal method is often used when reversing journals to correct data entry mistakes.

15. Return to the Journals window and enter the journal lines.

16. Save your work.

To Enter Journal Lines

The following are the steps for entering the line information in a journal:

1. Navigate to the Enter Journals window.

2. Enter your batch and journal information. Alternatively, you can set up a default category and accept all default batch and journal information to enter lines directly.

3. Enter a Line number for each journal line to control the sequence in which the journal entry lines appear online and in reports. After you enter the first journal entry line number, General Ledger automatically increments the numbers for the following lines. You can change the line numbers as necessary.

4. Enter an Account for the journal line.

5. Enter the Debit or Credit amount for the designated account.

Note: If needed, you can enter debits and credits as negative amounts.