Oracle AP Cycle

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Accounts Payable Cycle using Oracle

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Oracle AP Cycle

  1. 1. Account Payables Cycle Oracle Application
  2. 2. Index of Contents <ul><li>Inputting Invoices </li></ul><ul><li>Approving Invoices </li></ul><ul><li>Inputting Employee Expense Report </li></ul><ul><li>Inputting Manuals </li></ul><ul><li>Inputting Wires </li></ul><ul><li>Paying Invoices </li></ul><ul><li>Holding invoice for payment </li></ul><ul><li>Releasing invoice from hold </li></ul><ul><li>Editing entered invoice </li></ul>
  3. 3. Entering Invoice Invoice from Supplier Check Request Approved & Coded Sent for Approval yes no Approved Validate File to Pay later <ul><li>Received invoice from supplier or check request </li></ul><ul><li>Check for coding and approval </li></ul><ul><li>Sort by Company </li></ul><ul><li>Create a New Batch </li></ul><ul><ul><li>Invoice Batch (Work bench) </li></ul></ul><ul><ul><li>Batch Name: (e.g. JP-XYX18/NOV/05-AP ) </li></ul></ul><ul><ul><li>Control Count: est. # of inv. </li></ul></ul><ul><ul><li>Control Amt.: est. amt of inv. </li></ul></ul><ul><ul><li>Payment term: Immediate </li></ul></ul><ul><ul><li>GL Date: Last day of Month </li></ul></ul><ul><ul><li>Liab. Acct.: 05-00-00-26101-00000 </li></ul></ul><ul><ul><li>Press [ Invoices ] </li></ul></ul><ul><ul><li>Input each invoice separate </li></ul></ul><ul><ul><ul><li>Supplier; Site; Inv. Date; Inv. #; Inv. $; GL Date; description </li></ul></ul></ul><ul><ul><ul><li>Press [ Distribution ] </li></ul></ul></ul><ul><ul><ul><ul><li>Amount; Acct.; Cost Center </li></ul></ul></ul></ul><ul><ul><ul><li>Update est. with actual #s. </li></ul></ul></ul><ul><ul><ul><li>[ Safe ] (Icon Yllw. Disk) </li></ul></ul></ul><ul><ul><ul><li>[ Close ] </li></ul></ul></ul><ul><ul><ul><li>Run < Report after closing batch > </li></ul></ul></ul>Stamp w/ enter date XYX-Company 05 Sample Input into AP Coded & Input into AP
  4. 4. Approving Invoices Once invoices are approved after entered they needs to be approved manually, to issue payment on the next payment batch. <ul><li>Invoice Bench (Invoices) </li></ul><ul><li>Name: Name of supplier </li></ul><ul><li>Amount: Amount of Invoice </li></ul><ul><li>Select the Invoice that need validation (approval) </li></ul><ul><li>Click [ Actions ]; Approve </li></ul><ul><li>Save & Close after validating all the invoices. </li></ul><ul><ul><li>Tip : Flash Light Icon will go back to find invoice bench. </li></ul></ul>
  5. 5. Report after Closing Batch <ul><li>Run Request </li></ul><ul><ul><li>“ Payables Accounting Process ” </li></ul></ul><ul><ul><li>Change Parameters: </li></ul></ul><ul><ul><ul><li>Doc. Class: Invoices </li></ul></ul></ul><ul><ul><ul><li>Sum Tranf. To GL: No </li></ul></ul></ul><ul><ul><ul><li>Sum Journ. Imp. : No </li></ul></ul></ul><ul><ul><ul><li>Validate Acct.: No </li></ul></ul></ul><ul><ul><ul><li>Sumze. Rprt: No </li></ul></ul></ul><ul><li>Run Request </li></ul><ul><ul><li>“ Payables Transfer to General Ledger” </li></ul></ul><ul><ul><li>Change Parameters: </li></ul></ul><ul><ul><ul><li>To Date: Last date of Month (dd-mm-yyyy) </li></ul></ul></ul><ul><ul><ul><li>Journal Category: All </li></ul></ul></ul><ul><ul><ul><li>Validate Account: Yes </li></ul></ul></ul><ul><ul><ul><li>Transfer to GL Interface: In Detail </li></ul></ul></ul><ul><ul><ul><li>Submit Journal Import: Yes </li></ul></ul></ul>
  6. 6. Entering Expense Report Expense Report Approved & Coded Sent for Code/ Approval yes no Approved & Coded File to Pay later <ul><li>Received Expense report from employee </li></ul><ul><li>Check for coding and approval </li></ul><ul><li>Sort by Company </li></ul><ul><li>Enter Employee: Last Name, Name </li></ul><ul><li>GL Acct.: 05-00-00-73101-Employee Cctr. </li></ul><ul><li>Date: Date entering Exp. (dd-mo-yy) </li></ul><ul><li>Invoice Num.: same as date ( Tip: press Tap ) </li></ul><ul><ul><li>If invoice exist, check for duplicate; if not a duplicate add a (*) to differentiate. </li></ul></ul><ul><li>Amount: Total amt of all expenses. </li></ul><ul><li>Template: Standard ( Tip: St and [Tap] ) </li></ul><ul><li>Item: (miles, air fare, meal, car, hotel, etc). </li></ul><ul><ul><li>Sub-menu will appear check acct. </li></ul></ul><ul><li>Amount: Item amount ( Tip: add all item in same account ) </li></ul><ul><li>[ Save ] </li></ul><ul><li>Stamp with enter date </li></ul><ul><li>File to pay later </li></ul><ul><li>( Tip: to add another employee expenses, go to employee field and arrow down ) </li></ul><ul><li>After all employees report are enter [ close ] </li></ul><ul><li>Run Report after Expense Report are Entered. </li></ul>Stamp w/ enter date XYX-Company 05 Sample Input into AP
  7. 7. Report after Expense Report Input <ul><li>Run Request </li></ul><ul><ul><li>“ Payables Invoice Import ” </li></ul></ul><ul><ul><li>Change Parameters: </li></ul></ul><ul><ul><ul><li>Batch Name: Same as Invoices </li></ul></ul></ul><ul><ul><ul><li>Summarize Rprt: No </li></ul></ul></ul><ul><ul><ul><li>GL Date : Last Day of Month </li></ul></ul></ul><ul><ul><ul><li>Click [ OK ] </li></ul></ul></ul><ul><ul><ul><li>Click [ Submit ] </li></ul></ul></ul><ul><ul><ul><li>View Request </li></ul></ul></ul><ul><li>Run Request </li></ul><ul><ul><li>“ Payables Approval” </li></ul></ul><ul><ul><li>Change Parameters: </li></ul></ul><ul><ul><ul><li>Options: New </li></ul></ul></ul><ul><ul><ul><li>Invoice Batch: Same as input </li></ul></ul></ul><ul><ul><ul><li>Click [ OK ] </li></ul></ul></ul><ul><ul><ul><li>Click [ Submit ] </li></ul></ul></ul><ul><ul><ul><li>Should say </li></ul></ul></ul><ul><ul><ul><li>“ AP_APPRVL_NO_HOLDS_RELEASES” </li></ul></ul></ul>
  8. 8. Entering Manuals <ul><li>Input to AP as a normal batch </li></ul><ul><li>Issue Payment (Manual Payments) </li></ul><ul><ul><li>Payments </li></ul></ul><ul><li>Type: Manual </li></ul><ul><li>Bank Account: XYX AP </li></ul><ul><li>Document: Manual Check </li></ul><ul><li>Click [ Ok ] </li></ul><ul><li>Document Num.: Edited with specified in check request. </li></ul><ul><li>Payment Date: Date check was issue </li></ul><ul><li>Payment Amt.: Amount of check </li></ul><ul><li>Supplier: Payee </li></ul><ul><li>Site: Pick site before continue </li></ul><ul><li>Click [ Enter/adjust invoices ] </li></ul><ul><li>Invoice num click </li></ul><ul><li>Click [Find] </li></ul><ul><li>Verify invoice amt. click [ OK ] </li></ul><ul><li>[ Save ] </li></ul><ul><li>[ Close ] </li></ul><ul><li>Arrow down for next wire & cont. as above </li></ul><ul><li>After finishing [ close all ] </li></ul>Manuals (Margaret) Set up in Oracle Set them up In Oracle By app. person yes no Set up in Oracle Approve/ Print Reg. Issue PMT Stamp w/ enter date XYX-Company 05 Sample Input into AP
  9. 9. Entering Wires <ul><li>Input to AP as a normal batch </li></ul><ul><li>Issue Payment (Manual Payments) </li></ul><ul><ul><li>Payments </li></ul></ul><ul><li>Type: Manual </li></ul><ul><li>Bank Account: XYX AP </li></ul><ul><li>Document: Wire/Manual </li></ul><ul><li>Click [ Ok ] </li></ul><ul><li>Document Num.: Auto (write on inv. in red) </li></ul><ul><li>Payment Date: Date wire was issue </li></ul><ul><li>Payment Amt.: Amount of check </li></ul><ul><li>Supplier: Payee </li></ul><ul><li>Site: Pick site before continue </li></ul><ul><li>Click [ Enter/adjust invoices ] </li></ul><ul><li>Invoice num click </li></ul><ul><li>Click [Find] </li></ul><ul><li>Verify invoice amt. click [ OK ] </li></ul><ul><li>[ Save ] </li></ul><ul><li>[ Close ] </li></ul><ul><li>Arrow down for next wire & cont. as above </li></ul><ul><li>After finishing [ close all ] </li></ul>Manuals (Margaret) Set up in Oracle Set them up In Oracle By app. person yes no Set up in Oracle Approve/ Print Reg. Issue PMT Stamp w/ enter date XYX-Company 05 Sample Input into AP
  10. 10. Paying Invoices/ Check Run XYX-Company 05 Sample <ul><li>Issue Payment (Payments) </li></ul><ul><ul><li>Payments Batches </li></ul></ul><ul><li>Batch Name: JPXYX-11/21/05-AP (start with user initials-company today’s date) </li></ul><ul><li>Payment Date: Change it to working date if open month is November and working in October change to Oct. </li></ul><ul><li>Bank Account: XYX AP Checking </li></ul><ul><li>Payment Method: Check </li></ul><ul><li>Check First Document with check log </li></ul><ul><li>Click [ Actions ] select Print Preliminary Register (1 st 3 should be selected: Select Invoices, Build Payments & Print Preliminary Register) Click [ Ok ] twice. </li></ul><ul><li>View/Request/[ Find ]/[ Refresh Data ] </li></ul><ul><li>Check Preliminary Register for accuracy & fill the check log with amount & check #’s </li></ul><ul><li>Query Batch [ F11 ] in the Payment Batch; status should say BUILT </li></ul><ul><li>Click [ Actions ] </li></ul><ul><li>Select Print Now; ( Format Payment & Print Now should be selected ). Click [ Enter ] twice </li></ul><ul><ul><li>Query Batch [ F11 ] in the Payment Batch; status should say FORMAT </li></ul></ul><ul><ul><li>Click [ Actions ] </li></ul></ul><ul><ul><li>Select Confirmed payment. Click [ Enter ]. </li></ul></ul><ul><ul><li>In status type p for printed </li></ul></ul><ul><ul><li>Input last check # in last doc. Number </li></ul></ul><ul><ul><li>Click [ Confirm ]; [ Ok ]; save & close </li></ul></ul><ul><ul><li>View Req. , Refresh to print confirmation </li></ul></ul><ul><ul><li>Once checks print, a supervisor will verify & sign log. </li></ul></ul>Canceling a Batch to void or edit <ul><ul><li>Query Batch [ F11 ] in the Payment Batch </li></ul></ul><ul><ul><li>Click [ Actions ] </li></ul></ul><ul><ul><li>Remove [  ] off </li></ul></ul><ul><ul><li>Select enter batch </li></ul></ul><ul><ul><li>Save & close </li></ul></ul>
  11. 11. Holding Payments XYX-Company 05 Sample <ul><li>Holding Payments (Payments) </li></ul><ul><ul><li>Payments Batches </li></ul></ul><ul><li>Query Batch [ F11 ] in the Payment Batch </li></ul><ul><li>Select Payment one desire to hold </li></ul><ul><li>Click [ Actions ] </li></ul><ul><li>Click [ Initiate Stop ] </li></ul>Accounting Period Open Accounting Period Close Hold Checks Manually Close Accounting Period yes no After period close all the invoices will be release for payment, all the un approved invoices will be put in hold until approval is received.
  12. 12. Releasing invoice from hold XYX-Company 05 Sample <ul><li>Releasing Payment </li></ul>Invoice Approved Release for Payment Leave on Hold yes no
  13. 13. Editing entered invoice XYX-Company 05 Sample

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