This document provides step-by-step instructions for completing the procure to pay process in an ERP system. It includes how to create suppliers, generate a requisition, create a purchase order, receive goods, generate an invoice, validate and pay the invoice, and create the accounting entries. The process involves 5 main stages: 1) creating a requisition, 2) creating a purchase order, 3) receiving items, 4) processing the invoice and payment, and 5) creating the accounting entries.

1. Procure to Pay Life
Cycle
End to End Process

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P T P Flow
Objectives: ................................................................................................................................................ 3
Pre-Requisites: .......................................................................................................................................... 4
Process Steps: ........................................................................................................................................... 5
Create Supplier: ABC Vodafone Supplier .................................................................................................. 6
Create Supplier: ABC Idea Supplier ......................................................................................................... 15
Check the Quantity of Item in Sub Inventory ......................................................................................... 25
Stage-1: Create Requisition .................................................................................................................... 28
Stage-2: Create Purchase Order ............................................................................................................. 34
Stage-3: Receiving Items ......................................................................................................................... 39
Check the Quantity of Item in Sub Inventory after Receiving ................................................................ 43
Submit Program for Pay on Receipt Auto invoice ................................................................................... 46
Stage-4: Invoice and Payment ................................................................................................................ 50
Stage-5: Create Accounting for Payment and Invoice ............................................................................ 60

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Objectives: After completing the document one should be able to understand the whole
overview of Procure to Pay Process implementation.
Able to create a requisition.
Create a Purchase Order
Create a Receipt.
Create an Invoice automatically.
Able to make payment.
NOTATIONS:
(N) = Navigator
(M) = Menu
(T) = Tab
(ST)= Sub Tab

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Pre-Requisites:
1. You have a login name and password.
2. User has assigned Inventory, Purchasing, and Payables Modules.
3. User should assign employee and employee assigned as a buyer.
4. Employee position has the approval limit.
5. There should be quantity in Inventory for the item.
6. Supplier should have one Site with purpose Purchasing and Payment
7. Supplier (T)Purchasing (ST) Self Billing Pay On: Receipt and Invoice Summary: Pay Site
8. User should know to whom he needs to supply.
9. User should know from which Bank account the money has to be debited.
10. Payment Method is assigned at Supplier Site level
NOTE: This document is explained considering that all the basic setups are done.

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Process Steps:
1. Check the quantity of the item in Sub inventory.
2. Enter the Purchase Requisition.
3. Approve the Purchase Requisition.
4. Create the Purchase Order.
5. Approve the Purchase Order.
6. Raise a receipt on receiving the quantity.
7. Check the quantity in Sub inventory.
8. Raise an Invoice automatically.
9. Validate the Invoice.
10. Do the payment.
11. Create Accounting for Invoice
12. Create Accounting for Payment

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Create Supplier: ABC Vodafone Supplier
(N) Suppliers Entry Suppliers
Click on (B) Create Supplier
Select Supplier Type: Standard Supplier
Enter Organization Name, Alias, Country

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Click on (B) Apply
Click on (ST) Address Book
Click on (B) Create

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Enter Address Line1, City, County, State, Postal Code, Address Name and Address Pursose
Click on (B) Continue
Select Site Name for Operating Unit
Click on (B) Apply
Site is created
Click on (i) Manage Sites

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Enable Purchasing and Pay
Click on (B) Apply
Click on (ST) Purchasing

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Enable Create Debit Memo from RTS Transaction
Click on (B) Self Billing
Select Pay on: Receipt, Invoice Summary Level: Pay Site and Enable Create Debit Memo from RTS
Transaction

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Click on (B) Save
Click on (B) Receiving
Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received Tolerance, Quantity
Received Exception, Days Early Received and Days Late Receipt Allowed

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Click on (B) Save
Click on (ST) Payment Details
Select Default Payment Method

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Click on (i) Update on Supplier Sites
Enable Default Payment Method
Click on (B) Save
Click on (ST) Invoice Management

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Select Pay Group: ABC PAY GROUP
Click on (B) Terms
Select Terms: Immediate
Click on (B) Save

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Create Supplier: ABC Idea Supplier
(N) Suppliers EntrySuppliers
Click on (B) Create Supplier
Select Supplier Type: Standard Supplier

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Click on (B) Apply
Click on (ST) Address Book
Click on (B) Create

17. Enter Address Line 1, City, County, State, Postal Code, Address Name and enable Address Purpose:
Purchasing
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Click on (B) Continue
Select Site Name for Operating Unit
Click on (B) Apply
Click on (i) Manage Sites

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Enable Purchasing
Click on (B) Apply
Click on (B) Create

19. Enter Address Line 1, City, County, State, Postal Code, Address Name and enable Address Purpose:
Payment
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Click on (B) Continue
Select Site Name for Operating Unit
Click on (B) Apply
Click on (i) Manage Sites

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Click on (i) Manage Sites for Payment Site
Enable Pay
Click on (B) Apply
Click on (B) Purchasing

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Enable Create Debit Memo from RTS Transaction
And enable Create Debit Memo from RTS Transaction at Purchasing Site Level
Click on (B) Save
Click on (ST) Receiving
Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received Tolerance, Quantity
Received Exception, Days Early Received and Days Late Receipt Allowed

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Click on (B) Save
Click on (ST) Payment Details
Select Default Payment Method
Click on (B)Save
Click on (i) Update for Payment Site

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Enable Default Payment Method
Click on (B) Save
Click on (ST) Invoice Management
Select Pay Group: ABC PAY GROUP

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Click on (T) Terms
Select Terms: Immediate
Click on (B) Save

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Step wise Analysis with Screen Shots:
Check the Quantity of Item in Sub Inventory.
Login to Inventory Module
(N) On-hand, Availability On-hand Quantity
Enter Sub inventory and Item/Revision and Click on (B) Find

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Click on (B) Find
Click on (B) Availability

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Stage-1: Create Requisition
Raise a Requisition Approve it, Autocreate a Purchase Order.
Login to Purchasing Module
(N) RequisitionsRequisitions
Enter the Purchase Requisition
Enter the Supplier Information, Item, Quantity, Need by date, Sub inventory

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Click on Save Icon or Ctrl+S (For Saving)
After saving, Requisition Number will be generated (as shown in the Screen Shot) copy the Number
Click on (B) Approve

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Click on (B) Ok
Navigate to Requisition Summary to check Requisition Status
(N) Requisitions Requisition Summary
Enter the requisition number

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Click on (B) Find
Requisition status has been approved
Now we need to create a Purchase Order based on the Requisition.
(N) Auto Create

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Remove the Buyer in Buyer field
Enter Requisition Number
Click on (B) Find

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Select Requisition
Click on (B) Automatic

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Click on (B) Create
Stage-2: Create Purchase Order
Enter Purchase Order Match level, Invoice Match Option, Approve Purchase Order and
Check Purchase Order status.
Now Purchase Order is created
Click on (B) Shipments

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Click on (T) More
Select Match Approval Level: 3-Way

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Select Invoice Match Option: Receipt
Close Shipments window
Click on (B) Approve

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Click on (B) Ok
Check the status of the Purchase Order Number
(N) Purchase Order Purchase Order Summary

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Enter Purchase Order Number

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Click on (B) Find
Status of Purchase Order is approved
Stage-3: Receiving Items
Receiving Items and Check Quantity in Inventory
(N) Receiving Receipts

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Enter Purchase Order Number
Click on (B) Find
Minimize Receipt Header Window

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Enable Quantity Receive
Click on Icon Save or Ctrl+S (For Saving)

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Click on (B) Header
Make a note of Receipt Number

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Check the Quantity of Item in Sub Inventory after Receiving
Login to Inventory Module
(N) On-hand , Availability On-hand Quantity
Enter Sub inventory and Item/Revision and Click on (B) Find

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Click on (B) Find

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Click on (B) Availability

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Submit Program for Pay on Receipt Auto invoice
Login to Purchasing Module
(N) Reports Run
Click on (B) Ok

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Select Program: Pay on Receipt Autoinvoice
Enter Receipt Number Parameters Window
Click on (B) OK

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Click on (B) Submit

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Click on (B) No
Click on (B) View
Output
Make a note of Invoice Number

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Stage-4: Invoice and Payment
Query Invoice in Payables window, Validate and Pay Invoice
Login Payables Module
(N) Invoices Entry Invoices
Query Invoice Method-1
Click on Torch Icon

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Enter Invoice Number
Click on (B) Find

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Query Invoice Method-2
(N) Invoices Entry Invoices
Press F11 on Key Board
Enter invoice number in Invoice Number Field
Press Ctrl+F11 on Key Board

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Validate Invoice
Click on (B) Actions
Enable Validate and click on (B) Ok

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Now Status of Invoice is validated
Click on (B) Lines
See the Purchase Order is Automatically Match to Invoice and PO Number, Receipt Number and
Quantity

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Click on (B) General
Click on (B) Actions

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Enable Pay in Full
Click on (B) Ok
Supplier Information is defaulted

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Enter Payment Date, Bank Account
Enter Payment Document, Payment Process Profile

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Click on Save Icon or Ctrl+S (For Saving)
Click on (B) Actions

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Enable Create Accounting and Final
Click on (B) Ok
Click on (B) Ok

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Stage-5: Create Accounting for Payment and Invoice
See Accounting Status is processed
Close this Payment Window
To View Accounting Entries for Payment
(N) Tools View Accounting

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Close Subledger Entry Lines Window and Payments Window
Click on (B) Actions

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Enable Create Accounting and Final
Click on (B) Ok
Click on (B) Ok

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See the Status of Accounting Yes
To View Accounting Entries for Invoice
(N) Tools View Accounting Events

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Click On (B) View Journal Entries

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