Oracle Payables

Oracle PayablesUser's GuideRelease 12Part No. B25454-04December 2007

Oracle Payables User's Guide, Release 12Part No. B25454-04Copyright 1988, 2007, Oracle. All rights reserved.Primary Author:YeVictoria Anderson, Amy Andrews, Peggy Larson, Kavita Mittal, Jyoti Pandey, Xiao-zhengContributing Author: Jayanta Bhowmik, Melanie Featherstone, Carol-Ann Lapeyrouse, Robert MacIsaac,Christine Monk, Shelley Feng, Manoj Swaminathan, Biplob Ghose, Goutham Bellary, Brent Bosin, MaryKalway, Mark PeacheyThe Programs (which include both the software and documentation) contain proprietary information; theyare provided under a license agreement containing restrictions on use and disclosure and are also protectedby copyright, patent, and other intellectual and industrial property laws. Reverse engineering, disassembly, ordecompilation of the Programs, except to the extent required to obtain interoperability with otherindependently created software or as specified by law, is prohibited.The information contained in this document is subject to change without notice. If you find any problems inthe documentation, please report them to us in writing. This document is not warranted to be error-free.Except as may be expressly permitted in your license agreement for these Programs, no part of thesePrograms may be reproduced or transmitted in any form or by any means, electronic or mechanical, for anypurpose.If the Programs are delivered to the United States Government or anyone licensing or using the Programs onbehalf of the United States Government, the following notice is applicable:U.S. GOVERNMENT RIGHTSPrograms, software, databases, and related documentation and technical data delivered to U.S. Governmentcustomers are "commercial computer software" or "commercial technical data" pursuant to the applicableFederal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication,disclosure, modification, and adaptation of the Programs, including documentation and technical data, shallbe subject to the licensing restrictions set forth in the applicable Oracle license agreement, and, to the extentapplicable, the additional rights set forth in FAR 52.227-19, Commercial Computer Software--RestrictedRights (June 1987). Oracle Corporation, 500 Oracle Parkway, Redwood City, CA 94065.The Programs are not intended for use in any nuclear, aviation, mass transit, medical, or other inherentlydangerous applications. It shall be the licensee's responsibility to take all appropriate fail-safe, backup,redundancy and other measures to ensure the safe use of such applications if the Programs are used for suchpurposes, and we disclaim liability for any damages caused by such use of the Programs.The Programs may provide links to Web sites and access to content, products, and services from third parties.Oracle is not responsible for the availability of, or any content provided on, third-party Web sites. You bear allrisks associated with the use of such content. If you choose to purchase any products or services from a thirdparty, the relationship is directly between you and the third party. Oracle is not responsible for: (a) the qualityof third-party products or services; or (b) fulfilling any of the terms of the agreement with the third party,including delivery of products or services and warranty obligations related to purchased products or services.Oracle is not responsible for any loss or damage of any sort that you may incur from dealing with any thirdparty.Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarksof their respective owners.

ContentsSend Us Your CommentsPreface1Payables OverviewPayables Overview. 1-1Payables Workbenches. 1-1The Invoice Workbench. 1-2The Payments Manager. 1-3Multiple Organization Access Control. 1-42SuppliersSuppliers. 2-1Setting Up Supplier Hierarchies. 2-8Factoring Arrangements. 2-9Supplier Management. 2-10Entering Suppliers Manually. 2-11Suppliers Pages Reference. 2-13Suppliers and Supplier Sites Header Information. 2-18Accounting Information.2-19Bank Information. 2-20Classification Information. 2-21Contacts Information. 2-22Control Information. 2-22EDI (Electronic Data Interchange) Information. 2-23Key Setup Information. 2-23iii

Organization Information. 2-24Payment Information. 2-24Purchasing Information. 2-26Receiving Information. 2-29Tax Reporting Information. 2-31Tax Details and Withholding Information. 2-32Reviewing and Adjusting Suppliers. 2-33Finding Suppliers. 2-34Reviewing Suppliers. 2-34Adjusting Suppliers. 2-35Adding a New Supplier Site. 2-35Identifying Duplicate Suppliers. 2-36Supplier Merge Program. 2-37Employee Information. 2-40Employee Update Program. 2-41Supplier Audit Report . 2-43Supplier Merge Report. 2-44Purchase Order Header Updates Report. 2-453InvoicesInvoices Overview. 3-2Entering Invoices Overview. 3-4Differences Between Entering Invoices in the Quick Invoices Window and the InvoiceWorkbench. 3-7Entering Invoice Batches in the Invoice Workbench. 3-8Entering Invoices in the Invoice Workbench. 3-10Entering Basic Invoices in the Invoice Workbench. 3-10Entering Distributions in the Invoice Workbench.3-14Creating Distributions by Allocation in the Invoice Workbench. 3-16Allocation. 3-18Allocation Overview. 3-19Allocate Window. 3-20Charge Allocations Window. 3-22Charge Allocations Window Reference. 3-23Matching Charges to Material Receipts . 3-24Recording Allocations for Periodic Costing. 3-26Allocation Restrictions. 3-27Reviewing Allocation of Other Charges. 3-28Payment Schedules. 3-28Discounts. 3-29iv

Entering Invoices with Matched Purchase Orders and Receipts in the Invoice Workbench. 3-30Matching to Purchase Orders. 3-32Matching to Receipts. 3-36Advances and Progressive Contract Financing.3-37Prerequisites. 3-37Entering Prepayments for Advances and Contract Financing.3-39Entering Prepayment Invoices for Advances or Contract Financing in the InvoiceWorkbench Window. 3-39Entering Prepayments for Advances or Contract Financing in the Quick InvoicesWindow. 3-41Validating Prepayment Invoices. 3-42Calculating Taxes on Advances and Contract Financing. 3-44Retainage. 3-45Retainage Release. 3-50Automatically Recouping Advances and Contract Financing Payments.3-59Corrections. 3-64Recording Price, Quantity, or Amount Corrections. 3-65Final Matching Invoices and Final Closing Purchase Orders.3-67Viewing Purchase Order Information. 3-69Prepayments. 3-69Foreign Currency Prepayments. 3-71Entering Prepayments.3-72Applying and Releasing Holds on Prepayments. 3-72Paying Prepayments. 3-72Applying Prepayments to Invoices and Expense Reports. 3-72Applying Prepayments in the Payables Open Interface. 3-76Applying Prepayments to Expense Reports. 3-77Withholding Tax When Applying Prepayments.3-78Entering Invoices that Reference Prepayments. 3-78Unapplying Prepayments. 3-79Cancelling Prepayments. 3-81Recording a Refund of a Prepayment or Advance. 3-81Find Invoices to Apply Window . 3-82Find Prepayments to Apply Window. 3-83Apply/Unapply Prepayments Window Reference.3-83Credit and Debit Memos . 3-87Entering Credit/Debit Memos. 3-87Matching Credit/Debit Memos to Purchase Orders and Invoices. 3-88Clearing a Credit. 3-92Mixed Invoices. 3-93v

Entering Foreign Currency Invoices. 3-93Manual Exchange Rate Entry. 3-94GL Daily Rates Table Default Exchange Rate Entry.3-95AutoRate Exchange Rate Entry. 3-96FOREIGN CURRENCY INVOICE RESTRICTIONS:. 3-97Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements. 3-97Updating 1099 Information. 3-99Recurring Invoices. 3-101Creating a Recurring Invoice Template. 3-103Creating Recurring Invoices. 3-104Creating Recurring Credit/Debit Memos. 3-105RECURRING INVOICE RESTRICTIONS:. 3-106Recurring Invoices Window Reference. 3-106Quick Invoices. 3-111Quick Invoices Overview. 3-112Entering Invoice Records in the Quick Invoices Window.3-114Entering Purchase Order Matched Invoice Records in the Quick Invoices Window. 3-115Entering Price Corrections in the Quick Invoices.3-119Finding Invoice Records in the Quick Invoices Window. 3-120Modifying Invoice Records in the Quick Invoices Window. 3-122Adding Invoice Records to an Existing Quick Invoices Batch. 3-122Creating Invoices From Quick Invoices Invoice Records (Import). 3-123Quick Invoices Identification Window Reference. 3-124Quick Invoices Window Reference. 3-125Quick Invoices Header Region.3-126Quick Invoices Lines Region. 3-132Payables Open Interface Import. 3-139Submitting the Payables Open Interface Import Program. 3-140Payables Open Interface Import Parameters. 3-145Payables Open Interface Import Troubleshooting. 3-147Open Interface Invoices Window.3-148Payables Open Interface Purge Program. 3-148Payables Open Interface Outbound Advice. 3-149Payables Open Interface Import Report. 3-150Payment Requests. 3-161Self Service Invoices. 3-164Validation. 3-168Submitting Online Invoice Validation for Invoices. 3-170Submitting Online Invoice Validation for Invoice Batches. 3-171Invoice Validation Program. 3-171Approving Invoices. 3-172vi

Invoice Approval Workflow Overview. 3-174Invoice Approval Workflow Program. 3-179Invoice Approval History . 3-181Invoice Approval History Window Reference. 3-182Taxes on Invoices. 3-183Holds. 3-200Applying Holds. 3-201Releasing Holds. 3-204Releasing Holds From an Invoice. 3-205HOLD RELEASE RESTRICTIONS:. 3-208Invoice Notices. 3-209Printing Invoice Notices from the Invoice Workbench. 3-210Reviewing Invoices. 3-210Finding Invoice Batches. 3-211Finding Invoices. 3-212Reviewing Invoices. 3-213Reviewing Invoice Batches. 3-214Reviewing Invoice Distributions . 3-214Reviewing Payment Information in the Invoice Workbench. 3-215Calculating a Supplier or Supplier Site Balance . 3-216Calculate Balance Owed Window Reference.3-217Identifying Duplicate Invoices. 3-218Resolving Duplicate Invoices. 3-219Invoice Overview Window. 3-219Adjusting Invoices. 3-220Adjustment Charts. 3-220Invoice Adjustment Chart. 3-220Invoice Distribution Adjustment Chart. 3-248Adjusting Invoices. 3-258Adjusting Invoice Amounts. 3-260Adjusting Invoice Exchange Rates. 3-261Adjusting Invoice Batches. 3-262Invoice and Invoice Batch Adjustment Restrictions:. 3-263Adjusting Invoice Distributions. 3-264Adding New Invoice Distributions. 3-266Adjusting Scheduled Payments. 3-268Adjusting Prepayments. 3-269Cancelling Invoices. 3-269Deleting Invoices. 3-270Oracle Assets Integration. 3-271Oracle Projects Integration. 3-272vii