Payables Manual

Contents
Payables Manual ..................................................................................................................................... 1
1. Introduction .................................................................................................................................... 2
1.1 Scope ............................................................................................. Error! Bookmark not defined.
1.2 Objective ...................................................................................................................................... 2
1.3 Target Audience ............................................................................................................................ 2
2. Invoicing.......................................................................................................................................... 2
2.1 Invoice Creation ............................................................................................................................ 3
2.1.1 Enter Invoice through AP workbench ........................................................................................ 3
2.1.2 Enter Invoice through Spreadsheet ......................................................................................... 19
2.1.3 Enter Invoice through Supplier Portal......................................... Error! Bookmark not defined.
2.2 Invoice Validation........................................................................................................................ 24
2.3 Invoice Approval ......................................................................................................................... 26
2.4 Invoice Accounting ...................................................................................................................... 27
3. Invoice Payments ......................................................................................................................... 39
3.1 Payment Creation and Payment Accounting ........................................................................ 39
3.1.1 Creation of payments through Create Payment Option ....................................................... 39
3.1.2 Creation of payments through Payment Process Request ................................................... 41
3.1.3 Creation of payments through Invoice Screen ..................................................................... 45
4. Prepayment Invoices .................................................................................................................... 46
1. Introduction

1.1 Scope
An accounts payable department has many responsibilities to fulfil to ensure that
payments to suppliers are made on time and the needs for flexibility in the organization
are met:
Processing Invoices
The accounts payable department receives invoices and records liabilities and
corresponding expenses or assets. Often, the accounts payable department will have to
match vouchers with invoices and purchase orders from other departments such as
purchasing.
Processing Payments
The accounts payable department ensures that payments are made in the most timely,
accurate, and efficient manner possible. Before paying its suppliers, the accounts
payable department needs to consider several factors, such as the due date of the
invoice, amount of cash on hand versus the amount due to suppliers.

1.2 Objective
The objective of this document is to provide requisite training and a ready reference to
the users so that they will be able to record supplier invoices and payment in Oracle
Financial Cloud.

1.3 Target Audience

The target audience for this document are the key user team across organizations,
which will be responsible for recording invoices and payments.

2. Invoicing
The prerequisite of invoicing would be to create suppliers in the system against whom the
invoices can be generated.
2.1 Invoice Creation
Invoices can be created through below different ways:
a) Standard Invoice without PO with TDS and GST
b) Debit Memo
c) Credit Memo
d) Prepayment
e) PO Match
NOTE: For Credit memo and debit memo the signs will be negative.

2.1.1 Standard Invoice Without PO Match

Select create invoices from the task.

Standard Invoice- Select invoice type as standard.
After selecting the Invoice Type we fill out the remaining header level information like
business unit, Amount, Invoice date, Invoice Number etc.
Once that is done, we click on save and move on to insert line level information on the
invoice.
A. Invoice with TDS and GST
Now Add TDS
B. Debit memo invoice: The correct with matched invoices (i.e., Non-PO based invoice)-
Enter Invoice type as credit memo and note amount for credit memo is in negative sign
Save and close
C. Credit Memo Invoice:
Enter Credit memo and it will be of negative sign.
D. Prepayment Invoice:
Note: prepayment invoice needs to be paid in full.
E. Invoice with PO Match:
Navigation: Go to home page and select the payables select Invoice select Task panel select
the create invoice

Note: Enter the PO number, Invoice Group, Invoice Number

Go to the lines and select the match invoice line and click on right arrow mark(->)

Enter the quantity details and Unit price and

click on Apply and OK

Click on Invoice Action and validate the invoice

Select the Invoice Action and click on Approval and select the initiated.
Once initiated the approval invoice, it will go for approval person and once approved status will be
showing as Workflow approved and click on validated and check approval status.

Select the Invoice action and click on post to ledger for accounting for the invoice.

Click on post to ledger and select view accounting option.

Once click on done and same we can check the status in validated option.
2.1.2 Enter Invoice through Spreadsheet

Navigate to Payables->Invoices->Task Panel->Create Invoice from Spreadsheet-

>Spreadsheet will get downloaded.

Open Spreadsheet and login with credentials.

Note-: Fields with * mark is mandatory
Invoice Header Information:

Business Unit: VX-HO

Invoice Number: Test123
Invoice Currency: INR
Invoice Number: 105000
Invoice Date:17/02/2023
Supplier: TEST -DM-55
Supplier Number: 101570
Supplier Site: 10162647
Invoice Type: Standard Invoice

Line Information
Line Type: Item
Line Amount: 105000
Distribution Combination: 401-000-70002-321133-000-000-000-0000-0000
Click on Save and Submit Import
Navigate to Payables->Invoices->Recent Infotile- Invoices(Highlighted) from Spreadsheet are
available

2.2 Invoice Validation

Validation of invoice can be done in 2 ways:

1. Validating one invoice at a time:
Navigation-> Payables->Task Pane->Manage Invoices>search for Invoice->Actions-
>Validate
2. Validating multiple invoices through Validate Payable invoices ESS Job:
Navigation 1-> Payables->Invoices->Task Panel->Validate Invoice
2.3 Invoice Approval

Invoice approval can be initiated in 2 ways:

1. Initiating approval of invoice one at a time:
Navigation: Payables->Task Pane->Manage Invoices->Search for Invoice->Invoice
Actions->Approval Initiate
2. Initiating approval for multiple invoices by submitting Initiate Invoice Approval
workflow ESS job:
Navigation 1-> Payable ->Invoices->Task Pane->Initiate Approval
2.4 Invoice Accounting

Once invoice status is validated and it gets approved, invoice must be accounted, and
entries need to be transferred to GL.
Invoice can be first accounted in draft mode to review accounting entries and if accounting
entries look fine, they can be accounted in final mode i.e., transferred and post to GL.
Invoice accounting can be done in 2 ways:
1. Accounting one invoice at a time
Navigation->Payables->Task Pane->Manage Invoices->Search for Invoice->Invoice
Actions->Account in Draft/Post to Ledger

2. Accounting multiple invoices at a time by submitting ESS job.

Navigation-> Tools->Scheduled Process->Search for Create Accounting ESS Job and
submit with below parameters
Accounting mode here is selected as Draft, so it will account only in Payable subledger
Search for an invoice from Manage Invoices to see accounting in draft mode.

For final mode of accounting, submit with below parameters:

Search for an invoice from Manage Invoices to see accounting in Final mode. Status of
Accounting gets changed from Draft to Accounted.

Navigation 2->Payables->Task Pane->Accounting->Create Accounting Then, same ESS job

screen will be displayed as with Navigation 1.
 2. Invoice Modification or changes/ cancellation/ Holds:
A. Invoice Modification or changes:
Navigation: Go to home page and select payables and click on invoice

Note: Validate the Invoice Header and Line amount

Note: Change the Invoice Header amount and we need to save and again we need to validate the
same.

Select the Invoice Action and click on the validate option

B. Invoice Cancellation:
Navigation- Go to home page and select payables and click on invoice

Click on the Task panel and select Manage Invoice.

Search the Invoice Number

Go to the action and select the cancel Invoice

Once cancelled the invoice it will asking for warning message and click on the OK.

Once the click on OK the invoice should be cancelled status.

C. Invoice Holds:
Navigation- Go to home page and select payables and click on invoice

Click on Create invoice

Create invoice and fill the mandatory details

Once fill the invoice details go to the invoice action and validate the same

Once the validated the invoice status will be change to needs revalidation and click on revalidation
tap and check the manual and system holds.
Once make the changes save the invoice and again validate the invoice.

3. Recurring Invoice:
Navigation- Go to home page and select payables and click on invoice
Select create recurring invoice and once click on recurring invoice and spreadsheet download the
automatically and open the spreadsheet

click on yes

Give the credentials (User Name and Password)

Select Business Unit

2. Select Invoice Number

3.Invoice Amount

4. Select Supplier Name

5.Select Supplier Site

Enter the Invoice amount and select the distribution combination

Click on create Invoices-

Select the Generate and click on OK

Once click on create invoices- the invoice uploaded in successfully.

Go back to the invoice work bench
click on task list
click on Manage Invoice
Search recurring Invoice
 4. Invoice Payments
After the invoice have been accounted, invoice needs to be paid. The following steps are to
be followed for payment of invoices.

2.1 Payment Creation and Payment Accounting

Payments can be made through 3 ways:
1. Through Payments workbench using Create Payment Option
2. Through Payment Process Request Submission for bulk Payments.
3. Through Invoice Screen.

2.1.1 Creation of payments through Create Payment Option

Navigate to Payable->Payments->Task panel->Create Payment

With this window payments can be created for multiple invoices for a single supplier. So, in
the header level of the payments, we will put our business unit, accounting date, Supplier
name along with some payments information
The payment information will Contain the bank with which payment will be made along
with payment method, profile options and payment document whose setups are done in
the system.
Once that is done, we click on the Invoices to pay option and select invoices.
We can select multiple invoices also. Click on OK and Save and Close

Navigate to Manage payments-> Search for Payment number generated. Click on Actions –
Post to ledger/Account in Draft to account Payment
 2.1.2 Creation of payments through Payment Process Request

Navigate to Payables->Payments->Task Panel->Manage Payment process Request template-

>Search for existing template->Actions->Submit single request/Schedule Request
PPR is submitted with PPR name as “PPR templatename+Date+timestamp”
Click on Action arrow under Pending Instalment review. Invoices selected for Payment can
be reviewed, deleted from payment batch.
As of now, if we would like to make payment for only 3 invoices, others can be removed
from batch.

Once review is completed Click on Submit and Payment is initiated for approval

By clicking on action, Proposed payments can be reviewed.

Once payment is approved, Payment process request will be resumed. Payment will be
recorded as completed.
 2.1.3 Creation of payments through Invoice Screen

Navigate to Payable->Invoices->Task panel->Manage Invoices->Search for invoice which

needs to be paid through Invoice workbench->Invoice Actions->Edit
Click on Pay in Full

Select Payment process profile

Click on Submit
Invoice has been Paid, now account for Payment
Navigate to Payables->Payments->Task Panel->Manage Payments->Search for Payment
number
Click on Actions-> Post to Ledger/Account in Draft

3. Prepayment Invoices

Navigate to Payables->Invoices->Task Panel->Create Invoice

Select type of invoice as “Prepayment”. Provide mandatory information.

Match Invoice Lines to PO
Go to Invoice Actions-> Validate
Initiate Approval

Once invoice gets approved.

Click on Post to Ledger to account an invoice
Navigate to Payable->Payments->Task panel->Create Payment
Click on Ok

Click on Save and Close

Navigate to Manage payments-> Search for Payment number generated. Click on Actions –
Post to ledger to account Payment
Apply Prepayment invoice to standard invoice
Navigate to Payables->Invoices->Task Panel->Create Invoice->Invoice Type as Standard

Validate Invoice, Initiate Invoice Approval. Once invoice gets approved, account for an
invoice.
Bell icon near Supplier number indicates available Prepayment.
Go to Invoice Actions->Click on Apply or Unapply Prepayments
Select and click on apply and done
Validate Standard Invoice and account it again