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Trainin T ng Ma anual Orac cle Acc counts s Paya able

M 2010 May

A F. Fe A. erguso on & Co C
A member m firm m of

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TRAINING MANUAL A - ACCOUN NTS PAYABLE

TABLE OF O CONT TENTS Sess sion 1 ..... .................................. ................. .................. ................. ................ 3
1 Supplier r Creation ....................... .................... .................... .................... ................... 4

Sess sion 2 ..... .................................. ................. .................. ................. .............. 21


2.1 2.2 2 2.3 2.5 6 2.6 2.7 7 Enter an nd Process In nvoices ........ .................... .................... .................... ................. 22 2 Entering g Invoice Distributions... .................... .................... .................... ................. 33 Invoice Validation ..................... .................... .................... .................... ................. 44 4 Create Accounting A ..................... .................... .................... .................... ................. 48 4 Processi ing Debit an nd Credit Me emos ............ .................... .................... ................. 54 5 Entering g Advances .................... .................... .................... .................... ................. 57 5

Sess sion - 3 ...... .................................. ................. .................. ................. .............. 73 7


3.1 3.2 2 3.4 4 3.5 3.6 6 3.7 7 Applyin ng Holds ......................... .................... .................... .................... ................. 74 7 Releasin ng Holds......................... .................... .................... .................... ................. 78 7 Schedul ling Invoice Payments ... .................... .................... .................... ................. 85 8 Inquirin ng Invoices ..................... .................... .................... .................... ................. 87 8 Reversin ng Invoice Distributions D s ................... .................... .................... ................. 92 9 Cancelin ng Invoices .................... .................... .................... .................... ................. 94 9

Sess sion - 4 ...... .................................. ................. .................. ................. .............. 97


4.1 Making Payments against a individual Invoices ................ .................... ................. 98 9 4.2 2 Processi ing Payment t through Pa ayment Wind dow ............. .................... ............... 10 06 4.3 Processi ing Payment ts through Payment Batc ch ................ .................... ............... 111 4.3.1 Create Template T ......................... .................... .................... .................... ............... 111 yment Process Request .. .................... .................... .................... ............... 12 25 4.3.2 Run Pay equest from Template Tab ............. .................... .................... ............... 12 25 4.3.2.1 Run Re equest from Payment Pr rocess Reque est Tab ...... .................... ............... 134 4.3.2.2 Run Re 4.3.3 Paymen nt Processing g .................. .................... .................... .................... ............... 14 41 e in Payment t Amount ..... .................... .................... .................... ............... 15 50 4.3.3.1 Change e any Invoic ce from Paym ment ............ .................... .................... ............... 15 52 4.3.3.2 Remove me new invo oice for paym ment ............ .................... .................... ............... 15 56 4.3.3.3 Add som d Cheque Nu umber ........... .................... .................... ............... 18 86 4.3.5 Invoice number and n ................... .................... .................... ............... 18 89 4.3.6 Invoice Workbench verification ot Specified In Payment Batch ......... .................... .................... ............... 19 94 4.3.7 Bank No ith an Option n to change bank b ........... .................... ............... 20 01 4.3.8 Bank is specified wi 4 Voiding g Payments ..................... .................... .................... .................... ............... 20 02 4.4

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Sess sion -5 ....... .................................. ................. .................. ................. ............ 209


5.1 Transfer r Accounting g Entries to General Led dger ............. .................... ............... 210

Sess sion -6 ....... .................................. ................. .................. ................. ............ 215


6.1 Run a St tandard Rep port ............... .................... .................... .................... ............... 216

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Sess sion 1

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Supplier Creati ion

Navig gation Path: Supp pliers > Entr ry

Follo owing windo ow will appear

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Click k on Create Supplier S

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Enter r the followin ng informati ion

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Provi ide Organiza ation information

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Prov vide Tax deta ails

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Creat te Supplier Site S

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y Apply

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Conta act Informat tion shall be provided in the followin ng window

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Term ms and Cont trol Acco ounting infor rmation

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a reporting g Tax and

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Purch hasing

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Receiving

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Paym ment details

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Invoi ice Managem ment

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ession 2 Se

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2.1

Enter and a Process Invoices

Overview
Oracl le provides following f ma ain type of invoices for creating c sup pplier liability y: Standard Debit Mem mo/ Credit Memo M nt Prepaymen Mixed Stand dard: This invoice i type e will be us sed for stand dard supplie er invoices. The Financ ce Depa artment can also a use this s invoice typ pe for proces ssing invoices that are to o be matche ed to Pu urchase Orde ers. Debit t/Credit Me emos: This invoice typ pe will be used u by the Finance Department D t to proce ess Debit an nd Credit memos m to sup ppliers or correcting c an ny errors in n entering th he invoi ices. Debit/C Credit Memo os can be ma atched to bot th Purchase Orders and invoices, an nd invoi ice amount should s be neg gative. Prepa ayment: Thi is invoice ty ype will be used u by the Accounts Department D fo processin for ng advan nce payment ts to supplier rs and emplo oyees. Mixe ed Invoice: Mixed M Invoices are inv voices or cre edit/debit me emos for wh hich you ca an perfo orm both pos sitive and negative match hing to purch hase orders and a to other invoices.

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Ente ering Invo oices


1 Navigation n Path:

y > Invoice Batches B . Invoices > Entry

2 3 4

Double clic ck on the me enu Invoices s Click on Entry Click on In nvoice Batch hes.

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Follow wing invoice e batch wind dow will appear:

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Follo owing screen will appea ar:

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Select in Type T column n from List of Values the e type of Invoice.

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Select Sup pplier from L List of Value es.

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7 8

Supplier Num N will au utomatically y appear (i.e. will be the e number as ssigned to th he supplier at t the time of its creation in Supplier Master). M Supplier Site S will def fault on click king in the Site field. However H this s informatio on can be ma anually enter red (rememb ber that Pay yables will print p the address for thi is site on the e payment).I If supplier has h more than one sigh ht then it can n be selecte ed from list of values Enter the Invoice I Date e and Invoic ce Num from m the invoic ce that your supplier sen nt If You do not enter Invoice num mber, system m will assign n Invoice da ate as Invoic ce number an nd will given n message that it is assign ning invoice e date as Invo oice number r

10

Invoice Currency is set s to default t i.e. PKR. Note: Paya ables will no ot allow you u to enter dup plicate invoi ice numbers s for the sam me supplier.

11

fu Invoice Amount A including tax, freight f and miscellaneou m us charges. Enter the full Page 28 8

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Payment currency c an nd Payment Rate Date will default to PKR and d the curren nt date respectively (how wever these can c be chang ged). In the Term ms column, payment ter rms will defa fault from the e Supplier si ite but can be b overridden n.

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In Paymen nt Method field, value e will defau ult form the supplier sit te but can be b overridden n.

15

Enter relev vant informat tion in Invoi ice header DFF D

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If Invoice e relates to any LC choosing context c

or consignm ment, enter relevant inf formation by b

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Ente ering Invo oice Lines


Follow wingscreenwillbeappe eared

1) 2) 3)

T Typecolumnwillde The efaulttoItem m. T userma The aychangetheTypeaccordingtothenatureofex xpense. E Enter the am mount in the e Line. (It is important to t note that the total of f line amoun nt m beequ must ualtothatof ftheHeader ramount).

4)

T userwillthenclickon The o DistributionsButtonto t enterthe eaccountdis stributions.

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2.2

Enteri ing Invoic ce Distrib butions

The distributions d s you enter for an invoice allocate the total in nvoice amou unt to variou us expen nse or asset t accounts. For F example e, you can distribute ex xpenses from m one offic ce suppl ly invoice to o expense ac ccounts for several s cost centers. Pay yables use di istributions to t create e accounting g entries for invoices. Di istribution accounts a can be entered automaticall a ly throu ugh Invoice matching m with Purchase Order or by y specifying distribution d set at Invoic ce heade er or Invoice e Line level.

Sum mmary
Enter ring Invoice Distribution n Manually is i a Two Step p Process: 1 2 he Distributio on Button on n line level to t go to Distr ribution Win ndow Click on th Choose the e distribution n type from the t following list of valu ues: 3 Ite em: Choose item for goo ods or servic ces Tax: T Choose e Tax to book k relevant Sa ales tax .(not t applicable for automatic ta ax calculatio on)

Enter the following f In nformation to o create distr ribution Di istribution Amount A En nter Account t Combinatio on to which an invoice is i to be charg ged

Rema aining fields s are automat tically filled d.

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Click on Li ines column n to enter inv voice lines

Syste em will assig gn a unique voucher v num mber to Invoi ice bases on n document category c

Type colum mn will default to Item.

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3 4

Enter the amount a in Amount A colu umn. Remem mber amount t should alw ways be net of o Sales Tax. If the invoi ice is for an asset, then check c the Track as Asse et check bo ox.

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If the supp plier is subje ect to With Holding H Tax x deduction, then the With W holdin ng tax category defined at the suppli ier level will l default at th he line level l.

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Enter Tax x classificatio on code for r applicable sales s tax rate e

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Click on th he Distributi ions button

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The following sc creen will ap ppear.

8 9

Enter the amount a in the e Amount fi ield. Click on th he account column c

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Follo owing screen shall appear

10 11 12

Select the Account A Co ombination from List of f Values to which w this am mount is to be b charged. If you hav ve check the Track as asset a check k box at the line level, then you ca an only enter an asset acc count in the account a com mbination fiel ld. bution GL Date defaults from the inv voice GL Date you ente ered. You ca an The distrib override th he default an nd change th he distributio on GL Date to any date in an open or o future period. Payables s use the GL L Date as the e accounting date for a distribution. Enter the relevant inf formation an nd click OK K to proceed. You ca an only ente er informatio on in respect of one Invoice type on a single distr ribution. Withholdin ng tax code e that is mentioned m a invoice line at l default ts at invoic ce distribution n. You can change with h holding ta ax code. You u can also enter e differen nt with holdin ng tax codes s for differen nt invoice lin nes and invoice line Dist tributions

13 14

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Enter relev vant Informa ation in Invoi ice Distribut tion DFF

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After comp pleting the above a steps save your work, w close this screen and return to t Invoices screen

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2.3

Invoice e Validat tion

re you can pay p or create accounting g entries for r any invoice, the Invoic ce Validatio on Befor proce ess must val lidate the in nvoice. Invoice Validation checks the t matching g, tax, perio od status s, exchange rate, and distribution d i information for invoice es you enter r and System m autom matically app plies holds to exception invoices. To o release the e hold you ha ave to correc ct the ex xception tha at caused Inv voice Validat tion to apply y the hold. If an invoice has a hold, you can either manually m rele ease the hold d (if allowable) or correc ct the ex xception tha at caused Inv voice Valida ation to apply the hold and a then resu ubmit Invoic ce Valid dation. To su ubmit Invoic ce Validation n for invoice es: 1 In the Invo oices window w, find and select the inv voice you wa ant to validat te.

Choose the e Actions 1 button.

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Follo owing screen n appears. 3 4 In the Invo oice Actions window, sel lect the Vali idate option. If you are validating a credit or debit d memo, select Valid date Related invoices to t submit val lidation for in nvoices asso ociated with the credit or r debit memo o.

Choose OK K.

Follo owing invoice window shall s be disp played after validation v

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When you validate the e Invoice, sy ystem autom matically cre eates a line for f Sales Ta ax on the basi is of Tax cla assification Code C mentio oned in the It tem line.

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Distribution For sales tax t line defa aults automatically show wing Recover rable and no on recoverabl le amounts and a accounts s

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2.5
1

Create e Account ting


Find the In nvoice and cl lick on Actio on 1 Button to create Ac ccounting of f the invoice. .

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2 Check the Create Ac ccounting box, b Choose e Draft if f you only want to se ee acco ounting other rwise choose e final. Neve er choose Final F Post

3- Click OK.

4- Fo ollowing mes ssage will be e displayed after a creation n of account ting

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You can also view accounting eve ents of the in nvoice in the e Tools menu.

Follo owing screen n will appear r

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To view journal entries s , click on View Journ nal Entries

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6-To view the ac ccounting de etail as t-acco ounts, choos se the T-Acc counts butto on. Followin ng Scree en will appea ar.

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2.6

Processing Deb bit and Credit Me emos

Enter r a credit or o debit me emo to reco ord a credit t for goods s or service es purchased d. Credi it/debit mem mos are netted with basic c invoices at payment tim me. dit Memo: Negative N amo ount invoice e created by a supplier and a sent to you to notif fy Credi you of o a credit. Debit t Memo; Ne egative amou unt invoice created c by yo ou and sent to t a supplier r to notify th he suppl lier of a debi it you are rec cording. Usu ually sent wi ith a note ex xplaining the e debit memo o. Entering Credit t/Debit Mem mos To en nter a credit/ /debit memo o, navigate to o invoice win ndow Navigation Path h: oice > Entry > Invoice Ba atches: Invo

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In the Invo oice Batches window enter e either the Credit Memo or Debit D Mem mo Invoice Ty ype. Enter a negative in nvoice amou unt and all basic b invoice e information n. Enter Imm mediate Paym ment Terms, if appropriat te.

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Enter distr ributions. Yo ou can enter r them manu ually or enter them automatically in i one of the following ways: w Match M to the original o invo oice you ente ered. Match M to a pur rchase order r or receipt.

Save your work.

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2.7

Enterin ng Advan nces

Prepa ayment type e of Invoic ce is used to record Advances given to Suppliers S an nd Empl loyees.

Sum mmary
The process p to re ecord a Prepa ayment Invo oice is same as entering a Standard In nvoice. The only o differen nce is to App ply Prepaym ments while making m the final f Paymen nt against th he Invoi ice.

Ente ering Prepa ayment Inv voice


1 After creati ing an Invoic ce Batch, go o to the Invo oice Window w and select Prepaymen nt as Invoice Type. T

Enter Supplier to whom m prepaymen nt is to mad de, supplier site, s invoice date, invoic ce number, Am mount and al ll other Invo oice particula ars.

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Click on lin nes.

Type will default t to item

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Enter the am mount exclusive of taxes s Click on Distributions D Button to make m the Dist tribution for r the Prepay yment.

owing windo ow will appear. Follo Enter r Distribution n Amount and a Prepaym ment accoun nt automatic cally pop in.

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Save the wo ork and close the window w

Go to the Invoice Action Window to Valid date. Check the Validat te and Forc ce Approval boxes and pre ess OK

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Go the Inv voice Action n Window to o Create Accounting. A Check the box b and als so check Fina al for accou unting

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Follo owing confirm mation mess sage will be displayed

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Again go to t the Invo oice Action Window to o enable Pa ay in Full Box B to mak ke payment.

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Click OK Button B

The following f for rm will open n. Enter Ban nk Account from whom payment is to be made and Payment P Am mount. Enter the paymen nt process pr rofile name. Upon savin ng invoice inform mation will automaticall ly be filled in n.

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Click on Ac ction 1 Butto on to Create Accounting g and check Final.

Click k Ok Butto on

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Ente ering Stand dard Invoic ce against Prepaymen P nt


1 2 Go to the In nvoice Wind dow and ente er the invoice Type Standard. Enter the Supplier S Nam me, Amoun nt and other Invoice pa articulars. While W enterin ng invoice of a supplier against a which Prepayme ent exist foll lowing mess sage showin ng ment available against th he supplier pops in. the prepaym

3 4 5 6 7

Click on Ok k Button Enter all the e invoice par rticulars Click on Distribution D B Button to go g to the dis stribution window w to sp pecify charg ge amount and d the relevan nt head of acc count to whi ich invoice is i to charge. Go to the In nvoice Wind dow and Clic ck on Action n 1 Button to o go to the In nvoice Actio on Window to Approve Invoice. Again go to o Invoice Action Windo ow and Clic ck on Apply y/Un Apply Prepaymen nt and press O OK

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The following f Ap pply/Un App ply Prepaym ment window w appear

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Enable the Apply A Chec ck Boxes. Th he fields auto omatically fi ill in.

Click on Ap pply/UN Ap pply Button to Apply Pr repayment.

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applying Pr repayment ts Un-a


If yo ou mistakenl ly apply a prepayment t to an invo oice, you ca an unapply it. It is the en availa able to appl ly to anothe er invoice. When W you unapply u a pr repayment, you must un u apply y the full pre epaid amoun nt. Payables increase i the amount ava ailable for the e prepaymen nt by th he unapplied d amount. Pa ayables creat te a positive e amount Prepayment di istribution on o the invoice, i wit th the same e attributes as the exi isting Prepa ayment distr ribution it is i rever rsing. Payabl les then upda ate the status s of the invo oice to unpai id or partially y paid.

To UN-apply U a prepaym ment in the Invoice Workbenc W ch:


1 2 3 Enable the Apply and Prepayment t on Invoice e Boxes. The e all fields automaticall a ly fill in. In the Invoi ices window w, query the invoice i or th he prepayment. Choose Act tions and sel lect the App ply/Un apply y Prepaymen nt check box x and Choos se OK

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Following screen s appea ars:

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Payab bles display y all exist ting prepay yment appl lications. Select each Prepaymen nt distri ibution you want to un napply by checking c the e Unapply check box. You canno ot modi ify the prepa ayment amou unt because you must un n apply the complete c am mount that yo ou previ iously applie ed.

Choose the Apply/Un apply a button n to unapply y the prepaym ment amoun nt(s) and sav ve your work.

In the invoi ice window, click on Action 1 button n and create e accounting g

usting Pre epayments s Adju


If you have not paid p or appl lied a prepa ayment, you can make changes c to it t in the sam me way that t you mak ke changes to t an invoic ce. You can cancel a pre epayment aft ter you creat te accou unting entrie es for it, but not if it is pa aid or applie ed to an invo oice.

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Session - 3

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3.1

Applyi ing Holds s

Holds that you apply a manua ally or that Payables P app plies, preven nt payment and, in som me s, creation of o accountin ng entries fo or an invoic ce. You can n remove ho olds that yo ou cases apply y, and you ca an manually y release cert tain holds th hat Payables applies duri ing Approva al. Payab bles provide e some gene eric invoice holds for you y to use, and a you can n define you ur own, based on your y invoice approval ne eeds. You can c also prev vent paymen nt of supplie er invoi ices by plac cing a hold d on the su upplier rathe er than on each individ dual invoice e. Payab bles also au utomatically apply certa ain holds to o exception invoices du uring Invoic ce Valid dation. You cannot c manu ually apply these t system m holds. For example, e if the t sum of an a invoi ices distribu ution amoun nts does not equal e the Inv voice Amou unt, Payables s will apply a Distribution Vari iance hold to o the invoice e during Invo oice Validati ion. Vs for Holds s: LOV

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Appl lying a Hol ld to Select ted Invoice es


1 2 Find the inv voice in the Invoices I win ndow. Select the invoice i and choose the Holds butto on to navigate to the In nvoice Hold ds window. Ap pply a hold by selecting g a Hold Na ame from th he list of values. You ca an select from all Invoice Approvals defined d with h the type In nvoice Hold Reason. Yo ou can apply as a many hold ds to an invo oice as you require. r Paya ables display ys a full aud dit trail of all current c and released invo oice holds in n this window w.

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Save your work. w

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Appl lying a Hol ld to a Scheduled Pay yment


1 2 Find the inv voice in the Invoices I win ndow. Select the invoice i and choose the e Scheduled Payments button b to na avigate to th he Scheduled Payments window. w To o hold a sc cheduled pa ayment, chec ck Hold. By B checking th he Hold check box, you u will not be e able to pay y the schedu uled paymen nt until you re emove the ho old by check king the chec ck box again n. If you wan nt to partiall ly pay an invo oice that has only one sc cheduled pay yment, you can c choose Split S to brea ak the schedul led payment t in two. Th his way you can place one o of the lines on hold d, while leavi ing the othe er free for payment. You Y can cre eate as man ny schedule ed payments as a you requir re as long as the sum of the Gross Amounts A for all equals th he Invoice Am mount. For ex xample, the supplier sen nds you an in nvoice for tw wo desks an nd delivers on nly one. You u can partia ally pay the e invoice by y splitting th he schedule ed payment in two and app plying a hold d to one sch heduled paym ment. You ca an release th he hold after delivery, d mak king the sche eduled paym ment availabl le for payme ent.

Save your work. w

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3.2

Releasi ing Hold ds

Relea ase holds fr rom invoices to allow payment p an nd accountin ng entry cre eation for th he invoi ices. You can n view the holds h on an in nvoice in eit ther the Invo oice Overvie ew window or o the In nvoice Holds window. You Y can see the number of invoice holds h on an invoice i in th he Holds display only region of the Invoices s window. After r you release e all holds fr rom an invoi ice it is not necessary n for r you to resu ubmit Invoic ce Valid dation before e you can pa ay or create accounting entries for it t. Invoice Validation V wi ill not place p an inv voice on the same type of hold tha at you manu ually release ed. You mus st manu ually release all holds tha at you apply y manually. Payables P do not automat tically releas se holds s that you ap pply to invoic ces. ng Invoice Validation, V P Payables auto omatically releases r system holds (an nything othe er Durin than the user defined d hold ds you def fine) from invoices with w correcte ed exceptio on condi itions. For example, e you u fix a distrib bution varia ance on an in nvoice, resub bmits Invoic ce Valid dation, and Payables P auto omatically re eleases the Distribution D Variance ho old. If you u release a manually m rele easable hold d that Payabl les applied during d invoic ce Validation n, the next n time yo ou submit In nvoice Valid dation, Payab bles will no ot reapply th he same hold d. Payab bles apply so ome holds th hat you cann not release.

Releasing Hold ds from an Invoice


1 2 In the Invoi ices window w find the inv voice from which w you wa ant to release holds. Choose the Holds butto on to navigat te to the Invo oice Holds window. w

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Release a hold by sel lecting a Re elease Name e. You can select from m all Invoic ce Approvals defined d with h the type In nvoice Relea ase Reason. To T release multiple m hold ds at once, cho oose Release e and select a Release Name. N You ca an select fro om all Invoic ce Approvals defined with h the type Invoice I Quick Release Reason. Wh hen you sav ve utomatically y assigns the release nam me to all rele easable holds. your work, Payables au K. Choose OK

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Save your work. w

Releasing Hold ds from Mu ultiple Invo oices


1 In the Invoi ices window w, use the Find window to query the e invoices fo or a particula ar supplier fro om which you y want to o release ho olds. It is not n necessar ry to enter a particular Hold H Name in the Hold ds region of f the Find Invoices I win ndow. In th he Invoices wi indow, selec ct each invoi ice for whic ch you want to release holds h (use th he CTRL key and at the same time right r click with w your mouse m on eac ch invoice to t select it). Choose Act tions to nav vigate to the Invoice Act tions window w. Select Release Holds. In the Hold d Name field, either sel lect the nam me of the on ne hold type you want to t release, or accept a the default d of All to release all releasabl le holds for each selecte ed invoice Select a Releas se Name. Yo ou can select from all In nvoice Appro ovals define ed with the typ pe Hold Qu uick Release e Reason. Op ptionally ov verride the re elease reaso on associated with w the Rele ease Name. Choose OK K. Payables automatical lly releases all releasab ble holds and d assigns th he release nam me to all relea asable holds s across the multiple m invo oices you selected. Save your work. w

3 4

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Releasing Sche eduled Paym ment Hold ds


1 In the Invo oices windo ow or the Invoice I Hol lds window w, choose th he Schedule ed Payments button b to nav vigate to the Scheduled Payments P wi indow. Uncheck th he Hold chec ck box to rele ease the hold d from a sch heduled paym ment.

Save your work. w

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Releasing Hold ds at Suppl lier Site


To re elease a Hold All Payme ents option for a supplie er site, simp ply uncheck the option in i the Supplier S Site es window. Supplier Site S Hold Holds H resulting from the t followin ng suppl lier site optio ons must be released fro om the invoic ces in the Inv voice Holds window: Ho old Un valid dated Invoice es option Ho old Unmatch hed Invoices s option In nvoice Amou unt Limit

1-Use e following navigation: n P Payables> S Supplier> En nquiry

Follo owing windo ow will be di isplayed.

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e supplier fo or which you u want to rele ease the hold d and select the Update e 2-Find the button

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v all hold ds that are ap pplied. You can view 3-Unchec ck the tick bo ox 4-Save th he work

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3.4

Schedu uling Invoice Paym ments

Durin ng invoice entry, e Payables automati ically schedu ules paymen nt for each invoice i base ed on th he Payment Terms and d Terms Dat te you ente er for the in nvoice. Paya able uses th he Paym ment Terms definition to calculate the due dat te for each scheduled payment. p Fo or Paym ment Terms for f example, , if an invoic ce has 30 da ays credit, Payables P calc culate the du ue date as 30 days after the Terms T Date. . You can assign a defau ult Payment t Terms to a suppl lier. The inv voice Terms Date default ts from the supplier s site Terms Date e Basis optio on you select. s

Use the Schedul led Paymen nts window to review or o adjust da ates and am mounts of all a ments for an invoice. You u can also schedule part tial payment ts and place all or part of o paym the sc cheduled pay yment on ho old. To ad djust schedu uled payme ents for an in nvoice 1 2 Find the Inv voice. In the Invoices window w, choose th he Scheduled d Payments button. In th he Schedule ed Payments window w mak ke any updat tes to unpaid d scheduled payments an nd create an ny new schedu uled paymen nts you want. . Page 85 A. F. . FERGUSON N & CO.
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If you wan nt to split a scheduled payment, p up pdate the am mount then chooses c Split Schedule to t have Payables create e an addition nal schedule ed payment with the ne et amount due e. Adjust th he dates as appropriate and optionally apply a hold to th he scheduled payment. p

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3.5

Inquiri ing Invoi ices

You can find in nvoices to re espond to su upplier inqu uiries, includ ding questio ons regardin ng ice payment status, invo oice payment date, reaso ons an invoice has not been b paid an nd invoi total balance due e for a supp plier or sup pplier site. You Y can also find invoices to mak ke adjus stments to th hem or to per rform action ns on them, such as appro oval or cance ellation. Use this t Path Invoices: Inqu uiry: Invoic ces To Find an Invoice. Using the Find F Invoice es Wind dow;

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Follo owing windo ow will appear:

Open the Find F Invoices s window fr rom the Invo oices window w either by choosing th he Find icon fr rom the Too olbar or by se electing Find from the View V menu. Enter criteri ia directly into o the fields. You can en nter complex criteria by y entering in nformation in i several fiel lds. Some fi ields will no ot become enabled e unle ess you first t identify th he supplier. n to navigate to the Invoi ices window w where Paya ables display ys Choose the Find button s that match h your crite eria. Payable es display in nvoices in the t followin ng all invoices order:

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Su upplier Nam me (ascending g) Su upplier Site (ascending) ( In nvoice Date (descending) ( ) In nvoice Numb ber (ascendin ng)

To Calculate C a Balance ow wed agains st a particu ular Invoice/ Supplier r


First find the Sup pplier in the find window w

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Then n Click on Calculate C ba alance owed d Button

Enter r the operatin ng unit and click c Calcu ulate em will show w the details of payments s as shown in following window: Syste

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3.6
1

Revers sing Invo oice Distr ributions


Find the in nvoice. From m the Invoic ces window w choose the e Distributio ons button to t navigate to the Distribu utions windo ow. Select the distribution ns you want to reverse e and choos se Reverse 1. Payabl le creates a ne egative amou unt distributi ion for each distribution you select.

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3 4

Save your work. w Adjust the Invoice am mount accor rding to the e Distributio on amount and a click on o Create Ac ccounting to t create acc counting for reversal of distribution d .

3.7

Cancel ling Invo oices

You can cancel only unpaid d invoices. You Y can ca ancel any un napproved in nvoice, or an a oved invoice e that does not n have any effective payments p or r accounting g holds. If an a appro invoi ice has a hol ld that preve ents accounti ing, you mu ust release th he hold befor re you cance el the in nvoice. You u cannot ca ancel an inv voice that has h been sel lected for payment p in a paym ment batch. A cancelled invoice i does s not show up p in your inv voice liabilit ty reports an nd you cannot c pay or o adjust a ca ancelled inv voice. You ca an cancel sin ngle invoice e distribution ns Page 94 4 A. F. . FERGUSON N & CO.
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by reversing them m. When Pa ayables canc cels an invoic ce, it sets the e invoice am mount to zero o, sets all schedule ed payments to zero, and a reverse es all invoic ce distributi ions and an ny match hes to purch hase order shipments s an nd distributi ions. Payabl les also subm mit Approva al for th he invoice an nd, if there are a no accou unting holds on the invo oice, updates s the status of o the in nvoice to Ca ancelled.

To cancel an in nvoice;
1 2 3 4 Find the inv voice in the find f invoice window. In the Invoi ices window w, select the invoice you u want to can ncel and cho oose Actions. In the Invoi ice Actions window, w sele ect Cancel Invoices I Choose OK K to have Pay yables cance el the invoice e. Click Ok an nd following g Caution me essage will be b displayed d by the syste em.

5 6

Click OK. Click Create Accounti ing in the Ac ction 1 butto on.

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When Paya ables cancel ls an invoic ce, it sets th he invoice amount to zero, z sets all a scheduled payments p to zero, and re everses all in nvoice distri ibutions and d any matche es to purchase e order shipm ments and dis stributions. Save your work. w

Can nceling Inv voice Restr rictions


INVO OICES TO WHICH W YOU U HAVE APP PLIED PRE EPAYMENTS S

You cannot canc cel an invoi ice that you u have applied a prepay yment to. You must firs st unapp ply the prepa ayment.
INVO OICES YOU HAVE MAT TCHED TO PERMANENTLY CLOSED PURCH HASE ORDERS

You cannot c cance el an invoice e that you matched m to a permanently p y closed purc chase order.
PREP PAYMENTS S

You cannot canc cel a prepay yment that you y have ap pplied to an invoice. You must firs st ply any prep payments an nd void the payment p that paid the pr repayment. You Y can the en unapp cance el the prepay yment.
CANN NOT REDUCE QUANT TITY BELOW W ZERO

You cannot canc cel an invoic ce if canceli ing it reduces the quan ntity billed on o a purchas se r below zero. order

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Session - 4

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4.1

Making Payme ents again nst indivi idual Inv voices

Summ mary Maki ing Payment t for an Indiv vidual Invoic ce is a Four Step Process s 1 2 3 Select the In nvoice from m Invoice Window for Pa ayment. Go to the Action A 1 Win ndow and Cli ick on Pay in n Full Box. Enter the Pa ayments deta ails in to Pay yment Wind dow.

Prer requisites
Each invo oice you wan nt to pay mu ust be validat ted, not canc celled, and without w holds s. Each invo oice that requ uires approv val must be approved a bef fore you can n pay it. Each invo oice must ha ave used the same curren ncy as the pa ayment. The bank account mu ust have at le east one paym ment document.

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Proc cessing Pa ayment thr rough Invoice Wind dow


1 Select the In nvoice from m Invoices Window W for which w Payme ent is to be made. m

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Click on the e Action 1 button b and th he following screen shall l appear.

Check Pay in Full box and click OK

Follo owing Payments screen will appear

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4 5 6

Enter the Pa ayment date in the Paym ment date fie eld. Select the Bank B in Bank k Account column. c Select the Payment method m from m list of value es.

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Select the Payment P Process profile form the list t of values.

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8 9 10

All other in nformation on payment screen s will au utomatically y default. The System m automatica ally Reserve e the available Documen nt No of the Bank for th he Payment wh hen you sele ect the Docu ument Type. Enter releva ant informat tion in Paym ment DFF

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11

Click on the e Actions.1 button an nd Payment Actions A screen shall appear

12

Check the Create acco ounting chec ck box and select the ty ype of accounting that u want to crea ate for the pa ayment. (Dr raft, Final or Final Post) and click ok k.

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4.2

Processing Payment thr rough Pa ayment Window W

Follo owing are the e exceptions for processi ing of payments through h Payment sc creen: 1 Follow the path Payments> Entry> >Payments

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Follo owing windo ow will appear:

2 3 4 5 6

In the Paym ments window w select Qui ick in the Ty ype field. Enter the Su upplier in th he Trading Partner P field d. Enter the Pa ayment date in the Paym ment date fie eld. Enter the Bank Accoun nt from which h you want to t make the payment. ayment Proc cess Profile in i the Payment Process s Profile field. Enter the Pa

Choose Ent ter/Adjust In nvoices to na avigate to th he Select Inv voices windo ow. Select th he invoices yo ou want to pay. Option nally choose e Invoice Overview to review mor re information n about an in nvoice.

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8 9

If the invoi ice is subjec ct to withhol lding tax a window w wil ll pop-in and d system wi ill automatical lly intimate you y for with hholding tax. . Save and re eturn to the Payments P wi indow. Paya ables automa atically enter r the paymen nt Amount for r you.

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10

If the invoice in subject to With Ho olding Tax, system will automatical lly deduct th he amount of withholding g tax. You can see th he amount in Lines ta abbed region n. Invoices by y the name of o Tax Auth hority will al lso be gener rated by the system. Yo ou have to re-query the invoice batch to see the e invoice of f WHT. On nce the WHT invoice is created you u have to complete c all l the steps of standard d invoice i.e e. Validation, Create Acco ounting, Pay yment.

11

You can als so view the amount of WHT W in the distribution of invoice. Click the All A Distribution ns button on Invoices sc creen. Follow wing window w will appea ar.

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Choo ose Actions to t navigate to the Payme ent Actions window. w

Check the Create e Accounting g check box x and select the t type of accounting a t that you wan nt to cre eate for the payment. p k ok. Click

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4.3

Processing Payments th hrough Payment Batch B

te Template 4.3.1 Creat

Click k on Paymen nt Manager

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Click k On Templa ate Tab

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Click k on Create button b

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Enter r Template Name, N Descr ription and E End Date in Batch B Heade er Field

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In S Scheduled Pa ayment Selec ction Criteria a Tab enter r following information i Supplier Type Payee e Paym ment Method d Pay Group G Legal Entity ment Currenc cy Paym Operating Units

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Tick Include On nly Due che eck box to se elect only du ue payments Click k On Payme ent Attribute e Tab and Provide P Rele evant Inform mation

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Click k On Proces ss Automatio on Tab

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Click k Validation n Failure Results Tab

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Click k Apply Syste em will prov vide followin ng confirmat tion message e

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4.3.2 Run Payment P Process Request


There e are two wa ays to Run a Payment pr rocess Reque est 1-Run n Request fr rom Templa ate Tab 2-Run n Request fr rom Payment Process Request R Tab b

4.3.2.1 Run Request from T Template Tab

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Click k on Templat te

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Enter r Template name n

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Click k GO

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Click k on Submit t Single Req quest button n

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All in nformation defaults d from m Template Enter r Pay from Date D and Pay y Through Date

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Speci ify Payment t Date in Pa ayment Attrib bute Tab

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Click k On Submit Button

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4.3.2.2 Run Request from Payment Process P R Request Tab

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Click k on Payme ent Process R Request tab

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Click k on Submit Single Requ uest

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Enter r Following information Requ uest Name Temp plate Name Pay from f Date Pay through t Date e Paym ment Date

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Click k on Submit button

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4.3.3 3

Paym ment Proc cessing

When n Payment Process P Requ uest is submi itted system automatical lly starts the process of auto selection s of invoices for r payment on n the basis of f criteria spe ecified in Pay yment batch h

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Click k on Need Action A Button n for paymen nt processin ng

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Or Cl lick On Paym ment Proces ss Request Tab

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Enter r Payment Pr rocess Requ uest Name an nd Click on GO

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Click k On Start Ac ction Button n

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Syste em shows all l invoices that it has sele ected for pay yment on the e basis of inv voice select tion criteria. . Here You can c perform following ac ctions: 1. Change th he amount of o Payment 2. Remove any a Invoice from Payme ent 3. Add some e new invoic ce for payme ent

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4 4.3.3.1 Ch hange in Payment t Amoun nt

k on Paymen nt amount an nd enter new amount of Payment P Click

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4.3.3 3.2 Remo ove any Invoice I fr from Pay yment

Selec ct the line by y clicking sel lect button

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Click k on Remov ve From Req quest button n

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Click k on Yes

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Paym ment Line has been remo oved

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4 4.3.3.3 Ad dd some new n invo oice for payment p

Click k on Add Sc cheduled Pay yments but tton

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Selec ct the invoice es to be inclu uded in the b batch

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After r Reviewing the invoices s selected for r payment an nd adding/D Deleting the payment p or chang ging the pay yment amoun nt, Submit th he batch for payment

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On Refreshing R th he button Req quest status changes

Click k on Take Action A

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You may m Remov ve any invoic ce from Paym ments by clic cking the R Remove butto on

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k on Start Action A Click

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Selec ct Run Paym ment Process s Action

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Click k Go

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Now Click on P Payment Instructions Ta ab

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Click k on Take Action A

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Click k on Continu ue Button

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Click k Apply

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4.3.5 Invoic ce numbe er and C Cheque Number N

Click k on Request t Name

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Paper r Document number is Cheque C numb ber Click k on Invoice amount

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Refer rence numbe er is Invoice number

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4.3.6 Invoic ce Workb bench ve erification n

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4.3.7 Bank Not Specified In Paymen nt Batch

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4.3.8 Bank is specifi fied with an Optio on to cha ange bank k

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4.4

Voidin ng Payme ents

To vo oid a paymen nt, open the payment wo ork bench an nd query the payment to be voided:

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Click k on the Acti ions 1 button n and check the void che eck box.

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r the Date an nd GL Date. In the Invo oice action LOV, L select the action to o be Enter perfo ormed on the e invoice. (N None, Hold or Cancel). Click C OK.

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The following f Ca aution messa age will be displayed d will be display yed by the sy ystem

Click k ok and then n click on the Actions 1 button. Sele ect Create Accounting A a click and OK.

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Qui ick Paym ment Re estriction ns


NUM MBER OF IN NVOICES

You can only pa ay as many y invoices as you defin ned for the remittance r a advice of th he ment docume ent. paym

SAM ME SUPPL LIER SITE


You can only sel lect invoices s that have th he same supp plier site as the payment t supplier sit te e You can, however r, change the e payment mailing m addre ess if the Al llow Paymen nt you enter. Addr ress Change Payables op ption is enabl led.
PAY ALONE INV VOICES

The system s adjus sts the list of values to ensure e that you y dont pa ay a Pay Al lone invoic ce when n you pay multiple m invo oices. If you u have select ted an invoi ice for paym ment and the en select t more invoi ices for paym ment, then Payables P doe es not includ de Pay Alon ne invoices on o this list l of values s. If you sele ect a Pay Alone invoice e for paymen nt then you cannot selec ct more invoices.
PAYI ING IN A FO OREIGN CU URRENCY

You must pay in n the same currency as s the invoice e. You can enter and pay p a foreig gn curre ency invoice only if your r Allow Mul ltiple Curren ncies Payabl les option is enabled, an nd you have h defined d a multicur rrency or for reign currenc cy denomina ated bank account.
CANN NOT STOP FORMATTE ED QUICK PAYMENTS S

You cannot c stop a Quick Pay yment before e it has been formatted.

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Ses ssion -5 -

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5.1

Transf fer Accou unting En ntries to General Ledger

After r you create accounting entries in Pa ayables, submit the Paya ables Transf fer to Genera al Ledg ger program to send inv voice and pa ayment acco ounting entries to the general g ledge er interf face. This pr rogram is ru un form the Submit Req quest windo ow. You can n then subm mit Journ nal Import, which w uses the t data in th he GL interface to creat te unposted journal entr ry batch hes, headers, , and lines. You Y can the en post these e journal en ntry batches, headers, an nd lines within Gen neral Ledger to update your y Genera al Ledger ac ccount balan nces. You ca an mit Journal Im mport either r when you submit the transfer t prog gram, or sep parately, afte er subm the tr ransfer proce ess complete es. Payab bles retain the accountin ng entries, so s you can continue c to review r them m in Payables. Also, , after you post p journal entries in Oracle O Gener ral Ledger, you y can drill l down to th he relate ed accountin ng entries or transactions s in Payables s.

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Withh holding Tax x Certificates s and Except tions Withh holding Tax x Certificates and Excep ptions featur re is used to define With hholding Ta ax type tax code rate exceptions s for a suppl lier site. You u can define e a certificate e to specify a rate exception e for r a Withhold ding Tax typ pe tax code for f all invoic ces of a supp plier site. Yo ou can also a define a rate exception for a Wit thholding Ta ax type tax code c for a sin ngle invoice. Use the t following g navigation n path to defi ine Withhold ding tax cert tificates and exceptions. Oracl le Payables > Setup > Ta ax > Withho olding > Cert tificates

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Follo owing windo ow will be di isplayed

ne a Withho olding Tax Certificate C Defin 1. Enter Ope erating unit name. n 2. Enter supplier name pplier site for r which to en nter certifica ate and excep ption. 3. Enter Sup n This s number can n be user-def fined or it ca an be a 4. Enter the certificate number. number assigned to a certificate is ssued to the supplier by the tax authority. ype. 5. Enter the certificate ty p If yo ou have one or more cert tificates for the t same 6. Enter the certificate priority. Withholding Tax type e tax code with w an overla apping effec ctive date ran nge, Payable es applies th he certificate with the hig ghest priority y (1 = highest priority). Only O one certificate e can be enfo orced at a tim me. ax rate for th he Withholdi ing Tax type e tax code. If f the 7. Enter the certificate ta certificate e specifies th hat the suppl lier site is ex xempt from this t tax code e, then enter 0 as the rate e. ate range for the certifica ate tax rate. If I you specif fy a unique 8. Enter the effective da priority fo or each certificate, then you y can ente er overlappin ng effective date ranges Page 212 A. F. . FERGUSON N & CO.
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on differe ent certificate es for the sam me Withhold ding Tax typ pe tax code for f the same supplier site. s Defin ne a Withho olding Tax Exception E 1. 2. 3. 4. Enter Ope erating unit name. n Enter supplier name Enter Sup pplier site for r which to en nter certifica ate and excep ption. In the Exc ception regio on, enter the e Withholdin ng Tax type tax t code for which you want to de efine an exception. 5. Enter the invoice num mber to whic ch the curren nt exception applies. a If yo ou enter the invoice be efore enterin ng the exception, select from f a list of f values the invoice number to o link the exception to th he invoice. If f you enter the t exception n before entering the t invoice, enter e the inv validated inv voice number r and Payabl les will automatic cally link the e exception to t the invoice number wh hen you ente er the invoice. 6. Enter the exception ra ate for the in nvoice. 7. Enter the effective da ate range for the exceptio on. If you en nter an incorr rect invoice number fo or an excepti ion, enter an n effective da ate range in the past to make m an exception n rate for an invoice i inva alid.

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Ses ssion -6 -

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6.1

Run a Standar rd Repor rt

To in nitiate Standa ard reports, follow f the navigation pa ath Othe er: Requests s: Run.

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Paya ables ask you u whether yo ou want to su ubmit a Sing gle Request or o a Request Set. Select the Si ingle Reques st option

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Enable Single req quest and Cl lick on the O OK button. This T will take e you to the Submit Requ uest form.

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In the e Name field d select the Required R Re eport from List of Values s. 1 In the Para ameter field enter the req quired param meter related d to the Repo ort.

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Click k on the schedule button n to schedul le the report ts. Different Parameters are provide ed by the Oracle to schedule s the e reports.

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G to View menu Go m and the en select Req quests.

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T following The g window w will appear: P Press Find button

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The following f scr reen will app pear:

This screen show ws the status of each and every report t run by all the t users. Th he Status colum mn is import tant. User ca an view the output o of a re eport only when w its statu us has becom me Normal l. This statu us means tha at the report has h run succ cessfully. Th he Refresh Data button will l be used to update u the st tatus of a pen nding report t.

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Click k View Outp put button to o view the re esult of repor rt.

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