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Document Id: FCI User Guide -AP Version 1.
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June 2011
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Document Id: FCI User Manual -AP Version 1.0
Confidentiality
 2007 Tata Consultancy Services Limited
This document contains information that is proprietary and confidential to Tata

Consultancy Services, which shall not be disclosed outside Food Corporation of
India, transmitted, or duplicated, used in whole or in part for any purpose other than
its intended purpose. Any use or disclosure in whole or in part of this information
without express written permission of Tata Consultancy Services is prohibited. Any
other company and product names mentioned are used for identification purposes
only, and may be trademarks of their respective owners.
Tata Consultancy Services Confidential Page:

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Document Id: FCI User Guide -AP Version 1.0
Document Control
Revision Details
Date Author Version Change Reference
02nd TCS Tax Related Changes

August 1.
2010
24th June, TCS Added Section on Auto Creation of Invoices
2011
20th TCS Added Section on Payment – Payment Batch
Apr,2012 Modifying payment batch
16th TCS Naming convention of Internal/External bank added
Jul,2012 in Creation of Bank and Payable Document .
22nd TCS Added section 33 and 34.
Aug,2012
22nd TCS FCI Purchase Day Book Report & FCI India -
Nov,2012 Cash/Bank Book Report converted to Excel
7th TCS Changes done to provide
Dec,2012 FCI_PURCHASE_DAY_BOOK for Notepad output
and FCI_PURCHASE_DAY_BOOK EXCEL reports
for output in excel format.
20th TCS Added Print Invoice Notice
Dec,2012
20th TCS Added Security Checks for supplier master and site
Dec,2012 details.
3rd TCS FCI Prepayment Status Report added.
Jan,2013
4th TCS Supplier master form entirely non editable for
Jan,2013 suppliers created from payroll added.
16th TCS Added Security Checks Accounts Payables ,
Jan,2013 Accounts Receivables and General Ledger.
18th TCS Edited in point 17(Added search criteria for
Jan,2013 IOG),point 18(Distribution details of Credit
Memo),point 26
24th TCS For Separate period Closure
Jan,2013
20th Feb, TCS For FCI India Creditors Trial Balance Report
2013
Tata Consultancy Services Confidential Page: ii

Date Author Version Change Reference
01st TCS For FCI Prepayment Status Report , Section of

Mar,2013 Prepayment Invoice
23rd TCS FCI Payables Invoice Register
Apr,2013
30th TCS FCI Prepayment Status Schedule Report
Apr,2013
09thMay,2 TCS Nominee Payment, FCI check printing
013
17thMay, TCS Searching criteria for SD created through AR.

2013
31-May- TCS Print Invoice Notice parameters added.
2013
31-May- TCS Notes added under Creation of Bank and Payable
2013 Document.
04-Jun- TCS Separate Period Closure at RO Level
2013
13-Jun- TCS FCI India cash/Bank Book
2013
29-Jul- TCS CR161 changes(Page no. 2-5)(Page 10)
2013
25-Sep- TCS CR 288(Page no. 6,239)
2013
25-Sep- TCS CR 291(Page no.38)
2013
18-Oct- TCS CR 304(Page no. 264) & AP-AR, AR-AP, REFUND
2013 Process Change pertaining to Period Closure
18-Nov- TCS CR 311 (Page no. 5), CR 318(Page No. 172,220,221)
13
19-Nov- TCS Page no. 236
13
28-Nov- TCS Page no. 260
13
Distribution
Copy Name Location Role Position Date

No.
1 Mr. R R Agarwal FCI
2
Tata Consultancy Services Confidential Page: iii

Sign-off
S Name of FCI Core Team Role Signature Date

no. Member
3 Mr. R R Agarwal Process Owner
DOCUMENT RELEASE NOTICE
Notice No.:
Client: Food Corporation of India
Project: Oracle Application 11i Implementation at FCI.

Document Details:
Name Version No. Description

FCI User Guide -AP 1.0 User Guide for Accounts Payables.
3. Enter Supplier Additional Information.
38. Create TDS Tax Code
39. Create TDS Threshold
40. TDS Exceptional Setup
41. Create TDS Invoice, Make TDS
Revision Details:
Action taken Preceding New Revision

(Add / delete / Page No. Page No. Description
change)
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Change Register serial numbers covered:

The documents or revised pages are subject to document control.
Please keep them up-to-date using the release notices from the distributor of the
document.
These are confidential documents. Unauthorized access or copying is prohibited.
Approved by: Date:
Authorized by: Date:
Tata Consultancy Services Confidential Page: v

DOCUMENT REVISION LIST
Client: Food Corporation of India

Project: Oracle Application 11i Implementation at FCI.
Document Name: FCI User Guide -AP
Release Notice Reference (for release):
Rev. Revision Revision Page Prev Action Addend Release

No Date Description No. page Taken a/New Notice
no page reference
Tata Consultancy Services Confidential Page: vi

Table of Contents
1. Overview................................................................................................................1
2. Create Supplier and Customer................................................................................2
3. Checks for Supplier and Supplier Sites..................................................................9
4. Enter Supplier Additional Information.................................................................11
5. Change of PAN.....................................................................................................18
6. Supplier Merge.....................................................................................................18
7. Create Distribution set..........................................................................................24
8. Create Invoice Hold and Release.........................................................................25
9. Create Tax Code...................................................................................................27
10. Create Purchase Invoices.................................................................................38
11. Auto Creation of Invoices................................................................................44
12. Treatment of security deposit deducted in Invoice..........................................45
13. Cancelling Invoices..........................................................................................47
14. Create Other Invoices.......................................................................................48
15. EMD.................................................................................................................52
16. Change of Liability account.............................................................................54
17. Treatment of Advances.....................................................................................54
18. Adjustment of advances (one party) and refund is received............................55
19. Adjustment of advances (more than one party)...............................................56
20. Create Prior Period Invoices............................................................................56
21. Create Credit/Debit Memo...............................................................................57
22. Approval Workflow..........................................................................................63
23. Create VAT Invoices.........................................................................................82
24. VAT Settlement.................................................................................................93
25. Payment to Tax Authorities............................................................................104
26. Prepayment Invoice (Advance Payment).......................................................107
27. Create Intercompany Payable Invoices..........................................................113
28. Treatment of FC note......................................................................................118
29. Check Supplier Balances................................................................................122
30. Invoice Inquiry...............................................................................................125
31. Applying Invoice hold and payment hold......................................................126
32. Make Payments – Using Invoice Workbench................................................133
33. Make Payments – Using Payment Workbench..............................................136
34. Nominee Payment..........................................................................................139
35. If Bank Issues Same Cheque Series...............................................................140
36. If Units issue cheque in RTGS/NEFT payment.............................................143
37. Applying Credit Memo to Invoices and payment..........................................144
38. Making Partial Payment for an Invoice..........................................................148
39. Cheque Payment for Multiple Supplier Invoices...........................................149
40. Payment – Payment Batch..............................................................................160
41. Payment - Inquiry...........................................................................................175
42. Stop or Void a Payment..................................................................................177
43. Releasing a Stop Payment..............................................................................178
44. Voiding a Payment.........................................................................................180
45. Create TDS Tax Code.....................................................................................182
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46. Create TDS Threshold....................................................................................183

47. TDS Exceptional Setup..................................................................................187
48. Create TDS Invoice, Make TDS Payments....................................................191
49. Generate TDS Certificate...............................................................................200
50. WCT Tax........................................................................................................201
51. Run Reports/Programs...................................................................................202
52. Petty Cash Expenses......................................................................................207
53. Milling Bills...................................................................................................214
54. Petty Cash Transactions – Cash Withdrawal..................................................214
55. Payments using Petty Cash Fund...................................................................217
56. Creation of Bank and Payable Document......................................................218
57. Open/ Close AP Accounting Periods..............................................................228
58. Custom Closure of Periods.............................................................................234
59. Separate Period Closure for RO Level...........................................................235
60. Reports...........................................................................................................236
1. FCI_PURCHASE_DAY_BOOK EXCEL........................................................236
2. FCI Payables Purchase Day Book - Summary Sheet.........................................239
3. Intercompany Report..........................................................................................240
4. FCI Inter Company AP Payment Report............................................................243
5. VAT Information 1..............................................................................................244
6. Tax Challan Information....................................................................................248
7. Supplier Tax Information report:........................................................................249
8. TDS Certificate for TDS deducted by FCI.........................................................251
9. TDS Certificate for TDS deducted by CPF Trust..............................................254
10. TDS Return Certificate...................................................................................256
11. Supplier Paid Invoice History Report............................................................257
12. Supplier Payment History Report..................................................................259
13. FCI India cash/Bank Book Report.................................................................260
14. Suppliers Report.............................................................................................261
15. Invoice Aging Report.....................................................................................263
16. FCI India Creditors Trial Balance..................................................................265
17. Invoice Audit Listing by Voucher Number....................................................266
18. Invoice Audit Listing......................................................................................268
19. Invoice Audit Report......................................................................................270
20. Invoice History Report...................................................................................272
21. Invoice on Hold Report..................................................................................275
22. Invoice Register..............................................................................................278
23. Invoice Approval Status Report.....................................................................280
24. Prepayments Status Report............................................................................282
25. FCI Prepayment Status Report.......................................................................284
26. Missing Document Numbers Report..............................................................285
27. Payment Batch Control Report......................................................................286
28. Payment Exceptions Report...........................................................................287
29. Preliminary Payment Register........................................................................288
30. Stopped Payments Report..............................................................................288
31. Void Payment Register...................................................................................289
32. Accounts Payable Trial Balance Report.........................................................290
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33. Payables Account Analysis Report.................................................................292

34. Posted Invoice Register..................................................................................294
35. FCI_CUSTOMER_FROM_SUPPLIER........................................................297
36. FCI Creditors Ledger.....................................................................................297
37. FCI Payables Invoice Register.......................................................................298
38. Posted Payment Register................................................................................299
39. FCI Unaccounted Transactions Report..........................................................301
40. FCI Payment Output Batch............................................................................303
41. Print Invoice Functionality.............................................................................305
42. Print RTGS Report.........................................................................................307
43. Unpaid Invoice Report...................................................................................308
44. Partially Paid Invoice Report.........................................................................310
45. Print Invoice Notice.......................................................................................312
46. FCI Check Printing:.......................................................................................313
47. FCI Final Payment Register...........................................................................314
48. FCI Prepayment Status Schedule Report.......................................................315
49. FCI Custom Period Close Program:...............................................................315
50. FCI GL Period Closure Execution Report:....................................................316
51. FCI AP Custom Period Close Execution Report............................................317
52. FCI AR Period Closure Exception Report:....................................................317
53. FCI Custom Period Closure Report - Autoinvoice & Interface.....................318
54. FCI Closed Period Status Report:..................................................................319
Tata Consultancy Services Confidential Page: ix

Document Id: FCI User Manual -AP Version 1.0
1. Overview
The purpose of this training document is to give the intended users step by step operating
instructions in doing the Account payables related activities in Oracle Applications 11i
ERP system.
The Accounts Payables module of the Oracle Applications 11i (Release 11.5.10) is
configured to meet the requirements of Food Corporation of India
Accounts Payables module involves the entering of the invoices of the supplier and
making their payments.
The system is configured as per the Accounts Payables Set Up document. All the required
data to configure the system are collected from the business process owners of Food
Corporation of India. To perform Accounts Payables related activities in the configured
system, it is essential for the business users to know the operating steps. In this context,
the user guide is prepared and distributed to the intended users.
Based on the functional processes in the Accounts Payables, the following processes are
to be performed in the system:
1. Create supplier and supplier additional information
2. Create Distribution set.
3. Create Invoice – Purchase invoices and other invoices, Credit/Debit Memo,

Prepayment Invoice. VAT invoices
4. Approval workflow
5. Intercompany transactions
6. Check Supplier Balances
7. Invoice Inquiry
8. Make Payments – Using Invoice Workbench, using Payment Workbench, Using

Payment Batches
9. Payment Inquiry
10. Create TDS Certificate
11. Open/ Close AP Accounting Periods
12. Run Reports
Tata Consultancy Services Confidential Page: 1

13. Create TDS Section
14. Create TDS Taxes codes
15. Create TDS Thresholds
16. Run Request
17. Open / Close Period
2. Create Supplier and Customer

Set up suppliers in the Suppliers window to record information about individuals and
companies from whom you purchase goods and services. When you enter a supplier that
does business from multiple locations, you store supplier information only once, and you
enter supplier sites for each location. Most supplier information automatically defaults to
all supplier sites to facilitate supplier site entry. However, you can override these defaults
and have unique information for each site.
The system uses information you enter for suppliers and supplier sites to enter default
values when you later enter transactions for a supplier site. Most information you enter in
the Suppliers window is used only to enter defaults in the Suppliers Sites window. If you
update information at the supplier level, it will not update existing supplier sites.
To create TDS Authorities, In Classification Tab select ‘TDS Authorities-IND’ as

classification type. For creating VAT Authorities select ‘VAT Authorities-IND’ as
classification type. For other Tax Authority select ‘Tax Authority’ as classification type.
For suppliers created from payroll:
1. Supplier will be created automatically , whenver any active employee is created in

Payroll.
2. Any changes done in active employees in Payroll , will automatically get reflected in
Supplier also.
3. If any employee is inactive in payroll, and user activates it in payroll, corresponding

supplier will be created in APPS (if no corresponding supplier exists).
4. If any active employee is inactivated in payroll, the classification of corresponding

supplier in APPS, will change to FCI Retired Employee, and if it is again activated in
payroll, the classification in APPS will change to FCI Employee.
5. No manual creation of supplier with supplier number as staff code and classification as
FCI Employee or FCI Retired Employee is permitted in APPS.

6. Supplier master form will remain freezed for suppliers created from payroll (with
classification FCI Employee).
7. Once the employee gets retired in Payroll, its classification in APPS will be changed to
FCI Retired Employee and the field of inactive date will become editable.

8. Customer for suppliers created from payroll will also be created automatically. There is
no need for executing any concurrent program. For any active employee created in
payroll , supplier and customer will be created automatically. Also, if further changes are
made in employee details in payroll, they will automatically flow to supplier as well as
customer.
9. Whenever any changes are made in Payroll, corresponding changes will also flow to
the user-ids created in APPS.In case of transfer cases , the user id with previous location
will get updated with new location code and will get de-activated. It will have to be
activated manually then.
Creation of Sites for suppliers created from payroll:
1 As any employee gets created in payroll, his corresponding supplier with present
location as his site will be created . In this site , the primary flag will be checked. Same
site will also get created in Customer.
2 Also, when the employee gets transferred in payroll, his new site will be created
automatically in Supplier as well as Customer.
3 There is a check on supplier site form, that user cannot de-activate his site which is his
present location in Payroll.
4 For any supplier created from payroll, with classification FCI Employee/FCI Retired
Employee, no sites can be created manually.

5. If any employee is transferred from site A to Site B a new site B will be created in
APPS (both in supplier and customer), and if the employee again gets transferred to Site
A, new site will not be created but the old site A will get activated again(if inactive) in
supplier as well as customer.
For Third Party Suppliers:
Note – To create a customer ( third party ), first create a supplier as mentioned below.
Then system will create the customer automatically by a scheduled concurrent program
‘FCI_CUSTOMER_FROM_SUPPLIER’. This program can also be run by the user as
and when required.
Function Path: Select the PAYABLES SUPER USER responsibility.

Payables >> Supplier >> Entry
Steps:
1. To create new supplier, enter name and supplier number. Enter supplier number
following ‘Unit code_S_<seq number>’ convention.
Note : No special charaters (apart from characters A-Z, numbers 0-9 ,left &
right parenthesis ,underscore,comma,dot and spaces) are allowed in supplier
name. If user enters any other special charaters , he will get an error prompt
saying no special characters are allowed in supplier name.
2. For employees, staff number will be the supplier number.

3. Enter the TIN number (Tax identification number) in the field named Tax
Identification Number .

4. Click on classification tab and enter supplier classification viz Central Government,
Central Government agencies, State Government, State Government Agencies,
Suppliers-Ind.
Note: To create TDS Authorities, In Classification Tab select ‘TDS Authorities-IND’ as

classification type. For creating VAT Authorities select ‘VAT Authorities-IND’ as
classification type. For other Tax Authority select ‘Tax Authority’ as classification type.
5. Click on Payment tab and verify set ups. This set ups default from Financial and
payables options. Optionally change payment method (Check, electronic, clearing,
wire.)
6. Optionally click on Tax reporting tab and enter organization type : Company IND for
company, Individual IND for individual, Firm- Ind for Partnership firm, HUF -IN for
Hindu Undivided Family , Govt - Government
7. Save work
8. Click on supplier site button. Enter supplier site name, country and address.
Optionally enter contact details under contact tab.

9. Click on accounting tab and verify GL Liability and prepayment account. Verify the
unit code and change the same to the unit where supplier belongs. Accounts entered
here will default in invoice entered for the supplier. Click on Bank Account tab and
select supplier bank account, in case electronic payment to be made.
10. Click on Invoice Tax Tab and click on ‘Use offset taxes’ check box.

11. Click on save icon.
12. To Modify Existing Supplier: F11, Enter search criteria, Ctrl + F11, Modify & SAVE.
3. Checks for Supplier and Supplier Sites.

User cannot make changes in supplier master details of suppliers of other units.He
would be able to make changes in suppliers of his unit only. For ex: If a supplier belongs
to HA11,supplier master details will get updated only from HA11 Payables responsibility.
The supplier number field would be grayed out(non-editable) once saved. User
will not be able to make any changes in supplier number once it is entered and saved.
User will not be able to make changes in supplier sites of other units. For ex: A
supplier of HA11 cannot make any changes in sites of WA11.
First four characters of liability account should match either supplier number or
site code for creating a new supplier.

Supplier master details for suppliers created from payroll(employee type (depicted
as S….C), departmental (depicted as D…..C) and labor (depicted as L….C)) would be
entirely non-editable for users. Screenshot is attached below for reference:
Supplier sites created from payroll:

1 Also, when the employee gets transferred in payroll, his new site will be created
automatically in Supplier as well as Customer.
2 There is a check on supplier site form, that user cannot de-activate his site which is his
present location in Payroll.
3 For any supplier created from payroll, with classification FCI Employee, no sites can be
created manually.
4. If any employee is transferred from site A to Site B a new site B will be created in
APPS (both in supplier and customer), and if the employee again gets transferred to Site
A, new site will not be created but the old site A will get activated again(if inactive) in
supplier as well as customer.
4. Enter Supplier Additional Information.
Oracle Payables >> Suppliers >> Supplier Additional Information

Steps:
1. Find the required supplier from the existing LOV. Enter details for NULL site means
without selecting any supplier site.
2. Enter Details pertaining to excise , sales Tax , VAT and service Tax , If any
3. Click on Save Icon
4. Click on TDS details tab to enter TDS related information. The above snapshot shows
the information with the vendor name ‘FA11_TAX8’

5. Enter TDS Vendor Type. Please be sure before entering the TDS Vendor Type as this
information can not be changed or updated once entered. TDS Vendor types can be
one of the following
i) Company – IND
ii) Individual – IND
iii) Other Persons – IND
iv) Hindu Undivided Family – IND, etc.
v) Firm - IND
Enter PAN No. Check confirm PAN Check box.
If PAN is not available then TDS deduction will be at 20% as per section 206AA for
all units, with the section code UNIT CODE SEC. 206AA-ALL.

Value for PAN field where PAN is not available must be entered as ‘PANNOTAVBL’.
This value is also accepted by NSDL. This is required as PAN is a mandatory field for
applying tax.
6. Check Create Pre - Validated TDS Invoice and credit memo check box for creating
automated TDS invoices.
7. Click on Save Icon.
8. Click on Tax Info Button , It will navigate to Tax Information screen and then click on
TDS Details to view TDS Sections Details fetched for the supplier .

9. IMPORTANT: Attach the ‘Default TDS Section’ only to the vendor. On

attaching the default TDS section, all invoices for this vendor will automatically
pick up this TDS section, with the threshold limits specified in threshold.

10. Now create record for all sites. Follow the same procedure as explained above for the
null site. Select the supplier and supplier site and enter details pertaining to site.
Different default sections can be applied to different sites. For example, in the given
snapshots, the supplier name ‘FA11_TAX8’ is associated with two sites,
FA11_TAX8_194J and the other site is FA11_TAX8_194C, with the default sections
194J and 194C attached respectively.


11. Click on save icon (same as null site)
12. Click on TDS Details button (same as null site)
13. Check Create Pre – Validated TDS Invoice and credit memo check box for creating
automated TDS invoices. Click on TDS Vendor Type. TDS vendor type and PAN no.
will get fetched automatically (same as null site)
14. Enter the default TDS Section. This section will be applied to all invoices of this
vendor. If the same supplier is subjected to different TDS sections, different sites
can also be created accordingly.
15. Click on save icon
16. To modify Existing Supplier additional information: F11, Enter search criteria, Ctrl +
F11, Modify & SAVE

5. Change of PAN
If a PAN is required to be changed, the submit the request India- Pan number Update.
The path for this is :
View Requests > Submit a new request > India – Pan number Update
Change the PAN number at null site, this will update the PAN at all sites for the supplier.
6. Supplier Merge
Supplier Merge is a feature used in Oracle Payables for merging the suppliers. Eg if there
are 2 suppliers and the name had been entered different in both the cases, or if some party
merger happens, then using this screen, Supplier Merge is initiated. After doing the
supplier Merge, the from supplier becomes inactive and all the Invoices of the from
supplier will be shown now in the name of the To supplier with which the supplier is
merged To.

Function Path – Suppliers >> Suppliers Merge
1. While merging the two suppliers, there is an option, to merge invoices of the two
suppliers. And in case of the invoices also, there is an option to merge the unpaid or
all the invoices pertaining to the two suppliers. Select whether all or only Unpaid
invoices is to be merged

2. Enter the Name of both the supplier whose invoices to be merged. All invoices or
unpaid invoices (on the basis of transfer option selected) of ‘From Supplier’ will get
transferred in the name of ‘To Supplier’
3. Click on Merge

4. Click on Ok
5. Click on Ok

6. As a result of Supplier Merge, a concurrent request is executed. Review process run

in the view request window and supplier merge report to view all the invoices which
get merged.


7. Create Distribution set

Distribution Set is used to automatically enter distributions for an invoice. Distribution
Set can be assigned to a supplier site so Payables will use it for every invoice entered for
that supplier site. If default Distribution Set is not assigned to a supplier site, it can
always be assigned to an invoice while entering it.
Use Full Distribution Sets to create distributions with set percentage amounts or Skeleton
Distribution Sets to create distributions with no set distribution amounts.
Function Path: Payables >> Distribution Set
Steps:
1. To Create New distribution set : Enter Name , line number, enter percentage to create
full distribution set or enter zero in percentage field to create skeleton distribution set,
Account information and Description
3. To Modify Existing Invoice: F11, Enter search criteria, Ctrl + F11, Modify & SAVE.

8. Create Invoice Hold and Release
Function Path: Set up >> Invoice >> Hold and releases Names
Steps:
Create Invoice Hold.
1. Enter Name and description of hold. Prefix the hold name with unit code.
2. Select type of hold as ‘Invoice Hold Reason’.
3. Check on Accounting allowed reason.
4. Check on Manual release allowed check box.

Create Invoice Release: Invoice Release privilege has been provided only to the super
user responsibility. Normal users cannot release hold from the invoices.
1. Enter Name and description of Release. Prefix the release name with unit code.
2. Select type of hold as ‘Invoice Release Reason’.
3. Check on Accounting allowed reason.
4. Check on Manual release allowed check box.

9. Create Tax Code

Function Path: Setup >> Tax>> Codes
Steps:
1. To create new Tax code Enter Tax Code name prefixing your unit code and enter Tax
type as Sales e.g. create a VAT tax code when payment of VAT deposit is not to be
made to VAT Authority.
2. Enter Rate of taxes and Effective from date. Enter GL account of Tax code

3. Click on ‘Other’ tab and Enter description.
Create Offset Tax code
Offset Tax code creates negative tax line also. (An offset tax code can be used in case of
VAT when it is recovered from supplier and paid to VAT authority directly.) Steps
1. Enter name of Tax. Select Tax type as ‘Offset’
2. Enter negative rate and GL account. Click on Other tab and enter description. Click
on save icon to save work.

4. Create another simple tax code as explained above
5. Attach Offset tax code, required only in case where negative tax line is required
(when VAT is paid to VAT authority).

6. Click on save icon
Example : Creation of VAT offset Tax code
1. Create a VAT offset tax code. While entering GL account enter ‘1635 – TDS of VAT’
account.

2. Create a Simple Tax Code. While entering GL account enters ‘2913– Deposits-In Put
Tax’ account.

3. Attach Offset tax created earlier to this tax code.

4. When this tax code is attached to any distribution line while creating invoice, offset
tax code create two lines for tax debiting Deposits – Input tax account and crediting
TDS of VAT account

Create Tax Group
Function Path: Setup >> Tax>> Groups
Steps:
1. Enter Group Code Name, effective date and description.

2. Select Tax code to be included in group by clicking on Tax code LOV.

3. Select Tax code and click on Ok. Click on Conditions Tab and optionally update
effective date otherwise system date will be the effective date.

4. Add other Taxes following same steps and click on save icon to save the Tax group.

10. Create Purchase Invoices
Function Path: Invoice >> Entry >> Invoices
Steps:
Note: As security rule is assigned to all payable responsibilities(except through interco

responsibility) ,system will not allow the user to select liability account or distribution
account pertaining to any other unit through these responsibilities.
1. To Create New Invoice: Enter Invoice Type (Standard) Supplier Name, Supplier
Number, Supplier Site, Invoice Date, Invoice Num, Invoice Currency, Invoice
Amount, GL Date, Payment Currency, Payment Terms, Payment Method

For all payables responsibilties(Except InterCo): There is restrictions on Invoice entry

form which will prevent the user from selecting the supplier of another unit. The
customization will check whether the first four characters of the responsibility in use (ex
HA11 in case we are using ‘HA11 Payable User’) are same as the first four characters of
the selected Supplier site’s Liability account.
(There is already a personalization on Supplier Entry form which makes sure that
either Supplier number or the supplier site name has the unit code appended to it ,
and the liability account used while creation of a supplier site belongs to the
supplier’s unit .)
2. Select document category as ‘Goods Purchased’ prefixed with your unit code eg
HA11_Good Purchased. It will not allow user to select Document category of any
other unit. Enter information in context sensitive DFF. It will not allow entering
further details before entering context sensitive information.

3. To enter distribution: Select distribution set to automatically create distribution

otherwise click on distribution tab

4. Enter type, amount, account and description of distribution set. Any amount entered
over here will automatically be treated as debit transaction. For entering credit
amount enter negative amount in amount column.
Note:
1) For security deposit deducted in invoice, a separate invoice gets created for the
same supplier debiting and crediting its security deposit account once this invoice
gets accounted and posted.
2) Accounting entry for storage gain for difference in Quantity paid and quantity
delivered is to be made in GL at each month end
5. Click on Descriptive Flexfield if tax is to be applied else click on cancel

6. Select the Tax type and click on the LOV.
7. Save the transaction.
8. Click on Actions.. 1 and Check the Validate Check Box and Press OK.

9. The Status will become validated.
10. Again Click on Actions… 1 and Check the Create Accounting Check Box and Press
OK.

11. The Invoice will get accounted and then check the accounting entry created by
navigating to Tools >> View Accounting.
12. Again Click on Actions.. 1 and Check the Initiate Approval Check Box and Press OK
13. To Modify Existing Invoice: F11, Enter search criteria, Ctrl + F11, Modify & SAVE
Note:
 In the distribution of Goods purchase invoice, user can enter either default value
or same value for depot in all the distribution lines, abiding by the cross validation
rules. Similar validation is applied for product and scheme.
 For account only one of the purchase accounts (5161, 5171, 5181 ) can be used. In
addition to purchase account, user can enter any other natural account in the
distribution. Exactly one line with purchase account will be allowed.
11. Auto Creation of Invoices

AP to AR: If invoices with certain accounts and positive amount in distribution are
entered in Accounts Payable, it automatically creates a receivable for the same in
Accounts Receivable. Such type of transactions originating in AP and resulting in an
invoice in AR, are called AP to AR. The accounts specified for AP to AR are:
2714: Advances for travelling
2901: Deposits with Electricity Board
4512: Cash with Depots
4513: Cash with other disbursing Officers
The AP to AR process will create a transaction in AR with transaction date and GL date
same as the maximum of prepayment application date/ payment date of the related AP
invoice. Previously the process used to create transaction in AR with transaction date and
GL date same as the GL Date of the related AP invoice .
AP to AP: If invoices with certain accounts and negative amount in distribution are
entered in Accounts Payable, it automatically creates a payable for the same in Accounts
Payable. Such type of transactions originating in AP and resulting in an invoice in AP
again, are called AP to AP. The accounts specified for AP to AP are:
1802: Security Deposits from Contractors
1809: Performance Guarantee Deposit from contractor
AR to AP: These are transactions which originate in AR and have a resulting effect in
Payables. When an account with that distribution and positive amount is entered in AR,
then a payable invoice to that effect gets created in AP. The accounts for AR to AP are:

1801: Earnest Money Deposits

1802: Security Deposits from Contractors
1809: Performance Guarantee Deposit from contractor
The AR to AP process will create the invoice with invoice date and gl date same as the
maximum transaction and receipt application date of the related AR transaction.
Previously the process used to create invoice in AP with invoice date and GL date same
as the GL Date of the related AR transaction.
12. Treatment of security deposit deducted in Invoice

For security deposit deducted in invoice, a separate invoice gets created for the same
supplier debiting and crediting security deposit account.
Steps:
1. Deduct security deposit from contractor bill while making payment of goods
purchased.

On posting of this invoice and after running of ‘FCI Create Auto Inv in AP - From AP’
concurrent process, an automated invoice will get created using the same Security deposit
account and amount in both expense and liability account. Document category of the
automated invoice will be document category of ‘Others’ type prefixed by Unit code of
Parent invoice. Invoice number of automated invoice will be SD- Invoice num in AP-
sequence value- Parent Invoice distribution line number
.
2. The auto created invoices will be validated automatically and Payment hold will be
applied on the auto created SD invoice.
3. User has to manually remove the payment hold in order to make payment.
In case when user has used account head 1802 in AR invoice (transaction for security
deposits) , he will have to execute the request FCI Create Auto invoice In AP from AR.
This will create an EMD invoice in AP , naming convention for which is :
Invoice_num in AR-Unit-Line_No.-EMD-Invoice_Date.User will have to search the
entry using the above naming convention.
If user wants to create SD for these entries, request FCI Create Auto Invoice From AP-AP
should be executed.

13. Cancelling Invoices
You can cancel only unpaid invoices. You can cancel any unvalidated invoice, or a
validated invoice that does not have any effective payments or accounting holds. If an
invoice has a hold that prevents accounting, you must release the hold before you cancel
the invoice.
You can cancel an invoice that was paid with a payment that is now voided, if the invoice
status is now Unpaid. A cancelled invoice does not show up in your invoice liability
reports and you cannot pay or adjust a cancelled invoice. You can cancel single invoice
distributions by reversing them.
When Payables cancels an invoice, it sets the invoice amount to zero, sets all scheduled
payments to zero, and reverses all invoice distributions and any matches to purchase
order shipments and distributions. Payables also submits Invoice Validation for the
invoice and, if there are no accounting holds on the invoice, updates the status of the
invoice to Cancelled.
Steps to cancel an invoice
1. Find the invoice.
2. In the Invoices window, select the invoice you want to cancel and choose Actions. In
the Invoice Actions window, select Cancel Invoices and choose OK to have Payables
cancel the invoice.
3. Save your work.

14. Create Other Invoices
Steps:
Note: As security rule is assigned to all payable responsibilities(except interco) ,system

will not allow the user to select liability account or distribution account pertaining to any
other unit.

2. Select document category ‘Other invoices’ prefixed with your unit code.
3. For all payables responsibilties(Except InterCo): There is restrictions on Invoice

entry form which will prevent the user from selecting the supplier of another unit. The
personalization will check whether the first four characters of the responsibility in use
(ex HA11 in case we are using ‘HA11 Payable User’) are same as the first four
characters of the selected Supplier site’s Liability account.
4. (There is already a personalization on Supplier Entry form which makes sure that
either Supplier number or the supplier site name has the unit code appended to it, and
the liability account used while creation of a supplier site belongs to the supplier’s
unit.)

otherwise click on distribution tab
6. Enter type, amount, account and description of distribution set

7. Click on Descriptive Flexfield if TDS to be deducted else click on cancel.
5. Save the transaction.

OK.

10. Again Click on Actions.. 1 and Check the Initiate Approval Check Box and Press OK
15. EMD
Whenever an EMD is received from any party, a standard receipt is required to be created
in the name of the party who deposited the amount. When the contract is finalised then it
is known if the EMD amount is to be refunded or adjusted as security deposit in the same
office or the amount of the EMD is to be sent to any other office. Even the EMD amount
could also be sometimes adjusted against the sales amount in case of the tender sale.
Upon finalisation of the contract when the requisite action for refund/conversion to
Security Deposit or adjustment of sales is to be done a standard receivable invoice should
be created and the following distribution should be taken in respective case.

a. In case of EMD is to be refunded:

The distribution should be taken as the unit code by which the refund is to be done with
account code 1801.
The system will automatic create a payable invoice in AP module for payment to the
party which should be paid.
b. Conversion of EMD to SD
In case the EMD is to be converted to Security deposit:
The distribution should be taken as the unit code in which the security deposit is to be
kept with account code 1802.
The system will automatic create a payable invoice in AP module for liability of security
deposit against that party with the liability account of the unit where it is to be kept. The
same invoice could be used for refund of security deposit whenever required. However it
is advised to place a hold on such invoices so that these are not selected for payment
inadvertently
c.In case the EMD is to be adjusted against the sales invoice

The distribution should be taken as the unit code where the EMD is to be adjusted
against sales with account code 4731. This process is also explained in the Accounts
Receivable User Guide.
The system would automatically create a credit memo in the Accounts receivable module
which should be applied to the sales invoice against which the EMD is to be adjusted.
D. In case when user has used account head 1802 in AR invoice (transaction for security
deposits) , he will have to execute the request FCI Create Auto invoice In AP from AR.
This will create an EMD invoice in AP , naming convention for which is :
Invoice_num in AR-Unit-Line_No.-EMD-Invoice_Date.User will have to search the
entry using the above naming convention.
If user wants to create SD for these entries, request FCI Create Auto Invoice From AP-AP
should be executed, that will create a SD in AP for the same.

16. Change of Liability account

Note: As security rule is assigned to all payable responsibilities(except interco)
,system will not allow the user to select liability account or distribution account
pertaining to any other unit.
The liability account may need to be changed in some cases. One such example is
transfer of employee from one unit to another. In such cases the originating unit needs to
send a credit note to the destination unit. The originating unit will create a credit memo of
negative amount and ensure proper accounting for the liability and distribution lines.
Then the originating unit will create a zero amount payment that will close the invoice
and the credit memo. The destination unit will create a new invoice for the same amount
and with correct natural account and unit code as the case may be. The invoice creation
process will be same as mention in point 12 above.
17. Treatment of Advances

The advances to the employees are handled in FAP from two modules i.e. (a) The
advances which are recoverable from the salary are paid through payroll module and
recovered from salary in instalments.
(b)The advance which are given for a specific purpose and the same are adjusted against
the bills submitted by the employee are paid through Accounts payable module.
When an employee is transferred from one unit to another unit the following actions are
to be taken.
(i) Where the advances are given through payroll module, an automatic IOG entry is
passed in the GL module debit the unit where the person has been transferred and credit
the unit from where the person has been transferred with the amount of outstanding
dues. The amount standing in the name of person can be seen through the report
available in the payroll module.
Search Criteria for automatically generated IOG: The category of this IOG will be
‘Transfer’, and source will be ‘Payroll’.
(ii) Where the advance has been given through Account payable module, at the outset
efforts should be made such advances are settled by the employee at the unit where the
advance was given by getting a bill against the advance and refund if any due.
However where in exceptional circumstance the advance is required to be transferred to
another unit, a standard invoice should be prepared with distribution unit code as other
unit and the account head in which the advance was given.

The system would automatically create a receivable invoice in the accounts Receivable
module for that employee.
Whenever a refund is received against such advance, a standard receipt should be created
and applied to this receivable invoice
18. Adjustment of advances (one party) and refund is

received
This process describes adjustment of advances paid to one party and subsequently the
expenditure is less than the advance and a refund is to be received from the party
Steps:
1) At the time of disbursement of advance, create a prepayment invoice for the
amount of advance.
2) Now, when the supplier comes back with actual expenses bill, a standard invoice
is to be prepared for the Amount of Prepayment Invoice. In the distribution of
this standard invoice, book the actual amount of expenditure in the expenditure
head. The difference, that is the amount of refund to be taken from the supplier is
to be taken in the same account head of advance that was taken in the prepayment
invoice.
3) Apply the prepayment to the standard invoice. This will close the process in AP.
4) The concurrent program ‘FCI Create Auto Invoices in AP to AR’ is scheduled to
run at regular intervals. This can also be run manually from the view requests. The
Payables Open Interface program will pull it into payables.
5) This will create a receivable invoice in AR. Receive the refund in AR.
It is the duty of the person who is creating the payables invoice to apply the
Receivables Invoice (i.e the Invoice coming in AR from AP) with the receipt of
advances given by the Employee/Supplier.
Note: If the expenditure is more than the advance, and some amount of advance has been
refunded by the employee, then the Procedure would be same from the point 2 to 5 as
already explained above, except point 3. In Point 3, after applying the prepayment
invoice, make the balance payment to the employee.

19. Adjustment of advances (more than one party)

This process describes adjustment of advances paid to one party and bill received from
another party
Steps:
1) Travel agent must be created as supplier in the Payables. Create a standard invoice
in the name of Travel Agent as mentioned in point 10 above. Enter the distribution
(expense accounts) correctly. Validate and get the invoice approved.
2) Make payment to this travel agent.
3) After that create a Credit Memo in the name of employee and save it as mentioned
in the point 13. The distribution account head in the credit memo should be same
as distribution account head of invoice made for third party.
4) When the employee submits bill, then create a standard invoice for the employee
with appropriate distribution and save it. Validate and get the invoice approved.
5) Search and open the credit memo created in step 3. Match this credit memo with
the invoice created in step 4. System would do the distribution (booking of
expense account) itself. Validate and initiate the approval process for the credit
memo.
20. Create Prior Period Invoices

Steps:

other unit.
2. Select document category ‘Prior Period’ prefixed with your unit code.


either Supplier number or the supplier site name has the unit code appended to it, ,
supplier’s unit.)
5. Enter Prior Period details in DFF.
6. Rest of the procedure is same as Other Invoices.
21. Create Credit/Debit Memo

Credit Memo is a negative amount invoice you receive from a supplier representing a
credit for goods or services purchased.
Debit Memo is a negative amount invoice you send to notify a supplier of a credit you
recorded for goods or services purchased.
Steps:


other unit.
1. To Create New Invoice: Enter Invoice Type (Credit/Debit Memo),Document category

Supplier Name, Supplier Number, Supplier Site, Invoice Date, Invoice Num, Invoice
Currency, Negative Invoice Amount, GL Date, Payment Currency, Payment Terms,
Payment Method .


otherwise click on distribution tab.
3. Enter type, amount, account and description of distribution set. Please ensure that the
amount is negative number.

4. Click on Descriptive Flexfield if TDS to be deducted else click on cancel.
5. Save the transaction and close the distributions window
6. Click on Actions... 1 and Check the Validate Check Box and Press OK.

OK.

10. Again Click on Actions… 1 and Check the Initiate Approval Check Box and Press
OK

either Supplier number or the supplier site name has the unit code appended to it, ,
supplier’s unit.)

22. Approval Workflow

Function Path: Oracle Receivables>Invoice >> Entry >> Invoices
Steps:
1. To initiate approval workflow where Approval status of invoice is required, validate

the invoice, click on Actions.. 1 button, check Initiate Approval Check Box and Press
OK Approval status of invoice now changed to Initiated and name of pending
approver will appear. When the supervisor of a unit will create an invoice then on
validation and initiate approval the invoice will require approval from the supervisor
itself. The supervisors of their unit will have a responsibility of PAYABLES
SUPERUSER. Using this responsibility they can force approve the invoices. This
responsibility will not be provided to all the users.
2. Click on view > Invoice approval history to view Invoice approval history


3. A notification will be send to approver. Approver has to log on from his user name to
view notification.
Navigation >>Workflow User web application >> notification
4. All pending invoices will get displayed pending approval.


5. Select invoice to be approved, window showing details of invoice will open.
6. Click on view Invoice to view invoice
7. Click on Invoices button to view invoice and distribution window


8. In case any information is required, click on Request information tab
9. Select the user from which information is required and enter what information is
required and click on submit button

10. The user, who has to provide information, will log in form his user id into Workflow
User web application responsibility and view notification.
11. Give required information and click on submit button.


12. A notification will be sent to approver. Approver will view the required information
13. In case invoice is to be approved, click on approve button. The status of invoice shall
be changed to Approved.


14. In case, invoice is to be rejected, click on reject button. The status of invoice shall be
changed to Rejected.
15. Rejected invoice can be cancelled or after making changes can be revalidated and
approval can be re-initiated.


Delegation of approval authority

When an approver is planning to go on leave then he can delegate the invoice approval
authority to his colleague. The detailed process for delegation of authority is explained
below.
Function Path: Workflow User Web Applications>Notifications >Vacation Rules
Steps:
1) Click on Vacation Rules
2) Click on Create Rule
3) Click on Next
4) Enter a value for Start Date, End Date and a relevant message.
5) Enter the last name and first name separated by comma just before the torch
symbol. Click on torch symbol.
6) Select and click on next.

7) Click on Apply.





23. Create VAT Invoices

FCI pays VAT on purchases made by FCI. There are two cases
1. VAT on purchases paid to VAT tax Authority by FCI on behalf of supplier
2. VAT on purchase paid to supplier.
1. VAT collected and paid to VAT tax Authority by FCI on behalf of supplier
While entering invoice enter VAT Deposit account (Account code: 2913) in debit side and
enter TDS of VAT on purchases on credit side (Account code: 1635) or create a offset tax
code and attach that offset tax code to invoice distribution lines on which VAT is to be
deducted.
2. VAT on purchase paid to supplier.
While entering invoice enter VAT Deposit account (Account code: 2913) in debit side or
attach a VAT tax code on lines on which VAT is to be deducted.
1. Enter a Recovery type of transaction in Manual entry screen, entering adjustment

account as VAT Deposit account.

Navigation: India TCS/VAT/Service Tax >> Transaction >> Manual Entry
2. Enter Regime as Value added Tax
3. To find a transaction, Enter details and click on Find Button. To create a new record,
click on new button.
4. Enter Regime as Value Added Tax, select Organization Type as inventory

organization; select your district name, select transaction type ‘Recovery’. Enter Party
Name and party site.
5. In Tax Details region, select Tax Type as Value Added Tax, optionally enter
Assessable Value and Rate (%), Enter tax amount.
6. Enter VAT deposit account (Account code: 2913) in Adjustment account.

7. To view accounting of Manual transaction, navigate to GL module.
Navigation: GL >> Journals >> Import >> Run

8. Enter Source as VAT and Selection Criteria as ‘No Group ID’ and click on Import


9. On successful completion of process, navigate to Journals >> Enter Journal Screen.

Enter source as VAT and other search criteria. Click on Find.

10. Click on Review Journal. Optionally click on Post to post the transaction.

11. In the month end query the account balance of TDS of VAT (Account code: 1635) on
purchases pertaining to your unit and make invoice for payment to VAT Authority of
your unit. While making payment to Vat Authority, enter VAT details in Tax payment
DFF.

12. Validate, approve and create invoice. While making payment, click on DFF and select
‘Tax Information’ context.


13. Select Tax Authority as VAT and other details. Click on OK. Save work

14. In order to issue VAT certificate to Supplier run VAT information report and ‘Tax
Challan Information’ report in discoverer to view all the challan and tax information
and issue certificate to suppliers.
24. VAT Settlement

At the end of period, FCI settle Input Vat and output VAT and balance if any, pay to VAT
Authority. This VAT Settlement is done at Regional Offices (RO Office’s) by a user who
has been assigned with a responsibility to do intercompany transactions.
Function Path: India TCS/VAT/Service Tax >> Period End >> Settlement
Steps:
1. For settlement of Input and Output VAT, navigate to settlement window. Enter
Regime as ‘Value Added Tax’, Select the unit under the RO Offices, enter settlement
detail and click on Get Details window. This process will create intercompany journal
after the invoice is posted to General Ledger. This will happen because the liability
account of the VAT Authority will be credited and the charge/distribution account of
the DO unit will be debited. The payment will be done again at RO level using bank
account of RO office.




2. Navigate to Settlement payment window
Function Path: India TCS/VAT/Service Tax >> Period End >> Settlement payment
window

3. View the invoice number generated. Search the Invoice window.


4. Validate, approve, account and pay the invoice.

5. Navigate to Settlement Payment window, check process payment button and click on
process Payment button.
6. To view settled transaction, navigate to Settlement payment window. Enter Settlement

status as Settled and click on find.

TO view Accounting entries created at the time of settlement. Navigate to Import Journal
Window.
Navigation: GL >> Journals >> Import >> Run
7. Run Journal Import specifying Source as VAT and Selection Criteria as ‘No Group
ID’. On successful completion of process, note the Batch Id generated and search the
Batch Id in Enter Journal Window.


25. Payment to Tax Authorities

1. In the month end query the account balance of Tax account code pertaining to your
unit and make invoice for payment to Tax Authority of your unit. While making
payment to Tax Authority, enter Tax details in Tax payment DFF.
2. Create, validate and approve invoice. While making payment, optionally click on
DFF (required in case, where a report on challan wise detail of payment is required).
There are two DFF contexts for entering the tax payment details like challan number,
bank name etc. The DFF contexts are mentioned below
i) India Payment Information – Use this context to enter tax details for
payment to income tax authority for TDS related payments. The
information required to be entered is Check Deposit Date, Challan
Number and Bank Name. If this context not entered then TDS certificate
will not show any challan number.
ii) Tax Information – Use this context for payment to tax authority for non
TDS tax payments. The information required to be entered is Tax

Authority, Challan Number, Date of Deposit, Bank, Month Of Deduction

and Year Of Deduction.

3. Select Tax Authority for which payment is being made and other details. Click on
OK. Save work

4. Run Tax information report in discoverer to get the detail of payment made to tax
authority.
26. Prepayment Invoice (Advance Payment)

This will be used for making advance payment to supplier or employees in the following
cases particularly
1. Prepayment or traveling advances
2. Medical advances,
3. Other advances,
4. Advances to family of deceased employees, and
5. Cash with employees pending adjustment of expenditure
Steps:


other unit.
1. To Create New Invoice: Enter Invoice Type (Prepayment), Select document category
‘Prepayment invoices’. Supplier Name, Supplier Number, Supplier Site, Invoice Date,
Invoice Num, Invoice Currency, Invoice Amount, GL Date, Settlement Date
(There is already a personalization on Supplier Entry form which makes sure that
either Supplier number or the supplier site name has the unit code appended to it,
supplier’s unit.)
3. Select prepayment type. Temporary prepayments can be applied to invoices.

Permanent prepayments cannot be applied to invoices.

4. Click on Distribution
5. In Distributions Window, Enter Amount and GL Date, GL Account code will default
from supplier site (Default value of supplier prepayment account), update the account

code id required, Descriptive Flexfield will include the TDS, TTDS, ESI tax to be
deducted. Save the transaction.
6. A personalization has been added for prepaymnet type of invoice, that user cannot
enter more than one line in distributions.
8. The Status will become UNPAID only and not validated.
9. Again Click on Actions.. 1 and Check the Create Accounting Check Box and Press
OK.
11. After entering the prepayment, it is paid and then it is applied with the standard
invoice. Click on Actions, Check Apply/Unapply prepayment and click on OK

12. Select the Invoice and click on apply to save the transaction

To Modify Existing Invoice: F11, Enter search criteria, Ctrl + F11, Modify & SAVE.
Process of recording a refund for following cases will be handled in payables:

1. Prepayment or traveling advances
2. Medical advances,
3. Other advances,
4. Advances to family of deceased employees,
5. Cash with employees pending adjustment of expenditure
When employee refunds the prepayment (advance money)

In the above cases advances to employees will be provided in Payables using the
prepayment type of invoices as mentioned in detail above. When employee refunds
the advance then a standard invoice needs to be created in Payables and apply the
prepayment invoice to the standard invoice.

When employee does not refund the prepayment (advance money)

Advances to employees is provided in Payables using the prepayment type of
invoices. Payroll system will send the salary invoices for all the employees. In
Payables system the Prepayment (Advances) invoices for an employee will be applied
to the employees salary invoice. This will accordingly adjust the salary invoice. Then
payment of the salary invoices can be made using payment batch as explained in
point 29.
Note: If T.A. Advance has been given through APPS (through prepayment invoice)
and recovery of same is to be made through Salary, then in this Case apply the
prepayment invoice to the invoice of salary which comes in APPS through Payroll.
27. Create Intercompany Payable Invoices

Selecting PAYABLES INTERCO responsibility for the respective units can do this.
Steps:
1. To Create Inter company invoice, user has to log on from responsibility created for
Inter company transactions. A inter company invoice gets created automatically on
posting of invoice where unit code is different in debit and credit transaction.
2. For all payables InterCo responsibilties: A check is added in system which will check
that at the time of creation of an invoice , Pay group and the liability account both
should belong to a single unit. (For normal responsibility as the security check is
applied , the user will not be able to pick the liability account of another unit , also
there is a personalization which prevents the user from picking the pay group of some
other unit.)
3. For all payables InterCo responsibilties: While creation of a new invoice , either
liability account OR the first line of the distribution Line should belong to the user’s
unit.
4. Restriction on Invoice Entry form exists which prevents the user of another unit from
validating / Approving /putting hold / cancelling any invoice that doesn’t have the pay
group OR Liability Account OR Document Category belonging to the user’s unit .

5. Create an Invoice. (Note: Unit code used in invoice header window.)
6. Create distribution. (Note: Different Unit code used in distribution window.)

7. Create accounting, Run Transfer to GL process and submit Journal import.

8. Query transaction in GL module. Navigation: GL >> Journals >> Enter
9. Query the invoice and click on post button to post the invoice.

10. On posting, Intercompany lines will get automatically added.

28. Treatment of FC note

FC note are credit notes issued by railway for making freight payment. These notes are
issued to railway for freight payment which in turn presented for payment to bank.
There are two scenarios when FC notes are issued:
1. Where payment of FC notes is honored/accepted by Bank
2. Where payment of FC notes is not accepted by bank and a fresh cheque needs
to be issued for railway freight payment.
Function Path: Invoice >> Inquiry >> Invoices
Steps:
1. Enter Invoice crediting liability account of railways and debiting freight or any
other expense account. In place of Invoice number capture FC note number.
2. At the time of payment, if payment of FC notes is honored by bank, create a bank

payment document of FC notes and select FC notes payable document at the time
of payment.
3. Navigation : Payables >>Set up >> Payment >> Banks
4. Press F 11 , Enter Search criteria and press ctrl + F11

5. Click on Bank Accounts Button.

6. Click on Payables document button. Enter new document name as FC Notes,

disbursement type as combined, Payment format and Payment method.

7. Click on additional Information Button. And enter FC Notes series and click on
save. At the time of payment select this Bank account and FC note payable
document to pay the invoice.

8. Where FC notes is not honored by bank, create an invoice and relieve the liability
when FC note is not accepted by bank and fresh cheque is issued as done in case
of other invoices.
29. Check Supplier Balances
Steps:
1. Enter Name and Site of the Supplier in the Suppliers block, Invoices status in the
Invoice status window or any other search criteria and click on Calculate Balance
Owed.

2. Now click on Calculate, the application will give you Unpaid Amount,
Prepayments available to be applied for the search and the net balance owed. It
will also give the number of invoices and number of prepayments that met the
search criteria.

3. Click on Invoices to view all the invoices

30. Invoice Inquiry

Steps:
1. Enter the search criteria for the Invoice, the various criteria available are Supplier
Name, Site, PO Number, Invoice number, Invoice Type, Range of Amount, Range
of Invoice Dates, Pay group, Currency, Invoice status w.r.t. Paid, accounted,
voucher number.
2. Click on find
3. For all payables InterCo responsibilties: The user will only be able to view the
invoices that has the pay group OR Liability Account OR Document Category
belonging to the user’s unit .
4. For all payables responsibilties(Except InterCo): The user will only be able to
view the invoices that has the pay group AND Liability Account AND Document

Category (either belonging to the user’s unit OR Standard Invoice OR Credit

Memo Invoices (For TDS invoices) ) . This will prevent the user of another unit
from validating / Approving /putting hold / cancelling any invoice of other unit.
31. Applying Invoice hold and payment hold.

Function Path: Invoice >> Entry>> Invoices
Applying payment hold, only that part of invoice can be paid on which payment hold is
not there. On application of Invoice hold, unless hold is released, invoice will not be
available at all for payment.
Payment Hold
Steps:

1. Query for the Invoice you want to apply payment hold.
2. Click on Scheduled payment tab. If hold is to be applied on whole invoice amount

click on ‘Hold’ check box otherwise add payment schedule
3. To add payment schedule, reduce the gross payment amount of invoice. Click on
next line, a line will appear, enter the amount on which hold to be applied.


4. Check Hold Check box. Save work by clicking on save icon.
Invoice Hold
Steps:
1. Query for the Invoice you want to apply Invoice hold.
2. Click on Holds tab.

3. Select the hold name from LOV. Save work by clicking on save icon.

4. To release hold, Query the invoice on which hold is to be released.

5. Click on Hold Tab
6. Click on Release Name and select the release available in LOV for particular hold
7. Save work by clicking on save icon.

32. Make Payments – Using Invoice Workbench

Function Path: Invoice >> Entry>> Invoices
Using Invoice workbench, the invoice can be paid in full only. If invoice is to be partly
paid or more than one invoice is to be paid thru one payment document (cheque), then
payment workbench should be used for making the payments.
Steps:

other unit.
1. Query for the Invoice you want to pay.
2. Make sure that the invoice is validated, accounted.

3. Click on Actions.. then Pay in full check box and click on OK.
4. It will navigate to Payments Window.
5. There select the type as either Manual or Quick or Refund as shown below. Quick is
used when payment document is to be selected from system generated without any
change. Manual is to be used when user wants to feed a check number other than the
system generated check number. Refund is used when party pays back a credit memo
or prepayment invoice.

6. Select Bank account and Bank Document
7. The first four characters of the Bank Account should be same as the first four
characters of the responsibility that the user is using.
8. For all payables responsibilties: Restriction on Payment forms so that a user can’t
make payment of any invoice that has the Liability Account of some other unit.
9. Click on Ok

10. Click on Save
11. Click on Actions… 1 to format and Print to print the cheque and click on create
accounting to create accounting
12. The Payment will get accounted and then check the accounting entry created by
33. Make Payments – Using Payment Workbench

Function Path: Payments >> Entry>> Payments
Using Payments workbench, the invoice can be paid whether it is a single full payment or
a partial Payment of invoice can be made, multiple invoices to be paid using one payment
document or invoice is to be paid partly.
Steps:

other unit.

1. Enter the payment type (Manual, Quick, Refund), Bank name, document name
you want to use, Supplier name and site
characters of the responsibility that the user is using
a. For all payables responsibilties: Restriction on Payment forms so that a
user can’t make payment of any invoice that has the Liability Account of
some other unit.
3. Select the payment type as either Manual or Quick or Refund as shown below.
Quick is used when payment document is to be selected from system generated
without any change. Manual is to be used when user wants to feed a check
number other than the system generated check number. Refund is used when party
pays back a credit memo or prepayment invoice.

4. Click on Enter/Adjust invoices button and then query for the invoices that are to
be paid
5. Enter the amount for each invoice that is to be paid and then save the transaction

Note: The functionality to make payment to nominee is same as mentioned in

Section 34 Nominee Payment
34. Nominee Payment

If User wants to make payment to the nominee then follow the steps mentioned in section
32 Make Payments – Using Invoice Workbench upto step 9 and then click on []

Then user can enter the nominee name in either Check payment(if payment is made
through check, then select check payment) or in Nominee payment.
Enter Nominee name and click Ok and save. And then again follow the remaining
steps mentioned in section 32 Make Payments – Using Invoice Workbench
Note: Once the accounting for the payment is created, user cannot change the
name of the nominee if payment is made to the nominee.
If payment is to be made to multiple nominee, then split the payment in schedule

payments tab in the invoice form(distribute the invoice amount accordingly) and
then make the payment to each of the nominee accordingly.
This functionality is not available for payment batch.
35. If Bank Issues Same Cheque Series
If bank issues same cheque series that have been used earlier then the system does not
allow user to create the same series in FAP.
In case of any bank issues cheque book of the series whose any cheque number falls in
the dummy cheque series that already created in the system, the system does not allow
user to create original cheque book document.
User can follow the following steps:

1. Create a new cheque type payable document series as a dummy series. Payable
document length should be greater than 8 digits.
2. Go to payment window. Function Path: Payments >> Entry>> Payments
3. Enter the payment type, Bank name, Supplier name and site that you want to use.
a. For all payables responsibilties: Restriction on Payment forms so that a
user can’t make payment of any invoice that has the Liability Account of
some other unit.
5. Choose the new payable document series (dummy) in ‘Document’ field.
6. Click on DFF.

7. Choose the context ‘Check Payment’.
8. Enter the first field as ‘No’ as it is not a RTGS or NEFT payment.
9. In the second field enter the actual cheque that you want to issue.

10. Click ok and make the payment.
36. If Units issue cheque in RTGS/NEFT payment

Function Path: Payments >> Entry>> Payments
Steps:
1. Select the Bank Account, Document, Payment Date, Supplier Number, Supplier
name, Supplier Site etc.
characters of the responsibility that the user is using. For all payables
responsibilties: Restriction on Payment forms so that a user can’t make payment
of any invoice that has the Liability Account of some other unit.
3.
4. Click on DFF.
3. Choose the context ‘Check Payment’.

4. Enter the first field as ‘yes’ as it is a RTGS or NEFT payment.
5. In the second field enter the payable document number that you want to issue.
6. If the payable document number is unused, system will skip the payable document
number.
7. Click ok and make the payment.
37. Applying Credit Memo to Invoices and payment
Function Path: Oracle Payables>>Payments >> Entry>> Payments
1. Select the Bank Account, Document, Payment Date, Supplier Number,

Supplier name, Supplier Site etc.

3. For all payables responsibilties: Restriction on Payment forms so that a user

can’t make payment of any invoice that has the Liability Account of some
other unit.
4. Click on Enter/Adjust Invoices Button.
5. Select the invoice number from the list of values. This list will show all the
invoices which are validated and approved. Here you can select any
combination if invoices and credit memo or debit memo. Make sure that the
payable amount is not less than zero.
6. Save it and close the window.
7. Click on Actions button. Check the field Create Accounting and click OK.
8. This will accordingly balance the invoices and credit memos.



38. Making Partial Payment for an Invoice

Function Path: Oracle Payables>> Invoices >> Invoices
Steps:
1. Enter the invoice as usual.

2. Split Schedule: If you want to automatically create an additional scheduled payment,
select a scheduled payment and update the amount. Choose Split Schedule to have
Payables create an additional scheduled payment with the net amount due. For example,
select a Rs. 100 invoice, which is required to be split to be in Rs.90 and Rs. 10 . In
scheduled payment and change the gross amount to Rs. 90. Choose Split Schedule to
have Payables create a new Rs. 10 scheduled payment.

3. ToPay Click on the Pay 1 Button . Opens the Payments window so you can pay
selected scheduled.
39. Cheque Payment for Multiple Supplier Invoices
Function Path: Oracle Payables>> Payments >> Entry>> Payments
Ideally more than one suppliers should not be paid with one cheque. However, sometimes
FCI has to pay multiple suppliers with one cheque. In this case payment can be made
using payment batch.
Steps:

other unit.

1. Enter the Payment Batch name, which identifies the payment activity like
payment Batch of Paying salary of head office of May 08 can be written as
HA11_Salary_0608. Prefix the unit code in the payment batch.
2. Enter cheque number in the reference field. This cheque number will be used
in cash management for reconciliation with bank statement as deposit number.
3. Enter Pay Group or Supplier name: Select Pay Group. Payables will select
invoices based on this criterion. Users must select pay group which starts with
their unit code and having suffix APPS. Example – To make payment for non
salary invoices for HA11 users must select HA11_APPS.
4. For all payables responsibilties: At the time of creation of a payment batch ,
the pay group selected should be belonging to the user’s unit only.
5. On Payment Batch form, from normal responsibility , invoices having the
first four characters of the pay group same as the first four characters of the
responsibility being used can be picked in the payment batch.
6. Enter Payment Date: This is the date that Payables will print on the payment.
7. Select Bank Account: Select a Bank Account through which payment is to be

made. Users must select the Bank Account which belongs to their unit.
8. Select Payment Document: Select the Payment Document e.g. cheque book
9. Optionally enter Pay through Date: Payables will select invoices with a
discount or due date on or before this date.
10. Enter the value Check in the DFF for Invoice Selection.

11. Click on Actions and check select invoices and build payments and click on
OK. This will fire the request to select invoices for payment as per your given
criteria.


12. On requiring batch you will find the payment batch status as ‘Built’, now click
on payment and modify your payments accordingly. If any modification is
made, then click on ‘Build’ again and wait for the batch to complete building
payments.

13. Then click on actions and check format payments and print now to
immediately print the payment document, this changes your batch status to
formatted.



14. Optionally Print Preliminary payment register to view the payments and
payment document number selected.
15. Now Confirm the payment batch by entering the payment document numbers
status. This makes your payments getting accounted for in the system. This
changes the Batch Status to Confirmed.


16. Print the final payment register.
17. Go to actions and click on create accounting to create accounting.
18. Now you must void the cheque number that was entered in the Reference
field. For this navigate to bank setup form and query the bank branch. Then
press the Payables Documents button and select the tab Additional
Information. The press the button Void Unused Documents. Enter From and
To values for the cheque number to be voided. This process is explained in
detail in Creation of Banks section.

40. Payment – Payment Batch

Function Path: Payments >> Entry>> Payment Batches
Using Payments Batches, the invoice selection criteria for payment becomes wider and
you can select invoices of multiple suppliers and pay them using separate payment
documents numbers.
Steps:
For all payables InterCo responsibilties: Payment Batch form is removed. In case a user
needs to make payment of an InterCo Invoice , he can do it only by Quick Payments
method.
1. Enter the Payment Batch name, which identifies the payment activity like
payment Batch of Paying salary of head office of May 08 can be written as

HA11_Salary_0608. The Payment Batch name should start with the unit code
of the unit of which the batch is being made.
2. For all payables responsibilties: At the time of creation of a payment batch ,
the pay group selected should be belonging to the user’s unit only.
3. On Payment Batch form, from normal responsibility , invoices having the
first four characters of the pay group same as the first four characters of the
responsibility being used can be picked in the payment batch.
4. Enter Payment Date: This is the date that Payables will print on the payment.
5. Enter Pay Group or Supplier name: Select Pay Group. Payables will select
invoices based on this criterion. If no Supplier is entered, then the invoices of
all the Suppliers are picked up. Pay Group is mandatory. Invoices get filtered
on the basis of the pay group entered.
6. Select Bank Account: Select a Bank Account through which payment is to be

made. Users must select the Bank Account which belongs to their unit.
7. Select Payment Document: Select the Payment Document e.g. cheque book .
(For the creation of Dummy Check Book for ECS, see under heading ‘Steps
to make a ECS Dummy Payable Document for making payment through
Payment Batch’ on page no. 168.)
8. Optionally enter Pay through Date: Payables will select invoices with a
discount or due date on or before this date.
9. Enter the values for fields in the DFF (ECS Payment). The fields to be entered
are
1) Month
2) Year
3) Date of Settlement

10. Click on Actions and check select invoices and build payments and click on
OK. This will fire the request to select invoices for payment as per your given
criteria.


11. On requiring batch you will find the payment batch status as ‘Built’, now click
on payment and modify your payments accordingly. If any modification is
made, then click on ‘Build’ again and wait for the batch to complete building
payments.

12. If any invoice, credit memo or debit memo is required to be removed from the
payment batch then it can be removed as shown below. In the selected
invoices block, in the Pay column select the value as No. Then save and click
on Build button again. If there is no modification required then skip this step.

13. Then click on actions and check format payments and print now to
immediately print the payment document, this changes your batch status to
formatted.



14. Optionally Print Preliminary payment register to view the payments and
payment document number selected.
15. Now Confirm the payment batch by entering the payment document numbers
status. this makes your payments getting accounted for in the system. This
changes the Batch Status to Confirmed. The number of Payable documents
consumed by the system is equal to the number of unique Suppliers whose
invoices are contained in the batch. The Payable document series used can be
a dummy series, which should have enough number of documents to
accommodate all suppliers’, else it will result in error. The actual check
number used should be entered in the reference field, which is a mandatory
field.


16. Print the final payment register.
17. Go to actions and click on create accounting to create accounting.
Void a Payment Batch: You cannot void a payment batch. The individual
payments of the payment batch can be made void. If the whole payment batch is
to be made void, then all its payments must be individually made void.
Copy a Payment Batch: A cancelled Payment Batch can be copied to a new

Payment Batch with a new name. After saving and building this payment batch,
this batch will contain the invoices which were a part of the cancelled payment
batch.
Modifying payment batch: A Payment Batch Stuck in Modifying status for more
than half an hour, run a request in payables
FCI_MODIFIED_PAYMENT_BATCH.
Path>> Payables>> submit a request>> FCI_MODIFIED_PAYMENT_BATCH

Steps to make a ECS Dummy Payable Document

for making payment through Payment Batch
1. Go to FCI AP Setup -> Bank Setup
2. Find Actual bank
Fill the form as follows—
Note: EFT Number and BIC code on the above form will get freezed as shown below in
the screenshot, once saved. That implies user cannot change the value of EFT
number(MICR) and BIC code(IFSC), once he has saved it. In case, user needs to make
chages in the above two, he will have to contact FCI helpDesk Team for the same.

3.Click on Bank Accounts Tab.
4.In the New Open Form Click Payment Document Tab.
5.Now make new Payable Document

6.Click Save.

NOTE: To make payment of invoice with 0 amount through payment batch,tick

the ‘Allow Zero Invoices’ check box on the payment batch form.
41. Payment - Inquiry

Function Path: Payments >> Inquiry>> Payments
Steps:
1. Enter the search criteria for the Payment, the various criteria available are
Supplier Name, Site, PO Number, Payment number, Payment Method, Range
of Amount, Range of Payment Dates, and Currency.

2. For all payables responsibilties(Except InterCo): Restriction is applied so

that a user will not be able to query/view the payments and payment batches
beloging to another unit (The first four characters of the Bank Account should
be same as the first four characters of the responsibility that the user is using ,
to get to view the payments/payment batches).
3. Click on find

42. Stop or Void a Payment

It is possible that FCI may want to stop a payment that has already been made by issuing
instructions to bank. Also, FCI may at times want to cancel a check that has already been
generated. Stop or Void payment functionality will facilitate such tasks for FCI.
Function Path: Payments >> Entry >> Payments
Steps:
1. Select the payment(s) for stop payment.
2. Choose Action Button and check Initiate Stop Check box in Payment Action
Window and click on OK.
3. Payables will record and display the date and time of the Initiate Stop action.

4. Payables will then ask you if are sure that you want to stop payment on the
number of requests you have submitted.
5. The Status field for this payment in the Payments form will change to : Stop
Initiated.
6. After stopping a payment you can either release the stop or void it.
43. Releasing a Stop Payment

Steps:
1. Select the payment(s) for stop payment.
2. Click on Actions..1 button and enable the Release Stop checkbox in Payment
Actions screen.
3. Payable displays and records the date and time of the release stop activity.

4. Payables will ask you to confirm the release stop request for the number of
requests that you have submitted.
5. Choose: OK Button to continue processing release stop payments.

44. Voiding a Payment

This can be done either for a negotiable or a stopped payment. When you void a payment,
Payables automatically reverses the accounting and payment records so your general
ledger will have the correct information, and so the status of the paid invoices is reset to
Unpaid.
Steps:
1. Select the payment(s) for voiding a payment.
2. Click on Actions…1 and Check the Void checkbox in the Payment Actions screen.
3. Payable displays and allows you to update the following fields:
Void Date: The date on which you want Payables to record the void transaction.

GL Date: The transaction date you want the general ledger to record when posting
the void payment entries.
Invoice Action: The action you want Payables to take on the invoices paid by that
void payment. You can choose to place the invoices on hold, cancel the invoices,
or do nothing with the invoices. If you take no action on the invoice(s), Payables
removes all invoices from a payment, which makes them eligible for payment on
another payment batch.
4. Payables will ask you to confirm the release stop request for the number of
requests that you have submitted. Choose OK Button to continue processing
release stop payments.

Note:
1. You can not reverse the void on a void payment.
2. Remember to have the payment you want to void in your possession or have proof
that it has been destroyed before you record it as void.
3. You may also want to review the invoices paid by that payment before you void it.
You can review these invoices in the Invoices form.
4. You cannot void a payment document that pays a prepayment that you have
applied to invoices. You must first unapply the prepayments and then void the
payment.
45. Create TDS Tax Code

Note: Creation of Tax Codes for the Type ‘Tax Deduction at Source’ will not be done at
the units but centrally at Headquarter.
Responsibility: India Local Payables

Function Path: Set up >> Tax >> Taxes
Steps:
1. Enter the name of TDS tax code prefixing your unit code. In Type field select
‘Tax deducted at source. Enter Tax Account in Account field. Enter TDS tax
Authority in vendor name and enter Vendor site corresponding to you district.
Only those suppliers will come into LOV whose classification type is ‘TDS
Authorities’.
2. Enter Tax percentage, in section type select TDS Section and Section code for
which rate is mastered. Click on save icon.
46. Create TDS Threshold

Note: Creation of TDS Threshold for the Type ‘Tax Deduction at Source’ will not be
done at the units but centrally at Headquarter.

Threshold is required for TDS but is not required for WCT Tax.
Function Path: Set up >> Tax >> India – Threshold Setup
Steps:
1. Select the Regime name as Tax Deducted at source, select vendor type, and
section type and section code. Click on new button if no combination already
exist for section code and vendor type selected otherwise click on ‘Find’
button.

2. TDS Threshold limits are setup for a combination of Vendor Type, Section
Type and Section Code.
The above setup can be used as a default setup across vendor types. If you
wish to setup different threshold limits for certain vendors, you can do the same
by setting up “Exception Setup”. You can define as many “Exception Setups” as
desired.
You can define following threshold types:
1. Single
2. Cumulative
Single threshold applies to a certain transaction only. If this threshold is setup

with a monetary limit, TDS will be deducted every time the current invoice
amount exceeds the threshold amount. Those invoices, which are lower than the
threshold amount, will be ignored for TDS calculation.
Cumulative threshold applies to aggregate of all invoices for the financial year. If
this threshold is setup with a monetary limit, TDS will be deducted on all the
invoices after this monetary limit is reached. In case of the invoice, due to which
the threshold limit is reached, TDS will be calculated on all the earlier invoices
also (that were ignored TDS calculation).
In case both TDS thresholds are setup with a monetary limit, Single invoice
threshold will operate only if the Cumulative invoice threshold is not reached.
Once Cumulative invoice threshold is reached, Single invoice threshold will be
ignored.
You have a flexibility to specify effective dates for each TDS Thresholds. TDS
Thresholds will operate only between the effective dates. Once an end date has
been put a particular TDS Threshold, you can define a new TDS Threshold for
that particular threshold type. Using this flexibility you can take care of the
threshold modifications happening from time to time without modifying any setup
at the individual vendor level.
Example of single threshold set up.
3. To get the threshold set up relevant to you, Query on Vendor Type and Section
Code by pressing ‘F11’. In section code query using the unit code and section

code. For example to query on FA11 Sec.194(C). Enter FA11 SEC. 194(C) %.
Also enter the vendor type from the following - HINDU UNDIVIDED
FAMILY-IND, INDIVIDUAL-IND, OTHER PERSONS-IND, COMPANY-
IND, FIRM-IND.
4. Enter Threshold type as cumulative ( a cumulative type of threshold can be

created for giving effect to tax rules relating to surcharge as in Income tax act)
Enter different tax rate for various threshold limit .
5. In Taxes tab, select FCI or CPF operating unit, as the case may be and then
select the tax code that is to be attached with the threshold type. ONLY ONE
TAX relevant to the unit need to be attached to the threshold.


Reference FCI Circular No. 17/2010 dated 18.06.2010
Point 2 Amendment of section 194 C
In this, the single limit has got changed from Rs. 20000 to Rs. 30000.
And Cumulative limit has got changed Rs. 50000 to Rs. 750000. So, an end date will
have to be put to the limits of Rs. 20000 and Rs. 50000 and the next date will have to
be put as the start date for the limits of Rs. 30000 and Rs. 75000 for single and
cumulative respectively. The system will not allow any back dates. So the current date
will have to be put as end date and the current date +1 will have to be put as the next
start date.
Point 3 Amendment of section 194 I
In this the cumulative limit of Rs. 120000 is substituted by Rs. 180000/ However,
since the practice in FCI is to deduct tax if the amount is expected to cross Rs.
180000, the threshold limit is to be set at Rs. 1. The user will have to see while
making payment that if the amount is likely to be crossed in a year then the tax code
will have to be applied.
The system will not allow any back dates. So the current date will have to be put as
end date and the current date +1 will have to be put as the next start date.
Point Amendment of section 194 I
In this, the cumulative limit has got changed from Rs. 20000 to Rs. 30000.
The system will not allow any back dates. So the current date will have to be put as
end date and the current date +1 will have to be put as the next start date.
47. TDS Exceptional Setup

1. Since tax is to be deducted at lower rate, a new tax has to be set up. See Create
Tax Code above in the path Setup > Tax > Taxes.
2. The difference is that Certificate has to be entered for lower tax rate
deduction. Original tax percentage has to be entered.

3. Follow the same procedure as in TDS Create Threshold. The only difference is
the exception setup check box. To Create an Exceptional Setup (where TDS is
deducted at lower rate or otherwise), while creating threshold check the
Exception Setup check box.
4. In Taxes tab, select FCI or CPF operating unit, as the case may be and then
select the tax code (Tax Code is to be created in same manner as normal tax
code carrying a exceptional TDS rate) that is to be attached with the threshold
type.

5. Save the Transaction
6. Click On Assign Vendors
7. Click on New Assignment to attach the supplier whose Tax is to deducted at

lower TDS rate.

8. Select the supplier from the list by Checking Assign checkbox and Click on
OK
9. Whenever Exception TDS rate applicable to supplier is revoked. Remove the

supplier from the exceptional set up by checking remove check box.

10. Click on Ok
11. The name of supplier will be removed from the list.
48. Create TDS Invoice, Make TDS Payments.

Function Path: Invoices >> Entry>> Invoices
Steps:

other unit.

1. Create a Invoice for a Supplier on whom TDS is applicable (TDS can be deducted
for suppliers for which supplier additional information is entered. For details refer
Para 3). TDS will automatically be deducted for the specified section, which is
attached as the default section to the supplier.
2. Navigate to distribution window by clicking on distribution button.
3. Click on Descriptive flexfield and select TDS tax code pertaining to your district
and TDS Section which is applicable. Clicking on the DFF and applying TDS is
considered as applying TDS manually. In case TDS is applied manually, it will
get attached to the invoice irrespective of the threshold limit.
4. Click on Save

5. For the TDS invoice created by the system, do the validation.( Navigate to request
window to view the concurrent process started automatically on validation ).

6. Search for invoices created for the supplier. The system will automatically make a
credit memo on supplier for the amount of TDS to be deducted from the Invoice,
also a Standard Invoice will be created by the system on Income Tax Authority for
the amount of TDS that is deducted and hence becomes payable to Income Tax
Authority. Create accounting and approve the invoice for payment.
7. The TDS invoices get generated with pay group same as that of the original
invoice, in TDS invoice.

8. Pay standard Invoice and credit memo of supplier together.


9. While paying Standard invoice created for payment to income tax Authority click
on DFF in Payment window (Refer screen shots) and enter details like challan
number, check deposit date and bank name.


Fill in the DFF on Payments Form. Select Context ‘ India PaymentInformation’.
Fill in the Check Deposit Date, Challan No., Supplier Bank Name.

For the Bank entered in DFF, fill in the BSR code in ‘Number’ field in Bank Branch
section on the Bank Set up form.
49. Generate TDS Certificate

Function Path: Other >> Request >> Run
1. In order to generate TDS Certificate run the 3 concurrent programs in the

mentioned order (On completion of process):
1. India – Process TDS Payments (new concurrent to process payments made to
TDS Authority)
2. India – Generate TDS Certificates (new concurrent that generates TDS
certificates based on payments made to TDS Authority and after running India
– Process TDS Payments concurrent)
3. India - TDS Certificates (existing concurrent to view the TDS Certificate). In
this request, the TDS section is mandatory.

50. WCT Tax

Note: Creation of WCT Tax Codes for the Type ‘Tax Deduction at Source’ will not be
done at the units but centrally at Headquarter.
Function Path: Set up >> Tax >> Taxes
Steps:
1. Enter the name of WCT tax code prefixing your unit code. In Type field
select ‘Tax deducted at source. Enter Tax Account in Account field. Enter
WCT tax Authority in vendor name and enter Vendor site corresponding to
you district. Only those suppliers will come into LOV whose classification
type is ‘TDS Authorities’.

2. Enter Tax percentage, in section type select WCT Section and Section code for
which rate is mastered. Click on save icon.
WCT Tax does not require thresholds.
Create the invoice just like TDS invoices, the only difference would be selecting the
WCT tax in the Descriptive Flex Field in the invoice distribution.
51. Run Reports/Programs
Function Path: Other >> Requests >> Run
Steps:

1. Choose what type of request you want to run (Single request/ request set). Select
the report you want to run by clicking on LOV. Click on Ok after selecting
process you want to run.
2. Give necessary parameter value and submit the request to run.

3. Click on view Output to view the report.

4. Go to tools menu and select copy file to view and save output in HTML or text
format.


5. Go to File menu and click on save as to save the output file. Select the file type as
Text file or HTML only.
52. Petty Cash Expenses

Function Path: Setup>> Payment >> Banks
Steps:
1. Create a prepayment invoice in name of petty cash administrator.

2. In distribution window, select prepayment account as Cash with disbursing officer

3. Save the transaction, validate, approve and pay the prepayment using cash
account.
4. The disbursing officer will pay the petty expenses from the cash amount with him.
On receipt of bill of expenses, create a standard invoice in the name of petty cash
administrator debiting expense accounts and crediting Supplier liability account.
A message box will get displayed detailing prepayment transaction.


5. Save the Invoice. Click on Action…1 button and check on Apply/Unapply

prepayment check box and click on Ok

6. Select prepayment invoice and amount to apply against invoice created against
employee.

7. Re query and click on View Prepayment Application to view the prepayment

application against invoice.

53. Milling Bills

Function Path: Invoice >> Invoices
Steps:
1. When paddy is issued for conversion, create a Journal entry in GL using

Category as ‘FCI Paddy Milling’ for stock conversion. For details refer GL
user guide.
2. Enter Milling charges invoice as ‘Other invoice’ Refer Para no. 9.
54. Petty Cash Transactions – Cash Withdrawal

You can use a petty cash fund to reimburse employees for small, infrequent expenses.
You can use Payables to pay out to the petty cash fund and to record the expenses paid by
the fund. For each unit suppliers would be created for petty cash e.g.
NC14_PETTY_CASH. Now all the cashiers for this unit would be created as supplier
sites using the basic supplier creation process.
For every unit a petty cash bank e.g. NC14_PETTY_CASH would be created with proper
GL account. If any unit has more than one cashier then for that unit as many petty cash
bank needs to be created as the number of cashiers. Each petty cash bank will be
differentiated from each other based on depot code. For example cashier1 of unit NC14
will have depot code of ‘NC14CASH1000’. Similarly for cashier2 of NC14 the depot
code will be ‘NC14CASH2000’. One cashier should always use the same petty cash
bank.
When a cashier withdraws money from bank then following steps need to be performed
1. Create a payables invoice for the petty cash supplier with
correct site name. Here site name will be cashiers name. In the distributions window
select the GL account for cash in hand. Follow the usual process of validation, initiate
approval and create accounting for the invoice by pressing the Actions… button.
2. While making payment to this invoice use the actual bank.
The final accounting entry after cash withdrawal by the cashier would look like
Dr – Cash in Hand
Cr – Bank Account



55. Payments using Petty Cash Fund

Create an invoice for the employee or the supplier and enter the GL accounts for booking
the expenses in the Distributions window. While making payment for this invoice using
petty cash fund, in the payments window select the petty cash bank. The final accounting
entry after payment using petty cash would like as shown below
Dr – Expense Account
Cr – Cash in Hand
Deposit Petty cash in Bank Account

When a cashier withdraws money from bank then following steps need to be performed
1. Create payables Credit Memo for the supplier with correct site name. Here site
name will be cashiers name. In the distributions window select the GL account for cash
in hand.
2. While making payment to this invoice use the actual bank.
The final accounting entry after cash withdrawal by the cashier would look like
Cr – Cash in Hand

Br – Bank Account
56. Creation of Bank and Payable Document
Use the Banks window to enter bank information for bank branches with which you do
business. Receivables and Payables, share bank definitions. Each bank branch can have
multiple bank accounts, and each bank account defined can be associated with Payables
payment documents and/or Receivables payment methods. If you use Receivables, use
the Banks window to define your internal banks, which you use for receipts, and external
banks, which are your customers’ banks with which you do business.
If you use Payables, use the Banks window to define your internal bank accounts from
which you disburse payments. For each internal bank account, you can define payment
documents for checks, electronic payments (EFT and EDI), wire transfers, and other
payment methods.
You can also enter supplier bank information for your suppliers to which you send
electronic payments. If you use Payables only, you do not need to define clearing houses.
If you are using Oracle Cash Management, you need to define a Bank Errors Account, a
Bank Charges Account, and a Cash Clearing Account for each bank account you plan on
reconciling by using Cash Management. If you use Payables, you can override these
accounts for each payment document you define.
Defining Banks
Define banks to record internal banks, where you are the account holder of a receipt
and/or disbursement account. If you use Payables, you can define external banks where
your suppliers are the account holders. If you use Receivables, define banks to record
external banks where your customers are the account holders of disbursement accounts.
Steps to enter a basic bank

Select the responsibility of FCI AP SETUP. This is a restricted responsibility.
Function Path: FCI AP SETUP>>Banks Setup
1. In the Banks window, enter all basic bank information: bank name, branch name, bank
number, branch number, and address.
In case of internal bank , Bank Name and Branch name should have the unit code of the
unit prefixed along with an underscore “_” . For example if the bank name is State Bank

Of India , for unit HA11, Barakhamba Road , the naming convention would be HA11_
State Bank Of India. And the Branch would be HA11_ Barakhamba Road .
For external banks (supplier or customer ) , the name of the bank should be in valid bank
look up list. For Example – if the valid bank name is State Bank Of India , the same
should be entered in the system also. System will not accept SBI or HA11_ State Bank
Of India.
2. Select Bank as the Institution.

3. Enter the MICR number in ‘EFT Number’ Field (electronic funds transfer).
Note:EFT Number and BIC code on the above form will get freezed as shown below in
number(MICR) and BIC code(IFSC), once he has saved it. In case, user needs to make
chages in the above two, he will have to contact FCI helpDesk Team for the same
4. Optionally enter names and information for your bank contacts in the Contact region.
5. Save your work.
Note:
 BIC is mandatory for all the banks. If an internal/external bank do not have IFS
Code, then user have to enter FCIDUMMYBIC in BIC Field. Also for Petty
Cash banks, user have to enter FCIPETTYBIC in case they don’t have IFS
Code.
 EFT Number and BIC code on the above form will get freezed as shown below in
number(MICR) and BIC code(IFSC), once he has saved it. In case, user needs to
make chages in the above two, he will have to contact FCI helpDesk Team for the
same.
 A proper format for entering IFSC code has to be followed. It should always be of
11 characters. Also, other than FCIDUMMYBIC and FCIPETTYBIC , first
four characters should be non-numeric and rest should be numeric i.e.
ABCD1234567 .


Defining Internal Bank Accounts

Function Path: FCI AP SETUP>>Banks Setup >>Bank Accounts
You define internal bank accounts to define bank accounts for which you are the account
holder. Receivables uses internal bank accounts to receive payments from customers.
Payables uses internal bank accounts to disburse funds to suppliers.
1. In the Banks window query an existing Bank.

2. Choose the Bank Accounts button. Enter the Bank Account Name. Prefix the Bank
Account name with your unit code (e.g. HA11_Cash Credit Account), and Bank Account
Number (account numbers must be unique within a bank branch). Optionally enter an
Account Type and Description.
3. If you want to use Bank Account validation, enter Check Digits.
4. Select Internal Account Use.
5. In the GL Accounts region, enter a Cash Account.
6. Optionally enter contact information in the Account Contact region.
7. Save your work.

Defining Customer Bank Accounts

If you use Receivables, you can enter bank account information for your customers.
Receivables uses this information when you receive electronic payments from your
customers.
Create a bank as explained in the heading Steps to enter a basic bank.
To dene a customer bank account:


2. Choose the Bank Accounts button. Enter the Bank Account Name (prefix the account
name with unit code) and Bank Account Number. Optionally enter an Account Type and
Description. If you want to use Bank Account validation, enter Check Digits.
3. Select Customer Account Use.
5. Save your work.

Defining Supplier Bank Accounts

If you use Payables, you can enter bank information for bank accounts for which your
supplier is the account holder. You then assign these accounts to the supplier and its sites.
Payables uses this bank information when you create electronic payments for your
suppliers.
You can either define the supplier first and then when you define the bank account you
can associate it with the supplier in the Supplier Assignments region (as described
below). Or you can define the bank account first and then assign it to the supplier when
you enter the supplier in the Suppliers window.
The primary supplier bank account defaults from the supplier site to the scheduled
payments on an invoice. When you make a supplier bank account inactive, Payables
displays a message to automatically replace that account on any unpaid or partially paid
scheduled payments with the supplier’s primary bank account. Payables ensures that a
payment cannot be made to an inactive supplier remittance account. Payables notifies you
if you attempt such payment.
To define a supplier bank account:


2. Choose the Bank Accounts button. Enter the Bank Account Name (prefix the account
name with unit code) and Bank Account Number.
Tip: Use the supplier name or supplier number in the bank account name and description
to make it easy to identify later.
4. If you want to use Bank Account validation, enter Check Digits.
5. Select Supplier as the Account Use.
6. Enter the Account Type in the ‘Account Type’ field.
7. To enable this bank account to receive payments for multiple suppliers, enable the
Allow Assignment to Multiple Suppliers option. See: Factoring Arrangements, page 3-6.
8. In the Supplier Assignments region list the supplier, and optionally list supplier sites,
that use the account to receive electronic payments.
9. Optionally enter account holder information in the Account Holder region.
11. Save your work.
12. In the Bank Accounts region of the Supplier Sites windows, verify for each supplier
and site that all appropriate bank accounts are listed. For suppliers and supplier sites with
multiple bank accounts, designate as the primary bank account one bank account per
period and per currency.

Note :
Checks are implemented so that a bank account cannot be updated till it is attached to any
active supplier site. If user tries to update such accounts, an error message will popup.

To define a payment document:
Function Path: FCI AP SETUP>>Banks Setup >>Bank Accounts >> Payables Documents
1. In the Bank Accounts window, query a disbursement bank account. Choose the
Payables Documents button to navigate to the Payment Documents window.
2. Enter a name for the payment document that is unique for the bank account. Make sure
to prefix the unit name before the payable document name. You may select he payable
document as HA11_account number_1. Select a Disbursement Type and Payment
Format. The disbursement type to be selected is Combined and Payment Format to be
selected is FCI Check (For check payment) or FCI ECS (for ECS payment). Enter in the
Last Document Number field the last payment document number you used on a payment
document. In the Last Available Document Number field, enter the last payment
document number available for a payment document.
3. In the Additional Information region, enter the number of Setup Checks you want
Payables to print at the beginning of each automatic payment batch. You may leave this
field as blank as it is not mandatory. If you are using the sequential numbering feature,
optionally assign a Document Category. The document category to be selected is UNIT
PAY 2007. For example, if you are creating a payable document for unit HA11, you must
select the document category as ‘HA11 PAY 2007’. If you have enabled Oracle Cash
Management integration for reconciliation, optionally override the GL Accounts in the
GL Accounts region.
1. Save your work.


To make a payment document inactive:

Function Path: FCI AP SETUP>>Banks Setup >>Bank Accounts >> Payables Documents
1. Query the Bank. Choose Bank Accounts and query the bank account in the Bank
Accounts window.
2. Choose Payables Documents to navigate to the Payment Documents window.
3. For the payment document you want inactive, in the Inactive On field, enter the date on
which this payment document will no longer be available for use. When you create a
payment on or after this date you will no longer see this payment document in a list of
values.
4. Save your work.
To void a range of payment documents:

Function Path: FCI AP SETUP>>Banks Setup >>Bank Accounts >> Payables
Documents>>Additional Information>>Void Unused Documents
1. Query the Bank. Choose Bank Accounts and query the bank account in the Bank
Accounts window.

2. Choose Payables Documents to navigate to the Payment Documents window. In the

Document Information region, choose Void Unused Payment Documents.
3. Enter the range of documents you want to void, and enter a Void Date. These
documents will no longer be available for use.
4. Save your work.
57. Open/ Close AP Accounting Periods
Function Path: Accounting >> Control Payables Periods
Steps:
1. Change the status of the period to open/close as required and save. Ensure that all
invoices are validated and approved.

1. In case of some pending transaction/activities, system will prompt that period can
not be closed specifying the reasons

2. Click on Ok, IT will navigate to main screen. Click on Exception button.



3. Sweep transaction to next year or run payable accounting process, payables

transfer to GL process and Journal Import Process.

4. On successful completion of request, navigate back to control payables period.

Select the period to be closed. Select ‘Close’ option and Click on save icon. It will
update period status, if no further exception exists.
58. Custom Closure of Periods

Customizations have been added in the system for opening and closing of periods.
Periods will be opened and closed separately for all units.
Also,only HQ will handle opening and closing of periods. Units will have to contact HQ
for getting any period opened or closed.
The period will not be closed until and unless all the entries are posted. Once a period is
closed users will neither be able to perform any operation on the invoices and payments
of closed period, nor they will be able to create any invoices in closed period.Only the
following could be done in closed period:

 After the closure of period, users will only be able to void the payments on the
date of opened period.
For Example: If a payment of March 2012 is to be voided, and period for March
has been closed, the user will be able to void it on date of April (April as open
period.)
59. Separate Period Closure for RO Level
 RO can close its accounting periods (AP,AR,GL) as well as the accounting

periods of their concerning DO’s.
 Once a period is closed, RO can’t open it and only HQ have the privilege to open
that closed period.
 A responsibility FCI Period Closure Tool will be assigned to concerned person
at RO level by HQ using which user can close the accounting periods.
 Once a period is closed for a specific module say AP, AR or GL, user can’t make
any entry or update the existing ones in the system.
 Before closing the period, user has to clear all the pendency from the system. User
can see the details of pending data using the following reports available in the
responsibility:
1. FCI AP Custom Period Close Execution Report

2. FCI GL Period Closure Execution Report
3. FCI AR Period Closure Exception Report
4. FCI Custom Period Closure Report - Autoinvoice & Interface
 Once the pendency is cleared, user have to run FCI Custom Period Close
Program
 Status of all the closed/open units can be reviewed through report FCI Closed
Period Status Report
 For all the interface stuck entries, user have to contact HQ.

60. Reports
1. FCI_PURCHASE_DAY_BOOK EXCEL
By running this report the total purchases of each commodity under a given scheme,
district and depot for a range of period get displayed.
Note : Purchase Day Book Report will fetch only those invoices from Accounts Payable
in which 5161 account head is used atleast once at distribution level.
Also, it will fetch the supplier details along with the Tax Identifiaction Number of the
supplier (if available).The Purchase Day Book records all the invoices it receives under
the following headings:
Date of invoice
Invoice number
Voucher number
Supplier Name

Crop year
Quantity Paid
Rate
Total purchase price
Components of purchase price and deduction under various heads

Sample output of FCI_PURCHASE_DAY_BOOK in EXCEL :

Sample output file is attached below:
purchase_day_book
_otpt.xlsx
2. FCI Payables Purchase Day Book - Summary Sheet

Summary sheet gives total of all the account heads debited or credited in invoice of each
commodity under a given scheme, district and depot for a range of period. It also shows
total of delivered and paid quantity.

3. Intercompany Report
This report shows all Intercompany invoices created in payables.
Payable Interoffice Transaction Issued: This report list all the intercompany invoices
which is being issued by the unit which has been given in parameter for the given period.
Payable Interoffice Transaction Received: This report list all the intercompany invoices
which is being issued for the unit which has been given in parameter for the given period.



4. FCI Inter Company AP Payment Report

This report shows all the invoices created in payables, for which Payment has been made
from some other unit.

5. VAT Information 1
This report lists all the invoices in which TDS of VAT is deducted for the given period for
a given district.




6. Tax Challan Information
This Report lists all the Tax Information details of all the invoices paid to statutory
authorities.

7. Supplier Tax Information report:
Tax Information Report shows if any supplier has duplicate PAN No., ST Reg no., CST
Reg no., VAT Reg no. or Service Tax Reg no.


8. TDS Certificate for TDS deducted by FCI

In order to generate TDS Certificate run the 3 concurrent programs in the
mentioned order (On completion of process):
1. India – Process TDS Payments (new concurrent to process payments made to
TDS Authority)
2. India – Generate TDS Certificates (new concurrent that generates TDS
certificates based on payments made to TDS Authority and after running India
– Process TDS Payments concurrent)
3. India - TDS Certificates (existing concurrent to view the TDS Certificate). In
this request, the TDS section is mandatory.


Note: While running the ‘India - TDS Certificates’ report, enter the acknowledgement
numbers for quarters in Acknowledgement No fields.

9. TDS Certificate for TDS deducted by CPF Trust
Run the request set CPF TDS CERTIFICATE PROCESS. The steps to generate and print
the report is same as mentioned above. Please enter the correct CPF Zone in the unit code
for the report FCI TDS CERTIFICATE CPF.


10. TDS Return Certificate

11. Supplier Paid Invoice History Report

This report shows all the fully/partially paid Invoices of a supplier for the given period.


12. Supplier Payment History Report

This Report shows all the payments made to a particular supplier for the given time
range. It shows Bank account, Cheque number, payment date, Payment amount of the
invoice. This report provides totals for the payments made to each supplier site, each
supplier, and all suppliers included in the report. If you choose to include the invoice
details, Payables displays the paid invoice’s invoice number, date, invoice amount, and
amount paid by the payment. This report also displays the void payments for a supplier
site, but does not include the amount of the void payment in the payment total for that
supplier site.
The report lists supplier payments alphabetically by supplier and site. You can
additionally order the report by Payment Amount, Payment Date, or Payment Number.
All amounts are displayed in the payment currency.

13. FCI India cash/Bank Book Report

Use this report to view Cash Day Book or Bank Day Book

Sample Output is as given below:
FCI_India_cash_Ban
k_Book_Report.xls
Note: If payment is made to nominee then for Payment, Nominee name will be appended
to Vendor name in the form Vendor name#Nominee name.
Additional column Comments has been added in the report which will fetch the
Reference field and Comments field from receipt form in concatenated manner
(Reference#Comments).
If reference field in receipt form is blank then in the output comments will be displayed
as ‘#comments’ and if comments field is blank in receipt form then output will be
‘Reference#’
And if both are blank then comments in the output will be blank.
For receipts, the description will fetch the receipt number even if comments field is not
blank.
For Receivable transaction, line level reference field will be displayed under comments in
the output.
Payment Batch Name header has been renamed as Payment Batch Name/Receipt Batch
Number and the receipt batch number will be displayed under this header in the report.
Denotions that come in TYPE field in Report output are described as below:
1. P : Payments
2. R : Receipts
3. I : Invoices
4. T : Transactions
5. X : Treasury
6. G : Journals
14. Suppliers Report

Use the Suppliers Report to review detailed information you entered for a supplier in the
Suppliers and Supplier Sites windows. You have the option to include supplier site
address and contact information. Payables lists your suppliers in alphabetical order, and
you can additionally order the report by supplier number.


15. Invoice Aging Report

Use this report to view your unpaid invoices. This report provides information about
invoice payments due within four time periods you specify in the Aging Periods window.
The report does not include cancelled invoices.
Prerequisite
 Create Invoice Aging periods in the Aging Periods window
Selected Report Parameters
 Sort Invoices by: Enter the sort option for this report.
 Invoice Type: Sort the Invoice Aging Report by invoice type. Payables display
each invoice type in a separate supplier grouping.

 Supplier Name: Sort the Invoice Aging Report alphabetically by supplier name.
Payables display different invoice types in the same supplier grouping.
 Summary Type: Enter the summary option for this report.
 Invoice: Payables displays each invoice number when calculating the total invoice
payments due to a supplier.
 Supplier: Payables displays the total invoice payments due to a supplier without
displaying each invoice.
 Report Format: Enter the format for this report:
Brief. Payables display the name of each supplier without displaying a supplier’s city
and state.
Detailed: Payables displays the city and state for each supplier in addition to the
supplier name.
 Minimum Amount Due: Payables includes invoice information for invoices that
have invoice amounts greater than this Minimum Amount Due and that fall within
the aging period you specify.
 Maximum Amount Due: Payables includes invoice information for invoices that
have invoice amounts less than this Maximum Amount Due and that fall within
the aging period you specify.
 Invoice Type: Enter the type (Credit Memo, Debit Memo, Expense Report,
Interest, Mixed, Prepayment, Withholding Tax, or Standard) for the invoices you
want to review, or leave this field blank to print this report for invoices with all
invoice types.
 Supplier Name: If you want to submit this report for only one supplier, enter the
supplier name.
 Aging Period Type: Enter the aging period you want to use for your Invoice Aging
Report. The report displays invoice payment information for the first four periods
that you defined for this Aging Period in the Aging Periods window.
Selected Report Headings
 Due Date: Date an invoice is due, assuming no discounts is taken.
 Payment Number: Scheduled payment number of an invoice.

 Days Due: Number of days until an invoice is due. For example, 30 Days Due
describes an invoice that was due 30 days ago, and –30 Days Due describes an
invoice that will be due 30 days after today.
 % Unpaid: Percent of an invoice that remains unpaid: The total amount of an

invoice equals the Amount Remaining divided by the % Unpaid.
 Amount Remaining: Amount remaining for payment: The total amount of an

invoice equals the Amount Remaining divided by the % Unpaid.
 [Aging Period 1–4] In each of the four aging period columns, Payables prints the
amount of invoices due within the invoice aging period. Payables also display the
total amount of invoices due to each supplier within this period.
16. FCI India Creditors Trial Balance

Lists the closing balance of suppliers as on date. This report runs unit wise, and the flex
field is a mandatory parameter.

This report will not fetch data for suppliers having nil outstanding liability.Also the report
has been converted to excel.
This report has been sorted on supplier name in ascending order , so as to increase the
readability of the report.
The ouput of this excel report has been attached below.
FCI_creditor_tb_out
put.xlsx
17. Invoice Audit Listing by Voucher Number

Use this report to review your invoices with assigned sequential voucher numbers for
specified Unit by selecting sequential numbering of that unit Payables includes all
invoices with voucher numbers including and between the Voucher Number From and
Voucher Number To that you enter. Payables sort this report by voucher number


18. Invoice Audit Listing

Use the Invoice Audit Listing to audit invoices for duplicates. You should audit invoices
periodically to ensure control of invoice payments. You can sort this listing in six
different ways. For example, you may want to only audit invoices over Rs1000. You can
specify a minimum invoice amount, and sort invoices by amount, then supplier name and
date.
You can also use this report to obtain a listing of your invoices by invoice type. For
example, you can submit the report to obtain a listing of just your Standard invoices or
your prepayments.


19. Invoice Audit Report

Use the Invoice Audit Report to audit invoices for duplicates. The report lists invoices
that appear as potential duplicates according to several criteria. One criterion you specify
is the number of characters in the invoice number which two or more invoices have in
common. The report lists invoices which meet this criterion and have the same invoice
amount, the same invoice date, and the same supplier. You can limit the search by
checking for duplicate invoices within a time period you specify. Payables sorts the report
alphabetically by supplier name, and lists possible duplicates together on consecutive
lines.

 Matching Invoice Number Length: Enter the number of invoice number

characters that you want to compare to identify duplicate invoices by the invoice
number. Payables starts at the beginning of each invoice number and compares
each character up to the number you specify.
 Audit Begin/End Invoice Date: Payables includes invoices with an invoice date
including and between the Audit Begin Invoice Date and the Audit End Invoice
Date.
 Comparison Begin/End Invoice Date: Payables searches for invoices with an

invoice date between the Audit Begin and End Invoice Dates you specify above.
Payables identifies possible duplicate invoices by comparing invoice numbers that
have invoice dates between the Comparison Begin and End Dates you specify.
 Enter Yes in the Compare Invoice Dates report parameter if you want payables to
check for duplicate invoices by comparing both invoice numbers and their invoice
dates: Payables will identify invoices as duplicates only if their invoice numbers

match and their invoice dates fall within the Comparison Begin and End Invoice
Dates you specify.
 Compare Invoice Dates:
Yes: Payables checks that the invoice numbers match and the invoice dates fall within
the Comparison Begin and End Invoice Dates you specify to identify possible
duplicates.
No: Payables checks only the invoice numbers to identify possible duplicates.
 Amount Remaining: Amount remaining for payment on an invoice.
20. Invoice History Report

The Invoice History Report provides information to support the balance due on an
invoice for the particular supplier, unit between a given dates. It shows all the invoice of a
supplier including their payment details.Report on only Prepayment invoices can be

taken. It helps you quickly identify and review a detailed list of all payment activities
pertaining to a specific invoice
Important: Payments must be accounted before the associated payment activities are
shown on the Invoice History Report. Run the Payables Accounting Process before
generating this report to ensure that you are seeing the most accurate invoice history
information.


21. Invoice on Hold Report

Use the Invoice on Hold Report to identify invoices on hold for all or a particular
supplier. The report provides you the total number and amount of invoices on hold. Run
the Invoice Validation process before submitting this report to obtain the most up-to-date
hold information.
The Invoice on Hold Report is divided into four sections:
• The first section gives you information about all invoices that have a hold name
assigned to them.
• If the hold is related to one or more invalid distribution account number(s) and the
parameter Display Invalid Account Number is set to ‘Yes’, each unique invalid account
number will be shown in the Description column. Payables subtotal the invoices on hold
by hold name or supplier, depending on how you choose to order the report.
• The second and third sections of the report print only if you do not specify a hold name
for the Hold Name parameter. These two sections show invoices held for payment at the

scheduled payment or supplier site level. These holds do not cause a hold name to be
placed on the invoice.
• The Invoices with Scheduled Payment Holds section lists invoices with one or more
scheduled payments on hold.
• The Invoices with Supplier Site Set to Hold All Payments section, lists invoices held
and the site name where the hold condition is set.
• The fourth section, Invoice Hold Name Descriptions, lists all predefined and user-
defined hold names and their descriptions, and it shows whether the hold allows
accounting. This section serves as a reference for understanding holds placed on your
invoices.
 Hold Name. If you want to review only invoices with a specific hold applied,
enter the name. Leave this parameter blank if you want the report to include the
Invoices with Scheduled Payment Holds section and the Invoices with Supplier
Site Set to Hold All Payments section.
 Order By. This parameter controls the sorting for the first report section. You can
choose to sort and subtotal by hold or supplier.
 On Hold by Period Option. Enter ‘Yes’ to subtotal the invoices by the period of
their invoice date.
 From/To Entered Date. Payables display invoices with holds that were applied on
and between the From Entered Date and the To Entered Date.
 Include Due or Discount Date. The report includes invoices that have a due or
discount date within a range you specify, using the From/To Due or Discount Date
parameters.
Due: Payables lists only invoices that have a due date within the range you specify.
Discount: Payables lists only invoices that have a discount date within the range you
specify.
 Include Hold Descriptions. Change this parameter to No if you do not want to

include the last section of the report as a reference of hold descriptions.

 Display Invalid Account Number. Change this parameter to Yes if you would like
to see each unique invalid account combination displayed in the description
column for each invoice.

22. Invoice Register

Use the Invoice Register to review detailed information about invoices. Payables
order the report by invoice currency and than by the supplier name and invoice
number.


23. Invoice Approval Status Report
Use the Invoice Approval Status Report to monitor invoices that are in the Invoice
Approval Workflow process as of the date and time the report is run. The report also
shows invoices that have completed the process because they were approved or rejected.
You can use this report to determine which invoices require approval (regardless of
payment status) and review all pending approvers for a particular supplier.
The report sorts data by

• Supplier Name
• Supplier Site
• Invoice Date (oldest invoices are displayed first and the most recent are shown last)
The report also provides the following invoice totals for each supplier, which are sorted
alphabetically:
• Total Pending and Rejected Invoices
• Total Approved Invoices
• Total Needs Reapproval Invoices


24. Prepayments Status Report

Use the Prepayments Status Report to review the unapplied prepayments and unpaid or
partially paid invoices for a supplier. You can compare the invoices and prepayments for
a supplier to determine if there are outstanding prepayments which you can apply against
unpaid invoices.
You can submit the report for either Temporary or Permanent prepayments. You can view
the distribution detail for validated and paid prepayment invoices.
The report provides subtotals for the prepayments, credit/debit memos, and invoices in
each currency for a supplier. The subtotal for prepayments includes validated and paid
prepayments. You can apply only a paid temporary prepayment to an invoice. All
amounts and subtotals are displayed in the invoice currency. A positive total indicates the
invoice amount outstanding for a supplier if all available prepayments are applied and all
outstanding credit/debit memos are paid. A negative total indicates the prepayment or
credit/debit memo amount still available, if all existing invoices are fully paid by
applying available prepayments and credit/debit memos. Payables group the report by

supplier name, invoice currency and payment currency combination, and invoice type.
Data is then sorted by invoice date and invoice number.

25. FCI Prepayment Status Report

FCI Prepayments Status Report brings out the data same as the Prepayment Status
Report but for a single report , as mentioned in the parameters. The report can be
executed for a particular Unit.
The report can be used to review the unapplied prepayments and unpaid or partially
paid invoices for a supplier. User can compare the invoices and prepayments for a
supplier to determine if there are outstanding prepayments which user can apply
against unpaid invoices.
Account parameter has also been added to the parameters of this report, so that report
can be executed for a particular account.

Sample output of the report is attached below:
FCI_Prepayments_Status_Report_output.txt
26. Missing Document Numbers Report

Use the Missing Documents Report to identify any payment documents that you have not
accounted for in Payables. The report lists any payment document numbers within a
range you specify that are not recorded in Payables as paid, stopped, void, or spoiled.
 Bank Account/Payment Document Name. Enter the bank account/payment

document for which you want to run this report.
 Begin/End Document Number. Enter the range of document numbers between which you want to
identify missing numbers.

27. Payment Batch Control Report

Use the Payment Batch Control report to review information about the invoices paid in
one or more payment batches. You can submit this report after every payment batch to
compare it with actual payment information. If the payment batch created check
documents, you can use this report to provide your check signer with comprehensive
information about each payment document, eliminating the need to review any invoice
documents. The report displays payment, supplier, invoice, and invoice distribution
information for all payment documents in a payment batch. The report includes the total
number of payments and the total batch outlay. Payables sort the Payment Batch Control
Report by bank account, then payment batch, and within each payment batch by payment
document number. Amounts on the report are displayed in the invoice currency for the
invoice information, and in the payment currency for the payment information.
 Payment Date: The payment date of the batch or batches you want to report on.
 Payment Batch Name: The name of the payment batch you want to report on. You
can submit the report for one or all payment batches created for the payment date.
 Bank Account Name/Currency: Bank account the payment batch0 used and a
reference to the bank account currency.
 Payment Document: Payment document you used to create the payments.
 Payment Batch/Date/Currency: Name, date, and currency of the payment batch.
 Document Number: Number of a payment. For example, check number. You can
use this number to compare the actual payment with the detailed information in
this report.
 Void: Payables displays yes if you have voided a payment document. Payables do
not include any voided overflow payment documents on this report.
 (Invoice Line) Description: Description of the invoice.
 Gross Amount: The original scheduled payment amount of an invoice. This
amount equals the sum of the distributions of an invoice.
 Discount Amount: Discount amount taken on an invoice.
 Payment Amount: Amount of a payment. Gross Amount less the Discount
Amount.
 Account: Account for an invoice distribution.
 Amount: Amount of the invoice distribution.

28. Payment Exceptions Report

Use this report to review exception payments in Payables. This report provides you with a
state-of-the-system listing of the exception payments in Payables at any time. Exception
payments are payments that your bank has:
• Not yet cleared
• Cleared for an amount different from the payment amount
• Cleared before the payment date
• Cleared, but the payment is void in Payables
In addition, this report lists future dated payments that:
• Have not cleared and the maturity date has passed
The report lists exception payments by bank, branch, account and payment document,
and includes issued amount, issued date, cleared amount and cleared date, as well as the
variance of cleared amount to issued amount. Payables also print a total of the variance at
the end of the report in the payment currency. You can resolve payment exceptions using
Oracle Cash Management.
 Bank Branch: Bank branch for which you want to review exception payments.
Leave this field blank to review payment exceptions for all your bank branches.
 Bank Account: Bank account for which you want to review exception payments.
Leave this field blank to review payment exceptions for all your bank accounts.
 Payment Document: Payment document for which you want to review exception
payments. Leave this field blank to review payment exceptions for all your
payment documents.
 Begin/End Document Number: Enter the first/last number of a range of

documents you want to review.
 Begin/End Date: Enter the first/last date for which you want to review exception
payments.
 Payment Exception:

• All. Payables select any payment exception for this report. You can also leave this
field blank to submit this report for all payment exceptions.
• Outstanding Payments. Payables select only outstanding payments for this report.
Report Headings
 Document Number: Document number of the exception payment.
 Supplier: Supplier paid on the exception payment.
 Amount /Payment Date: The amount/payment date of the exception payment.
 Cleared Amount/Date: The amount/date for which your bank has cleared an
exception payment. Payables update this amount when you use Cash Management
to reconcile a bank account.
 Exception Condition:
• Payment Not Cleared. You have not recorded this payment as cleared by the bank.
• Amount Difference. You have recorded the payment as cleared by the bank for an
amount different from the payment amount as recorded in Payables.
• Voided and Cleared. You have recorded this payment as cleared by the bank, but
Payables records show this as a voided payment.
• Cleared Before Issued. This item has a cleared date which comes before the
payment date in Payables.
 Variance: The difference between the payment amount and the cleared amount.
29. Preliminary Payment Register

Use the Preliminary Payment Register to review the payments Payables will create when
you format payments for the invoices in a payment batch.
30. Stopped Payments Report

Use the Stopped Payments Report to review all current stop payments. Payables do not
list any stop payments, which were initiated, but then released, or voided at a later time.
Payables sort the report by bank, bank account, payment document, and document

number. Payables subtotal the amount for each payment document and display the
cumulative total for each bank account.
 Bank Branch: Enter the name of a bank branch for which to run the report. Leave
this field blank to submit the report for all bank branches.
 Bank Account: Enter the name of a bank account for which to run the report.
Leave the field blank to submit this report for all bank accounts.
 Document Number: Payment number of a stop payment.
 Payment Amount: Sum of the invoice payment amounts for a payment. Displayed
in the payment currency.
 Stopped Date/By: Date on which a user initiated a stop payment, and their userid.
 Exception: Payables displays Cleared if a payment has cleared the bank. If a

payment on this report has cleared, you may want to release the stop payment.
 Gross Amount: Invoice amount displayed in the payment currency.
 Invoice Payment Amount: Amount paid on an invoice, displayed in the payment

currency.
31. Void Payment Register

Use the Void Payment Register to obtain a listing of void payments. The Void Payment
Register provides you with payment and supplier information for each void payment.
Payables sort the report by bank, bank branch, bank account, payment document, and
payment number, and print a subtotal for each. Payables also provide a report count and
total at the end of the report. You can submit this report before you reconcile your bank
account to verify that void payments did not clear your bank. Payable does not clear void
payments when you use Oracle Cash Management to reconcile your bank account;
Payables lists these void payments as exceptions.
 From/To Date: Date range for which you want to submit the report.
 Include Zero Amount Payments: Enter Yes to include void payments with zero
amounts. Enter No to exclude void payments with zero amounts.

 Print Supplier Address: Enter Yes to show the supplier address that each payment
was remitted to. Enter No to exclude the supplier address from the report.
 Date: Enter the date that you want Payables to use for this report.
• Payment Date: Payables includes all payments with a payment date in the date range
you select for this report.
• Void Date: Payables includes all payments with a void date in the date range you
select for this report.
 Payment Document: Payment document used for the void payment.
 Disbursement Type: Disbursement type (Computer-Generated, Combined, or

user-defined) of the payment document used for the void payment.
 Document Number: Cheque number of a void payment.
 Date: Payment date for a void payment.
 Site: Site to which a void payment was to be paid.
 Address: Address to which a void payment was to be paid. Included only if you
entered
 Yes as the Print Supplier Address report parameter.
 Payment Amount: Amount of a void payment.
 Void Date: Date on which a payment became void.
32. Accounts Payable Trial Balance Report

Use the Accounts Payable Trial Balance Report to verify that total accounts payable
liabilities in Payables equal those in the general ledger. This report can be taken for a
particular district or for a particular supplier also. To reconcile these balances you can
compare the cumulative total liability provided by this report with the total liability
provided by your general ledger. The Trial Balance Report lists and subtotals by supplier
and liability account all unpaid and partially paid invoices that Payables has transferred to
the general ledger. These invoices represent your organization’s outstanding accounts
payable liability. Therefore, to obtain the most up-to-date trial balance, you should
transfer your invoice and payment activity to the general ledger before submitting this
report. Since this report presents your outstanding accounts payable liability information,
it is only valid for an accrual set of books.

You can use this report to review all negative supplier balances. To do this, choose No for
the Summarize Report parameter, and yes for the Negative Balances Only parameter.
Important: Payments must be transferred to GL before the associated invoices are shown
in this Report. Run the Payables Transfer to General Ledger and Journal Import before
generating this report to ensure that you are seeing the most accurate Accounts Payable
Trial Balance Report

33. Payables Account Analysis Report

Use this report to review and analyze accounting entries in Payables. You can use the
report parameters to limit the report to just the accounting information you want to
review.
This report is helpful when you reconcile your accounts with your general ledger. For
example, you can reconcile the prepaid expense account between Payables and your
general ledger. You can submit this report in detail and compare it to an account analysis
report in your general ledger.
The report sorts accounting data by balancing segment first. Within each balancing
segment group you can specify the order of the other account segments by using the
Order by parameters. Within each account, the data is sorted by the following.
1. Accounting date
2. Supplier name
3. Document number

4. Order of creation (line ID of the accounting entry line)
Prerequisite
1. Submit the Payables Accounting Process to create accounting entries.
Selected Parameters
 Accounting Method: Accounting method that was used to create the accounts. In
case of FCI, it will be Accrual.
 Accounting Currency: Payables displays the accounting currency based on your

choices for the Accounting Method and Reporting Level parameters.
 From/To Account: The inclusive account range for which you want to submit the
report. All segments are required. If you enter a value for From Account, you must
enter a value for To Account.
 From/To Date: Inclusive accounting date range for the accounting entries in the
report.
 GL Transfer Status: To limit the report to a particular status, enter the status. The
GL Transfer Status indicates if accounting entries for the event have been
transferred to the GL interface using the Payables Transfer to General Ledger
program.
All: Include accounting entries regardless of Transfer to GL Status.
Transferred: Limit the report to accounting entries that were successfully transferred.
Not Transferred: Limit the report to accounting entries for which the Payables
Transfer to General Ledger Process has not been submitted.
Not Transferred Due to Error: Limit the report to accounting entries that could not be
transferred to the GL Interface when the Payables Transfer to General Ledger Process
was submitted for them. For example, an accounting entry will not be transferred if
the account is no longer valid in the general ledger.
 First/Second/Third Order By: If you want to order the report output by account
segment, enter the segment type. The report orders in the following order. 1)
Balancing segment 2) First Order By segment, 3) Second Order By segment, 4)

Third Order By segment. The remaining segments in your account are then
ordered from left to right.
 Summarize:
Yes: Summarize the report. When the report is summarized, the report summarizes by
account and lists only the account description and the balanced accounting entry in
the accounted currency.
No: Create the report in detail.
 When the report is summarized, the report headings are limited to Account and
Dr/Cr
 Accounting Date: Accounting date of the transaction
 Doc Class: Document class that includes the accounting event: Invoices or
Payments.
 Line Type: Type of accounting entry line, such as AP Accrual, Charge, Liability,
etc.
 Transferred to GL: Indicates if accounting entries for the event have been
transferred successfully to the GL interface using the Payables Transfer to General
Ledger program. Yes or No.
 PO Number: NA for FCI.
 Dr/Cr (Accounted Currency): Debit or credit amount, in the currency of the set of
books for the accounting entry.
 Dr/Cr (Entered Currency): Debit or credit amount, in the currency of the

transaction.
34. Posted Invoice Register

Use the Posted Invoice Register to review accounting lines, summarized by invoice, that
have been transferred to general ledger.
The Posted Invoice Register is primarily a reconciliation tool. Use this report along with
the Posted Payment Register and the Accounts Payables Trial Balance Report to reconcile

balances between Payables and your general ledger. To make their output easier to read,
each of these reports can be generated for a single liability account.
You can generate the report in summary or in detail. When generated in detail, the report
displays invoices charged to liability accounts and the accounting information that has
been transferred to the general ledger. Also included is the supplier and amount
information for each invoice listed..
Note. The posted distribution amount only includes distribution lines that have been
transferred to general ledger. When generated in summary, the report lists totals for each
liability account and does not include any invoice detail. When you run the report in
detail and you choose Journal Entry Batch as the sorting option, the output is grouped by
liability account, journal entry batch name, and invoice currency. When your sorting
option is Entered Currency, the groupings are by liability account, invoice currency, and
then journal entry batch name. Within these groups records are sorted by supplier name,
invoice number, and invoice date.
Prerequisites
Submit the Payables Accounting Process to create accounting entries for your invoices.
Transfer your accounting entries to general ledger by submitting the Payables Transfer to
General Ledger program.
To ensure that the general ledger information for the journal entry batches appears on this
report, you must enable the Import Journal References option for the Payables source in
the Journal Sources


35. FCI_CUSTOMER_FROM_SUPPLIER
Run this program to create customers from suppliers.
36. FCI Creditors Ledger
Lists all the transactions with the supplier to arrive at the net liability for the supplier site.
This report will be used for the creditors subledger. The report output will look like

37. FCI Payables Invoice Register

The input parameters for the report named, FCI Payables Invoice Register ,are:
Unit (mandatory)
PayGroup - User can pick pay groups pertaining to the Unit that he has selected in Unit
parameter only.
Supplier Name – If left blank , the report will fetch all the invoices irrespective of the
supplier against whom the invoice is . In case it is populated , report will fetch the
invoices that are against the specific supplier.
Invoice Type - If left blank , will fetch all invoices irrespective of the invoice type.
Entered By - If left blank , will fetch all invoices irrespective of the user name who has
entered the invoice.
From Gl Date(mandatory)
To GL Date(mandatory)
Accounting Period
Cancelled Invoices Only? - If the user enters ‘Yes ‘ in this parameter , the report will
pick only cancelled invoices.
Unapproved Invoices Only ? - If the user enters ‘Yes ‘ in this parameter , the report will
pick only unapproved invoices.

From Account
To Account
User can use From Account and To Account parameters to fetch the invoices having
distributions lines with in the given Account Range.
Depending on the given parameters the report will fetch the data . Unit parameter is
mandatory and pay group is non mandatory .
In case one runs the report for a specific unit (say ‘HA11’ ) with pay group as blank. The
report will show all the invoices pertaining to that unit ( HA11 in this case ) , irrespective
of the pay group , for the time period given in the input parameters, that is if unit is
present in either document category or pay group or in distribution line then that invoice
will be fetched in the output.
If user gives UNIT as well as Pay group in the input parameter then,the invoice which has
the same pay group as given in input parameter and unit either in document category or in
distribution then only the invoice will be fetched in the output.
The report output is available in excel format.
The sample output is attached herewith for reference.
FCI_Payables_Invoic
e_Register_230413.xls
38. Posted Payment Register

Use the Posted Payment Register to review accounting lines, summarized by payments
that have been transferred to general ledger. Because it presents amounts that have been
charged to liability accounts, this report is valid only for an accrual set of books. You can
submit the Posted Payment Register for one payment journal entry batch or all payment
journal entry batches. The Posted Payment Register is primarily a reconciliation tool. Use
this report along with the Posted Invoice Register and the Accounts Payables Trial
Balance Report to reconcile balances between Payables and your general ledger. To make
the output easier to read, each of these reports can be generated for a single liability
account.
You can generate the report in summary or in detail. When generated in detail, the report
displays payments that relieve liability accounts and that have had their accounting
information transferred to the general ledger. Also included is the supplier and amount
information for each payment listed. Payables displays the payment amount in the entered
currency and the liability amount relieved in the accounted currency. In detail mode, the
report also displays the payment document and disbursement type for each batch of
payments. It provides a report total and subtotals for each payment document and bank

account. When generated in summary, the report lists totals for each liability account and
does not include any payment detail.
When you run the report in detail and you choose Journal Entry Batch as the sorting
option, the output is grouped by liability account, journal entry batch name, bank account,
and payment currency. When your sorting option is Bank Account, the groupings are by
liability account, bank account, journal entry batch name, and payment currency. Within
these groups, records are sorted by payment number, payment date, and supplier name.
Prerequisite
To ensure that the general ledger information for the journal entry batches appears on this
report, you must enable the Import Journal References option for the Payables source in
the Journal Sources window: See: Defining Journal Sources (Oracle General Ledger User
Guide):
 From/To Date: Inclusive accounting date range for payments in the report.
 Journal Entry Batch: Enter the journal entry batch name for which you want to
submit this report. Leave the field blank to submit this report for all payment
journal entry batches.
 Bank Account: If you want to limit the report to payments paid from a single bank
account, enter the bank account name.
 Liability Account: Enter the liability account for which you want to submit this
report. Leave the field blank to submit this report for all liability accounts.
 Order By:
 Journal Entry Batch: Sort the report by liability account, journal entry batch name,
bank account, and payment currency.
 Bank Account: Sort the report by liability account, bank account, journal entry
batch name, and payment currency.
 Payment Number: Payment document number.
 Payment Date: Date of payment.

 Payment Amount: Amount of the payment in the transaction currency.
 Payables sort this report by bank account and only multiple currency bank
accounts can have more than one payment currency.
 Liability Relieved: The amount of liability relieved by the payment, displayed in

the accounted currency.
39. FCI Unaccounted Transactions Report

Use this report to identify and review all unaccounted invoice and payment transactions
and see the reason that Payables cannot account for a transaction. Payable sorts the report
by transaction type (invoice or payment), exception, supplier, transaction currency, and
transaction number. Run this report after you have run the Payables Accounting Process.
The report will then show only transactions that had problems that prevented accounting:
You can then correct the problems and resubmit the accounting process. Note that this
report does not include invoices that have no distributions:
Prerequisites
1. (Recommended) Approve invoices to reduce the number of unapproved invoices on the

report.
2. (Recommended) If you use future dated payments, submit the Update Matured Future
Payment Status Program to update the status of any future dated payments with a
maturity date on or before today’s date.
3. (Recommended) Submit the Payables Accounting Process to reduce the number of

unaccounted invoices on the report.
 Period Name: If you want to run the report for a single period, enter the period
name: If you enter a value here, you cannot enter values in the From/To
Accounting Date parameters.
 From/To Accounting Date: If you want to run the report for a particular date
range, then enter both the first and last dates in the range. If you enter values for a
date range, then you cannot enter a value for Period Name.
 Document Number: If you want to run the report for a particular invoice or
payment number, then enter it here.

The report has two sections: Unaccounted Invoices, and Unaccounted Payments. All
amounts are in the transaction currency:
 Unaccounted Invoices: This section of the report lists the supplier name, supplier
number, invoice number, invoice date, invoice currency, invoice amount, purchase
order number (if the invoice is on a purchase order matching related hold), and the
exception.
 Unaccounted Payments: This section of the report lists the supplier name, supplier
number, payment number, payment date, payment currency, payment amount, and
exception.
Exception: The report displays one or more of the following exception conditions.
1. Dist Acct Invalid: The account on the invoice distribution is invalid.
2. Dist Variance: The sum of the invoice distributions is not equal to the invoice
amount.
3. Funds Check: You are using budgetary control and Payables cannot check funds
for an invoice.
4. Insufficient Funds: You are using budgetary control and you have insufficient
funds available in your budget for an invoice.
5. No Rate: You have not entered an exchange rate for a foreign currency
transaction.
6. Unaccounted: The Payables Accounting Process has not been submitted for the
transaction.
7. Other Hold Names: This invoice has a hold applied to it that prevents accounting.
You define holds using the Invoice Approvals window.
8. Unapproved: You have not submitted Approval for the invoice.

40. FCI Payment Output Batch
Use this report to make a file for ECS, to be sent to the bank. This report lists details
related to all the invoices in the payment batch. This report can only be run for Payment
Batches ion the ‘Confirmed ’ status.
Before running this report, make sure that the following are entered in the system:
1. User Id and User Name ( For Internal Banks only): The user id will be at
account level and entered in the field Bank Branch Screen Account Holder
Tab – EFT Requestor Id and User Name from Bank Branch Screen Account
Holder Tab – Alternate Account Holder.

2. MICR Code for the Bank will be entered at the Bank Branch level in the field
EFT Number
3. Account Type will be entered in the Account Type on the Bank Accounts
Screen
Prerequisites
1. Make a payment batch from the Payables responsibility using Oracle Payables>
Payments> Payment Batches.
2. The Payment batch should be in the ‘confirmed’ status.
 Payment Batch : This LOV lists all the payment batches in the confirmed status.
Select the payment batch for which you want to run the report.
 Credit Limit: This is the Credit Limit, which will be displayed in the report.
Sample Output:

41. Print Invoice Functionality
Use this functionality to generate a covering letter for Payables invoices. It lists the basic
details of the invoice, payments, if any, and DFF id the invoice is of category ‘Goods
Purchased’.
Open the Invoice on the Pyables Invoice page, press the Actions button and check the
‘Print Invoice’ check box.

View the output from the View> requests> Find navigation.
Sample Output:

42. Print RTGS Report
Use the RTGS report to print payment document for user specified parameters.
Selected Report parameters:
 Bank Name : It is the Bank from which the amount has to be paid
 Bank Branch Name :It is the branch of the bank from which the amount has to be paid.
 Bank Account Name : Account name of the Payee
 Document Name : The Document name of the series.
 From Document Number: It is the starting document number from which the details has
to be printed.
 To Document Number:It is the ending document number upto which details has to be
printed

43. Unpaid Invoice Report
This report lists all the invoices which are unpaid for a particular unit over a particular
period.
The parameters required to run this report are as follows:

a. Unit(Multiple units can be entered within ‘ ’ separated by commas “ , “)(Mandatory)
b. From Date. (Mandatory)
c. To Date. (Mandatory)
d. Vendor Name (optional)
e. Vendor Number (optional)
f. Vendor Site Code (optional)

The output fields of the report are as follows:

 Invoice Type lookup Code.
 Invoice Num.
 Invoice Amount SUM.
 Pay Group Lookup Code.
 Invoice Date.
 GL Date.
 Unit.
 Voucher Number SUM.
 Wfapproval Status.
 Vendor name
 Vendor Site Code
 Vendor Number

44. Partially Paid Invoice Report
This report lists all the invoices which are partially paid for a particular unit over a
particular period.
The parameters required to run this report are as follows:

a. Unit(Multiple units can be entered within ‘ ’ separated by commas “ , “)(Mandatory)
b. From Date. (Mandatory)
c. To Date. (Mandatory)
d. Vendor Name (optional)
e. Vendor Number (optional)
f. Vendor Site Code (optional)


 Invoice Type Lookup Code
 Unit
 Invoice Amount SUM.
 Amount Paid
 Invoice Num.
 Invoice Date.
 GL Date.
 Voucher Number SUM.
 Wfapproval Status.
 Pay Group Lookup Code.
 Vendor Name
 Vendor Site Code
 Vendor Number

45. Print Invoice Notice
This report generates a standard invoice notice to send to a supplier to inform them about
one or more invoices you have entered. For credit/debit memos, the notice informs the
supplier of outstanding credit or debit memos that you will apply to future invoices.
Print Invoice Report is used to print multiple invoice notices for invoices that match
selection criteria you specify in the Report parameters.
Enter any of the following parameters to limit the number of invoice notices Payables
creates. If you enter no parameters, Payables will create invoice notices for each invoice
you have entered in Payables. The input parameters are:
 Supplier Type.
 Supplier Name.
 Pay Group.
 Invoice Type.
 Invoice Number.
 From: Start date for a range of invoice dates.
 To: End date for a range of invoice dates.

To customize the signature block on the invoice notice:

 Document Category.
 Voucher Number From(mandatory if user enters Document Category).
 Voucher Number To(mandatory if user enters Document Category).

 Unit Code
 Invoice Num.
 Voucher Num.
 Supplier Num.
 Supplier Name
 Supplier Address
 Account Description
 Payments.
 Deductions
46. FCI Check Printing:
FCI check printing prints the cheque with the details of the invoice on the format
given by FCI.
The input parameters are:

Sl. Parameter Required/Optional Description

No.
1 Bank Name Required Name of the Bank whose document number will be
used to make payment
2 Branch Name Required Name of the Bank Branch whose document number
will be used to make payment
3 Account Name Required Name of the account whose document number will
be used to make payment
4 Document Series Required Name of the document series whose document
Name number will be used to make payment
5 Document Required The cheque number that will be used to make
Number payment
Please follow the document attached below to run the PDF reports. You can run the
PDF reports by following the same process.
How to run pdf

report.docx
Sample output in PDF format is attached below.
check_sample.pdf
Note:
 Kindly check that the paper size while taking print out is A4.
 If payment is made to the nominee then at header level nominee name as well
as Vendor name will appear and on cheque Pay to will be the nominee name.
47. FCI Final Payment Register
FCI Final Payment Register report which lists payments from a specific payment
batch .
The input parameter to generate the report is:
1. Payment Batch :- Mandatory.
The output of the report is in excel.

48. FCI Prepayment Status Schedule Report
‘FCI Prepayment Status Schedule Report’ fetches the status of prepayment based on the
specific date parameter.This report does not fetch any standard invoice and fully applied
prepayments.The parameters for this report are:
S.No Parameter Required/Optional Description

1 Supplier Type Optional(leave blank to execute the report Selection of Type of
for all supplier types) supplier
2 Supplier Optional(leave blank to execute the report For a particular
Name for all suppliers) supplier
3 As Of Date Optional(leave blank to execute the report To Gl date
till date)
4 Prepayment Required Yes/No(For
Type prepayment type)
5 Show Required Yes/No (To show
Prepayment distributions)
Distributions
6 Unit Required Selection of Unit
7 Account Optional(leave blank to execute the report Selection of Account
for all unspecified accounts)
49. FCI Custom Period Close Program:
This report helps in closing the accounting periods unit-wise for a specified period.
It runs the below mentioned four reports and checks for any pendency in AP, AR, GL or
their respective interfaces. If there is no pending data, then a unit gets closed for the
specified period. Once a unit is closed, RO can’t open it again, only HQ has the privilege
to open a closed period. Also, user can’t make any entry or update the existing one once
the period is closed.
Its input parameters are as follows:
 Unit
 End_Date (Upto which units accounting period has to be closed)

50. FCI GL Period Closure Execution Report:
This report checks for any pending data in GL module. Input parameters are as follows:
 Unit
 As on Date (Upto which units accounting period has to be closed)

51. FCI AP Custom Period Close Execution Report

This report checks for any pending data in AP module. Input parameters are as follows:
 Unit
 Custom Period End Date (Upto which units accounting period has to be closed)
52. FCI AR Period Closure Exception Report:
This report checks for any pending data in AR module. Input parameters are as follows:
 Unit
 End Date (Upto which units accounting period has to be closed)

53. FCI Custom Period Closure Report - Autoinvoice & Interface

This report checks for any pending data in interfaces of AP, AR or GL. For all the
interface stuck entries, user has to contact HQ.
Input parameters are as follows:
 Unit Name
 End Date (Upto which units accounting period has to be closed)

54. FCI Closed Period Status Report:

This report tells the status of all the units that upto which period they are closed.Input
parameter is unit.

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Document Id: FCI User Guide -AP Version 1.

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 2007 Tata Consultancy Services Limited

This document contains information that is proprietary and confidential to Tata

Tata Consultancy Services Confidential Page:

Date Author Version Change Reference

02nd TCS Tax Related Changes

Tata Consultancy Services Confidential Page: ii

Date Author Version Change Reference

01st TCS For FCI Prepayment Status Report , Section of

17thMay, TCS Searching criteria for SD created through AR.

Copy Name Location Role Position Date

Tata Consultancy Services Confidential Page: iii

S Name of FCI Core Team Role Signature Date

DOCUMENT RELEASE NOTICE

Client: Food Corporation of India

Project: Oracle Application 11i Implementation at FCI.

Name Version No. Description

Action taken Preceding New Revision

Tata Consultancy Services Confidential Page: iv

Change Register serial numbers covered:

Approved by: Date:

Authorized by: Date:

Tata Consultancy Services Confidential Page: v

DOCUMENT REVISION LIST

Client: Food Corporation of India

Rev. Revision Revision Page Prev Action Addend Release

Tata Consultancy Services Confidential Page: vi

Tata Consultancy Services Confidential Page: vii

46. Create TDS Threshold....................................................................................183

Tata Consultancy Services Confidential Page: viii

33. Payables Account Analysis Report.................................................................292

Tata Consultancy Services Confidential Page: ix

1. Create supplier and supplier additional information

2. Create Distribution set.

3. Create Invoice – Purchase invoices and other invoices, Credit/Debit Memo,

6. Check Supplier Balances

8. Make Payments – Using Invoice Workbench, using Payment Workbench, Using

10. Create TDS Certificate

11. Open/ Close AP Accounting Periods

12. Run Reports

Tata Consultancy Services Confidential Page: 1

13. Create TDS Section

14. Create TDS Taxes codes

15. Create TDS Thresholds

16. Run Request

17. Open / Close Period

2. Create Supplier and Customer

To create TDS Authorities, In Classification Tab select ‘TDS Authorities-IND’ as

For suppliers created from payroll:

1. Supplier will be created automatically , whenver any active employee is created in

3. If any employee is inactive in payroll, and user activates it in payroll, corresponding

4. If any active employee is inactivated in payroll, the classification of corresponding

Tata Consultancy Services Confidential Page: 2

Tata Consultancy Services Confidential Page: 3

Creation of Sites for suppliers created from payroll:

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For Third Party Suppliers:

Function Path: Select the PAYABLES SUPER USER responsibility.

2. For employees, staff number will be the supplier number.

Tata Consultancy Services Confidential Page: 5

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