Procure to Pay Life

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

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Objectives: After completing the document one should be able to understand the whole
overview of Procure to Pay Process implementation.

Able to create a requisition.

Create a Purchase Order

Create a Receipt.

Create an Invoice automatically.

Able to make payment.

NOTATIONS:
(N) = Navigator

(M) = Menu

(T) = Tab

(ST)= Sub Tab

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

NOTE: This document is explained considering that all the basic setups are done.

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

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Create Supplier: ABC Vodafone Supplier

(N) Suppliers> Entry Suppliers

Click on (B) Create Supplier

Select Supplier Type: Standard Supplier

Enter Organization Name, Alias, Country

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Click on (B) Apply

Click on (ST) Address Book

Click on (B) Create

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Enter Address Line1, City, County, State, Postal Code, Address Name and Address Pursose

Click on (B) Continue

Select Site Name for Operating Unit

Click on (B) Apply

Site is created

Click on (i) Manage Sites

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Enable Purchasing and Pay

Click on (B) Apply

Click on (ST) Purchasing

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Enable Create Debit Memo from RTS Transaction

Click on (B) Self Billing

Select Pay on: Receipt, Invoice Summary Level: Pay Site and Enable Create Debit Memo from RTS
Transaction

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Click on (B) Save

Click on (B) Receiving

Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received Tolerance, Quantity
Received Exception, Days Early Received and Days Late Receipt Allowed

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Click on (B) Save

Click on (ST) Payment Details

Select Default Payment Method

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Click on (i) Update on Supplier Sites

Enable Default Payment Method

Click on (B) Save

Click on (ST) Invoice Management

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Select Pay Group: ABC PAY GROUP

Click on (B) Terms

Select Terms: Immediate

Click on (B) Save

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Create Supplier: ABC Idea Supplier
(N) Suppliers> Entry>Suppliers

Click on (B) Create Supplier

Select Supplier Type: Standard Supplier

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Click on (B) Apply

Click on (ST) Address Book

Click on (B) Create

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Enter Address Line 1, City, County, State, Postal Code, Address Name and enable Address Purpose:
Purchasing

Click on (B) Continue

Select Site Name for Operating Unit

Click on (B) Apply

Click on (i) Manage Sites

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Enable Purchasing

Click on (B) Apply

Click on (B) Create

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Enter Address Line 1, City, County, State, Postal Code, Address Name and enable Address Purpose:
Payment

Click on (B) Continue

Select Site Name for Operating Unit

Click on (B) Apply

Click on (i) Manage Sites

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Click on (i) Manage Sites for Payment Site

Enable Pay

Click on (B) Apply

Click on (B) Purchasing

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Enable Create Debit Memo from RTS Transaction

And enable Create Debit Memo from RTS Transaction at Purchasing Site Level

Click on (B) Save

Click on (ST) Receiving

Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received Tolerance, Quantity
Received Exception, Days Early Received and Days Late Receipt Allowed

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Click on (B) Save

Click on (ST) Payment Details

Select Default Payment Method

Click on (B)Save

Click on (i) Update for Payment Site

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Enable Default Payment Method

Click on (B) Save

Click on (ST) Invoice Management

Select Pay Group: ABC PAY GROUP

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Click on (T) Terms

Select Terms: Immediate

Click on (B) Save

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Step wise Analysis with Screen Shots:

Check the Quantity of Item in Sub Inventory.

Login to Inventory Module

(N) On-hand, Availability >On-hand Quantity

Enter Sub inventory and Item/Revision and Click on (B) Find

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Click on (B) Find

Click on (B) Availability

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Page 27
 Stage-1: Create Requisition

Raise a Requisition Approve it, Autocreate a Purchase Order.

Login to Purchasing Module

(N) Requisitions>Requisitions

Enter the Purchase Requisition

Enter the Supplier Information, Item, Quantity, Need by date, Sub inventory

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

After saving, Requisition Number will be generated (as shown in the Screen Shot) copy the Number

Click on (B) Approve

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Click on (B) Ok

Navigate to Requisition Summary to check Requisition Status

(N) Requisitions> Requisition Summary

Enter the requisition number

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Click on (B) Find

Requisition status has been approved

Now we need to create a Purchase Order based on the Requisition.

(N) Auto Create

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Remove the Buyer in Buyer field

Enter Requisition Number

Click on (B) Find

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Select Requisition

Click on (B) Automatic

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Click on (B) Create

Stage-2: Create Purchase Order

Enter Purchase Order Match level, Invoice Match Option, Approve Purchase Order and

Check Purchase Order status.

Now Purchase Order is created

Click on (B) Shipments

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Click on (T) More

Select Match Approval Level: 3-Way

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Select Invoice Match Option: Receipt

Close Shipments window

Click on (B) Approve

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Click on (B) Ok

Check the status of the Purchase Order Number

(N) Purchase Order > Purchase Order Summary

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Enter Purchase Order Number

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Click on (B) Find

Status of Purchase Order is approved

Stage-3: Receiving Items

Receiving Items and Check Quantity in Inventory

(N) Receiving > Receipts

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Enter Purchase Order Number

Click on (B) Find

Minimize Receipt Header Window

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Enable Quantity Receive

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

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Click on (B) Header

Make a note of Receipt Number

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Check the Quantity of Item in Sub Inventory after Receiving
Login to Inventory Module

(N) On-hand , Availability> On-hand Quantity

Enter Sub inventory and Item/Revision and Click on (B) Find

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Click on (B) Find

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Click on (B) Availability

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Submit Program for Pay on Receipt Auto invoice
Login to Purchasing Module

(N) Reports> Run

Click on (B) Ok

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Select Program: Pay on Receipt Autoinvoice

Enter Receipt Number Parameters Window

Click on (B) OK

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Click on (B) Submit

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Click on (B) No

Click on (B) View

Output

Make a note of Invoice Number

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Stage-4: Invoice and Payment
Query Invoice in Payables window, Validate and Pay Invoice

Login Payables Module

(N) Invoices> Entry> Invoices

Query Invoice Method-1

Click on Torch Icon

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Enter Invoice Number

Click on (B) Find

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Query Invoice Method-2

(N) Invoices> Entry> Invoices

Press F11 on Key Board

Enter invoice number in Invoice Number Field

Press Ctrl+F11 on Key Board

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Validate Invoice

Click on (B) Actions

Enable Validate and click on (B) Ok

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Now Status of Invoice is validated

Click on (B) Lines

See the Purchase Order is Automatically Match to Invoice and PO Number, Receipt Number and
Quantity

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Click on (B) General

Click on (B) Actions

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Enable Pay in Full

Click on (B) Ok

Supplier Information is defaulted

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Enter Payment Date, Bank Account

Enter Payment Document, Payment Process Profile

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

Click on (B) Actions

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Enable Create Accounting and Final

Click on (B) Ok

Click on (B) Ok

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Stage-5: Create Accounting for Payment and Invoice

See Accounting Status is processed

Close this Payment Window

To View Accounting Entries for Payment

(N) Tools> View Accounting

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Close Subledger Entry Lines Window and Payments Window

Click on (B) Actions

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Enable Create Accounting and Final

Click on (B) Ok

Click on (B) Ok

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See the Status of Accounting Yes

To View Accounting Entries for Invoice

(N) Tools> View Accounting Events

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Click On (B) View Journal Entries

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