Scenario Name E2E Business Scenario Description CRP-2 Status Evosys

Scenario Status
ID

Enter invoice Supplier submits invoice quoting an existing

quoting an existing PO and this needs to be processed for
AP001 PO and process it approval and payment Complete Complete

Process invoice An invoice is received quoting a PO that does

quoting a PO with not have sufficient funds to process. Can the
insufficient value PO be topped up OR the invoice rematched to
AP002 to it multiple PO's with sufficient values Complete Complete

Invoice submitted Supplier submits an invoice quoting an

quoting incorrect incorrect PO. Can this invoice be reversed and
AP003 PO rematched against an alternative PO. Complete Complete

An invoice is received quoting a PO but due to

extenuating circumstances payment is
PO invoice required urgently. Decision is made to process
reprocessed as the invoice Non PO instead. Can the invoice WIP, need to
AP004 Non PO be processed. show Prepmt Complete

Utility invoice to
be paid against A utility bill is received for processing quoting
multiple cost multiple cost centres with a split for the cost
AP005 centres against each. Complete Complete

An invoice from a supplier quotes mixed

values i.e negatives and positive values. Can
Mixed value this be processed for payment both against a
AP006 invoice PO and Non PO. Complete Complete

Amending an An insurance premium invoice is rejected for

invoice incorrectly approval as its matched to an incorrect cost
matched to a cost centre code. Reverse and reprocess against
AP007 center the correct code. Complete Complete

An invoice has been identified as a duplicate

and needs to be removed from the system.
Cancellation of a What options are available to remove the
AP008 validated invoice document from the system. Complete Complete

Delete an invoice
that has been While inputing a credit note, the document is
entered erroneously entered as an invoice. Delete the
AP009 incorrectly document from the system Complete Complete
 Multiple documents have been entered onto
the system in a batch. Can you validate all the
AP010 Batch processing documents in the batch in one go. Complete Complete
Credit note is received for an invoice. Can this
be processed against the original PO or an
AP011 Credit notes alternative PO? Complete
Upload the image against an invoice where
Document this is missing. Can multiple documents be
AP012 Attachments attached against an entry. Complete Complete
Process invoices against a supplier who is set
up for CIS (both gross and net). Are
AP013 CIS deductions deductions shown in line with the set up? Complete Complete

Amend Payment Supplier is set up for 30 Days standard terms

Terms against an but payment is required earlier. Amend terms
AP014 invoice against an invoice from 30 to immediate. Complete Complete

Service is disputing an invoice, place a hold

Apply or Release against the invoice on the system and then
holds against an attempt to release the hold. Can system holds
AP015 invoice be released manually?? Complete Complete

Amend tax A Non Vat supplier's invoice is incorrectly

calculation against processed with tax deductions, process with
AP016 an invoice correction of zero Vat. Complete Complete

A grant payment is due to be paid at certain

times within the year. Schedule/Manage the
Schedule payment payment instalments for the payments to be
over multiple made on specific dates and for a specific
periods for an amount. Check with service area's how spend
AP017 invoice is recognised presently at LBL Complete Complete

Set up a recurring invoice for a GLA payment

AP018 Recurring invoice to be made over 12 month period Complete Complete
 An invoice is processed for a net value of </=
to £500 matched to a PO. Does this trigger
notification to the requestor to receipt or is a
receipt auto created with the invoice number
populated against the receipt…..(Scenario
Auto Receipting of dependent on agreed process for auto
AP019 invoices receipting ) WIP Complete

A refund due to a customer is identified in AR.

Refund invoice is generated and sent through
AP to AR invoice to AP. How does the invoice come through -
AP020 flip fields, approval route, attachments etc.. Complete Complete

A debt collection agency only invoices for the

vat element of the fees collected. Process a
Vat only invoice received from a debt
AP021 VAT only invoices collection agency. Complete Complete

At period close run the AP to GL

AP to GL reconciliation. Review report on unreconciled
AP022 reconciliation items including unaccounted transactions Complete Complete

A supplier submits an advance invoice for

payment prior to commencing service
delivery. Process the advance invoice for
payment. Is this invoice flagged as an advance
payment when subsequent invoices are
received. Does this come up for allocation
AP023 Advance Payment against the invoices? Complete Complete

A supplier refunds the funds for an

Refunds for outstanding credit note on the system.
outstanding Process this refund recognising the cash
AP024 credits receipt in the bank using the cloud process Complete Complete

Generate a file for payment by Bacs for a

particular day. For both LBL, Pension and Need more
AP025 BACS payments Payroll. Complete inputs

Complete cheque run for supplier payments

AP026 Cheque run identified for payment via cheque Complete Complete
A payment was made incorrectly to a supplier.
Void this payment on the system and reissue
AP027 Void a payment to the correct supplier. Complete Complete
 Manual Payment
number Identify a payment made by chaps and assign
AP028 assignment a payment number to the transaction Complete Complete

A bacs payment has been completed for a

batch of invoices in the day. Generate the
remittance advises - are this auto generated
Produce and emailed to the address provided against
AP029 remittance advices the supplier record. Complete Complete

Additional Bacs Payment needs to be made urgently to a

payment to a specific supplier. Generate a bacs run to pay
AP030 supplier only this suppliers due invoices Complete Complete

A one-off refund payment is required for a

parking ticket. Create the supplier and invoice
Process a payment details using the excel down load available on
AP031 to a sundy supplier cloud and process the payment Complete Complete

A business area resubmits a payment

previously processed against a particular
Duplicate payment sundry supplier for payment. Can this
to a sundry payment be processed or is it flagged as a
AP032 supplier duplicate. Complete Complete

The housing rent refund team has 10 refunds

to be processed. The request is submitted to
Batch payments to FTS for processing. Can the set ups and
AP034 sundry suppliers payments be processed in one go as a batch Complete Complete

Additonal
Interface payment Can an additional payment be made to an
for sundry already established SS via a setup/payment
AP035 suppliers file Complete Complete
Will sundry supplier payments be
AP036 Sundry Suppliers automatically loaded as immediate terms Complete Complete

E-Invoice - load A file is sbmitted for processing. Do all

invoice and image invoices get loaded correctly as automatched
APINT001 file and are the images attached to each invoice? Complete Complete

An invoice loaded via this interface is matched

E-Invoice - against an incorrect PO line number. Reverse
APINT002 rematching and rematch to the correct PO line number. Complete Complete
E-Invoice - Credit An invoice loaded via this interface has
APINT003 notes credits, is mixed invoice loaded correctly
E-Invoice - Invoices An Invoice is loaded via this interface with a
with zero value zero rated line, only the line with an amount
APINT004 lines should be loaded. Complete Complete

E-Invoice
-Interface invoice load and interface file with zero's at the
numbers beginning of the invoice number - check
APINT005 beginning with 0 oracle that they have come through Complete Complete
 E-Invoice - Cancel, release hold or amend the description
Cancelling and on an invoice submitted via this innterface.
APINT006 amending invoices Can this be done? Complete Complete

A file is submitted to be processed and

Auto approved automatically approved in Oracle, once
APINT007 interface file validated. Complete Complete

Review file of CTAX invoices submitted for

loading. Are the payments created under a
sundry supplier and do they have the correct
details attached to them i.e bank details,
APINT008 Academy- load file address, invoice number etc WIP WIP
Academy - Check whether payments loaded are set for
APINT009 Payment Terms immediate terms WIP WIP

A transaction within a file submitted for

payment has bank details missing. Does this
Academy - Cheque invoice get created with payment type set up
APINT010 payment as cheque?
Academy - Auto Check whether all invoices loaded via this
APINT011 Approval interface are auto approved.

Review file of NNDR invoices submitted for

loading. Are the payments created under a
sundry supplier and do they have the correct
details attached to them i.e bank details,
APINT012 NNDR - load file address, invoice number etc
NNDR - Payment Check whether payments loaded are set for
APINT013 Terms immediate terms Complete Complete

Review invoices and confirm whether the

approval of the NNDR invoices is routed to Need more
APINT014 NNDR - Approval the correct officer as per the agreed set up. inputs
Check file loads correctly both with standard
APINT015 SX3 AP - B&B and exempt tax
SX3 AP - B&B Auto Review invoices and confirm whether the
APINT016 Approval invoices are auto approved
Submit file for loading and check whether
invoices load correctly against the relevant
APINT017 SPOCC - Load file supplier site
Confirm whether approval is directed to the
APINT018 SPOCC - Approval correct officer

Load files and check whether invoices are

correctly matched to the PO's. Are
Team Energy & distributions against the correct PO line
APINT019 Office Depot numbers?
Team Energy & Does validation of invoices trigger the
APINT020 Office Depot receipting function? Complete Complete
 Framework Payment cycles are extracted from Mosaic for
(Mosaic) - PC loading onto oracle. Check whether the
APINT021 import into Oracle invoices load correctly. Complete Complete
Framework
(Mosaic) - Auto Confirm that invoices submitted via this
APINT022 Approval interface auto approve on oracle WIP WIP
Framework
(Mosaic) - Place an invoice on hold and release the hold
APINT023 Amendments against it Complete Complete
Evosys Remarks Author Name Date Added

Done

PO of 1000, Invoice Mathched 1200 and the

same goes on over-billed hold. PO retopped and
invoice validation ran again- system will validate
the invoice without having user to cancel and re-
match the line. This works for both amount
based and qty based POs

Done
But if we discard the line and PO number was
entered at Header Level, then even after
matching to new PO in Line 2, the header PO will
remain the same

Invoice can be processed but PO will remain

open.
Suggested approach is to create payment against
Prepayment invoice in such cases and later apply
the prepayment to actual po matched invoice

Done. We suggest to use Distribution set in such

cases. Let's see how you can create distribution
sets on your own for such cases

An invoice can have positive as well as negative

lines. The same can be processed for payment
(provided the total invoice value is positive)

It can be done. In Cloud, we have an even better

option wherein you can override account even
after posting and approval/payment (you need to
select the reason for changing)

It can be cancelled

Till the time invoice is not validated, the same

can be deleted
Yes. There is no batch concept in Cloud. However
you can still group multiple invoices into a group
using a field called 'Invoice Group'. All invoices or
invoices in a group can be validated at one go
using Validation rquest.
Alternatively, multiple invoices can be selected
and validated

It can be processed against both

Yes
Functionality remains same as EBS. System will
automatically create CIS Invoice payable to HMRC
upon payment of CIS Supplier

Yes

Yes. Manually created holds can be released

manually.
For payment hold, it seems we cannot enter
reason. Shashank to check

Yes. Can be done

Yes you can schedule payment over multiple

periods. As far spend is concerned, you can also
amosrtise it over multiple periods using MPA.
Let's see the same in system

Functionality has changed in Cloud as recurring

template is now created in spreadsheet
Upon further discussion- it was conculded that
Lambeth just creates one invoice and creates
multiple installments for the same.
Note: Going forward, it is recommended to use
Multi-period accounting feature
As per the customisation, receipt now will be
auto-created. Same as current EBS solution

Let's see in system. Approval can be the way you

want. Attachements do not flow from AR to AP
however can be done on AP Invoice if required.

How do we enter the distribution account as this

is a non-po matched invoice
- It is entered manually

In Cloud, instead of a static report, you have a

dynamic Reconciliation form showing the AP
Subledger amount with corresponding GL totals
and a separate drill-down enabled Difference
column to identify and rectify the differences

Yes to all the questions. As it's a new process for

the council, let's review the same in system

Change in process for Council. New process thry

AP Shown. Open item registered against the
same

We will show standard BACS file generated by

Oracle. In CRP-3, we can show your custom file.
File format will be covered in CRP-3. We need the
BACS file format for all

Standard process. But your check format report

will be developed after CRP-2.
Check file is emailed once a week to Computastat
every Tuesday moring.
Process further needs to be discussed with Kelly
and team.

Standard process. This process needs to be

demonstrated to Kelly & Vicky
MANUAL payment = CHAPS,
MANUAL payment method will be called as
CHAPS in Cloud.

As a standard configuration, system automatically

generates remittance advice upon payment and
email's the same to Supplier

I'd like to know how you currently do it in EBS.

You can either do single payment run or Payment
Batch run selecting the supplier name

Standard process. We will use the sundry

supplier dff solution for this assuming you want
to use the same DFFs to capture parking ticket
refunds.

If the previous invoice was pushed successfully,

system will not push the same invoice. Import
Payables invoice report will put this invoice in
rejection as a duplicate

Yes payments can be processed in one go as a

batch (assuming you're creating Standard
Invoices)

Yes, It can be made; as SS is not established and

is just entered via a free field. However we can
develop report to highlight such cases

Yes

The entire invoice will go in error and system will

give the error message as: INVALID LINE
AMOUNT; INVALID QUANTITY

It comes correctly for both interface and

spreadsheet
It can be done

All PO matched invoices are auto approved.

Business needs to send a list to Shashank for the
interface sources which will get approved
automatically. Open point logged for the same

Sundry Refund for Spreadsheet

Interface Only: Sundry CTAX and Sundry NNDR

This will be immediate set at supplier level itself

What is the agreed setup?

It will be covered in Proc session

Standard

We need to create approval rules accordingly

Process remains same whether it's from interface

or manual
Council Priority Included in CRP2 Test Scenario ID
(1-High / 2-Med / Session
3-Low)

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Test Script ID Test Script Module
Title
Test Scenario Detail User Role Frequency of
Process
Additional Details for Test Integration IDs Report IDs Control IDs
MOD_ref Process IDs Comments
Script Corrections
Required
Old Book: Dr Acuumulated Dep 300
Dr IC Receivable 700
Cr Asset Cost 1000

New Book: Dr Asset Cost 1000

Cr Asset Clearing 1000

GL: Dr Asset Clearing 1000

Cr Acuumulated Dep 300
Cr IC Payable 700

10.06
9.15
0.91
Employee Pat Ogeh Shashank Rathi Preparer
Manager Mariam Anamoah Owner
Auditor Evofin Owner's manager

8500 0.369 3136.5

1500 0.137 205.5
3342

LBD ExpenseEyesight Bi- 9/13/2017 GBP 10.00 Lenses

LBD ExpenseEyesight Sin9/13/2017 GBP 7.00 Lenses
LBD ExpenseFood/refres 9/13/2017 GBP 10.00 Lenses
LBD ExpenseOvernight S 9/13/2017 GBP 70.00 Lenses
LBD ExpenseSubsistence:9/13/2017 GBP 3.00 Lenses
LBD ExpenseUse of Publi 9/13/2017 GBP 10.00 Lenses
LBD ExpenseEyesight Sin9/13/2017 GBP 10.00 Lenses
Shashank
Pat
Mariam
PO 1000

Receipt 1000

Invoice 1000

Credit Note -700

Current Process
Create Credit Memo -300
Create supplier as customer
Create invoice on this customer 300
Receipt creation via AIMS 300
Close Credit Note??!

299.98
1146.18
349.72
Dr Expense
Cr Accrual
Dr. Accrual
Cr. Payable

Dr. Payable
Cr. Expense

Oracle Standard Process

Create Credit Memo
Create Refund against CM