Account Payables

Pre-Registration

+
Payment
Creditor
Reporting and
Master
Expenses Report Inquiry

1
 Account Payables

Pre-Registration

+
Payment
Creditor
Reporting and
Master
Expenses Report Inquiry

2
Creditor Master Maintenance
Creditor

Tokyo Paris New York

Pay site Pay site Pay site

Contacts Contacts Contacts

3
Creditor Master Maintenance
Multiple Addresses, Default Values

4
Creditor Master Maintenance
Creditor Types – User-Defined

5
Creditor Master Maintenance
Merging Creditors and (Optionally) Existing Invoices / POs

6
 Account Payables

Invoice Entry

+
Payment
Creditor
Reporting and
Master
Expenses Report Inquiry

7
 Invoicing
Setup and Maintain Defaults Setup and Maintain
Defaults

 Pre-defined defaults to speed up data

entry Enter Invoice

 Distribution sets to facilitate accurate

Validate &
entry/allocation of costs to different Approve Invoice

accounts
Create Accounting
 Defaults can be overridden at invoice
entry if needed
Post Journal Entries

8
Setup and Maintain Defaults
Payment Terms

Auto-assign multiple payment schedules

and discounts when you enter the invoice
using this payment term

9
Setup and Maintain Defaults
Pay Groups

Assign a Pay Group to classify each invoice.

Streamline payment process – Pick one Pay Group and
pay all related invoices at one shot!

10
Setup and Maintain Defaults
Distribution Sets - Assign Allocation % to each a/c

Auto-create multiple invoice lines with pro-

rata amounts when you enter the invoice

11
 Enter Invoice Invoicing
Setup and Maintain
Defaults

Manual Entry Enter Invoice

External System

Validate &
Approve Invoice

Oracle Create Accounting

Invoice
 User-friendly invoice entry / inquiry screen for both
Post Journal Entries
invoices
 Prepayments: On-line booking and application to invoice
 Automatic allocation of expenses to multiple cost centres
 On-line approval invoices based on user-defined routing
 Cross-module drilling between AP transaction and GL

12
 Invoicing
Enter Invoice Setup and Maintain
Defaults
Manual Entry

Header Enter Invoice

Validate &
Approve Invoice

Create Accounting
Lines
Post Journal Entries

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 Invoicing
Different Types of Invoices Setup and Maintain
Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

14
Optionally Assign Distribution Set to Invoice Multi-Centre
Allocation

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Automatic Creation of Lines By Distribution Set
Multi-Centre
Allocation

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Validate & Approve Invoices Invoicing
Setup and Maintain
Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

 Perform funds check  Real-time error /

against GL budget warning if funds check
when you Validate the fails
invoice

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Validate & Approve Invoices Invoicing
Setup and Maintain
Defaults

Pre-Registration

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

 Perform funds check  Real-time error /

against GL budget warning if funds check
when you Validate the fails
invoice

18
Submit Invoices for Approval Invoicing

 Select all eligible invoices

 Initiate Approval Setup and Maintain
Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

19
Submit Invoices for Approval Invoicing

 Approval Status becomes Initiated

 Email will be sent to approver to take action
Setup and Maintain
Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

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Submit Invoices for Approval Invoicing

 See the next approver in the chain

Setup and Maintain

Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

21
 User-Definable Approval Workflow
• Use workflow to automatically  Conditions
route invoices for approval • Invoice $
• Invoice Type Setup and Maintain
according to business rules you Defaults
• PO / non-PO
specify
 Actions
• Benefit - Automatic enforcement • Route to next level only Invoice
• Route to N levels up
of business rules
Validate &
Approve Invoice

Create Accounting

Post Journal Entries

22
 Access Pending Items for Approval
 Worklist shows pending items for your approval
- OR – email notification sent to you automatically SetupDefaults
and Maintain

 You can open each invoice and modify its details as

needed prior to approval Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

23
 Approve Invoice Invoicing

 Just click Approve or Reject

 Route to next approver if necessary per workflow rules Setup and Maintain
Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

24
Generate Accounting
Invoicing

Setup and Maintain

Defaults

Different Stages:
- Draft
Enter Invoice
- Final
- Final Post
Validate &
Approve Invoice

Create Accounting

Real-time Post Journal Entries

or Batch

25
View Accounting Entries Invoicing

Setup and Maintain

Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

26
View Accounting Entries Invoicing
T-Accounts

Setup and Maintain

Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

27
Post Journal Entries
Invoicing

Setup and Maintain

Defaults

Scheduled Enter Invoice

or Manual
Process Submission
Validate &
Report Approve Invoice

Create Accounting
Auto Posting to
Update Ledger
Balances
Post Journal Entries

28
Post Journal Entries Invoicing

Process
Setup and Maintain
Report Defaults

Enter Invoice

Validate &
Approve Invoice

Create Accounting

Post Journal Entries

29
 Account Payables

Enter Invoice

+
Payment
Creditor
Reporting and
Master
Expenses Report Inquiry

30
 Oracle Travel & Expense Management
A Self-Service Model

 Business Intelligence  Collaboration

Credit Card
Providers

Employees
Create Audit
Travel/ Approve Pay /
Expense Expense
Spend Expenses Reimburse
Reports Reports Employees

 Business Process Models  Service Oriented Architecture

Single
Data Model

31
 Guided Expense Processing
Credit Card
Provider Credit Card
Feed

Expense Workflow-Based Compliance Electronic

Report Approval Auditing & Payment
Creation Routing AP Approval
Manual
Entry

To Employee,
Credit Card Provider

Daily Business Intelligence

Project Time Approval

& Expenses Hierarchy

Oracle Oracle
Projects Human
Resources

32
 Account Payables

Pre-Registration

+
Payment
Creditor
Reporting and
Master
Expenses Report Inquiry

34
Payment Terms Payment
 User-Defined Payment Terms Setup and Maintain
Configurations
 Discount Handling
Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

35
Payment Terms Payment
 User-Defined Payment Terms Setup and Maintain
Configurations
 Discount Handling
Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

36
Payment Terms & Payment Schedule Payment
 Payment Terms applied to Invoice will affect the Setup and Maintain
Configurations
payment schedule
Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

37
System Options Payment
 Always Take Discount - regardless of when you pay Setup and Maintain
Configurations
the invoice
Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

38
 Payment
Payment Methods Setup and Maintain
Configurations
 Supports most common methods
 Can add more user-defined methods Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

39
 Payment Formats Payment
Pre-Built Library for Common Formats Setup and Maintain
Configurations

• Library of payment formats includes formats Create Payment

incorporated from other products and globalizations Process Request

• New formats include:

Select Invoices
• EDIFACT PAYMUL Build Payment

• US NACHA Generic, CCDP, PPD, and CTX

Review/Hold
Payments
• ANSI X12 820
• SWIFT MT100 and MT103 Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

40
 Payment
Payment Formats Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

41
Payment Formats Setup and Maintain
Modifiable in MS Word, Excel… Configurations

42
 Payment
Payment Process Profiles Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Print/Transmission Settings Create Payment

Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress
Link to Payment Formats

Alert Overdue
Link to Payment Methods Payments

43
 Payment
Payment Process Profiles Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress
Print Setup
Alert Overdue
Payments

44
Create Payment Process Request Payment
Flexible Criteria Definable in Template, e.g… Setup and Maintain
Configurations

• Supplier • Bank Account

Create Payment
• Pay Group • Pay Group Process Request

• Legal Entities • Operating Units

Select Invoices
• Priority • Currencies Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

1 Print / Transmit
Documents

Inquire Progress
2 3
4 5 Alert Overdue
Payments

45
 Payment
Schedule Payment Request Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Specify Template and Date Parameters Inquire Progress

Alert Overdue
Payments

46
 Payment
Schedule Payment Request Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments
Schedule Payment Generation Automatically
Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

47
 Payment
Schedule Payment Request Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Notify Selected Personnel for Exceptions

Alert Overdue
Payments

48
 Payment
Select Invoices and Build Payment
Setup and Maintain
 Auto-select invoices that match your criteria Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

49
 Payment
Partial Payment Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

50
 Payment
Hold All Payments Automatically
Setup and Maintain
per Supplier Configurations

Create Payment
Entire Process Request

Supplier
Select Invoices
Build Payment

Review/Hold
Payments

Individual Create Payment

Site Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

51
 Payment
Hold Scheduled Payments per Invoice Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

52
 Hold Individual Payment Review/Hold
Payments
 Void the entire payment, or
 Remove selected invoices from payment

53
 Payment
Create Payment Instructions
Setup and Maintain
and Format Payments Configurations
Pre-Built Library for Common Formats
Create Payment
• Library of payment formats includes formats Process Request
incorporated from other products and globalizations
Select Invoices
• New formats include: Build Payment
• EDIFACT PAYMUL
Review/Hold
• US NACHA Generic, CCDP, PPD, and CTX Payments

• ANSI X12 820

Create Payment
• SWIFT MT100 and MT103 Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

54
 Payment
Create Payment Instructions
Setup and Maintain
and Format Payments Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Grouping Rules
Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

55
Payment Process Profiles Payment
Automate Electronic File Transmission Setup and Maintain
Configurations

Create Payment
Process Request

Select Invoices
Build Payment
Transmission Setup
Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

56
Payment Process Profiles Payment

Automate Check Printing Setup and Maintain

Configurations

Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress
Print Setup
Alert Overdue
Payments

57
Manual Document Printing Print / Transmit
In case you want to control the timing of printing payments Documents

Initiate Printing

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Monitoring Printing of Documents Print / Transmit
Documents

• Recording Print Status

• Reprinting Selected Documents

59
 Payment
Progress Monitoring Setup and Maintain
Configurations
 Oracle Payables Dashboard focuses on selection batch
Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

60
 Payment
Progress Monitoring Setup and Maintain
Configurations
 Oracle Payments Dashboard gives visibility across selection
batches Create Payment
Process Request

Select Invoices
Build Payment

Review/Hold
Payments

Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

61
Drill Down to Individual Payments
Inquire Progress

Individual payments

62
Drill Down to Individual Documents, Inquire Progress

e.g. Invoices

Individual documents

63
 Payment
Alert for Overdue Payments Setup and Maintain
Configurations

Create Payment
 Alerts can be configured in Oracle for all Process Request
application modules
Select Invoices
 Distribution list can be constructed dynamically Build Payment

per alert Review/Hold

Payments
 Summary or Detail
 Periodic or Event Create Payment
Instructions,
Format Payments

Print / Transmit
Documents

Inquire Progress

Alert Overdue
Payments

64
65
 Account Payables

Pre-Registration

+
Payment
Creditor
Reporting and
Master
Expenses Report Inquiry

66
User-Defined Aging Buckets

67
Run Aging Report
Select Your Desired Aging Profile

68
Aging Report Output

69