FREIGHT DISTRIBUTION In Oracle

In your Payables Options, in Invoice tab, you can give freight account.

INVOICE TYPE -

1) STANDARD - This is used to book you liability in Payables.

2) DEBIT MEMO - This is used to reduce your libility. This is initiated by you. -ve in invoice workbench.

3) CREDIT MEMO - This is again used to reduce your liability. This is initiated by your supplier. This is entered as -ve in invoice workbench.

4) EXPENSE REPORT - This is used to enter the travel expenses by employee to get it reimbursed from the company.

5) PREPAYMENTS - When you pay advance to your supplier.

6) RETAINAGE RELEASE - This is linked to Complex Work Order through PO. When you want to give back the retainiage amount, this type of invoice will be used.

7) TRANSPORATION INVOICE - This is used to book transportation cost and pay to yout transporters.

8) WITHHOLDING TAX - When you without some amount and pay net amount to your supplier, an invoice is created with this invoice type and supplier with the name your tax authority.

9) MIXED - This is combination of any of above invoice type.

N : Payables > Invoice > Entry > Invoice

After entering the invoice, click on Actions button. Select 'Validate' first. upon Validation, select 'Create Accounting'.
Draft - It will create accounting only to view. Actual entries are not generated.
Final - It created actual entries in sub ledger but does not transfer to GL.
Final Post - It created actual entries in sub ledger as well as transfer & post it to GL.

To Validate all your invoice at one go, you have run a program 'Invoice Validation'

To create the accounting for all your invoice at one go, you have run a program 'Create Accounting'

PAYMENT

3 ways of making payment to an invoice

1) Query your invoice, goto Action button and select Pay-in-full
(When you want to pay entire amount of the invoice)

2) Put the payment manualy into Payments workbench
(When you want to manke partial payment)

N > Payables > Payments > Entry > Payments

3) You can run payment batch. R12, you have to enter through another modules 'Oracle Payments'

N > Payables > Payments > Entry > Payments Manager

11i - Payement Batch Status -

i) Selecting - It will select all the invoices are per the criteria mentioned in the payement batch.
ii) Selected - System has selected all those invocies
iii) Build - System will build the payment batch for you.
iv) Formating/Formated - It will actualy print the check/process the file for all the payments
v) Confirm - This is for the confirmation of printing of checks.

Click on Payement Process Request

Submit Single Request

Give the details of pay through date, supplier, bank account, payables document and then click on submit.

Create Template for Payment Process Request (Payment Batch)

PAYMENT PROCESS PROFILE

N > Payables > Setup > Payment > Payment Administrator

This is set of your payables document, payment format and payables currency

DEFINE EMPLOYEE

N > US HRMS > People > Enter and Maintain

Give the basic details of the employee, like SSN, employment type, etc
Then goto Assignment Tab and select the org to which employee belongs.

CREATE EXPENSE REPORT

N > Payables > Entry > Expense Report

Enter the details of your expe report. Once everything is entered and saved, FIN dept will verify the receipts and finalize the exp report.

Then a scheduled program 'Expense Report Export' will import the exp report in payables and select the source as 'Payables Expense Reports'.

After this, goto Invoice workbench and query your invoice with the INV#

CHECK THE BALANCE OF SUPPLIER

I.E. - CALCULATE BALANCE OWED

N > Payables > Invoice > Inquiry > Invoice

Slect the Supplier and Click on button 'Calculate Balance Owed"

INVOICE BATCH

1st Step - Change the profile option - AP : Invoice Batch to 'Yes'

N > sYSADMIN > Profile > System

CREATE YOUR BANK - BANK AND BANK BRANCHES

N > Payables > Setup > Payments > Bank and Bank Branches

Create the Bank first and then the Bank Branch under the Bank

CREATE YOUR BANK ACCOUNT

N > Payables > Setup > Payments > Bank Account

Creating the Bank Account under the Bank and Bank Branch

The Bank Account is at LE level in R12

ACCOUNTIGN ENTRIES FROM AP TO CM

Dr. Cr.
INVOICE
Exp A/c Dr 1000
Liab A.c Cr 100


PAYMENT
Liab A/c Dr 1000
Cash Clearing A/c. Cr 1000


RECONCILE PAYMENY
Cash Clearing A/c. Dr 1000
Cash A/c Cr. 1000

Lian 2210 - GL -

OPEN PAYABLES PERIOD

N > Payables > Accounting > Control Payables Period

CLOSING PROCESS

Run following programs and reports-

1) Invoice validation
2) Create Accounting for all the invoice from the period for which you are closing
3) Posted Invoice Register
4) Posted Payment Register
5A) Account Payable Trial Balance - As on start of the period
5B) Account Payable Trial Balance - as on end of the period
6) Subledger Period Closing Exception Report (R12)
7) Invoice on Hold Report

In GL you have to run 'Account Analysis Report'

Payment Process File overrides the format at Bank account level