Initial Setup
Setup one or more templates that define the criteria used in typical cheque runs.
Run Cash Requirements Report
(Optional)
You can use this report to determine what your cash requirements will be for a cheque run, based on a given payment template.
The report is available in either a detailed or summarized format. The detailed format lists all of the invoice details for a given supplier, while the summarized format includes only supplier totals. Samples of both report formats are included below for reference.
Detailed:
Template:Weekly chq run
Pay Through Date:29-MAR-12
Payment Date:30-MAR-11
Max Aicher North America Ltd.
Currency:CAD
Trading Invoice Invoice Pay
Date Partner Number Date Amount Group Validated Approved Total
--------- --------------------- ---------------- --------- ----------------- ---------- --------- -------- -----------------
24-MAR-11 Applied Lubrication T 23-MAR-2011 23-MAR-11 -100.00 Yes Yes
Total for Applied Lubrication T: -100.00
Total for 24-MAR-11
05-APR-11 4 SEASONS LANDSCAPING 666 15-MAR-11 1,000.00 Yes Yes
Total for 4 SEASONS LANDSCAPING: 1,000.00
Total for 05-APR-11
14-APR-11 4 SEASONS LANDSCAPING 666 15-MAR-11 3,000.00 Yes Yes
4 SEASONS LANDSCAPING CRP1 15-MAR-11 1,000.00 Yes Yes
Total for 4 SEASONS LANDSCAPING: 4,000.00
Total for 14-APR-11
16-APR-11 Acklands-Grainger Inc 987654 17-MAR-11 2,000.00 Yes Yes
Total for Acklands-Grainger Inc: 2,000.00
Total for 16-APR-11
22-APR-11 Applied Lubrication T md test 23-MAR-11 900.00 Yes Yes
Total for Applied Lubrication T: 900.00
Total for 22-APR-11
Template:Weekly chq run
Pay Through Date:29-MAR-12
Payment Date:30-MAR-11
Currency:CAD
Trading Invoice Invoice Pay
Date Partner Number Date Amount Group Validated Approved Total
--------- --------------------- ---------------- --------- ----------------- ---------- --------- -------- -----------------
Total in CAD: 7,800.00
Number of invoices with no rate: 6 *
* Invoices that have no rates are not reflected in the total.
Summary:
Template:Weekly chq run Pay Through Date:29-MAR-12 Payment Date:30-MAR-11 Max Aicher North America Ltd. Currency:CAD Trading Date Partner --------- --------------------- 24-MAR-11 Applied Lubrication T Total for 24-MAR-11 05-APR-11 4 SEASONS LANDSCAPING Total for 05-APR-11 1,000.00 14-APR-11 4 SEASONS LANDSCAPING Total for 14-APR-11 16-APR-11 Acklands-Grainger Inc Total for 16-APR-11 22-APR-11 Applied Lubrication T Total for 22-APR-11 Total in CAD: 7,800.00 Number of invoices with no rate: 6 * * Invoices that have no rates are not reflected in the total. Template:Weekly chq run Pay Through Date:29-MAR-12 Payment Date:30-MAR-11 Submit Payment Process Request
Submit the payment process request. You can choose to either submit the payment process request based on a template, in which case the payment process run’s submission details are defaulted from the template; the defaulted values may be changed to suit the needs of any particular payment process request. Alternatively, you may choose to not use a template; however, you will then be required to define the details for your run.
Invoices Pending Review
Since this payment process request is based on a template that has the “Stop Process for Review After Scheduled Payment Selection” enabled, the pay run pauses after invoices have been selected and the status of the payment process request updates to Invoices Pending Review. Clicking on the Start Action icon navigates you to the Payment Process Request: Selected Scheduled Payments page to review the invoices selected for scheduled payment, add or remove scheduled payments from the request, or change payment amounts. You also have the option of terminating the payment process request.
Click on the Add Scheduled Payments button to add a previously unselected invoice to the payment run. A pop-up window will allow you to select/add payables documents to the payment run:
To remove a document from the payment run, select it and then click on the Remove From Request button.
Click on Yes in the acknowledgement form to confirm that you wish to remove the selected document(s) from the payment run.
To change a payment amount or take a previously uncalculated discount on an invoice enter the value in the appropriate column:
When your Invoice Review is complete, click on the Submit button. Doing so will launch the following programs:
· Apply Changes, Recalculate Amounts and Submit Request (Recalculate Payment Process Request), if changes requiring a recalculation were made to the payment process request
· Build Payments Program
· Scheduled Payment Selection Report
Scheduled Payment Selection Report
This report is automatically launched by Oracle Payables when you complete your invoice review. It is a useful tool that lists both all of the invoices selected for payment within the current payment process request, as well as invoices that did not get selected and the reason(s) why they were not selected.
The report can be seen by accessing it in the Monitor Requests form. If desired, it can also be set to automatically print to a printer. A sample of the report is included below for reference.
Document Validation Errors - Pending Action
The status of the payment process request is “Document Validation Error – Pending Action” because all of the following conditions are true in the current process request:
· The template/process request’s Scheduled Payment Selection Criteria included all currencies, and therefore both CAD and USD documents were selected in the payment process request· The template/process request specified that the payments will be made through a CAD disbursements account
· The template/process request’s Validation Failure Results specified that the process should be stopped for review if any of the documents within the request failed validation
The Submission Details form shows the number of documents that passed validation as well as the number of documents that failed validation, and the reason why they failed.
The options available from this point are:
· to remove the documents that have failed validation from the payment process request and re-run the Build Payments Program (Actions > Run Payment Process).· to terminate the entire payment process request (Actions > Terminate Payment Process).
Choosing to remove the failed documents from the payment process request results in the following:
We then proceed to Running the Payment Process, allowing the system to launch the Build Payments Program once again:
Note: This test was conducted in this fashion in order to see if the bank account could be changed overridden on the USD documents at this point. Since we cannot, we have two options when building the payment process templates:
1. Define templates that are both currency and bank account specific, therefore running a payment process request per currency/bank account2. Define templates that include all currencies and bank accounts, therefore running a single payment process request to select all documents for payment, but then having to define both the bank account and the payment process profile for all of the selected documents.
Pending Proposed Payment Review
The status of the payment process request is “Pending Proposed Payment Review” because all of the following conditions are true in the current process request:
· The template/payment process request specified a bank account and a payment process profile· The template/payment process request’s Process Automation defined that the process should be stopped for review after the creation of the proposed payments
You can decide to remove payments from the request. Otherwise, proceed with running the Format Payment Instructions payment process request by selecting Actions > Run Payment Process.
Note: If the payment process request would not have specified either a bank account or a payment process profile, the status of the request would be “Information Required – Pending Action” and the user would now have to specify the bank account and payment process profile to use for each document before proceeding to Run the Payments Process request. The screen shot below is meant to show what the screen would look like in this status:
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