Download - 2 Procure to Pay Life Cycle 1
-
7/31/2019 2 Procure to Pay Life Cycle 1
1/74
Procure to PayLife Cycle
End to End Process
-
7/31/2019 2 Procure to Pay Life Cycle 1
2/74
P T P FlowP T P Flow ........................................................................................................ 2
Pre-Requisites: ........................................................................................................ 3
Process Steps: ......................................................................................................... 5
Create Supplier: ABC Vodafone Supplier .................................................................. 6
Create Supplier: ABC Idea Supplier ......................................................................... 15
Stage-2: Create Purchase Order ............................................................................. 35
Stage-3: Receiving Items ....................................................................................... 40
Check the Quantity of Item in Sub Inventory after Receiving ..................................50
Submit Program for Pay on Receipt Auto invoice .................................................... 53
Stage-4: Invoice and Payment ............................................................................... 57
Stage-5: Create Accounting for Payment and Invoice ............................................. 69
Objectives:After completing the document one should be able to understandthe whole overview of Procure to Pay Process implementation.
Page 2
-
7/31/2019 2 Procure to Pay Life Cycle 1
3/74
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
Pre-Requisites:1. You have a login name and password.
2. User has assigned Inventory, Purchasing, and Payables Modules.
Page 3
-
7/31/2019 2 Procure to Pay Life Cycle 1
4/74
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.
Page 4
-
7/31/2019 2 Procure to Pay Life Cycle 1
5/74
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
Page 5
-
7/31/2019 2 Procure to Pay Life Cycle 1
6/74
Create Supplier: ABC Vodafone Supplier
(N) Suppliers> Entry Suppliers
Click on (B) Create Supplier
Select Supplier Type: Standard Supplier
Enter Organization Name, Alias, Country
Page 6
-
7/31/2019 2 Procure to Pay Life Cycle 1
7/74
Click on (B) Apply
Click on (ST) Address Book
Click on (B) Create
Page 7
-
7/31/2019 2 Procure to Pay Life Cycle 1
8/74
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
Page 8
-
7/31/2019 2 Procure to Pay Life Cycle 1
9/74
Site is created
Click on (i) Manage Sites
Enable Purchasing and Pay
Click on (B) Apply
Page 9
-
7/31/2019 2 Procure to Pay Life Cycle 1
10/74
Click on (ST) Purchasing
Enable Create Debit Memo from RTS Transaction
Click on (B) Self Billing
Page 10
-
7/31/2019 2 Procure to Pay Life Cycle 1
11/74
Select Pay on: Receipt, Invoice Summary Level: Pay Site and Enable Create Debit
Memo from RTS Transaction
Click on (B) Save
Click on (B) Receiving
Page 11
-
7/31/2019 2 Procure to Pay Life Cycle 1
12/74
Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received
Tolerance, Quantity Received Exception, Days Early Received and Days Late Receipt
Allowed
Click on (B) Save
Click on (ST) Payment Details
Page 12
-
7/31/2019 2 Procure to Pay Life Cycle 1
13/74
Select Default Payment Method
Click on (i) Update on Supplier Sites
Page 13
-
7/31/2019 2 Procure to Pay Life Cycle 1
14/74
Enable Default Payment Method
Click on (B) Save
Click on (ST) Invoice Management
Select Pay Group: ABC PAY GROUP
Click on (B) Terms
Page 14
-
7/31/2019 2 Procure to Pay Life Cycle 1
15/74
Select Terms: Immediate
Click on (B) Save
Create Supplier: ABC Idea Supplier(N) Suppliers> Entry>Suppliers
Page 15
-
7/31/2019 2 Procure to Pay Life Cycle 1
16/74
Click on (B) Create Supplier
Select Supplier Type: Standard Supplier
Page 16
-
7/31/2019 2 Procure to Pay Life Cycle 1
17/74
Click on (B) Apply
Click on (ST) Address Book
Click on (B) Create
Page 17
-
7/31/2019 2 Procure to Pay Life Cycle 1
18/74
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
Page 18
-
7/31/2019 2 Procure to Pay Life Cycle 1
19/74
Enable Purchasing
Click on (B) Apply
Click on (B) Create
Page 19
-
7/31/2019 2 Procure to Pay Life Cycle 1
20/74
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
Page 20
-
7/31/2019 2 Procure to Pay Life Cycle 1
21/74
Click on (i) Manage Sites for Payment Site
Enable Pay
Click on (B) Apply
Click on (B) Purchasing
Page 21
-
7/31/2019 2 Procure to Pay Life Cycle 1
22/74
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
Page 22
-
7/31/2019 2 Procure to Pay Life Cycle 1
23/74
Click on (B) Save
Click on (ST) Payment Details
Select Default Payment Method
Click on (B)Save
Click on (i) Update for Payment Site
Page 23
-
7/31/2019 2 Procure to Pay Life Cycle 1
24/74
Enable Default Payment Method
Click on (B) Save
Click on (ST) Invoice Management
Select Pay Group: ABC PAY GROUP
Page 24
-
7/31/2019 2 Procure to Pay Life Cycle 1
25/74
Click on (T) Terms
Select Terms: Immediate
Click on (B) Save
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
Page 25
-
7/31/2019 2 Procure to Pay Life Cycle 1
26/74
Enter Subinventory and
Item/Revision
and Click on (B)
Find
Page 26
-
7/31/2019 2 Procure to Pay Life Cycle 1
27/74
Click on (B) Find
Click on (B)
Availability
Page 27
-
7/31/2019 2 Procure to Pay Life Cycle 1
28/74
Page 28
-
7/31/2019 2 Procure to Pay Life Cycle 1
29/74
Stage-1: Create Requisition
Raise a Requisition Approve it, Autocreate a Purchase Order.
Login to Purchasing Module
(N) Requisitions>Requisitions
Page 29
-
7/31/2019 2 Procure to Pay Life Cycle 1
30/74
Enter the
Purchase
Requisition
Enter the Supplier
Information, Item,
Quantity, Need by
date, Sub inventory
Page 30
-
7/31/2019 2 Procure to Pay Life Cycle 1
31/74
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
Page 31
-
7/31/2019 2 Procure to Pay Life Cycle 1
32/74
Click on (B) Ok
Navigate to Requisition Summary to check Requisition Status
(N) Requisitions> Requisition Summary
Enter the requisition number
Page 32
-
7/31/2019 2 Procure to Pay Life Cycle 1
33/74
Click on (B) Find
Requisition status has been approved
Now we need to create a Purchase Order based on the Requisition.
(N) Auto Create
Remove the Buyerin Buyer field
Page 33
-
7/31/2019 2 Procure to Pay Life Cycle 1
34/74
Enter Requisition Number
Click on (B) Find
Select Requisition
Page 34
-
7/31/2019 2 Procure to Pay Life Cycle 1
35/74
Click on (B)
Automatic
Click on (B) Create
Stage-2: Create Purchase Order
Enter Purchase Order Match level, Invoice Match Option, Approve
Purchase Order and
Page 35
-
7/31/2019 2 Procure to Pay Life Cycle 1
36/74
Check Purchase Order status.
Now Purchase Order is created
Click on (B) Shipments
Click on (T) More
Page 36
-
7/31/2019 2 Procure to Pay Life Cycle 1
37/74
Select Match
Approval Level: 3-
Way
Select Invoice Match Option: Receipt
Close Shipments window
Page 37
-
7/31/2019 2 Procure to Pay Life Cycle 1
38/74
Click on (B) Approve
Click on (B) Ok
Page 38
-
7/31/2019 2 Procure to Pay Life Cycle 1
39/74
Check the status of the Purchase Order Number
(N) Purchase Order > Purchase Order Summary
Enter Purchase
Order Number
Click on (B) Find
Page 39
-
7/31/2019 2 Procure to Pay Life Cycle 1
40/74
Status of Purchase Order is approved
Stage-3: Receiving Items
Receiving Items and Check Quantity in Inventory
(N) Receiving > Receipts
Page 40
-
7/31/2019 2 Procure to Pay Life Cycle 1
41/74
Enter Purchase Order Number
Page 41
-
7/31/2019 2 Procure to Pay Life Cycle 1
42/74
Click on (B) Find
Minimize
Receipt Header
Window
Page 42
-
7/31/2019 2 Procure to Pay Life Cycle 1
43/74
Enable Quantity Receive
Click on Icon Save or Ctrl+S (For Saving)
Click on (B) Header
Page 43
-
7/31/2019 2 Procure to Pay Life Cycle 1
44/74
Page 44
-
7/31/2019 2 Procure to Pay Life Cycle 1
45/74
Page 45
-
7/31/2019 2 Procure to Pay Life Cycle 1
46/74
Page 46
-
7/31/2019 2 Procure to Pay Life Cycle 1
47/74
Page 47
-
7/31/2019 2 Procure to Pay Life Cycle 1
48/74
Page 48
-
7/31/2019 2 Procure to Pay Life Cycle 1
49/74
Page 49
-
7/31/2019 2 Procure to Pay Life Cycle 1
50/74
Make a note of
Receipt Number
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
Page 50
-
7/31/2019 2 Procure to Pay Life Cycle 1
51/74
Click on (B) Find
Page 51
-
7/31/2019 2 Procure to Pay Life Cycle 1
52/74
Click on (B) Availability
Page 52
-
7/31/2019 2 Procure to Pay Life Cycle 1
53/74
Submit Program for Pay on Receipt Auto invoice
Login to Purchasing Module
(N) Reports> Run
Click on (B) Ok
Page 53
-
7/31/2019 2 Procure to Pay Life Cycle 1
54/74
Select Program: Pay on Receipt Autoinvoice
Enter Receipt Number Parameters Window
Click on (B) OK
Page 54
-
7/31/2019 2 Procure to Pay Life Cycle 1
55/74
Click on (B) Submit
Click on (B) No
Page 55
-
7/31/2019 2 Procure to Pay Life Cycle 1
56/74
Click on (B) View Output
Page 56
-
7/31/2019 2 Procure to Pay Life Cycle 1
57/74
Make a note
of Invoice
Number
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
Page 57
-
7/31/2019 2 Procure to Pay Life Cycle 1
58/74
Click on Torch Icon
Enter Invoice Number
Click on (B) Find
Page 58
-
7/31/2019 2 Procure to Pay Life Cycle 1
59/74
Query Invoice Method-2
(N) Invoices> Entry> Invoices
Press F11 on Key Board
Page 59
-
7/31/2019 2 Procure to Pay Life Cycle 1
60/74
Enter invoice number in Invoice Number Field
Press Ctrl+F11 on Key Board
Validate Invoice
Click on (B) Actions
Page 60
-
7/31/2019 2 Procure to Pay Life Cycle 1
61/74
Enable Validate and click on (B) Ok
Now Status of Invoice is validated
Click on (B) Lines
Page 61
-
7/31/2019 2 Procure to Pay Life Cycle 1
62/74
See the Purchase Order is Automatically Match to Invoice and PO Number,
Receipt Number and Quantity
Page 62
-
7/31/2019 2 Procure to Pay Life Cycle 1
63/74
Page 63
-
7/31/2019 2 Procure to Pay Life Cycle 1
64/74
Page 64
-
7/31/2019 2 Procure to Pay Life Cycle 1
65/74
Click on (B)
General
Click on (B) Actions
Enable Pay in Full
Click on (B) Ok
Page 65
-
7/31/2019 2 Procure to Pay Life Cycle 1
66/74
Supplier Information is defaulted
Enter Payment Date, Bank Account
Page 66
-
7/31/2019 2 Procure to Pay Life Cycle 1
67/74
Enter Payment Document, Payment Process Profile
Click on Save Icon or Ctrl+S (For Saving)
Page 67
-
7/31/2019 2 Procure to Pay Life Cycle 1
68/74
Click on (B) Actions
Enable Create
Accounting
and Final
Click on (B) Ok
Page 68
-
7/31/2019 2 Procure to Pay Life Cycle 1
69/74
Click on (B) Ok
Stage-5: Create Accounting for Payment and Invoice
Page 69
-
7/31/2019 2 Procure to Pay Life Cycle 1
70/74
See Accounting Status is processed
Close this Payment Window
To View Accounting Entries for Payment
(N) Tools> View Accounting
Page 70
-
7/31/2019 2 Procure to Pay Life Cycle 1
71/74
CloseSubledger
Entry Lines
Window and
Payments
Window
Click on (B) Actions
Page 71
-
7/31/2019 2 Procure to Pay Life Cycle 1
72/74
Enable Create Accounting and Final
Click on (B) Ok
Click on (B) Ok
See the Status of Accounting
Yes
Page 72
-
7/31/2019 2 Procure to Pay Life Cycle 1
73/74
To View Accounting Entries for Invoice
(N) Tools> View Accounting Events
Click On (B) View Journal Entries
Page 73
-
7/31/2019 2 Procure to Pay Life Cycle 1
74/74