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Oracle Accounts Payable

Overview

Copyright © Oracle, 2008. All rights reserved.

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Release 12 Migration Considerations



Objectives

Objectives

After completing this module, you should be able to:

• Describe and use the new features in Release 12 of Oracle Payables.

• Set up the new features in Release 12 of Oracle Payables.



Practices 1, 2, and 3 Overview: Prerequisite Practices

Practices 1, 2, and 3 Overview:Prerequisite Practices

In order to perform practices later in this lab, you must first perform the following practices:

• Practice - Create a New Employee

• Practice - Create a New User

• Practice - Set Yourself Up As a Buyer

Practices 1, 2, and 3 Overview: Prerequisite Practices

Refer to Practice - Create a New Employee (Required) [LAB4181Y]

Refer to Practice - Create a New User [LAB4182Y]

Refer to Practice - Set Yourself Up As a Buyer [LAB4184Y]



Agenda



Agenda

• Supplier Related Enhancements

• Deferred Recoverability

• Enhanced Asset Tracking

• Payment Requests

• Payment Method Controls And Enhanced Payment Information

• Self Assessed Tax

• Oracle Payables for Complex Contract Terms

• Multi-Org Access Control in Payables

Agenda

Agenda











Suppliers in the Trading Community Architecture (TCA)


The Trading Community Model:

• Is a highly flexible architecture

• Allows you to model real world entities in your trading community

• Allows you to accurately represent complex relationships among entities

• Is the core data model for trading partners used by Oracle E-Business Suite applications


By representing Suppliers as part of the trading community, you have access to TCA features, including:

• Data Librarian Function & Processes

• Integrated Enrichment Capabilities including D&B

• Address Validation

• Data Consistency

• Ease of Data Maintenance



TCA Security by Functional Areas


Function Security

PayablesAttributes

PurchasingAttributes

ReceivablesAttributes


A new user interface presents a clear distinction between the supplier’s company details and terms and controls for the trading relationship. Managing the attributes specific to particular functional areas such as Oracle Payables,

Purchasing and Receiving can be controlled with the use of Function Security.

• You can add new locations or relationships with additional operating units

• You can modify a quick update page with those values most often updated for faster maintenance

• Additional tax and legal registrations provide key information to meet reporting and compliance needs

The new supplier UI also includes a Survey section that provides administrators with access to the results of questionnaires that the supplier has been asked to complete, either during self-registration or as part of profile maintenance through iSupplier Portal. Purchasing Category assignments further designate the type of goods and services the supplier will provide.



Payment Banks, Branches, and Accounts


Bank Accounts are:

• Centrally defined

• Managed and secured

• Include the legal ownership and operating unit access for each bank account


Banks and Bank Branches are represented in Oracle’s Trading Community Architecture and shared by other Oracle E-Business Suite applications.



Supplier Bank Accounts


Enhancements to supplier bank accounts include:

• Removal of some processing restrictions

• Greater control and security

• The bank account is tied directly to the trading partner

• Notification when trying to inactivate a bank account that is associated with unpaid invoices or pay runs that are in process


The bank account is tied directly to the trading partner allowing one bank account definition to be leveraged by a ‘supplier’ trading partner and shared if the trading partner is also an employee or customer. This approach provides for easier and centralized maintenance and security of the bank account information

This definition is targeted directly towards ‘trading partner’ bank accounts leaving internal bank accounts out of the user interface. In other words, the supplier’s banking information is entered and assigned right in the Supplier Entry and Maintenance user interface.



Collaboration with Suppliers to Resolve Disputes


• Disputes are communicated and negotiations can be suggested to the Supplier

• Suppliers are able to:– Accept suggested changes

– Withdraw their invoice

– Submit a counter proposal

– Negotiate online via iSupplier Portal

• All changes and comments are tracked in Payables


Holds on invoices that are a result of differences between the invoiced and planned amounts or quantity result in disputes that must be resolved. Invoices that have been approved by the owner of the purchasing transaction but rejected during the approval process may also be subject to disputes with the supplier.

Leveraging workflow notification, disputes are communicated and negotiations can be suggested to the Supplier. Suppliers are able to accept the suggested changes, withdraw their invoice, or submit their counter proposal. The negotiation continues until the issues are finally resolved. Suppliers can also negotiate online via iSupplier Portal. All changes and comments entered during the collaboration are tracked in Payables and can be viewed at any time.



Invoice Requests

Invoice Requests

Invoice Requests are:

• Invoices entered by Suppliers via iSupplier Portal where a purchase order has not been obtained

• Are visible in Oracle Payables

• Are not paid or accounted until the invoice can be verified and approved



Implementation Considerations


• End user training for new UI

• Update supplier information with additional information



Practice 4 Overview: Creating a Supplier


This practice covers the following topics:

• Creating a Supplier


Refer to Practice - Creating a Supplier [LAB4185Y]



Agenda

Agenda











Deferred Recoverability


• Accounting process where tax recovery is reported when the invoice is paid

• Accrual (and therefore the settlement and/or reporting) of recoverable taxes is delayed due to special tax rules either enforced by the Tax Authority, or allowed with the agreement of the Tax Authority


Deferred Recoverability refers to an accounting process where tax recovery is reported when the invoice is paid. The accrual (and therefore the settlement and/or reporting) of recoverable taxes is delayed due to special tax rules either enforced by the Tax Authority, or allowed with the agreement of the Tax Authority.



Deferred Recoverability Features


• Accurate reporting and accounting of pending recoverable tax amounts

• Automatic accrual of recoverable tax amounts upon payment


• Accurate reporting and accounting of pending recoverable tax amounts for the recoverable portion of the tax.

• When payment is made, whether fully or partially, the corresponding tax is automatically recorded as recoverable and reversed from the interim recoverable account.



Deferred Recoverability Benefits


• Global Readiness– Adhere to international tax laws

• Streamlined Operations, Operational Excellence, and Lower Costs– Automatic accrual of recoverable tax amounts obviates

need for manual transfers after payment transactions

– Propensity for manual error is reduced

• Improved Fiscal Discipline– Accounts reflect transactions that have occurred

– Automated accounting reduces auditing time


This feature allows you to meet the challenge of adhering to local tax laws that require deferred recoverability whether you need this feature now or plan to expand into new, international markets in the future.

Streamlined operations and operational excellence both contribute to lower costs. Automatic accrual means less time spent accruing accounts manually, providing better control over accounting and reducing the propensity for manual errors.

Fiscal Discipline is improved as General Ledger accounts reflect transactions that have occurred and automated accounting reduces auditing time



Deferred Recoverability Process Part 1: Set Up and Invoice


Tax Engine

Tax Set Up

Process 1

E-Business Tax

Interim (deferred) Recoverable Tax

Accounts Payable Liability

X.XX X.XX

Non Recoverable Tax

X.XXExpense/Asset

X.XX

Invoice details

Tax (Includes Interim Recoverable

Tax Distribution Account)

Invoice Header

Invoice Lines

Invoice Distributions

Account

Subledger Accounting

Payables Invoice Entry


You must first configure E-Business Tax Service for deferred recoverability and optionally tailor the Subledger Accounting definition if needed for accounting.

• During Invoice Entry, Validation, and Import, Payables gathers information known as tax drivers that are entered on the invoice header and lines and passes that information to the new e-Business Tax module.

• Based on these tax drivers and additional information derived by e-Business Tax such as the supplier’s party tax profile and buyer’s and supplier’s tax registrations, the engine determines the applicable tax, returns both recoverable and non-recoverable amounts and, in the case of deferred recoverability, the interim tax General Ledger account for recoverable taxes.

• Payables displays the tax amount in a column on the Invoice Header and in the Summary region, creates the tax lines in the Lines tab, and records the Distributions including the interim recoverable tax account.

• When the Invoice is Accounted, the interim recoverable tax account is posted to General Ledger.



Deferred Recoverability Process Part 2: Set Up and Payment


InvoicesInvoicesTax Set Up

Process 2

Payables Payment E-Business Tax

Recoverable Tax

X.XX X.XX

Accounts Payable Liability

X.XX

Invoice details

Recoverable Tax Distribution Accounts

Invoices

Account

Payment Invoices with Deferred Recoverability ?

Calculate Recoverable Amounts, Record

Distributions

Optional Set Up

Cash Clearing

X.XX

Interim (deferred) Recoverable Tax



At payment time, Payables determines if the invoices being paid are subject to deferred recoverability. If so, Payables requests the distribution accounts for the recoverable tax from E-Business Tax.

Payables determines how much is recoverable based on how much of the invoice is paid, then records the amount and corresponding distribution account.

When the payment is accounted, the interim recoverable tax account is reversed and the recoverable tax is posted to General Ledger.



Setup Taxes with Deferred Recoverability


DeferredTax Rate

DeferredTax Status

•Tax Expense

•Recoverable Tax

•Interim Tax (used for Accrual Based accounting only)

DeferredTax

DeferredRegime

Tax AccountsDefault Recovery Settlement

Allow Tax Recovery

Level


• Responsibility: Payables

• Navigation: Setup > Tax > E Business Tax Home > Task List > Task Configuration > [Tax Regime, Tax, Tax Status, Tax Rate] > Create > Controls and Defaults > Allow Tax Recovery

To enable taxes with deferred recoverability, enable the Allow Tax Recovery and the Default Recovery Settlement options at the Regime, Tax, Tax Status, or Tax Rate levels. Set the Default Recovery Settlement option to Deferred.

In addition, when you set up a Tax with deferred recoverability, ensure that you define the following Tax Accounts for that tax:

• Tax Expense

• Recoverable Tax

• Interim Tax (used only for Accrual Based accounting)

The default account for recoverable taxes in Subledger Accounting is Accounts Payable deferred. You can change this account if necessary.





Common Module Dependency:

• E-Business Tax– The e-Business Tax engine is responsible for calculating

tax amounts applicable to invoices.

– E-Business Tax configuration qualifies taxes with attributes to meet tax compliance requirements.

Common Module Interaction:

• Subledger Accounting: A general tool to configure accounting entries and provide accounting reports.


E-Business Tax is a common module available with Oracle Financial Applications.

• The e-Business Tax engine is responsible for calculating tax amounts applicable to invoices.

• E Business Tax configuration qualifies taxes with attributes to meet tax compliance requirements

Subledger Accounting is also a common module available with Oracle Financial Applications. Subledger Accounting is not specific to this feature but a general tool to configure accounting entries and to provide accounting reports to meet your needs.



Agenda

Agenda








• Multi-Org Access Control in Payable



Enhanced Asset Tracking


• Enhanced Asset Tracking– Item Description

– Manufacturer

– Model

– Serial Number

– Warranty Number

• Enhanced Mass Additions – Asset Book

– Asset Category

– IPV/ERV distributions


R12 provides the ability to track attributes of an item, such as manufacturer, serial number, from Purchasing through Accounts Payable to Fixed Assets. This increases processing efficiency and eliminates manual updates in FA that may have been required in the past.



Enhanced Asset Tracking Benefits


• Increased efficiency and reduced costs– Asset information typically entered on a purchase order

can now flow seamlessly into Payables and Assets.

• Improved accuracy of information– The Create Mass Additions process can now be

submitted to select invoice distributions by specific Asset Book.


Increased Efficiency and Reduced Costs

• Asset information typically entered on a purchase order, such as manufacturer, serial number, and model number, can now flow seamlessly into Payables and Assets.

Improved accuracy of information

• The Create Mass Additions process can now be submitted to select only those invoice distributions with a specific Asset Book, reducing the possibility of errors that need to be manually corrected.



Enhanced Asset Tracking Process


Enter Payables Invoice andmatch to Purchase Order or

Import Purchasing matched invoice

Optionally update asset informationon invoice line or distribution, including

asset book and asset category

PAYABLES PROCESS

Submit Create Mass Additions process to transfer assets to

Oracle Assets

Payables retains assetinformation such as:

manufacturer, serial number, asset book and category

Automated process


• Enter or import a Payables Invoice and Match to Purchase Order.

• Payables retains the asset information.

• Optionally, update asset information on the invoice line or distribution.

• Submit the Create Mass Additions Process to transfer the Assets.



Invoice Lines

Invoice Lines

Invoice Lines:

• Represent goods or services as lines with distributions tied to each line

• Facilitates the capture and transfer of pertinent information from Oracle Projects and Oracle Assets

• Enables line level approval and matching between an invoice line and a purchase order shipment pay item

Invoice Lines

Oracle Payables incorporates Invoice Lines into the invoice model. Adding Invoice Lines is a key architectural change, which enables Oracle Payables to better model the paper or electronic business document yet maintain key features that exist at the invoice distributions level.

Merged into the current invoice transaction business flows, Invoice Lines support the representation of the goods or services as well as tax, freight, and other charges as lines with distributions tied to each line. Additional fields record attributes such as serial numbers and item descriptions.

This feature offers the ability for line level approval and matching between an invoice line and a purchase order shipment pay item, or receipt. Furthermore, it facilitates the capture and transfer of additional, pertinent information to and from Oracle Projects and Oracle Assets.





Do the enhanced asset tracking features require re-evaluation of asset tracking policies?



Practice 5 Overview: Matching to Purchase Order



• Matching to Purchase Order


Refer to Practice - Matching to Purchase Order [LAB4186Y]



Agenda

Agenda











Payment Requests Key Concepts


Payment Request

• A request for payment to Oracle Payables without requiring a supplier, purchase order or standard invoice– Oracle Loans: Loan Funding Disbursement

– Oracle Receivables: non-credit card Customer Refund Requests

Payee

• Designated party to which the payment will be made

• A payee can be a supplier, borrower, or customer


Payment Request: A request for payment without requiring a supplier, purchase order or standard invoice.

• In Release 12, Oracle Loans uses this feature for Loan Funding Disbursement and Oracle Receivables for non-credit card Refund Requests.

Payee: The party on the payment request to which payment will be made. This definition also applies to supplier invoices. The result is that the payee can be a supplier, borrower, or a customer.



Payment Requests Description

Payment Requests Description

Receivables

Loans

Payment Request

Account payables department approves

request

submits

If requires approval, PayablesLaunches Workflow

Payables applies holds, if necessary Pay

No approval required

Payment Requests

You can use Payables to disburse funds to a party (a payee) who is not defined as a trading partner in your supplier master. E-Business Suite products, such as Oracle Receivables and Oracle Loans, can submit disbursement requests to Payables, where you can disburse the funds and manage the payment process using the payment management features that are available in Payables. When a disbursement request is submitted to Payables, it is recorded as a payment request.

Using payment requests you can:

• Approve payment requests using the Invoice Approval Workflow

• Account for payment requests, through Payables' integration with Oracle Subledger Accounting

• Calculate and manage tax, through Payables' integration with Oracle E-Business Tax

• Pay and report on payment requests

You can submit a payment request from another application, for example, from Receivables to pay a customer for an On Account Credit Memo, or from Loans to disburse funds for a loan, and Payables will verify, account, tax, and approve the payment request. You can



track the progress of the payment request in the originating application. Once the payment request is approved, you can report and audit the payment request in Payables.

You can only submit a payment request from other applications; you cannot enter a payment request for a payee directly in Payables.

The payment request process is as follows:

1. Submit a request to disburse funds from another application, such as Receivables or Loans. Note that you cannot submit a payment request in Payables.

2. Payables automatically creates a payment request, in real-time.

3. Once the payment request is created, you can search for it just as you would search for an invoice. Enter Payment Request in the Type field and enter the payee name in the Trading Partner field. Note that because the payee is not a supplier, do not enter a Supplier Number.

4. If the payment request requires approval, use the Invoice Approval Workflow to approve payment requests.

5. Payables applies holds to the payment request if there are any exceptions.

6. Once the holds are released and the payment request is approved, it can be paid as a single payment or as part of a payment batch. Once the payment request is paid, your auditors can view the request to disburse funds in the originating application and the payment request in Payables.

Once you enter a payment request, you cannot delete the payment request or update the payment request fields. If necessary, you can cancel the payment request or void the payment, just as you would for an invoice. Payables notifies the originating application to respond to these actions.



Payment Requests Benefits


• Benefits for Payables managers– Ensures the Integrity of Supplier Master

— Do not complicate Supplier Master with non-supplier payees

– Provides Payables transparency— Provides visibility and control over items for payment

processing

• Benefits for other E-Business Suite products– Leverages the Payables product for all payment needs

– Leaves the required knowledge base in Payables without complicating your business model or employee structure

– Provides visibility into the current status


For Payables:

• Ensures that your Supplier Master stays clean.

• By centralizing disbursements requests for your company in Payables, it empowers the Payables Manager with visibility and control over the items selected for payment processing plus comprehensive liability and payment reporting.

Other E-Business Suite products:

• Can leverage what Payables already offers from an Oracle Financials product to the trained personnel on your Payables team.

• Have visibility to the current, detailed status of their request.



Payment Requests Process


Report

Oracle Receivables

E-Business Suite Product

Receipts

On Account Credit Memos

VerifyAccount

TaxApprove

Payables

Payment Request

Payment Request IDOracle Loans

Loans

Payment Request

PaymentPayment Request Status


The Receipts, Credit Memo’s and Loans are handled outside of Payables The Payment Request is submitted to Payables where Payables Verifies, Accounts, Taxes and Approves, depending on the requesting product’s requirements. During Payables processing the requesting products are kept up to date. Once any exceptions have been handled and the payment request is approved, Payment takes place, allowing reporting and auditing of the payment request process.



Oracle Receivables – Refund Example

Vision Corporation

Payables

ApprovePayment Manager

Manages items to be paid

Payment Transacted to Payee

Customer Receives Payment $5000.00

ABC Company

Purchases: 3 Copy Machines

Returns 1 Copy Machine for Refund

Vision Corporation Receivables

Manages Receivables Transactions for return

Initiates Payables Request $5000.00

View Status if needed

Vision Corporation

Ship

Return

Refund

Pay

Payment Request for $350,000

Payment Request for

$5000



Here is an example of the business processes surrounding a Refund Request from Oracle Receivables. ABC Company has purchased and paid for 3 Copy Machines. They then decide to return one and ask for a refund.

Within Vision Corporation, the Order Management system manages the return and submits a credit memo to Receivables. Vision Corporation’s Receivables staff verifies that the initial payment was made and that, due to the credit memo, they must initiate a Payment Request to their Payables Department.

Next, the Payment Request is submitted for approval, leveraging Oracle Payables Invoice Approval Workflow. The Payables staff may also manage any specific Payables’ attribute verification issues they may need for successful payment processing. Once the Payment Request is approved and there are no holds, the payment manager has control over all items to be paid including the Payment Request. Once paid, the customer receives the refund.

Note: The Vision Corporation Receivables Analyst can view the Refund Status Window at any time.



Funds Disbursement Process- Loans

Payment Manager

Visibility to all Payables’ Liabilities

Manages items to be paid

Reports to Upper Management


IGNF Foods

Requests a Loan for350,000 from Vision Loans

Vision Loans

Application Processing

Risk Management

Approvals

Fund

Vision Loans Payables

Payment Request

for $350,000

Loan Funded

Sends Borrower Payment


IGNF Foods requests a loan from Vision Loans for $350,000. The loan agent handles the Application Processing, Manage Risk, and follows through with the necessary approvals for the loan. Once the loan is approved, the loan agent can request that the loan be funded, which immediately creates a payment request to Payables. The payment manager has visibility into the payable liabilities, and manages the items to be paid, and has the information available to provide key updates to upper management as needed. If there are no holds, the payment request is paid to the borrower and the loan considered funded. Oracle Loans has its own approval process and does not require Payables invoice approval. Also, tax calculation is not required for loan disbursements.



Payment Request – Additional Payables Actions


Void

Oracle Receivables

E-Business Suite Product

Receipts

On Account Credit Memos Cancel

Payables

Payment Request Cancelled

Oracle Loans

Loans

Payment Request

PaymentPayment Voided


Payables users may need to void the payment and cancel the payment request.



Payment Requests: Synchronizing Between Products


• Payables provides the ability for requesting E-Business Suite products to respond to actions taken on the payment request. These actions include:– Canceling the payment request

– Voiding the payment

• To ensure that the Payment Request details remain the in sync between Payables and the requesting E-Business Suite product, Payables prevents:– Deletion the Payment Request

– Update to many fields


Payables provides the ability for requesting E-Business Suite products to respond to actions taken on the Payment Request. These actions include:

• Canceling the payment request and/or

• Voiding the payment

Payables also prevents deletion of the payment request and any update to many fields.



Payment Requests Reporting


Includes Payment Requests for forecasting cash needs

Cash Requirement Report

Modified to include Payment Requests in revaluating balances

Open Items Revaluation Report

Expanded to include Payment Requests on Hold

Invoice On Hold Report

Expanded to include Payment Requests by sequential voucher number

Invoice Audit Listing By Voucher Number

Modified to show payment requests in the approval workflow process

Invoice Approval Status Report

Includes Payment Requests in Aging Report

Invoice Aging Report

ChangeReport Name


The reports shown have been updated to include Payment Requests providing the needed visibility to all your payable liabilities.



Payment Requests Optional Setup


Oracle Payments Oracle PaymentsApprovals

Management

Payment Method Controls

Payment Method Defaulting Rules

Payment Instruction and Report Formats

Payment Attribute Validations

Payment Process Profiles

Disbursement Options

Payables Options:Enable Invoice Approval Workflow

Approval RulesAP Invoice Approval



• Navigation: (N) Setup: Options > Payables Options : (T) Approval

For Payables or Payments, there is no specific setup to utilize the Payment Requests feature, however these are some setups that you can do that will add value to your Payment Request Business Flows.



Payment Requests Miscellaneous Set up


• Document Sequencing - Payment Request Category

• Payables and Financial Options


If the Sequential Numbering profile is set to Partially Used or Always Used, Payables defaults the “Payment Request” Document Category to the payment request. Ensure that you have assigned a sequence to the document category.

Depending on the extent of information provided by the E-Business Suite product submitting the Payment Request, Payables may default attributes from the Payables and Financials Options setups. These attributes include: Liability GL Account, Payment Terms, Pay Group, and Terms Date Basis.





Interactions with:

• Oracle Payables & Payments

• Oracle XML Publisher

• Oracle Approvals Management / Workflow (Optional)

• Oracle Loans; Oracle Receivables


The Payment Requests feature interacts with the other eBusiness Suite products shown.



Agenda

Agenda











Payment Method Controls and Enhanced Payment Information


• Enhanced Payment Method Controls

• Expanded Payment Attribute Availability and Defaulting

• Configurable Payment Attribute Validation

• Extensive Format and Reporting Capabilities


Enhanced Payment Method Controls allow users to control the availability of payment methods by Legal Entity, Operating Unit, Transaction Type, and Foreign or Domestic Currency and Locations.

Invoices now include additional payment attributes that can default from the payee or be entered directly by Payables users on the invoice.

To further compliment the attribute availability, you can configure attribute validation for items on the invoice and payee to ensure seamless payment processing or in-house check printing and add data integrity to your reports.

We have provided extensive format and reporting capabilities giving you the ability to meet your remittance and payment report needs by leveraging XML Publisher.



Key Concepts

Key Concepts

• Document Payable: A document to be paid by the deploying company (Payer)

• Payee: The person or organization that is being paid

• Payment Process Request: The process of requesting the payment processing for a group of invoices

• Payment Instruction: Formatted payment information that is either transmitted to a financial institution for payment or used in-house to print check documents

Key Concepts

• Document Payable: A scheduled payment on the invoices in Oracle Payables.

• Payee: The person or organization that will be paid. For example, the supplier, employee, borrower, or even the customer to whom the payment is made out to.

• Payment Process Request: A way to group invoices for payment, then request payment processing for those invoices. This may sometimes be referred to as Payment Batches or Pay Runs.

• Payment Instruction: The formatted payment information that is either transmitted to a financial institution for payment or used in-house to print check documents.



Key Concepts

Key Concepts

• Payment Process Profile: Usage and grouping rules, bank assignments, payment instructions and reporting, and connectivity for electronic filing

• Oracle Payments: E-Business Suite module leveraged to group invoices into payments, create instructions, and print or communicate with the bank

Key Concepts


• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Payment Process Profiles

Each Payment Profile controls:

• When the profile is used based on lists of operating units, payment methods, banks, and currencies

• How the documents should be grouped into payments

• How the payments should be grouped into payment instructions

• Which formats should the payment instructions and reports use

• Which transmission protocol should be used to transmit the payment file

Oracle Payments

Oracle Payments is an E-Business Suite module Payables uses to group invoices into payments, create instructions, and print or communicate with the bank.



Key Concepts

Key Concepts

• Payment Method: Document payable attribute that indicates how the payer is going to make the payment

• The Payment Method, Banking Relationships, and Reporting Requirements drive Payment Method -Based Payment Processing including: – Payment attribute validations executed on the invoice to

catch errors early

– Payment attribute validation at payment time based on your processing choices to catch errors before they go out the door

– Data rich payment instructions and reporting

Key Concepts

Payment Method is an attribute on the document payable that indicates how the payer is going to make the payment. However, it is also the basis for determining what payment choices to offer and, based on payment instruction and reporting needs, the payment attributes required to make that process successful.



Evaluate Payment Choices – Reporting and Payment Instruction Requirements


Banking Relationships

Vision Operations

Payment Method Choices

Attributes to communicate to bank


When evaluating payment method policies, first look at the payment method choices your banks offer and the information they require.






Vision Operations

Reporting Requirements

Legal EntityOperating UnitTransaction TypeForeign or Domestic CurrencyForeign or Domestic LocationReporting Requirements




Next, evaluate your internal organization and business processes. You have the ability to control the availability of payment methods based on:

• Legal Entity

• Operating Unit

• Transaction Types such as customer refunds verses supplier payments

• Foreign or Domestic Currencies

• Foreign or Domestic Locations

Also evaluate any reporting needs to understand what is required based on the payment method and perhaps other indicators such as foreign or domestic.






Vision Operations


Payee Relationship

Legal EntityOperating UnitTransaction TypeForeign or Domestic CurrencyForeign or Domestic LocationReporting Requirements

Payee PreferencesPayment Reconciliation to Open Debt




Determine if you will allow payee’s to have their own payment method preferences. For example, you may offer employee expense reports to be paid using the preferred payment method of the employee but for supplier invoices for a particular operating unit, you expect checks to be printed only.

Evaluate other preferences you may offer such as payment delivery options, bank charge bearer, and settlement priority. Evaluate what information your payee’s may require to successfully apply your payments to their open receivables.





Invoice

Payment


Vision Operations

Payment Method Policy

Payee Payment Attributes

Payment Processing Configuration

Reporting Information and Styles


Payee Relationship

Payment Information


Based on your evaluation:

1. Define your payment method policy including usage rules and your payee payment preferences control.

2. Enter other payment related attributes for your Payees.

3. Review the formatting requirements for printing in-house checks or transmitting electronic instructions. Create Payment Process Profiles to bring the Reporting Requirements, Banking Relationships, and Payee needs together when processing your Payments.



Enhanced Payment Method Controls Description


• Users can create new Payment Methods as needed

• A Policy can be defined for the Payment Method usage based on:– Oracle Application

– Legal Entity

– Operating Unit

– Transaction Type

– Foreign or Domestic Currency

– Foreign or Domestic Location


With this feature, payment methods expand from the simple lookup for check, EFT and WIRE to a controlled policy based on offerings by your bank, your internal organization and business processes, and any reporting you may need internally or externally to government offices or suppliers.



Enhanced Payment Method Controls Benefits


• Provide the ability to set up multiple Payment Methods to meet specific business requirements

• Controlled availability of Payment Methods


This feature provides the ability to configure your own Payment Method policies as and when you need providing flexibility, adaptability and controlled availability.



Enhanced Payment Method Controls Process – Enter Payables Document

Enhanced Payment Method Controls Process –Enter Payables Document

• iSupplier Portal• Import

Supplier

Payables Analyst

Employee: Decentralized Invoice Entry

• Payables Requests

• Quick Invoice• Invoice Workbench• Recurring Invoices

• Pay On Receipt Import• Payment Requests• Expense Reports


There are many ways to create invoices in Payables whether your supplier is sending an EDI or XML file or entering it via Oracle iSupplier Portal, your Payables’ analysts are entering them, or they are imported from another Oracle E-Business Suite application. Your payment method controls will be followed based on key elements on the invoice itself. These include:

• The E-Business Suite Application

• Operating Unit

• Legal Entity

• Type

• Trading Partner

• Supplier Site

• Invoice Currency

• Functional Currency

Note that all Invoice Types are considered as having the Payables Document Payment Processing Transaction Type with the exception of Expense Reports and Payment Requests. The Product will always be Payables with the exception of Payment Requests where we process on behalf of the calling product such as Oracle Loans and Receivables.




Enhanced Payment Method Controls Process –Enter Payables Document

• Payment Method defaults based on your configuration.

• The attributes on invoices meet requirements to default the payment method via the Defaulting Rules.

• The Disbursement System Options allow for the Payee’s default to override.

• You can define a default payment method for the Supplier Site (for example, “Check”)

• If you need to override the default, the List of Values displays the Payment Methods that meetthe Usage Rules defined for the Payment

Methods.



Expanded Payment Attribute Availability and Defaulting - Definition

Expanded Payment Attribute Availability and Defaulting - Definition

Payment attributes are items on the document payable that play a role in:

• Successful payment processing of a document payable

• Reporting requirements

• Payee payment and remittance

Expanded Payment Attribute Availability and Defaulting – Definition

Payment Attributes are items on the document payable that play a role in:

• The successful payment processing of a document payable

• Meeting requirements for internal reporting

• Payee payment and remittance



Expanded Payment Attribute Availability and Defaulting Description

Expanded Payment Attribute Availability and Defaulting Description

• Global Descriptive Flexfields (GDFs) for payment and remittance processing are now available as fields on the invoice

• Payee Payment Processing Preferences for Defaulting

• Bills Payable (Promissory Notes, Future Dated Payments) defined for the Payee

Expanded Payment Attribute Availability and Defaulting - Description

In previous releases of Oracle Payables, many of the payment attributes were part of localizations and involved defining Global Descriptive Flex Fields on the Supplier Site, Supplier Bank Account, or on the Invoice. Many of these attributes have been shifted to specific fields within Payables.

You can assign payment processing values to the Payee such as payment and remittance advice delivery instructions.

The payment processing attributes can also be used with a payment method marked for Bills Payable when creating payments with a future maturity date.



Expanded Payment Attribute Availability and Defaulting - Benefits

Expanded Payment Attribute Availability and Defaulting - Benefits

• Enhance supplier/payee relationships

• Minimize data entry

• Facilitate payee’s reconciliation of payments and open debts

• Satisfy reporting requirements

Expanded Payment Attribute Availability and Defaulting – Benefits

The benefits include the ability to:

• Enhance your supplier relationships by capturing and utilizing payee payment preferences.

• Minimize time consuming data-entry with Payment Attribute Defaulting.

• Payee’s reconciliation of payment and open debt is facilitated by unique remittance identifier and remittance messages.

• You can meet the reporting requirements of your country or company by utilizing payment attributes such as Payment Reason and Payment Reason Comments.



Expanded Payment Attribute Availability and Defaulting – Enter Payables Document



Supplier

Payables Analyst



• Quick Invoice• Invoice Workbench• Recurring Invoices

• Pay On Receipt Import• Payment Requests• Expense Reports


The payment attributes defined for the Payee default onto the invoices created in Payables no matter where the invoices are entered. As mentioned, Payment Attributes are pulled from the invoices being paid and the Payee during payment processing and reporting. Since there are so many ways for invoices to be entered, the defaulting of payment attributes lessens the data entry burden and risk of missing information.



Expanded Payment Attribute Availability and Defaulting - Payment Attributes Defaulting


• For Payables users, the Invoice Workbench is accessed through the folder form technology.

• The Payment Method, Remit To Bank Account Number and Name, and Remittance Messages are used to default to the Scheduled Payments.

• Users can enter the Unique Remittance Identifier and Check Digit per invoice and Remittance Messages per scheduled payment.


• For Payables users, the Invoice Workbench is accessed through the folder form technology; you can tailor the UI for updating defaulted values or entering them.

• The Payment Method, Remit To Bank Account Number and Name, and Remittance Messages do appear on the Invoice Header, however, these are used to default to the Scheduled Payments.

- The Payment Method Defaults from Defaulting Rules or Payee

• Users can enter the Unique Remittance Identifier and Check Digit per invoice and Remittance Messages per scheduled payment which can be used to help suppliers reconcile the payments with their open receivables if provided on the remittance advice.

• Payment Attributes default from Supplier Payment Details setup.



Expanded Payment Attribute Availability and Defaulting - UI

Expanded Payment Attribute Availability and Defaulting - UI

• Quick Invoices: The Quick Invoices UI also has the same capabilities as Payment Attributes Defaulting

• Payment Attributes for Recurring Invoices default under the Payment Tab. The Payment Tab values are transferred to the subsequent invoices that are created.

Expanded Payment Attribute Availability and Defaulting – UI


• Navigation: Invoices : Entry > Quick Invoices



Practice 6 Overview: Entering Quick Invoices



• Entering Quick Invoices


Refer to Practice - Entering Quick Invoices [LAB4187Y]



Configurable Payment Attribute Validation Description


• Enhanced Invoice Entry Validation – Configure validation on the Payment Method to meet your

business needs

– Analyze and resolve validation issues upfront at invoice-entry time

• Enhanced Payment Processing Validation– Configure validation on the Payment Format and

Payment Process Profile to meet your business needs

– Payment Manager can analyze and resolve validation exceptions or Automatically remove the Invoices to resolve issues while keeping payment processing streamlined


Enhanced Invoice Entry verification is achieved by specifying validations on the Payment Method. Any issues will result in invoices being put on Scheduled Payment holds. This gives Payables personnel the ability to analyze and resolve validation failures at invoice-entry time.

Enhanced Payment Processing validation is achieved by specifying validations on the Payment Instruction Format assigned to the Payment Process Profile.

The Payables staff member that manages the payment process can specify what they would like to happen to the pay run if validation exceptions for invoice attributes or payment attributes are found during payment processing, then resolve those issues.



Configurable Payment Attribute Validation Benefits


• Increased Payment Process Efficiency - On time Payments

• Reduce Problem/Resolution Costs– Reduce Check Stock Waste

– Catch Errors before send the file to the bank


• Both upstream Invoice Entry and downstream Payment Processing validations increase payment process efficiency by notifying users of problems at key processing points.

• The flexible validation model reduces the effort and cost required to resolve problems and to catch issues before there is wasted check stock or fees charged by your bank.



Configurable Payment Attribute Validation Invoice: Scheduled Payment Holds


Find and resolve payment related issues upfront during Invoice entry: Payment Method Validation

• General Tab: Scheduled Payment Holds

• Scheduled Payments Tab: Hold Details


Example: A Payables analyst enters an invoice for the supplier “Universal Paper Company”, and the Payment Method “Payables Direct Deposit” defaults.

• The Payment Method definition can have a validation that requires the Payment Reason entry. However, if the Supplier setup does not have the value for Payment Reason, it will not default on the invoice.

• If the Payables analyst forgets to choose a value from the list of values, when the invoice is saved, it is put on Scheduled Payment Hold with the Hold Reason “Payment reason is required”

• The user must resolve the issue and remove the hold.



Configurable Payment Attribute Validation Invoice: Invoice on Hold Report


• The Invoice on Hold report is a tool to identify and analyze all the invoice holds including scheduled payment holds.

• The Invoices on Hold Report lists:– Payment schedule holds for payment method validation

– Invoice entry status

– Imported invoice status


• This report can be used to help catch errors from Payables data entry or for Imported Invoices.

• Operating Unit, Hold Name, Trading Partner, Entered Date range, Due or Discount date range are some of the parameters you can enter to select invoices.



Practice 7 Overview: Running Hold Reports



• Running Hold Reports


Refer to: Practice - Running Hold Reports [LAB4188Y]



Configurable Payment Attribute Validation Payment: Payment Processing Choices


• During the payment process, determine what should happen if validation errors occur.

• Separately, determine how you would like payment level validation issues to be handled.

• The Payment Template User Interface is used when scheduling Payment Process Requests and can be used when submitting an “on demand” pay run allowing you to override the template value when you submit.



• Navigation: Payments : Entry > Payments Manager > (T) Templates > (B) Create

During the payment process, determine what should happen if validation errors occur. The first choice is if there are document validation errors. There are four options here:

• Stop the Process For Review allowing you to review the issue and determine if you can correct it or would like to manually remove the invoices with issues.

• Reject Only Documents with errors – this will allow invoices that do not have errors to continue in the payment process.

• Reject All Documents for the Payee when a document fails – this will reject all the documents for the Payee as soon as one invoice fails letting the invoices for other Payees that did not fail validation continue in the payment process.

• Reject all the Documents in the Payment Process Request, in which case, the payment process will stop and the payment process request will be cancelled.



Separately, determine how you would like payment level validation issues to be handled.

• Stop the Process For Review allowing you to review the issue and determine if you can correct it or would like to manually remove the invoices with issues.

• Reject Only the Payments with errors allowing others to continue.

• Reject all Payments in the payment process request, where, just as in the document case, the entire payment process request will be stopped and cancelled.

One thing to note here is a special case when Payment Time Withholding is enabled – due to withholding thresholds, if validation errors occur, Payables will automatically stop the payment process and cancel the payment process request.



Practice 8 Overview: Create a Payment Process Request Template



• Creating a Payment Process Request Template


Refer to: Practice - Creating a Payment Process Request Template [LAB4189Y]





• The Payables Payment Manager Home Page displays Payment Process Requests that Require Actions, including validation errors

• The Pending Actions area displays payment process requests with validation errors

• Based on the Payment Process Request Status, you are directed to the correct UI to manage the action by clicking on the Start Action icon


Should validation errors occur, the results are shown directly on the Payment Manager Home Page. The Pending Actions area displays payment process requests with validation errors where the user chooses to Stop the Process for Review. Based on the Payment Process Request Status, you are directed to the correct UI to manage the action by clicking on the Start Action icon.





Use the Payables Payment Process Requests Tab to display rejected or manually removed scheduled payments (invoices.) In addition, you can:

• View the last 10 Payment Process Requests, which are automatically displayed

• Show Request Details to see payment instruction details

• Search/ See Current Status

• Navigate directly to the Action Page if Required

• Cancel Requests



• Navigation: Payments Manager > (T) Payment Process Requests

Navigate to the Payables Payment Process Requests Page to create, monitor, and query payment requests.



Practice 9 Overview: Creating a Payment Process Request



• Creating a Payment Process Request


Refer to: Practice - Creating a Payment Process Request [LAB418AY]



Expanded Payment Attribute Availability Payment Instruction Formats and Reporting - Benefits

Expanded Payment Attribute Availability Payment Instruction Formats and Reporting - Benefits

• Reduce Reaction Time to Changing Banking Relationships - Flexible, Adaptable Payment Instruction Formats

• Facilitate Payee’s reconciliation of payments and open debts

• Satisfy Reporting Requirements

Expanded Payment Attribute Availability Payment Instructions Formats and Reporting - Benefits

The benefits include:

• Reducing the reaction time to changing banking relationships with easily configurable payment instruction formats

• Have the flexibility to provide Payee’s with the information they can best use to apply payments to open receivables.

• Manage the reporting requirements of your country or company and easily adapt to changing requirements.



Expanded Payment Attribute Availability Payment Instruction Formats and Reporting


Access the following setup pages from the Payment Administrator page:

• XML Publisher Format Templates

• Formats

• Payment Process ProfilesXML Publisher

Templates

Formats




• Navigation: Setup:Payment > Payment Administrator > Shared Setup > Formats

The first step is to manage the XML Publisher items where you can create and register formatting templates and assign data extracts to payment instructions and reports. Choose the Go To Task Icon for XML Publisher Format Templates.



Payment Instruction Formats and Reporting XML Publisher Templates


• The Payment Instruction Register Template includes the Unique Remittance Identifier

• To create a different report layout or include different data elements, create your new version and register it via this XML Publisher page

XML PublisherTemplates

Formats




• Navigation: Setup:Payment > Payment Administrator > Shared Setup > Formats > Search area

Search on the “Payments” application and Funds Disbursement data types to view “out of the box” templates. To view the template layout, drill down from the Name link, then click on Download.



Payment Instruction Formats & Reporting XML Publisher Templates



Formats



This example is a template used to send an electronic file to the bank. Obviously a more technical version of a layout, however, you will see payment attributes available such as Payment Reason, Payment Reason Comments, Bank Charge Bearer, and Settlement Priority. XML Publisher allows you to manage changes or new templates easily and quickly, even for layouts that are following the electronic media spec for your bank or payment processing system.





• The Formats page ties the XML Publisher Template to the Payment Disbursement Remittance Formats and Reports.

• There are many types of formats available:– Payment Instructions

– Payment Instruction Accompanying Letter

– Positive Pay File

– Regulatory Reporting

– Payment Instruction Register

– Separate Remittance Advice, which can later be assigned to the Payment ProcessProfile


Formats



You can also tie payment attribute validations to the Payment Instructions that will be used during the payment processing.



Formats & Reporting Payment Process


• Specify Usage Rules: Payment Methods ties the Payment Method to Payment Process Profiles

• The Payment Process Profile is where you tie in your list of Payment Methods that can use this profile.


Formats







Formats and Reporting Payment Process


• Specify Payment Creation Grouping Rules on the Payment Creation tab

• Optionally Group by Document Payment Attributes

• The payment attributes on your invoices can be used as grouping rules when “building or assembling” each payment– This may be required to meet your bank’s

format needs or for your reports


Formats




• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Payment Process Profiles > (B) Create > (T) Payment Creation

Note that the tab does not appear until after you have saved the profile and chosen (B) Save and Add Details.





Use the Payment Process Profiles screen to specify Payment Instruction Grouping Rules, including by Payment Attributes such as:

• Payment Reason

• Bills Payable Payment Methods


Formats




• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Payment Process Profiles > (B) Create > (T) Payment Instruction Creation (Note that the tab does not appear until after you have saved the profile and chosen (B) Save and Add Details)

On the Payment Instruction Creation tab, you follow-up with rules on how the built payments should be grouped into Payment Instructions. In other words, one Payment Process Request can result in more than one Payment Instruction file but note that each payment instruction will be formatted.





• The Payment Instruction Format is assigned on the Payment Instruction Format tab

• You can assign:– The Payment Instruction

– Accompanying Letter format


Formats




• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Payment Process Profiles > (B) Create > (T) Payment Instruction Format

Note that the tab does not appear until after you have saved the profile and chosen (B) Save and Add Details





Use the Reporting Tab to assign the formats for the:

• Payment Instruction Register

• Positive Pay File

• Separate Remittance Advice


Formats




• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Payment Process Profiles > (B) Create > (T) Reporting

Note that the tab does not appear until after you have saved the profile and chosen (B) Save and Add Details



Setup Payment Method Controls and Enhanced Payment

Setup Payment Method Controls and Enhanced Payment

• Configurable Payment Attribute Validation– View available validations

– Payment methods

– Payment process format

– Payment process profile

• Expanded Payment Method – Instruction formats and reporting

– Controls

– Defaulting



Configurable Payment Attribute Validation Setup


• View Validations– Payment Method

– Payment Instruction Format

– Payment Process Profile

Payment Method

Payment InstructionFormat

SETUP

Payment Process Profile



• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Payment Methods (H) Validations

Payment Instruction Formats are used to assign the output format but also where you associate validations to be evaluated during payment processing. Then to the Payment Process Profile where the payment method and payment instruction format are defined together to be used at payment time.

You can View preconfigured Validation Options – it is not a setup step, however, you can evaluate what is available to you.



Configurable Payment Attribute Validation Setup Consideration


When determining how to configure Payment Attribute Validation, consider the Three Models:

• One Method, One Payment Process Profile (one Payment Instruction Format – one set of reports)

• One Method, Many Payment Process Profiles (each with one Payment Instruction Format – one set of reports)

• Many Methods, One Payment Process Profile (one Payment Instruction Format – one set of reports)


On the previous slide, the steps are sequential. However when considering your payment method and formatting definitions, evaluate all three together. There are three models you can consider.

• The first is One Payment Method to One Payment Process Profile – in other words, one payment method – one payment instruction format and one set of reports. In this case, you can determine how much validation you would like up front on your invoices or later at payment time equally based on your Payables’ staffing.

• The second model, “One Payment Method to many Payment Process Profiles” , needs to be reviewed based on the collective Payment Instruction and reporting needs. This model means that the actual Payment Process Profile will not be determined until payment time. Based on the differences between the “back end” formats, you can determine just how much can be validated upfront on the invoices.

• The third model is “Many Payment Methods to One Payment Process Profile”. In this model, you can again determine how much validation you would like upfront on your invoices or later at payment time equally based on your Payables’ staffing since you can assign format validation per payment method.

All setup options for validation are available via the Payment Administrator menu.



Configurable Payment Attribute Validation Setup: View Available Validations

Configurable Payment Attribute ValidationSetup: View Available Validations

• Validations can be assigned to Payment Methods and Payment Instruction Formats.

• Validation Points indicate when the validation can occur and controls the list of values on Payment Methods and Formats.

• Validation Points are:– Document

– Payment

– Payment Instruction


Payment Method

Payment Format

Configurable Payment Attribute Validation Setup: View Available Validations


• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Payment Methods > (H) Validations >(B) Go in Search area

Payment Methods may be assigned Document level validations and Document, Payment, & Payment Instruction validations may be assigned to the Payment Instruction Format.

There are many country specific validations that are considered Pre-defined validations, then there are Rule based validations that allow you to configure the meaning when it comes to defining Payment Methods and Formats.



Configurable Payment Attribute Validation Setup – Payment Methods


Direct Deposit Payment Method

• In the validations area, assign pre-defined validations or configure your own.

• When configuring your own validations, choose a Field Name from the list of values.

• Based on the field name, assign a validation name. – For example, you can specify that the

Payee’s bank account is required and can be only integers and that a Payment Reason is required. Payment Process

Profile

Payment Method

Payment Format


In the validations area, assign pre-defined validations or configure your own. When configuring your own, choose a Field Name from the list of values. Based on the field name, assign a validation name. For example, you can specify that the Payee’s bank account is required and can be only integers and that a Payment Reason is required.

Ensure the Integrity of your Reporting and Formatting by Verifying Information upfront on the Invoice.



Configurable Payment Attribute Validation Setup: Payment Process Format


Payment Instruction Formats:

• Pre-defined Validations for your use

• User-defined Validations provide flexibility

• Optionally Use User-defined Validations to Supplement Pre-defined Validations


Payment Method

Payment Format


Assign or configure your validations to be used at Payment Time for your Payment Instructions. Since Payment Instructions can include many payment methods, optionally assign the payment time validations per payment method. Include pre-defined or user–defined validations or supplement pre-defined validations with your own user-defined options.



Configurable Payment Attribute Validation Setup: Payment Process Profile


Payment Process Profiles include:

• The type of processing (electronic or in-house printing)

• Use controls based on a list of payment methods, bank accounts, first party legal entities, and currencies

• Payment instruction and reporting formats

• Payment system configuration

• Payment creation rules


Payment Method

Payment Format




Each Payment Process Profile is a cornerstone for your payment instruction and reporting needs for the documents that will be paid using it. A Profile includes the type of processing (electronic or in-house printing), use controls based on a list of payment methods, bank accounts, first party legal entities, and currencies. It also contains payment system configuration and payment creation rules.

• Specify Usage Rules: Payment Methods

• Tie the Payment Method to the Payment Process Profiles

• Each single payment or Pay Run must have a Payment Process Profile.



Expanded Payment Attribute Availability Payment Instruction Formats and Reporting Setup


• Use “Out of the Box” Payment Instruction Formats and Reports or Configure XML Templates

• Assign to your Payment Process Profiles

XML Publisher Templates

Payment Formats


SETUP


Release 12 leverages XML Publisher for layouts and report types such as text or PDF. The XML Publisher Templates are then assigned to Formats for payment instructions and reports. The formats are assigned to your Payment Process Profiles.



Enhanced Payment Method Controls Setup


• Define Payment Methods

• Define Payment Method Defaulting Rules

• Specify Payment Method defaulting mechanism

• Assign Payment Methods to the Payee

Payee Payment Method Assignment

SETUP

Payment MethodDefaulting Rules

Payment Methods

Disbursement System Options



• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Payment Methods

There are seeded items already provided for your use, so all setup steps shown are optional.

• Payment Methods. There are some payment methods automatically available. These include Check, EFT, and Wire. You can update these payment methods or enter new payment methods to meet your demands.

• Payment Method Defaulting Rule. These let you create a set of rules to default Payment Methods centrally, based on something other than individual payees.

• Disbursement System Options. These allow you to specify whether the Payment Methods should default from Defaulting Rules only or take the default payment method from the Payee. Disbursement Options can be defined at the enterprise level, legal entity, business group or for specific Operating Units.

• Payee Preferences. Controls assigned to an individual payee. Since you can create defaulting rules centrally, assigning Payment Methods to individual payees is optional.



Expanded Payment Attribute Availability and Defaulting - Setup

Expanded Payment Attribute Availability and Defaulting - Setup

• Define Delivery Channels, Payment Reasons, and Bank Instruction Codes

• Define Payee Payment Attributes

• Tailor Invoice Entry UI with Oracle Folder Forms

Delivery Channels, Payment Reasons,

Bank Instruction Codes

Payee Payment Attributes

SETUP

Folders

Expanded Payment Attribute Availability and Defaulting – Setup


• Navigation: Setup : Payment > Payment Administrator > Funds Disbursement Setup > Codes

The first set of setups include the Delivery Channels, Payment Reason, and Bank Instruction Codes. These provide a list of values for your Payee definition and in the document payable.

Next define the attributes on the Payee – these are used for defaulting purposes during invoice entry and import or during payment processing.

Tailor the Payables Invoice Workbench or Quick Invoices forms using Oracle Folder Form technology if desired. Predetermine the folders or let users tailor the look to meet their individual data entry style or task.





• Oracle Payables & Payments

• XML Publisher


This feature has been provided by Oracle Payables in partnership with Oracle Payments, a new module provided with Oracle Financials. XML Publisher, another module available with Oracle Financials, is leveraged for the solution formats.



Agenda

Agenda











Self Assessed Tax Description

Self Assessed Tax Description

• Self assessed taxes are taxes which need to be reported but are not a liability to the supplier

• The purchaser is responsible for calculating and remitting the tax

Self-Assed Tax - Description

Self Assessed tax differs from regular taxes in one way: as a purchaser, you are responsible for reporting and paying the tax and the supplier is not.

This was also known as USE TAX in previous releases.

For example: You receive an invoice for $1000 which is due to be paid to the supplier. Tax A for 10% was not charged on the invoice however, as the purchaser, you recognize that you are responsible to pay tax A. You would self-assess Tax A for the $100 and include it in your filings to the corresponding tax authority.



Self Assessed Tax Features


• Predefined or manual determination of Self Assessed Tax

• Determine recoverable & non-recoverable portions of self assessed tax amounts

• Reporting and accounting for Self Assessed Tax amounts

• Reporting and accounting for Self Assessed Tax Liabilities


• The flexibility to have self assessed tax automatically assessed (based on tax setup) or to manually mark the calculated tax as self assessed during invoice entry.

• An ability to have recoverable and non-recoverable portions of self assessed tax amounts based on your invoice details.

• The ability to report and account detailed recoverable and non-recoverable self assessed tax AND the corresponding Self Assessed Tax Liabilities when the transaction is accounted.



Self Assessed Tax Benefits


• Improved Fiscal Discipline– Maintain an audit trail for the tax amounts and the

invoices they tie to

– More granular and accurate accounting

• Improved Operational Excellence– Reduced propensity for human error


Improved Fiscal Discipline

• Automatic reporting and accrual helps maintain an audit trail for the tax amounts and the invoices they tie to.

• Separate liability accounts for self assessed taxes translate to more granular and accurate accounting.

Improved Operational Excellence

• By automating previously manual processes and providing functionality available during invoice entry, the propensity for human error or delayed information is reduced.



Self Assessed Tax Predetermined Process


Payables Invoice E-Business Tax

Invoice Header

Tax Engine

Configuration

Invoice Lines

Non Recoverable tax

Recoverable Tax

X.XX

Self Assessed Liabilities

X.XX X.XX

Tax SummaryTax (Self

Assessed)

Invoice details

Stored Accounting Information



• During Invoice Entry, Validation, and Import, Payables gathers information known as “tax drivers’ entered on the invoice header and lines and passes that information to the new E-Business Tax module.

• Based on these tax drivers and additional information derived by E-Business Tax such as the supplier’s party tax profile and buyer’s and supplier’s tax registrations, the engine determines if any self assessed tax is applicable to the invoice.

• The self assessed tax will be passed back to Payables along with the recoverable and non-recoverable tax amounts and the General Ledger Accounts for the recoverable tax and self assessed liability.

• Payables displays the self assessed tax amount in a column on the Invoice header in the Invoice Workbench. Payables will also derive the accounts for the non-recoverable portion of the self assessed tax then store all accounts to be used later when the invoice is accounted.

• When the Invoice is Accounted, the self assessed tax and corresponding self assessed tax liabilities will be accounted along with the rest of the invoice.



Self Assessed Tax Process – 1. Predetermined


• Set up

• Invoice

• Tax calculation

• Accounting

• Reporting

Report

Set up

Invoice

Calculate tax

Account


Predetermined self assessed tax calculation example: (That is, cases where self assessed taxes are calculated by the application automatically). This will include setup, invoicing, tax calculation, accounting, and reporting.



Self Assessed Tax: Predetermined Process – Invoice Entry

Self Assessed Tax: Predetermined Process –Invoice Entry

• Use the Payables’ Invoice Workbench to enter invoice header and lines information

• Many tax drivers default onto the transaction, however, Payables users can also update or enter these values

• The lines region displays some of the new columns added to help derive tax, including: – Ship To location

– Product Type

– Primary Intended Use

– Business Category

– Product Fiscal Classification

Report

Set up

Invoice

Calculate tax

Account



• Navigation: Invoices : Entry > Invoices



Self Assessed Tax: Predetermined Process – Calculate Tax

Self Assessed Tax: Predetermined Process –Calculate Tax

• To view the calculated tax, click the “Calculate Tax” button on the Lines tab

• The E-Business Tax Service engine calculates tax based on it’s configuration, including determining if the tax should be selfassessed

Report

Set up

Invoice

Calculate tax

Account



• Navigation: Invoices : Entry > Invoices > (T) Lines > (B) Calculate Tax



Self Assessed Tax: Predetermined Process – Calculate Tax Example


Report

Set up

Invoice

Calculate tax

Account

Vision Invoice

Invoice Amount = $1000

Self Assessed Tax Amount = $50

Suppliers Invoice

Subtotal = $1000

Tax = $0

Total = $1000


Here we see the self assessed tax amount returned by E-Business Tax ($50.00). We also see that this has no impact on the supplier’s invoice details. The tax for the Supplier’s invoice is $0 and the amount due to the supplier is $1000.




Self Assessed Tax: Predetermined Process –Calculate Tax

On the Lines tab, you can click the Tax Details button to view tax details such as:

• Tax Regime Code

• Tax

• Jurisdiction

• Tax Status

• Rate Name

• Rate

• Tax Amount

• Whether the tax is self assessed

Report

Set up

Invoice

Calculate tax

Account


The Tax Lines Summary window provides further information about the summarized tax.



Self Assessed Tax Process – Account


• After validating and accounting the invoice, view the accounting by choosing Reports – View Accounting from the menu bar

• Personalize the View to meet your needs

• Leverage Subledger Accounting to tailor journal & journal line descriptions and account derivation rules

Report

Set up

Invoice

Calculate tax

Account






• You can customize what is displayed on the Subledger Journal Entry Lines page

• You can also configure Subledger Accounting for account derivation and journal & journal line descriptions

• Self assessed rows are not shown in the Invoice Workbench Distributions Window because they are not represented on the supplier’s invoice

Report

Set up

Invoice

Calculate tax

Account



Self Assessed Tax Setup – Reporting Choices


Subledger Accounting:

• Provides reports for your accounting activity

• Reports use XML Publisher, giving you the flexibility to configure the layout and report type at any time

• Reports include:– Account Analysis Report

– Open Account Balance Listing report

• Gives you flexibility to configure:– XML Publisher Report Layout

– XML Publisher Report Type

Report

Set up

Invoice

Calculate tax

Account


Subledger Accounting provides many reports for your accounting activity including your self assessed tax liability. These reports use XML Publisher, giving you the flexibility to configure the layout and report type at any time.

Report types include Account Analysis Report and the Open Account Balance Listing report. The Open Account Balance Listing report is primarily used for the Payables Liability, however, you can leverage it for any account you would like to have for transactional and accounting detailed data. There are two configurable portions to the Open Account Balance Listing report: the XML Publisher Layout and the Definition.





• To create a definition for the Open Account Balance Listing report , navigate to the Setup – Subledger Accounting – Open Accounting Balances Listing Definitions– You can optionally create a definition for

yourself assessed tax liability account

• You have the flexibility to configure OpenAccount Balances Listing: Report Definition

Report

Set up

Invoice

Calculate tax

Account



• Navigation: Setup : Accounting Setups : Subledger Accounting Setup > Open Account Balances Listing Definitions



Self Assessed Tax Process – Report


Account Analysis Report

Open Account Balance Listing Report

Report

Set up

Invoice

Calculate tax

Account


Here are two examples of the reports, each using a configured XML Template.



Self Assessed Tax Manual Determination Process


Payables Invoice E-Business Tax

Invoice Header

Tax Engine

Configuration

Invoice Lines

Non Recoverable tax

Recoverable Tax

X.XX

Self Assessed Liabilities

X.XX X.XX

Tax Summary

Invoice details

Stored Accounting Information

Tax (Self Assessed)

Tax (Payable to Supplier)



• This slide illustrates the process for an invoice where the calculated tax returned by the E-Business Tax engine is expected to be paid to the supplier and the Payables’ user updates the it as Self Assessed instead.

• Just like the first example, Payables gathers tax drivers entered on the invoice header and lines and passes that information to the E-Business Tax module.

• Based on these tax drivers and additional information derived by E-Business Tax, the engine calculates the tax that is expected to be paid to the supplier (in other words: Non-self assessed taxes)

• From the Tax Summary Window, the Payables user marks the tax as self assessed. E-Business Tax updates their records and returns the tax details to Payables.

• Payables stores the GL Accounts, displays the self assessed tax amount in a column on the Invoice header and the validated invoice is ready for accounting.



Self Assessed Tax Process – 2. Manual Determination


• Set Up

• Invoice

• Tax Calculation

• Manual Tax Update

• Accounting and Accrual

• Reporting

Report

Set up

Invoice

Calculate tax

Account

Manual Update


The flexibility to manually mark tax as self assessed, if allowed by your tax department, can be done when the circumstances arise. The Accounting and Reporting are the same as our previous example so that won’t be covered again.



Self Assessed Tax: Manual Determination Set Up - E-Business Tax Controls

Self Assessed Tax: Manual Determination Set Up - E-Business Tax Controls

• You can set Configuration Owner Tax Options

• Tax Managers determine if they would like to allow tax to be updated or not. The “Allow Override for Calculated Tax Lines” can be set for the configuration owner and application event class or on a particular Tax

• Other Controls and Defaults you set include:– Allow Override and Entry of Inclusive Tax

Lines

– Allow Entry of Manual Tax Lines

– Allow Mass Creation of Jurisdictions

Report

Set up

Invoice

Calculate tax

Account

Manual Update



Self Assessed Tax: Manual Determination Process – Invoice Entry


• Use the Payables’ Invoice Workbench to enter invoice header and lines information

• Many tax drivers default onto the transaction, however, Payables users can also update or enter these values

• The lines region displays some of the new columns added to help derive tax, including: – Ship To location

– Product Type

– Primary Intended Use

– Business Category

– Product Fiscal Classification Report

Set up

Invoice

Calculate tax

Account

Manual Update


This step is the same process for the Payables Analyst in the first example where the invoice header and line details are entered.



Self Assessed Tax: Manual Determination Process – Calculate Tax

Self Assessed Tax: Manual Determination Process – Calculate Tax

• To view the calculated tax immediately, click the “Calculate Tax” button on the Lines tab

• The E-Business Tax Service engine calculates tax based on it’s configuration

Report

Set up

Invoice

Calculate tax

Account

Manual Update



Self Assessed Tax: Manual Determination Process – Calculate Tax Example


Report

Set up

Invoice

Calculate tax

Account

Manual Update

Invoice Header


Tax Amount = $50

Suppliers Invoice

(Line 1) Item Type= $1000

(Line 2) Tax Type = $50

Total Gross = $1050

Total Net = $1050

Tax = $0

Total = $1000

Supplier’s Tax initially calculated for $50. Invoice lines do not total the Invoice

header amount


In this example, E-Business Tax has returned a $50.00 tax summary line; that is, the calculated tax was not automatically set as self assessed. The total tax has been “classified” as the tax we are expecting to pay the supplier on the invoice header. Note that the Invoice Amount is only for $1,000.00. In other words, the supplier’s invoice did not include the $50.00 tax.





Report

Set up

Invoice

Calculate tax

Account

Manual Update

Invoice Header


Self Assessed Tax Amount = $50

Suppliers Invoice

(Line 1) Item Type= $1000

Total Gross = $1000

Total Net = $1000


The Tax Lines Summary window (accessed by clicking the Tax Details button) displays further information about the summarized tax. For example, you can determine if the calculated tax has been marked as self assessed tax.

You can mark the tax row as self assessed by checking the corresponding checkbox and clicking the [OK] button.

In this example, we have selected the Self Assessed Tax option. Now we see that the header level view of the total tax displays the $50.00 as self assessed, and the $50.00 tax line has been removed.

Note: The Account and Report flows are the same as covered in the first example, and are not repeated here.



Setup Self Asessed Tax

Setup Self Asessed Tax

• First party tax

• Supplier party tax



Self Assessed Tax: Predetermined Set Up First Party, Party Tax Profile

Self Assessed Tax: Predetermined Set Up First Party, Party Tax Profile

You have the flexibility to configure First Party Establishments for Self Assessed Taxes at the following levels:

• Registration, Regime

• Registration, Regime, Tax

• Registration, Regime, Tax, Tax Jurisdiction

Report

Set up

Invoice

Calculate tax

Account

Self Assessed Tax: Predetermined Set Up – First Party, Party Tax Profile

To enable the application to automatically assess self assessed taxes for the First Party or for certain Third Party Suppliers, you need to first set up the Party Tax Profile. The Party Tax Profile is party specific, tax related information that can be associated to 1st and 3rd parties. It includes information such as defaults, tax registrations, classifications and tax reporting codes.

Using the Tax Managers responsibility, navigate to the Parties, Party Tax Profiles page. Search based on the Party Type of First Party Legal Establishment and the desired party name.

You have the flexibility to configure First Party Establishments for Self Assessed Taxes at the following levels based on your needs:

• Registration, Regime

• Registration, Regime, Tax

• Registration, Regime, Tax, Tax Jurisdiction





• Enable Self Assessment on the Party Tax Profiles tab

• By checking the Set for Self Assessment/Reverse Charge option at a particular level, E-Business Tax returns applicable taxes for supplier invoices that fall within the level– For example, if you enable this option at the

Registration – Regime level, all invoices to be taxed within that regime will be considered Self Assessed tax

Report

Set up

Invoice

Calculate tax

Account



• Navigation: Setup : Tax > E-Business Tax Home > Create Party Tax Profiles



Self Assessed Tax: Predetermined Set Up – Supplier Party Tax Profile

Self Assessed Tax: Predetermined Set Up –Supplier Party Tax Profile

You can also set up a particular supplier’s Party Tax Profile by doing either of the following:

• Use the Tax Managers responsibility to query a Third Party

• Navigate to the Tax Details page from the Supplier (Entry) pages from the Payables Responsibility

Report

Set up

Invoice

Calculate tax

Account

Self Assessed Tax: Predetermined Set Up – Supplier Party Tax Profile

The difference between the previous slide and this, is that if set up as shown here, self assessed taxes will only be assessed for this supplier according to the level it is set:

• Registration, Regime level

• Registration, Regime, Tax level

• Registration, Regime, Tax, Tax Jurisdiction level





Common Module Dependency:

• E-Business Tax– The e Business Tax engine is responsible for calculating

tax amounts applicable to invoices

– Also assists in automatically identifying taxes as self assessed and allows setting options for manual determination

Common Module Interaction:

• Subledger Accounting– Subledger Accounting is not specific to this

feature but a general tool to configure accounting entries and to provide accounting reports to meet your needs


E-Business Tax is a common module available with Oracle Financial Applications.

• The E-Business Tax engine is responsible for calculating tax amounts applicable to invoices.

• It also assists in automatically identifying taxes as self assessed and allows setting options for manual determination.

Subledger Accounting is also a common module available with Oracle Financial Applications.

• Subledger Accounting is not specific to this feature but a general tool to configure accounting entries and to provide accounting reports to meet your needs.



Agenda

Agenda











Oracle Payables For Complex Contract Terms


• An integrated solution to automate acquisition of complex services from Source through Payment.

• Complex Service Contracts are characterized by:– High dollar value projects

– Long lead time delivery schedules

– Progress payments based on work completion

– Advances and progress based financing options

– Retainage options

• Commodities / Industries of Interest– Professional Services

– Engineering and Construction

– Aerospace and Defense


These contracts tend to have high dollar values, often running into several millions of dollars. They also tend to be long lead time contracts, sometimes extending over multiple years. They include payment terms characterized by progress payments, financing with advances or based on completed work, and may provide for retainage options. The area of target for this release are fixed-priced contracts which include lump sum, rate based, and milestone driven progress.



Oracle Payables for Complex Contract Terms Benefits


• Strengthened financial discipline and corporate governance– Ensuring billing compliance with the terms negotiated on

the contract

– Automating retainage and financing recoupment

– Verifying invoices fall within tolerance policies

– Providing workflow approval processing, history, and controls

• Improved visibility into business, financial, and compliance performance – Real-time update of the purchase order,

adherence to budgetary controls, accounting and tax reporting provide transparency


We are continuing our efforts to reduce the cost of compliance for such corporate governance rulings as Sarbanes-Oxley and similar rulings found in other geographic areas. By automating retainage and financing recoupment, tolerance checking, and self billing options for approved work, there is less to worry about when auditing these functions. Workflow processing for approval and holds resolution provide a means of representing your processing procedures in the Payables application. Again, an auditing win particularly with complete approval and holds resolution history visible from the Invoice Workbench.

Real-time update of the purchase order, adherence to budgetary controls through funds checking and encumbrance accounting, accounting and tax reporting provide important business intelligence and transparency into your business.

Automating many items in the invoice area also reduces the cost of invoice processing and the opportunity for errors which may result in overpaying your suppliers.



Complex Contract Terms Key Concepts


• Progress Payment Schedule– Represents a schedule of services and work with

associated payments

• Progress Payments– Payments for progress made on a Progress Payment

Schedule

• Pay Item– Refers to a specific work/service component of the

Progress Payment Schedule, and its associated payment amount


• A Progress Payment Schedule is an industry term that represents a schedule of services and work components required to complete a complex services contract. Each of these service components is typically associated with payments. Specifically in the Construction Industry, the Progress Payment Schedule is also referred to as the Schedule of Values.

• Progress Payments are payments released for work partially or fully completed on a Progress Payment Schedule.

• Pay Items refers to a specific work or service component of the Progress Payment Schedule. It describes the work or service that needs to be completed, and the payment amount associated with that work or service. So a Progress Payment Schedule basically consists of several pay items. Pay Items can be of different types – they can be based on rate of work or service being delivered, or based on a lump sum amount for a service, or they can even be based on a event or milestone on the contract





• Progress Payment Rate– Used on Cost Reimbursement Contract. Represents the

rate at which costs incurred by the Contractor are reimbursed

• Contract Financing– Typically used in Public Sector Contracts. Contract

financing is paid based on work performed or cost to date. If the contractually specified performance or cost milestones are met, financing is given to aid in the completion of subsequent work


• Progress Payment Rate - a payment term used on cost reimbursement contracts. On these contracts progress payments released to the Contractor are based on the costs incurred by the contractor during the execution of the contract. The progress payment rate is used on these contracts to compute the reimbursement amount based on the cost incurred by a contractor. The Progress Payment Rate is usually negotiated between the Buying Organization and the Contractor.

• Financing is often used on Public Sector Contracts. Contract financing is paid based on work performed or cost to date. If the contractually specified performance or cost milestones are met, financing is given to aid in the completion of subsequent work prior to the delivery of the contract line item.



Oracle Procurement to Payables: High Level Business Flow


Request for Service

Advance Payment

TrackProgress

ProcessPayment

Author Contract

Source

Requests for Services can originate from multiple sources:

– Facilities Manager

– Project Manager

– Field Engineer

– Architect

Requests for Services can originate from multiple sources:

– Facilities Manager

– Project Manager

– Field Engineer

– Architect


In order to fully understand the story for Oracle Payables, we’ll first talk about the high-level business flow for the procurement of complex services.

Procurement for complex services often starts off from a request for services, and this can originate from one of several sources – Project Managers in charge of a construction project, engineers in the field, or even architects.





Request for Service

Advance Payment

TrackProgress

ProcessPayment

Author Contract

Source

Invite Suppliers to Sourcing Event

Negotiate with Suppliers on:

– Complex Payment Terms

– Progress Payment Schedule

– Clauses & Deliverables

Invite Suppliers to Sourcing Event

Negotiate with Suppliers on:

– Complex Payment Terms

– Progress Payment Schedule

– Clauses & Deliverables


If the Service Requests have high dollar values, and involve services that require longer lead times to be fulfilled, buying organizations can determine that fulfilling the request will need sourcing and negotiation activity. The sourcing event and negotiation include determining the complex payment requirements.





Request for Service

Advance Payment

TrackProgress

ProcessPayment

Author Contract

Source

– Award Contract to best Supplier

– Supplier and Contracting Officersign off on Contract

– Award Contract to best Supplier

– Supplier and Contracting Officersign off on Contract


Once negotiation is complete, the best party is awarded the contract. The complex payment terms and the progress payment schedule now become a part of the contract and the contract is now ready for execution.





Request for Service

Advance Payment

TrackProgress

ProcessPayment

Author Contract

Source

– Supplier requests the advance if provided for on the contract

– The advance amount is paid tothe supplier

– Supplier requests the advance if provided for on the contract

– The advance amount is paid tothe supplier


If there are provisions on the contract for advance financing, the supplier can request payment before work starts.





Request for Service

Advance Payment

TrackProgress

ProcessPayment

Author Contract

Source

– Contractor reports progress

– Progress is certified by Facilities Manager, and/or Project Manager

– Contractor reports progress

– Progress is certified by Facilities Manager, and/or Project Manager


The contractor now performs work on the progress payment schedule and periodically reports progress and requests payment either in the form of a Work Confirmation or an Invoice. These documents state the amount of work completed on different components of the progress payment schedule, and usually need to be approved by designated individuals like Engineers, Project Managers or Architects on the client’s side before any payment can be released.

Once the work confirmation is approved, the contract is updated with the progress made. If the work is accrued, this information is also updated on the Project which allows the Project Manager to view actuals and commitments for this specific portion of work along with the rest of the work against the Project.





Request for Service

Advance Payment

TrackProgress

ProcessPayment

Author Contract

Source– Contractor submits Invoice for Progress

Payments and Contract Financing

– Retainage is applied

– Financing is recouped

– Payment is released

– Contractor submits Invoice for Progress Payments and Contract Financing

– Retainage is applied

– Financing is recouped

– Payment is released


Once an invoice is received or generated, the Complex Payment Terms specified on the contract are used to calculate the payment due to the contractor. Previous financing payments, if any, can be recouped, and applicable retainage can be withheld before a payment is made to the contractor.

Alternatively, if the contractor’s invoice is for contract financing payments, these can be released and tracked as such on the contract so that they can be recouped subsequently from invoices for services deliveries.



Integrated Products: High Level Business Flow


Negotiate

TrackProgress

Invoice /Payments

Budget /Deliverables

Request for Services

RetainageRelease

CostCollection

OracleProjects

Procurement for Complex

Services

Control

Advanced Procurement

Oracle Payables


This slide shows the products that are integrated to form the complex services procurement solution – Oracle Projects, Oracle Payables, and Oracle Advanced Procurement which includes Oracle iProcurement, Oracle Sourcing, Oracle iSupplier Portal, and Oracle Procurement Contracts. All these products integrate seamlessly to provide a complete solution.

Oracle Projects can be used to manage the overall Project, it’s Tasks, as well as monitor the commitments and actuals throughout the complex procurement cycle along side other project costs and work progress. Service Requests can be created from the deliverables of the individual tasks, and in Oracle Sourcing these can be negotiated, sourced and awarded to a Contract in Oracle Purchasing. Oracle Purchasing and Oracle iSupplier Portal provide the capability to specify complex payment terms, execute on the contract, and report and track progress against the Progress Payment Schedule. Oracle Payables provides the functionality to record invoices using the complex payment terms and process payments for the contract.



Oracle e-Business Tax Setup: Tax Configuration


Prepayment Application Tax Handling

• Prepayment Application Tax Treatment: Select Recalculate or Prorate option for the Applied Amount Handling field


If you do plan on taxing the Advance or Contract Financing Prepayment and want to “reverse” the tax when you recoup, you can then determine your recoupment tax treatment: either recalculate based on today’s rates or prorate the prepaid tax based on the recoupment amount.



Business Flow: Payables Distinction


Request for Service

TrackProgress ERS

Author Contract

Source

Procurement Process

Advance Payment

ProcessPayment

Payables Process


This slide represents the same flow discussed earlier but from the different perspective of providing a distinction between the Procurement processing and the Payables processing.



Contract Delivery Invoicing


Request for Service

TrackProgress ERS

Author Contract

Source

Procurement Process

Advance Payment

ProcessPayment

Payables Process


Supplier

Payables Analyst



• Quick Invoice• Invoice Workbench

Pay on receipt import


Delivery invoices can be submitted using same entry points covered previously including self billing with the Pay On Receipt feature.

The delivery invoice will also have the financing automatically recouped.



Invoice Workbench: Contract Delivery Invoices



When viewing distributions, tailor the columns using the folder window to create a view that meet your requirements. This slide shows the Prepayment Number to illustrate the different prepayment invoices that are now recouped on this invoice.



Oracle Payables: Ensure Billing Compliance


• Ensuring billing compliance with the terms negotiated on the contract– Automating retainage and financing recoupment

– Real-time update of the purchase order

• Ensuring billing compliance when comparing billed verses planned– Holds resolution process to manage issues when they

does not

– Verifying invoices fall within your tolerance policies


We have already covered how Payables adapts to the type contract being billed against and automates retainage and recoupment. We noted that the PO is always updated immediately when billing activity occurs enabling real time information. We will now touch upon managing tolerances and holds.



Oracle Payables: Tolerances and Holds


Services Tolerance Template

• Payables uses the combination of PO Line Type and Pay Item Line Type to determine which tolerance template to use.

• Fixed Price Services: Lump Sum Pay Items = Amount Based Tolerance Checking

• Fixed Price Services: Rate Based Pay Items = Quantity Based Tolerance Checking


• Fixed Price Services: Lump Sum Pay Items = Amount Based Tolerance Checking

- For Fixed Price PO lines, use the Services template assigned to the supplier site when the Pay Items are Lump Sum.

• Fixed Price Services: Rate Based Pay Items = Quantity Based Tolerance Checking

- For Fixed Price PO lines, use the Goods template assigned to the supplier site when the Pay Items are Rate based. While the template is called Goods, it represents Quantity Based matches.





Milestone Pay Items have Zero Tolerance

• Quantity Based – Quantity must be a whole quantity –Price and Amount exact

• Amount Based – Amount must be exact


Milestone Pay Items are unique. They represent a specific point in the contract and any tolerance is not acceptable. In other words, milestone pay items are not compared with a tolerance template.

• Payables will place a Milestone hold for Goods if the price and amount are not exact or if the quantity billed is over the quantity ordered. The bill cannot be for a partial quantity such as .5. Payables will allow for less, whole quantities to be billed, however, the price and amount must be exact or a hold will be placed.

• For Fixed Price Services, the amount must be exact – anything less or more will have a hold placed.



Oracle Payables: Holds Notification Options


Holds Resolution Workflow

• This feature enables you to release any hold that can be manually released.

• You can:– Enable Hold Notification per Hold

– Set Notify and Reminder Days

– Add instructions to appear on the workflow notification

• Includes two options:– Release the hold

– Acknowledge the issue


• Payables has introduced a new Holds Resolution Workflow in R12. This feature enables you to release any hold that can be manually released.

• The Notify After days allows a period of time to see if the hold on the invoice resolves itself. For example, a Quantity Received hold may resolve itself when a receipt is recorded.

• The workflow notification includes two options – release the hold; acknowledge the issue.

• By choosing acknowledge, the person being notified is expected to take some action such as enter a change to the PO for a Price hold. The Remind After Days will send a reminder to this person if the hold is still on the invoice after they first acknowledged the issue.

• The Hold Instructions entered here will appear on the notification to provide instructions to the person being notified.

• This history of any actions that are done through this workflow are updated and available for viewing from Payables’ Invoice Workbench, Tools.



Practices 10 and 11 Overview: Placing and Releasing Holds



• Place a Hold on an Invoice

• Practice - Release Holds


Refer to Practice - Place a Hold on an Invoice [LAB418DY]

Refer to Practice - Practice - Release Holds [LAB418EY]





• Strengthening financial discipline and corporate governance while reducing compliance costs by:– Ensuring billing compliance with the terms negotiated on

the contract

– Automating retainage and financing recoupment

– Verifying invoices fall within your tolerance policies

– Providing workflow approval processing, history, and controls

• Improved Transparency into your business, financial, and compliance performance – Real-time update of the purchase order,

adherence to budgetary controls, accounting and tax reporting provide transparency


Reduce the cost of compliance for such corporate governance rulings as Sarbanes-Oxley and similar rulings found in other geographic areas. By automating retainage and financing recoupment, tolerance checking, and self billing options for approved work, there is less to worry about when auditing these functions. Workflow processing for approval and holds resolution provide a means of representing your processing procedures in the Payables application. Again, an auditing win particularly with complete approval and holds resolution history visible from the Invoice Workbench.

Real-time update of the purchase order, adherence to budgetary controls through funds checking and encumbrance accounting, accounting and tax reporting provide important business intelligence and transparency into your business.

Automating many items in the invoice area also reduces the cost of invoice processing and the opportunity for errors which may result in overpaying your suppliers.

Suppliers, Project Managers, Spend Managers, Buyers, Auditors, Accounting and Tax Staff, Payables Analysts and Payables Managers, stock holders and executive management are some of the key stakeholders who will benefit from streamlined processes, reduced costs for purchases and projects, minimized risks, and seamless collaboration.



Oracle Procurement to Payables: Setup Overview


Approval Rules

Tax Configuration

Set key profile options

Supplier Attributes

Document Style

Payables Options

Invoice Tolerance Templates

Change Order

Tolerances

Financial Options

E-Business TaxApprovals

ManagementPayables

SystemAdministrator

Purchasing


The setup for this solution set falls into 5 main areas:

1. System Administrator: Profile Options

2. Purchasing: includes Document Styles which are required and Change Order Tolerances

3. Payables: has some options in Payables Options and invoice tolerance policies. Payables requires a setup in Financial Options and both Purchasing and Payables have items when defining the supplier

4. Oracle Approval Management Module approval rules allow configurability for approving work confirmations, invoices, and resolving invoice holds

5. Oracle e-Business Tax Module offers solutions for your global tax needs.



Oracle Procurement Setup


• Profile Option: POR: Amount Based Services Line Type = Fixed Price Services– Responsibility: Purchasing

– Navigation: Setup:Purchasing > Document Styles

• The Purchase Order Document style defines the basic document rules of the Complex Work Purchase Order

• You can setup specific document styles for the purchase of goods and have a separate document style for the purchase of services


• Responsibility: Purchasing

• Navigation: Setup:Purchasing > Document Styles

The profile option POR: Amount Based Services Line Type specifies how services are to be quantified and ordered on the transaction document. In order to use the Complex Services functionality, the value for this profile option should be set to ‘Fixed Price Services’, which means that services will be ordered as an amount. You can find this setup via the System Administrator responsibility under System Profiles.

The Purchase Order Document style is key. It defines the basic document rules of the Complex Work Purchase Order. A Document Style builds additional functionality on the Document Type and provides the user the flexibility to tailor purchasing transaction documents like Orders and Agreements by exposing or suppressing specific features such as line types and complex payment term details.

Document Styles allow control regarding which commodities are purchased on the order. You can setup specific document styles for the purchase of goods and have a separate document style for the purchase of services.



Styles also allow flexibility to use Progress Payments, Contract Financing and Advances, and Retainage on a contract.

There is also a checkbox that allows the Progress Payment Schedule to be treated as Contract Financing. This feature allows every payment released for work performed on the progress payment schedule to be treated as a financing payment that can be recouped from payments for deliveries on the contract.



Payables Setup: Financial Options


• Setting up Retainage Account for the Operating Unit.– Responsibility: Payables

– Navigation: Setup:Options > Financial Options

• You can define one retainage account for the Operating Unit

• The retainage distribution account on the invoice is used in the seeded accounting setup in Subledger Accounting.



• Navigation: Setup:Options > Financial Options

You can define one retainage account for the Operating Unit which Payables uses to record the distribution account on progress invoices and subsequent retainage release invoices for funds withheld from suppliers doing business with the organization. The retainage distribution account on the invoice is used in the seeded accounting setup in Subledger Accounting.

Historically the prepayment account entered here would default to the supplier site and be used when creating prepayments for the supplier. However, the new Advances and Contract Financing prepayments introduced with this solution will use the distribution account on the Purchase Order and not the supplier site.

If you plan on using encumbrance – review the Encumbrance options for Purchasing in the Encumbrance tab. For Payables, Encumbrance options are defined in Subledger Accounting.



Payables Setup – Payables Options


• Payables Option settings– Responsibility: Payables

– Navigation: Setup:Options > Payables Options

• Payables Option settings are not specific to this feature, however you may want to evaluate the Approval, Invoice, and Account tab options

• Use the Payables Options window to enable Payables Invoice Approval



• Navigation: Setup:Options > Payables Options

Use the Payables Options window to enable Payables Invoice Approval. This is used in conjunction with the Approval Management setup, discussed later in this presentation.

• Invoices Tab: Note the settlement days in particular. Settlement days provide you with an option to consider payment clearing days when recouping your prepayments. For example, even though you have approved and paid a prepayment advance, you may want to add additional settlement days before the advance can be recouped.

• Accounting Tab, the prepayment account setting is only used as a Subledger account derivation rule – in other words, you will see this option used when you View Accounting.



Payables Setup: Invoice Tolerances


• Global Tolerance Policies Set up

• New “Service” type provides central control over tolerance policies for both Goods and Services

• You can define both percentage–based and amount–based tolerances

• You can define many tolerance templates for goods or services and then assign the most appropriate templates to the supplier sites



• Navigation: Setup:Options > Payables Options > (T) Invoice

Use the Invoice Tolerances Template, Service Type to define the matching tolerances policy for variances between the amount being invoiced and the amount planned on the Services Procurement Contract or the work to date represented by the approved work confirmations. You can define both percentage–based and amount–based tolerances. While it states Services, this is really for all amount based matching. Define Goods Tolerance templates for quantity based purchases. You can define many tolerance templates for goods or services and then assign the most appropriate templates to the supplier sites. This allows you to manage your tolerances values centrally yet assign your policies at the trading partner location.



Shared Setup: Supplier Terms & Controls


Supplier Terms & Control Set Up

• Tax Details: Tax registrations and options

• Receiving: Match Approval Level

• Purchasing: Self Billing Settings

• Invoice Management: Match Option, Retainage Rate



• Navigation: Supply Base > Suppliers

Set up suppliers in the Suppliers page to record information about individuals and companies from whom you purchase goods and services.

Tax registrations and profiles are defined for the supplier and the buying Organization can specify Payables accounting defaults, the Invoice Match Option, Match Approval Level, and Retainage Rate to default on the purchase order, Self Billing options, and the Tolerance Templates just mentioned on the previous slide.



Oracle Approvals Management Setup Approval Rules

Oracle Approvals Management SetupApproval Rules

Approval Processing Setup

• Oracle Approvals Management is a common module that allows you to configure rules which determine approvers for business transactions or activities

• New Transaction Types in Release 12:– Work Confirmation transaction type

– Payables Holds Resolution transaction type

– Payables Invoice Approval transaction type

Oracle Approvals Management Setup: Approval Rules


• Navigation: Setup:Invoice > Approval Workflow

Oracle Approvals Management is a common module that provides users the ability to configure rules which determine the approvers within the enterprise for business transactions or activities. In other words, a software application representation of your approval policies. The Work Confirmation and Payables Holds Resolution transaction types are new in Release 12.

• The Work Confirmation transaction type allows rule configuration for determining the most appropriate person to evaluate, certify and approve the work confirmation. This could be a field engineer, a project manager or even an architect.

• The Payables Holds Resolution transaction type allows rule configuration for determining the most appropriate person to research and resolve invoice holds.

• The Payables Invoice Approval transaction type has been enhanced to support line level and document level approvals plus optional rules which allows you to forgo invoice approval if the invoice is matched to a purchase order.



Oracle eBusiness Tax Setup: Tax Configuration


• Standard Invoices:– Tax on Progress To-Date (Net of retainage)

– Tax on Final Delivery

• Prepayments– Tax on Advance (Yes or No)

– Tax on Progress Treated as Financing (Yes or No)

– Prepayment Application Tax Treatment

• Retainage Release:– Tax on retained amounts ready to be released

• First Party and Third Party Tax Profiles and Registrations



• Navigation: Setup:Tax > E-Business Tax Home

Oracle eBusiness Tax is a new infrastructure for tax knowledge management and delivery using a global system architecture that is configurable and scalable for adding country specific tax content. As the single point solution for managing transaction-based tax, Oracle e-Business Tax uniformly delivers tax services to all Oracle E-Business Suite business flows through one application interface.

Note that if you are already using Oracle in 11i – all tax setup will already be available for you when you upgrade to R12.

Standard invoices for progress and deliveries are taxed. You can configure how you would like prepayments and prepayment recoupment to be taxed. Retainage Release is taxed based on the original invoice's tax drivers.



Prepayments: Tax Configuration Example


1. Pick your Tax Regime & Tax

2. Create a Tax Rule for All Transactions

3. Add a Line Class condition: P2P Advance; P2P Contract Financing

4. Assign a Tax Rate for when the condition is True


To configure specific tax treatment for advances and contract financing, use the new features offered by Oracle e-Business tax based on their Regime to Rate flow. For example, you may want to tax Contract Financing prepayments but not Advances. In this case, you can create a tax rule which will look specifically for line classes of P2P Advance or P2P Contract Financing to assign a specific tax rate.



Practice 12 Overview: Setting Up US Sales Tax



• Creating a Tax Regime

• Creating a Tax

• Creating a Tax Status

• Creating a Tax Rate

• Creating a Tax Jurisdiction

• Set Tax Status as Default Status

• Ensure Tax Rate is Set as Default Rate

• Define Tax Rules

• Enable Tax for Transactions


Refer to Practice – Setting Up U Sales Tax [LAB3FEAY]



Practice 13 Overview: Entering an Invoice with US Sales Tax Lines



• Entering an Invoice with US Sales Tax Lines


Refer to: Practice - Entering an Invoice with US Sales Tax Lines [LAB418CY]





Required

• Payables

• Purchasing

• Services Procurement

• Supporting Modules: Workflow and Approvals Management

Optional Products

• Oracle Sourcing

• Oracle Procurement Contracts

• Oracle iSupplier Portal

• Oracle iProcurement

• Oracle Projects


Payables, Purchasing, and Services Procurement are required for this feature. With Payables, you will have Oracle Financials supporting modules including e-Business Tax and Subledger Accounting. Approvals Management is required to approve work confirmations and optional depending on if you will leverage Payables Invoice Approval feature – however using Payables Invoice Approval feature is recommended.

Additional Procurement and Projects products participated in this solution set and you can choose your product combination based on your needs.

• Oracle Sourcing (Optional)

- Negotiate with Suppliers on Payment Terms and Payment Schedule

• Oracle Procurement Contracts (Optional)

- Use Clauses & deliverables on Contract

• Oracle iSupplier Portal (Optional)

- Track execution of Contract

- Create & Submit Work Confirmation

- Create & Submit Invoices for Progress Payments, Advances & Financing



• Oracle iProcurement (Optional)

- Create Service Requests

• Oracle Projects (Optional)

- Create requisitions for complex work.

- Track commitments and actuals against other project work



Agenda

Agenda











Multi-Org Access Control in Payables Description


• Multi-Org Access Control (MOAC) enables cross organizational processing and reporting on Operating Units in subledgers.

• For example, you can select invoices across operating units for payment processing within a single pay run.

• A security profile determines a user’s set of accessible Operating Units.

• Enhanced Multi-Org Reporting

• Run several Payables reports at ledger or ledger set level


MOAC is an enhancement to the Multiple Organizations feature of Oracle Applications. MOAC allows a user to access data from one or many Operating Units while within a given responsibility. In prior releases, each responsibility was linked to one and only one Operating Unit.

Data security is maintained using security profiles that are defined for a list of operating units and determine the data access privileges for a user.

Multi-Org Access Control also provides a basis for use to expand the scope of some of our standard reports. Reports such as the Posted Payments Register now run for a ledger and include transaction data for all OUs that are part of that ledger.

• There is now an exposed OU field for all transactions and setup data that is not shared across operating units, like Payables Options.

• On data entry, OU will be derived by the system, when possible. For example, if a user enters a PO default invoice, the supplier site will determine the OU.

• A user can submit concurrent programs for all operating units or one operating unit. To submit a concurrent program for all operating units, leave the Operating Unit parameter



blank. Oracle Payables will process data for that user’s set of accessible Operating Units, as determined by their Multi-Org Security Profile, defined in Oracle HRMS.

• The following Payables reports can now be run across multiple OUs: Posted Invoice Register, Posted Payments Register, and the Open Account Balances Listing (formerly known as the Trial Balance). When a user submits one of these reports, they can select a ledger or ledger set in the Ledger/Ledger Set parameter. Oracle Payables will include data for all Operating Units for which the user has access, as determined by their Multi-Org Security Profile, belonging to that Ledger/Ledger Set. All other Payables Standard Reports now have an OU parameter that is mandatory and will set the context for that run of the report.





• MOAC allows users of a single responsibility to perform task in multiple operating units without having to switch responsibilities.

• Possible tasks include:– Invoice Processing

– Payment Processing

– Run Reports, such as Posted Invoice and Payment Registers, Open Account Balance Listing

– Run Concurrent Programs, such as Validation and Invoice Import

– Close Periods



Multi-Org Access Control in Payables Benefits


• Increase Efficiency– Shared Service Center employees can be more efficient

because they can process transactions for multiple Operating Units.

• Reduce Costs– Reporting costs are reduced since users can submit

standard reports for multiple OUs as well as submit certain reports that gather data from multiple OUs.

• Improve Timeliness and Accuracy of Information– MOAC adds to the timeliness and accuracy of

information by providing a consolidated view of data across Operating Units, eliminating the need for manual aggregation.


Multi-Org Access Control enables companies that have implemented a Shared Services operating model to efficiently process business transactions by allowing them to access, process, and report on data for an unlimited number of operating units within a single applications responsibility. This increases the productivity of Shared Service Centers, as users and processes no longer have to switch applications responsibilities when processing transactions for multiple operating units at a time.



Multi-Org Access Control Process

Multi-Org Access Control Process

OpenPayables setup form

orPayables transaction form

Enter data foroperating unit and

proceed to next task

PAYABLES PROCESS

Submit Concurrent Program Or

Standard Report

Applicationchecks

access privilege

Automated process

Multi-Org Access Control Setup and Process

The MOAC setup steps referenced above pertain to general Multi-Org Access Control setup, not specifically MOAC in Payables. Do this setup once and all applications will be setup for MOAC.

Payables Process includes:

• Setting up processing options, like Financials and Payables Options

• Entering transaction data like Invoices and Payments. Many setup items are not specific to an operating unit, like Payment Terms. You can define Payment Terms once then specify which particular Payment Term is the default for a given Operating Unit and Supplier Site in the new Suppliers Invoice Management form.



Multi-Org Access Control Process, Invoice Entry


• There is now an OU field on the Invoice Workbench

• Select an Operating Unit, or enter another field, such as PO or Supplier Site, from which the system will default the OU

• The application automatically provides the operating unit of new (uncommitted) invoices during entry.



• Navigation: Invoices:Entry > Invoices

On the Invoice Workbench, you can select an Operating Unit, or enter another field, such as PO or Supplier Site, from which the system will default an OU. Your list of available OUs is determined by your multi-org security profile defined in Oracle HR and associated to their responsibility through the MO Security Profile profile option.

The application automatically provides the operating unit of new (uncommitted) invoices during entry. The following are methods by which the operating unit is derived:

• Default Operating Unit from “MO: Default Operating Unit” Profile Option

• Default Operating Unit from Invoice Batch Header

- When entering invoice batches, users have the option of establishing a default operating unit for the invoices entered in the batch. This can be overridden at the invoice level as with any other value (Payment Method, for example) entered in the Invoice Batches window.

• Derive Operating Unit from Transaction Attributes



- Oracle Payables will derive the operating unit of an invoice based on certain user entered attributes. If the user chooses a PO (via PO Default or QuickMatch features) or supplier site when the Operating Unit field is empty, the Operating Unit corresponding to the selected value will be populated onto the invoice.

• Set Operating Unit from Single Operating Unit Security Profile

- When a user’s security profile contains only one operating unit, it can be said that the user’s operating unit context has been “set” to this operating unit. This value is automatically defaulted to all new invoices and it cannot be overridden.



Multi-Org Access Control Process, Payment Templates

Multi-Org Access Control Process, Payment Templates

• There is a new Payment Process Request Template

• Use to submit a “Payment Batch”

• Select invoices for payment regardless of their OU by selecting the All option in the Operating Units region.

• You also have the ability to specify a list of OUs.– As in the invoice workbench, the list of OUs you can

specify is determined by your security profile.



Multi-Org Access Control Process, Controlling Payables Periods

Multi-Org Access Control Process, Controlling Payables Periods

• On the Control Payables Periods form, with Multi-Org Access Control you can close periods for all Operating Units in a given Ledger.

• Each Payables accounting calendar is associated with one ledger and its accounting calendar, defined in GL.

• You can now access the Control Payables Periods window for all ledgers that correspond to the operating units that you have access to, as determined by your security profile.



Multi-Org Access Control Process, Submitting Concurrent Request


• There is a new OU parameter that you will when you submit a concurrent request in R12

• When submitting the Invoice Validation routine, if you leave the OU parameter null, the routine will process data for multiple operating units in a single run.

• Oracle Payables will process data for your set of accessible Operating Units, as determined by you Multi-Org Security Profile, defined in Oracle HRMS.


Details on Open Interface Import: Payables Open Interface Import is a concurrent process that validates and imports invoice records from external applications. Leave the OU parameter blank to have the system import any record having an org_id identifier and ignore those without it. Specify an operating unit to have the system import any records belonging to that operating unit, as well as any records having no org_id identifier, placing them in this operating unit.



Multi-Org Access Control Process, Submitting Standard Report

Multi-Org Access Control Process, Submitting Standard Report

• Submit the Payables Posted Invoice Register or Payables Posted Payments Register for a Ledger or Ledger Set.

• Oracle Payables includes data for all Operating Units that you have access to, as determined by your Multi-Org Security Profile, belonging to that Ledger/Ledger Set.

• All other Payables Standard Reports now have an OU parameter that is mandatory and will set the context for that run of the report.



Multi-Org Access Control Process, Open Account Balances Listing Report


• Trial Balance is known as the Open Account Balances Listing report

• It runs based on the Open Account Balances Listing Definition that you define

• You can define the Listing Definition at a Ledger or Ledger Set level


In Release 12, the Trial Balance is known as the Open Account Balances Listing report. It runs based on the Open Account Balances Listing Definition that you define then select as a parameter when you submit the Open Account Balances Listing report.

As a prerequisite, you must run the Open Account Balances Data Manager and select the Open Account Balances Listing Definition in the parameter labeled “Trial Balance Definition”. You can define the Listing Definition at a Ledger or Ledger Set level such that when you run the report, you can view open liability balances for all operating units belonging to a given ledger or ledgers within a ledger set.



Multi-Org Access Control Setup

Multi-Org Access Control Setup

Define security profile &assign operating units

Run Security List Maintenance

Assign security profile to

responsibility or user

GENERAL MOAC SETUP

Automated process

Multi-Org Access Control Setup and Process

The MOAC setup steps referenced above pertain to general Multi-Org Access Control setup, not specifically MOAC in Payables. Do this setup once and all applications will be setup for MOAC.

Payables Process includes:

• Setting up processing options, like Financials and Payables Options

• Entering transaction data like Invoices and Payments. Many setup items are not specific to an operating unit, like Payment Terms. You can define Payment Terms once then specify which particular Payment Term is the default for a given Operating Unit and Supplier Site in the new Suppliers Invoice Management form.



Multi-Org Access Control Payables Setup


Use the Payables Options form to set up:

• Payables Options

• Financials Options

• Supplier Sites – Payment Details

– Invoice Management

– Accounting Options

– Etc.

• Withholding

• Tax Codes and Details



• Navigation: Setup:Options > User Operating Unit Preferences

The Payables Options form is an example of one of the Payables setup forms that now requires you to specify an Operating Unit. You can select from a list of operating units for which you have access, as determined by your Multi-Org Security Profile. The other setup forms that require OU include:

• Financials Options

• Withholding Tax Codes and Details

• Supplier Sites





Integration with Procurement products may require setup and use.



Summary

Summary

In this topic, you should have learned how to:

• Describe and use the new features in Release 12 of Oracle Payables.

• Set up the new features in Release 12 of Oracle Payables.



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Documents

payables copyright oracle

accounts bank accounts

tax oracle payables

accounts banks

accounts payment banks

new user practice

new supplier ui

new features