payment batch

8/8/2019 Payment Batch

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Payments >Entry >Payment Manager

Overview:The Payments Manager, shown below, enables you to complete a pay run fromstart to finish by seamlessly navigating between Oracle Payables and OraclePayments. A pay run is the process by which a group of invoices is selected and

processed for payment.

The Payments Manager in Oracle Payables is a module comprised of the followingcomponents, which is used to create multiple payments:

Payments dashboard (home)

Templates

Payment Process Requests

Payment Instructions

Payments

Fig 4.2.1 Payment Manager

The Payments Manager enables you to perform the following payment actions:1. Create payment process request templates by specifying invoiceselection criteria.

2. Use templates to automatically select invoices to pay that meet thecriteria for payment.

3. Schedule pay runs.

4. Modify invoice selection and payment amounts.

5. Automatically submit invoices for processing and payment by schedulingpayment process requests.

6. Initiate payment instructions.

7. View the status of payments.


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8. Void or record stop payments.

Creating Payment Process Request Process

The figure below shows the six sub tabs of the Payment Process Requests tab thatis visible when you create a single payment request.

Fig 4.2.1 Payment Process Request

When a pay run uses a template, which is selected in the Use Temple field of thePayment Process Requests tab, most of the attributes are defaulted from thetemplate onto the payment process request, thus reducing data entry.

If you optionally configured the payment process request run to pause afterinvoice selection, you can review invoice selection, review the unselected invoices,add or remove documents payable if necessary, change invoice amounts, andreview cash requirements.

Once you finish reviewing the payment process request, you can click the Submitbutton to initiate the payment creation process. This action also generates theScheduled Payment Selection Report.

The payment process request completes with the status Information Required Pending Action if certain information required for the payment creation is missingon scheduled payments. Clicking the Start Action icon navigates you to theappropriate page where you can specify missing information for scheduledpayments.

Attention: If, you need to submit any adhoc in-house managers cheque payment resubmit the same. Else all the six payment process requests are scheduled and the einvoices will be waiting for the review.


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Scheduling Payment Process Requests

To schedule payment process requests, perform the following steps:

1. Navigate to the Payment Process Requests tab in the Payments Manager.

2. Click the Schedule Repeating Request button in the Payment Process Requestspage. The Schedule Request: Name page appears on the first page of a seven-node train for scheduling payment process requests.

3. In the Template Name field of the Schedule Request: Parameters page, select apayment process request template from the list of values for invoice selection.

4. Navigate through the remaining nodes and click Submit. Your payment processrequest is scheduled to run as you specified.

Fig 4.2.2 Invoices Pending Review

Reviewing Selected Invoices

The Payment Process Request: Selected Scheduled Payments page displays theinvoices that are selected for a pay run. This page is accessible by the user in thefollowing circumstance:

The payment process request option to pause processing for review afterscheduled payment selection was enabled in the Process Automation sub tab ofthe Templates tab when creating the payment process request template.

From the Payment Process Request: Selected Scheduled Payments page, you canperform the following actions with respect to the selected scheduled payments:

Review the total count of selected scheduled payments.

Review the amount remaining, discounts, payment amounts, and interestdue for each currency in the payment process request.


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Change the payment amount and/or discount amount if withholding is notyet calculated.

Add scheduled payments to or remove scheduled payments from theselection for the payment process request.

Modify discounts and payment amounts.

Drill down to the Invoice Details page.

Submit the payment process request to the next stage of paymentprocessing, save the scheduled payment selection for later, or terminatethe payment process request.

View all payment exchange rates for the payment process request. If anyscheduled payments require an invoice exchange rate type of User, youcan provide them.

This is a required step before submitting the payment process request.

Fig 4.2.3 Selected Scheduled Payments


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Removing Selected Invoices from the Payment Process Request

You can remove invoices from the payment process request. To remove invoicesfrom the scheduled payment process request, perform the following steps:

1. Select the applicable scheduled payment in the Payment Process Request:

Selected Scheduled Payments page and click the Remove from Request button.

2. To commit the removal of the records from the payment process request, clickthe submit button.

Fig 4.2.4 Removing Selected Invoices

Adding Invoices to the Payment Process Request

You can add invoices to the payment process request. To add invoices to thescheduled payment process request, perform the following steps:

1. In the Payment Process Request: Selected Scheduled Payments page, click theAdd Scheduled Payments button.

2. In the Search and Select: Add Scheduled Payments page that displays, choosethe search criteria for the documents payables from the list of values and click Go.

3. Select the payment to add and click Select. The added scheduled paymentappears in the Select Scheduled Payments region.

Building Payments

After you submit a payment process request, the Build Payments program groupsinvoices together to build payments. The Build Payments program validates thatthe invoices have all the information required for payment, groups invoices


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together into payments, assigns disbursement bank accounts and paymentprocess profiles to the payments, and then validates the payments.

Payment Instructions

A payment instruction is the information compiled from payments that are created

from one or more payment process requests that is formatted. After scheduledinvoices are grouped into payments, the Create Payment Instructions programpicks up these payments and, based on the definitions of the payment processprofile and bank account of each payment, formats the payments into paymentinstructions.

Attention: Except for the In-house Managers Cheques payment method that is used tdirectly with Oracle, for all the other payment methods Reviewing the selected invoicsubmitting the same is the final step to complete the payment in Oracle.

Printing Checks

You can query previously submitted printed payment instructions in the Searchregion of the Payment Instructions page on the Payment Instructions tab. When youcreated the printed payment instruction, if you specified No in the Print Now field, theprinted payment instruction status will be FormattedReady for Printing. In theSearch region of the Payment Instructions page, query on the FormattedReady forprinting status. Click the Take Action icon of the applicable printed paymentinstruction to navigate to the Print Payments Documents: Payment Instruction page. The default printer will be selected and click on Print button.

Fig 4.2.5 Printing Cheques

Recording Print Status of Pre-numbered Payment Documents

Since the actual printing of checks occurs outside of Oracle Applications, the systemhas no way of knowing the outcome of printing or reprinting payment documents.Instead, the Administrator must provide that information to the system in the RecordPrint Status page. This page allows the Administrator to update print statuses bymarking payment documents as Printed, Spoiled, or Skipped.


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To record the print status of pre-numbered payment documents, perform thefollowing steps:

1. Query the Submitted for printing status in the Status field of the Search region inthe Payment Instructions page within the Payment Instructions tab.

2. Click the Take Action icon of the applicable printed payment instruction to

navigate to the page containing details about the applicable payment instruction.

Fig 4.2.6 Recording Print Statuses

3. Click the Record Print Status button to navigate to the Record Print Status:Payment Instruction page.

4. In the Record Spoiled Payment Documents region, enter spoiled documents andclick the Update Print Status button.

5. In the Record Skipped Payment Documents region, enter skipped documents andclick the Update Print Status button.

Reprinting Payment Documents

The Reprint Payment Documents page allows Administrators to select paymentdocuments to reprint, and then to submit them for printing. The Administrator canchoose to reprint individual payment documents, ranges of payment documents, orthe complete payment instruction.


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Fig 4.2.7 Recording Print Statuses

Record Print Status

This is the last step in printed document payments. This is the final step to completepayment and the system will warn you to confirm the same before you complete thepayment.

Fig 4.2.8 Completed Payment


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4.3 Voiding a Payment

Overview:Void a payment by specifying a void date and reason causes Oracle Payables toreverse the payment.

Attention: A check should only be voided if it is in your physical possession or has bsuccessfully stopped by your bank.

To void a Payment

1. Navigate to the Payments tab in the Payments Manager.

2. Search for the payment you want to void and click the Void icon in theapplicable payment row on the Payments page. The Void Payment page appears.

3. Enter a reason for the voided payment and click Apply.

Fig 4.3.1 Voiding Payment

Fig 4.3.2 Voiding Payment


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4.4 Initiate Stop Payment

Overview:When the Payment Manager determines that a payment needs to be stopped, hecontacts the payer bank and requests a stop payment. He then records the stoppayment request in the Record Stop Payment Request page.

To Initiate Stop Payment

1. Navigate to the Payments tab in the Payments Manager.

2. On the Payments page in the Simple Search region, search for the payment forwhich you want to record a stop payment.

3. Click the Stop Actions icon in the applicable payment row. The Record StopPayment Request page appears.

4. Enter a reason for the stop payment request, and click Apply.

Fig 4.4.1 Stop Initiation

Fig 4.4.1 Stop Reason


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To Release Stop

Query the payment where the stop has to be released in the payments screen.Select the Actions Button.

Select the option Release Stop. Give the date of release or accept the default date

and save.

Payment Status changes to Negotiable.

Note: Stop Initiate does not have any financial impact and hence no accountingentries are generated


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