fusionap-140309033530-phpapp02 (1).pdf

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Purpose:
This document provides an overview of features and enhancements included in Oracle Fusion Applications 11gR1 Release 11.1.1.5.0
and applicable updates. It is intended solely to help you assess the business benefits of upgrading your existing Oracle Products to
this release, or implementing completely new Oracle developed products, and planning your I.T. Projects.
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Oracle Fusion Payables
Implementation and Configuration Considerations

4
Agenda
• Procure-to-Pay Overview and Prerequisite Setups
• Key Implementation Considerations
• Function and Data Security
• Business Units and Shared Service Centers
• Invoicing
• Integrated Imaging Solution
• Multiple Invoice Entry Methods
• Match Options and Match Approval Levels
• Tolerances and Holds
• Invoice Approval
• Centralized Tax Engine
• Multiple Accounting Representations
• Payment Processing Options
• Payables to Ledger Reconciliation Report
• Additional Resources

5
Procure-to-Pay Overview
Requisition
Purchase
Goods/Services
Receive
Goods/Services
Record
Invoice
Issue
Payments
• Identify requirement
• Authorize purchase
request
• Negotiate/select
vendor
• Request/receive/
evaluate quotation
• Create purchase
order
• Receive shipment
notice
• Receive goods
• Inspect goods
• Ensure goods
match PO quantity
• Record invoice
• Match invoice to
purchase order or
receipt
• Approve invoice
• Schedule payment
• Pay supplier

6
Oracle Fusion Payables
Detailed Business Processes and Activities
Manage Invoices
• Receive and Process Invoices
• Submit Invoices
• Approve Invoices
• Audit Invoices
• Record Accounting for Invoices
• Prepare and Record Payments
• Record Accounting for Payments
Manage Payments Manage Accounts
Payable Balances
• Analyze Accounts Payable Balances
• Close Payables Period
• Manage Accounts Payable Disputes
• Define Payables
Set Up Procurement

7
Prerequisite Setups
Payables Prerequisites
• Required prerequisites enforced through Functional Setup Manager

8
Prerequisite Setups
Setup Task Lists
 Define Synchronization of Users and Roles from LDAP
 Define Implementation Users
 Define Enterprise Structures for Financials
 Define Ledgers
 Define Business Units
 Define Facilities for Financials
 Define Resource Organization Information
 Define Security for Financials
 Define Approval Management for Financials
Define Common Application
Configuration for Financials
 Define Supplier Configuration
 Define Payables
 Define Disbursements
 Configure Payment System Connectivity
 Define Payments Security
 Define Subledger Accounting Rules
 Define Cash Management and Banking Configuration
 Define Transaction Taxes
Define Common
Financials Configurations
Define Invoicing and Payments
Configuration

9
Payables Setup
Financials Implementation Project
Payables setup available with Financials and Procurement offering

10
Payables Function and Data Security
• Function security implemented using Job Role and data security using
Data Roles
• Three predefined job roles to meet Payables job functions:
– Accounts Payable Specialist, Accounts Payable Supervisor, and
Accounts Payable Manager
– Payables job roles are configured to maintain segregation of duties for
managing suppliers, creating invoice, force approving invoice and
creating payment
• Generate data roles for business units using seeded data role template
• Predefined job roles and the assigned duties can be customized using
Oracle Identity Manager (OIM) and Access Provisioning Manager (APM)
Refer to Oracle Fusion Financials Security Implementation and
Configuration Considerations for more details.

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Payables Function and Data Security
Duty Role AP
Specialist
AP
Supervisor
AP
Manager
App. Implementation
Consultant
Payables Administration Duty 
Payables Invoice Creation Duty  
Payables Invoice Inquiry Duty   
Payables Invoice Processing Duty  
Payables Invoice Hold Resolution Duty  
Payables Invoice Management Duty  
Payables Payment Creation Duty 
Payables Payment Processing Duty  
Payment File Management Duty  
Disbursement Process Management Duty  
Disbursement Data Management Duty  
Subledger Accounting Duty  
Mass Asset Additions Creation Duty  
Payables Period Close Duty 
Payables Balance Analysis Duty 
Payables Withholding Tax Reporting Duty 
Payables to Ledger Reconciliation Transaction Analysis Duty 
Accounts Payable Period Status Management Duty 

Business Units and
Shared Service Centers

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Business Units and Shared Service Centers
Business Unit
Unit of an enterprise that performs one or many business functions that can
be rolled up in a management hierarchy
• Can support one or many business functions
• Can process transactions on behalf of many legal entities
• Assigned to one primary ledger
– Ledger assignment is mandatory for BUs with business functions that
produce financial transactions
Refer to Oracle Fusion Financial Enterprise Structures Implementation
and Configuration Considerations training for more details.

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• Share services to reduce cost and enforce company policies and
procedures consistently
• Shared Service Centers modeled using business units in two ways:
Service Provider Model
– Define relationships between business units for a business function,
identifying one business unit in the relationship as a service provider
and others as clients
Business Unit Data Security
– Allow shared service center personnel to process transactions for
other business units
(This is referred to as Multi Org Access Control in the Oracle E-
Business Suite)
Business Units & Shared Service Centers
Shared Service Centers

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Business Functions in Procure-to-Pay Flow
• Requisitioning - Raises requisitions for products or services needed for day to day activities
• Procurement - Processes requisitions, negotiate supplier terms and manage relationships
• Payables Invoicing – Processes supplier invoices and financially responsible for purchasing transactions
BU 1
Source
Request Buy Pay
BU 2
BU 3
Decentralized
BU 1
Source
Request Buy Pay
Shared
Service
BU 2
Central Sourcing, Local Execution
BU 1
Source
Request Buy Pay
Shared
Service
BU 2
Automated
financial
reconciliation
Complete Shared Services
BU 1
Source
Request Buy Pay
Shared
Service
BU 2
Automated
financial
reconciliation
Separate Procurement and Invoicing Service Providers

16
Shared Service Centers: Best Practice
• Centralize Procurement function using service provider model
– Negotiate supplier terms for multiple client business units
– Sharing and usage of supplier sites and centrally authored catalog content
– Process requisitions from multiple Requisitioning BU
• Consolidate Payables operations from multiple business units into single
shared service center using data security
– Centralize invoice receipt by having suppliers send invoice directly to AP
department instead of Buyers to ensure timely processing

17
Procurement via Subsidiary – Implementation Consideration
Purchase Order’s Sold-to BU can be different from the Requisitioning BU to
facilitate buying through subsidiaries
• Set up subsidiaries in some countries to meet legal requirements even
though the primary operations are located elsewhere
• Take advantage of favorable tax regime
Vision Services buying goods
via subsidiary Vision Germany

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Integrated Imaging Solution for Invoice Entry
Third Party Solutions versus Oracle’s Imaging Solution
• Bolt on capabilities disjoint from core
ERP application, operating in a
peripheral fashion, using proprietary
technologies
• Components from different vendors for
scanning, data extraction, storage and
workflow require dedicated IT staff to set
up, integrate and maintain, resulting in
higher cost of ownership
• Disparate platforms, certification and
release cycles increase the risk of
incompatibility and maintenance
overhead
• Fully integrated “out-of-the-box” solution
supporting the entire lifecycle of invoice
processing from scanning, recognition,
image routing to invoice entry and approval
• Integrated solution installed and maintained
by a common provisioning framework, with
minimal configuration and setup needed
• All components certified and supported by
Oracle
Third Party Solutions Oracle’s Imaging Solution

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Process Flow
Field Office 1
ODC
Image Repository
IPM
Image Routing
BPEL
AP Specialist 1
Invoice Entry
Exception Handling
OFR Verifier
Field Office 3
ODC
Field Office 2
ODC
AP Specialist 2
Invoice Entry
Forms Recognition
OFR
Scanning
Shared Services

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Oracle Document Capture (ODC)
• Digitize paper invoices to industry standard image formats with built-in
deskew, despeckle and black border removal features
• Support for enterprise class scanners and leading high-volume
document scanning interfaces: ISIS and Kofax Adrenaline/VirtualReScan
• Flexible implementation options for scanning invoices at multiple field offices
Approve
Enter
Route
Recognize
Capture

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ODC – Implementation Considerations and Recommendations
• Request suppliers to send invoices to one central location for scanning or decentralize ODC at
each invoice receipt location
– Consider legal requirements which may require invoices to be processed and stored in the
same country as receipt
• Install ODC on machine with at least dual CPU cores at 2 GHz and 4 GB RAM
• When evaluating hardware scanning throughput, plan for 60% efficiency of maximum throughput
to account for image quality review
• Enable Adaptive Thresholding on scanners to remove background colors and gradients for pure
black-and-white images
• Use TIFF image format with CCIT Group IV compression at 300 DPI for optimal balance
between scan quality and image size
– JPEG format not recommended due to lossy compression
• We recommend less than 25 images per batch to avoid delay caused by recognition exceptions
• To optimize high volume scanning we recommend you implement ODC commit server to
schedule the export of images to OFR import directory every 15-20 min

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Oracle Forms Recognition (OFR)
• Intelligent data extraction without using supplier-specific templates
• Pre-configured to capture attributes regardless of location on the invoice
• Self-learning intelligence to improve scan accuracy over time
• Flexibility to define rules such as format masks for invoice and PO number
• User-configurable validation of image data against Payables and
Procurement system
Approve
Enter
Route
Recognize
Capture

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• OFR RTS runs in the background as a server process. Multiple RTS instances can
run on a server
• Each RTS instance can perform one of following :
– Import, Export and Cleanup of image batches
– OCR, Classification and Extraction
• Designate 1 RTS instance for Import/Export/Cleanup for every 2-4 instance of RTS
running data recognition
• Number of RTS instances running on a machine must not exceed the number of
CPU cores available
• RTS instance dedicated to data recognition can process up to 250 invoices per hour
– Each additional instance can achieve near linear scalability depending on scan
volume, document complexity and the number of attributes validated
Hardware Recommendations
• A quad CPU core server with minimum 8 GB RAM so more OFR RTS instances can
be dedicated to the resource intensive recognition task
– You can either use a single server with enough CPU cores or scale by setting up
multiple OFR RTS servers (slave server)
OFR Runtime Service (RTS) – Implementation Considerations

25
OFR Designer
• A client tool for configuring implementation details (known as a “project”) and its
initialization (INI)
– A pre-configured initialization (INI) file is installed as part of Fusion Applications to
be used for customizing your project
– Modify the project and the .ini file on site to update the Fusion Applications
database connection information, OFR Import/Batch/Export folder locations and
any additional data validation to be performed
OFR Verifier
• Quality assurance application that detects image batches with invoices failing
recognition or validation. Payables specialist reviews and re-submits batches after
correcting exceptions
– Verifier instance should be co-located with the OFR Batch folder to minimize image
loading time
• We recommend using remote desktops or Citrix accounts for OFR Designer and
Verifier since number of users using these will be limited and also to centralize
installation and maintenance
OFR Designer and Verifier – Implementation Considerations

26
Imaging and Process Management (IPM)
• Common image repository where invoice images are stored and then routed to
payables specialists
• Flexibility to attach configurable storage and security policies to content
E.g. You can configure storage device, duration of storage, and users who can
access and view invoice images
• Embedded image viewer within Fusion Payables application allowing payables
specialists to review and annotate images
Approve
Enter
Route
Recognize
Capture

27
• We recommend IPM image repository to be co-located with IPM Input Directory to
minimize network traffic when transferring images
• Average size of a black-and-white invoice image saved in TIFF format with CCIT
Group IV compression at 300 DPI is 40 KB per page
– We recommend scanners with Adaptive Thresholding technology to remove gray
scaling, otherwise the image size can go up to 300 KB per page
– Use this sizing information along with estimated invoice volume to determine the
amount of storage needed for IPM
IPM – Implementation Considerations and Recommendations

28
• Payables provides a default image routing rule based on invoice amount to specific seeded
users that must be modified for your application users
• Configure image routing rules to achieve desired specialization within the Payables department
using Worklist application
– Routing can be based on supplier, PO prefix, invoice number prefix to ensure invoice entry
by right group of AP specialists
• Configure routing rules to assign invoice to a user group instead of individual specialists to
achieve optimal load balancing and to avoid task re-assignment
Image Routing – Implementation Considerations

29
Manual Invoice Entry
Invoice Scanning and Imaging
Robust Workbench with
Sophisticated Matching
Spreadsheet Invoice Entry
Open Interface
Automated Invoicing
ERS (Self-Billing) Invoices
Return to Supplier (RTS)
Expense Reports
Customer Refunds
Intercompany Invoices
Electronic Invoices
Web Service
B2B Invoice
Self-Service Invoice Entry
Supplier Portal
Payables Invoicing
 Foreign Currency Conversion
 PO/Receipt Matching
 Prepayment Application
 Automatic Tax Calculation
(Sales, Use, VAT, and
Withholding Taxes)
 Invoice Validation
 Invoice Approval
 Online or Batch Accounting
 Multiple Accounting
Representations
Multiple Invoice Entry Methods

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Multiple Invoice Entry Methods
Considerations
Type Implementation Consideration
Supplier Portal Invoice Entry
• Have suppliers enter their own invoices and inquire on PO agreements,
invoices and payment s to reduce paper and transaction processing costs
Evaluated Receipt Settlement
Automate invoice creation for payment of goods upon receipt in Logistics
• Best suited for inventory purchases as ERS can work if there is a PO
• POs should include all costs to produce and ship the product, including
freight charges and miscellaneous charges
• POs must have firm pricing that should not be affected by unexpected
charges
Spreadsheet Invoice Entry
• For invoices having similar lines to utilize spreadsheet features like copy/
paste, drag/drop, hide/unhide cells etc.
• Not ideal for payables specialist performing high volume invoice entry in a
shared service center
Open Interface • For importing invoices into Payables from other sources

31
Invoice Approval
Implementation Considerations and Recommendations
Standard Invoices
• Allow few selected users to force approve on exception basis
• Define different approval rules for PO matched and unmatched invoices
• Setup position, job and supervisory hierarchy depending on approval needs
• Consider implementing approval before validation to reduce days payable
outstanding (DPO) or alternatively require validation before approval to ensure
data accuracy
• Consider auto-approving specific invoices that need little review
E.g. If your utility bill invoices are always under $500, consider setting up an
auto- approval
• Supplier Portal Unmatched Invoices
• Require approval for non-PO matched invoices entered by suppliers
• Payment Requests
• For expense report and customer refund payment requests, you need not
configure approval rules as upstream transactions are pre-approved

32
Invoice Approval
Rule Configuration
Invoice Approval Rules
• Defined in Worklist application
• Data driven conditions having effective
dates and priorities
• Can be activated or de-activated
Example Rule
• Invoice type ‘Standard’
– For amount greater than 2000,
require approval by Manager
– For amount less than 2000, require
approval by Supervisor
• Invoice type ‘Payment Request’
– Auto-approval
• Others
– Supervisory one level approval

33
Match Approval Levels
3-Way
2-Way
4-Way
Invoice
PO
Inspection
PO Receipt
• Enforce internal control and fiscal discipline to ensure that payment is made
only for goods and services ordered or received
PO
Invoice
Invoice
Receipt

34
Match Approval Levels
Implementation Considerations

35
Tolerances and Holds
• Prevent payment for invoices
violating policies by defining
tolerances
• Define tolerances centrally and
apply them to multiple supplier sites
• Define percentage or amount based
matching tolerances for goods and
services
Invoice
PO
Receipt
Atlanta
Paris
Supplier Sites

36
Invoice Processing
Setup Tasks/
Implementation Step
Setup default accounts to speed
transaction entry and implement internal
control
• Common Options for Payables and Procurement
• Supplier Configuration
• Distribution sets
Implement early pay discounts with
multiple discount dates to avoid missing
discount period
• Payables Invoicing Options
• Payment Terms
Apply available prepayments during
invoice entry
• Payables Invoicing Options - Show available
prepayments during invoice entry
Schedule invoice validation and create
accounting to process daily
• Schedule Create Accounting process to run daily

37
Oracle Fusion Tax
Centralized Tax Engine
Tax Setup
• Quickly set up tax with pre-seeded content
• Adapt to changing tax rules with date-
effective tax content
• Simulate tax changes with Tax Simulator
Tax
 Sales and Use Tax
 Recoverable & Non-Recoverable Tax
 Deferred Tax
 Tax on Freight
 Duty Tax
 Tax on Intercompany Movements
 Inclusive or Exclusive Tax
 Offset Taxes
Tax Reporting
•Standardized and simplified reporting using
BI Publisher
•Modify/extend reporting templates
Tax Calculation
•Automatically and accurately calculate tax
•Allow certain individuals to override tax
calculation
Refer to Oracle Fusion Tax Implementation and Configuration
Considerations training for more details.

38
Subledger Accounting (SLA)
Multiple Accounting Representations
Payables
Invoice
Centralized
Accounting
Centralized
Accounting
Dr Cr
Single invoice can create multiple accounting
representations in multiple currencies
French Fiscal
Plan Compatible
Std Calendar
EUR
SSC France
(Secondary Ledger)
Reporting
Currency
Refer to Oracle Fusion Subledger Accounting
Implementation and Configuration

40
Payment Processing Options
• Use Single Payment for off-cycle payments such as during period close and
supplier inquiries on due payments
• Optimize check run frequency based on organization’s size to aid in availing
early pay discounts and to avoid off-cycle single payments
• Schedule Cash Requirements Report to run before Payment Process
Request to forecast cash needs
• For employee expense reimbursement based on expense policy consider
Payment Process with straight through processing.
– Results in prompt payment for invoices based on policy and strict payment terms
Refer to Oracle Fusion Payments Implementation and Configuration

41
Analyze Account Payables Balances
Payables to General Ledger Reconciliation Report
• Streamline your reconciliation process by comparing Payables transaction
activity, Subledger Accounting and General Ledger data.
– Identify reconciliation exceptions automatically
– Identify beginning and ending balances that matches Payables Trial Balance
– Drilldown to journal and transaction reports for detailed analysis
– Download and analyze report output in a spreadsheet
– Reconcile by ledger, specific business unit or account balancing segment
• The reconciliation report is available to both for General Ledger and
Payables users

42
• Set Payables Profile Option for data purge frequency
– Purge old extract files based on days set in profile when new extract is run
– Set interval so that it does not interfere with the reconciling timeline
– All extract requests that do not fall within this interval are saved and can be
selected from the Recon Report OBIEE
• Assign financial category of Accounts Payables to all liability natural
account values
– Financial Category must be assigned, or the extract will error and not select
any data
Payables to General Ledger Reconciliation

43
Payables to General Ledger Reconciliation
Best Practices
• Run the Payables to General Ledger Reconciliation report after
the Payables period is set to Closed because drilldown data is
real-time and summary data is static
• Make sure the next period is open for entry of new activity
• General Ledger sources other than Payables should not be
allowed to post to Payables accounts

44
Additional Resources
Implementation Trainings
• Oracle Fusion Payments Implementation and Configuration Considerations
• Oracle Fusion Subledger Accounting Implementation and Configuration Considerations
• Oracle Fusion Tax Implementation and Configuration Considerations
• Oracle Fusion Common Procurement Implementation and Configuration Considerations
Functional TOIs
• Fusion 1.0 TOI: Set Up Procurement – Define Payables
• Fusion 1.0 TOI: Set Up Procurement – Define Disbursements

45

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