This document provides an overview of purchasing, payments, receivables, and general ledger functions in Oracle. It discusses creating standard invoices, payments, prepayments, purchase to pay cycles, PO matching, adjustments, expense reports, and more for payables. For receivables, it covers creating transactions, debit/credit memos, deposits, and order to cash cycles. It also provides an overview of general ledger primary ledger setup, creating manual journal entries, reconciliation, and reports.
2. Standard Invoice
1. Creation of Standard Invoice
2. Payment Creation
3. Create Accounting
I. Draft- Only for reference-view purpose only
II.Final-Creating Accounting Entry-in interface. We have to
manually transfer entries to GL by running Transfer journal
entries to GL concurrent program.
III.Final Post- system will create accounting, transfer to GL
and posting automatically.
3. Payments/Void Payment/Stop
Payment
Payment of Invoices from Invoice workbench.-Full Payments
Payment from Payment work bench- Part Payments as well as full
Payments can be done
Stop Payment
Void Payment
Cancel invoice.
4. Prepayment Invoice
• Advance to supplier
• Create Prepayment Invoice
• Make payment
• Create Standard Invoice for same supplier
• Adjust Prepayment
5. P2P Cycle-Procure To Pay
1RAISE THE REQUISIION 1BASED ON APPROVED REQUISION PURCHASE INVOICE
2SHORTAGE IN COMPANY RAISE RFQ RECEIPT INFO FROM PURCHASE DEPT.
IS ADDRESS AS REQUISITION 2RECEIVE QUOTATION PAYMENT PROCESS ON DUE DATE
3APPROVAL 3QUOTE ANALYSIS
4CHOOSE BEST QUOTATION
5CREATE PO
6RECEIPT/GRN
INVENTORY PURCHASING
DEPARTMENT
PAYABLES
DEPARTMENT
6. PO match invoice
Purchasing responsibility
Find purchase order that have receipts entered.
Copy po number with amount
Create po match invoice on invoice work bench-matching option-
po/receipt
Validation.
Make payment.
7. PO Match Invoice-Fully Received
Purchasing responsibility-Find the PO
Check the quantity received.
Create Invoice in Invoice Work bench
Match with PO number.
Check with receipt number.
Then validate and make payment.
8. PO Match Invoice with multiple
shipment.
Find the PO.
Check the Qty received.
For the quantity received we have to prepare invoice.
Validate
Make Payment
Create Accounting.
9. Invoice price variance
If invoice price differs from po price then inv price variance arises.
Invoice price variance to be capture by system through inv price
variance account.
System will hold the invoice while validation.
We have to release the hold by giving release reason.
10. Blanket PO agreement
Create PO type as contract agreement for the contract amount.
Then standard PO is created against that Contract agreement.
Based on that PO we create release. And basis of release we have
to create invoice.
11. Pay on receipt/Self billing/ERS/Auto
Invoice
Purchase order prepared in purchasing
Receipt made in purchasing in inventory
Run pay on receipt concurrent program with receipt number
Invoice will be created automatically in paybles
Query the invoice in invoice work bench-ERS%
Validate invoice
Make payment
100027 100012
100028 100013
100029 100014
100030 100015
100031 100016
PO No & Receipt No.
12. Adjustment Invoices
Debit memo and Credit Memo Invoices- Both are used to reduce
Companies liability.
Payment Term Should be: Immediate
DM- Will prepared by Company
CM- Will sent by Supplier.
DM-Create Standard Invoice, Make the Payment, Then value of return
amount should be created as DM-Match option is Invoice, Amount in (-)
then go to correction apply standard invoice number.
CM-Before making Payment.
13. Expense Report Invoice
Create employee
Convert employee to supplier.
Create expense report template (8132)
Run expense report export-concurrent program
Find the invoice in invoice work bench
Validate the invoice
Make the payment
14. Interest invoice on MSME Payment.
Define Interest Rates-(1015)
Set up in paybles Option- Allow Interest Invoice
Supplier level invoice management- interest invoice
Create Invoice.
Make Payment after due date
Int inv will be created by system.
15. Recurring Invoice
Define Special Calender.
Full Distribution Set
Recurring Invoice template
Create Recurring Invoice
Query In Invoice Workbench.
16. Holds
Hold are manual holds and system holds
Manual holds to be released manually
System holds to be released by doing the correction.
17. PPR/Payment Process Request
Oracle payment manager can select multiple invoices for payments based on
certain criteria.
Steps
1.create payment process profile
2.create ppr template
3.Run PPR process
Document selection
Build payments
Format payments
Confirm payments
18. Reports
Invoice register- To review all the invoices entered.
Posted Invoice Register
Invoice history report –All the transaction pertaining to a supplier.
Prepayment status report
Supplier audit report-duplicate supplier.
Payment register
Posted Payment Register
Supplier report
Accounts Payable Trial balance Report
22. DEBIT MEMO
• Increase the customer balance
• Due to our mistake in amount in invoice or customer
request for excess material debit memo is issued
• Create standard transaction
• Apply receipt to transaction and debit memo
• Create accounting
23. CREDIT MEMO
• Used to decrease customer balance
• Over charged invoice, return from customer.
• Create standard transaction
• Create credit transaction.
• System will create credit memo automatically.
• Apply receipt.
24. DEPOSIT TRANSACTION
• Advance from customer
• Create deposit transaction
• Receive the amount against deposit transaction
• Create standard transaction apply deposit amount to
standard transaction
• Apply receipt to standard transaction.
25. GUARANTEE TRANSACTION
• Create Guarantee Transaction
• Create Standard Transaction and apply Guarantee
transaction.
• To track. the oral commitment by customer is getting fulfilled
or not.
26. MISC RECEIPT
• Create receivable Activities.
• Create Misc. receipt.
• Misc receipt created with no customer details.
28. AUTO INVOICE
• SO created and shipped and transferred to interface.
• AR-Interface-Qurey SO
• We have to run Auto invoice master program which will create
Sales invoice in AR automatically.
• Query invoice by sales order number.
• Receive payment.
• Create accounting
30. Cash Management
Bank Account
Bank Statement Reconciliation
Bank transfer/Funds Transfer
31. Bank Statement Reconciliation
Need to create bank statement in the system
Manual creation
Load bank statement in to CM. Format- BAI2,SWIFT940
Reconcilliation-2 ways
Manual reconciliation
Auto reconciliation
→Manual clearing- without creating bank statement in system.
32. Run reports in AP and AR
Payment Register in AP
See the transactions in AP→Bank statement-manual clearing-clear
transaction
Receipt awaiting remittance report.
35. Auto Reconciliation
Create Bank Transaction Codes
Assign codes to statement lines
Run Auto Reconciliation Program
36. Load Bank Statement into CM
Receive the file from Banker-BAI2,SWIFT940 (Oracle Supports)
Mapping to be done by Technical Consultants.
File --Load----.>Bank Statement Interface---Import->CM(BASE
TABLE)→ Reconciliation
Run –Bank Statement Loader program.
Load –Import --Reconcile
37. Reports
Bank Statement Detail Report
Bank Statement Summary Report
GL Reconciliation Report
39. FA all about
The Fixed Assets ERP software module
handles asset registration, classification, tagging,
retirement and disposal for individual as well as
composite assets
Corporate Book- Depreciation to be calculated as
per companies act
Tax Book- Depreciation to be calculated as per IT
act
40. Flexifields
Category-
Major Category
Minor Category
Plant & Machinery-Machinery jaduguda
Location-
India
Jharkhand
Jaduguda
Ucil Complex
41. Fixed Assets
Create Asset
Manual Addition- Quick and Detail Addition
Mass Addition- Based on purchase invoice in AP
42. Manual Addition
Basic info needed for quick addition/Detailed information
Asset Name
Cost
Life
Depreciation Method
43. Mass Addition
Accounts Payables- Prepare Purchase Invoice of Asset, enable track as
asset flag.
Assign asset clearing account in the distribution.
Validate
Create Accounting
Run Mass Addition Program.- Asset Line Information Transferred to FA
Asset will be created in Fixed Asset Module
Query asset in FA-Prepare Mass Addition window
Prepare mass addition- Provide category, Employee, location, Expense
account
Post Mass Addition.-Create Asset
44. Retirement
An asset retirement can refer to an entire fixed asset (complete retirement)
or part of a fixed asset (partial retirement). In both cases, the system
automatically determines, using the asset retirement dates entered, the
amounts to be charged off for each depreciation area.
45. Run Depreciation
Depreciation –Run Depreciation- Corporate Book
Depreciation will be calculated for all assets in the Corporate Book.
48. Web Adi
Creation of Asset through spread sheet which is connected with
oracle application
Additions integrator
49. GL Over view
Oracle General Ledger is a comprehensive
financial management solution that enables you to
Record and Review Accounting Information. Import
data from subsidiary ledgers, or enter journals to
record actual or budget transactions directly into
Oracle General Ledger.
50. Primary Ledger
Primary Ledger consists of the 4 C’s
Chart of Accounts
Calendar
Currency
Convention (Accounting Convention)
51. COA Structure
Flex fields
Segments
Values
How to Add Natural Accounts
Compile
52. General Ledger
Creation of manual journal entries
Posting
Reversal
Drill down
Auto Post
Auto Reverse
56. AP to GL Reconciliation
Run payables trial balance in AP
Check the balance outstanding to suppliers.
Run Accounts analysis report for Liability natural account in GL
Compare the balance should match
In case of mismatch investigate the reason if any manual entry has
been passed in GL itself or
57. AR to GL
AR receivables accounts help us to determines the actual amount pending
from our customers. It also helps us to determines the amount we
must receive from the market
Run report AR Reconciliation
Opening Balance plus and minus transaction during the period sud match
with closing balance