ACCOUNT PAYABLES

Creating multi org

Creating responsibilities (System Administrator)
Assign profile option (HR:USER TYPE) to all responsibilities
Define new user
Assign all responsibilities to new user
Login to new user
Go to HRMS responsibility define Location
Create new Business Group (enter all Business Info)
Assign Business Group to all responsibilities (System Administrator)
Profile option
(HR: Security Profile)
(HR: Business Group)
Create new Set of Books (GL)
Assign SOB to all Responsibilities with Profile option (System
Administrator)
Profile option (GL SET OF BOOKS NAME)
Create new Legal Entity (enter all Legal Entity Info) (HRMS)
Create new Operating Unit (enter all Operating Unit Info
Assign Operating Unit to all Responsibilities
Profile Option (MO: Operating unit) (System Administrator)
Create new Master Inventory (enter all Accounting Info) (HRMS)
Create new Inventory Organization (enter all Accounting Info)
Crate work day calendar
Enter Inventory Info & Receiving Info to Master Inventory,
Inventory Organization
Create new Job (HRMS)
Create new Position
Create new Employee & assign Job, Position to Employee
Create a new Item in Master Inventory (INV)
Create Sub Inventory
Define Purchasing Options (PO)
Define Buyer
Defining Financial Options (AP)
Defining Payable Options
Creating Supplier & Supplier Sites
Creating Payment terms
Opening periods in AP
Creating distribution sets
Select buyer as Person in user level (System Administrator)
Creating Approval Group in PO
Approval Assignments
Open the periods in PO
Raising Requisition
Generating Purchase Order (PO)
Receipt Generation for the goods Received
Generating Receipt Transaction
Generating PO default Invoice
Creating payment check format
Creating bank account
Making Zero payments
Making Foreign Currency Transactions
Refunding Process
Supplier Merge
Transferring Data From AP toGL

Types of Invoices
MULTIPLE ORAGANIZATION

If a company doing their operations in more than one place it is known as

MULTI ORG

Structure of Multi Org

To create multi org we have to create responsibilities for all entities like
AP Account Payables
AR Account Receivables
CM Cash management
HRMS Human resource management system
GL General Ledger
INV Inventory
FA Fixed Assets
PO purchase Order
OM order Management

Open oracle application select system administrator to create responsibility

TOP
Creating Responsibilities
Nav: Security Responsibility Define

Creating responsibility for AP Application as Payables

Select menu is AP_NAVIGATE_GUI12 request group is ALL REPORTS

Creating responsibility for AR Application is RECEIVABLES

Menu is AR_NAVIGATE_GUI Request group is RECEIVABLES ALL

Creating responsibility for CM Application name Cash Management

Menu is CE_SUPERUSER Request group name is ALL REPORTS

 Creating responsibility for FA Application is ASSETS

Menu is FA_MAIN Request group is ALL REPORTS

Creating responsibility for GL Application is GENERAL LEDGER

Menu is GL_SUPERUSER request group is GL Concurrent Program Group

Creating responsibility for HRMS Application is HUMAN RESOURCES

Menu is US HR Navigator Request group is US HRMS REPORTS & PROCESSES

Creating responsibility for INV Application is INVENTORY

Menu is INV_NAVIGATE Request group is ALL INCLUSIVE

Creating Responsibility for PO Application is PURCHASING

Menu name is PURCHASING SUPERUSER GUI Request group is ALL REPORTS

Creating responsibility for OM Application is ORDER MANAGEMENT

Menu is ADS_OM_SUPERMENU request group is OM Concurrent Program

TOP
Assign Profile Option HR: USER TYPE to all responsibilities created above

Select HR User
Creating User and Assign all responsibilities to it as shown below
Nav: Security User Define

Login to the new user

Defining Location
Select HRMS responsibility and select define LOCATION

Enter company nameaddress style as India

Select address to enter address here

Enter the address click on OK

Save it
Create new Business Group
Nav: Work Structures Organization Description

Click on NEW button

Enter business group name select location as we created earlier

Select Org classification as BUSSINESS GROUP and Enable it click on OTHERS

Clicking others button this window will be appeared select Business group info

below window will appear

Click here below window will appear

Enter the above information for business group info

Click on OK save it close it

After creating Business Group it should be assigned to all responsibilities

With the profile options (HR: BUSINESS GROUP & HR: SECURITY PROFILE)
When we assign HR: SECURITY PROFILE automatically HR: BUSINESS GROUP will
be assigned to the responsibility
Switch to System Administrator responsibility
Assigning Responsibility
Nav: Profile System

Select Business Group save it

If we want to see that HR: BUSINESS GROUP profile assigned to responsibility

Remove all check marks and dont enter any profile & enter responsibility click on
FIND

We can see that business Group Profile is also assigned automatically

Similarly assign business group to all responsibilities with HR:SECURITY PROFILE

After business group assign set of books to all responsibilities
Creating Set of Books

Switch to System administrator

Assign set of books to responsibility with (GL SET OF BOOKS NAME) profile

Click on FIND
Select Set of books created

Save it
Similarly assign VINAYSOB for all responsibilities
Switch back to HRMS responsibility to create LEGAL ENTITY

Enter name, location and Org Classification GRE/LEGAL ENTITY and enable it

Click here to enter VINAYSOB

Select Legal Entity accounting

Enter Set of books click on OK

Save it and close it
There is no need to assign legal entity to responsibilities
Creating Operating Unit

Enter Name, location Org Classification as OPERATING UNIT Enable it

Click on OTHERS button below window appears select Operating unit info

Click here below window will appear

Enter Legal Entity and SOB

Click on OK Save it & close

Switch responsibility to System Administrator
Now we have to assign OPERATING UNIT to responsibilities with profile option as
MO: Operating Unit

Click on FIND

Select created Operating Unit save it

Similarly assign operating unit to all responsibilities
Creating Inventory Organization

Enter name, location Org Classification as INVENTORY ORGANISATION enable it

Click others below list is displayed select Accounting Information

By selecting accounting information window will be opened click here

Enter SOB, Legal Entity, Operating unit click OK save & close
Now structure was created we have to run a request to give basic data to our
organization created through SRS (Standard Request Submission)
System administrator Responsibility
Nav: Concurrent Request

Click on Submit a New Request

Enter name as Replicate Seed Data parameter Operating Unit click Submit
Request will be completed in few seconds

Now we have to verify that multi org is successfully created or not

Switch to AP responsibility first choose SOB as below
Nav: Setup Set of Books Choose
Setup Options Financials

If we can see our Business group created in HUMAN RESOURCES tab

So our Organization is created successfully
Creating Work day Calendar
Nav: Setup Organization Calendars

Enter name, Quarterly type as calendar Months and Save it

Click on WORKDAY PATTERN enter the information and click on SHIFTS

In SHIFTS window click on TIMES

enter work timing in Organization

Select Calendar name click on ToolsBuild a request will be generated
Now workday calendar is created we can give Inventory Info, Receiving Info to
Vinay Master Inventory
Open MASTER INVENTORY select Organization Classification click on OTHERS

Select Inventory Information

Enter all information as above shown and SAVE IT

Open Master Inventory select Organization Classification click on OTHERS

Select RECIVING INFORMATION

Enter Receiving information as above shown and SAVE IT

As we created a master inventory to define Items so define actual inventory
To make transactions
Creating an Inventory Organization
Nav: Setup Organizations Organizations

Click on NEW

Enter Org name, Address, select organization Classification as Inventory

Organization, enable it, click on OTHERS
By selecting accounting information window will be opened click here

Enter SOB, Legal Entity, Operating unit click OK save & close

Now enter inventory Information

Enter all above Inventory information and SAVE IT

Now Open Inventory organization select Organization Classification click on
OTHERS

Select RECIVING INFORMATION

Enter Receiving information as above shown and SAVE IT

Creating a job in Multi Org switch to HRMS responsibility
Nav: Work Structures Job Description click on NEW

Enter job Flexfields click ok

SAVE IT
Creating Position for particular job
Nav: Work structures Position Description
Click on NEW

Enter position Flexfield click on OK

Enter Organization & job we defined earlier

Status as ACTIVE and SAVE IT

Creating an EMPLOYEE for the company and assigning job & position to him
Nav: People Enter and maintain click on NEW

Enter employee name and details, save it and click on ASSIGNMENT

Assign JOB Assign POSITION

SAVE IT
Defining an ITEM in MASTER INVENTORY
Nav: Items Master Items

Enter ITEM name and Description for item

Here there is an optional template which are predefined for the type of Items
Click on Tools and Copy From

Select FINISHED GOOD If it is or choose the similar option

Click on APPLY & DONE

Nav: Tools Organization Assignment

Select inventory organization to use the item

Create an SUB INVENTORY
Nav: Setup Organizations Sub Inventory

Enter Sub Inventory name & description SAVE IT below window will be appeared

Enter respective accounts information as shown

Save it & Close

Define PURCHASING OPTIONS
Nav: Setup Organizations Purchasing Options

Give the account change control options

Select Price Break type select all numbering as AUTOMATIC

Select TAX Hierarchy

Defining BUYER
Nav: Setup Personal Buyers
Click on New Buyer

Enter name of employee we created as Buyer

Defining Financial Options in AP
Nav: Setup Options Financials

In Accounting
Enter liability account

Enter prepayment account

Enter payment discount account

Next tab to enter is Supplier-Payables

In Supplier-Payables

Select Inventory Organization

 In TAX tab

Select Rounding Rule as NEAREST

Save it
Defining Payment Options
Nav: Setup Options Payables

In Accounting Methods

Select Primary accounting

method as
ACCURAL

In Invoice tab

Enable these Validation &

Approval Options
 In Expense Report

Enter payment Priority as 99

Creating a Supplier
Nav: Suppliers Entry

Click on SITES
1. Enter Supplier name
2. In classification tab enter type as Supplier
 1. Enter Supplier Information
2. enter Site Uses
Note we can define as many Suppliers
And we can define Supplier Sites for each Supplier
Defining Payment Terms
1. 30 Days payment Term
Nav: Setup Invoice payment Terms

Entering discounts in three terms

Giving first discount 10% when payment is done in 10 days

Giving second discount 5% when payment is done in 20 days

Giving discount 2% discount when payment is done in 25 days

Save it
 2. Immediate Payment Term
Nav: Setup Invoice Payment Terms

There are no discounts as this is Immediate payment Save it

Opening Periods in AP
Nav: Accounting Control Payables Periods
Select the Period and change the status to OPEN

Save it
Creating Distribution Sets in AP
1. Full Distribution set
Nav: Setup Invoice DistributionSets

Enter all the Project related accounts ([Link] [Link] [Link])

And their percentage of amount (100%) we can notice type is full

2. Skeleton Distribution set

Nav: setup Invoice DistributionSets

Here we dont know the percentage of amount but we know the accounts of project
Enter accounts and we can notice that set type is Skeleton
Assigning Person to User
Earlier we created a buyer, select the buyer as a person in user defining window
Goto System Administrator
Nav: Security Define User

Select the Person save it

Creating Approval Group
Nav: Setup Approvals Approval Groups

Select the object to set the approval rules and give amount limit
Creating Approval Assignment
Nav: Setup Approvals Approval Assignments

Select document type which u wants to assign approval group save it

Open control purchasing periods in PO

Nav: Setup Financials Accounting Control Purchasing Periods

Select the period and change the status to OPEN

Save it

Opening periods in PO
Nav: setup Financials Accounting Open and Close Periods
Raising Requisition
Nav: Requisitions Requisitions

Enter required information quantity, amount, need by date save it

Click on Approve
To check that Requisition is approved
Nav: Requisitions Requisition Summary

Enter requisition number click on find another window appears we can see the
status is approved
Generating Purchase Order (PO)
Nav: Purchase Orders Purchase Orders

1. Enter supplier & site details [Link] Ship-To & Bill-To details
3. Enter item name, quantity, price, need by date save it 4. click on Shipments

Click on Distributions
Check all fields are automatically taken. NOTE: we can divide actual stock into two
shipments

Accounts will be automatically taken save it

Approve button will be activated but the status is Incomplete

Now click on Approve button we can notice that status is APPROVED

Receipt Generation for the goods Received
Nav: Receiving Receipts

Enter purchase Order number click on FIND

Enable the check box select a field on next window

Save it receipt number will be automatically generated

Now we receive the goods in inventory staging area

Next step is moving goods from staging area to sub inventory

Generating Receipt Transaction

Nav: Receiving Receiving Transaction

Two windows will be appeared enter purchase order number or receipt number
And click on FIND
Enable Check Box enter Sub Inventory which is created in inventory Organization

Save it
Generating PO default Invoice for the good Received in inventory
Switch to AP responsibility
Nav: Invoice Entry Invoices

Enter PO number click on OK

Automatically supplier details will be added to invoice

We have to enter remaining details
Click on MATCH

Enable the Check Box and click on MATCH

Invoice is matched with Purchase Order
We noticed that status is Invalid, approval is required, No accounting

Click on Actions button

Enable Validate Click on ok Enable Accounting & Approval click on ok

Now invoice is Validated, Approved & account is created

Creating Payment Check Format
Nav: Setup Payment Formats

Enter payment format name and other details as below

Enter build payment type & Format Payment type save it

Creating Bank Account
Nav: Setup Payments Bank

Enter details of Bank in required fields click on Bank Accounts

Enter bank account name, type, number

Select company cash account

Save it
Click on Payables Document

Select Distribution Type

Select Payment Format created earlier

 Enter check numbers used &
Available

Close all

After this we have to generate a PO Default Invoice / Quick Match Invoice

You can refer in Invoice Types Docs
Making Zero Payments
We have to create a Dummy bank and Account for making Zero payments
Creating dummy check format
Nav: Setup Payments Formats

Enter format name enable Zero Amount Payments Only

Enter required information as above

Creating Dummy Bank

Nav: Setup Payment Banks

Enter bank details click on Bank Accounts

Enter all mandatory fields as shown above click on Payables Options

Enable ALLOW ZERO PAYMENTS and click on Payables Documents

Select the Dummy check format we created and distribution as COMBINED

Enter documents number to start & end SAVE

Creating Standard Invoice & Debit Invoice

Total amount in Standard invoice was raised in debit memo

So the system will be showing that zero amount should be paid to supplier
Going to payments
Select Dummy bank to pay zero payment and supplier information

Click on Enter/Adjust Invoices

Enter two invoices Standard invoice & Debit memo which were created
Save it to do the Payments
We can see that payment was done click on ACTIONS button to Create Accounting

Enable Create Accounting click on OK

Making Foreign Currency Payments
Step1: go to Payable Options

Select Currencies tab enable Use Multiple Currencies

Enter GL Accounts Save

Step2: go to bank accounts Payables Options tab

Enable Multiple Currency payments SAVE

Step3: go to GL Responsibility to set conversion rates

Define conversion rates for type as Corporate

Step4: go to payment document formats

Enable Currency as MULTIPLE

Now we can enter foreign currency Invoices

And payments also can be done in Multiple Currencies
Entering Invoice

Entering amount in Foreign Currency

We can see the amount in functional currency also
We can see the Status Click on ACTIONS button

Select Invoice for validation

Select invoice for Create Accounting, Approval

And select for pay in full also

Invoice status will be changed to

GOING FOR PAYMENTS

Select bank & save to make Payment

Click on ACTION button to Create Accounting

Select Create Accounting & press OK

Refunding Process

Creating a Prepayment invoice of 100000

Go for Validation, Approval, Create Accounting, Pay in full

Select the bank save it to make payment go for Create Accounting

Enter a standard Invoice for that supplier for 90000

Invoice is created and done Validation, Approval, Create Accounting, Apply/Unapply

Prepayment

Apply prepayment to Standard Invoice

So remaining amount is 10000
Supplier has to return the amount of 10000 to customer
And customer has to close the prepayment invoice account that payment is done in
full so here we have to create a dummy invoice for 10000 and apply on prepayment
And generate a mixed invoice for 10000
Generating dummy invoice for 10000

Dummy invoice is generated go for prepayment apply/unapply

Amount is paid through Prepayment now prepayment account is closed

Now Status of prepayment invoice is

Now raise a Mixed Invoice/Debit Memo on behalf of 10000 which will be refund
amount by Supplier

Go for Validation, Approval, Create Accounting

Enable Pay in Full

Payment type will be automatically taken as Refund as we can see
Enter Document number which was given by supplier
Save to receive the amount.
Then click on ACTION go for create Accounting.
Supplier Merge
If any supplier take over by another supplier then we cannot maintain or make
transactions by previous supplier so merge process is done
Customer is having Honda Pvt Ltd supplier it is taken over by Hero Honda Pvt Ltd
So merging is done
Nav: Suppliers Supplier Merge

Entering Supplier information including sites, type of INVOICES to transfer

Click on MERGE
System will be showing message that this action cannot be irreversible
Then request will be passed

We cannot find previous supplier

Now when we Query for new supplier we can see all invoices which were created for
previous supplier

All Invoices supplier name is changed

Transferring information from AP to GL
Before transferring we have to ensure that all invoices are VALIDATED
for that we have to run a request

Click on View Request click on Submit new Request

Select name as INVOICE VALIDATION and give parameters as shown

Click on SUBMIT
Now all invoices will be validated
Now we have to verify that all invoices we selected for Create Accounting
By running a program we ca select all invoices for Creating Accounting

Click on View Request click on Submit new Request

Enter request name select parameters as shown above

Click on SUBMIT

After completing Request successfully

Now sending data from AP to GL using an interface called GL_INTERFACE
Running a request Payables Transfer to General ledger

Click on View Request click on Submit new Request

Enter request name Payables transfer to general ledger enter parameters as

shown
Click on SUBMIT

After running request successfully all data will be transferred to GL_INTERFACE

We cannot see in GL responsibility
For receiving all the data from GL_INTERFACE to GL we have to Import data
Go to GL Responsibility
Nav: Journals Import Run

Select Source as Payables and Selection criteria as All Group Ids

Click on IMPORT

Go for journals select source as Payables click on FIND

All the invoices data will be transferred to GL as Batches for each Period
These data will be in Unposted State

Select batches and click on POST