Advanced presentation for

ERP Consultant
 Procure to pay life cycle
p2p

• Approve
1- (PR) purchasing requisition from inventory to purchasing department • reject
Procurement application

• Prospective
2- (RFQ) request for quotation from purchasing department to supplier • spend authorized

3- (Q) quotation from supplier to purchasing department to make analysis for data & choose the best price

4-(PO) purchase order from purchasing department to supplier it’s about quantity & price

• Dr/receiving area
management

5-(Receiving) goods receiving area for inspection process & generate entry • Cr/AP accrual
Cost

6-(inventory) generate entry inside inventory • Dr/inventory

• Cr/receiving area

7-(invoice) financial department inter invoice with entry • Dr/item expense /AP accrual /asset clearing
• Cr/liability
Accounts payable

• Item exp if it was a manual invoice not matched with po

• Ap accrual if the invoice matched with po & receipts
• Asset clearing when purchasing an asset

• Dr/liabilities
8-(payment) payment cost of goods sold & generate entry
• Cr/cash clearing
cash management

• Dr/cash clearing
9-(Reconcile) reconcile bank statement with system process entry • Cr/cash bank

• steps from (1) to (4) procurement application

• steps (5) & (6) cost management
• steps (7) & (8) Accounts payable
• step (9) cash management
 Pre-requisite for AP

1-create responsibility and assign to user • payable manager

Function (security) – responsibility – define and search on payable manager then add row

2-create inventory organization after define operating unit

from setup – organizations – organization then create new control s

. And press on other once for inventory info to add (costing info = material info account)
And once for adding operating unit

Make sure enable for (operating unit & inventory org)

And fill all accounts for both of them
 Inventory parameters to assign calendar on
inventory

Costing info to add material accounts

Fill a parameter for costing org

From tab (revision, lot, serial & LPN)

purchase Price variance = the variance between item cost on PO
and STATIC cost in inventory

Invoice price variance = the variance between item cost on PO

and payable invoice cost

AP accrual = clearing account

Sales = sales revenue

Deferred cogs acc = account to make holding on (cost of good sold)
until AR make recognize. This acc using for invoice rule in AR

Cost variance acc = using with average cost way,

show mistakes when items get out from inventory before
adding new

3-make assign between AP, GL by profile name

(MO : OPERATIMG UNITE)
AND assign AP, inventory by profile name (MO :
GL ledger name)
 PAYABLE SETUP

1- FINANCIAL OPTIONS From Setup - option - financial

Po rate variance gain or loss = the

variance rate between (po & invoice)
Bill payable = payment in a future
date
Expenses clearing = if I need to use
internet expense
Retainage = acc for hold payment until
contract is complete

RFQ only site :

if we flagged it that
mean we never can
make any transaction on
this supplier without RFQ
2- payable system setup From Setup - option – payable sys setup

Invoice match option

allow invoice come from
PO or receipt(inventory)

Pay group
such like a classification or
category for invoices
Using for if I need to make
payment for group of invoices

3- payable options From Setup - option – payable option

Account for payment

Generate entry automated when create payment

Generate clearing acc for cash management

Acc for gain or loss

Variance amount between invoice & payment

Bill payable acc source

For electronic payment put the (bill acc) manual

Or from supplier site

Automatic offset method

None : if we enabled setup intracompany
Balancing : will change primary segment (LIABILITY) Like primary (EXP)
Account : will change primary segment & cost center (LIABILITY) Like
primary (EXP)

Discount method
Sys acc : take acc from financial option monitor
Prorate exp : allocate discount on invoice accounts
Prorate tax : allocate discount on tax acc on invoice
 Another currency

main
recalculate scheduled payment
Allow editing on payment term
Recalculate installment on invoice

Tax tolerance
% or amount on invoice with real tax

Matching type

✓ allow final matching : not me or procurement teem can make any change on PO
✓ Allow distribution level matching : flexible matching on level distribution one or more
✓ Allow matching account override : allow editing on accounts (po , inventory) after matching
✓ Transfer po descriptive Flex Field info : any information (DFF) on PO will appear on invoice
 Supplier creation

• Structure

Assign with
Profile Supplier Supplier
name address site BU

FUNCTION (payable) supplier - entry – create supplier APPLY

Prevent this supplier to dealing with PO

or PAYMENT

TYPE : as a category for supplier

The way to define type for supplier

Function(invoices) - setup – lookups – purchasing

Search on (VENDOOR type)

Like a category or
classification for supplier
(internal or external)

Address book to create

supplier site

Address purpose

Press continue – and assign operating

units with supplier site then apply
Some accounts on level supplier site the
same acc on level financial option
Application can override supplier site

Liability acc

prepayment acc

Ship to & bill to

Ship via : shipping method

If I need the system to make an

automated match with items
after receiving inside inventory

Payment method bydefault

check or electronic or wire

Some defaults and features from

setup monitors
“financial option”
“payable sys setup”
“payable options”
 Invoice type

Invoice type

Standard : Standard invoices can be matched or not matched to po and it should be a

positive amount invoice

Credit memo : Credit Memos are memos from a supplier for goods or services, Credit
memos are always negative amounts

debit memo : debit memos are memos from purchasing department to supplier,
debit memos are always negative amounts

Mixed : Mixed invoices can be positive or negative amounts, you can match to po
and match negative amount mixed invoice WITH standard invoice

Prepayment : an advance payment to supplier

Retainage release : invoice with due amount during the life of the contract,
paid after finishing the work

Expense report : if I integrated with module I expense system generate this type of
invoice automatically, that is done after this “report expense” walk around in cycle
approval and revision from ap

Withholding tax : automatically-generated invoice to a tax authority for WHT

we can create withholding tax invoices manually by enabling the Allow manual
withholding option on the Manage Tax Reporting and Withholding Tax Options page

Payment request : This type is the result of action receivable activities (refund),
funds to a payee that isn't defined as a supplier in the application
 open period

Function(responsibilities)%payables, ledger name%

accounting – control payables periods

Create rate type

1- Function-setup-currencies-define _ control f11 to add all currencies

2- function-setup-currencies-rates-types
3- function-setup-currencies-rates-daily
Translation setup
Function-setup-financial-acc setup manager-acc setup
Search on ledger-go-update ledger option-step num 2

Translation running

Function-currency-translation

inquiry

Function-inquiry-account
 Sequential numbering

Activate sequential numbering profile

1-function(sys admin)-profile-system profile(sequential numbering) assign AP responsibility

Always used :not allowed to create invoice inside category=type

which we need to make a numeric on it
Partially used: allow to create but will show warning

Create seq in GL
2-function(sys admin)-application-sequential numbering-define

From=old date
Type :

Automatic = automatic num

Manual = by my hand
Gapless = seq for all branches

3-function(sys admin)-application-sequential numbering-assign

Method :
Automatic = make seq for imported or matched invoice
Manual = for manual or unmatched invoice
Null = seq for all imported or manual

Start date = the same sequence date creation

 4-create voucher number sequence=GL document num from top bar folder tool

Activate batch profile

Function(sys admin)-profile-system
Check pox
responsibility

Profile
acc payable
invoice batch

Distribution set
Function(payable)-setup-invoice-distribution sets

And we can show ds on level

supplier site

Recurring invoice

1-Fun(payable)-setup-calendar-special calendar
 Recurring invoice

2-Fun(payable)-invoices-entry-recurring invoices

Supplier info
Calendar num of period

Tab : invoice definition

Number = num of invoices
create

Tab : Line definition

Capture Accounts from
distribution set or PO

Tab : amounts
First amount= for the first invoice
Special invoice amount1= second amount
Special invoice amount2= third invoice
 Credit memo

Match with po , receipt , invoice

Select-correct

payment

1-function area(payable)-setup-options-payable option tab=payment

Allow pre-date=allow payment date before sys date

Allow void & reissue=to cancel payment

 Create bank

• Bank structure

assign assign assign

bank Bank Bank
BU
name branch account

1-function area(payable)-setup-payments-Banks & Bank Branches

Bank -create Bank Branch create Bank account create

but before create bank account we must create role(legal entity) assign to user

From navigator - responsibility(user management) – roles and role inheritance - create role

Then press on security wizards (run wizard) to assign legal

entity

We must select legal entity to allow

create bank account then apply
 Now we can assign role with user
From navigator - responsibility(user management)-users

GO Update

Assign roles

Justification = any descriptions

Save apply

Create bank account

1-function area(payable)-setup-payments-Bank account create

Bank acc owner = legal entity

Multiple currencies allowed
To make payment with another
currency

Save next
add organization access

To assign bank with

operating unite
 Realized gain or loss
Rounding account

To create checks payable document

Format = standard check format

Prepayment cycle
status unpaid
1-create invoice with type prepayment
• entry Available
status
Dr/prepaid expense
After create payment
Cr/liability

2-create payment for prepayment

• entry
Dr/liability
Cr/cash clearing

3-create invoice with standard type & apply prepayment with standard invoice
• entry
Dr/item expense
Cr/liability
Cr/prepaid expense
4-create payment for standard deo (standard amount – prepayment amount )
• entry
Dr/liability
Cr/cash clearing
 Expense report

1-create expense report template to define type of expenses which the employee need it
Function(payable)-setup-invoices-expense report templates

2-assign expense report template to payable options(expense report)

Function(payable)-setup-options-payables options tab=expense report

Automatically create employee as supplier

That check box allow to create supplier with type employee against user

3-enter expense items for this employee

Function(payable)-invoices-entry-expenses report

Assign template

Name: employee’s name

GL acc: expense account carry
 Now we can run request %expense report export%
function(payable)-other-requests-submit new request

Another scenario for expense report

Advance payment for employee & he can settle it on bills

1-create invoice with type prepayment and create payment validate – create acc

2-enter expense items for this employee

Function(payable)-invoices-entry-expenses report

Apply advances
To make apply on
prepayment with exp report
 Payment term

How to create pay term

Function(payable)-setup-invoice-payment terms

Payment term on level “supplier” invoice management

To create payment for invoice with installments

Function(payable)-payments-entry-payment after fill parameters

press on (enter/adjust invoice)
control + S & create account
 Day of month months ahead

Function(payable)-setup-invoice-payment terms

If invoice date (10-feb-25)

And we select day of month 25
months ahead 1

That means :
deo date will be in (25-mar-25)

Special calendar

Fun(payable)-setup-calendar-special calendar

We can assign that

calendar on payment term
 Tax
presets
1-create responsibility
Function area(sys admin)-security-responsibility-define

Shift + f5 to fill data

Available form web

2-assign responsibility to user

Function area(sys admin)-security-user-define search on user direct responsibility new

3-assign responsibility to 2 profile = (GL Ledger Name & Mo: operating Unit, default operating unit)
Function area(sys admin)-profile-system

Control
+
S
 Tax configuration

4-function area )tax)-home-tax configuration-create tax authority party tax profile-go to task ‫ملف ضريبي‬
search by legal entity or operating unit - create tax profile

5-create tax regimes

‫السماح بالتعديل علي قيم الضرائب وهل الفاتوره شاملها‬

‫السماح باستخدام االعفاء الضريبي‬

‫تعديل حساب الضرايب اخليه ياخد ال‬

exp acc

‫السماح باستخدام الضرائب االستثنائيه‬

‫نحدد الريت والسماح بالتقريب‬
Standard NON inclusive handing
‫ضمنيه غير ضريبه‬

continue

Assign legal entity

Rule foe tax

Old date

finish
5-create tax

Or we can create acc from tax rate

Legal entity
nearest
%sales%

After finish setup we must mark on it

require
Tax liability account

6-create tax status

We can create more than

one tax or tax status

7-create tax jurisdictions

Tax policies for business, is a

legal defined area
8-create tax rates

9-create tax rule

After finishing the configuration

Tab tax

Make tax available for transactions

 we must assign tax to (AP, AR) with specific type of invoice

10- E-business tax home - create configuration owner tax options go task create

We can assign any type of transactions ( AP AR)

ASSIGN TAX ON LEVEL INVOICE LINE

 Withholding tax

Commercial and industrial profits tax

Discount & addition tax paid in advance on
purchases
to suppliers

Pre-requisites

• Enable withholding tax option

Function(payable)-setup-options-payable option tab withholding tax

• Define supplier as tax authority

FUNCTION (payable)-supplier - entry create supplier

• Define WHT calendar

Fun(payable)-setup-calendar-special calendar
 setup
1. Create withholding tax code
Function(payable)-setup-tax-withholding-codes

Assign special
calendar or not

2. Assign WHT group on supplier site level for specific standard supplier
FUNCTION (payable)-supplier - entry search on supplier

For running request for all ap transaction

Top bar-view-requests-submit a new request %transfer journals entries to gl%

Submit find