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Assign accounts to a row or column to print monetary or statistical account balances. You assign accounts by entering one or more account ranges. Typically you assign accounts to rows. However, if you enter accounts for both rows and columns, FSG only reports on intersecting accounts. Note: If you assign accounts to a row or column, you cannot define a calculation for that same row or column. You can do one or the other, but not both. To assign accounts to a row or column: 1. From the Rows or Columns window, choose Account Assignments. 2. Select a mathematical Sign ( + or - ) to tell FSG whether to cumulatively add or subtract the balances for each account in the specified account range. To use this feature, each segment in the range must be defined with a display type of T (Total). See step 4 below. 3. Enter a range of accounts by specifying the Low and High accounts in the range. Additional Information: To specify just one account rather than a range, enter the same account as th...

To include budgets, encumbrance types, and currencies in a report, your report definition must specify a row set or column set that has control values specified in the Balance Control options. When you use such row sets or column sets in a report definition, you assign the control values to specific budgets, encumbrances, or currencies. When you assign a Budget to a control value number, FSG automatically prints the appropriate budget amounts in the budget-related rows or columns that are assigned that control value number. For example, if you assigned the number 1 to a column with the PTD-Budget amount type and the number 3 to a column with the PTD-Encumbrance amount type, you must assign a budget to the control value number 1 and an encumbrance to the control value number 3. This same logic applies to currency types. Notes: You must assign the same budget, encumbrance type, or currency to intersecting row and column control values. You cannot enter currencies in the report definition...

Amount Type: Defines the types of values to include in a row or column. General Ledger provides numerous amount types, such as actual, end-of-day, average-to-date, budget, or encumbrance; or calculated amounts, such as variances, for single or multiple periods. The amount type is typically assigned to column definitions. Notes: If you enter a budget, encumbrance, or variance amount type, you should enter a Control Value to assign budgets and encumbrance types to the report definition. Amount Type, Period Offset, Control Value, and Currency must all share the same column or row. If you assign an amount type to a row or column, you must also assign an offset. Suggestion: Use the amount type, YTD-Actual (FY End) to report on fiscal year-end actual balances. Calculate the offset in relation to your accounting calendar and enter the offset value in the Balance Control Region (for example, -12 for a 12 period calendar). Label the column directly (for example, June-1999) instead of using the...

The simplest reports require only steps 2 and 5 to define the report and steps 6 and 7 to run it. As your report requirements become more complicated, you will also need to perform many of the optional steps. The Financial Statement Generator Report Building Process 1. Before you define a report in Financial Statement Generator, draft it on paper. This will help you plan your report's format and content and save you time later. 2 . Define row sets that specify the format and content of your report rows. Typical row sets include line items, accounts, and calculation rows for totals. 3. Define column sets that specify the format and content of your report columns. Typical column sets include headings, currency assignments, amount types, and calculation columns for totals. You can also define column sets graphically using the Column Set Builder. 4. Define any optional report objects you need for special format reports or report distribution. 5 . Define financial reports by com...

To enter purchase order headers: 1. Navigate to the Purchase Orders window from the menu: i) by selecting the New PO button in the Find Purchase Orders window or any of its results windows ii) by selecting the Open button in any of the Find Purchase Order results windows iii) by selecting the Open button and then double-clicking the Open Documents icon in the Notifications Summary window when the current line is a purchase order if the PO: Display the AutoCreated Document profile option is set to Yes, Purchasing opens the Purchase Orders window when you have completed AutoCreation of a purchase order The upper part of the Purchase Orders window has the following display-only fields: Created - The system date is displayed as the creation date. Status - Possible order status values are: Incomplete - The order has not been approved. Approved - You have approved the order. You can print it and receive items against it. Requires Reapproval - You approved the order and then made chang...

Standard Purchase Orders You generally create standard purchase orders for one-time purchase of various items. You create standard purchase orders when you know the details of the goods or services you require, estimated costs, quantities, delivery schedules, and accounting distributions. If you use encumbrance accounting, the purchase order may be encumbered since the required information is known. Blanket Purchase Agreements You create blanket purchase agreements when you know the detail of the goods or services you plan to buy from a specific supplier in a period, but you do not yet know the detail of your delivery schedules. You can use blanket purchase agreements to specify negotiated prices for your items before actually purchasing them. Blanket Releases You can issue a blanket release against a blanket purchase agreement to place the actual order (as long as the release is within the blanket agreement effectivity dates). If you use encumbrance accounting, you can encumber each r...

In the Payment Terms window, you define payment terms that you can assign to an invoice to automatically create scheduled payments when you submit Payables Invoice Validation for the invoice. You can define payment terms to create multiple scheduled payment lines and multiple levels of discounts. You can create an unlimited number of payment terms. Payment terms have one or more payment terms lines, each of which creates one scheduled payment. Each payment terms line and each corresponding scheduled payment has a due date or a discount date based on one of the following: i) a specific day of a month, such as the 15th of the month ii) a specific date, for example, March 15, 2002. iii) a number of days added to your terms date, such as 14 days after the terms date iv) a special calendar that specifies a due date for the period that includes the invoice terms date. Only due dates can be based on a special calendar. Discount dates cannot be based on a special calendar. Each payment term...

Use the Payment Formats window to define the payment formats you need to define payment documents in the Banks window. You define payment formats for the four payment methods that Payables uses. You can define as many payment formats as you require for each payment method; however, each payment format must be unique for that payment method. You choose a Build Payments program, and a Format Payments program for each payment format. You can choose any payment program that you have defined in the Payment Programs window or any standard program Payables provides. You do not have to define a Separate Remittance Advice program for a payment format, because you can include the separate remittance advice program in your Format Payments program. Each Format Payments program provided by Payables includes a remittance advice program. You can, however, control how many invoices to include on your remittance advice. You can define a separate payment format for each of your payment currencies. If yo...

Maintain existing and define additional Lookups for your shared Lookup types. You can define up to 250 Lookups for each Lookup type. Each Lookup has a code and a meaning. For example, Lookup type YES_NO has a code Y with meaning Yes, and a code N with a meaning No. Note: In Releases 11.0 and earlier, there were two Lookup features, Special Lookups and Common Lookups. These two features have been merged into one. The new consolidated Lookups feature has Lookups maintained in this form. If you make changes to a Lookup, users must log out then log back on before your changes take effect. Lookups Block Type Query the type of your Lookup. You can define a maximum of 250 Lookups for a single type. User Name The user name is used by loader programs. Application Query the application associated with your Lookup type. Description If you use windows specialized for a particular Lookup type, the window uses this description in the window title. Access Level The access level restricts changes that...

A lookup is any predefined value that was not defined in a setup window. Use the Oracle Payables Lookups window to review and maintain sets of values, or lookups, that you use in Payables. In some fields, you must select a value from a predefined lists of values. Sometimes the values on the list are items you have defined in a setup window, such as supplier names, payment terms, or tax codes. Other predefined sets of values are lookups, which you can view, and in some cases, update, in the Oracle Payables Lookups window. A lookup category is called a lookup type, and the allowable values for the lookup type are called lookup names. For example, names of invoice types, such as Standard, Prepayment, Debit Memo, and so on, are lookup names for the lookup type of Invoice Type. You can add lookup names to some lookup types. For lookup types that you can modify, you can define up to 250 lookup names. For example, you can define additional values for Source, which you specify when you import ...

When a supplier or employee sends you a refund for an invoice payment you have made, you can record the refund in Payables. A refund closes out an outstanding credit balance, so you are actually making a negative payment for a credit balance. The credit balance can consist of the outstanding balance of any combination of the following documents, as long as the sum is negative and equals the refund amount: i-> Invoices ii-> Debit memos iii-> Credit memos Expense report Paying these documents with a refund records each document as paid, and gives you a complete supplier transaction history. For example, suppose you want to stop doing business with a supplier. You have an overall $100 credit balance with the supplier. The supplier sends you a $100 refund for the credit balance, which consists of a credit memo of $250 and an unpaid invoice of $150. You enter a $100 refund (a $100 negative payment), and apply it to the invoice and credit memo. After you apply the refund, the in...

Adjusting Selected Invoices for Manual Payments You can change the invoices you select for a manual payment at any time. For example, you may have accidentally selected the wrong invoice when you first recorded the manual payment. Prerequisite If the payment has cleared, unclear it first. You cannot adjust invoices on a cleared payment. To adjust invoices selected for a manual payment: 1. Find the payment online by using the Payments Overview window, or by opening the Payments window in entry mode and querying the payment. 2. In the Payments window select the payment and choose the Enter/Adjust Invoices button to navigate to the Select Invoices window. 3. Select the invoice(s) you had associated with the payment by mistake, and choose the Reverse Payment button. Payables creates a negative line for each invoice you selected. 4. Enter each invoice(s) you want to pay with the manual payment in a new row. The sum of the invoice Payment Amounts must equal the Payment Amount you enter...

To initiate a new payment batch, enter criteria for the invoices you want to pay. Payables selects all invoices that match your invoice selection criteria and that are ready for payment. You can initiate payment batches from either the Payment Batches window or the Payment Batch Sets window. You can also schedule payment batch sets to automatically submit at regular intervals. Initiating Payment Batches in the Payment Batches Window Prerequisite The payment document has enough documents defined to complete the payment batch. For example, if you are creating 100 checks, the payment document has at least 100 checks defined. To initiate a new payment batch: 1. In the Payment Batches window, enter a unique Batch Name. This name will appear on your reports and will help you locate the batch online. Attention: If you are using the NACHA payment format, Batch Name is used to identify the payment batch in the exception notification process. If your batch name exceeds 22 characters, the N...

Use the clearing payment method to account for intercompany expenses when you do not actually disburse funds through banks. For example, your Facilities group pays the telephone company for your telephone usage. You use a clearing payment to reimburse the Facilities group for your group's telephone expense. Generally, you do not generate a payment document with the Clearing payment method. Payables accounts for the invoice and payment transactions in the same way it does for all invoice and payments Creating Clearing Payments Prerequisites i) Define a bank account with at least one payment document that uses a format defined with the Clearing Payment Method. ii) Enter an invoice for the transaction, and enter Clearing as the payment method. To create clearing payments: 1. In the Payments window select Manual in the Type field. Enter the Bank Account. Enter a payment Document Name that uses the Clearing payment method. Enter the payment Document Number. If you selected a mul...

You can create and print a computer generated payment to pay a supplier for one or more invoices. You can also create a check, save it, then print it later. When you create a quick payment you can select an invoice regardless of the payments terms and due date. For example, you can create a Quick payment for an invoice that is not yet due. If you use the EDI Outbound payment format and you use Oracle e-Commerce Gateway, then you can create electronic Quick payments. Prerequisites i) If you are printing checks, enable the Allow Print Payables option. ii) Each invoice you want to pay must be validated, uncancelled, and without holds. iii) If you use Invoice Approval Workflow, then each invoice that requires approval must be approved before you can pay it. iv) Each invoice must have use either the same currency as the payment or use an associated fixed-rate currency. v) The bank account must have at least one payment document that uses Computer Generated or Combined ...

If you mistakenly apply a prepayment to an invoice, you can unapply it. It is then available to apply to another invoice. When you unapply a prepayment, you must unapply the full prepaid amount. Payables increases the amount available for the prepayment by the unapplied amount. Payables creates a positive amount Prepayment distribution on the invoice, with the same attributes as the existing Prepayment distribution it is reversing. Payables then updates the status of the invoice to unpaid or partially paid. You can review in the Distributions window the Prepayment distributions applied to an invoice. You unapply prepayments in the Invoice Workbench. To unapply a prepayment in the Invoice Workbench: 1. In the Invoices window query the invoice or the prepayment. 2. Choose Actions and select the Apply/Unapply Prepayment check box. Choose OK. Payables displays all existing prepayment applications. Select each Prepayment distribution you want to unapply by checking the Unapply check box. Yo...

Payables provides two ways to apply prepayments to an invoice. You can do either of the following: i-> Create or query an invoice and apply one or more prepayments to the invoice. ii-> Create or query the prepayment and apply it to one or more invoices. Selecting an Invoice and Applying it to a Prepayment When you select an invoice and choose the Apply/Unapply Prepayment option in the Invoice Actions window, the Apply/Unapply Prepayments window opens. It automatically displays all prepayments that have been applied to the invoice, and all available Prepayment distributions that you can apply to the invoice. Payables displays prepayment item type distributions that meet the following criteria: same supplier, and invoice currency as the invoice. The prepayment's Settlement Date is on or before today's date. The prepayment's date is on or before the date of the invoice. The prepayment is type Temporary with a status of Available. If you use Automatic Offsets, you can se...

You can apply the available amount of Item type distributions from a Temporary type prepayment to one or more invoices to offset the amount you pay on the invoice(s). If you entered the prepayment as a Permanent type and want to apply it, you can query the prepayment in the Invoices window and change the Prepayment Type to Temporary. If you use Automatic Offsets then your setting for the Prevent Prepayment Application Across Balancing Segments Payables option controls whether you can apply a prepayment to an invoice or expense report with a different balancing segment. Prerequisites The invoice type is Standard, Mixed, or Expense Report. Today's date is on or after the Settlement Date of the prepayment. The invoice date is on or after the date of the prepayment. The prepayment is type Temporary, fully paid, validated, not cancelled, has no active holds, and has not already been fully applied. The prepayment has the same supplier, invoice currency and payment currenc...

You can enter a Prepayment type invoice only in the Invoices window. You cannot enter a Prepayment type invoice in the Invoice Gateway. Prerequisites (Optional) Enter a prepayment account at the supplier site. (Optional) Enable the Build Prepayment Accounts When Matching Payables option if you want Payables to build GL accounts for prepayment Item distributions when you match to a purchase order or receipt. (Optional) Set a default value for the prepayment payment terms in the Payables Options window. If you do not enter a default value, payment terms default from the supplier site. To enter a prepayment: 1. In the Invoices window select Prepayment as the invoice type and enter all basic invoice information. Before entering distributions, proceed with the next three steps. 2. Select a Prepayment Type: Temporary. You can apply this prepayment to invoices after you validate and pay it, and after the settlement date. Permanent. You cannot apply this prepayment to invoices. 3. The...