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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...

When you enter a prepayment, Payables provides a default prepayment account for each Item distribution. During prepayment entry, you can override the accounts Payables provides. Payables looks in the following order and uses the first valid prepayment account it finds: supplier site, supplier, Financials option. However, if the prepayment is purchase order matched and if the Build Prepayment Accounts When Matching Payables option is enabled, then Payables builds each account for you and defaults the built account if it is a valid accounting combination. When you apply the prepayment to the invoice, the system assigns the applied prepayment Item's account to the new corresponding Prepayment distribution on the invoice. You cannot override accounts on the invoice's Prepayment distributions. Tax distributions on Prepayments and the applied invoices follow the usual tax rules. This way your taxes are always accurate for each transaction. For example, if the tax rate changes between...

You can match a prepayment to a purchase order or receipt. The accounting entries for Item distributions on a matched prepayment typically debit a prepayment account that Payables provides. However, during prepayment entry you can override any account that Payables defaults or builds. Payables does not create an encumbrance entry for the prepaid amount when a prepayment is matched to a purchase order. The match is treated like a reservation of the quantity billed. Payables does not calculate the invoice price variance or exchange rate variance at this point. Furthermore, you cannot change the unit price during the prepayment match to purchase order. A final match to the purchase order is not allowed either. When the matched prepayment is applied to an invoice, Payables reverses the matched quantity on the prepayment to reflect the balance of the total quantity matched. The following example illustrates a prepayment application to a purchase order: You contract to attend a $5,000 trade ...

A prepayment is a type of invoice you enter to make an advance payment to a supplier or employee. For example, you need to pay a deposit on a lease, or pay an employee an advance for travel expenses. You can later apply the prepayment to one or more invoices or expense reports you receive from the supplier or employee to offset the amount paid to them. The supplier might send an invoice that references a prepayment. The supplier has reduced the invoice amount by the amount of the prepayment and associated tax. You can use the Prepayment on Invoice feature to enter the invoice. See: Entering Invoices that Reference Prepayments. You can enter two types of prepayments: Temporary and Permanent. Temporary prepayments can be applied to invoices or expense reports you receive. For example, you use a Temporary prepayment to pay a hotel a catering deposit. When the hotel's invoice arrives, apply the prepayment to the invoice to reduce the invoice amount you pay. Permanent prepayments cannot...

A key flexfield can perform automatic cross-validation of segment values according to rules your organization defines when you customize the key flexfield. You can use cross-validation to closely control the creation of new key flexfield combinations, and you can maintain a consistent and logical set of key flexfield combinations that you need to run your organization. What is Cross-Validation? Cross-validation (also known as cross-segment validation) controls the combinations of values you can create when you enter values for key flexfields. A cross-validation rule defines whether a value of a particular segment can be combined with specific values of other segments. Cross-validation is different from segment validation, which controls the values you can enter for a particular segment. You use cross-validation rules to prevent the creation of combinations that should never exist (combinations with values that should not coexist in the same combination). For example, if your organizati...

Enter and update encumbrance entries, as well as review and update encumbrance entries imported to General Ledger from feeder systems such as Purchasing and Payables. Entering encumbrances is similar to entering actual journals. Before entering encumbrances manually, organize them into batches. For example, group your encumbrances by encumbrance type, date, and preparer. Note: If you use Multiple Reporting Currencies, General Ledger creates a converted encumbrance entry in your reporting set of books when you create the associated encumbrance entry in your primary set of books. Note: You can modify the Enter Encumbrances folder form to customize your query capabilities on encumbrance information. Refer to the Oracle Applications User's Guide for more information on modifying and saving folder forms. Prerequisites Define your set of books. Define your encumbrance types. Open an encumbrance year. To enter an encumbrance batch: 1. Navigate to the Enter Encumbrances window....

In Cash Management you can reconcile a bank statement manually as well as automatically. You can use the manual method to reconcile any bank statement, whether imported or entered manually. In addition, you can create new bank statement lines as you reconcile transactions, as well as update the reconciliation information for a previously manually-or automatically-reconciled statement. When you use manual reconciliation, you reconcile each bank statement line with available transactions. You can search for Payroll payments, Receivables receipts, Payables payments, miscellaneous transactions, GL journal entries, open interface transactions, and statement lines that meet specific criteria, and reconcile the statement line against them. If the bank statement belongs to a bank account shared by Oracle Treasury and Oracle Cash Management, you can search for Treasury settlements using the Reconciliation Open Interface. You can search for transactions based on customer or supplier, batch name,...

If your bank provides account statements in a flat file using a defined format like BAI2 or SWIFT940, you can use the Bank Statement Open Interface to load this information into Oracle Cash Management. If you implement the automatic bank transmission feature, you can electronically download bank statements from your bank to your local directory. Once you receive the file, you can load bank statement information into the Bank Statement Open Interface tables using the Bank Statement Loader program or by using a custom loader program. If you use bank accounts shared by Oracle Treasury and Oracle Cash Management, you can use the Bank Statement Open Interface to load bank statements to reconcile against Treasury settlements. You can also load intra-day bank statements for cash positioning in Oracle Treasury. You can load intra-day bank statement information into the Bank Statement Open Interface tables using the Intra-Day Bank Statement Loader program, by using a custom loader, or by using ...

Cash Management maintains information for each bank statement you want to reconcile. You can use the Cash Management Bank Statement Open Interface to load bank statement information supplied by your bank, or you can enter and update bank statements manually. The system retains all bank statement information for audit and reference purposes, until you purge it. Each Cash Management bank statement is composed of one bank statement header and multiple bank statement lines. The bank statement header identifies the statement number, bank account number, and statement date. It also contains optional information including the bank and branch names, bank account currency, and control amounts. Note: If a bank gives you multiple account information on a single bank statement, you must enter a separate Cash Management bank statement for each bank account, for the specific statement date. Bank Statement Lines A bank statement line can refer to one or more payments, receipts, miscellaneous transact...

Cash Management maintains information for each bank statement you want to reconcile. You can use the Cash Management Bank Statement Open Interface to load bank statement information supplied by your bank, or you can enter and update bank statements manually. The system retains all bank statement information for audit and reference purposes, until you purge it. Each Cash Management bank statement is composed of one bank statement header and multiple bank statement lines. The bank statement header identifies the statement number, bank account number, and statement date. It also contains optional information including the bank and branch names, bank account currency, and control amounts. Note: If a bank gives you multiple account information on a single bank statement, you must enter a separate Cash Management bank statement for each bank account, for the specific statement date. Bank Statement Lines A bank statement line can refer to one or more payments, receipts, miscellaneous transact...

In addition to loading bank statement information automatically with the Bank Statement Open Interface, you can enter bank statement information manually. You can enable users to update information on a statement that was previously entered manually or loaded automatically, even if the statement is already reconciled. When you enter a bank statement manually, you enter the bank statement header and the transaction lines. You can reconcile transaction lines as you enter them, or you can reconcile the bank statement (manually or automatically) after you enter all the transaction lines and save your work. Note: Cash Management assumes that you enter statements in chronological order, and uses this order to calculate cumulative bank account balances. Prerequisites Define your banks. If you plan to use the Bank Statement Import program, you need to define bank transaction codes for the bank account. Set up Receivables activities and payment methods for miscellaneous transactions. ...

The diagram in this section provides an overview of the Cash Management process, from entering bank statements to posting accounting entries to your general ledger. There are two major process steps you need to follow when reconciling bank statements: 1. Load Bank Statements: You need to enter the detailed information from each bank statement, including bank account information, deposits received by the bank, and payments cleared. You can enter bank statements manually or load electronic statements that you receive directly from your bank. (See: Entering Bank Statements Manually and Loading Bank Statement Open Interface ) 2. Reconcile Bank Statements: Once you have entered detailed bank statement information into Cash Management, you must reconcile that information with your system transactions. Cash Management provides two methods of reconciliation: Automatic--Bank statement details are automatically matched and reconciled with system transactions. This method is ideally suited for b...

Use a price correction when a supplier sends an invoice for a change in unit price for an invoice you have matched to a purchase order or receipt. Payables records and updates the invoiced unit price of previously matched purchase order shipments or distributions without adjusting the quantity billed so you can track price variances. Payables also updates the amount billed on the originally matched purchase order distributions. You can record a simple price correction by entering a credit or debit memo and matching to a purchase order matched invoice. However, we recommend that you record all price corrections by matching to a purchase order or receipt, as described in this document. To record a price correction for a purchase order shipment or purchase order distribution: 1. Enter the invoice. If you are recording a price increase, enter a Standard, PO Default, or Mixed invoice. If you select PO Default, then Payables prompts you to enter the PO Number. Payables then automatically def...

Authorized users can make adjustments to invoice details, distributions, and scheduled payments, even if the invoice has been accounted or paid. After you make an adjustment to an invoice, you may need to submit Invoice Validation before you can pay it. If you adjust payment terms or any scheduled payment information on a validated invoice, you do not need to resubmit Invoice Validation. Remember that some invoice values, such as the withholding tax group, distribution set, and projects information, are used when you create new invoice distributions. If you change these values at the invoice header level, they do not affect any existing invoice distributions. If you want to change this information on the invoice distribution, then you must change it in the Distributions window. Note: If Payables automatically withholds tax at Invoice Validation time, it withholds only the first time you submit Invoice Validation for an invoice. If you adjust an invoice after Payables calculates withhol...

Before you can pay or create accounting entries for any invoice, the Invoice Validation process must validate the invoice. Invoice Validation checks the matching, tax, period status, exchange rate, and distribution information for invoices you enter and automatically applies holds to exception invoices. If an invoice has a hold, you can release the hold by correcting the exception that caused Invoice Validation to apply the hold by updating the invoice or the purchase order, or changing the invoice tolerances. Then resubmit Invoice Validation to release the hold. In the Invoice Holds window, you can manually release certain invoice holds, even if you have not resolved the matching error condition. Authorized users can always correct an invoice, even if you have validated, approved, paid, or created accounting entries for the invoice. You can identify all invoices that Payables has not yet reviewed with Invoice Validation by submitting the Invoice Register and selecting the Unvalidated ...

Define grouping rules that AutoInvoice will use to group revenue and credit transactions into invoices, debit memos, and credit memos. Grouping rules specify attributes that must be identical for lines to appear on the same transaction. Grouping rules include mandatory attributes which are always included in all grouping rules, and optional attributes which may be included in a grouping rule. Optional attributes may be added to the mandatory attributes to create new grouping rules. To be included in a group a transaction must always match on all of the mandatory attributes as well as on all of the optional attributes included in a grouping rule. For complete lists of the mandatory attributes and the optional attributes see the section titled "Using Grouping Rules to Create Transactions" in the Transactions chapter. All attributes of the Transaction Flexfield are optional within a grouping rule, and you can assign these attributes as optional grouping characteristics in the Gr...

Define invoice line ordering rules for transaction lines that you import into Receivables using AutoInvoice. AutoInvoice uses these rules to order transaction lines when grouping the transactions it creates into invoices, debit memos, and credit memos. You can assign a line ordering rule to each grouping rule. You also assign transaction attributes to your line ordering rules. AutoInvoice uses these attributes to order invoice lines. You can assign a priority to these attributes for each of your invoice line ordering rules. You can also specify an ascending or descending order for each transaction attribute assigned to a rule. Active invoice line ordering rules appear as list of values choices in the Grouping Rules window. Suggestion: If you are importing transactions from Oracle Order Management, create an invoice line ordering rule with the attribute SALES_ORDER_LINE to list the items on the invoice in the same order as they appear on the sales order. To define an invoice line ord...

When you apply a receipt to debit items, a small unapplied amount may remain on the receipt. Receivables lets you write off unapplied receipt balances during or after receipt application. With Receivables you can: Use the Applications window to manually write off unapplied receipt balances Use the Automatic Receipt Write-off program to automatically write off receipts Reversal To reverse the write off, you can unapply the original write-off application by unchecking the Apply check box in the Applications window for the write-off amount that you want to reverse. Exchange Rates When you write off a foreign currency receipt, Receivables uses the same exchange rate information from the original receipt for the write-off record. When you adjust the exchange rate of a foreign currency receipt, Receivables reverses the write-off with the original exchange rate and then applies the new exchange rate to the write-off. Receivables reverses the write-off only if the converted amount does not exc...

Use the Applications window to apply your receipts or on-account credits. You can apply receipts to any type of transaction except guarantees and standard credit memos. You can apply all or part of a receipt or on-account credit to a single debit item or to several debit items. For example, your customer may send a single check to pay all of one invoice and part of another invoice. Or, a customer may have an on-account credit he will expect you to use with his receipt to close an open debit item. You can apply a receipt to an unrelated customer's debit items if the system option Allow Payment of Unrelated Invoices is set to Yes. You can apply a receipt to a related customer's debit items if the Related Customers check box is checked. You cannot apply an unidentified receipt; you must specify the customer who remitted the receipt before you can apply it to a transaction. You can also combine on-account credits with a customer's receipts to increase the amount you can apply t...