Paybles-R12.pptx

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Oracle Payable

- Release 12 Migration Considerations



Objectives

Describe and use the new features in Release 12 of Oracle Payables.

Set up the new features in Release 12 of Oracle Payables.



Agenda

Supplier Related Enhancements Deferred RecoverabilityEnhanced Asset TrackingPayment RequestsPayment Method Controls And Enhanced Payment InformationMulti-Org Access Control in Payables



Agenda




Suppliers in the Trading Community Architecture (TCA)

The Trading Community Model:

Is a highly flexible architecture Allows you to model real world entities in your trading community Allows you to accurately represent complex relationships among

entities Is the core data model for trading partners used by Oracle E-

Business Suite applications



Payment Banks, Branches, Bank Accounts

Bank Accounts are: Centrally Defined. Managed and Secured. Include the legal ownership and operating unit access for each bank

account.



Supplier Creation



Supplier Creation Contd..1









Agenda




Deferred Recoverability

Accounting process where tax recovery is reported when the invoice is paid

Accrual (and therefore the settlement and/or reporting) of recoverable taxes is delayed due to special tax rules either enforced by the Tax Authority, or allowed with the agreement of the Tax Authority

Accurate reporting and accounting of pending recoverable tax amounts

Automatic accrual of recoverable tax amounts upon payment

Global Readiness Adhere to international tax laws

Streamlined Operations, Operational Excellence, and Lower Costs

Automatic accrual of recoverable tax amounts obviates need for manual transfers after payment transactions

Propensity for manual error is reduced Improved Fiscal Discipline

Accounts reflect transactions that have occurred

Automated accounting reduces auditing time

Features Benefits



Deferred Recoverability Process Part 1: Set Up and Invoice

Tax Engine

Tax Set Up

Process 1

E-Business Tax

Interim (deferred) Recoverable Tax

Accounts Payable Liability

X.XX X.XX

Non Recoverable Tax

X.XXExpense/Asset X.XX

Invoice details

Tax (Includes Interim Recoverable

Tax Distribution Account)

Invoice Header

Invoice Lines

Invoice Distributions

Account

Subledger Accounting

Payables Invoice Entry



Deferred Recoverability Process Part 2: Set Up and Payment

InvoicesInvoicesTax Set Up

Process 2

Payables Payment E-Business Tax

Recoverable Tax X.XX X.XX

Accounts Payable Liability X.XX

Invoice details

Recoverable Tax Distribution Accounts

Invoices

Account

Payment Invoices with Deferred Recoverability ?

Calculate Recoverable Amounts, Record

Distributions

Optional Set Up

Cash Clearing

X.XX

Interim (deferred) Recoverable Tax

Subledger Accounting



Setup Taxes with Deferred Recoverability

Level Allow Tax Recovery

Default Recovery Settlement

Tax Accounts

Regime Deferred

Tax Deferred Tax ExpenseRecoverable TaxInterim Tax (used for Accrual Based accounting only)

Tax Status Deferred

Tax Rate Deferred



Implementation Considerations

Common Module Dependency: E-Business Tax

The e-Business Tax engine is responsible for calculating tax amounts applicable to invoices.

E-Business Tax configuration qualifies taxes with attributes to meet tax compliance requirements.

Common Module Interaction: Subledger Accounting: A general tool to configure accounting entries and

provide accounting reports.



Agenda




Enhanced Asset Tracking

Enhanced Asset Tracking Item Description Manufacturer Model Serial Number Warranty Number

Enhanced Mass Additions Asset Book Asset Category



Enhanced Asset Tracking Benefits

Increased efficiency and reduced costs Asset information typically entered on a purchase order can now flow

seamlessly into Payables and Assets.

Improved accuracy of information The Create Mass Additions process can now be submitted to select

invoice distributions by specific Asset Book.



Enhanced Asset Tracking Process

Enter Payables Invoice andmatch to Purchase Order or

Import Purchasing matched invoice

Optionally update asset informationon invoice line or distribution, including

asset book and asset category

PAYABLES PROCESS

Submit Create Mass Additions process to transfer assets to

Oracle Assets

Payables retains assetinformation such as:

manufacturer, serial number, asset book and category

Automated process



Invoice Lines

Invoice Lines

Represent goods or services as lines with distributions tied to each line

Facilitates the capture and transfer of pertinent information from Oracle Projects and Oracle Assets

Enables line level approval and matching between an invoice line and a purchase order shipment pay item



Agenda




Payment Requests Key Concepts

Payment Request A request for payment to Oracle Payables without requiring a

supplier, purchase order or standard invoice Oracle Loans: Loan Funding Disbursement Oracle Receivables: Customer Refund Requests

Payee Designated party to which the payment will

be made A payee can be a supplier, borrower, or

customer



Payment Requests Description

Receivables

Loans

Payment Request

Account payables department approves

request

submits

If requires approval, PayablesLaunches Workflow

Payables applies holds, if necessary Pay

No approval required



Payment Requests Benefits

Benefits for Payables managers Ensures the Integrity of Supplier Master

– Do not complicate Supplier Master with non-supplier payees Provides Payables transparency

– Provides visibility and control over items for payment processing

Benefits for other E-Business Suite products Leverages the Payables product for all payment needs Leaves the required knowledge base in Payables

without complicating your business model or employee structure

Provides visibility into the current status



Payment Requests Process

Report

Oracle Receivables

E-Business Suite Product

Receipts

On Account Credit Memos

VerifyAccount

TaxApprove

Payables

Payment Request

Payment Request IDOracle Loans

Loans

Payment Request

PaymentPayment Request Status



Vision Corporation

Payables

ApprovePayment Manager

Manages items to be paid

Payment Transacted to Payee

Customer Receives Payment $5000.00

ABC Company

Purchases: 3 Copy Machines

Returns 1 Copy Machine for Refund

Vision Corporation Receivables

Manages Receivables Transactions for return

Initiates Payables Request $5000.00

View Status if needed

Vision Corporation

Ship

Return

Refund

Pay

Payment Request for

$350,000

Payment Request for

$5000

Oracle Receivables – Refund Example



Payment Request – Additional Payables Actions

Void

Oracle Receivables

E-Business Suite Product

Receipts

On Account Credit Memos Cancel

Payables

Payment Request Cancelled

Oracle Loans

Loans

Payment Request

PaymentPayment Voided



Payment Requests: Synchronizing Between Products

Payables provides the ability for requesting E-Business Suite products to respond to actions taken on the payment request. These actions include:

Canceling the payment request Voiding the payment

To ensure that the Payment Request details remain the in sync between Payables and the requesting E-Business Suite product, Payables prevents:

Deletion the Payment Request Update to many fields



Payment Requests Reporting

Report Name Change

Invoice Aging Report Includes Payment Requests in Aging Report

Invoice Approval Status Report

Modified to show payment requests in the approval workflow process

Invoice Audit Listing By Voucher Number

Expanded to include Payment Requests by sequential voucher number

Invoice On Hold Report Expanded to include Payment Requests on Hold

Open Items Revaluation Report

Modified to include Payment Requests in revaluating balances

Cash Requirement Report Includes Payment Requests for forecasting cash needs



Payment Requests Optional Setup

Oracle Payments Oracle PaymentsApprovals

Management

Payment Method Controls

Payment Method Defaulting Rules

Payment Instruction and Report Formats

Payment Attribute Validations

Payment Process Profiles

Disbursement Options

Payables Options:Enable Invoice Approval Workflow

Approval Rules AP Invoice Approval



Agenda




Payment Method Controls and Enhanced Payment Information

Enhanced Payment Method Controls

Expanded Payment Attribute Availability and Defaulting

Configurable Payment Attribute Validation

Extensive Format and Reporting Capabilities



Key Concepts

Document Payable: A document to be paid by the deploying company (Payer)

Payee: The person or organization that is being paid Payment Process Request: The process of requesting the payment

processing for a group of invoices Payment Instruction: Formatted payment information that is either

transmitted to a financial institution for payment or used in-house to print check documents



Key Concepts Contd..1

Payment Process Profile: Usage and grouping rules, bank assignments, payment instructions and reporting, and connectivity for electronic filing

Oracle Payments: E-Business Suite module leveraged to group invoices into payments, create instructions, and print or communicate with the bank










Enhanced Payment Method Controls Description

Users can create new Payment Methods as needed A Policy can be defined for the Payment Method usage based on:

Oracle Application Legal Entity Operating Unit Transaction Type Foreign or Domestic Currency Foreign or Domestic Location



Enhanced Payment Method Controls Benefits

Provide the ability to set up multiple Payment Methods to meet specific business requirements

Controlled availability of Payment Methods



Enhanced Payment Method Controls Process – Enter Payables Document

• iSupplier Portal• Import

Supplier

Payables Analyst

Employee: Decentralized Invoice Entry• Payables Requests

• Quick Invoice• Invoice Workbench• Recurring Invoices

• Pay On Receipt Import

• Payment Requests• Expense Reports



Enhanced Payment Method Controls Process – Enter Payables Document

Payment Method defaults based on your configuration. The attributes on invoices meet requirements to default the payment

method via the Defaulting Rules. The Disbursement System Options allow for the Payee’s default to

override. You can define a default payment method for the Supplier Site (for

example, “Check”) If you need to override the default, the List of Values displays the

Payment Methods that meet the Usage Rules defined for the Payment Methods.










Expanded Payment Attribute Availability and Defaulting - Definition

Payment attributes are items on the document payable that play a role in:

Successful payment processing of a document payable

Reporting requirements

Payee payment and remittance



Expanded Payment Attribute Availability and Defaulting Description

Global Descriptive Flexfields (GDFs) for payment and remittance processing are now available as fields on the invoice

Payee Payment Processing Preferences for Defaulting

Bills Payable (Promissory Notes, Future Dated Payments) defined for the Payee



Expanded Payment Attribute Availability and Defaulting - Benefits

Enhance supplier/payee relationships

Minimize data entry

Facilitate payee’s reconciliation of payments and open debts

Satisfy reporting requirements



Expanded Payment Attribute Availability and Defaulting - Payment Attributes Defaulting

For Payables users, the Invoice Workbench is accessed through the folder form technology.

The Payment Method, Remit To Bank Account Number and Name, and Remittance Messages are used to default to the Scheduled Payments.

Users can enter the Unique Remittance Identifier and Check Digit per

invoice and Remittance Messages per scheduled payment.



Expanded Payment Attribute Availability and Defaulting - UI

Quick Invoices: The Quick Invoices UI also has the same capabilities as Payment Attributes Defaulting

Payment Attributes for Recurring Invoices default under the Payment Tab. The Payment Tab values are transferred to the subsequent invoices that are created.










Configurable Payment Attribute Validation Description

Enhanced Invoice Entry Validation Configure validation on the Payment Method to meet your business

needs Analyze and resolve validation issues upfront at invoice-entry time

Enhanced Payment Processing Validation Configure validation on the Payment Format and Payment Process

Profile to meet your business needs Payment Manager can analyze and resolve validation exceptions or

Automatically remove the Invoices to resolve issues while keeping payment processing streamlined



Configurable Payment Attribute Validation Benefits

Increased Payment Process Efficiency - On time Payments

Reduce Problem/Resolution Costs Reduce Check Stock Waste Catch Errors before send the file to the bank



Configurable Payment Attribute Validation Payment: Payment Processing Choices

The Payables Payment Manager Home Page displays Payment Process Requests that Require Actions, including validation errors

The Pending Actions area displays payment process requests with validation errors

Based on the Payment Process Request Status, you are directed to the correct UI to manage the action by clicking on the Start Action icon



Configurable Payment Attribute Validation Payment: Payment Processing Choices

Use the Payables Payment Process Requests Tab to display rejected or manually removed scheduled payments (invoices.) In addition, you can:

View the last 10 Payment Process Requests, which are automatically displayed

Show Request Details to see payment instruction details Search/ See Current Status Navigate directly to the Action Page if

Required Cancel Requests



Expanded Payment Attribute Availability Payment Instruction Formats and Reporting - Benefits

Reduce Reaction Time to Changing Banking Relationships - Flexible, Adaptable Payment Instruction Formats

Facilitate Payee’s reconciliation of payments and open debts

Satisfy Reporting Requirements



Expanded Payment Attribute Availability Payment Instruction Formats and Reporting

Access the following setup pages from the Payment Administrator page:

XML Publisher Format Templates Formats Payment Process Profiles

XML PublisherTemplates

Formats




Payment Instruction Formats and Reporting XML Publisher Templates

The Payment Instruction Register Template includes the Unique Remittance Identifier

To create a different report layout or include different data elements, create your new version and register it via this XML Publisher page


Formats




Expanded Payment Attribute Availability Payment Instruction Formats and Reporting

The Formats page ties the XML Publisher Template to the Payment Disbursement Remittance Formats and Reports.

There are many types of formats available: Payment Instructions Payment Instruction Accompanying Letter Positive Pay File Regulatory Reporting Payment Instruction Register Separate Remittance Advice, which can

later be assigned to the Payment ProcessProfile


Formats




Formats & Reporting Payment Process

Specify Usage Rules: Payment Methods ties the Payment Method to Payment Process Profiles

The Payment Process Profile is where you tie in your list of Payment Methods that can use this profile.


Formats


Specify Payment Creation Grouping Rules on the Payment Creation tab

Optionally Group by Document Payment Attributes The payment attributes on your invoices can be used as grouping

rules when “building or assembling” each payment This may be required to meet your bank’s

format needs or for your reports



Formats and Reporting Payment Process

Specify Payment Creation Grouping Rules on the Payment Creation tab

Optionally Group by Document Payment Attributes The payment attributes on your invoices can be used as grouping

rules when “building or assembling” each payment This may be required to meet your bank’s

format needs or for your reportsXML Publisher

Templates

Formats





Use the Payment Process Profiles screen to specify Payment Instruction Grouping Rules, including by Payment Attributes such as:

Payment Reason Bills Payable Payment Methods


Formats




Formats and Reporting Payment Process

The Payment Instruction Format is assigned on the Payment Instruction Format tab

You can assign: The Payment Instruction Accompanying Letter format


Formats





Use the Reporting Tab to assign the formats for the: Payment Instruction Register Positive Pay File Separate Remittance Advice


Formats




Setup Payment Method Controls and Enhanced Payment

Configurable Payment Attribute Validation View available validations Payment methods Payment process format Payment process profile

Expanded Payment Method Instruction formats and reporting Controls Defaulting



Configurable Payment Attribute Validation Setup

View Validations Payment Method Payment Instruction Format Payment Process Profile Payment Method

Payment InstructionFormat

SETUP

Payment Process Profile



Configurable Payment Attribute Validation Setup Consideration

When determining how to configure Payment Attribute Validation, consider the Three Models:

One Method, One Payment Process Profile (one Payment Instruction Format – one set of reports)

One Method, Many Payment Process Profiles (each with one Payment Instruction Format – one set of reports)

Many Methods, One Payment Process Profile (one Payment Instruction Format – one set of reports)



Configurable Payment Attribute ValidationSetup: View Available Validations

Validations can be assigned to Payment Methods and Payment Instruction Formats.

Validation Points indicate when the validation can occur and controls the list of values on Payment Methods and Formats.

Validation Points are: Document Payment Payment Instruction


Payment Method

Payment Format



Configurable Payment Attribute Validation Setup – Payment Methods

Direct Deposit Payment Method In the validations area, assign pre-defined

validations or configure your own. When configuring your own validations, choose a

Field Name from the list of values. Based on the field name, assign a validation name

For example, you can specify that the Payee’s bank account is required and can be only integers and that a Payment Reason is required.


Payment Method

Payment Format



Configurable Payment Attribute Validation Setup: Payment Process Format

Payment Instruction Formats: Pre-defined Validations for your use User-defined Validations provide flexibility Optionally Use User-defined Validations to Supplement Pre-defined

Validations


Payment Method

Payment Format



Configurable Payment Attribute Validation Setup: Payment Process Profile

Payment Process Profiles include: The type of processing (electronic or in-house printing) Use controls based on a list of payment methods, bank accounts, first

party legal entities, and currencies Payment instruction and reporting formats Payment system configuration Payment creation rules


Payment Method

Payment Format



Expanded Payment Attribute Availability Payment Instruction Formats and Reporting Setup

Use “Out of the Box” Payment Instruction Formats and Reports or Configure XML Templates

Assign to your Payment Process Profiles

XML Publisher Templates

Payment Formats


SETUP



Enhanced Payment Method Controls Setup

Define Payment Methods Define Payment Method Defaulting

Rules Specify Payment Method defaulting

mechanism Assign Payment Methods to the

Payee

Payee Payment Method Assignment

SETUP

Payment MethodDefaulting Rules

Payment Methods

Disbursement System Options



Expanded Payment Attribute Availability and Defaulting - Setup

Define Delivery Channels, Payment Reasons, and Bank Instruction Codes

Define Payee Payment Attributes

Tailor Invoice Entry UI with Oracle Folder Forms

Delivery Channels, Payment Reasons,

Bank Instruction Codes

Payee Payment Attributes

SETUP

Folders



Agenda




Multi-Org Access Control in Payables Description

Multi-Org Access Control (MOAC) enables cross organizational processing and reporting on Operating Units in subledgers.

For example, you can select invoices across operating units for payment processing within a single pay run.

A security profile determines a user’s set of accessible Operating Units.

Enhanced Multi-Org Reporting Run several Payables reports at

ledger or ledger set level



Multi-Org Access Control in Payables Description

MOAC allows users of a single responsibility to perform task in multiple operating units without having to switch responsibilities.

Possible tasks include: Invoice Processing Payment Processing Run Reports, such as Posted Invoice and Payment Registers, Open

Account Balance Listing Run Concurrent Programs, such as Validation and Invoice Import Close Periods



Multi-Org Access Control in Payables Benefits

Increase Efficiency Shared Service Center employees can be more efficient because they

can process transactions for multiple Operating Units. Reduce Costs

Reporting costs are reduced since users can submit standard reports for multiple OUs as well as submit certain reports that gather data from multiple OUs.

Improve Timeliness and Accuracy of Information MOAC adds to the timeliness and accuracy of

information by providing a consolidated view of data across Operating Units, eliminating the need for manual aggregation.



Multi-Org Access Control Process

OpenPayables setup form

orPayables transaction form

Enter data foroperating unit and

proceed to next task

PAYABLES PROCESS

Submit Concurrent Program Or

Standard Report

Applicationchecks

access privilege

Automated process



Multi-Org Access Control Process, Invoice Entry

There is now an OU field on the Invoice Workbench

Select an Operating Unit, or enter another field, such as PO or Supplier Site, from which the system will default the OU

The application automatically provides the operating unit of new (uncommitted) invoices during entry.



Multi-Org Access Control Process, Payment Templates

There is a new Payment Process Request Template

Use to submit a “Payment Batch”

Select invoices for payment regardless of their OU by selecting the All option in the Operating Units region.

You also have the ability to specify a list of OUs. As in the invoice workbench, the list of OUs you can specify is

determined by your security profile.



Multi-Org Access Control Process, Controlling Payables Periods

On the Control Payables Periods form, with Multi-Org Access Control you can close periods for all Operating Units in a given Ledger.

Each Payables accounting calendar is associated with one ledger and its accounting calendar, defined in GL.

You can now access the Control Payables Periods window for all ledgers that correspond to the operating units that you have access to, as determined by your security profile.



Multi-Org Access Control Process, Submitting Concurrent Request

There is a new OU parameter that you will provide when you submit a concurrent request in R12

When submitting the Invoice Validation routine, if you leave the OU parameter null, the routine will process data for multiple operating units in a single run

Oracle Payables will process data for your set of accessible

Operating Units, as determined by you Multi-Org Security Profile, defined in Oracle HRMS.



Multi-Org Access Control Process, Submitting Standard Report

Submit the Payables Posted Invoice Register or Payables Posted Payments Register for a Ledger or Ledger Set.

Oracle Payables includes data for all Operating Units that you have

access to, as determined by your Multi-Org Security Profile, belonging to that Ledger/Ledger Set.

All other Payables Standard Reports now have an OU parameter that

is mandatory and will set the context for that run of the report.



Multi-Org Access Control Process, Open Account Balances Listing Report

Trial Balance is known as the Open Account Balances Listing report

It runs based on the Open Account Balances Listing Definition that you define

You can define the Listing Definition at a Ledger or Ledger Set level



Multi-Org Access Control Setup

Define security profile &assign operating units

Run Security List Maintenance

Assign security profile to

responsibility or user

GENERAL MOAC SETUP

Automated process



Multi-Org Access Control Payables Setup

Use the Payables Options form to set up: Payables Options Financials Options Supplier Sites

Payment Details Invoice Management Accounting Options Etc.

Withholding Tax Codes and Details



Disclaimer

This presentation was prepared exclusively for the benefit and internal use of Genpact in order to indicate, on a preliminary basis, the feasibility of a possible transaction or transactions and does not carry any right of publication or disclosure to any other party. This presentation is incomplete without reference to, and should be viewed solely in conjunction with, the oral briefing provided by Genpact. Neither this presentation nor any of its contents may be used for any other purpose without the prior written consent of Genpact.

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