Home
  • Register

HEADLINING: We will be launching Oracle trainings next month contact us for more details

User Rating: 5 / 5

Star activeStar activeStar activeStar activeStar active
 

The following are various methods used to make payment to suppliers

 

Manual :  check: this is the check manually written or typed. This will be used occasionally, when the check printing as above can not be done.

Quick : You can use this process to create single computer generated payments, rather than an entire payment batch, to speed up the process of generating a single payment for a vendor’s invoice

Batch : These are payment selected and checks are printed in batch for more than one supplier on the basis of prescribed criteria


 

Page 8 of 8

End user Manual for Account Payable

1 Manual Payment

1.1 Overview

Manual checks and prepayments check to employees and supplier basis if the payment is released immediately.

1.2 Pay an Invoice manually

  1. Choose the following path:

Payments ► Entry ► Payments

The following window will open

  1. Fill in the following field

Name of the filed

Content

Comments

Type

Choose Manual

Bank Account

Select the Bank Account

Document Name

Select the Document Name

AP will allow you to select only Computer Generated orCombined Payment Documents associated with the selected Bank Account

Document Number

Click on OK

AP will reserve the  document Name at this point

Payment Date

Enter the payment date or type [Tab] to accept the default date of today

Payment Amount

You can either enter the amount or leave it empty so that AP will calculate it with the invoices you will choose in the next step

Supplier Name or Supplier Number

Enter the Supplier name

Supplier site

Enter the Supplier site or press Tab to accept default data

  1. Click on Enter / Adjust Invoice to choose the invoice to pay

The following window will open

  1. Select the invoices you want to pay (Payables will only allow to select invoices which have a Check payment type associated with them, and which have the same currency as the payment document)
  2. Save your work, and return to the Payments window. Payables automatically enter the payment amount.

1.3 Printing a Payment

  1. Click on the action, the following window will open
  2. Check the boxes Format, Print Now and Print Remittance advice.Click OK.

2 Batch Payment

2.1 Batch Payment Process

This payment format contains one credit line and multiple credit lines.

This format requires one debit line for every credit line.

Payment batches are used to generate checks for batch of invoices from many vendors. There is a series of steps to follow to print checks with a Payment Batch. Most steps are initiated from the Payment Batch Actions window. The steps are:

· Initiate Payment Batch

· Select Invoices/Verify Payment Register

· Modify Payments

· Format Payments

· Print Checks

· Confirm Payment Batch

2.2 Initiating Payment Batches

  1. Choose the following path

Payments ► Entry ► Payment Batches,

The following window will open

2. Fill in the following field

Name of the field

Content

Batch Name

Enter the Payment Batch Name. This name will appear on your reports and will help you locate the batch online.

Ex: User Initial / Date – year

Payment Method

Verify the Payment Date.

Pay group

Optionally select Pay Group. AP will select invoices with this Pay Group.

Bank account

Optionally change the Bank Account.

Payment Document

Select the Payment Document.

Pay through Date

Verify the Pay Through Date. AP will select invoices with a discount or due date on or before this date.

Payment Limit

Optionally review or adjust the payment limits.

2.3 Selecting invoice / Verify Payment Register is correct

  1. Click on Actions Button.

  1. Select Invoices & Build Payment & Print Preliminary Register.

Page 7 of 7

End user Manual for Account Payable

  1. Click on the button OK:

Payables will initiate three concurrent processes, Auto Select, Build Payments and Preliminary Payment Register.

The Preliminary Payment Register is printed when the invoices are selected and the payments are built. It should be used to review the payments Payables will create when you format payments for the invoices in a Payment Batch.

You should review the Preliminary Payment Register to see which invoices and vendors will be paid, the discounts taken, and the total amount paid to each vendor.

· Payables group the invoices by vendor site and print the total for each payment for a site.

· Payables prints asterisks and a non-payment reason for the invoicesselected for payment in the payment batch, but that do not meet payment requirements.

· Payables does not create payments for a vendor site's invoices if the total of the selected invoice(s) exceeds the maximum payment amount or is less than the minimum payment amount that you specified for the payment batch, or the total payment amount for a vendor site is less than or equals zero.

  1. Check the Preliminary Payment Register to ensure that all the invoices needing payment are included on the register. You should also check to ensure that no payments will be generated for invoices that should not be paid.

  1. After the concurrent request are finished you need to requery the Payment Batch form, when the Status field changes to Built and the Payments button becomes active you may proceed to the next step.

  1. To requery the form you may use one of the following methods:

· Select Tools, Refresh Status.

· Click on the button ‘Refresh’ (available on the latest Oracle versions).

1.1 Modify Payment

Then after reviewing the Preliminary Register you can modify the Payment Batch by:

· Changing the payment amount of an invoice

· Preventing payment to a supplier

· Preventing payment of a particular invoice

· Adding an invoice that Payables did not select.

In order to modify a Payment Batch the status must be built. (i.e. The Payment Batch must be initiated but cannot have formatted payments)

  1. Choose the following path:

Payments ► Entry ► Payment Batches

  1. Choose View, Find (or F11)
  2. Select the appropriate Payment Batch.

  1. Click on Payments Button.

You can navigate between the various suppliers selected to be paid, by clicking the PgUp/Pg Dn keys while the cursor is in the Supplier field.

1.1.1 Adding an invoice to a payment batch

· Clear the form and then enter the Supplier name and Site.

· Select Yes for Pay supplier.

· AP displays the approved invoices for the supplier site.

· Select Yes for Pay invoice for each invoice you want to add to the payment batch.

1.1.2 Removing an Invoice from Payment Batch

· Query the Supplier name and Site.

· AP displays the invoices for the supplier site which were selected for thepayment batch.

· Select No for Pay invoice to remove it from the Payment Batch.

1.1.3 Removing all Invoices for a Particular supplier site from a payment batch

· Query the Supplier name and Site.

· Select a Non-Payment Reason for your records (Optional).

· Select No for Pay supplier.

1.1.4 Changing payment or discount amounts for a selected invoice

· Query the Supplier name and Site.

· AP displays the invoice(s) for the supplier site, which were selected for the batch.

· Alter the payment or discount amounts for the invoice.

  1. Click on Build Button to save your work.

AP will initiate the Build Payments concurrent process.

Once the Build Payments process is complete you should review your changes by printing a new Preliminary Payment Register

To print the Preliminary Payment register:

  1. Choose the following path:

Payments ► Entry ► Payments.

  1. Choose View, Find.

  1. Select the appropriate Payment Batch.

  1. Click on the button Actions

  1. Deselect Format Payments checkmark.

  1. Select Print Preliminary Payment Register.

  1. Click on the button OK

1.2 Formatting Payments

Once the Preliminary Payment Register has been verified the payments can be formatted for printing.

  1. Choose the following path:

Payments ► Entry ► Payment Batches

  1. Choose View, Find.

  1. Select the appropriate Payment Batch.

  1. Click on the button Actions.

  1. Select Format Payments & Print Now.

  1. Click on the Button OK

  1. Select View, requests, Find.

  1. Select The Format Payments Request.

.

1.3 Confirm Payment Batch

After the Formatting and Printing are finished you need to requery the Payment Batch form, when the Status field changes to Formatted you may proceed to the next step. Now you need to confirm whether all the checks were printed correctly, or is there any skipped or spoiled stock paper:

  1. Click on the button Actions.

  1. Confirm Payment Batch.

  1. Click on the button OK.

In the Confirm Payment Batch window enter the range of Checks:

· Printed

· Skipped (Not applicable as Honeywell uses bespoke)

· Spoiled (Not applicable as Honeywell uses bespoke)

  1. Click on Confirm.

AP initiates two concurrent processes, Confirm Payment Batch and Final Payment Register. Now your Payment Batch process is completed

1.4 Payment Batch sets

There is a new R11i functionality that allows the user to initiate more than one payment batches with a single payment batch submission. You set up a payment batch set which groups several payment batches together so you can simultaneously submit the selection, build, or format process for each payment batch in the set. This streamlines the process of submitting multiple payment batches for your bank accounts. This feature also supports the multi currency payment needs.

NOTE: For each payment batch set, define a separate payment document in thePayment Documents window. Each payment batch in the set must use a unique payment document.

2 Stop Payments

2.1 Stopping a Payment

· Choose the following path:

Payments ► Entry ► Payments

· Select from the menu bar:

View ► Find,

The following window will open

· Enter search Criteria

Page 8 of 8

End user Manual for Account Payable

· Click on save

The following window will open

· Select the stop payment  for stop payment

· To select multiple records, hold down the Ctrl key and click on each desired record.

· To select a range of records, click on the first record of the desired range then hold the Shift key down and click on the last record of the desired range with your mouse to highlight the selected range.

· To select all records, select Edit from the bar menu and choose Select All.

· To deselect all records, choose Edit from the bar menu and choose Deselect

· Click on Action button

The following window will open

· Check Initiate stop to stop payment

Payables will record and display the date and time of the Initiate Stop action.Payables will then ask you if are sure that you want to stop payment on the number of requests you have submitted.

· Click on OK

The Status field for this payment in the Payments form will change to: Stop Initiated. After stopping a payment you can either release the stop or void it.

1.1 Releasing a Stop Payment

  1. Choose the following path:

Payments ►Entry ► Payments.

2. Select from the menu bar

View ► Find,

The following window will open

3. Enter search criteria

4. Click on Find

The following window will open

Page 3 of 3

End user Manual for Account Payable

1. Select the payment for stop release

2. Click on Action

  1. In the Payment Actions window check the Release Stop checkbox. AP displays and records the date and time of the release stop activity. AP will ask you to confirm the release stop request for the number of requests that you have submitted.

  1. Click on OK

Note: There is a Stop Payments Report available to review all stopped payments.

1.1 Voiding a Payment

This can be done either for a Negotiable or a Stopped payment.

  1. Choose the following path:

Payments ► Entry ► Payments.

  1. From the Menu bar, choose the following path:

View ► Find,

  1. Enter the search criteria.

  1. Click on Find.

The following window will open:

  1. Select the payments

  1. Click on Actions

The following window will open

  1. In the Payment action window check the void check box. Payable allows you to update the following fields

Name of the field

Content

Void date

The date on which you want Payables to record the void transaction

G L date

The transaction date you want the general ledger to record when posting the void payment entries

Invoice Action

The action you want AP to take on the invoices paid by that void payment. You can choose to place the invoices on hold, cancel the invoices, or do nothing with the invoices.

AP ask you to confirm the cancellation

  1. Click  on to continue

You can not reverse the void on a void payment. Remember to have the payment you want to void in your possession or have proof that it has been destroyed before you record it as void. There is a Void Payments Register available to review voided payments.

2 Payables Transfer to General Ledger

This program is run to transfers all accounting entries from payable to  GL. This data is then posted to General ledger

· Navigate to Other RequestRun

· Choose the program Payable Transfer to General ledger

· Provide the following parameters and submit

Name of the field

Content

Set of Books Name

The set of books for which you want to transfer accounting information

Transfer Reporting Book(s)

Enter the reporting set of books to which it is also needed to be reported

Batch name

Name used to identify the batch in your general ledger. Journal Import creates a journal entry batch for each set of books and accounting period.

From date to date

Provide the accounting event dates for which you want to transfer accounting entries

Journal Category

Provide the category source

· Purchase Invoices

· Payments.

· Reconciled Payments..

· All: all journal categories. I

Validate accounts

· Yes

· No

Transfer to GL Interface

Select the level of detail in which you want to create journal entries

· In Detail. Do not summarize the entries. Transfer one accounting entry for each accounting entry.

· Summarize by Accounting Date. Summarize the accounting lines by account and date.

· Summarize by Accounting Period. Summarize the accounting lines by account and accounting period

Submit Journal Import

· Yes. Submit Journal Import, which will automatically create journal entry batches, headers, and lines from the accounting entries in the GL interface..

· No. Submit Journal Import later, through in General Ledger.

3 Open and Close Period

3.1 Period control status

Status

Control

Future

Payables allow invoice entry and accounting in a Future period. Payables do not allow payment entry or payment voiding in a Future period.

Open

You can record transactions and account for them in an Open period.

Closed

Payables do not allow transaction processing in a Closed period. You can reopen a Closed period if the corresponding general ledger and purchasing periods are also Open. You cannot close a period in which any of the following conditions exist

§ Outstanding payment batches.

§ Future dated payments for which the Maturity Date is within the period but that still have a status of Issued.

§ Unaccounted transactions.

· Accounted transactions that have not been transferred to general ledger

Permanently Closed

Payables do not allow transaction processing in a Permanently Closed period. You cannot reopen a Permanently Closed period.

3.2 Open a Period

1. Navigate to Accounting Control Payables period

  1. Click on the period status and select open period

3.3 Close Period

  1. Navigate to Accounting Control Payable period

  1. Click on the period status and select open period

Comments   

0 #1 susan v 2010-03-02 16:29
this is some of the best documentation i have seen... thank you ;D ;D
Quote
0 #2 Veena Balachandra 2010-08-18 09:03
Hi All,

If a document is reserved for a payment batch, then how can i delete or undo it such that I can use the same document for anothe payment batch???

Could some one please send me the answer to this to my id .
It would be of a great help...

Thanks & Regards,
Veena Balachandra
Quote
0 #3 Annamalai 2011-07-08 06:36
TCPDF error: Unsupported image type: com/file?id=dkg 3r3j_873hn43rcd s_b
Quote
0 #4 Rajashree 2012-08-19 20:32
I am unable to view the images, can somebody please send me the downloaded documents. Appreciate your quick help.
Quote

Add comment


Security code
Refresh

DEMO INFORMATION

All content and images shown on this site is for demo, presentation purposes only. This site is intended to exemplify a live website and does not make any claim of any kind to the validity of non-Shape5 content, images or posts published. 

Photography is used for this demo only, and is not included with this template or any membership. You may not use these images for your own without purchase. Links to purchase from their copyright owners will be provided.