1. Define Responsibilities:
Security > Responsibility > Define
(System Administration)
Description:
Use the Define Responsibility window to define responsibilities for each
operating unit by application. When signing on to Oracle Applications, the
responsibility chosen determines the data, forms, menus, reports, and
concurrent programs that can be accessed.
Consider using naming conventions for the responsibility names in a
Multiple Organization environment. It is a good idea to use abbreviations of
the business function and the organization name to uniquely identify the
purpose of the responsibility.
2. Define Chart of Accounts:
Setup > Flex fields > Key
> Segments
Description: Use Accounting Flex fields to design the structure of
General Ledger accounts. By providing flexible account structures, Accounting
Flex fields enable to take advantage of General Ledger flexible tools for
recording and reporting accounting information.
Note: This setup step is normally completed during Oracle
General Ledger setup.
3. Define Functional and Additional Currencies:
Setup > Currency > Define
Description:
Use the Currencies window to define non-ISO (International Standards
Organization) currencies, and to enable/disable currencies. Oracle Applications
has predefined all currencies specified in ISO standard #4217. To use a currency other than U.S. Dollars
(USD), that currency must be enabled.
U.S. Dollars (USD) is the only currency that is enabled initially.
Note: This setup step is normally completed during Oracle
General Ledger setup.
4. Enter Daily Rates:
Setup > Currency > Rates >
Daily
Description:
Enter the daily rates needed.
Typically, you will enter rates to convert foreign currency journal entries
into the functional and reporting currencies.
If you do not want to predefine daily rates, you can use the conversion
rate type User to enter daily rates at the time you enter journals. Enter
period rates for running foreign currency revaluation or translation. Enter weighted–average rates, or let General
Ledger calculate them. General Ledger translates account balances using rates
for those accounts you assigned the rate type.
5. Define the Accounting Calendar:
Setup > Calendar > Accounting > Periods
Description:
Create a calendar to define an accounting year and the periods it
contains. You should set up one year at a time, specifying the types of
accounting periods to include in each year. Defining one year at a time helps
in being more accurate and reduces the amount of period maintenance you must do
at the start of each accounting period. You should define your calendar at
least one year before your current fiscal year.
Note: This setup step is normally completed during Oracle
General Ledger setup.
6. Define Ledger:
Setup > Financials>
Accounting Setup Manager>Accounting Setup
Description:
At least one Ledger needs to be defined before implementing and using
Oracle Payables. A Ledger includes an
accounting calendar, a functional currency, Sub Ledger Accounting method, and
an account structure. The accounts define the structure of general ledger
accounts. If accounts have not been
defined while setting up a Ledger; the chart of accounts structure needs to be
setup to provide valid values for expense, cash, and accounts payable liability
accounts. If the Ledger was previously
defined while setting up a different Oracle Financials product, proceed to the
next step. Oracle Payables can be used
with multiple Ledger within a single installation.
Note: This setup step is normally completed during Oracle
General Ledger setup.
7. Set System Profile Values:
Profile > System (System
Administration)
Description:
Profile options specify how Oracle Payables controls access to and
processes data. In general, profile
options can be set at one or more of the following levels: site, application,
responsibility, and user. Oracle
Payables users use the Personal Profile Values window to set profile options
only at the user level. System administrators use the Update System Profile
Options window to set profile options at the site, application, responsibility,
and user levels. You can set or view the
following profile options in Oracle Payables. The table also includes profile
options from other applications that are used by Oracle Payables.
Profile Name
|
Value
|
Site
|
Application
|
Responsibility
|
User
|
|
AP PAYMENT: Company
details printed
|
Optional
|
|||||
AP: Notification
Recipient E-mail
|
Optional
|
|||||
AP: Show Finally
Closed Pos
|
Optional
|
|||||
AP: Use Invoice Batch
Controls
|
Optional
|
No
|
No
|
|||
Audit Trail: Activate
|
Optional
|
|||||
Budgetary Control
Group
|
Optional
|
Standard
|
||||
Default Address Style
|
Optional
|
Default Address Style
|
||||
Default Country
|
Optional
|
|||||
Folders: Allow
Customization
|
Optional
|
|||||
Journals: Display
Inverse Rate
|
Optional
|
No
|
||||
MO: Operating Unit
|
Required
|
XXXX
|
XXXX
|
|||
MO: Security Profile
|
Required
|
XXXX
|
XXXX
|
|||
Printer
|
Optional
|
noprint
|
||||
Sequential Numbering
|
Optional
|
Always Used
|
||||
GL: Ledger Name
|
Required
|
Ledger
|
Ledger
|
|||
HR: business Group
|
Required
|
XXXX
|
8. Define Payables Lookups:
Setup > Lookups > Purchasing
Description:
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 are used in Payables.
In some fields, you must select a value from a predefined list of
values. Sometimes the values on the list
are items defined in a setup window, such as supplier names, payment terms, or
tax codes. Other predefined sets of values are lookups, which can be viewed, and in some
cases, updated, 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 invoices. You cannot change lookup name values after
you save them. To remove an obsolete lookup you can disable the code, enter an
end date, or change the meaning and description to match a replacement code.
9. Define Employee Lookups:
Setup > Lookups > Employee
Description:
A lookup is any predefined value that was not defined in a setup window.
Use the Application Utilities Lookups window to review and maintain sets of
values, or lookups. For lookup types that you can modify, you can define
up to 250 lookup names. You cannot change lookup name values after you save
them. To remove an obsolete lookup you can disable the code, enter an end date,
or change the meaning and description to match a replacement code.
10. Define Distribution Sets:
Setup > Invoice >
Distribution Sets
Description: A Distribution Set can be used to
automatically enter distributions for an invoice when not matched to a purchase
order.
For example, you can create for an advertising supplier a
Distribution Set that allocates advertising expense on an invoice to four
advertising departments. You can assign
a default Distribution Set to a supplier site so Payables will use it for every
invoice you enter for that supplier site. If you do not assign a default
Distribution Set to a supplier site, you can always assign a Distribution Set
to an invoice when you enter it. Use Full Distribution Sets to create
distributions with set percentage amounts, or use Skeleton Distribution Sets to
create distributions with no set distribution amounts. For example, a Full
Distribution Set for a rent invoice assigns 70% of the invoice amount to the
Sales facility expense account and 30% to the Administration facility expense
account. A Skeleton Distribution Set for the same invoice would create one
distribution for the Sales facility expense account and one distribution for
the Administration facility expense account, leaving the amounts zero. You
could then enter amounts during invoice entry depending on variables such as
that month’s headcount for each group. If you enable and use a descriptive flex
field with your distribution set lines, the data in the flex field will be
copied to the invoice distributions created by the Distribution Set.
11. Define Locations:
Employees >
Locations
Description:
Define names and addresses for the locations
used within an organization as well as the location used for the organization
itself. , Oracle Purchasing, Oracle
Payables and other Oracle Applications products use locations for requisitions,
receiving, shipping, billing, employee assignments and approval groups.
Note:
If Oracle Human Resources is fully installed, location data must be
defined using an Oracle Human Resources login responsibility; you cannot use
the windows provided with Oracle Payables. Prior to accessing this form, you must set the System Profile option HR:
User Type to HR User. This value should be assigned at the
Responsibility level.
12. Define Employees:
Employees > Enter Employees
Description:
Enter
the names, addresses, and other personal details of organization employees.
Oracle Payables uses this information for employee expense reports related
transactions.
Attention: If Oracle
Human Resources is installed, you cannot use Oracle Payables to define employee
information.
13. Define Organizations:
Setup > Organizations
Description:
Organizations describe distinct entities in
the business and may include HR Organizations, separate manufacturing facilities,
warehouses, distribution centers, and branch offices. After identifying and defining the business group, you
need to specify all the organizations within the business group.
Attention: In Oracle Purchasing or Oracle Inventory is
installed, you must have at least one Inventory Organization.
14. Define Payment Terms:
Setup > Invoice > Payment
Terms
Description:
In the Payment Terms window, define payment terms that can be assigned
to an invoice to automatically create scheduled payments when you submit
Payables Invoice Validation for the invoice.
Payment terms can be defined to create multiple scheduled payment lines
and multiple levels of discounts.
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 have a due date or a discount date.
15. AME Setup for Invoice Approval:
Prerequisites:-
a. Check
the Invoice Approval Workflow at the Payables Option(Payables Responsibility).
b. Check
the Validation before Approval if the invoice needs to be validated before it
is sent for Approval ( Payables Responsibility
c. The
Profile option “AME installed” should be set to “Yes” at the Application level
for the Payables application ( System Administrator responsibility).
d. Define
Users (System Administrator)
e. Login
as SYSADMIN
Navigation: User Management> Users
Select your User Name, click on Update, Click on Assign
roles
User Name
|
XXXX
|
Click
on go and say Update
Click
on Assign roles.
Search By
|
|
Roles and Responsibilities
|
Approvals
Management Business Analyst
|
Roles and Responsibilities
|
Functional
Administrator
|
Roles and Responsibilities
|
Approvals
Management Administrator
|
Enter Justification for each Responsibility.
6.
Login
as your user (XXXX).
Navigation: Functional Administrator
Create Grants for your AME
Transaction Type.
Note:- It is one time setup only.
7.
Switch
Responsibility to “Approvals Management Administrator”.
Select your
Transaction type to create Invoice Approval.
Filter
|
|
Transaction Type
|
Payables Invoice
Approval
|
Update this .
Note:- One
time setup.
8.
Switch
Responsibility to “Approvals Management Business Analyst”.
Select your
Transaction type “Payables Invoice Approval” .
Click on
Attributes,
Attribute
Category
|
Item Class
|
Data Type
|
Name
|
All
|
All
|
All
|
SUPPLIER_INVOICE_AMOUNT
|
Select your
Attribute called “SUPPLIER_INVOICE_AMOUNT”. 
Click on “Conditions (Tab on top of the window)”.
Click on Create and create required condition.
Condition Type
|
Attribute
|
Ordinary
|
SUPPLIER_INVOICE_AMOUNT
|
Details
Currency Code
|
SUPPLIER_INVOICE_AMOUNT
|
|||
RON
|
is greater than or equal to
|
0
|
and less than or equal to
|
9999999999
|
Click on
Apply.
Click on
Action Types (On the top of the window)
Select
your action type “approval-group chain of authority”, and say apply.
Click on
Approver Groups,
Name
|
Description
|
Order Number
|
Voting Method
|
Usage type
|
Approver type
|
Approver
|
XXXX Approval
|
XXXX Approval
|
1
|
Serial
|
Static
|
HR People
|
HR People: Person Name
|
Select
your approver group which has created all ready for this action type.
Click on
“Return to Dashboard”.
Click on
Rules (Define the Approval Rules)
Click on
Create rule.
Name
|
Rule Type
|
Item Class
|
Start Date
|
End Date
|
XXXX Invoice Approval
|
List Creation
|
Header
|
It should be current or future date.
|
31-Dec-4712(system
defaults)
|
Say Next,
Select your condition which has created on the above setup.
Say Next,
Select your “Action type “ and “Action”.
Say Next,
and say Finish.
16. Define Financials Options:
Setup > Options > Financials
Description: Use the Financials Options window
to define the options and defaults used for Oracle Financial Application(s).
Values entered in this window are shared by Oracle Payables, Oracle Purchasing,
and Oracle Assets. Defaults can be
defined in this window to simplify supplier entry, requisition entry, purchase
order entry, invoice entry, and automatic payments. Depending on the
application, you may not be required to enter all fields. Although you only need to define these
options and defaults once, you can update them at any time. If you change an
option and it is used as a default value elsewhere in the system, it will only
be used as a default for subsequent transactions. For example, if you change
the Payment Terms from Immediate to Net 30, Net 30 will be used as a default
for any new suppliers you enter, but the change will not affect the Payment Terms
of existing suppliers.
17.
Define Payables System Setup:
These options are
defaulted on supplier form. Most of the fields are optional but it is for ease
of entering the supplier data. All the fields are changeable on Supplier form
or Invoice workbench. You configure the following in this form:
XXXX OU
|
|||
Entry
|
Automatic
|
||
Type
|
Numeric
|
||
Next Automatic Number
|
1000
|
||
Payment
|
|||
Invoice Currency
|
RON
|
||
Pay Group
|
|||
Terms Date Basis
|
Invoice
|
||
Pay Date Basis
|
Due
|
||
Payment Terms
|
|||
Always Take Discount
|
No
|
||
Create Interest Invoices
|
No
|
||
Control
|
|||
Invoice Match option
|
Purchase Order
|
||
Hold Unmatched Invoices
|
|||
18. Define Payables Options:
Setup > Options
> Payables
Description: Use this window to set control
options and defaults used throughout Payables.
Defaults in this window will simplify supplier entry, invoice entry, and
automatic payment processing. Although
you need to define these options and defaults only once, you can update most of
them at any time to change controls and defaults for future transactions.
XXXX OU
|
||
Payment Accounting
|
||
When Payment is
Issued
|
Yes
|
|
When Payment Clears
|
Yes
|
|
Account
for Gain/Loss
|
||
When Payment Issued
|
Yes
|
|
When Payment Clears
|
Yes
|
|
Bills
Payable Account Source
|
||
From Payment Document
|
Yes
|
|
From Supplier Site
|
No
|
|
Automatic
Offset Method
|
||
None
|
Yes
|
|
Balancing
|
||
Account
|
||
Discount
Method
|
||
System Account
|
Yes
|
|
Prorate Expense
|
||
Prorate Tax
|
||
Interest
|
||
System Account
|
Yes
|
|
Prorate Across
Invoices
|
||
Prepayment
Account
|
||
From Supplier Site
|
Yes
|
|
From Purchase Order
|
||
19. Define Special Calendars:
Setup >
Calendar > Special Calendar
Description:
Use the Special Calendar window to define periods that Payables uses for
automatic withholding tax, recurring invoices, payment terms, and for the Key
Indicators Report.
The periods defined in the Special Calendar window are
completely separate from the periods defined in the Accounting Calendar window
for AP Accounting Periods.
Note: Special calendar will be defined the same as GL
Calendar.
20. Define Suppliers:
Suppliers
> Entry
Description: Four Oracle applications use the
Suppliers window: Payables, Purchasing, Assets, and Property Manager. If more
than one of these products is used, supplier information is shared with the
other product(s). In addition to the
supplier name and address, Payables and Purchasing require you to enter
additional information about the supplier. Oracle Assets and Property Manager
require no additional information. However, for any product, you can record a
variety of other supplier information in the many optional fields.
21. Define Invoice Hold and Release Names:
Setup > Invoice > Hold and
Release Names
Description:
Use the Invoice Hold and Release Names window to define the names used
to manually hold or release invoices. Hold names can be defined and assigned to
an invoice during entry to place the invoice on hold. For example, “Needs
Manager Approval” You can also define release names that you use in the Invoice
Holds window or Invoice Actions window to remove the holds you apply to invoices.
For example,”Manager Approved” You cannot pay an invoice that has a hold
applied to it. You can also determine
whether to allow accounting entry creation for the hold names defined. If you assign to an invoice a hold name that
does not allow accounting, then you cannot create accounting entries for the
invoice until you remove the hold.
22. Define Payment Formats:
Setup > Payments >
Payment Administrator > Payment Administrator
23. Define Payment Setup:
Setup>Payments>Payment
Administrator>Payment Methods
Define payment methods, rules for
their use on documents to be paid, and validations for documents. A
funds disbursement payment method is a medium by which the first party payer,
or deploying company, makes a payment to a third party payee, such as a
supplier. You can use a payment method to pay one or more suppliers.
Setup>Payments>Payment
Administrator>Payment Method defaulting rules
Defaulting
rules determine when payment methods should be defaulted on documents. The
Payment Method will default when all values are met across conditions and any
values are met within a condition.
24. Define and Assign
Document Sequence(Switch Responsibility to System Administrator):
Application> Sequential
Numbering > Define
Description: Create a document sequence to
uniquely number each document generated by an Oracle application. In General
Ledger, you can use document sequences to number journal entries, enabling you
to account for every journal entry.
Attention: Once you
define a document sequence, you can change the Effective to date and message
notification as long as the document sequence is not assigned. You cannot
change a document sequence that is assigned.
25. Define Aging Periods:
Setup > Calendar> Aging periods
26. Open AP Accounting Periods:
Accounting > Control Payables Periods
Description:
You enter and account for transactions in open accounting periods. The period statuses available in Payables are
Never Opened, Future, Open, Closed, and Permanently Closed. When you first
define a period, Payables assigns a status of Never Opened to the period. Payable
does not allow transaction processing in a period that has never been opened.
After you change the status to Future or Open you cannot change it back to
Never Opened. Your accounts payable periods are separate from your general
ledger periods. For example, you can close your JAN period in Payables before
you close your JAN period in General Ledger.
