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Payables Basic setup steps

Payables Basic setup steps
Step 1 Install or upgrade Payables. (Required)
Step 2 Create application user sign-ons and passwords. Users Window. System Administrator responsibility: Users (Required)
Step 4 Define your accounting period types and accounting calendar periods. Defining Period Types, and Defining Calendars.
Step 5 Enable currencies that you plan to use. Currencies Window. (Optional)
Step 6 Define a set of books. Specify a set of books name and assign it a calendar, functional currency, and a chart of accounts structure. Defining Sets of Books. (Required)
Step 7 Use the System Administrator responsibility to assign your set of books to a responsibility. Function Security in Payables. (Required)
Step 8 If you want to enter foreign currency transactions, define additional rate types, and enter your daily rates. Defining Conversion Rate Types, Entering Daily Rates, and Foreign Currency Transactions. General Ledger: 1) Conversion Rate Types and 2) Daily Rates (Optional)
Step 9 Select your primary set of books. Choosing a Set of Books. (Required)
Step 10 After choosing your set of books, use the Application Developer responsibility to set the GL Set of Books ID profile option to Updateable. Overview of User Profiles, and Setting User Profile Options (Required)
Step 11 After choosing your set of books, use the System Administrator responsibility to set the GL Set of Books Name profile option. If you are performing a single set of books installation, set the option for the Oracle Payables application. If you are performing a multiple set of books installation, set the option for each unique combination of organization and responsibility. Overview of User Profiles, and Setting User Profile Options. (Required)
Step 12 Define your payment terms. Payment Terms. (Required)
Step 13 Define your purchase order matching tolerances. Invoice Tolerances. (Optional)
Step 14 If you plan to use automatic withholding tax, define Tax Authority type suppliers. (You must do this before defining tax names and tax groups.) Entering Suppliers. (Required)
Step 15 Define tax names, and if you use automatic withholding tax, define withholding tax groups. Tax Names, Withholding Tax Groups, and Setting Up Withholding Tax. (Optional)
Step 16 Define invoice approval codes. You use these codes to apply and release holds from invoices. Invoice Approvals. (Required)
Step 17 Define distribution sets. You can use a distribution set to automatically enter distributions for an invoice. Distribution Sets. (Optional)
Step 18 Define Payables QuickCodes. QuickCodes. (Required)
Step 19 If you want to use Automatic Interest Calculation, define payment interest rates. Interest Rates. (Optional)
Step 20 If you want to use Payables to enter employee expense reports, create templates for entering expense reports. Expense Report Templates (Optional)
Step 21 If you use Payables to enter employees in your organization, enter employee Quick codes. Adding Quickcode Values. (Optional)
Step 22 Enter locations. Site Locations. (Required)
Step 23 Enter employees. Enter Person. (Required)
Step 24 Define one or more reporting entities for your organization for income tax reporting. Reporting Entities. (Required)
Step 25 Define additional United States 1099 income tax regions. Income Tax Regions. (Required)
Step 27 Define Financials options. Financials Options. (Required)
Step 28 Define Payables options. Payables Options. (Required)
Step 29 Define payment programs. Automatic Payment Programs. Automatic Payment Programs (Required)
Step 30 Define any additional payment formats. Payment Formats.
Note: If you plan to define foreign currency or multiple currency payment formats, you must first enable the Allow Multiple Currencies Payables option in the Payables Options window. Currency Payables Options. (Optional)
Step 31 Update country and territory information and assign flexible address formats.  Countries and Territories, and Flexible Addresses. (Optional)
Step 32 Define bank accounts. Defining Banks. (Required)
Step 33 Open your accounting period. Controlling the Status of AP Accounting Periods. (Required)
Step 35 Define the format for the Expense Distribution Detail Report, and define the format for the Invoice Aging Report. Account Segments for Expense Reporting, and Aging Periods. (Optional)
Step 36           Set up Print Styles and Drivers for the Supplier Mailing Labels Report. Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report. (Required)
Step 37           Define special calendars for key indicators, recurring invoices, and withholding tax. Special Calendar. Special Calendars (Optional)
Step 38           Implement Budgetary Control in General Ledger. Setting Up Budgetary Control (Optional)
Step 39           Implement sequential voucher numbering. Implementing Sequential Voucher Numbering. (Optional)
Step 40           Define descriptive flexfields. Defining Descriptive Flexfields. (Optional)
Step 41           Set Profile Options. Profile Options in Payables. System Profile Values (Optional)
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Important Profiles During Implementation

 Important Profiles
1. Receiving transaction Processor concurrent not visible
TP: INV Transaction processing mode                 —         On-line

RCV: Processing Mode                                   —         On-Line  set to User & Resp.

2. Auto creates tools copy document next document form not pop-up.

PO: Display the Autocreated Document               —         No to Yes

PO: Display the Autocreated Quotation                —         No to Yes

PO: Allow Buyer Override in Autocreate Find        —         Yes or No

PO: Allow Category Override in Autocreate Find   —         Yes or No

PO: Allow Referencing CPA Under Amendment    —         Yes or No

PO: Allow Requisition Approval Forward Action     —         Yes or No

HR: Supervisor Hierarchy Usage —Use Assignment-based  Supervisor Hierarchies
                                                     Use Person-based Supervisor Hierarchies

HR: Display Position Hierarchy                           —         Yes or No

PO: Allow Requisition Approval Forward Action     —         Yes or No       

3. Requisition Import required Internal & Purchase Requisition

PO: Legal Requisition Type                                             —         Both

PO: Restrict Requisition line modify to quantity split         —         No

RCV: Allow routing override                                             —         Yes

OM: Display New Order after Copy                                  —         Yes

OM: Item Change Honors Frozen Price                            —         Yes

OM: Return Item Mismatch Action                                   —         Allow

4. Sales Order Number not automatic sequencing

Sequential Numbering                                                    —         Always Used

AR:Maximum lines per AutoInvoice                                  —        20

AR: AutoInvoice Gather Statistics                                    —         No

AR: Use Invoice Accounting For Credit Memos                 —         Yes

eBTax: Allow Override of Customer Exemptions                —         Yes

WIP:Job Name Updatable                                               —         Yes to No

Drop ship

OM: Population Of Buyer Code For Dropship Lines           —         Order Creator     (not mandatory)

Requisition import & Create release both should run at a time

PO: Release During ReqImport                                        —         Yes

Localization Profiles

Responsibility    —          Purchasing

JG: Application                          —         Purchasing

JG: Product                               —         Asia/Pacific Localizations

JG: Territory                              —         India

JG: Company Operating Unit       —         Operating Unit Name

Responsibility    —          Inventory

JG: Application                          —         Inventory

JG: Product                               —         Asia/Pacific Localizations

JG: Territory                              —         India

JG: Company Operating Unit       —         Operating Unit Name

Responsibility    —          Order Management

JG: Application                          —         Order Management

JG: Product                               —         Asia/Pacific Localizations

JG: Territory                              —         India

JG: Company Operating Unit       —         Operating Unit Name

Any changes from SO Header level it won’t affect to line level need to set the profile – R12 Futures:-

OM: Sales Order Form:
Cascade Header Changes to Line               —    Automatic

QP: Item Validation Organization               —    IMO

OM: Item Validation Organization             —    IMO setting up both should Same
                                     (then only Item should be listing in price list and modifier)

FND: Record History Enabled

FND: Diagnostics                     —    Yes (Customer web page view record history

Personalize Self-Service Defn–>

                                            No to Yes (Customer web page view record history)

HZ: Enable Duplicate Prevention at Party Creation —   Disabled

                                                                               Organization only

                                                                               Organization and Person

                                                                                Person only

HZ: Enable DQM Party Search                          —    Yes

ASO : Price List Override                                   —    Yes

PO: Allow Buyer Override in Autocreate Find       —     Yes

Transaction type added Customer PO mandatory —    Check box enabled
                                                                              Organization Type
In a Human Resources responsibility, the navigation is Other Definitions > Application Utilities Lookup.

    Works
    Non-Works
    Dump
    Branch
    Warehouse
    Goodown

1. Define FOB: AR à Purchasing lookup à Query FOB      —         Add the Value
                                                                             
2. Define Freight carrier: Order Management à Setup à Shipping à Freight Carrier, Cost Type à Freight Carrier      —         Add the value

3. Define Freight Terms: Order Management à Setup à Quick Codes à Order Management à Query Freight Terms   —   Add the Value

AR: AutoInvoice Gather Statistics               —         No to Yes

( AutoInvoice Master Program concurrent error)

AR:Maximum lines per AutoInvoice worker    —         10000 (null to 10000)

Credit Memo Profile

AR: Use Invoice Accounting For Credit Memos         —        Null to Yes

AR: Transaction Batch Source                                 —         Null to
                                                                                    
INV: Advanced Pricing for Inter-Org Transfers        —         Null to Yes

INV: Advanced Pricing for Inter-Org Transfers        —         No

Price list security:-
Price list and Modifier need to set to Operating Unit level or Global
QP: Security Control                                                —         OFF / ON

QP: Security Default Maintain Privilege                    —  Global
                                                                                      None
                                                                                      Operating Unit
                                                                                      Responsibility
                                                                                      UserQP: Security Default ViewOnly Privilege                   —   Global
                                                                                      None
                                                                                      Operating Unit
                                                                                      Responsibility
                                                                                      User

CST: Transfer Pricing Option                                     —         No

 Internal Sales Order Price Defaulted from Inventory Item cost à Sales Order à Line items à pricing tab à Calculate Price flag set Freeze price to Calculate price.

OM: E-Mail Required on new Customers  — No to Yes (When create new customer or add Contact)

Parallel Pick Future R12
Set the profile site level to
1. WSH: Number of Pick Release Child Processes’  –  50

Consigned Inventory functionality set this Profiles
INV: Allow Expense to Asset Transfer = Yes.

Check following 2 condition for your environment.
1) OE: Autobackorder is only effective if the profile, OE: Reservation = Yes
2) only affects items in a kit, model, or ship set during Pick Release.

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Oracle APPS Technical Terms

DFF: Descriptive Flex Field
Descriptive Flex Fields are used to gather additional information about your business entities beyond the information required by oracle Applications. In other words “a mechanism that lets you creates new fields in screens that are delivered by Oracle but Hidden to store your business information”.

KFF: Key Flex Field
Key Flex Fields are used to define your own structure for many of the identifiers required by Oracle Applications and drive reporting i.e. General Ledger (Accounting Flexfield), Assets (Asset key Flexfield, Location Flexfield, Category Flexfield), Inventory (Item Category, system Items, Sales Order, item Catalogs), HR (People Group Flexfield, Job Code Flexfield) etc…

Value Sets
Is a set of values or list of values attached with fields to restrict user to enter free text.

Legal Entity:
The business units where fiscal or tax reports are prepared. In other words A legal entity represents the designated legal employer for all employment-related activities. The legal authorities in a country recognize this organization as a separate employer.

 Operating Unit:
The level at which Enterprise Resource Planning (ERP) transaction data is secured.

Organization
An Organization may be a physical site or it can represent a collection of sites sharing certain characteristics.

Multi Org
Multi-Org is a server-side (applications and database) enhancement that enables multiple business units in an enterprise to use a single installation of Oracle Applications products while keeping transaction data separate and secure.

Invoice:
An invoice or bill is a commercial document issued by a seller to the buyer, indicating the products, quantities, and agreed prices for products or services the seller has provided the buyer. An invoice indicates the buyer must pay the seller, according to the payment terms.

 Receipt:
A receipt is a written acknowledgement that a specified article or sum of money has been received as an exchange for goods or services. The receipt acts as the title to the property obtained in the exchange.

 Customer:
A customer is the buyer or user of the paid products of an individual or organization.

Vendor:
A vendor, or a supplier, is a supply chain management term meaning anyone who provides goods or services to a company. A vendor often manufactures inventoriable items, and sells those items to a customer.

 Buyer:
In Apps the buyer is the person who creates documents like Purchase Order, Request for Quotations etc. buyer is the entity that decides to obtain the product. A buyer’s primary responsibility is obtaining the highest quality goods at the lowest cost. This usually requires research, writing requests for bids, proposals or quotes, and evaluation information received.

 Purchase Order
A purchase order (PO) is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer. Sending a PO to a supplier constitutes a legal offer to buy products or services. Acceptance of a PO by a seller usually forms a one-off contract between the buyer and seller, so no contract exists until the PO is accepted

Requisition:
A requisition is an Electronic or Printed formal written request for something,

Sales Order:
The sales order, sometimes abbreviated as SO, is an order received by a business from a customer. A sales order may be for products and/or services.

Packing Slip:
Shipping document that accompanies delivery packages, usually inside an attached shipping pouch or inside the package itself

Back Order
A distribution term that refers to the status of items on a purchase order in the event that some or all of the inventory required to fulfill the order is insufficient to satisfy demand. This differs from a forward order where stock is available but delivery is postponed for another reason.

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Delete an Item

To delete an item which does not violate any delete constraint, navigate to Delete items window

1. Enter a group name at the header and save it.
2. Enter the items needs to be deleted at the line level and save it.
3. Click on delete groups button to delete all the item in the group. Delete item information request is fired.
View the request o/p

 

 

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Creating Custom Deletion Constraints

Use custom deletion constraints to enforce specific business rules. Custom deletion constraints prevent the deletion of bills or routings if your data meets the conditions set forth in the constraint.

To create a custom deletion constraint:

1.   Navigate to the Deletion Constraints window:
           
            Inventory->Setup->Items->Delete Constraints
     
2. Enter a name for the deletion constraint.
         
3. Indicate whether the constraint is enabled. An enabled deletion constraint means that it is in effect when the delete concurrent program runs.
         
4. Select what kind of delete entity the constraint applies to: item, bill, routing, component, or operation.
         
5. Enter the SQL Select Statement that the delete concurrent program is to execute. You cannot update SQL statements for predefined deletion constraints.
         
6. Indicate whether to delete if there are rows found or no rows found by the SQL Select Statement
         
7. Enter a failure message from Oracle Application Object Library’s message dictionary to display if the delete fails.

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