Overview of Payable Transactions in Oracle Fusion Applications

This article will discuss an overview of Payable Transactions in Oracle Fusion Applications. Before you can create Payable transactions in Oracle Fusion Applications, make sure all configurations are complete. Check out a separate article "Overview of Payables Configurations in Oracle Fusion Applications" for more information on the configurations.

Once everything is configured, you may proceed to create payables transactions in multiple approaches. There are four approaches to create a Payables Invoice:

Manual

1. Manual Invoice created from the Payables Work Area - allows you to create invoices by using an invoice work area within the application. There is a dedicated user interface where you can navigate and you can start recording your invoices by capturing header level information, line level information, and distribution level information.
2. Integrated Imaging
3. Manual Invoice created from Spreadsheets - Oracle provides functionality to upload invoices in bulk using Spreadsheets with the use of File-Based Data Import (FBDI) templates. This allows the user to be more efficient in getting their invoices in the application. Check out the video demonstration below on how to create invoices from an Excel Spreadsheet:

Self-Service

1. Matched Invoices - This involves a process where you can match the invoices against purchase orders or maybe against receipts, depending on what type of matching level you are going to use.
2. Unmatched Invoices - Invoices that are not matched to purchase orders can be routed to workflow approval rules that you configure
3. Advanced Shipment Notices (ASNs) - A document which allows you to generate invoices automatically, which will be created when supplier create an ASN for drop shipments.

Automated

1. Integrated Imaging - This will use Oracle Integrated Invoice Imaging solution to support integrated imaging of scanned invoices for paperless processing and routing. It then uses the import process to match to purchase order or receipts. If it's a PO based invoice, you can view invoice information including invoice status, installments, holds, payments, and applied prepayments against these invoices as well. You can also drill down to the original purchase order or receipt if required. And if errors are found during the process, manual intervention may be required to resolve the import errors.
2. Self-Billed - In the application we have a feature called Evaluated Receipt Settlement, also known as Pay-On-Receipt. You can use the Pay On Receipt feature to help you in automatically generating an invoice the moment you create a receipt against a purchase order. You can use the predefined jobs, schedule them, and enable your supplier for Pay On Receipt functionality. When you do that, the moment you will create a receipt against a purchase order, based on the scheduled jobs system will automatically keep on creating an invoice against those receipts which you can access from the Payables application. Apart from that, we have also got something called Return to Supplier feature, or sometimes called as Return to Vendor (RTV). This basically helps you in automatically generating a debit memo the moment you create an RTV transaction in the Purchasing application. The moment you create an RTV transaction, that becomes the base to automatically generate a debit memo in the Payables application.
3. Expense Reports - Expense reports are Invoices created from Employee Expenses that need to be reimbursed to them. It can be either done electronically through their registers bank accounts or in the form of a physically printed check. Whenever the expense reports are approved by both the manager as well as the Payables team, they become eligible for import into the Payables application. There is a job which you need to submit to export the expense reports from the Expense application into the Payables application, because from the Expense application you cannot directly process the payments. The type of invoice that is used for these expense reports is now known as Payment Requests. Whenever you will export the invoice from Expenses to the Payables application, you need to search with the invoice type as Payment Request. 
4. Customer Refunds - Similar to Expense Reports, customer refunds can be triggered whenever there are any credit balance in Receivables that require a refund. Once approved, they will flow to Payments as Payment Requests.
5. Inter-company invoices - An intercompany transaction that requires invoicing is imported to Payables for payment processing for internal suppliers

Electronic

1. Business to Business (B2B) Web Service - Used to import invoices in an electronic format via a Web Service

Check out a separate article for more information on how to create Expense reports: Creating an Expense Report in Oracle Fusion Applications or check out the below step-by-step video demonstration:

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Creating an Expense Report in Oracle Fusion Applications

This article will show you how to create Expense Reports in Oracle Fusion Applications. From the Navigator, click on the "Expenses" selection on the "About Me" section (or the "Me" section, depending on your Springboard layout):

If you haven't created an Expense report yet, you will be shown the Expenses Product Tour on the page, in which you can watch a quick video to learn more about the Expenses Module. To proceed to create an Expense Report, click on the "Create Expense Report" function:

On the "Create Expense Report" page, initially fill up the "Purpose" field and select the Payment Method and click on save for the application to generate its internal Expense Report Number:

As shown below, the Expense Report was assigned its internal number and is already in "Saved" status. To add the itemized expenses, click on the "+" icon:

On the Expense Item page, choose the appropriate expense type (i.e. Dinner, Hotel, etc.) and the correct amount and date. Put in the number of days the certain Expense was used as it will be divided from the total expense amount:

Depending on your organization's policies, your Expenses might need to be itemized and more detailed. Click on the "Itemize" button to add each line to the total expense. Tick the "Personal" checkbox if the expense was a personal expense and shouldn't be reimbursed. Once done, click on the "Save" drop down next to the "Close" button and proceed to close.

You can attach the necessary images of receipts on the "Create Expense Item" screen by clicking on the "+" icon or tick the "Receipt Missing" checkbox. This may be necessary for approval, depending on the Approving Manager or your organization's policies:

Make sure you tick the checkbox that signifies that you've read and accept the organization's Travel and Expense policies or else you won't be able to submit the expense report for approval. 

The report will undergo approval and once approved, will become a Payment Request in Payables to be processed. Depending on the Payment Method, the amount will be reimbursed to the employee via a Physical Check, Electronic (needs to have a Bank Account setup at the Employee-Level) or Wire. To know the approval stage of the Expense report, go to the Expense Report and click on the Status:

Below is a Video Demonstration of Creating an Expense Report in Oracle Fusion Applications:

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Overview of Oracle Financials

Below is a quick diagram of the Oracle Financials Cloud Modules and how they all interact with each other. Note that most of these modules are also found in Oracle E-Business Suite.

Below summarizes some of the important modules in Oracle Financials:

General Ledger (usually abbreviated to GL)

• The Financial application that records all the finalized transactions of an organization
• Deals with Ledgers, Periods, Currencies, Accounting Convention (sometimes called SubLedger Accounting Method) and finalized financial reporting

SubLedger Accounting (usually called SLA)

• A subset application of the General Ledger that holds all the finalized transactions of the other modules (somewhat like an interface).
• Transferring data from Subledgers to the General Ledger can be done on the Balances, Journal and Subledger Level (Lowest to Highest, respectively)
• More information on a separate article: Overview of Subledger Accounting in Oracle Fusion Applications

Payables (sometimes called Accounts Payables or AP)

• The Financial application that deals with Suppliers and Payments
• Also linked to the Procurement Module via Purchase Orders and Requisitions
• Invoices can be automatically created once a Supplier has delivered the ordered goods and the organization has confirmed it.
• The Payment process can then be initiated and electronically transmitted to the Bank for Processing.
• Run Create Accounting to Transfer to SubLedger Accounting (SLA)

Expenses

• A subset application of Payables that deals with employee expense reimbursement such as Travel, Food, Accomodation, etc.
• Expenses Can be entered via Spreadsheets, Mobile Application and usually goes through an approval process
• Once approved, the expense will become a Payment Request in Payables for Reimbursement to be paid to the Employee
• Follows the same process of "Create Accounting" through Payables

Assets (sometimes called Fixed Assets in EBS)

• The Financial application that deals with Company Assets and how their value fluctuates over time.
• Can be linked to Payables when an organization orders goods that are tagged as an Asset.
• Assets can then be posted into the "Asset Book" and starts the Asset life cycle (Appreciation, Depreciation, Transfer, Adjustments, Retire, etc.).
• Run Create Accounting to Transfer to SubLedger Accounting (SLA)

Receivables (sometimes called Accounts Receivables or AR)

• The Financial application that creates and sends Invoices to Customers (can be created Manually or interfaced via AutoInvoice from Projects, third-party applications, etc.)
• Receipts are then issued once customers have paid the Invoices
• Run Create Accounting to Transfer to SubLedger Accounting (SLA)

Advanced Collections

• A subset application of receivables that deals with customer payment collection.
• Collectors can review delinquent, non-paying Customers and issue a reminder in the form of Dunning.
• Customers can then issue a Promise to Pay letter or raise a Dispute on payments.
• Every action a collector and customer is recorded in the application and can automatically raise flags/reminders when thresholds are not met.

Cash Management (usually abbreviated to CM)

• Reconcile Bank Statements to and from the Bank and link up to transactions within the application such as receipts
• Includes Miscellaneous Transactions such as Bank Interest and charges
• Cash Forecast and Positions
• Transactions such as External Transactions (Bank Charges or Interest Income) and Bank Account Transfers initiated from the Cash Management application goes into SubLedger Accounting

Tax (called E-Business Tax in EBS)

• Module responsible for the Calculation for Tax for both AR and AP
• Can be automatically linked to third-party tax providers such as Vertex
• Defines the Tax Regimes, Rates and Tax Recovery Rates, depending on the geographical area

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