Basic Oracle Usage v1

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Basic Oracle Financial Guide
for TML
29 October 2014

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Background
This document is compiled from documents and pages found on Internet sites, forums and specific TML
screen flows and targets to give an idea of the basic Oracle functionality relevant for TML. This document
is not listing the full functionality of Oracle and only outlines some key functions.
Key Internet sources are:
 http://www.oracleerpfunctional.com
 http://www.learningwerks.com
 http://appstechnotes.files.wordpress.com
Copyright of external material remains with the original sources and is only presented here for reference.

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1. Table of Contents
1. How to Login to Oracle’s E-Business Suite........................................................................................4
2. Using Oracle’s E-Business Suite Home Page .....................................................................................5
3. How to Use Responsibilities.............................................................................................................6
4. Using E-Business Web-Based Applications .......................................................................................8
5. Document Numbering .....................................................................................................................9
6. Journal Entries...............................................................................................................................13
7. Auto Reversal Entry .......................................................................................................................18
8. Recurring Journal...........................................................................................................................20
9.Auto Posting.......................................................................................................................................27
10.Budget..............................................................................................................................................29
11.Accounts Payable .............................................................................................................................40
12.Defining Banks..................................................................................................................................44
14.Defining Bank Branches....................................................................................................................56
14.Creating Bank Accounts....................................................................................................................72
16.Distribution Sets...............................................................................................................................91
17.Run Request.....................................................................................................................................96
17.Period Close ...................................................................................................................................101
18.Accounts Receivable.......................................................................................................................103

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1. How to Login to Oracle’s E-Business Suite
You use a web browser to access the Oracle E-Business Suite login page. Depending on how you have
implemented your sign-on strategy. You will either use the local login page or the single sign-on login
page. The difference between these two pages is where the login information (user name, password) is
stored. After you enter your user name and password, you will be redirected to Oracle‟s home page.
Oracle E-Business Login Page

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2. Using Oracle’s E-Business Suite Home Page
The home page is divided into four sections: the header, the footer, the navigator menu, and the work list
section. The header and footer sections contain links to favorites page, logout page, preferences page,
and the help page. The work list section contains a list of your workflow notifications (messages to
approve or review transactions). The navigator menu section contains a list of your responsibilities. This is
the list you will use to access the system functions.
Oracle Navigator R12 12.1.3 Homepage

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3. How to Use Responsibilities
A responsibility is a group of application functions that you authority to access. Responsibilities are using
group by module (General Ledger, Payables and Inventory) and level (Super User, Manager, User,
Inquiry). So if you have the Inventory Super User responsibility can access all function in the Inventory
module. If you only have Inventory Inquiry, you can only view certain information in the Inventory module.
In Release 12.1.3, Oracle introduced a hierarchal navigator menu on the Oracle home page. This menu
mimics the Navigator menu used in the Java forms. At the lowest level of the menu tree, you will see two
different icons. The icon allows you to access web-based applications and the icon allows you
to access java-based applications.
Oracle Navigator Menu

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Oracle Navigator Menu Expanded

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4. Using E-Business Web-Based Applications
After you click on a <web> icon, you will be open a web page for that function. Like the Oracle Home
Page, the application web page is typically divided into four sections: a header, a footer, a search region,
and a data region. The header and footer contains links to
1. The Navigator menu
2. Favorites page
3. Home page
4. Login page
5. Preference page
Most pages will have a region on the page for searches. You can enter your search criteria and then click
the Go button. The results of the search will appear in the data region. Most new functionality in the
Oracle E-Business Suite will be in web pages.
Oracle R12 Web Page with Navigator and Favorites Links

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5. Document Numbering
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 once assigned.
1. Enter a unique Name for your document sequence.
2. Select Oracle General Ledger as the Application to associate with the document sequence. Audit
records for your sequence are stored in the application‟s audit table.
3. Enter the Effective From and To dates for your document sequence. If there is no end date defined and
there are no assignments for a sequence, you can disable the sequence by entering the current date as
the end date. Once disabled, you cannot reactivate a sequence.
4. Select the Type of numbering you want your documents to have.
Automatic: General Ledger sequentially assigns a unique number to each document as it is created.
Documents are numbered in order by date and time of creation. Numbers are in sequential order, with no
gaps or omissions.
Manual: The user must assign a number to each document when it is created. You must enter unique
values. Sequential ordering and completeness are not enforced.
5. For an automatic sequence, choose whether to display a Message to inform the user of the sequence
name and number.
6. For an automatic sequence, enter an Initial Value for the first document in your sequence.
7. Grant Access to your document sequence from General Ledger by selecting Oracle Usernames
(ORACLE IDs). The additional applications may use the sequence to number their own documents.
Extending access to your document sequence from more than one ORACLE ID is especially useful when
there is more than one installation of a given product, for example, when there are multiple sets of books.

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8. Save your work. General Ledger launches a concurrent process to create the document sequence.
9. When the concurrent process is completed, assign the sequence to an application and category, and
optionally to a set of books and method.
Assigning Document Sequences
After defining document sequences, you must assign a specific sequence to an application and category.
If you enabled the Set of Books and/or Method Document Flexfield segments, you can also assign
sequences based on the set of books and/or creation method of the document.
You can assign sequence numbers to journal entries, but only to those journals created for actual
transactions. You can choose to assign sequence numbers to journal entries that General Ledger
automatically creates, or to journal entries you enter manually in the Enter Journals window. General
Ledger automatically creates journal entries for actual transactions when you perform the following tasks:
 Import Journals
 Reverse Journals
 Revalue Balances
 Generate Recurring Journals
 Generate Mass Allocation Journals
 Consolidate Sets of Books
You can assign only one active document sequence scheme to each unique combination of Application,
Category, Set of Books, and Method. However, you can assign the same document sequence to more
than one combination of Application, Category, Set of Books, and Method.
Read more: http://www.oracleerpfunctional.com/2012/08/document-sequences.html#ixzz3HQ8F9Y96

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General Ledger:
1. General Ledger is the Central Repository from all the Sources (Modules).
Below is the illustration of the Modules Integrated with General Ledger:
2. The Journals that are recorded in the GL is recorded compulsorily with the Source of GL. A source is
used to determine the origin of the Journal Entry.
Valid Sources are:
 Payables
 Assets
 Cash Management
 Receivables
3. Every Journals has to be recorded with Category, a category is used to determine purpose of the
Journal Entry.
Valid Category:
 Purchase Invoice
 Credit Memo
 Debit Memo
 Sales Invoice
 Adjustments
4. Journals are maintained in Batches, Headers and Lines in GL
Naming Convention of Batch: Source+ Date and Time
Naming Convention of Header: Category + Currency
Naming Convention of lines: Accounts, Debits and Credits

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Purposes of GL are:
 We use GL to create Adjustments
 To record the transactions which are not recorded in a module itself as the number of transaction
count is very nominal for a module so the transaction are recorded manually in GL.

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6. Journal Entries
Journal Batches
You can organize journal entries with common attributes into batches. For example, you might group your
journal entries by type or date. You can have multiple journals in one batch, or you can have a separate
batch for each journal entry.
All journal entries in a batch must share the same period. You can create a journal batch for any Open or
Future Enterable accounting period, but you can only post batches in Open accounting periods. If you do
not want to enter batch information, you can enter a journal directly. General Ledger will create a batch
for the entry automatically, using the source (Manual) combined with a unique batch ID and the system
date.
Multiple Reporting Currencies
If you use Multiple Reporting Currencies, General Ledger automatically generates converted journal
batches in your reporting
sets of books when you post the original journals in your primary set of books. You may occasionally want
to modify a un posted converted journal batch in a reporting set of books to override the journal‟s
reporting currency conversion rate or amount.
If you do find it necessary to change a journal batch in your reporting set of books, use the Enter Journals
window to make your changes. You must log in to General Ledger using the reporting set of books‟
responsibility.
Entering Journals
To manually enter a journal navigate to the Enter Journals window. we can enter journal with an existing
batch, or create a new batch or can can enter journal without batch.
1. To enter journals for a new batch, choose New Batch from the Find Journals window and create a new
batch.'
2.1. In the Journals window, enter a unique Journal name for the entry. If you do not enter a journal
name, General Ledger automatically assigns a name using the following format: Source Journal ID Date.
If you did not enter a batch name before entering journals, General Ledger uses the name of the first
journal in the batch to create a default batch name.
2.2. Enter the Period for the journal entry. If you entered a period at the batch level, you must use the
same period for each journal entry in the batch. If you did not enter a period at the batch level, chooseany
Open or Future Enterable period for your journal entry. Note that you can only post journals in Open
periods.
Note: If you enter a period prior to the current accounting period and the user profile option Journals:
Enable Prior Period Notification is set to Yes, General Ledger displays a message indicating that you are
entering a prior period journal. You must confirm that this is what you want to do.
3.1. Enter a Category to describe the purpose of your journal entry, such as accrual, payments, or
receipts. All lines in a journal entry share the same journal category.
3.2. Balance Type is a display–only field. It displays Actual when you are entering actual journals, Budget

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when you are entering budget journals, and Encumbrance when you are entering encumbrance journals.
Functional Actuals to create actual journal entries using the functional currency for your selected set of
books.
Foreign Actuals to create actual journal entries using a foreign currency. A foreign currency is one which
is different from the functional currency for your selected set of books.
Budgets to create journal entries that are to be posted against a budget.
Encumbrances to create journal entries to update encumbrance balances.
4.1. If you use manual numbering, enter a unique Document Number. This field is only available if the
Sequential Numbering profile option is set to Always Used or Partially Used. If you set your profile options
to Always Used or Partially Used sequential numbering, and use a defined Automatic document
numbering sequence, General Ledger enters a document number automatically when you save your
work.
Attention: If sequential numbering is always or partially used, you cannot change the journal category or
document number after you save your journal entry.
4.2. Enter a Control Total if you want to verify the total debits for the journal lines against the journal
control total.
5. In the Conversion region, accept the default Currency (the functional currency for your set of books), or
change the journal currency to enter a foreign currency or statistical journal.
6. In the Status region, the Posting field displays whether a journal batch is posted. The Funds field
displays the status of the funds for a journal batch and the Approval field displays whether the journal
batch is approved for posting.
7. In the Reverse region, enter a reverse Date, Method, and Period. You can then generate a reversing
journal entry to that effective period and date. You can also reverse a journal entry without assigning a
reversal period. Reverse Method can be either:
Switch Dr/Cr: General Ledger creates your reversing journal by switching the debit and credit amounts of
the original journal
entry. This method is often used when reversing accruals.
Change Sign: General Ledger creates your reversing journal by changing the sign of your original journal
amounts from positive to negative. This reversal method is often used when reversing journals to correct
data entry mistakes.

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Entering Taxable Journal Entries
Generally, you enter journals for taxable amounts as usual, and enter additional taxation information, then
calculate taxes before you post the journal. However, there are specific restrictions about when you can
enter or modify tax information.
After you calculate tax for a journal, the system does not recalculate tax if you revise any line in that
journal. If you need to revise a taxable amount or alter its tax information after you have calculated tax,
you should either reverse and re–enter the journal (if it is already posted), or delete the unposted journal
and re–enter it correctly. After you calculate tax, the resulting new tax journal lines can be edited just like
any other journal lines. For example, if you need to change the
tax liability account for a specific calculate tax line, you can edit the account after you calculate tax.

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Submitting Journal Batches for Approval
If Journal Approval is enabled for your set of books, journal batches whose journal source requires
approval must be approved by a manager whose authorization limit is high enough to allow approval. You
will not be able to post your batch to the general ledger until you receive this approval. When the journal
batch is submitted for approval, it will move through your organization‟s approval hierarchy, based on the
approver method specified by the Journals: Find Approver Method profile option. Each approver will
receive a notification when their approval is required. For more information about checking and viewing
your notifications
Entering Journals for a Prior Period
You can post journal entries to a prior accounting period, as well as to a prior fiscal year, as long as the
prior period is open. When you post to a prior period, General Ledger automatically updates the
beginning balances of all subsequent periods. In addition, if you post a journal entry into a prior year,
General Ledger adjusts your retained earnings balance for the effect on your income and expense
accounts.
Enter and post prior period journal entries just like any other journal entry. To ensure complete control
over prior period adjustments, you can only post journal entries to an open period. When you finalize your
activity for an accounting period, simply close the period to prevent the entry or posting of additional
journal entries.
Suggestion: To ensure that you don‟t accidentally enter a journal for a prior period, choose to have
General Ledger
display a message whenever you try to enter a prior period journal. To use this feature, have your system
administrator set the user profile option Journals: Enable Prior Period Notification to Yes. Note that if
there are many open accounting periods following the period to which you are posting, General Ledger
must update many beginning balances. Therefore, to speed up the posting process, keep a minimum
number of accounting periods open.

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Suggestion: We recommend that you run a Trial Balance Report whenever you post to a previous fiscal
year to ensure that your Retained Earnings account is properly reconciled. General Ledger automatically
updates this account whenever you open the first period of a new fiscal year.
Entering Journals for a Future Period
You can enter journal entries for as many future periods as you want. For example, you might want to
enter journal entries for the following month while you are closing the books for the current month. You
control the number of future accounting periods for which you want to allow journal entry when you define
your set of books. General Ledger automatically assigns a status of ”Future–Entry” to the appropriate
number of accounting periods following the latest open accounting period in your calendar.
Although you can enter journal transactions to any accounting period with the status of Future–Entry, you
cannot post journals into a period until you open the period.

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7. Auto Reversal Entry
If you routinely generate and post large numbers of journal reversals as part of your month end closing
and opening procedures, you can save time and reduce entry errors by using Automatic Journal Reversal
to automatically generate and post your journal reversals.
 First you define journal reversal criteria for journal categories. Journal reversal criteria lets you
specify the reversal method, period and date. You can also choose to enable automatic
generation and posting of journals.
 When you create a journal entry you want to automatically reverse, specify a journal category that
has assigned reversal criteria. Your journal will be reversed based on the method, period and
date criteria you defined for that journal category.
Once you have posted journals using journal categories associated with journal reversal criteria,
you can:
1. Automatically generate reversals when a new period is opened.
2. Manually launch a reversal program which finds and generates all journals marked for reversal for
a specific period, including any journals that were manually selected for reversal.
3. Automatically post any reversal journals including reversals that were not automatically
generated.
Note: Automatic Journal Reversal reverses posted journals of the balance type Actual. You cannot use
this feature to automate budget or encumbrance journal reversals.
Prerequisites
General Ledger generates and posts reversals for journals that satisfy the following conditions:
 The journal balance type is Actual.
 The journal category is enabled to be Autoreversed.
 The journal is posted but not yet reversed.
 The journal reversal period is open or future enterable.
Once reversals are generated, General Ledger posts all reversed journals that satisfy the following
conditions:
 The journal category is enabled to AutoPost reversals.
 The reversal period is open or future enterable.
Note: General Ledger automatically submits the AutoReverse program when a new period is first
opened in the Open and Close Periods window. You can also launch AutoReverse at any time through
the Submit Request window. If you do not want reversals to be generated when a period is opened, set
the Profile Option, GL: Launch AutoReverse After Open Period, to No.
To automatically reverse journals

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1. Define reversal criteria by journal category in the Journal Reversal Criteria window.
2. Enter and post Actual journals with journal categories that have reversal criteria defined.
3. Choose one of the following to reverse your journals:
 Run the Open Period program to launch the Automatic Reversal program.
 Navigate to the Submit Request window and select the program, Automatic Reversal.
All reversal journals with AutoReverse and AutoPost enabled will be generated and posted according to
the reversal criteria you defined.

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8. Recurring Journal
Define recurring journal formulas for transactions that you repeat every accounting period, such as
accruals, depreciation charges, and allocations.
 Your formulas can be simple or complex. Each formula can use fixed amounts and/or account
balances, including standard, end–of–day, or average balances, actual or budget amounts,
statistics, and period–to–date or year–to–date balances from the current period, prior period, or
same period last year. You can quickly create new recurring formulas by copying and modifying
existing formulas.
 You can define recurring journal formulas for your functional currency, foreign currencies which
have a fixed relationship with your functional currency, and statistical currency.
You can use recurring journals to create three types of journal entries:
Skeleton Journal Entries: Skeleton entries affect the same accounts each period, but have different
posting amounts. After you generate skeleton journal entries, you can edit the unposted journal batch
using the Enter Journals form and enter the journal line amounts.
Skeleton journal entries are useful with statistical information whenever you want to record journals for
actual transactions
based on statistical amounts, such as headcount, units sold, inflation rates, or other growth factors. For
example, if you want to enter headcount for each cost center every period, you can define a skeleton
entry with your headcount accounts. After you generate the skeleton entries, enter the actual headcount
amounts before posting the batch.
Standard Recurring Journal Entries: Standard recurring journal entries use the same accounts and
amounts each period.
Recurring Journal Formula Entries: Formula entries use formulas to calculate journal amounts that vary
from period to
period
Creating Recurring Journal Formula Batches
To define a recurring journal formula entry, you must create a recurring journal formula batch. Your batch
can contain a single recurring journal entry definition, or you can group related recurring journals into the
same batch.

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To create a recurring journal formula entry for a batch:
1. Navigate to the Define Recurring Journal Formula window.
2. Enter or query the batch name.
3. Enter a Name for the recurring journal entry.
4. Enter the Category.
5. Enter the Currency. You can choose STAT, your functional currency, or a foreign currency which has a
fixed relationship to your functional currency.
6. Enter a range of Effective Dates that includes only those periods for which you want the recurring
journal entry to be used.
Attention: Recurring journal entries will only be created when you choose to generate them for a date that
falls within the Effective Dates range.
7. Choose Lines to enter the account you want General Ledger to update when you generate your
recurring journals, as well as the formula to use
Skeleton Journal
 Create skeleton journal entries for journal entries that affect the same accounts each period, but
have different posting amounts. After you generate skeleton journal entries, edit the unposted
journal batch using the Enter Journals window and enter the debit and credit amounts for the
journal lines.
 Create standard recurring journal entries for journals that use the same
accounts and amounts each period.
To create a skeleton journal entry:
2. Enter or query the batch name and the journal entry name.
3. Choose Lines.

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4. Enter a Line number to set the order of your recurring journal entry lines.
5. Enter the Account you want General Ledger to update when you generate and post your recurring
journals. Do not enter a formula.
6. Enter the remaining lines and accounts for the recurring journal entry.
7. Save your work.
To enter amounts for a skeleton entry:1. Generate the recurring journal batch that contains your
skeleton entry.
2. Edit the unposted journal batch using the Enter Journals window, and enter the journal line amounts.
3. Save the revised journals.
4. Post the batch.
To create a standard recurring journal entry:
3. Choose Lines.
journals.
6. For the line Formula, enter a Step number and the fixed Amount to post.
7. Enter the remaining lines with their accounts and posting amounts.
8. Save your work.
9. Generate and post the batch.
Copying Entries from an Existing Recurring Journal Batch: You can create a new recurring journal
formula batch quickly by copying and modifying an existing recurring journal formula batch.
To copy entries from an existing recurring journal batch:1. Navigate to the Define Recurring Journal
Formaula window.
2. Enter a Name and Description for the new recurring journal formula batch.
3. Choose AutoCopy Batch.
4. Enter the Source Batch whose recurring journal entries you want to copy.
5. After copying the entries, you can enter or change the recurring journal formulas.
6. Save your work.
Changing a Recurring Journal Entry
2. Query the name of the recurring journal formula batch you want to change.
3. If you have already generated journals using the batch, General Ledger automatically displays the
Period and Date on which you Last Executed the batch.
4. Query the name of the recurring journal entry you want to change.
5. Choose Lines to review or change the recurring journal entry lines.
6. Edit the recurring journal lines.
7. Save your work.
Performing Standard Costing with Recurring Journals: Use statistics such as sales units, production
units, number of deliveries or customers served to perform standard costing. For example, you might
want to calculate cost of sales based on sales units and a standard cost per unit.
To create a formula for standard costing:
1. Define a recurring journal formula using the balance of the appropriate statistical account and a fixed
amount for standard cost. Alternately, you can maintain the standard cost as a statistic in a different

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account.
2. Each accounting period, adjust the balance of your statistics.
3. Generate your standard cost recurring journal just like any other recurring journal batch.
Generating Recurring Journal Batches: You must generate recurring journals to create unposted
journal entries from the recurring journal formulas you defined. After generating the
formulas, you can review or edit the recurring journal batches before posting them.
Prerequisite
❑ Define your recurring journal entry formulas.
Scheduling Your Recurring Journal Batch: You can generate your Recurring Journal Batch according
to schedules in Oracle Applications, schedules you define in Oracle Applications, or schedules you define
in General Ledger
Budget organization
 Create skeleton journal entries for journal entries that affect the same accounts each period, but
have different posting amounts. After you generate skeleton journal entries, edit the unposted
journal batch using the Enter Journals window and enter the debit and credit amounts for the
journal lines.
 Create standard recurring journal entries for journals that use the same
accounts and amounts each period.
To create a skeleton journal entry:
3. Choose Lines.
journals. Do not enter a formula.
6. Enter the remaining lines and accounts for the recurring journal entry.
7. Save your work.
To enter amounts for a skeleton entry:
1. Generate the recurring journal batch that contains your skeleton entry.
2. Edit the unposted journal batch using the Enter Journals window, and enter the journal line amounts.
3. Save the revised journals.
4. Post the batch.
To create a standard recurring journal entry:
3. Choose Lines.
journals.
6. For the line Formula, enter a Step number and the fixed Amount to post.

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7. Enter the remaining lines with their accounts and posting amounts.
8. Save your work.
9. Generate and post the batch.
Copying Entries from an Existing Recurring Journal Batch: You can create a new recurring journal
formula batch quickly by copying and modifying an existing recurring journal formula batch.
To copy entries from an existing recurring journal batch:
1. Navigate to the Define Recurring Journal Formaula window.
2. Enter a Name and Description for the new recurring journal formula batch.
3. Choose AutoCopy Batch.
4. Enter the Source Batch whose recurring journal entries you want to copy.
5. After copying the entries, you can enter or change the recurring journal formulas.
6. Save your work.
Changing a Recurring Journal Entry
2. Query the name of the recurring journal formula batch you want to change.
3. If you have already generated journals using the batch, General Ledger automatically displays the
Period and Date on which you Last Executed the batch.
4. Query the name of the recurring journal entry you want to change.
5. Choose Lines to review or change the recurring journal entry lines.
6. Edit the recurring journal lines.
7. Save your work.
Performing Standard Costing with Recurring Journals: Use statistics such as sales units, production
units, number of deliveries or customers served to perform standard costing. For example, you might
want to calculate cost of sales based on sales units and a standard cost per unit.
To create a formula for standard costing:
1. Define a recurring journal formula using the balance of the appropriate statistical account and a fixed
amount for standard cost. Alternately, you can maintain the standard cost as a statistic in a different
account.
2. Each accounting period, adjust the balance of your statistics.
3. Generate your standard cost recurring journal just like any other recurring journal batch.
Generating Recurring Journal Batches: You must generate recurring journals to create unposted
journal entries from the recurring journal formulas you defined. After generating the
formulas, you can review or edit the recurring journal batches before posting them.
Prerequisite
❑ Define your recurring journal entry formulas.
Scheduling Your Recurring Journal Batch: You can generate your Recurring Journal Batch according
to schedules in Oracle Applications, schedules you define in Oracle Applications, or schedules you define
in General Ledger

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Suspense account
If you allow suspense posting for your set of books, General Ledger uses suspense accounts to balance
journals for specific sources and categories.
Defining Suspense Accounts
When you define your set of books, you assign a default suspense account. You can define suspense
accounts in addition to the default suspense account for your set of books. General Ledger posts a
balancing amount to the default account when there is no suspense account defined with a matching
source and category.
Prerequisites
❑ Define your set of books
❑ Define your journal entry sources
❑ Define your journal entry categories
To define a suspense account:
1. Navigate to the Suspense Accounts window.
2. Specify the Source and Category that applies to the suspense account you are defining.
The default suspense account you specified when you defined your set of books appears with the source
and category Other. You can define additional suspense accounts using Other for either the source or the
category, but not both.
Note that if you update the suspense account in the Set of Books window, the default suspense account
is updated in the Suspense Accounts window. Likewise, if you update the default account in the
Suspense Accounts window, the account in the Set of Books window is updated.
3. Enter the Account against which the balancing amount should be posted. You can assign multiple
unique combinations of source and category to a single account.
General Ledger automatically creates a suspense account for each balancing segment value. For
example, if you want to create additional suspense accounts for the five companies in your chart of
accounts, define suspense accounts for only one company segment value. General Ledger uses the

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account you enter for one company as a template for the remaining four companies. When you post out-
of-balance transactions against any of the other four companies, General Ledger automatically
substitutes the appropriate company segment value in your template.

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9.Auto Posting
You can automatically post journal batches that meet specific criteria you've defined in an AutoPost
criteria set. You can define multiple criteria sets that include a range of journal effective dates and
multiple AutoPost priorities. AutoPost priorities include combinations of journal source, journal category,
balance type, and period.
Once you define an AutoPost criteria set, run the AutoPost program to select and post any journal
batches that meet the criteria defined by the criteria set. You can also schedule the AutoPost program to
run at specific times and submission intervals. You can submit the AutoPost program or schedule
AutoPost runs directly from the AutoPost Criteria Sets window. Alternatively, you can use the Submit
Request window.
When you enter the AutoPost priorities for a criteria set, you can enter All for one or more of the selection
fields. Use this feature to select all journal sources or categories, all balance types, or all accounting
periods. For example, suppose you enter journals every period that adjust your budget balances for
subsequent periods. You can define a criteria set that selects all unposted journal batches with a source
of Manual and a balance type of Budget for all periods. You can then schedule the AutoPost program to
run at the beginning of every period, automatically post your budget adjustments, and update your budget
balances.
If you use budgetary control, you can define a criteria set that posts the encumbrance journal batches that
are created after the funds have been successfully reserved.
1. Enter a Criteria Set name and Description.
2. Mark the Enabled check box if you want to enable the criteria set now. Otherwise, leave the check box
unmarked.
3. Set your Posting Submission Options. If you choose the Submit Only Priorities with Batches in Order
option, be sure to also enter the Number of Priorities.
4. Enter the range of Journal Effective Dates:
From: starting effective date of the range, entered as the number of days before the AutoPost submission

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date. This must be a number from 0 to 1000.
To: ending effective date of the range, entered as the number of days after the AutoPost submission date.
This must be a number from 0 to 999.
AutoPost will only select journals whose effective date is within the range of days before and after the
AutoPost submission date.
5. Enter your AutoPost priorities for this criteria set. Each priority includes a Priority number, journal
Source, journal Category, Balance Type, and Period.
Additional Information: The priority number must be a value from 1 to 99, where 1 is the highest priority
and 99 is the lowest. Batches with higher priorities are posted first. You can use the same priority number
more than once.
You can enter All in any field (except Priority number) to select all journal sources or categories, balance
types, or accounting periods.
Posting Submission Options
Submit All Priorities in Order: Select this option to submit the batches for all of your AutoPost priorities
in the same AutoPost run. Note that priorities are processed in order, based on the Priority number.
Submit Only Priorities with Batches in Order: Select this option to submit batches only from the
specified Number of Priorities in the same AutoPost run. If a priority results in no selected batches it is not
included in the count of the number of priorities whose batches are processed. For example, if the
number of priorities is 2 and your first priority has no selected batches, AutoPost will process priorities 2
and 3. If you submit AutoPost again, it will process priorities 4 and 5, and so on for each priority that has
selected batches.
Suggestion: Use this option when you need to balance the load on your concurrent manager. This may
be necessary since a single AutoPost request that contains multiple priorities can result in numerous
instances of the Posting program running concurrently. The load on the concurrent manager is increased
further if a large number of journal batches are selected by your AutoPost priorities

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10.Budget
BUDGET ORGANIZATION
Budget Organizations:
 Contain ranges of accounts that make up the budget.
 Represent departments, cost centers, divisions, or other groups for which you enter and maintain
budget data.
Options:
1. All budget organization
2. Password to restrict access
Budget Organizations window
Use this window to define budget organizations or update existing budget organizations. You can review,
assign, delete or copy ranges of Accounting Flexfields to your budget organizations. You must define at
least one budget organization before you can enter budget amounts. If you have one or more budget
organizations defined already, you can define an "All" budget organization that contains all of the
Accounting Flexfields from all of the budget organizations you define. This all-inclusive budget
organization is useful if you want one budget organization for budgeting to all accounts, or if you do not
need specialized budget organizations now, but may want to add them later.

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1. Enter a Name and Description for your budget organization.
 To define a new budget organization that includes only specific ranges of accounts, enter a
unique name.
 If you have one or more budget organizations defined already, you can create a budget
organization named ”ALL” that automatically includes all accounts that are assigned to any
budget organization. To do this, enter ”ALL” as the budget organization Name.
2. Enter the sort and display options. The Ordering Segment is the account segment General Ledger
uses to sort accounts when you review the budget organization assignments, and when you use the
Enter Budget Amounts and Enter Budget Journals windows.
Specify the Display Sequence for your account segments. You can use this sequence to change the
order of your account segments on the Enter Budget Amounts and Enter Budget Journals windows. For
each segment, enter a unique sequence number from 1 to n, where n is the number of segments in your
account.

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3. Protecting a Budget Organization with a Password
When a budget organization has password protection, you must enter the password before reviewing,
entering, or changing budget information for any account within that budget organization. By assigning
passwords to different budget organizations within your enterprise, you can distribute budgeting
responsibilities among your various organization managers.
4. Enter Effective From and To Dates if you want to set a specific range of time when you can use this
budget organization.
5. Assigning Account Ranges to a Budget Organization
 Enter a Line number and an account Low and High for each range you want to assign to your
budget organization. The ranges cannot overlap other account ranges with the same currency for
any budget organization in that set of books.
 Select the budget entry Type for the account range:
Entered: You enter budget amounts, enter budget journals, upload budgets, create MassBudget journals,
or transfer budget amounts. Use this entry type if you want to use budgetary control.
Calculated: You use budget formulas or MassBudget journals to enter budget amounts. You cannot use
this entry type if you are using budgetary control.
 Enter the Currency for each account range. For accounts with abudget entry type of Calculated,
you must enter either thefunctional currency for your set of books, or STAT.To enter only
statistical budget amounts for the account range, enter STAT.
 You can review, add, or temporarily delete individual accounts assigned to your budget
organization by choosing Range Assignments.
 Save your work. General Ledger launches a concurrent program to assign all the existing
accounts within the designated ranges to the budget organization. You can review the Status of
each range.
Adding: The concurrent request to add accounts from a range is pending.
In Process: The concurrent request to add accounts from a range is running.

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Reporting: The concurrent request to add accounts from a range is generating an execution report of all
the accounts it created.
Current: The concurrent request to add accounts from a range has completed.
 Set the budgetary control options for the range
 If your funds check level is set to None, you can assign any Currency and a budget entry Type of
Entered to the account range. If your funds check level is set to Absolute or Advisory, you must
assign your functional Currency and a budget entry Type of Entered to the account range.
6. Adding or Changing Individual Accounts
You can display each account within a specific range you assigned to your budget organization. General
Ledger sorts the accounts in ascending order by ordering segment value. You can add new accounts to
your budget organization that fall within the designated range, or you can temporarily delete accounts
from the budget organization.
1. Choose the Ranges button.
2. Choose the range in which the account falls.
3. Choose the Range Assignments button.
4. Find the next available Line, and enter the new Account. The account must fall within the range
displayed at the top of the window. If you are using dynamic insertion for your set of books, you can enter
an undefined account.
7. Assign accounts to the budget organization.
• To assign ranges of accounts to the budget organization, choose Ranges.
• To copy account ranges from an existing budget organization, choose AutoCopy.
If you are creating an ”ALL” budget organization, you do not need to assign accounts.

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Defining Budget
Create a budget to represent a collection of estimated amounts for a range of accounting periods. You
can use AutoCopy to create a new budget from an existing budget. You can create budget hierarchies by
assigning lower–level budgets to a master budget. This enables you to track budgeted amounts against
your control budget.
To create a budget
1. Enter a Name and Description for your budget.
2. Enter the Status of your budget.
Open: The budget is available for update and budget entry.
Current: The budget is open, and it is the default budget when you use most budgeting and inquiry forms.
You can have only one Current budget at a time for each set of books.
Frozen: The budget is unavailable for update or budget entry. General Ledger displays the Created Date
and Frozen Date, if
applicable, for the budget.

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3. Choose whether to Require Budget Journals for your budget. If you enabled the Require Budget
Journals flag for your set of books, this option will already be selected and cannot be changed.
When you require budget journals, you can only use budget entry methods that create journals, namely
budget journals, budget transfers, MassBudgets, consolidation of budget balances, and the Applications
Desktop Integrator‟s Journal Wizard.
Attention: Use budget journals to maintain an audit trail for your budget balances. Other budget entry
methods update budget balances directly.
Note: If you use budgetary control, you must use budget journals to enter amounts in your funding budget
(i.e., the budget you use to enforce budgetary control).
4. Enter the First and Last period for your budget.
Once you save the budget, you cannot change the first period.
Enter the Last period for your budget. Your budget can include up to sixty periods per year, and can span
an unlimited number of fiscal years.
5. Assign a Master Budget if you want to track your budget amounts against a control budget. You can
choose any budget in your set of books that has the same period range.
6. To open the first fiscal year of your budget, choose Open Next Year. General Ledger launches a
concurrent request to open the next year.
7. If you want to copy budget amounts from an existing budget, the first and last periods must be the
same as the first and last periods of the budget you are copying from, although the year can be different.
BUDGET FOMULA
You define budget formulas to calculate budget amounts. Your budget formulas can be simple or
complex. You can use any combination of fixed amounts and account balances, including actual or
budget amounts, statistics, and period-to-date or year-to-date balances from the current period, prior
period or same period last year.
When you define budget formulas, you create a budget formula batch. The batch contains one or more
budget entries, and each entry contains one or more formulas. Use budget batches and entries to group
your budget formulas. For example, you might combine all formulas for a single department or division
into one batch, or group all formulas for certain types of calculations into separate entries. When you
calculate budgets using a budget formula, General Ledger replaces any existing budget amounts directly;
it does not create a budget journal.
Prerequisites
 Define your budget organizations and assign the budget entry type ”Calculated” to the accounts
to which you want to budget.
 Define your budgets.
Creating Budget Formula
1.Enter a Name and Description for the budget formula batch.If you want to copy budget formula entries
from an existing batch to your new batch, choose AutoCopy.
2. Enter a Name for the Journal formula entry.

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Enter the formula entry Category.
Enter the formula entry Currency.
3. Enter a Line number to set the order of your budget formula entry lines.
Enter the Account whose budget amount you want to calculate with a formula.
Enter a formula for the line.
Calculating Budget Amounts
You must calculate budget amounts whenever you define or revise your budget formulas, or if you
change the accounts you use in your formulas.
Calculating budget amounts from budget formulas does not create journal entries; rather, it updates
budget balances directly. General Ledger replaces, rather than increments, the account balances with the
calculated amounts.

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ENTERING BUDGET JOURNAL
Enter budget journals to maintain an audit trail for your budget balances. You can use budget rules to
calculate budget journal amounts automatically. When you post budget journals, the journal amounts
update existing budget balances. You can review and change your budget journals before posting them.
Attention: When you use budget rules in Journal Mode, General Ledger calculates the appropriate debit
or credit needed to achieve the balance you enter for the account type.
Entering Statistical Budget Journals
You can enter statistical budget journals for accounts that have a currency of STAT in their budget
organization assignment. You can enter budget journals that only contain statistical amounts, or,
depending on the Journals:Mix Statistical and Monetary profile option, you can combine monetary and
statistical budget amounts in your budget journals. The latter option is not available if budgetary control is

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enabled for your set of books.
Creating Unposted Budget Journal Batches
After entering budget journals, you must run Journal Import to create unposted journal batches. If you are
using budgetary control, you must check and reserve funds for the budget journal batches.
ENTERING BUDGET AMOUNT
Enter budget amounts for your accounts to replace any existing budget balances. You can enter budget
amounts for each account in the budget organization one–by–one, or you can use worksheet mode to
enter budgets for several accounts at once.
 Budget rules enable you to distribute budget amounts for all periods.
 General Ledger does not create journal entries when you use the Enter Budget Amounts window.
Use the Enter Budget Journals window if you want to create journal entries to maintain an audit
trail for your budget amounts.
 You cannot enter budget amounts for a budget that is frozen.
1. Specify the Budget Organization for the accounts to which you want to budget. If the budget
organization is password-protected, you must enter the password before you can enter budget amounts.
2. Enter the Budget for the amounts you are entering.
Note: You cannot enter amounts for a budget that is frozen. If the budget that requires journals, you must
use the Enter
Budget Journals window.
3. Enter the range of Accounting Periods to which you want to budget.
4. Enter the Currency of the budget amounts you are entering. The accounts must be assigned to the
budget organization for this currency.
5. Choose the Single Row Mode tab to review and enter budget information for one account at a time.
You will also see a total for all budget periods when you use Single Row mode.
Query the Account to which you want to budget by specifying one or more segment values (or wildcards).

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Note: If you rearranged the display sequence of your account segments when you defined your budget
organization, you still enter your account query criteria in numerical segment order.
6. Enter budget amounts for periods in the designated range, or use budget rules to calculate and
distribute budget amounts for all periods.
7. Choose Post to submit a concurrent request that updates your account budget balances.

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11.Accounts Payable
Below is the Step by Step approach for creation Supplier
Select supplier-Entry
Click create supplier.

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Select supplier type and enter organization name, number, country, tax reg. number, tax id and click
apply.
Enter the supplier name, number, reg.id. and click create.

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Click create button.
Select country name and enter the full address, phone number, fax number, email address.
Clicks continue

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Select the supplier and click apply.
Successful create new supplier.

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12.Defining Banks
1. To define Banks
Navigation: Account Payable, Toray Industries Malaysia: Setup>Payments >Banks and Branchs

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2. Following screen is opened:
Click Create to create a new Bank.

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3. Now you come to the “Create Bank: Bank Information” page.
Enter the details as shown below. Substitute “XX” by some other name or number.
Click “Save and Next” to move to the next page, which is the “Bank Address” page

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4. You will come to this page:
Click “Create” to enter the Address of the Bank
5. Now enter Bank address

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Click “Apply” to save and view the address created.
6. You can now view the address

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Click “Save and Next” to move to the next page i.e. “Bank Contact” page.

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7. You now come to the Bank Contact page.
Click “Create Contact” to enter details of Bank Contact.

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8. Enter details of your Bank contact in the following page:
9. After entering the details of contact

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11. Now you have the details of the Bank contact

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Click “Finish” to complete entering Bank details
12. You will come back to the 1
st
page.
From here you can update bank information or view branches or create Branch.

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To create Branches for your Bank, you can either click “Create Branch” icon or follow the method given
after this.

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14.Defining Bank Branches
1. To define Bank Branches you can either continue with the previous screen and click the icon for
“Create Branch” or close the window and follow this method.
2. Navigation: Account Payable , Toray industries Malaysia:
Setup>Banks > Banks (T) Bank Branches

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3. Click “Bank Branches “tab.
Now, search for the Bank created earlier in the Simple Search section.

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4. Enter the name of the Bank and click “Go”
5. Now Create Branch either by clicking “Bank Branches” tab or clicking “Create Branch” icon.

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6. If you have selected “ Bank Branches” you will come to this page:

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Click “Create”
7. Enter the details of Bank and click “Continue”
If you had clicked the Icon earlier while defining Banks you would have directly come to this page.
So it is better to choose the icon and continue to define Branches.

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Click “Continue”
8. Enter details of the Branch in this page

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10. The following 2 steps are the same as what we defined for the Bank i.e.
a. defining the Branch Address and
b. defining the Branch Contact
Click “Create” and fill in the details in the Form
11. Fill in the address

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12. This page gives the Branch Address
Click “ Save and Next” to save this and move to the next page.

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13. In this page, you can create the Branch Contact
Click “Create Contact” to add new contact.
14. Enter the details

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15. Scroll down and click “Apply”
16. Click “Finish” to complete the steps

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17. This completes defining the Bank and the Branch.

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You can create the Bank Account by clicking on “Create Account” icon or follow the steps given
below.

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14.Creating Bank Accounts
1. To create Bank Accounts
Navigation: Setup>Banks > Bank Accounts (T) Manage Bank Accounts

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2. You will come to the “Manage Bank Accounts” Form
Click “Create” to define new Bank Accounts.

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3. You will come to this page
Since you need to create the Bank Account for the Bank and Branch that you have already defined,
search for your existing Bank in this page.
4. Once you conduct search, your page will look like this

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5. Now you come to the 1st
step i.e. defining the Bank Owner
Enter the information as shown above and click “Next”

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6. This is the “Create Bank Account: Account Information” page
Enter all the Bank Account details
7. I have entered all Mandatory information.

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Click “Save and Next”
8. Now you come to the “Create Bank Account: Account Controls” page.
Enter mandatory information

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9. Enter all other information as indicated

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10. Scroll down and click “Save and Next” to go to the next page

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11. Now you come to the “ Create Bank Account: Account Access” page

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Click “Add Organization Access” to give access to organization

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12. Check the boxes as indicated and select the Organization
Click “Continue” to proceed to the next step.

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13. Once you select “Continue” you will come back to this page
Click “Apply” to come to this page

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14. You will come to the final “Account Access” page
Click “Save and Next” to go to the final step
15. This is the “Create Bank Account: Account Contact” page, similar to what we have
created for Bank and Branch earlier.

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Click “Create Contact” and enter details the same way as we entered earlier.
16. Enter similar details

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17. Scroll down and click “Apply”

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18. You come to the 5th
page
Once you select “Finish” you come to the final page

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19. This gives the final details of the Bank that you have created, along with the Branch
name and the Account number details.

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16.Distribution Sets
Navigation: PAYABLE->SETUP->INVOICE->DISTRIBUTION
ENTERING THE SUPPLIER INVOICE

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CLICK THE ACTION BUTTON FOR VALIDATION
CHECK THE VALIDATE CLICK OK

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CREATE ACCOUNTING FOR SUPPLIER INVOICE
FOR APPROVAL FOR PAYAMENT

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PAYMENT PROCESS
SELECT PAY FULL IT WILL OPEN NEW PAGE
CTRL + S (SAVE)

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17.Run Request
Navigation: ACCOUNT PAYABLE->OTHER->REQUEST->RUN
1. Invoice Register: Use this report to review all the invoices entered based on certain parameters. This
report can be used to file the daily invoices batch wise.

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To review all the Unapproved Invoices in Batch - Select the Batch Name and Select the Unapproved
Invoices only as „Yes‟
To review all the cancelled invoices period wise, select the Accounting period and select the option
„Cancelled Invoices only‟.
2. Invoice History Report: Use this report to review all the transactions pertaining to a supplier. This
report can be used mainly to reconcile balances with the supplier. System gives all the details of all the
transactions such as Invoice amount, Invoice Number, Amount remaining against each invoice. Supplier
balance is also displayed at the end of transactions.
3. Invoice Audit by Voucher Number: Use this report for audit purposes, as all the invoices of a
particular category can be grouped and submitted for audit.
4. Invoice Audit Listing: Use this report to audit invoices for duplicates. Run this report at frequent
intervals to obtain all the invoices, which could be probable duplicate invoices in the system.
5. Invoice on Hold Report: Use this report to verify all the invoices which are held, before approving
them. Give a Hold Name as a parameter to obtain all the invoices, which are held due to such hold.
6. Prepayment Status Report: Use this report to find all the open Prepayments, Invoices or Credit
Memos. The output can be used to find what are all the prepayments available to be applied against the
Invoices of a particular supplier, and all the open credit/Debit memos which needs to be adjusted against
the standard invoices while payment.
7. Supplier Audit Report: Use this report to find all the Duplicate Suppliers, and to make necessary
corrective actions. Give the Maximum Length for comparison
8. Supplier Paid Invoice History Report: Use this report to find all the invoices, which are fully paid or
partially paid. System gives the details such as invoice number, date, Invoice amount, Paid amount,
Payment Check No and Amount remaining.
9. Supplier Payment History: All the Payments made to a Supplier between a date range given. Use
this report for reconciliation.
10. Accounts Payable Trial Balance: Use this report to reconcile the payable activity with the General
Ledger.
This report lists all the open invoices of suppliers and the total outstanding amount to them as on any
particular date. All the suppliers are grouped based on the Liability account wise.
11. Cash Requirement Report: Use this report to estimate the cash requirements to pay the invoices.
System selects all the partially paid and unpaid invoices and sorts them by due date. All the Payments
due on a particular date are grouped in the report.
This helps to schedule and plan the payments.
12. Credit Memo Matching Report: System shows the details of invoices against which the credit
memos are matched. This report can be used for reconciliation.
The links between the invoice and credit memo matched are obtained only through this report.
13. Matching Hold Detail Report: Use the Matching Hold Detail Report to review detailed accounts
payable and purchasing information for invoices with matching holds and matching hold releases. You
can print this report before initiating a payment batch to determine whether to manually release any
invoices for payment. You can print this report for all invoices with matching holds and releases during a
time period you specify, or you can print this report to review only invoices with matching holds applied or
released since the last time you submitted Approval.
This report can assist you in identifying suppliers that frequently have invoices on matching hold. This
report can also help you to respond to supplier questions on delayed payments.
14. Matching Hold Agent Notice: Use the Matching Hold Agent Notice to print a notice informing a
purchasing agent of any matching holds due to a variance between an invoice and the agent's purchase
order. When you submit this report, Payables prints a notice to each purchasing agent who has issued a
purchase order that has a variance with its matched invoice.
This notice lists the invoice(s), supplier name, description, and the matched purchase order number. You
can use this report to help resolve any invoices with matching holds to ensure that the invoices receive
prompt attention by the purchasing agent responsible for the purchase order.
You can use the Matching Hold Agent Notice to inform your purchasing agents of any matching holds if
you use Purchasing or if you load the purchasing tables from your own purchasing system, including the
agent details.
15. Receiving Hold Requestor Notice: Use the Receiving Hold Requestor Notice to print a notice
informing a requestor of an invoice hold because the requestor has not acknowledged the receipt of

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invoiced items. When you submit this report, Payables prints a notice to each requestor who has ordered
goods or services from a supplier who has sent you an invoice, but the requestor has not yet
acknowledged receipt of all items so the invoice remains unpaid.
This notice lists the supplier name, invoice number, description, quantity ordered, and the purchase order
number. The notice asks that the requestor inform the accounts payable department whether the
requestor has received the items. Payables also provides a summary listing displaying the requestor
name, supplier name, invoice number, description, and purchase order number of all the notices that
Payables printed. You can use this summary for reference purposes and keep track of how many replies
you receive.
You can use the Receiving Hold Requestor Notice to inform your requestors of invoice holds if you use
Purchasing or if you load the purchasing tables from your own purchasing system, including the requestor
details.
16. Unrealized Gain or Loss Report: Use this report to review unrealized gains and losses on foreign
currency invoices. An unrealized gain or loss occurs on an unpaid foreign currency invoice when the
exchange rate changes.
You usually calculate unrealized gains and losses at the end of an accounting period. You may also want
to submit this report whenever there is a large movement in the value of a foreign currency as compared
with your functional currency.
Payable orders this report by currency and supplier. The report provides you with a total for each
currency and a total for all the currencies. Payable prints supplier‟s names alphabetically within each
currency.
17. Preliminary Payment Register: Use the report to review the payments Payables will create when
you format payments for the invoices in a payment batch.
18. Final Payment Register: Use the Final Payment Register to list each payment you create for a
payment batch. Payables lists each payment in a payment batch, including setup and overflow payment
documents, in ascending order by payment number. Payable sorts the report using the document order
you specify for the payment batch. Payable prints this document order on the first page of the report,
along with the other criteria specified for the payment batch. Payables also print the total outlay required
for the payment batch on this page. On the first page of the report, Payables prints the number of set up
documents overflow documents, and the number of negotiable documents.
19. Missing Document Numbers Report: Use the Missing Documents Report to identify any payment
documents that you have not accounted for in Payables. The report lists any payment document numbers
within a range you specify that are not recorded in Payables as paid, stopped, void, or spoiled.
20. Payment Audit by Voucher Number: Use the Payment Audit by Voucher Number Report to review
payments with assigned sequential voucher numbers. If you enable the Sequential Numbering profile
option, either you or Payables can assign a unique, sequential number to each payment you create. You
can also use this report to review assigned and available voucher numbers for the sequence name you
specify, as well as sequential numbers that have been deleted. Payable sorts this report by voucher
number.
21. Payment Batch Control Report: Use the Payment Batch Control report to review detailed
information about the payments printed in one or more payment batches. You can submit this report after
every payment batch to compare it with actual payment information. You can also use this report to
provide the cheque signer with comprehensive information about each payment document, eliminating
the need to review paper invoices. The report displays payment, supplier, invoice, and expense
distribution information for all payment documents in a payment batch.
The report includes the total number of payments and the total batch outlay. Payables sort the Payment
Batch Control report by payment document number.
22. Payment Gain or Loss Report: Payable lists each currency exchange rate gain and loss included in
the payment. Use this report if you need to know the exact gain or loss for an invoice in a payment, or
how the total gain and loss of the payment is distributed across a payment's invoices.
The report totals the gain and loss for each payment and calculates the amount you can adjust your
general ledger balance for each combination of gain/loss accounts.
23. Payment Distribution Report: You can submit this report after you create a payment batch, manual
payment, or Quick payment to verify the payment distributions created by Payables when you pay an
invoice. If Payables cannot create a payment distribution because of an invalid account, the report lists

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this payment as an exception. You cannot post a payment until you manually correct the distribution's
account in the Invalid GL Accounts window.
The report displays payment, supplier, invoice, payment distribution, and liability accounting information
for a bank account selected. The report also displays the total number of payment documents and the
total payment amount. The report orders the information by bank account, payment document name, and
document number.
24. Payment Register: Use the Payment Register to review payments created for each bank account
you use during a time period you specify. The report lists each payment, as well as the total payment
amount and cleared amount of all payments. It sorts and subtotals by bank, bank branch, and bank
account. The report also displays the payment document and disbursement type for each set of
payments, and provides subtotals for each payment document.
Payable does not include voided payments in the totals.
25. Stop Payments Register: Use the Stop Payments Report to review all current stop payments.
Payables does not list any stop payments which were initiated, but then released, or voided at a later
time. Payable sorts the report by bank, bank account, payment document, and document number.
Payable subtotals the amount for each payment document and displays the cumulative total for each
bank account.
26. Void Payments Register: Use the Void Payment Register to obtain a listing of void payments. The
Void Payment Register provides you with payment and supplier information for each void payment.
Payables sorts the report by bank, bank branch, bank account, payment document, and payment
number, and prints a subtotal for each. Payable also provides a report count and total at the end of the
report.
You can submit this report before you reconcile your bank account to verify that void payments did not
clear your bank.
27. Posted Invoice Register: Use the Posted Invoice Register to review invoices posted in a particular
period. You post invoices by submitting the Payables Transfer to General Ledger program. The Posted
Invoice Register lists each Accounts Payable Liability account and the invoices posted to the account,
along with the supplier and amount information for each invoice listed.
Payables display the invoice amount and posted distribution amount in the invoice currency. Payables
also display the posted distribution amount in your functional currency for easier reconciliation with your
general ledger. You can also use this report to reconcile variances between an invoice amount and its
distribution amount. Variances can result from reversing distributions or correcting entries.
Payables sorts the report by journal entry batch, invoice currency, account, supplier, and invoice,
according to the option you specify in the Sort parameter. The report includes a report total and subtotals
for each currency and liability account.
28. Posted Payments Register: Use the Posted Payment Register to review payments posted in a
particular period. You post payments by submitting the Payables Transfer to General Ledger Program.
Payable excludes zero amount payments in this report. For all other payments that you post in a journal
entry batch, Payables displays the cash amount and the discount taken amount in the currency you used
for payment. Payables also display the payment amount and the realized gain or loss on the payment as
expressed in functional currency for easier reconciliation with general ledger. The payment amount is the
sum of the cash and discount taken amounts. You can use this report, the Posted Invoice Register, the
Accounts Payable Trial Balance Report, and your general ledger reports to reconcile balances between
your general ledger and Payables.
This report sorts the report by bank, bank branch, bank account, journal entry batch and payment
currency according to the option you specify in the Sort Posted Payments by parameter. The report also
displays the payment document and disbursement type for each set of payments. The report provides a
report total and subtotals for each payment document and bank account. You can submit the Posted
Payment Register for one journal entry batch of posted payments or all journal entry batches.
29. Key Indicators Current Activity Report: Use the Key Indicators Report to review your accounts
payable department's productivity. The Key Indicators Report provides current activity indicators that
compare current period activity with prior period activity in three major areas: suppliers, invoices, and
payments. Payables further breaks down each category into basic items, exception items, and updates.
The report provides the number of transactions for each indicator (such as number of automatic
payments printed during a period) and amount values where applicable to the Key Indicator (such as total
value of automatic payments written during a period).

100
Attention: This report does not sort by currency, nor does it convert foreign currency invoices to your
functional currency.
30. Key Indicators State-of-the-System Report: The Key Indicators State-of-the-System Report
provides a period-end view of Payables, as well as average values. For example, the Key Indicators
State-of-the-System Report includes the total number of suppliers, supplier sites, and average number of
sites per supplier.
31. Recurring Invoice Report: Use this report to review recurring invoice templates you defined during a
specific time period. You can review this report to determine the amount you have authorized for a
recurring invoice template, how much you have released, and the next amount you have scheduled. The
report also lists the number of periods remaining for a recurring invoice and the next period you have
scheduled.
32. Payables Accounting Entries Report: Use this report to review and analyze accounting entries in
the Payables sub ledger. You can request the report for a specific run of the Payables Accounting
Process or the Payables Transfer to General Ledger program. Using the report parameters, you can
produce a detailed or summary listing of the accounting information you want to review. The report also
lists in detail any transactions that have been accounted with error and all entries that could not be
transferred to the general ledger interface.
33. Payables Account Analysis Report: Use this report to review and analyze accounting entries in
Payables. You can use the report parameters to limit the report to just the accounting information you
want to review.
34. Suppliers Report: This report is used to review detailed information you entered for a supplier in the
Suppliers and Supplier Sites windows. This report also shows if a supplier is on PO Hold. You have the
option to include supplier site address and contact information. The report shows who entered it, the pay
group, terms, creation date, etc. It also shows the remittance bank account information of the supplier.
35. Invoice Aging Report: Use this report to view your unpaid invoices. This report provides information
about invoice payments due within four time periods you specify in the Aging Periods window.

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17.Period Close
To complete the close process in Payables:
1. Validate all invoices.
Run Invoice Validation Concurrent program.
2. Confirm or cancel all incomplete payment batches.
3. If you use future dated payments, submit the Update Matured Future Dated Payment Status Program.
This will update the status of matured future dated payments to Negotiable so you can account for them.
4. Resolve all unaccounted transactions. Submit the Payables Accounting Process to account for all
unaccounted transactions. Review the Unaccounted Transactions Report. Review any unaccounted
transactions and correct data as necessary. Then resubmit the Payables Accounting Process to account
for transactions you corrected. Or move any unresolved accounting transaction exceptions to another
period (optional).
 Payables Accounting Process.
 Submit the Unaccounted Transactions Sweep Program.
5. Transfer invoices and payments to the General Ledger and resolve any problems you see on the
output report: Payables Transfer to General Ledger Program.
6. In the Control Payables Periods window, close the period in Payables. Controlling the Status of
Payables Periods.
7. Reconcile Payables activity for the period. You will need the following reports
 Accounts Payable Trial Balance Report (this period and last period).
 Posted Invoice Register.
 Posted Payment Register.
8. If you use Oracle Purchasing, accrue uninvoiced receipts.
9. If you use Oracle Assets, run the Mass Additions Create Program transfer capital invoice line
distributions from Oracle Payables to Oracle Assets.
10. Post journal entries to the general ledger and reconcile the trial balance to the General Ledger.
You cannot close a period in Payables if any of the following conditions exist:
o Outstanding payment batches. Confirm or cancel all incomplete payment batches.
o Future dated payments for which the Maturity Date is within the period but that still have a status of
Issued.
o Unaccounted transactions. Submit the Payables Accounting Process to account for transactions, or
submit the Unaccounted Transaction Sweep to move any remaining unaccounted transactions from one
period to another.
o Accounted transactions that have not been transferred to general ledger. Submit the Payables Transfer
to General Ledger process to transfer accounting entries.

102
Useful Month end reports
Some important reports to reconcile Accounts Payable sub ledger to the General Ledger are described
next.
1. Accounts Payable Trial Balance
(Normally this report is run at the end of this period and the prior period. This represents your opening
and closing AP Trial Balance)
The closing value per AP control account in this trial Balance should agree to the corresponding Account
in the General Ledger Trial Balance.
If it does not, you will need to investigate why.
Run the following reports to assist you in the process:
o Posted Invoices report
o Posted Payments report
The Opening Account Payable Trail Balance (AP TB)
+ The Posted Invoice
- The Posted payments
= The Closing AP TB
The above formula is a key formula in attempting to identify the source of potential problems.
Note that in above:
The Aging Invoice Report Total should equal
The AP Trial Balance Total +
The Total of Swept (Unposted Transactions)
You may wish to perform this reconciliation as a further month end reconciliation check.
2.Invoice Aging Report
This is yet another important report which shows you a complete list of all unpaid invoices on the system
irrespective of whether they are due for payment or not, whether they are on hold or not. This report
groups invoices by how many days they are overdue. The grouping of invoices by age past due is
dependent on the Aging bucket selected for the report.
Running the Invoice Aging report is like running any other report. The key points to note are that
1. The report name to choose is "Invoice Aging Report"
2. It is recommended that you use the Standard Aging bucket.
Accounts Payable Trial Balance
The Accounts Payable Trial Balance shows you a complete list of all unpaid invoices on the system that
has been transferred to the General Ledger, irrespective of whether they are due for payment or not. This
report will assist with the month end reconciliation process.
Apart of the above, these are the additional reports which helps in completing account payable month end
close procedure.
a) Invoice on Hold Report
b) This report normally run to identify the invoices with Holds that need releasing.
c) Payables Accounting Entries Report
d) Invoice validation report
Normally to approve multiple invoices run the "Invoice Validation" request.once this report request runs
the payables approval process and produces a report detailing the types and number of holds placed on
invoices as a result of this run.
e) Unaccounted Transactions Report
f) Final Payment Register
g) Reconciliation Reports

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18.Accounts Receivable
Customer creation
Navigation: Account receivable->Customer->Standard
click create button

104
Navigation: AR->transaction->Transaction
select the invoice form LOV in Source column
AR-Receipts->Receipts

Basic Oracle Usage v1

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