1. Define Responsibilities:
Security > Responsibility > Define (System Administration)
Description: Use the Define Responsibility window to define
responsibilities for each operating unit by application. When signing on to
Oracle Applications, the responsibility chosen determines the data, forms,
menus, reports, and concurrent programs that can be accessed. Consider
using naming conventions for the responsibility names in a Multiple
Organization environment. It is a good idea to use abbreviations of the
business function and the organization name to uniquely identify the purpose of
the responsibility.
2. Define Chart of Accounts:
Setup > Flex fields > Key > Segments
Description: Use Accounting Flex fields to design the structure of General
Ledger accounts. By providing flexible account structures, Accounting Flex
fields enable to take advantage of General Ledger flexible tools for recording
and reporting accounting information.
Note: This setup step is normally completed during Oracle
General Ledger setup.
3. Define Functional and Additional Currencies:
Setup > Currency > Define
Description: Use the Currencies window to define non-ISO (International
Standards Organization) currencies, and to enable/disable currencies. Oracle
Applications has predefined all currencies specified in ISO standard
#4217. To use a currency other than U.S. Dollars (USD), that currency
must be enabled. U.S. Dollars (USD) is the only currency that is enabled
initially.
Note: This setup step is normally completed during Oracle
General Ledger setup.
4. Enter Daily Rates:
Setup > Currency > Rates > Daily
Description: Enter the daily rates needed. Typically, you will
enter rates to convert foreign currency journal entries into the functional and
reporting currencies. If you do not want to predefine daily rates, you
can use the conversion rate type User to enter daily rates at the time you
enter journals. Enter period rates for running foreign currency revaluation or
translation. Enter weighted–average rates, or let General Ledger
calculate them. General Ledger translates account balances using rates for those
accounts you assigned the rate type.
5. Define the Accounting Calendar:
Setup > Calendar > Accounting > Periods
Description: Create a calendar to define an accounting year and the
periods it contains. You should set up one year at a time, specifying the types
of accounting periods to include in each year. Defining one year at a time
helps in being more accurate and reduces the amount of period maintenance you
must do at the start of each accounting period. You should define your calendar
at least one year before your current fiscal year.
Note: This setup step is normally completed during Oracle
General Ledger setup.
6. Define Ledger:
Setup > Financials> Accounting Setup Manager>Accounting
Setup
Description: At least one Ledger needs to be defined before implementing
and using Oracle Payables. A Ledger includes an accounting calendar, a
functional currency, Sub Ledger Accounting method, and an account structure.
The accounts define the structure of general ledger accounts. If accounts
have not been defined while setting up a Ledger; the chart of accounts
structure needs to be setup to provide valid values for expense, cash, and
accounts payable liability accounts. If the Ledger was previously defined
while setting up a different Oracle Financials product, proceed to the next
step. Oracle Payables can be used with multiple Ledger within a single
installation.
Note: This setup step is normally completed during Oracle
General Ledger setup.
7. Set System Profile Values:
Profile > System (System Administration)
Description: Profile options specify how Oracle Payables controls access
to and processes data. In general, profile options can be set at one or
more of the following levels: site, application, responsibility, and
user. Oracle Payables users use the Personal Profile Values window to set
profile options only at the user level. System administrators use the Update
System Profile Options window to set profile options at the site, application,
responsibility, and user levels. You can set or view the following
profile options in Oracle Payables. The table also includes profile options
from other applications that are used by Oracle Payables.
Profile Name
|
Value
|
Site
|
Application
|
Responsibility
|
User
|
|
AP
PAYMENT: Company details printed
|
Optional
|
|||||
AP:
Notification Recipient E-mail
|
Optional
|
|||||
AP:
Show Finally Closed Pos
|
Optional
|
|||||
AP: Use
Invoice Batch Controls
|
Optional
|
No
|
No
|
|||
Audit
Trail: Activate
|
Optional
|
|||||
Budgetary
Control Group
|
Optional
|
Standard
|
||||
Default
Address Style
|
Optional
|
Default
Address Style
|
||||
Default
Country
|
Optional
|
Country
|
||||
Folders:
Allow Customization
|
Optional
|
|||||
Journals:
Display Inverse Rate
|
Optional
|
No
|
||||
MO:
Operating Unit
|
Required
|
XXXX
|
XXXX
|
|||
MO:
Security Profile
|
Required
|
XXXX
|
XXXX
|
|||
Printer
|
Optional
|
noprint
|
||||
Sequential
Numbering
|
Optional
|
Always
Used
|
||||
GL:
Ledger Name
|
Required
|
Ledger
|
Ledger
|
|||
HR:
business Group
|
Required
|
XXXX
|
8. Define Payables Lookups:
Setup > Lookups > Purchasing
Description: A lookup is any predefined value that was not defined in a
setup window. Use the Oracle Payables Lookups window to review and maintain
sets of values, or lookups that are used in Payables. In
some fields, you must select a value from a predefined list of values.
Sometimes the values on the list are items defined in a setup window, such as
supplier names, payment terms, or tax codes. Other predefined sets of values
are lookups, which can be viewed, and in some cases, updated,
in the Oracle Payables Lookups window. A lookup category is called a lookup
type, and the allowable values for the lookup type are called lookup
names. For example, names of invoice types, such as Standard, Prepayment,
Debit Memo, and so on, are lookup names for the lookup type of Invoice
Type. You can add lookup names to some lookup types. For lookup types
that you can modify, you can define up to 250 lookup names. For example, you
can define additional values for Source, which you specify when you import
invoices. You cannot change lookup name values after you save them. To remove
an obsolete lookup you can disable the code, enter an end date, or change the
meaning and description to match a replacement code.
9. Define Employee Lookups:
Setup > Lookups > Employee
Description: A lookup is any predefined value that was not defined in a
setup window. Use the Application Utilities Lookups window to review
and maintain sets of values, or lookups. For lookup types that you
can modify, you can define up to 250 lookup names. You cannot change lookup
name values after you save them. To remove an obsolete lookup you can disable
the code, enter an end date, or change the meaning and description to match a
replacement code.
10. Define Distribution Sets:
Setup > Invoice > Distribution Sets
Description: A Distribution Set can be used to automatically enter
distributions for an invoice when not matched to a purchase order.
For example, you can create for an advertising supplier a
Distribution Set that allocates advertising expense on an invoice to four
advertising departments. You can assign a default Distribution Set to a
supplier site so Payables will use it for every invoice you enter for that
supplier site. If you do not assign a default Distribution Set to a supplier
site, you can always assign a Distribution Set to an invoice when you enter it.
Use Full Distribution Sets to create distributions with set percentage amounts,
or use Skeleton Distribution Sets to create distributions with no set
distribution amounts. For example, a Full Distribution Set for a rent invoice
assigns 70% of the invoice amount to the Sales facility expense account and 30%
to the Administration facility expense account. A Skeleton Distribution Set for
the same invoice would create one distribution for the Sales facility expense
account and one distribution for the Administration facility expense account,
leaving the amounts zero. You could then enter amounts during invoice entry
depending on variables such as that month’s headcount for each group. If you
enable and use a descriptive flex field with your distribution set lines, the
data in the flex field will be copied to the invoice distributions created by
the Distribution Set.
11. Define Locations:
Employees > Locations
Description: Define names and addresses for the locations used within an
organization as well as the location used for the organization itself. ,
Oracle Purchasing, Oracle Payables and other Oracle Applications products use
locations for requisitions, receiving, shipping, billing, employee assignments
and approval groups.
Note: If Oracle Human Resources is fully installed, location
data must be defined using an Oracle Human Resources login responsibility; you
cannot use the windows provided with Oracle Payables. Prior to accessing this
form, you must set the System Profile option HR: User Type to HR User. This
value should be assigned at the Responsibility level.
12. Define Employees:
Employees > Enter Employees
Description: Enter the names, addresses, and other personal details of
organization employees. Oracle Payables uses this information for employee
expense reports related transactions.
Attention: If Oracle Human Resources is installed, you cannot use
Oracle Payables to define employee information.
13. Define Organizations:
Setup > Organizations
Description: Organizations describe distinct entities in the business
and may include HR Organizations, separate manufacturing facilities,
warehouses, distribution centers, and branch offices. After identifying and
defining the business group, you need to specify all the organizations within
the business group.
Attention: In Oracle Purchasing or Oracle Inventory is installed, you must
have at least one Inventory Organization.
14. Define Payment Terms:
Setup > Invoice > Payment Terms
Description: In the Payment Terms window, define payment terms that can
be assigned to an invoice to automatically create scheduled payments when you
submit Payables Invoice Validation for the invoice. Payment terms can be
defined to create multiple scheduled payment lines and multiple levels of
discounts. Payment terms have one or more payment terms lines, each of
which creates one scheduled payment. Each payment terms line and each
corresponding scheduled payment have a due date or a discount date.
15. AME Setup for Invoice Approval:
Prerequisites:-
a. Check the Invoice Approval Workflow at the Payables
Option(Payables Responsibility).
b. Check the Validation before Approval if the invoice needs to be
validated before it is sent for Approval ( Payables Responsibility
c. The Profile option “AME installed” should be set to
“Yes” at the Application level for the Payables application ( System
Administrator responsibility).
d. Define Users (System Administrator)
e. Login as SYSADMIN
Navigation: User Management> Users
Select your User Name, click on Update, Click on Assign roles
User
Name
|
XXXX
|
Click on go and say Update
Click on Assign roles.
Search
By
|
|
Roles
and Responsibilities
|
Approvals
Management Business Analyst
|
Roles
and Responsibilities
|
Functional
Administrator
|
Roles
and Responsibilities
|
Approvals
Management Administrator
|
Enter Justification for each Responsibility.
6. Login as your user
(XXXX).
Navigation: Functional Administrator
Create Grants for your AME Transaction Type.
Note:- It is one time setup only.
7. Switch Responsibility
to “Approvals Management Administrator”.
Select your Transaction type to create Invoice Approval.
Filter
|
|
Transaction
Type
|
Payables
Invoice Approval
|
Update this .
Note:- One time setup.
8. Switch Responsibility
to “Approvals Management Business Analyst”.
Select your Transaction type “Payables Invoice Approval” .
Click on Attributes,
Attribute
Category
|
Item
Class
|
Data
Type
|
Name
|
All
|
All
|
All
|
SUPPLIER_INVOICE_AMOUNT
|
Select your Attribute called “SUPPLIER_INVOICE_AMOUNT”. 
Click on “Conditions (Tab on top of the window)”.
Click on Create and create required condition.
Condition
Type
|
Attribute
|
Ordinary
|
SUPPLIER_INVOICE_AMOUNT
|
Details
Currency
Code
|
SUPPLIER_INVOICE_AMOUNT
|
|||
RON
|
is
greater than or equal to
|
0
|
and
less than or equal to
|
9999999999
|
Click on Apply.
Click on Action Types (On the top of the window)
Select your action type “approval-group chain of authority”, and say apply.
Click on Approver Groups,
Name
|
Description
|
Order
Number
|
Voting
Method
|
Usage
type
|
Approver
type
|
Approver
|
XXXX
Approval
|
XXXX
Approval
|
1
|
Serial
|
Static
|
HR
People
|
HR
People: Person Name
|
Select your approver group which has created all ready for this action type.
Click on “Return to Dashboard”.
Click on Rules (Define the Approval Rules)
Click on Create rule.
Name
|
Rule
Type
|
Item
Class
|
Start
Date
|
End
Date
|
XXXX
Invoice Approval
|
List
Creation
|
Header
|
It
should be current or future date.
|
31-Dec-4712(system
defaults)
|
Say Next, Select your condition which has created on the above setup.
Say Next, Select your “Action type “ and “Action”.
Say Next, and say Finish.
16. Define Financials Options:
Setup > Options > Financials
Description: Use the Financials Options window to define the options and
defaults used for Oracle Financial Application(s). Values entered in this
window are shared by Oracle Payables, Oracle Purchasing, and Oracle
Assets. Defaults can be defined in this window to simplify supplier
entry, requisition entry, purchase order entry, invoice entry, and automatic
payments. Depending on the application, you may not be required to enter all fields.
Although you only need to define these options and defaults once, you can
update them at any time. If you change an option and it is used as a default
value elsewhere in the system, it will only be used as a default for subsequent
transactions. For example, if you change the Payment Terms from Immediate to
Net 30, Net 30 will be used as a default for any new suppliers you enter, but
the change will not affect the Payment Terms of existing suppliers.
17. Define Payables System Setup:
These options are defaulted on supplier
form. Most of the fields are optional but it is for ease of entering the
supplier data. All the fields are changeable on Supplier form or Invoice
workbench. You configure the following in this form:
XXXX OU
|
|||
Entry
|
Automatic
|
||
Type
|
Numeric
|
||
Next
Automatic Number
|
1000
|
||
Payment
|
|||
Invoice
Currency
|
RON
|
||
Pay
Group
|
|||
Terms
Date Basis
|
Invoice
|
||
Pay
Date Basis
|
Due
|
||
Payment
Terms
|
|||
Always
Take Discount
|
No
|
||
Create
Interest Invoices
|
No
|
||
Control
|
|||
Invoice
Match option
|
Purchase
Order
|
||
Hold
Unmatched Invoices
|
|||
18. Define Payables Options:
Setup > Options > Payables
Description: Use this window to set control options and defaults used
throughout Payables. Defaults in this window will simplify supplier
entry, invoice entry, and automatic payment processing. Although you need
to define these options and defaults only once, you can update most of them at
any time to change controls and defaults for future transactions.
XXXX OU
|
||
Payment
Accounting
|
||
When
Payment is Issued
|
Yes
|
|
When
Payment Clears
|
Yes
|
|
Account
for Gain/Loss
|
||
When
Payment Issued
|
Yes
|
|
When
Payment Clears
|
Yes
|
|
Bills
Payable Account Source
|
||
From
Payment Document
|
Yes
|
|
From
Supplier Site
|
No
|
|
Automatic
Offset Method
|
||
None
|
Yes
|
|
Balancing
|
||
Account
|
||
Discount
Method
|
||
System
Account
|
Yes
|
|
Prorate
Expense
|
||
Prorate
Tax
|
||
Interest
|
||
System
Account
|
Yes
|
|
Prorate
Across Invoices
|
||
Prepayment
Account
|
||
From
Supplier Site
|
Yes
|
|
From
Purchase Order
|
||
19. Define Special Calendars:
Setup > Calendar > Special Calendar
Description: Use the Special Calendar window to define periods that
Payables uses for automatic withholding tax, recurring invoices, payment terms,
and for the Key Indicators Report.
The periods defined in the Special Calendar window are completely
separate from the periods defined in the Accounting Calendar window for AP
Accounting Periods.
Note: Special calendar will be defined the same as
GL Calendar.
20. Define Suppliers:
Suppliers > Entry
Description: Four Oracle applications use the Suppliers window: Payables,
Purchasing, Assets, and Property Manager. If more than one of these products is
used, supplier information is shared with the other product(s). In
addition to the supplier name and address, Payables and Purchasing require you
to enter additional information about the supplier. Oracle Assets and Property
Manager require no additional information. However, for any product, you can
record a variety of other supplier information in the many optional fields.
21. Define Invoice Hold and Release Names:
Setup > Invoice > Hold and Release Names
Description: Use the Invoice Hold and Release Names window to define the
names used to manually hold or release invoices. Hold names can be defined and
assigned to an invoice during entry to place the invoice on hold. For example,
“Needs Manager Approval” You can also define release names that you use in the
Invoice Holds window or Invoice Actions window to remove the holds you apply to
invoices. For example,”Manager Approved” You cannot pay an invoice that has a
hold applied to it. You can also determine whether to allow accounting
entry creation for the hold names defined. If you assign to an invoice a
hold name that does not allow accounting, then you cannot create accounting
entries for the invoice until you remove the hold.
22. Define Payment Formats:
Setup > Payments > Payment Administrator > Payment
Administrator
23. Define Payment Setup:
Setup>Payments>Payment Administrator>Payment
Methods
Define payment methods, rules for their use on documents to be
paid, and validations for documents. A funds disbursement payment method is a
medium by which the first party payer, or deploying company, makes a payment to
a third party payee, such as a supplier. You can use a payment method to pay
one or more suppliers.
Setup>Payments>Payment Administrator>Payment Method
defaulting rules
Defaulting rules determine when payment methods should be
defaulted on documents. The Payment Method will default when all values are met
across conditions and any values are met within a condition.
24. Define and Assign Document Sequence(Switch Responsibility to
System Administrator):
Application> Sequential Numbering > Define
Description: Create a document sequence to uniquely number each document
generated by an Oracle application. In General Ledger, you can use document
sequences to number journal entries, enabling you to account for every journal
entry.
Attention: Once you define a document sequence, you can change the
Effective to date and message notification as long as the document sequence is
not assigned. You cannot change a document sequence that is assigned.
25. Define Aging Periods:
Setup > Calendar> Aging periods
Description: Use the Aging Periods window to define time
periods for the Invoice Aging Report. The Invoice Aging Report provides
information about invoice payments due during four periods you specify.
Payables displays the invoice information in four columns. Each column
corresponds to one period. When you submit the Invoice Aging Report, you select
the type of aging periods to use for the report.
26. Open AP Accounting Periods:
26. Open AP Accounting Periods:
Accounting > Control Payables Periods
Description: You enter and account for transactions in open accounting
periods. The period statuses available in Payables are Never Opened,
Future, Open, Closed, and Permanently Closed. When you first define a period,
Payables assigns a status of Never Opened to the period. Payable does not allow
transaction processing in a period that has never been opened. After you change
the status to Future or Open you cannot change it back to Never Opened. Your
accounts payable periods are separate from your general ledger periods. For
example, you can close your JAN period in Payables before you close your JAN
period in General Ledger.
- See
more at:
http://www.oracleerpfunctional.com/2012/07/oracle-r12-accounts-payables-setup.html#sthash.schWIxWD.dpuf