ORACLE APPLICATIONS ARCHIVES

Topicwise collection of
Postings on Mail Lists
ON
ACCOUNTS PAYABLE

Payment Format

From: Sachdev, Samir [SMTP:Samir.Sachdev@Jacobs.com]
Sent: Tuesday, April 06, 1999 3:31 PM
Subject: NACHA (ACH) - AP PAYMENT FORMAT

I need to develop new "Format Program" for AP Payments using NACHA file record formats for NationsBank. If anybody has worked on this, please let me know where to start (could I use something which Oracle already has with the standard package ? )

Thanks. Samir Tel # : 626.578.6924 EMail : Samir.Sachdev@Jacobs.com

Date: Tue, 6 Apr 1999 16:46:12 -0500
From: "Dhawan, Radhika (Oracle Financial)" RDhawan@sigeco.com
Subject: RE: NACHA (ACH) - AP PAYMENT FORMAT

Samir,
I am working with NACHA files for the oracle payroll application. Since our bank requires a different format from the one that is produced automatically by oracle I have written a script to incorporate the changes. If this is in any way related to what you need, let me know and I'd be glad to share info.

**********************************
Radhika Dhawan HRMIT Southern Indiana Gas and Electric Co. rdhawan@sigeco.com mailto:rdhawan@sigeco.com #(812)468-6110 - w

Factoring

Date: Wed, 7 Apr 1999 08:57:55 +0930
From: "Syme, Andrew" Andrew.Syme@boral.com.au
Subject: AP - Factoring, How to Handle ?

Hi everyone,
We are currently operating Oracle AP with a customised cheque printing program which only prints the Vendor Name on the cheque portion of the remittance.

The Oracle Method for Factored Payments is to put the factors name on the first line of the site address, as this doesn't print on our cheques it wont work.

We still want our Purchase Orders to go to the supplier and not the Factor. The question is, How are people in the same situation handling Factored payments ?

Andrew Syme. Andrew.Syme@Boral.com.au

Date: Wed, 7 Apr 1999 09:09:11 -0400
From: Steve Bradley sbradley@sprynet.com
Subject: RE: AP - Factoring, How to Handle ?

One method I have used requires a modification to the check formatting program. I designed this modification in 9.4 to handle factoring, where the check must be paid to someone other than the vendor. The logic is to set up a special vendor site to be used if the check is always to be paid to a factor. These "special" vendor sites always have the same Site Code (e.g., "FACTOR") so the check format program can recognize them. The modification looks for these sites and if found changes the vendor name to the name found in the first address line of the "FACTOR" site. Other address changes are made to reflect the different use of the 1st line of the address. It is not a complex modification. The user is not required to use the FACTOR Site Code, any site can be used with the invoice. The user doesn't even need to know if a factor is involved. The modification changes the check payee anytime a vendor has an active site code of "FACTOR". This logic will not affect the issuance of PO's.

Another method would be to modify your check printing program. You have less data here to manipulate and any changes will not be reflected in the Oracle tables. Therefore, I would not advise this method.

Respectfully, Steve Bradley, CPA OASIS Consulting Group, Inc. Office 404-352-8387 Fax 404-609-9856 Pager 888-912-2569

Parent Supplier Payment

From: server@ibm6000.cpa.qc.ca [mailto:server@ibm6000.cpa.qc.ca]
On Behalf Of Dan Depies
Sent: Wednesday, April 07, 1999 11:57 AM
Subject: AP: Parent Supplier Payments

Within Oracle Payables, can you consolidate payment of several suppliers into one parent supplier? It appears you should setup one supplier pay site at the parent (corporate) level and create invoices only to that supplier.

Thanks in advance, Dan Depies ProVantage 414-641-3777

Date: Wed, 07 Apr 1999 11:22:45 PDT
From: "Ananth Swaminath" ananth999@hotmail.com
Subject: Reply:: Parent Supplier Payments

Hi Dan,
My understanding of your post is this:
- you have several vendors
- you need to make one consolidated payment to one of these vendors which would represent the aggregate of the dues to all of them - the corporate vendor.

Possible Solution:
- Create a site for each such vendor as the Corporate Vendor. Be sure to have the exact name typed in.
- Disable all other pay-to sites for such vendors.
- The reporting would be clean. All liabilities would have been paid for.

Else (this solution may be effective if you propose to discountinue the practise of defining each supplier SITE (of the Corporate Vendor) as a separate vendor in your records:

- Perform a supplier merge.
- define each of these non-payment vendors as Supplier Sites under your Corporate Vendor.
- Ensure that you have only one payment site for your Corporate Vendor. Facilitates consolidated payment.
- Reporting in this case is also clean.

The Parent Field is usually used to define relationships between suppliers. In case you have a C & F Agent and the Principal Supplier as your vendors - then you can define the Principal Supplier as the Parent Supplier for the C & F Agent. Useful for reporitng. Cannot be mapped for payment purposes.

Hope this helped out. Ananth Senior Functional Consultant Financials/Supply Chain

PO Matching

From: Bill Keenan [mailto:bkeenan@goodegg.com]
Sent: Friday, April 09, 1999 9:50 AM
Subject: R10.7 AP Matching Quantity Problem

Hi, When matching an invoice to a purchase order and there is a price difference, the quantity will change to compensate for the pricing discrepancy. As you know, the purchase order remains open due to the partial quantity paid for. We have tried price corrections as the documentation explains to do with no success. Is this a bug in Oracle? If there is no fix for this problem, what is the general practice to keep up with this inconvenience?

Thank you in advance for your help! Bill

Date: Fri, 9 Apr 1999 15:21:34 -0400
From: "Farber, Andy" farban@consumer.org
Subject: RE: R10.7 AP Matching Quantity Problem

Bill,
When you match the PO to the invoice, if the invoice quantity matches the PO quantity, just adjust the invoice price to reflect the price variance, and the PO will close, and a price variance established (rather than a quantity variance)

Andrew R. Farber Consumers Union of U.S., Inc. 914/378-2531 mailto:farban@consumer.org

Date: Fri, 9 Apr 1999 15:31:09 -0400
From: Hector Luciano HLuciano@dataforceus.com
Subject: RE: R10.7 AP Matching Quantity Problem

Bill: We developed a custom solution for this called Pay-on-Receipt. Let me know if you are interested.

Call me. Hector I. Luciano Director of Sales Dataforce Corporation (305) 471 0811 Ext. 123 (305) 471 9054 Fax (305) 790 4589 Cell. mailto:hluciano@dataforceus.com http://www.dataforceus.com 8350 NW 52nd Terrace Suite 205, Miami FL 33166

x-------------x

Date: Mon, 12 Apr 1999 17:30:31 +0700
From: "Nagamohan U." umohan@irs.co.id
Subject: RE: AP PO Match

Hi Uhasi
To know how the AP and PO are integragted there is a good reference in the Oracle help itself called How matching works (not the precise wording). In that they have given the tables and the columns information very lucidly.

Regarding the A/C entries the accounting entries will come into picture only when you receive material against the PO. However the accounts you have entered in PO will have an impact on how they are generated. If the destination is Inventory in the PO the first A/C entry will be

Receiving A/c (Defined at the Org Level) Dr
Inventory Accrual A/C Cr Again at the Org level.

If the destination is Expense the the accrual account will be the Expense accrual accountt defined in the Purchasing options of the operating unit.

Receving A/C Dr
Expense Accrual A/C Cr

Both these accounting entries can be found in the
RCV_RECEVING_SUBLEDGER

If you match the PO with e invoice the A/C entries wil be
Liability A/C Cr
Accrual A/C Dr either expense or inventory depending onthe PO.


The liability account comes from the Vendor or Vendor sites tables. This A/C enntry takes place in the AP_INVOICE_DISTRIBUTRIONs table.

If you pay this invoice and if you are using the reconciliation accounting then the A/C entry will be
Liability A/C Dr
Bank Clearing A/C Cr.
This account is defined in the AP_BANK _ACCOUNTS (Please check this table).

These accounting entries can be seen in the AP_PAYMENT_DISTRIBUTONS table.

If you reconcile
Bank clearing A/C Dr
Bank A/C Cr Both defined in the bank accounts.
This entry can be seen in the AP_RECON_DISTRIBBUTIONS.
For encumbarance accounting: I am not sure because we have not used it.
Regards/Nagamohan

Automating Payment Process

From: Michael Blunck [SMTP:michael.blunck@aris.com]
Sent: Friday, April 09, 1999 1:57 PM
Subject: Automating the Payables Payment Process

I am curious if anyone has any experience automating the Payables Payment Process. In particular, how did you handle the confirmation of the payment batch. I am attempting to run nightly payment batches, in which there is no need to be concerned about the dollar amount of the payments. I am not having too much difficulty with the Select, Build, and Format of the batch, but to submit another with the same bank account I must Confirm the batch. The problem here is that I need to know the last check number of the batch to run the confirmation. Any assistance would be greatly appreciated.

Thanks in advance Michael F. Blunck

Date: Mon, 12 Apr 1999 08:12:24 -0500
From: "Veach, L. Vincent" VeachLV@bvsg.com
Subject: RE: Automating the Payables Payment Process

There is nothing quite like copying code.

I am trying to do the same thing and I ran across some code that might help you. Within the Build process (APXPBBLD.RDF), if you select the confirm now option then the procedure insert_confirmations writes to ap_checkrun_confirmations which drives the Confirm process (APPBCF). The process uses MAX(asic.check_number) from ap_selected_invoice_checks for the current batch to get the end_check_number.

As I mentioned before I am trying to implement the same requirement. How are you writing to the ap_invoice_selection_criteria for each new batch run?

Does the user have to manually update this table through the form or did you write a process to automatically create new rows in this table by using the template option?

Also, how do you create the batch names if you are automatically building the ap_invoice_selection_criteria table?

Any help is appreciated. Vince.

Swedish EFT

Date: Tue, 13 Apr 1999 12:15:05 -0500
From: Ruecker Oliver Ruecker.Oliver@BCG.com
Subject: AP Swedish EFT

We're missing the DFF for View EFT Details on both the Supplier Site and Invoice forms in our Swedish Payables Org. These fields are well documented in Swedish Globalizations for 10.7, but Oracle says no bug?! Does anyone have experience with EFTs in Sweden and would be able to give me the real story?

Date: Tue, 20 Apr 1999 08:52:51 -0500
From: Ruecker Oliver Ruecker.Oliver@BCG.com
Subject: AP: DFF for Swedish EFT 10.7SCGUI

Several days ago I posted a question about missing DFF for View EFT Details on both the Vendor Site and Invoice forms. For those interested in the solution, read on:

Oracle support (as usual) was of no help. The answer came from an Oracle Consultant in Sweden. There is a bug (# 574925) for which a baseline patch is required. This patch is currently available at ftp://192.86.154.96/apps/outgoing/11830388.600

Hope this info can be of use to anyone.

3.11. Correting payment entry

Date: Tue, 20 Apr 1999 15:31:19 -0400
From: "David Williams" David_Williams%MCKINSEY-EXTERNAL@MCKINSEY.COM
Subject: AP Payments

All,
We recently had this scenario in AP and I was wondering if anyone else has had the same problem and exactly how they resolved the problem.

We manually (Outside of ORACLE) wrote a cheque (which was for 2 invoices) for the amount of R$512 (Brasilian Reias) which was sent to, and cashed by the vendor. The users were playing catch up in terms of entering invoices and paying them in ORACLE. Thus a few days later one of the users enter this payment into ORACLE. However, instead of entering R$512 they actually entered R$500 and selected only one of the invoices (One that was for R$500) and saved the record. Later on the person realised that they made a mistake and that the cheque should have been for R$512 and should have included 2 invoices. The problem that we had is that we could not modify the payment nor the value of the cheque in ORACLE. We could void the cheque, however that would result in the cheque # being unavailable and not reflecting what really happened. I.e, cheque 1234 was sent to and cashed by a vendor and this is what appears on the Bank statement. We really had no choice but to void the cheque and then pay the 2 invoices in the system with a dummy cheque and take a note of that fact.

How have other people handled this ?

Just curious. Dave.

Jeanne's Response:

I was hoping someone else would respond to this with a great solution; but since that hasn't happened...

Check# is only maintained in AP_CHECKS_ALL-

WWS will confirm this for you. Check_id is used everywhere else. You can change the check number using SQL in that one table. The old check number can then be re-input as a manual check. It's not an elegant solution, but it works. I know of people (sounds like the 'I have a friend story') who add a fixed number to the existing number (for example 800000) to maintain an audit trail of sorts.

jeanne!

Date: Wed, 21 Apr 1999 06:11:24 -0400
From: Ruecker Oliver Ruecker.Oliver@BCG.com
Subject: Re: AP Payments

Hi Dave,
We've had similar situations arise, so I was curious what sort responses you'd get as well. This is what we've done (and by no means do I claim that this is the best way of handling a mis-entered manual check).

Create a second recorded "adjustment" payment document (Banks-Accounts-Payables Documents) and set the last used document number to (using your example) 10001233 (notice the leading digits).

Cancel check number 1234 and repay the invoices with the new adjustment payment document 10001234. At the very worst you'll have to manually reconcile this check when you load your bank statement into cash management.

As you can see, this "solution" is very similar to Jeanne's, but you can stay within the application and not monkey with the data using SQL.

Oliver

Payment to other than PO vendor

"Michael Iserman" "Michael_Iserman"@wdfa.com on 04/22/99 08:43:14 AM
cc: (bcc: Suzie Allen/Glendale/FCIG/Fremont)
Subject: AP & PO: Paying a different vendor than the one on the PO

Hello,
We are in the middle of changing our business processess to begin matching our invoices to our POs as we pay them. Our users have found however that when they match an invoice to a PO, the invoice has to have the same vendor id as the PO. Therefore they can only pay the vendor that appears on the PO. A lot of times, they need to pay a different vendor than the one listed on the PO, and Oracle AP doesn't seem to allow it. This pratice very common in our business and may be unique to our industry (retail.)

We checked with Oracle support and they said there is no way to pay a different vendor than the one on the PO. Has anyone out there encountered this problem, know any way around it, have any advice, etc.?

Thanks in advance, Mike Iserman michael_iserman@wdfa.com

Date: Thu, 22 Apr 1999 09:57:05 -0700
From: "Suzie Allen" sallen@fremontcomp.com
Subject: Re: AP & PO: Paying a different vendor than the one on the PO

Yes, we've encountered the same issue and have had to cancel and reissue the PO under the payee name and tax ID number.

Date: Thu, 22 Apr 1999 13:28:40 -0400 (EDT)
From: Leanne Andre CMCILMA@njtransit.state.nj.us
Subject: Re: AP & PO: Paying a different vendor than the one on the PO

Hi Mike,
We use Oracle's approach to factoring which involves setting up a new site for the purchase order vendor with the name of the second vendor on the first address line preceded by the words "and/or". This site can be used to process the invoice and match to the purchase order and the check will be addressed to the purchase order vendor and/or the second vendor.

Hope this helps,

Leanne

Date: Tue, 27 Apr 1999 13:41:57 -0400
From: Steve Bradley sbradley@sprynet.com
Subject: Re: AP & PO: Paying a different vendor than the one on the PO

One method I have used requires a modification to the check formatting program. I designed this modification for situations where the check must be paid to someone other than the vendor. The logic is to set up a special vendor site to be used if the check is always to be paid to a factor. These "special" vendor sites always have the same Site Code (e.g., "FACTOR") so the check format program can recognize them. The modification looks for these sites and if found changes the vendor name to the name found in the first address line of the "FACTOR" site. Other address changes are made to reflect the different use of the 1st line of the address. It is not a complex modification. The user is not required to use the FACTOR Site Code, any site can be used with the invoice. The user doesn't even need to know if a factor is involved. The modification changes the check payee anytime a vendor has an active site code of "FACTOR". This logic will not affect the issuance of PO's.

Another method would be to modify your check printing program. You have less data here to manipulate and any changes will not be reflected in the Oracle tables. Therefore, I would not advise this method.

Respectfully, Steve Bradley, CPA OASIS Consulting Group, Inc. Office 404-352-8387 Fax 404-609-9856 Pager 888-912-2569

Date: Tue, 27 Apr 1999 13:01:49 PDT
From: "Manoj J" msolanki@hotmail.com
Subject: Re: AP & PO: Paying a different vendor than the one on the PO

Hi,
There is an excellent white paper in this issue. "Extending Functionality in Oracle Payables" by Francis J. Breslin. If you have access to Metalink, you can take it from there.

hope this would help, manoj

Date: Thu, 29 Apr 1999 00:29:23 MYT-8
From: philip@aleytys.pc.my
Subject: Re: AP & PO: Paying a different vendor than the one on the

I have done something similar(like Steve said) except that I created a flexfield in PO_VENDORS called "PayTo" and modified the cheque formatting programme to use the PayTo text as the vendor name IF NOT NULL otherwise use VENDOR_NAME.

Philip Philip Chee: Tasek Corporation Bhd, P.O.Box 254, 30908 Ipoh, MALAYSIA e-mail: philip@aleytys.pc.my Voice:+60-5-545-1011 Fax:+60-5-547-3932

Multi-currency EFT

From: jmcdonald@princesscruises.com[SMTP:jmcdonald@princesscruises.com]
Sent: 04 May 1999 05:57
Subject: multi-currency EFT

We're looking for anyone paying vendors multi-currency EFT from one bank account- there's a debate internally about whether it can really be done-

Anybody doing it? jeanne!

From: Hillel Frame [SMTP:HillelF@langeberg.co.za]
Sent: May 04, 1999 10:16 AM
Subject: RE: multi-currency EFT

Hi
According to Oracle manuals the payment has to be the same curency as the invoice.

I also have a situation where I have to pay in a different cuurency to the invoice. Does anyone have some ideas as to pay the invoice in a different currency.

Cheers Hillel

Date: Tue, 4 May 1999 11:54:13 +0400
From: PeriasamyR@mashreqbank.com
Subject: RE: multi-currency EFT

Hello Hillel,
You could route such cross currency payments to a clearing account and pay out from there.

Enter a credit note against the invoice in the same currency pointing to this 'Cross Currency Paymnts Clearing' a/c (!!!). Enter a clearing invoice with distribution pointing to this 'Cross Currency Paymnts Clearing' in the payment currency. Ensure that the converted value is the same as for the original invoice. Pay the clearing invoice in the payment currency.

This could be feasible if the there are only a few such cross currency invoice payments

Regards Peri

Void payments

Date: Fri, 28 May 1999 14:22:51 -0500
From: Oracle - Kathy Farmer oracleadmin@co.scott.mn.us
Subject: AP:Void Payment

Help needed....our AP person accidentally voided the wrong check...it clearly says in the manual that you cannot reverse a void on a void payment. Any thoughts on how we can "unvoid" this check? We are on 10SC Prod 16.1

I just know we are not the first (or the last) to do this.

Thanks. Kathy Farmer Oracle Project Manager Scott County

Date: Sat, 29 May 1999 09:39:40 MYT-8
From: philip@aleytys.pc.my
Subject: Re: AP:Void Payment

For situations like this we have a special dummy bank account called "ERROR CHEQUE ACCOUNT" (for each bank) with a manual payment document type. We issue a dummy cheque from this account to cover wrongly voided cheques.

Prepayment-return of cash

From: Kathleen Johnson
Sent: Thursday, May 20, 1999 2:19 PM
Subject: AP-Prepayment-return of cash

This is probably more of a process issue rather than a functionality issue.

When you pay a temporary prepayment, the system will flag you the next time you enter an invoice for that vendor telling you that there is an advance and asking whether or not you want to apply that advance to this invoice. If a vendor/employee returns cash or issues a check back to us for this prepayment, we currently run the deposit through AR or do a journal entry in GL. Since we don't handle the cash return through AP, Payables continues to think a prepayment still exists and this note continues to pop up every time we enter an invoice for the vendor or expense report for the employee, when in all actuality, the prepayment is no longer valid. Does anyone have any suggestions on how to handle a cash return of a prepayment/cash advance so that this note does not appear each time you enter another invoice for this vendor or how to appropriately remove this prepayment status? Your suggestions would be greatly appreciated. We are on 10.7 SC.

Kathleen kathleen@sodak-gaming.com

Date: Wed, 02 Jun 1999 08:48:07 PDT
From: "DASARI SUBRAHMANYAM" srdasari@hotmail.com
Subject: Re: FW: AP-Prepayment-return of cash

Hi Mary,

One possible work around could be that u create a debit memo in AR, credit memo in AP and apply the prepayment against the credit memo. In the process u may use the suspense accounts.

Dasari

Check Run Output File

From: Bill Keenan[SMTP:bkeenan@goodegg.com]
Sent: 10 June 1999 08:21
Subject: AP Check Run Output File

Hi,

I am attempting to find the output file after running the AP Check process so I can send the file to an outside vendor who will be formatting and printing check stock for us. Can anyone tell me what the file name, or even extension, of the output file? I am on version 11.02 using the standard Evergreen payment format.

Thank you very much in advance for your help.

Bill

Date: Thu, 10 Jun 1999 21:58:55 +0200
From: Warwick Gill WarwickG@langeberg.co.za
Subject: RE: AP Check Run Output File

The name of the file should be the first eight letters of the user_name used when running the format followed by the concurrent request ID of the formatting process. It will probably be in the ap/out directory.

Hope this helps.