Account Payable Supporting Issues in Oracle Appps

Issue 1: When we run create accounting program payment not getting accounted and error message showing cash clearing account not assigned
Solution: Assign cash clearing A/c to Bank Account and then we ask the user to run create accounting program so that it got accounted.

Issue 2: While running Payment Process Request (PPR) system has selected more than 200 Invoices but able to view the Invoices till
200 Invoice. 
Solution: Need to Increase limit for Profile Option: "FND: View Object Max Fetch Size".

Issue 3: India Creditor Trail Balance Report(Customized) showing wrong Functional balance(In INR).
Solution:  Incase of Exchange rate gain or Loss,  System is taking till date Values. Update Query to consider for only time range entered in Report Parameters.

Issue 4:  Unable to apply prepayment In case of Prepayment with TDS and Standard Invoice with GST & TDS.
Solution: In Prepayment, For GST Taxes Amount is created in Seperate Lines and TDS Tax not Attached. Now Standard Invoice for Tax amount (Miscellaneous Invoice Type) TDS not attached. Insure both Prepayment standard and Standard Invoice Deduct similar Amount of TDS. While application of Prepayment to Standard Invoice no Problem will appear.

Issue 4: While running Create Accouting the following Error appears.
Error: Error No: 95353 Subledger Accounting was unable to derive an accounting code combination using the account derivation rule Exchange Rate and Tax Exchange Rate Variances owned by Oracle. Please review the account derivation rule and make sure it derives a valid accounting flexfield combination for the source values passed for the transaction.  
Solution: Download and apply Patch 18997204:R12.AP.B

Issue1: When we run create accounting program payment not getting accounted and error message showing cash clearing account not assigned

Solution: Assign cash clearing A/c to Bank Account and then we ask the user to run create accounting program so that it got accounted.

Issue2: User not able to create invoice for supplier but PO already created for same supplier.

Analysis: While creating supplier user forget to enable payment purpose at address and site level

Solution: Payment purpose at address and site level.

Issue3: Request for new tax code creation

Solution: Prepare a template to get details from use and get approval from the super user and define

Tax code

Issue4: Defining accounting segment values

Define Security rule

Defining CVR rules

Issue5: Unable to add bank statement lines manually to imported bank statement

Solution: Enable allow adding lines imported statement in system parameters.

Issue6: There are 10 assets under one corporate book in which user want to calculate depreciation for 7 assets

Solution: [  ] à(disable) depreciation check box at asset workbench for which depreciation should not calculate.

Issue7: Invoice not getting validated

Analysis: Quantity Received hold is placed on invoice, customer using 3 way matching, but still receiving transaction not created in oracle for this PO, hence it could not be validated.

Solution: Require to update received qty for this PO. So this invoice will get validated

Issue8: Not able to account payment document when I tried from action window of payment work bench

Analysis: Associated invoice not accounted hence payment not getting accounted

Solution: Account the invoice and then account payment

                                                                                                                   

Issue9: 2 Journals are not getting posted when auto post program run

Analysis: Journals are created after program completion that is at 11.00 pm

Solution: We asked user to wait until next run so that it will get posted

Issue10: AP invoice accounting status not updated to ‘yes’ still it is showing ‘no’ for one invoice

Analysis: We are able to see JE for invoice when we checked view accounting from invoice screen, so the problem with only status

Solution: As it seems data corruption issues, we logged a ‘SR’ with oracle, they have provided data fix. The issue has been resolved.

Issue11: Bank statement line status not updated to ‘Reconciled’, when we reconcile for payment document still it is showing ‘unreconciled’ status

Solution: - As it seems data corruption issues we logged a ‘SR’ with oracle, they have provided data fix, then the issue has been resolved. {All things in AP payment document and Bank Statements}

Issue12: There is difference between AP and GL when we reconcile GL balance is greater than AP trial balance report

Analysis: This difference is because of manual JE which is created by another user for adjustment purpose

Solution: We informed to user, so that it has been resolved after reversing JE

Issue13: There are 5 assets under one asset category. Now user is requesting to change asset cost account in asset category

Solution: 1. Create new category (New Asset Account)

    2. Perform Mass Reclassification

Issue14: Expenses report not getting imported into AP as a invoice (Setup Related issue)

Analysis:-Home address not defined in employee record in HR, hence invoice had not been created

Solution: Address has been created in employee record after taking necessary approvals

Issue15: Cash A/C not updated in receipt class when user modified Cash A/C in Bank A/C

Solution: End date old receipt method in receipt class hen create new receipt method

Issue16: User requesting separate payment numbers for manual payments

Solution: Enable allow restricted to manual payment check box at payment document so that it can be used for only manual payments

Accounting Entries for Assets Module in Oracle Apps

Depreciation Accounting:
Depreciation Expense A/c...........Dr.
              To Accumulated Depreciation A/c.............. Cr.

Asset addition Accounting:
In Payable module, At the time of Invoice the following accounting is generated
Asset Clearing A/c .........Dr.
               To Account Payable liability A/c................Cr.
In Asset module, At the time of addition of asset the following accounting is generated
Asset Cost A/c...................................Dr.
               To Asset Clearing A/c.................................Cr

Merger Accounting:
Asset Cost A/c .................................. Dr. 4000
                To Asset Clearing A/c.....................................Cr 3000
                To Asset Clearing A/c ....................................Cr 1000

Construction In Process(CIP) Addition Accounting
CIP Cost A/c.........................................Dr
                 To CIP Clearing A/c............................................Cr.

Capitalization Accounting: Transfer CIP asset to capitalize asset.
Asset Cost A/c.....................................Dr.
                To CIP Cost A/c …...................................Cr.

Amortized Accounting:
Depreciation Expense A/c...........Dr.
                To Accumulated Depreciation A/c.............. Cr.

Asset Transfer Accounting:
From Department transferred
Accumulated Depreciation A/c....................Dr.
                 To Asset Cost A/c...................................Cr
To department transferred
Asset Cost A/c.........................................Dr
Depreciation Expense A/c........................Dr
                   To Accumulated Depreciation A/c...................Cr

Reclassification accounting: When you reclassify an asset from office equipment to computers.
The accounting as follows.
Office Equipment:
Accumulated Depreciation A/c....................Dr.
                   To Asset Cost A/c...................................Cr
Computer Head
Asset Cost A/c.........................................Dr
Depreciation Expense A/c........................Dr
                    To Accumulated Depreciation A/c...................Cr.

Revaluation:
Positive Revaluation
Asset Cost A/c.............................Dr.
                   To Revaluation Reserve A/c........................Cr.
                   To Accumulated Depreciation A/c.............. Cr.
Negative Revaluation:
Revaluation Reserve A/c..................Dr
Accumulated Depreciation A/c.........Dr.
                   To Asset Cost A/c …...............................Cr.

Retirement:  

Accumulated Depreciation ..........Dr.                 (Dep Till Date)
Proceeds from Sale Asset Clearing A/c.....Dr.   ( Sale Value)
                    To Asset Cost.........................Cr    (Total Asset Cost)
                    To Profit/Loss..........................Cr   (P/L for Asset)

Payment Process Request (PPR) Statuses in Payment Manager Concept- Oracle payables

1) New: This status indicates that the PPR has been successfully submitted for processing, and the AutoSelect program is digesting the criteria provided by the user on the header of the PPR in preparation of the automatic selection the invoices and memos related to that criteria.
2) Selecting Invoices: This status indicates that the AutoSelect program is selecting the eligible invoices/memos for the payment batch based on Due Date, Discount Date, Pay Group, and other criteria provided by the user on the header of the PPR
3) Cancelled – No Invoices Selected: If no invoices or memos met the selection criteria provided by the user on the header of the PPR, the PPR is automatically terminated and the status changes to this status.
4) Invoices Selected: After selecting the documents (invoices/memos), they are locked to prevent other checkruns from selecting the same documents
6) Invoices Pending for Review: This status will only appear if you selected the "Stop Process for Review After Scheduled Payment Selection" option on the Processing tab of the PPR header. This status means that the PPR process has stopped, and is waiting for you to review the invoices and memos that were selected for payment (and make any changes to the batch, as needed). Click on the Take Action icon to be taken to the Review Proposed Payments window
7) Calculating Special Amount: This status will only appear if you selected the "Calculate Payment Withholding and Interest During the Scheduled Payment Selection" option on the Processing tab of the PPR header. This status means that interest and withholding tax are being calculated and applied, as necessary, to the invoices and memos selected for this payment batch
8) Assembling/ Assembled Payments: An "interim" status, it appears after the calculation for interest and withholding has been completed, and the Build Payments program is starting. It may appear again later after the user provides any required bank account and PPP information for the invoices/memos ("documents") selected.
9) Infomation required – Pending Action: This status appears if you did not provide a default Internal (Disbursement) Bank Account and/or PPP on the header of the PPR. In that case, you need to click on the Take Action icon to be taken to a form where you can decide which internal bank account and PPP should be used for each invoice and memo selected for payment
10) Pending proposed Payment Review: This status will only appear if you selected the "Stop Process for Review After Creation of Proposed Payments" option on the Processing tab of the PPR header. In this case, the system is waiting for you to review (and modify, if needed) the proposed payments for this batch. Click on the Take Action icon to be taken to the "Review Proposed Payments" window
11) Formatting: This status indicates that the proposed payments have been turned into payment instruction files. At this point, you will want to click on the Show link to view the new associated payment instruction file(s). Each payment instruction file with have their own PI Reference Number. If you have both electronic and paper ("check") payments involved in this payment batch, you will see a payment instruction file for each type of payment method
12) Confirmed Payment: Once the payment instructions have been transmitted/printed and confirmed, the Status of the PPR changes to this status to indicate a successfully completed payment batch (PPR)
13) Terminated: If the user terminates a PPR anytime prior to confirmation of the payments (using the Terminate icon), the status will change to "Terminated", and the PPR is permanently closed.


The following concurrent Program gets fired during PPR process.

1 .Payment Process Request Program

2. Scheduled Payment Selection Report

3. Build Payments

4. Format Payment Instructions

5. Record Print Status

Retainage Release Invoice Concept and it's Accounting Entry - Oracle Payables

This invoice is used to hold some portion of amount from the supplier Payment.The remaining will be paid to supplier only at the completion of the total work.

Setup Steps:

1. Enter Retainage Account at Financial Options.

2. Enter Retainage Percentage (%) at Supplier level in Invoice Management Tab. 
3. Create Complex Service Agreements PO in Purchasing Module.
4. Create a Standard Invoice by matching with above created Complex Service Agreement PO.
5. Make Payment for above Standard Invoice.
6. When Contract the is completed, Release the Retainage Percentage amount by creating Retainage Release Invoice by matching with the PO.
7. Make payment for Retainage Invoice.
Accounting Entries:
When Invoice is matched with Standard Invoice:
          Accrual A/c.........................Dr.
                         To Liability A/c .............Cr.
                         To Retainage A/c............Cr (Pick from Finacial Options)
For Making Payment for Standard Invoice:
           Liability A/c........................Dr
                         To Cash Clearing A/c.........Cr
When Retainage Invoice is Created:
           Retainage A/c.......................Dr
                         To Liability A/c ....................Cr.
For Making Payment to Retainage Invoice:
           Liability A/c....................... Dr
                         To Cash Clearing A/c..............Cr.

Withholding Tax Invoice Concept

If customer want to withhold the tax amount charged by supplier in the invoice, and customer want to pay the tax amount directly to tax authorities instead of paying to supplier. For that System automatically create a withholding tax invoice. In this case tax authority would be a supplier.
Setup Steps:
Step: 1 Enable WHT at payable optionsStep: 2 Define WHT special calendars
Step: 3 Define Supplier as tax authority
Step: 4 Create WHT code and group
Step: 5 Assign WHT group at payables options
Step: 6 Enable WHT at supplier header and site level and assign WHT Group
Step: 7 Create Standard invoice
Step: 8 Query WHT invoice for cross verification purpose.
Accounting Entries:
When WHT applied to Standard invoice
             Expenses A/c ................................Dr
                         To Liability A/c .........................Cr
                         To Withholding Tax A/c ..............Cr
For Withholding Tax Invoice ( Auto Generated)
             WHT Expenses A/c ....................Dr
                         To WHT Payaables/Liability A/c................Cr

Zero Payment Concept and it's Setup's in Payables Module

If you cancel an invoice (or) Invoices with offsetting credit or debit memos. In such case there is no need pay any amount, but system will show these invoices in Invoice Aging Report as they are not paid. If you create dummy bank A/c and Dummy Check's and  make payment to those invoice, those invoices will no longer appear in Invoice aging Report.

Set up for zero Payment: 

1. Create a Zero Payment bank, bank branch and bank account.

2. Enable the Allow Zero-Amount Payments option in zero payment bank account.

Process for Zero Payment:
1. Create Standard Invoice in Payables with Some "X"Amount.
2. With the same negative "X" amount create credit memo and match to the standard invoice.
3. Run invoice aging Report. You can see both Standard and Credit memo invoices.
4. To eliminate the same. Make Payment to the above Standard Invoice and Credit Memo.
5. Now, Re-run invoice aging Report. Standard invoice and credit memo invoice will not appear in the Report.

Distribution Set Concept in Oracle Payables

It is used to automatically enter distribution for an invoice. There are two type of distribution Sets.
Full Distribution Set: It is used to determine accounting and percentages of amount for each distribution line. When we select distribution set at invoice header, the system will automatically create line at distribution level with accounting and amount as per the percentage mentioned.
Skeleton Distribution Set: Here, it is used to determine accounts but percentage should be left blank. Where we need to enter amount of each distribution line at the time invoice creation.

Oracle Advanced Global Intercompany System (AGIS) Concept and it's Process.

A transaction which takes place between the two balancing segment values between two legal entities is called AGIS.
AGIS  is a new module that allows companies to streamline intercompany processing and facilitates the reconciliation of intercompany transactions.  It replaces global intercompany system(GIS) feature provided by General Ledger in  Release 11i. All setup and transaction data is moved to a new data model and all oracle forms in the global intercompany systems are replaced by browser based user interface pages. changes include:

• Subsidiaries are replaced by intercompany organisations. The Represent trading partners  and can be used as initiators and receipts of Advanced Global Intercompany System Transactions.
• As part of the Grant-based Security Model, intercompany trading partner are mapped to users instead of responsibilites. A user may be given access to many different intercompany trading partners regardless of the responsibility used to log in.
• The intercompany accounts set up in GIS are upgraded as the new intracompany balancing Rules set up in GIS are not upgraded and need to be set up in the new subledger accounting transaction account builder.
• All GIS new and completed Transactions are upgraded as AGIS transacton batches. Generally, for each GIS Transactions, a batch is created.
• Interaction with subledgers facilitating Invoicing using Receivables and payables. 
• Facilitates transactions processing between different legal entities, under one or more ledgers.

Process of AGIS Transaction.
1. Through outbound Transaction window, The initiator will initiate the intercompany transaction. Enter the Transction Type, Initiator Organisation, GL Date, Currency, recipient name with Debit/ Credit amount is entered.
2. Completion of accounting from the Initiator Side and sumbit the batch
3. Through inbound transaction window, The Recipient will complete the accounting for Received AGIS batch Transaction.
4. Then the Recipient will the approve the AGIS batch.
In the Invoicing is opted for, in transaction type setups then,
1. Switch to inititors Receivable Responsibility, Run the auto invoice master Program to process the invoice in Receivables
2. Switch to Recipient Payables Responsibility, Run payables Open interface Import program to Process the invoice in Payables.
3. Create the accounting for your invoice and Transfer to GL.
Setup Steps:
1. Organization Creation

2. Security Set Up for users
3. Transaction Type creations
4. Period Control.
5. Invoicing Option – Receivables Assignment.

6. Invoicing Option – Customer/Supplier Association Definition.
7. Defining system Options

Pay On Receipt/ Self Billing

Under Pay on Receipt/Self Billing method invoice will be created by system automatically when we create receipt.
Setup Steps:

Step: 1 Enable Pay On as 'Receipt' and Invoice Summary Level as 'Receipt'  at Supplier site in Purchasing tab
Step: 2 Create purchase order and in Terms tab select Pay On as 'Receipt'.
Step: 3 Receive the goods (Receipt Process).

Step: 4 Deliver the goods (Receiving Transaction Process).

Ensure Payables Open Interface Import Program Request completes with normal status.

Step: 5 Query the invoice in the invoice work bench.