Account Payables (A.P) Module:-
Account payables will be used to do the payment transactions. A.P Module is integrated with both P.O and G.L Modules. In Account Payables we will create the invoices and we will approve once invoice is approved successfully we will make the payment. Once payment is over we will move the transactions from A.P to G.l.
1. Without supplier we cannot create Invoice.
2. Without invoice we cannot make Payment.
From the company point of view a person or Organization who is going to receive amount we will call as Supplier.
Types of Invoices:-
1. Standard
2. Credit Memo
3. Debit Memo
4. With Holding Tax
5. Po Default
6. Mixed
7. Pre Payment
8. Expense Report
9. Recurring Invoices
10. Quick Match
Standard Invoice:- We will create the Standard Invoice to particular Supplier and Supplier site we will enter the invoice amount, invoice date and soon……..
Credit Memo & Debit Memo Invoices:- Both Invoices has got negative (-ve) amount and adjusted against Standard Invoice. Credit Memo will be created whenever Supplier is giving discount. Debit Memo will be created if buyer is going to deduct the amount.
With Holding Tax Invoice:- If supplier is not registered supplier then buyer will make the Income Tax to the government on behalf of supplier.
Prepayment Invoice:- When ever we want make payment to supplier in advance that tome we will create this Prepayment Invoice and we make the Payment.
Expense Reports Invoice:- It will be created for employee expenses as per the employee grade, position this Invoices will be calculated.
Recurring Invoice:- For some of the Invoices we will not be having supplier invoice that time we will create Recurring Invoices.
Ex:- For rent account we will be creating Invoice which has got fixed amount and fixed rate (duration).
Quick Match Invoice:- While creating Purchase Order we will be giving the match approval option as per that match approval we will create the Invoice and the Invoice type is Quick Match Invoice.
Mixed Invoice:- Mixed Invoices will be created for miscellaneous expenses. Once we create the invoice you have to do following 3 activities.
1. Validate Invoice
2. Approve the Invoice
3. Create Accounting entries for Invoice
INVOICES
Here we will select the Invoice type and we will give the Supplier number, name, site invoice date, invoice number, invoice currencies, and amount. Select Distributions button to distribute the Invoice amount into different accounts.
1. Invoice total should be equal to the distributions total then we will call it as Invoice validated successfully.
2. Select Actions…1 button chooses approve check box press OK then system will approve the Invoice.
3. Select Actions…1 button choose create accounting check box press OK button it will create the accounting entries we can see all this accounting transactions from tools view accounting option.
SELECT * FROM AP_INVOICES_ALL WHERE INVOICE_NUM='INV4516' --INVOICE_ID=63379 ,--VENDOR_ID(LINK B/WAP INVOICE AND PO_VENDORS
)
SELECT * FROM AP_INVOICE_DISTRIBUTIONS_ALL WHERE INVOICE_ID=63379
Invoice Holds:- If invoice is not approved then that invoice will be keeping under hold status. By selecting holds button in invoice form we can see the holds details.
For view Invoice holds details:
Select * from ap_holds_all
For view release the Invoice holds names:
Select * from ap_holds_release_name_v;
PAYMENTS:
Payments:- Once the Invoice is approved then we can go for payments. The Payments are or 3 types. They were
1. Manual
2. Quick
3. Refund
Manual:- Here we will issue the checks manually to the supplier and we will capture that information in the payment scheme by using manual payment option.
Quick:- Through the Quick Payment type we can generate checks through the system and we can have the transactions directly in the system.
Refund:- When ever company is going to give advance back to the customer that time we will select payment type as Refund.
Navigation steps for Payments:-
payments ==> payments
For view list of payments:
Select * from ap_invoice_payments_all;
Select * from ap_payment_schedules_all;
For check’s information:
Select * from ap_checks_all;
For check format:
Select * from ap_check_formats;
Select * from ap_checkrun_conc_processes_all;
Distribution Set:- It is one of the option is available in Invoices Screen. While creating the Invoice we will attach distribution set. System will automatically create the transactions in distributions forms as per the distribution set.
Navigation:
set-up =>invoice=> distribution set
To view Distribution sets at header level:
Select * from ap_distribution_sets_all;
To view Distribution sets at lines level:
Select * from ap_distribution_set_lines_all;
Transferring Transactions from AP to GL:-
We will execute the concurrent program from SRS Window. This program will transfer all the payment transactions into the G.L Module. It will take following parameters.
Program Name:- Payables Transfer to General Ledger
Parameters:-
Set of Books Name
Transfer Reporting Book(s)
From Date
To Date
Journal Category
Validate Accounts
Transfer To GL Interface
Submit Journal Import : yes (It should be always YES)
To view from AP to GL:
Select * from gl_interface;
To view journal import details:
Select * from gl_je_headers à for Headers
Select * from gl_je_lines à for Lines
Select * from gl_je_batches à for Batches
To view posting:
Select * from gl_balances;
After submitting the request select viewà output button. It will shows number of transactions has been transferred to G.L. then select G.L Module (General Ledger, Vision Operations (USA
SELECT * FROM GL_JE_HEADERS
SELECT * FROM GL_JE_LINES
SELECT * FROM GL_JE_BATCHES
SELECT * FROM GL_BALANCES
