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Operating Unit has to be created using the below following options which has to be
completed in order to create Operating Unit:
Accounting Options.
Currency.
Tax Reporting.
Invoice.
Approval.
Matching.
Interest.
Expense Report.
Payment.
Payable system setup has to be created in order make the supplier choose options in
default once supplier is chosen.
Financial Options has to be created for the Existing Operating Unit in order for the
payable transactions to choose its corresponding account.
Payment Terms is an agreement between supplier and the company. E.g.: discounts and
payment days can predefined in this payment terms.
Distribution Set can be used to automatically enter distributions for an invoice when you
are not matching it to a purchase order.
Step 6: Tolerance:
Use the Invoice Tolerances Template window to define the matching tolerances you want
to allow for variances between invoice, purchase order, and receipt information. You can
define both percentage-based and amount-based tolerances.
Invoice Hold and Release Names window is used to define the names that you use to
manually hold or release invoices. You can define hold names that you assign to an
invoice during entry to place the invoice on hold.
Expense report template can be predefined and the expenses can be predefined in this
template.
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.
OPERATING UNIT
STANDARD
PREPAYMENT
INVOICE TYPE
CREDIT MEMO
SUPPLIER NAME, SITE
AND NUMBER
INVOICE DATE
INVOICE AMOUNT
GL DATE
DEBIT MEMO
+i.e.
=STD
AND PRE
- i.e.
=DEB
AND CRE
MIXED
EXPENSE
REPORT
PAYMENT CURRENCY
DISTRIBUTION SET
MATCH ACTION
CAN ALSO BE
ENTERED IN LINE
LEVEL
PO OPTION FOR
PREPAYMENT
AND STANDARD
INVOICE OPTION
FOR CREDIT AND
DEBIT MEMO
PAYMENT METHOD
TEMPORARY FOR
ADVANCE
PREPAYMENT TYPE
PERMANENT FOR
DEPOSIT
ITEM, FREIGHT
AND TAX
Types of Invoice:
1. Standard.
2. Prepayment.
3. Credit Memo.
4. Debit Memo.
5. Mixed.
6. Expense Report.
Transaction Flow of Standard Invoice:
Step 1:
Complete the mandatory fields of invoice workbench choose the required options for the
required invoice type.
Step 2:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Distribution can be given in header level or in line level by choosing the distribution tab
as e.g. shown above.
Step 3:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
After line level is entered the General box details should be automatically picked up
from lines box.
Step 4:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Actions 1 Tab->Choose validate box and Force approval- Once this action is done Status
and Approval will change to validated and approved as shown below example:
Step 5:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Action 1 Tab->Choose pay in full box and it will show up the payment transaction screen
as shown below:
Step 6:
Root: Navigator->payable Vision Operation->Payment->Entry.
Supplier name, number and site address will be automatically selected from invoice
workbench.
Action 1 Tab->Choose Create Accounting option and choose corresponding options. (Draft, Final
and Final Post).
Step 3:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
After line level is entered the General box details should be automatically picked up
from lines box.
Step 4:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Actions 1 Tab->Choose validate box and Force approval- Once this action is done Status
and Approval will change to validated and approved as shown below example:
Action 1 Tab->Choose pay in full box and it will show up the payment transaction screen
as shown below:
Supplier name, number and site address will be automatically selected from invoice
workbench.
After making the payment transaction should be shown in the line level.
Step 5:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Query the prepayment after making the payment at invoice workbench the status of the
invoice should be changed from UNPAID to AVAILABLE.
Complete the mandatory fields of invoice workbench choose the required options for the
required invoice type.
-Complete the validation and Approval before matching the invoice with prepayment.
-Query the prepayment invoice at invoice workbench in order to match the prepayment with
standard invoice.
Step 2:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
After querying the prepayment invoice at invoice workbench, Choose ACTION TAB and
choose APPLU/UNAPPLY PREPAYMENT BOX and give ok.
Step 3:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Choose the corresponding Standard invoice and choose the apply box as shown in above
example.
When applied the transaction saves the amount in EXISTING PREPAYMENT APPLICATION
SECTION as shown below.
Step 4:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Once the prepayment is applied to the standard invoice the status of the prepayment
invoice changes to Fully Applied.
The Balance amount of the standard invoice will also be changed correspondingly as
shown below once queried at invoice workbench.
The standard invoice has to be validated and approved once again after the prepayment
has been matched.
After validation the standard invoice can be fully paid or can be adjusted with more
prepayment invoice if applicable or can be matched with credit memo if its applicable.
Complete the mandatory fields of invoice workbench choose the required options for the
required invoice type.
Complete the validation and Approval after entering the Line level and General tabs is
been altered.
Step 2:
Choose the payment transaction screen and enter the corresponding supplier name, number,
bank details and payment details. Below shown are the examples of the screen:
Root: Navigator->payable Vision Operation->Payment->Entry.
Choose the ENTER/ADJUST INVOICE Tab and choose the corresponding Standard and Credit
memo invoice as shown below:
Root: Navigator->payable Vision Operation->Payment->Entry.
Payment screen will be updated once the payment is made and will be updated in
standard invoice and credit memo.
Complete the mandatory fields of invoice workbench choose the required options for the
required invoice type.
After entering the mandatory fields do not enter the line level while matching paid
standard invoice.
Choose the Correction option from Invoice workbench and query the standard invoice.
Apply the credit amount on the mandatory field and choose correct option. The credit
memo invoice will be updated on the line and general level.
Step 2:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Credit memo has to be validated and approved after matching the standard invoice.
Step 3:
Root: Navigator->payable Vision Operation->Invoice->Entry->Invoice.
Matched Invoice will be shown in the Credit memo line level as shown below.
Creation, validation and payment are same as the standard invoice, the only difference
and advantage is positive and negative invoices can be created in mixed invoice as
example shown below:
The line level invoice amount and header level invoice amount should be same, the
payment and validation process are same as the standard invoice.
Mandatory fields and Transaction flow of Invoice Batch:
Step 1:
Root: Navigation->Invoice->Entry->Invoice Batch:
After entering the invoices choose the create invoice option and screen will display as
shown below:
Step 2:
Step 3:
- Choose Request option from View tab as shown below.
Step 4:
- Choose Find tab and the screen should display as shown below listing the Request ID as
shown below:
Root: Navigator->payable Vision Operation->Invoice->Entry->Quick Invoice.
After querying at invoice workbench the invoice can be validated and paid as same as
the standard invoice.
Below shows the expense report creation screen and mandatory field:
Step 1:
Root: Navigation->Invoice->Entry->Expense Report:
Step 2:
Root: Navigation->Invoice->Entry->Expense Report:
Step 3:
Step 4:
Root: Navigation->Invoice->Entry->Expense Report:
Validation and payment procedure are same as the standard invoice described in
Transaction flow of standard invoice.
Step 2:
Root: Navigation->Invoice->Entry->Recurring Invoice:
Step 3:
Root: Navigation->Invoice->Entry->Recurring Invoice:
Step 4:
Root: Navigation->Invoice->Entry->Recurring Invoice:
Step 5:
-
Press create recurring invoice tab till periods remaining box shows zero.
Once the invoices are created it can be queried in invoice work bench and can be paid
manually if needed or the system will raise an alert message when payment is for due.