Oracle Payables R12 Sweep Program to process unaccounted transactions

The blog discuss the process on running the Sweep Program for processing the unaccounted transactions in Oracle Payables R12. When the Account Payables Period is closed there could be the possibility of pending AP transactions which are not accounted for that particular period which are considered as ‘unaccounted transactions in accounting period’ . Due to this the Oracle Payables Period cannot be Closed.

What causes unaccounted transactions ?

Few example which causes unaccounted transactions in Oracle Payables

Oracle Payables Invoices with Holds applied
Oracle Payables Invoices requires change in Distribution Accounting

Oracle Payables R12 Unaccounted Transactions Sweep Program transfers unaccounted transactions from one accounting period to another. The Unaccounted Transactions Sweep Program changes dates of unaccounted transactions to the first day of the specified next open period

When the Unaccounted Transactions Sweep Program submitted by user gets completed, it generates the Unaccounted Transactions Sweep Report listing transactions whose accounting transactions date has been changed to next open period

Points to Consider for submitting Unaccounted Transactions Sweep Program

Oracle recommends to ensure that the Oralce Payables setup allows Payables User to change accounting transaction dates
Ensure that the given change accounting transaction date is for the Open Period
Ensure that the transaction is not accounted in the Oracle Payables
Oracle recommends to submit the Period Close Exceptions Report. Review, for each organization, the Unaccounted Invoices and Unaccounted Payments sections of the report to review the transactions that the program will sweep to the next period

How to submit Unaccounted Transactions Sweep Program ?

Navigate to the Control Payables Period Window
Select the Open Period that need to be closed

When updates the Period Status from Open to Closed, System will generate the message that Period cannot be closed due to Exception
Click on Exceptions button , Oracle Payables provides the below given options

Review (Submit the Subledger Period Close Exceptions Report for the Current Period that need to be Closed to view the listed exception)
Sweep ( Allows to change the Accounting Transaction Date to Open Period Date)

Auto Accounting Rules in Oracle Account Receivables (AR)

The blog discuss about the Accounting Rule Configuration in Oracle Account Receivables R12. Accounting Rule in Oracle Receivables allows to create Invoice Revenue Recognition schedule for the invoices to be processed. Accounting rule determines number of periods and revenue percentage to be recorded for each accounting period.

Accounting rules can be configured for the AutoInvoices ( Import Transactions into Receivables) and manually created Invoices in Oracle Receivables R12. Oracle Receivables R12 provides the Revenue Recognition Program which processed all the eligible invoices and generated distribution for the period for which accounting rule is configured. The accounting period with status Open, Future and Not Open are considered for revenue recognition accounting distribution. Invoice with period as Closed creates distribution in the next open, Future, Not Open period

Define Period Type and Accounting Calendar in Oracle EBS R12

Define Accounting Rules in Oracle Receivables

Perform the below given steps for creating receivables accounting rule

Navigate to Accounting Rule Window
Enter the Accounting Rule Name
Enter the Accounting Rule Type from the below given selections

Accounting Rule Type Name	Accounting Rule Type Description
Fixed Schedule	allows to calculate the prorate revenue recognition evenly whenever the accounting rule is being applied on invoice lines for the specific accounting period
Variable Schedule	allows to calculate the revenue recognition over number of periods and assign the accounting rule with the values passed through AutoInvoices and manually entered invoices
Daily Revenue Rate , All Periods	allows to calculate the daily revenue rate with the précised revenue amount for full and partial period in the schedule
Daily Revenue Rate , Partial Periods	allows to calculate the daily revenue rate with the précised revenue amount for partial period in the schedule

Enter the Accounting Period and select the Defined Period Type.
Enter Number of Periods if the Accounting Rule is Fixed Schedule
Deferred Revenue Checkbox (Select this option if revenue is to be deferred to unearned revenue account)
Enter % of revenue for Accounting Period ( For Fixed Schedule it should be 100% , For Variable Schedule is not required to be defined)
If Accounting Rule Type is Fixed Schedule and selected Specific Dates , then enter dates for revenue recognition in accounting period

Deferred Accounting Rule in Oracle EBS R12

Deferred Accounting is required when specific transactions need to be accounted for Unearned Revenue Account. The Deferred accounting Rule can be enabled in the Invoice and Accounting Rule Windows by selecting the Deferred Revenue Checkbox.

The Revenue Recognition Program creates a single distribution per line for Unearned Revenue Account posting using the Revenue Accounting Management (RAM). The Deferred Accounting Rule can be applicable to invoices with the Invoicing Rule as ‘Bill In Advance’ .

If the Deferred Accounting Rule is applicable for single accounting period, then it revenue is recognized in the period for which Revenue Accounting Management (RAM) is specified

If the Deferred Accounting Rule is applicable for multiple accounting period, then it revenue is recognized as per the schedule accounting rule and start date is considered as GL Date retrieved from RAM Wizard. If the GL Date is specified for a Closed Period, then revenue is recognized in the next Open Accounting Period

Define Period Type and Accounting Calendar in Oracle EBS R12

The below steps need to be performed for setting up Period Type in Oracle EBS /Apps R12

Why we need Adjustment Period ?

Adjustment Period is used to make adjustment to manage the accounting entries for the reconciliation of Financial Periods. The Adjustment Period is not visible in General Ledger.

Calendar Types in Oracle EBS R12

General Ledger uses the year type to assign a year in the accounting period . In Oracle EBS R12 Calendar can be defined in 2 ways

Fiscal: year in which an accounting period begins which means the Financial Year is considered as (01-Jul-20 to 30-Jun-21)
Calendar : year in which an accounting period ends which means the Financial Year is considered as (01-Jan-20 to 31-Dec-20)

Navigate to General Ledger > Setup > Financials > Calendars > Types
Enter the Period Type (‘OAH Period’)
Enter Period Per Year (13) includes 1 Adjustment Period
Select Year Type as ‘Fiscal’

Define Accounting Calendar in Oracle EBS R12

Define Oracle Apps R12 Accounting Calendar

Define the 12 Periods from JAN-DEC for the specific accounting period

Enter the Calendar Name (‘OAH Calendar’)
Enter the Calendar Description
Enter the Period Prefix for the Accounting Period like JAN for Month January
Enter the Period Type defined in the Period Type Setup (‘OAH Period’)
Enter the Period Year in which Accounting Period to be defined (2021)
Enter Total Number of Quarters in an Accounting Period
Enter From Date ( ’01-JAN-2020′)
Enter To Date ( ’31-JAN-2020′)

Define the Adjustment Period as 13 Period for the specific accounting period

Enter the Period Prefix for the Accounting Period like ADJ for Adjustment Period
Enter the Period Type defined in the Period Type Setup (‘OAH Period’)
Enter the Period Year in which Accounting Period to be defined (2021)
Enter Total Number of Quarters in an Accounting Period
Enter From Date ( ’31-DEC-2020′)
Enter To Date ( ’31-DEC-2020′)

Calendar Validation

Once the defined periods are saved in Calendar, System popups the Calendar Validation option to validate calendar period data. Select Current as the option

The validations are performed to validate the entered Calendar Period data

Validates Periods overlap
Validates if Periods have date gaps
Validates Adjustment period is checked or not
Validates if Period numbers are greater than the maximum period number for current period type
Validates if Periods are not in sequential order by date
Validates if Quarters are missing
Validates if Quarters are not in sequential order by period
Validates if Period numbers are missing
Validates if Period’s start or end dates are more than one year before or after its fiscal year

Oracle Accounts Payables Automatic Offset Accounting

Oracle Accounts Payables R12 provides the feature of Automatic Offset Accounting in Oracle Payables which means that when automatic offset accounting is enabled and the invoice is submitted for approval, then Oracle Payables automatically allocates an Invoice’s Liability Account to the balancing segment on the Invoice Distribution Line based on default liability account defaulted from the Supplier Site.

Invoices submitted for approval cannot overwrite the accounts as Oracle Payables does not reflect the offset account for each invoice distribution.

Automatic Offset Accounting could be useful when an organization is using the same Operating Unit to make purchases with multiple balancing segments and thus in such cases creating different liability accounts for different distribution accounts becomes difficult.

Automatic Offset Accounting Methods

The Automatic Offset Accounting can be defined in 2 ways:

The Automatic Offset Accounting methods varies the Accounting entries for the defined Accounting Flexfield structure – Balancing Segment-Cost Center-Account

Accounts defined in Oracle Payables

Distribution Account
         balseg01.123.DistAcct01 DR 50
         balseg01.345.DistAcct02 DR 70
Liability Account
         balseg99.999.LiabAcct99 CR 120

Balancing as Automatic Offset Method: Performs the below actions

Payables takes the default liability account for the invoice
Substitutes the balancing segment from the invoice distribution
Use the balancing segment as distribution’s offsetting liability account

Accounting with Balancing Automatic Offset Method
        balseg01.999.LiabAcct99 DR 50
        balseg01.999.LiabAcct99 DR 70

Account as Automatic Offset Method: Performs the below actions

Payables takes the account used for the invoice distribution
Substitutes the account segment from the Invoice’s default liability account,
Retains the other segment values

Accounting with Account Automatic Offset Method
        balseg01.123.LiabAcct99     DR      50
        balseg01.345.LiabAcct99     DR      70

Automatic Offset Accounting Setup in Oracle Payables

Navigate to Setup -> Option- > Payable Option
In Accounting Option Tab , Select Automatic Offset Method as ‘Balancing’

Payable Invoice Creation using Automatic offset Accounting

Perform the below steps to create Invoice with Automatic Offset Accounting

Enter the Invoice Details
Click on Invoice Distribution button
Enter multiple balancing segment for Invoice Line

Type    Amount      GL Date             Account
Item    700         04-JAN-2021    01.200.7112.00
Item    1000        04-JAN-2021    02.200.7112.00

Save the Invoice
Validate the Invoice
Ensure Invoice Accounted and Journal Entry created
The Accounting entries have been subsituted with Liability Account . Consider your liability account is 2400 , then entry should change to

01.200.2400.00

02.200.2400.00

Oracle Account Payable Invoice Reports

The blog provides the listing of Oracle Account Payable R12 Invoice Reports. Each Organization need to close the pending payments for month end period closure to reconcile the Account payable module in Oracle Apps . The Account Payable Users are provided with Oracle Out of the box Payables Reports which helps them in identifying the Payable Prepayment Invoices , Mixed Invoices , Invoice Batches, Invoices on Hold, Supplier related information, Recurring Invoices processing , Credit Memos and Debit Memos for Payables which are pending for processing and requires accounting entries to be transferred to GL for Final Reconciliation Process.

Oracle Account Payable R12 Invoice Reports	Description
Recurring Invoices Report	Recurring Invoices Report provides the configured Recurring Invoice Templates for the specified time period. Recurring Invoices Report helps to determine the amount authorized , amount released and amount scheduled and remaining periods for recurring invoices defined in the recurring invoice template Recurring Invoices Report lists recurring invoice templates by supplier and supplier site
Open Items Revaluation Report	Open Items Revaluation Report provides the details on invoices, prepayments and credit memos and debit memos that are not fully paid
Matching Hold Detail Report	Matching Hold Detail Report provides detailed accounts payables and purchasing information for invoices with matching holds and matching hold releases for the specified time period. The report data could be useful if we need to validate payment batch to determine whether to manually release any invoices for payment
Invoice Validation Report	Invoice Validation Report provides the listing of matched and variance holds that payables applies and releases after submitting invoice validation
Credit Memo Matching Report	Credit Memo Matching Report provides the listing of credit memos and debit memos with total distribution line amounts and given currency. It also lists credit and debit memos raised for each supplier with amount
Invoice Audit Listing Report	Invoice Audit Listing Report provides the listing of duplicate invoices
Invoice Audit Listing by Voucher Number Report	Invoice Audit Listing by Voucher Number Report provides the listing of invoices with assigned sequential voucher numbers
Invoice Audit Report	Invoice Audit Report provides the listing of duplicate invoices with same invoice amount, invoice date, and supplier based on conditions
Invoice History Report	Invoice History Report provides the listing of specific invoice including all payments, gain/loss, credit , debit memos and discounts
Invoice on Hold Report	Invoice on Hold Report provides the listing of Invoice put on Hold . The Report provides Hold Invoices details like supplier , invoice number, purchase order, invoice amount and hold information. The Invoice on Hold Report also list down the predefined and user defined hold codes and provides the listing of invoices without exchange rates
Invoice Aging Report	Invoice Aging Report provides the listing of unpaid invoices which are due for invoice payments within four weeks periods
Invoice Register Report	Invoice Register Report provides the listing of invoices with offsetting liability accounts that payable creates for each invoice distribution on invoice approval
Posted Invoice Register Report	Posted Invoice Register Report provides the listing of invoices posted in particular period. The posted invoice register reports provides each accounts payable liability account and the invoice posted to the account along with the supplier and amount information for each invoice listed

Create Prepayment Invoice in Oracle Account Payables

The blog provides the Oracle Account Payables Prepayment Invoice creation steps. Oracle EBS R12 Account Payables allows to create Prepayment Invoices to make the advance payments to Suppliers. The Prepayment Invoices can be created using below options

Invoice Workbench Window
Quick Invoice Window
iSupplier Portal

Accounting Entry – When Prepayment is created

Prepaid Expense A/c----------Dr
Liability A/c--------------------Cr

Accounting Entry – When Prepayment Invoice is paid

Liability A/c---------------------Dr
Bank/cash A/c-------------------Cr

Accounting Entry – When Invoice is raised for Expense

Expense Charge A/c--------------Dr
Liability A/c----------------------Cr

Accounting Entry – When Prepayment is applied to invoice then payables reverses the original prepaid invoice accounts

Liability A/c------------------------Dr
Prepaid Expense A/c--------------Cr

The below given steps are to be performed for creating Prepayment Invoice

Navigate to Invoices -> Entry -> Invoices
Enter Type as ‘Prepayment’
Enter Trading Partner , populates Supplier Number
Enter Supplier Site ( Supplier location)
Enter Invoice Date (System Date)
Enter Invoice Number
Enter Invoice Amount
Enter Description
Enter Prepayment Type as ‘Temporary’
Enter Settlement Date (System Date)
Payment Method as ‘Electronic’

Enter Items Amount say ‘2500’
Invoice Status should be ‘Unpaid’ in the system
Accounted = ‘No’ in the system
Approval ‘Not Required’ in the system
Click on ‘All Distributions’ button shows the auto created distribution lines
Click on ‘Actions…1’ and select Validated =’Checked’ . Click ok

Navigate to Payments Window
Select Type as ‘Quick
Enter Bank Account as <SUPPLIER_BANK_ACCOUNT>
Enter Payment Date (System Date)
Enter Document as ‘Electronic’
Remit to Account as <SUPPLIER_REMIT_TO_ACCOUNT>
Save Payments details
Invoice Number is generated
Navigate to Invoice Window
Search Invoice with Invoice Number and Invoice Type =’Prepayment’ and Supplier Number

Oracle Account Payables SQL to retrieve prepayment invoices

The below given SQL gets all the Invoices created with Invoice Type as ‘Prepayment’ in Oracle Account Payables R12

SELECT HR_OPERATING_UNITS_TBL.NAME
AP_INVOICES_ALL_TBL.INVOICE_NUM ,
AP_INVOICES_ALL_TBL.INVOICE_TYPE_LOOKUP_CODE,
AP_INVOICES_ALL_TBL.INVOICE_CURRENCY_CODE ,
AP_INVOICES_ALL_TBL.INVOICE_AMOUNT  ,
TO_CHAR(AP_INVOICES_ALL_TBL.INVOICE_DATE, 'RRRR/MM/DD')  ,
(SELECT VENDOR_NAME FROM AP_SUPPLIERS
		WHERE VENDOR_ID = AP_INVOICES_ALL_TBL.VENDOR_ID ) SUPPLIER_NAME ,
( SELECT SEGMENT1 FROM AP_SUPPLIERS
		WHERE VENDOR_ID = AP_INVOICES_ALL_TBL.VENDOR_ID ) SUPPLIER_NUMBER ,
( SELECT PARTY_SITE_NAME FROM AP_SUPPLIER_SITES_ALL ASSA ,HZ_PARTY_SITES HPS
		WHERE ASSA.PARTY_SITE_ID = HPS.PARTY_SITE_ID
		AND ASSA.VENDOR_SITE_ID = AP_INVOICES_ALL_TBL.VENDOR_SITE_ID) SUPPLIER_SITE,
AP_INVOICES_ALL_TBL.DESCRIPTION DESCRIPTION ,
AP_INV_LINES_ALL_TBL.LINE_NUMBER LINE_NO ,
AP_INV_DIST_ALL_TBL.LINE_TYPE_LOOKUP_CODE LINE_TYPE ,
GCC.CONCATENATED_SEGMENTS ,
SUM(AP_INV_DIST_ALL_TBL.AMOUNT) LINE_AMOUNT,
NVL(AP_INVOICES_UTILITY_PKG.GET_PREPAY_AMOUNT_REMAINING( AP_INVOICES_ALL_TBL.INVOICE_ID ),0) PREPAYMENT_AMOUNT_REMAINING 
FROM 	AP_INVOICES_ALL AP_INVOICES_ALL_TBL ,
		HR_OPERATING_UNITS HR_OPERATING_UNITS_TBL, 
		APPS.AP_INVOICE_DISTRIBUTIONS_ALL AP_INV_DIST_ALL_TBL,
		APPS.AP_INVOICE_LINES_ALL AP_INV_LINES_ALL_TBL, 
		APPS.GL_CODE_COMBINATIONS_KFV GCC
WHERE AP_INVOICES_ALL_TBL.INVOICE_TYPE_LOOKUP_CODE IN ( 'PREPAYMENT')

Invoice Adjustments in Oracle Account Payables

The blog provides the steps for making Adjustment in Oracle Account Payables Invoices. The invoice adjustment in Oracle Account Payables is allowed for Invoice Details, Invoice Scheduled Payments and Invoice Distribution. Oracle Account Payables allows to make adjustments for the Paid Invoices also but that also requires corrections in the General Ledger Accounting entry and thus recommended to be performed with Approvals.

The invoice adjustments can be performed by the Authorized Payable Users only. The invoices adjusted are required to be Validated again except for adjustments related to Payment Term or Scheduled Payments for Validated Invoices

When Invoice and Invoice Batch Adjustment Not Allowed

The below points need to be considered when Invoices and Invoice Batch Adjustments cannot be performed

Adjustments cannot be performed on reversed invoice distribution as reversing encumbrance entry is created in Payables
Adjustments cannot be performed on Cancelled Invoices
Adjustments cannot be performed on Invoices that has Distribution being marked as ‘Final Matched’
Adjustments cannot be performed on Interest Invoices which are paid and accounted in system
Adjustments cannot be performed on Invoices selected for Payment in Payment Batch
Adjustments cannot be performed on Invoices with Invalid Account Details
Adjustments cannot be performed on Invoices having Withholding Tax
Adjustments cannot be performed on deleted distributions

Purchase Order Matched Invoice Adjustment

There could be a scenarios where the Invoice is matched to the Wrong Purchase Order( Purchase Order, Order Shipment, Receipts , Distribution) .

This can be corrected by “Reverse the matched distributions” OR “Create New Distribution for New Purchase Order”. In case of Reversing the Invoice Distributions, scheduled payment change is required to match the Invoice Amount Total.

Purchase Order Matched Invoice Adjustment can be done to GL Date, Income Tax Type, Accounting fields also.

Invoice Amount Adjustment

Perform the below steps for Payables Invoice Amount Adjustments

Search the Invoice Number in Invoice Workbench
Change the Invoice Amount
Navigate to Distribution Tab, Change Distribution to match the New Invoice Amount
Navigate to Scheduled Payment Tab, Change Schedule Payments to match the New Invoice Amount
Save the Invoice
Validate the Invoice

Invoice GL Date Adjustment

The GL Date is defaulted when the New Invoice Distribution is created. Payables uses GL Date as the Invoice Accounting Date . To make adjustments in the Invoice, Navigate to Distribution Tab, Change GL Date . The GL Date Adjustments can be done till the Invoice is Not Validated

Invoice Batch Adjustment

Invoice Batch Processing includes multiple Invoices to be processed together. The below adjustments can be done in Invoice Batch

Change the Invoice Batch Type Default. If the Payable User has mix of Invoices and Credit Memos , then after entering the invoices, the type default can be changes to Credit Memos to avoid entering individually
Modify the Control Count and Control Total to identify the Duplicate Invoices before creating Invoice Journal Entries
Adjustment can be done by adding New Invoices to Invoice Batch
Adjustment can be done by deleting invoices before Invoices are validated
Save the Invoice Batches

Invoice Schedule Payment Adjustment

The below given points to consider for Scheduled Payments

Payables Scheduled Payment Adjustments can be performed if the Invoice is Not Fully Paid

Payables Scheduled Payment Adjustments can be performed To Hold the Scheduled Payment

Payables Scheduled Payment Adjustments can be performed by changing unpaid scheduled payments

Perform the below steps for Payables Scheduled Payment Adjustments

Search the Invoice using Invoice Number
Navigate to Schedule Payment Tab, Change unpaid scheduled payments in the invoice
New Scheduled Payments can also be added to the Invoice as part of adjustment
Split Scheduled Payments can also be performed on the Unpaid Scheduled payments in the Invoice
Save the Invoice

Oracle Account Payables Recurring Invoice Creation

The blog provides the Recurring Invoice Creation Steps in Oracle Account Payables module. Oracle EBS R12 Account Payables provides the functionality to manage the periodic expenses like monthly rent. Oracle Account Payables Recurring Invoice Creation Process requires the creation of Recurring Invoice Template which is to be used for creating recurring invoices.

Points to Consider for Creating Recurring Invoices

Recurring Invoices Prerequisite	Description
Define Calendar and Term Dates	Define the Calendar for setting up the Frequency for recurring invoices like once a week or twice a month. When Account Payables creates the recurring invoices, it creates the Invoice Date and Invoice Due Date which is created from Term Date Basis setting at Supplier Site. If Term Date is System Date, then Invoice Date and Term Date is the date of when recurring invoice is created, else Term Date is is the first date of the period in which the recurring invoice is created
Purchase Orders	Purchase Orders can be used for Recurring Invoices but requires the below points to be considered Match Option: The Recurring Invoices requires the Purchase Order Matching to avoid invoice creation conflicts. The Match Approval levels can be defined as 2-way, 3-way or 4-way matching Purchase Order Attributes: The Recurring Invoices retrieves the Purchase Order(PO) attributes like Tax fields, Order Shipment and line amount when more than 1 distribution lines are mapped for single invoice line. Quantity: If the Purchase Order (PO) order shipment or invoice item is quantity based, then Quantity is derived from Calculated Tax Amount Divided by Item Price Blanket Purchase Orders: It is recommender to maintain Blanket Purchase Revision Number when Recurring Invoices are creating using templates
Distribution Sets	Define the Distribution Set for Default Accounts, distribution and line description if Purchase Order(PO) is not used with recurring invoices.
Payment Attributes	Payment Attributes like Payment priority, payment method, remit to bank account, bank charge bearer , payment reason and comments , delivery channel used in recurring invoices can be defined on the Supplier Site or can be entered in the Recurring Invoice Template
Withholding Tax	The Withholding Tax values are retrieved from Template if Withholding Tax Group is defined else retrieves from Supplier Site if defined at Invoice Validation or Payment
1099 Reporting	The Recurring Invoice retrieves Income Tax Type from Supplier Site when Supplier is defined as 1099 Reportable
Document Sequencing	Refer the Document Sequencing for recurring invoices from Document Sequencing profile option as automatic

Define Calendar for Payable Recurring Invoices

Perform the below steps for Defining Recurring Invoice Calendar

Navigate to Payables -> Setup -> Calendar -> Special Calendar
Select Calendar Type as Recurring Invoices
Enter the Calendar Name (Monthly) to be used
Enter the Calendar Description (Optional)
Enter Periods Per Year ( Enter 12 for Monthly Recurrence, Enter 2 for Half yearly Recurrence, Enter 24 for Half Monthly Recurrence)
Enter the Period Name ( JAN-2021 is for Monthly Period)
Enter the Fiscal Year (2021)
Period Sequence gets populated automatically for Recurring Invoice Sequence
Enter From Date and To Date are system generated
Due Date is system generated

Create Recurring Invoices Template in Account Payables

Perform the below steps for Creating Recurring Invoice in Account Payables

Navigate to AP-> Invoices -> Entry-> Recurring invoices
Enter the Supplier Name for Recurring Invoice
Enter the Supplier Number for Recurring Invoice
Enter the Supplier Site for which Recurring Invoice is created
Select the Recurring Calendar created above
Enter the Number of Periods ( defined in the Recurring calendar above)
Enter the First Period
Next Period is generated by system
Remaining Periods is generated by system
Navigate to Invoice Definition Tab in Recurring Invoice Screen
Enter Invoice Number
Enter Invoice Currency
Enter Invoice Description (Optional)
Select the Liability Account Code Combination for generating Recurring Invoice Accounting entries related to given liability account
Navigate to Line Definition Tab in Recurring Invoice Screen
Select the Option either Distribution Sets or Purchase Order(PO)
Enter Item Description (Optional)
Enter Manufacturer (Optional) Enter Model Number (Optional)
Navigate to Amount Tab in Recurring Invoice Screen
Enter the First Amount value
Enter the Change in Percentage(%) value: If 10% is given, then 10% of First Amount is added to get Total First Amount Value

Create Recurring Invoices in Payables R12

Click On Create Recurring Invoices button for generating Invoices in Invoices Workbench

Oracle Account Payables Invoice Overview

The blog provides the Invoice Overview in Oracle EBS R12 Account Payables module. Any organization deals with Suppliers for the goods and services for their business. The Supplier in return creates an Invoice listing the amount to be paid for the given goods and services. Oracle EBS R12 Account Payables module provides the functionality to manage the Supplier Invoice Processing. An Invoice is broadly divided into Invoice Header and Invoice Lines

Invoice Header: The Invoice header provides the common information related to an invoice like Invoice Number, Invoice Date, Supplier Data and Payment Terms

Invoice Lines: The Invoice Lines provides the listing of each goods and services, Invoice Pricing , Invoice Tax & Freight Charges to be applied for each received entry in an invoice.

An invoice created has to be validated either manually or can be done automatically by matching the Invoice to the raised Purchase Order (PO) or Purchase Receipt. An invoice can be setup with the Invoice Line Approval Workflow by assigning the Invoice Approval Hierarchy.

For an Invoice, each invoice line could be mapped with single or multiple distribution lines. The distribution lines are considered for generating invoice accounting entry

For each invoice tax is calculated with the help of integrated Invoice Tax Setup. An invoice Tax Calculation uses the Invoice Header and Lines data for calculating the taxes that need to be applied to an invoice.

Different Ways for Entering Account Payables Invoice

An Invoice creation can be handled in different ways in Account Payables as given below

Invoice Creation Process	Description
Automatic Invoice Creation Process	Account Payables allows to create Recurring Invoices
	Account Payables allows to create RTS Invoices. If Returns to Supplier feature is enabled in Oracle Purchasing then System creates Debit Memos to Suppliers
	Account Payables allows to create Retroactive Price Adjustment Invoices. If Retroactive Pricing feature is enabled in Oracle Purchasing then System creates Adjustment and PO Price Adjustment Invoices
Import Invoice Process	Account Payables allows to Import Expense Reports through web browser using Oracle Internet Expense Reports feature
	Account Payables allows to Import Credit Card Flat File for Credit Card Invoice processing
	Account Payables allows to Import Electronic Invoices (EDI) through e-Commerce Gateway
	Account Payables allows to Import XML Invoices through Oracle XML Gateway
	Account Payables allows to Import Invoices from external system using SQL Loader
	Account Payables allows to Import Lease Invoices transferred from Oracle Property Manager
	Account Payables allows to Import Lease Payments transferred from Oracle Assets
Third Party Invoice Settlement Process	Account Payables provides the support for the created Invoices need to processed and settled in the system for every month end closure activity

Account Payables Invoice Types

The below given are the Invoice Types supported by Oracle Account Payables

Account Payables Invoice Types	Account Payables Invoice Type Description
Standard Invoices	These type of invoices are received from Suppliers against the goods and services delivered. The Standard Invoices amount should be positive and such invoices are either matched with Purchase Order(PO) or not
Mixed Invoices	These type of invoices can be matched either to Purchase Order(PO) or matched with invoices. The Mixed Invoices amount could be positive or negative
PO Price Adjustment Invoices	These type of invoices are created to record the amount difference between the Original Invoice and the New Purchase Order(PO) Price. These type of invoices can be matched either to Purchase Order(PO) or matched with invoices
Credit Memo	These type of invoices are created to record the Credit Amount against the goods and service provided by Supplier. The Credit Memos always have a negative amount
Debit Memo	The Memos are created to record the Credit Amount against the goods and service provided by Supplier in absence of Credit Memo not received from Supplier
PrePayment	These type of invoices are created to record the Advance Payment made to Supplier or employee
Expense Reports	These type of invoices are created to record the business related expenses related to an employee
Scheduled Payments	These type of invoices are created based on the Payment Terms defined in the Invoice header for scheduling payments
Distribution	These type of invoices include distribution details like account charges , invoice accounting details, GL Date , Project details etc..

Oracle Projects Key tables in Oracle Apps R12

The blog provides the main tables to be used for Oracle Projects in Oracle Apps R12.

Oracle Projects Table	Oracle Projects Table Description
PA_PROJECTS_ALL	Provides the Oracle Projects highest units of work
PA_PROJECT_STATUSES	Provides the Oracle Projects Status details
PA_TASKS	Provides the Oracle Projects Task classification details
PA_TASK_TYPES	Provides the Oracle Projects Task Types
PA_PROJECT_TYPES_ALL	Provides the Oracle Projects implemented
PA_PROJECT_ASSIGNMENTS	Provides the Oracle Projects Assignment details
PA_PROJECT_ASSETS_ALL	Provides assets information defined for capital projects.
PA_PROJECT_CLASSES	Provides the class codes of class categories to classify projects.
PA_PROJECT_ROLE_TYPES	Provides the Implementation-defined responsibilities or positions assigned to employees in oracle projects
PA_TRANSACTION_INTERFACE_ALL	Provides the interface table to import transactions from external sources into Oracle Projects.
PA_TRANSACTION_SOURCES	Provides the implementation-defined sources of imported transactions originating in an external system.
PA_IMPLEMENTATIONS_ALL	Provides the configuration of an Oracle Projects installation
PA_ACTION_SETS	Provides action set templates and belonging to an object like projects, requirements, etc.
PA_ACTION_SET_LINES	Provides action set lines associated to an action set or an action set template
PA_ACTION_SET_TYPES	Provides action set types attributes
PA_AGREEMENTS_ALL	Provides customer contracts that serve as the basis for work authorization
PA_AGREEMENT_TYPES	Provides the Implementation-defined classifications of customer agreements.
PA_BILL_RATES_ALL	Information about bill rates and markups of standard bill rate schedules.
PA_BUDGETS	Provides budgets information
PA_BUDGET_LINES	Provides detail lines of project and task budgets.
PA_BUDGET_TYPES	Provides the implementation-defined classifications for budgets types used for different business purposes.
PA_CLASS_CATEGORIES	Provides the implementation-defined categories for classifying projects.
PA_CLASS_CODES	Provides the implementation-defined values within class categories that can be used to classify projects
PA_EVENTS	Provides the entries assigned to tasks for generating revenue and/or billing though not directly related to expenditure items
PA_EVENT_TYPES	Provides the implementation-defined event classifications
PA_EXPENDITURES_ALL	Provides the expenditure items group for an expenditure period
PA_EXPENDITURE_CATEGORIES	Provides the Implementation-defined expenditure types grouping based on cost type
PA_EXPENDITURE_ITEMS_ALL	Provides the smallest units of expenditure charged to projects and tasks
PA_EXPENDITURE_TYPES	Provides the Implementation-defined expenditures classifications charged to projects and tasks
PA_PERIODS_ALL	Provides the Implementation-defined periods to measure performance
PA_RBS_DENORM	Provides the normalized resource breakdown structure details
PA_RBS_ELEMENTS	Provides the RBS element and the parent-child relationship details
PA_RESOURCES	Provides the resources used in budgeting and project summary amounts
PA_ROLE_LISTS	Provides the lists of roles defined with the system
PA_SCHEDULES	Provides the schedule details for requirements and assignments. It also displays calendar schedules
PA_BATCH_SOURCES	Provides the Oracle Projects Batch Source details
PA_BC_BALANCES	Provides the Oracle Projects Budget Costing Balances


PA_ALLOC_SOURCE_LINES	Provides the Oracle Projects Source Line allocations
PA_ALLOC_TARGET_LINES	Provides the Oracle Projects Target Line allocations
PA_ALLOC_TXN_LINES	Provides the Oracle Projects Transaction Line allocations
PA_ALLOC_EXCEPTIONS	Provides the exceptions related to the Oracle Project allocation
PA_ALLOC_GL_LINES	Provides the Oracle Projects Lines allocated for GL Processing
PA_ALLOC_MISSING_COSTS	Provides the Oracle Projects Lines missing the costing
PA_ALLOC_RESOURCES	Provides the resources in Oracle Projects allocation
PA_ALLOC_RULES_ALL	Provides the Rules defined for Oracle Projects

SELECT PPTA_TBL.PROJECT_TYPE ,
      PPTA_TBL.CREATION_DATE ,
      PPTA_TBL.START_DATE_ACTIVE ,
      PPTA_TBL.END_DATE_ACTIVE ,
      PPTA_TBL.BURDEN_COST_FLAG
  FROM PA.PA_PROJECT_TYPES_ALL PPTA_TBL;

Project Costing and Project Billing Setup in Oracle Projects R12

Project Costing Implementation Options in Oracle Apps R12

The below options are to be enabled for the Project Costing in the Oracle Apps R12

Costing Implementation Options	Costing Implementation Values
Expenditure Cycle Start Day	indicates the projects 7 day expenditure week Start Day – Monday Week Ending Date is Sunday to be reflected in all expenditures including timecards and expense reports.
Enable Overtime Calculation	indicates if the system needs to calculate and charge overtime hours Enabled
Interface Cost to GL	indicates if the costing need to be recorded in General Ledger Interface Labor Costs Enabled Interface Usage Costs Enabled
Expenditure / Event Organization Hierarchy	indicates that the organization is mapped to the Organization Hierarchy and associated with Operating Unit

Project Billing Implementation Options in Oracle Apps R12

Oracle Projects allows to define the Journal Entry Sources and Journal Entry Categories for capturing revenue transactions to General Ledger Posting.
Auto Numbering of the Invoice Number in the Oracle Projects
In case of Manual Invoice Number , the below given setting are to be updated
Oracle Projects allows to process the Projects Invoice Number at project invoice collection organization level, by default it is Enabled
If the Oracle Projects invoices for a particular operating unit (OU) to be processed using the Oracle Projects seeded transaction types, then Centralized Invoice Processing should not be Enabled
Oracle Projects allows Project Invoices to be Interfaced to Oracle Receivables by enabled the Invoices Batch Source

Billing Implementation Options	Billing Implementation Values
Interface Revenue to GL	Enabled
Invoice Numbering	Invoice Numbering Method – Manual Invoice Number Type – Alphanumeric
Centralized Invoice Processing	Enabled
Invoices Batch Source	PROJECTS INVOICES

Control functions and options in Oracle Projects R12

Control Functions Supported at Projects and Task Level

The Oracle Projects allow user to perform the multiple activities / functions which are categorized as Top Task, Lowest Task or at Project Level.

Oracle Projects Functions	Project Level	Top Task Level	Lowest Task Level
For All Projects
Budgeting	Enabled	Enabled	Enabled
Transaction Entry			Enabled
Customer Entry	Enabled
For Capital Projects
Asset Definition	Enabled
Asset Assignments	Enabled	Enabled	Enabled
For Contract Projects
Funding from Customer Agreements	Enabled	Enabled
Event Entry	Enabled	Enabled
Invoice Generation	Enabled

Oracle Projects Options supported at Projects and Task Level

The Oracle Apps R12 allows users to apply the specific Project and Task Level options to to control how Oracle Projects are to be processed.

Project / Task Options	Project Level	Top Task	Mid Task	Lowest Task
Classifications	Enabled
Customers &Contacts	Enabled
Key Members	Enabled
Organization Overrides	Enabled
Resource List Assignments	Enabled
Transaction Control	Enabled			Enabled
Costing Burden Schedule	Enabled	Enabled	Enabled	Enabled
Burden Schedule Overrides	Enabled			Enabled
Asset Information
Assets	Enabled
Assets Assignment	Enabled	Enabled		Enabled
Billing Information
Billing Setup	Enabled
Billing Assignments	Enabled	Enabled
Credit Receivers	Enabled
Bill Rates & Overrides
Billing Schedules	Enabled	Enabled	Enabled	Enabled
Employee Bill Rate Overrides	Enabled			Enabled
Job Bill Rate Overrides	Enabled			Enabled
Labor Multipliers	Enabled			Enabled
Job Assignment Overrides	Enabled			Enabled
Job Billing Title Overrides	Enabled			Enabled
Non-Labor Bill Rate Overrides	Enabled			Enabled

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Project Costing and Project Billing Setup in Oracle Projects R12

Project Costing Implementation Options in Oracle Apps R12

Project Billing Implementation Options in Oracle Apps R12

Control functions and options in Oracle Projects R12

Control Functions Supported at Projects and Task Level

Oracle Projects Options supported at Projects and Task Level