Accounts Payables Functional Set Ups

1. Check GL Prerequisites 2. Define Profiles 3. Choose Set of Books 4. Define Payment Terms 5. Define Payables Lookups Pay Group, Vendor Types, Source, TAX TYPE 6. Define Tax Codes 7. Define Financial Options 8. Define Payables Options 9. Define Withholding Tax Groups 10. Maintain Tax Certificates and Exceptions 11. Define Tolerances 12. Define Invoice Approvals 13. Maintain Distribution Sets 14. Define Automatic Payment Programs 15. Define Payment Formats 16. Define Payment Interest Rates 17. Define Countries & Territories 18. Set Up Bank Information 19. Define Expense Report Template 20. Run Template Update Script 21. Define Locations 22. Enter Employees 23. Define Reporting Entities 24. Define Income Tax Regions 26. Set Up Aging Periods 27. Define Special Calendars 28. Define Report Sets 29. Control Period Statuses 30. Implement Sequential Numbering 31. Descriptive Flexfields 32. Enter Suppliers 33. Assigning Benefits Defaults 34. Set-up P-Card for Procurement 35. Define Recovery Rules 36. Define Tax Groups 37. Define Reporting Rules (Regional Localizations) 38. Define VAT Registers (Regional Localizations) 39. Define Bank Charges

Step 1 [Oracle Required / ERP Required] Check GL Prerequisites Level: Enterprise &Operating Unit Purpose: To define AP system guidelines to control how AP works.

Step 2 [Oracle Required / ERP Required] Define Profiles Level: Enterprise Change responsibility to System Administrator Navigator: Profile > System Purpose: To set profile options.

Step 3 [Oracle Required / ERP Required] Choose Set of Books Level: Operating Unit Change responsibility to Payables Manager Navigator: Setup > Set of Books > Choose Purpose: This is to ensure AP can use the accounting calendar for day to day transactions.

Step 4 [Oracle Required / ERP Required ] Define Payment Terms Level: Enterprise Navigator: Setup > Invoice > Payment Terms Purpose: Define payment terms to reflect the way your business is done

Step 5.1 [Oracle Required / ERP Required] Define Payables Lookups Pay Group Level: Enterprise Navigator: Setup > Lookups > Purchasing Purpose: Create and maintain Lookups for PAY GROUP. Create additional lookups as business requires.

Step 5.2 [Oracle Required / ERP Required] Define Payables Lookups Vendor Types Level: Enterprise Navigator: Setup > Lookups > Purchasing

Purpose: Create and maintain Lookups for VENDOR TYPE this step is already completed for standard Oracle Vendor Types.

Step 5.3 [Oracle Required / ERP Required] Define Payables Lookups Source Level: Enterprise Navigator: Setup > Lookups > Payables Purpose: Create and maintain Lookups for SOURCE this step is already completed for standard Oracle Source Types.

Step 5.4 [Oracle Required / ERP Required] Define Payables Lookups TAX TYPE Level: Enterprise Navigator: Setup > Lookups > Payables Purpose: Create and maintain Lookups for TAX TYPE this step is already completed for standard Oracle Tax Types.

Step 6 [Oracle Optional / ERP Mandatory ] Define Tax Codes Level: Operating Unit Navigator: Setup > Tax > Codes Purpose: To define the taxes used to record invoice taxes paid to vendors and to tax authorities

Step 7 [Oracle Required / ERP Required ] Define Financial Options Level: Operating Unit Navigator: Setup > Options > Financials Purpose: Define the options and defaults used throughout Oracle Applications such as Accounts Payable, Purchasing, and Assets. Defaults can be overridden at the time thevendors, employees and other information are entered.

Step 8 [Oracle Required / ERP Required] Define Payables Options Level: Operating Unit Navigator: Setup > Options > Payables Purpose: Set control options and defaults used throughout, the system of AP,

which will simplify vendor entry, invoice entry, and initiating automatic payment processing. Defaults can be overridden at the time that vendors, invoices, expense report, or payments are entered.

Step 9 [Oracle Optional / ERP Optional] Define Withholding Tax Groups Level: Operational Navigator: Setup > Tax > Withholding > Groups Purpose: To define a Withholding Tax Group to be used to assign one or more Withholding Tax type tax names to an invoice or distribution line. Must use this form if there is more than one Withholding Tax type tax name to a tax group, otherwise choose Yes in the Create Tax Group in the Withholding Tax Details region of the Define Tax Names form.

Step 10 [Oracle Optional / ERP Required] Maintain Tax Certificates and Exceptions Level: Operational Navigator: Setup > Tax > Withholding > Certificates Purpose: Define a Withholding Tax type tax name rate exception for a vendor site. Define a certificate to specify a rate exception for the Withholding Tax type tax name for all invoices of a vendor site.

Step 11 [Oracle Optional / ERP Required] Define Tolerances Level: Operating Unit Navigator: Setup > Invoice > Tolerances Purpose: Define the matching and tax tolerances to be used to allow for variances between invoice, purchase order, receipt, and tax information. Tolerances determine whether or not the system places matching or tax holds on an invoice during the AutoApproval process.

Step 12 [Oracle Optional / ERP Required ] Define Invoice Approvals Level: Enterprise Navigator: Setup > Invoice > Hold and Release Names Purpose: Define the invoice approval codes that are used to hold or release invoice payments. Oracle has many seeded values. Use this form to add any

additional approval codes that you will need to run your business.

Step 13 [Oracle Optional / ERP Optional ] Maintain Distribution Sets Level: Operating Unit Navigator: Setup > Invoice > Distribution Sets Purpose: Create and maintain Distribution Sets. Distribution Sets are used to facilitate invoice entry by reducing or eliminating manual entry of invoice distribution lines.

Step 14 [Oracle Required / ERP Required ] Define Automatic Payment Programs Level: Enterprise Navigator: Setup > Payment > Programs Purpose: Define and view payment programs that are used to create payment documents such as check, or electronic funds transfers (EFT).

Step 15 [Oracle Required / ERP Required] Define Payment Formats Level: Enterprise Navigator: Setup > Payment > Formats Purpose: Define the payment formats needed to create payment documents

Step 16 [Oracle Optional / ERP Required ] Define Payment Interest Rates Level: Enterprise Navigator: Setup > Payment > Interest Rates Purpose: Define the interest rate the system uses to calculate and pay interest on overdue invoices.

Step 17 [Oracle Optional / ERP Required] Define Countries & Territories Level: Enterprise Navigator: Setup > Countries Purpose: Define the interest rate the system uses to calculate and pay interest on overdue invoices.

Step 18 [Oracle Required/ERP Required ] Set Up Bank Information Level: Operating Unit WAVE 1 and 2 SITES ONLY!! Navigator: Setup > Payment > Banks Purpose: To enter bank branches, bank accounts, and payment documents for your set of books. If you are a Titan site, please refer to the COS/Titan/Financials AP Setup Document for details on mandatory bank setup for use with Titan. Any other additional banks can be defined here.

Step 19 [Oracle Optional / ERP Optional] Define Expense Report Template Level: Operating Unit Navigator: Setup > Invoice > Expense Report Templates Purpose: To define expense report templates.

Step 20 [Oracle Optional / ERP Optional ] Run Template Update Script Level: Operating Unit Purpose: To set the includes tax flag on the custom expense report templates created using dataload.

Step 21 [Oracle Optional/ERP Required] Define Locations Level: Enterprise Navigator: Employees > Locations Purpose: Enter each physical site where employees work, and/or addresses for other organizations

Step 22 [Oracle Required / ERP Required ] Enter Employees Level: Operating Unit Navigator: Employees > Enter Employees Purpose: Enter, maintain, and view basic personal employee information and addresses. Can only use this form if Oracle HRMS is not fully installed.

Step 23 [Oracle Optional / ERP Optional ] Define Reporting Entities Level: Operating Unit Navigator: Setup > Tax > ReportingEntities Purpose: Define as many reporting entities as your business needs. A reporting entity is any person or organization that has a unique Tax Identification Number (TIN).

Step 24 [Oracle Optional / ERP Optional ] Define Income Tax Regions Level: Operating Unit Navigator: Setup > Tax > Regions Purpose: Define tax regions if using 1099 Combined Filing Program Reporting. This is only applicable to the US.

Step 26 [Oracle Required / ERP Required ] Set Up Aging Periods Level: Enterprise Navigator: Setup > Calendar > Aging Periods Purpose: Define the aging periods to use for the Invoice aging Report

Step 27 [Oracle Optional / ERP Optional ] Define Special Calendars Level: Enterprise Navigator: Setup > Calendar > Special Calendar Purpose: Define period types which the system uses for special functions such as Key Indicator Reporting, recurring payment, period definitions, or periodto-date reporting for withholding taxes. This is completely separate from the periods defined in the Accounting Calendar window for the AP Accounting periods.

Step 28 [Oracle Optional / ERP Optional ] Define Report Sets Level: Operating Unit operational specific to user and country

Navigator: Other > Requests > Set Purpose: Define and maintain private report sets. A report set consists of reports that you specify to run as a group, either one at a time in order (sequential), or at the same time in any order (parallel). You can view and update your private report sets. Private reports sets are report sets with a defined owner.

Step 29 [Oracle Required / ERP Required ] Control Period Statuses Level: Operating Unit operational initial set-ups must show the current period all future periods are controlled within country. Navigator: Accounting > Control Payables Periods Purpose: Change and review the status of the accounting periods in AP or your set of books.

Step 30 [Oracle Optional / ERP Optional ] Implement Sequential Numbering Level: Operating Unit Change Responsibility to Sysadmin Navigator: Purpose: Assigns sequential numbers as voucher numbers to the invoices and payments created. A voucher number is a unique reference to an invoice or payment. Must be completed by an associate with a System Administrator responsibility.

Step 31 [Oracle Optional / ERP Optional ] Descriptive Flexfields Level: Enterprise Navigator: Setup > Flexfields > Descriptive > Segments

Step 32 [Oracle Required / ERP Required ] Enter Suppliers Level: Operating Unit Change Responsibility to Payables Manager

Navigator: Suppliers > Entry Purpose: Enter vendors, vendor sites, and vendor site contacts. Define multiple vendor sites for each vendor and multiple personal contacts for each vendor site.

Step 33 [Oracle Optional / ERP Required] Assigning Benefits Defaults Level: Enterprise Navigator: Setup > Organizations Purpose: To add a default value of NCR Payroll Default to the Setup Business Group organization

Step 34 [Oracle Optional / ERP Required] -- for countries with multiple taxes on a single expense receipt Set-up P-Card for Procurement Level: Inventory Org Navigator: Suppliers > Entry Purpose: To enable the use of Procurement Cards In order to use P-Cards for Internet Procurement, you must check the box for Procurement Card by site under the General Tab.

Step 35 [Oracle Optional / ERP Required] -- for countries with multiple taxes on a single expense receipt Define Recovery Rules Level: Operating Unit Navigator: Setup > Tax > Recovery Rules (MUST BE DONE PRIOR TO TAX CODES (STEP 6) Purpose: Use a tax recovery rule if the recovery rate varies or there are multiple tax rates on a single receipt or invoice, depending on the following distribution attributes: Distribution account, Invoice date, or Condition (for example, supplier type)

Step 36 [Oracle Optional / ERP Required] -- for countries with multiple taxes on a single expense receipt Define Tax Groups Level: Operating Unit Navigator: Setup > Tax > Groups Purpose: Use the Tax Groups window to group multiple, conditional taxes. Tax

groups let countries with multiple taxes automatically calculate each applicable tax within Payables, Receivables and Oracle Order Management.

Step 37 [Oracle Required / ERP Required ] Define Reporting Rules (Regional Localizations) Level: Operating Unit Change Responsibility to Belgian AP Localizations Navigator: VAT > Reporting Rules Purpose: OU specific VAT reporting rules. Load the rules using the dataload sheet attached.

Step 38 [Oracle Required / ERP Required ] Define VAT Registers (Regional Localizations) Level: Operating Unit Change Responsibility to Italian AP Localizations Navigator: VAT Register Purpose: OU specific VAT registers. Enter the 4 different VAT Registers. Step 39 [Oracle Required / ERP Required] Define Bank Charges As Payables Manager responsibility Level: Operating Unit Navigator: Setup > Payment > Bank Charges Purpose: OU specific bank charges. Enter the bank charge transfer rules as documented below.