One time payment requests in Oracle ERP Cloud

One Time Payments
in Oracle ERP/Fusion Cloud
Prithis Das – Dynamique Solutions LLC

Presenter’s background - Prithis Das
• In the Oracle ERP space since 1997
• Founder of Dynamique Solutions LLC, an Oracle Silver Partner – Cloud Standard
• Consulting experience with Big 5 and other major organizations
• Oracle Certified Specialist in all the Oracle ERP Cloud Financials modules
• Oracle Certified Specialist in Oracle E-Business Suite Financials modules
• Chartered Accountant and Management Accountant from India
• Multiple presentations on Oracle technologies at major Oracle events
• Contact:
• Cell: +1.630.3649457
• Email: prithis.das@dynamique.us
• LinkedIn: www.linkedin.com/in/prithisdas/
• Web: www.dynamique.us
Dynamique Solutions LLC

AGENDA

Agenda
• One Time Payments overview
• The process
• Setups required
• FBDI Template and Data
• One Time Payments in action
• Reporting on One Time Payments
• Implementation Considerations
• Q&A

INTRODUCTION TO
ONE TIME PAYMENTS
Oracle ERP Cloud | Release 13 (19C)
Dynamique Solutions LLC | Making an impact

Introduction to One Time Payments
• What are One Time Payments?
• Bulk processing of Payments requests to Payees in Oracle ERP Cloud Payables, without
the need to create Suppliers, Supplier Addresses, Sites, Site Assignments
• Typically these Payment Requests originate from external systems
• Use of File Based Data Import (FBDI) Excel-based templates to import payment data into
Oracle Payables, and processing the same using standard payments functionality
• How are One Time Payments used?
• Processing of payments to payees who are not regular suppliers:
• Refunds to students from a Student administration system
• Refunds to patients from a Hospital management system
• Refunds to customers from an external billing system which is integrated with Oracle through
Accounting Hub or General Ledger, and not through Oracle Receivables
• Payments to Garnishment creditors who are not regular suppliers

ONE TIME PAYMENTS
– THE PROCESS

The One Time Payment Process
Prepare data
• Extract Payment Data from external system
• Transform data into FBDI data format
Import data
• Import data file through ESS job/Web service
• Identify and fix import exceptions
Process and
account
payments
• Approve and process payments
• Create Accounting

ONE TIME PAYMENTS
– SETUPS REQUIRED

Setups required
Step Procedure Comments
Enable One Time
Payments
Setup > Financials > Change Feature
Opt in > Payables (Features) > One
time payments (Enable)
Opting into this feature will enable:
1. OTP Liability A/c and OTP Expense A/c
fields in Common Options,
2. Import Payment Requests Task in the
Invoices work area.
Common Options
default accounts
Assign default Liability and Expense
accounts for One Time Payments
These accounts will be used if none is
specified on the FBDI file.
Assign Location to
BU
Setup > Financials > Organization
Structures > Manage Business Unit.
Select the BU.
Make sure that a Location is assigned.
This is a must, without this the one time
payment requests will not be imported.
Setup TCA Source
Systems
Setup > Financials > Customers >
Manage Trading Community Source
Systems
Add the Source systems
Type must be “Spoke”
Enable for Trading Community Members = Y
Payables Lookup
for Source
Setup > Financials > Payables >
Manage Payables Lookups.
Setup each of your external source systems
as a Source.
Use a single word for the Source.

ONE TIME PAYMENTS
– SAMPLE DATA FILE

Sample data file
https://docs.oracle.com/en/cloud/saas/financials/19a/oefbf/Payables-Payment-Request-Import-
308023233-fbdi-30.html
The FBDI template is available at this link:

Sample data file - suggestions
• Use intelligent numbering for the Transaction Identifier and the Reference
columns
• For example, use data in the format YYYYMMDDNNNN for the columns to facilitate easy
query and reporting downstream
• The Source column must be populated with the exact value(s) as in the TCA
Source and Payables Lookups.
• Date formats should be YYYY/MM/DD
• Use the Import Set column to segregate specific data imports
• The Legal Entity, if left blank, will default from the default Legal Entity assigned
to the Business Unit
• Payment Methods can be EFT, Check or any other methods for which there is
a Payment Process Profile

Sample data file – suggestions (contd)
• Use the Description column to print relevant information on the check stub, in
case of check payments – something that would make sense to the Payee
• Use Pay Group and Payment Priority columns to process these one time
payments separately from regular vendor payments
• Use the Distribution Combination and Distribution Set columns to drive the
expense account of the Payment Request

ONE TIME PAYMENTS
– IN ACTION

Import data file through ESS job/Web service
• Load Interface File for Import

Import data file through ESS job/Web service
• Import Payables Payment
Requests
• Task available in the Invoice
Work area
• Can also be launched from
Scheduled Processes

Identify and Fix import exceptions
• Review the Import Payables
Payment Requests Report
• Identify the cause of exceptions
• Fix Exceptions through the Correct
Import Errors task
• In the long term, recurring errors
must be fixed at source

Approve and Process One Time Payments
• Review the imported Payment
Requests
• Approve the Payment Requests
if applicable
• Run Payment batches to pay
them
• Run Create Accounting

Approve and Process One Time Payments (contd)

ONE TIME PAYMENTS
– REPORTING

Reporting on One Time Payments
• One Time Payments appear as Payment Requests on the Invoice Workbench

Reporting on One Time Payments (contd)
• Payables Invoice Register can be run with the parameter Invoice Type =
Payment request

Reporting on One Time Payments (contd)
• Payment File Register and other Payment reports will display One Time
Payments
• OTBI can be used to report on One Time Payments
• Note: Reporting on the list of Payees imported into the system is limited as of
R13 Update 19C!

ONE TIME PAYMENTS
– IMPLEMENTATION CONSIDERATIONS

One Time Payments – Implementation Considerations
Consideration Suggestion
One time payments do not appear on any 1099
payment processes
Use this process for non-1099 payments only. For
1099 payments use the traditional approach of
suppliers, invoices and payments.
If the data file has a previously uploaded party
details, the system does not create a duplicate
party. It re-uses the previously created party.
Use the same Party Name and Party Original
System Reference as previous time
PII information should not be imported into One
Time Payment Requests
Import only the information that is required to
process the payment - Payee details without
sensitive information, address, banking information

Questions?

One Time Payments
in Oracle ERP/Fusion Cloud
Prithis Das – Dynamique Solutions LLC Cell: +1.630.3649457
Email: prithis.das@dynamique.us
LinkedIn: www.linkedin.com/in/prithisdas/
Web: www.dynamique.us

One time payment requests in Oracle ERP Cloud

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