P2P Cycle -Oracle Apps
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1. The document outlines the end-to-end procure to pay process including creating suppliers, creating a requisition and purchase order, receiving items, generating an invoice, validating and paying the invoice, and creating the accounting entries. 2. It provides step-by-step instructions and screenshots for each stage of the process from checking inventory quantities to approving purchase orders to paying invoices. 3. The stages covered are creating suppliers, creating a requisition and purchase order, receiving items against the purchase order, generating an invoice automatically upon receipt, validating and paying the invoice, and creating the accounting entries for the payment and invoice.
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P2P Cycle -Oracle Apps
- 1. Procure to Pay Life Cycle End to End Process
- 2. P T P Flow Objectives: ................................................................................................................................................ 3 Pre-Requisites: .......................................................................................................................................... 4 Process Steps: ........................................................................................................................................... 5 Create Supplier: ABC Vodafone Supplier .................................................................................................. 6 Create Supplier: ABC Idea Supplier ......................................................................................................... 15 Check the Quantity of Item in Sub Inventory ......................................................................................... 25 Stage-1: Create Requisition .................................................................................................................... 28 Stage-2: Create Purchase Order ............................................................................................................. 34 Stage-3: Receiving Items ......................................................................................................................... 39 Check the Quantity of Item in Sub Inventory after Receiving ................................................................ 43 Submit Program for Pay on Receipt Auto invoice................................................................................... 46 Stage-4: Invoice and Payment................................................................................................................ 50 Stage-5: Create Accounting for Payment and Invoice ............................................................................ 60 Page 2
- 3. Objectives: After completing the document one should be able to understand the whole overview of Procure to Pay Process implementation. Able to create a requisition. Create a Purchase Order Create a Receipt. Create an Invoice automatically. Able to make payment. NOTATIONS: (N) = Navigator (M) = Menu (T) = Tab (ST)= Sub Tab Page 3
- 4. Pre-Requisites: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. You have a login name and password. User has assigned Inventory, Purchasing, and Payables Modules. User should assign employee and employee assigned as a buyer. Employee position has the approval limit. There should be quantity in Inventory for the item. Supplier should have one Site with purpose Purchasing and Payment Supplier (T)Purchasing (ST) Self Billing Pay On: Receipt and Invoice Summary: Pay Site User should know to whom he needs to supply. User should know from which Bank account the money has to be debited. Payment Method is assigned at Supplier Site level NOTE: This document is explained considering that all the basic setups are done. Page 4
- 5. Process Steps: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Check the quantity of the item in Sub inventory. Enter the Purchase Requisition. Approve the Purchase Requisition. Create the Purchase Order. Approve the Purchase Order. Raise a receipt on receiving the quantity. Check the quantity in Sub inventory. Raise an Invoice automatically. Validate the Invoice. Do the payment. Create Accounting for Invoice Create Accounting for Payment Page 5
- 6. Create Supplier: ABC Vodafone Supplier (N) Suppliers> Entry Suppliers Click on (B) Create Supplier Select Supplier Type: Standard Supplier Enter Organization Name, Alias, Country Page 6
- 7. Click on (B) Apply Click on (ST) Address Book Click on (B) Create Page 7
- 8. Enter Address Line1, City, County, State, Postal Code, Address Name and Address Pursose Click on (B) Continue Select Site Name for Operating Unit Click on (B) Apply Site is created Click on (i) Manage Sites Page 8
- 9. Enable Purchasing and Pay Click on (B) Apply Click on (ST) Purchasing Page 9
- 10. Enable Create Debit Memo from RTS Transaction Click on (B) Self Billing Select Pay on: Receipt, Invoice Summary Level: Pay Site and Enable Create Debit Memo from RTS Transaction Page 10
- 11. Click on (B) Save Click on (B) Receiving Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received Tolerance, Quantity Received Exception, Days Early Received and Days Late Receipt Allowed Page 11
- 12. Click on (B) Save Click on (ST) Payment Details Select Default Payment Method Page 12
- 13. Click on (i) Update on Supplier Sites Enable Default Payment Method Click on (B) Save Click on (ST) Invoice Management Page 13
- 14. Select Pay Group: ABC PAY GROUP Click on (B) Terms Select Terms: Immediate Click on (B) Save Page 14
- 15. Create Supplier: ABC Idea Supplier (N) Suppliers> Entry>Suppliers Click on (B) Create Supplier Select Supplier Type: Standard Supplier Page 15
- 16. Click on (B) Apply Click on (ST) Address Book Click on (B) Create Page 16
- 17. Enter Address Line 1, City, County, State, Postal Code, Address Name and enable Address Purpose: Purchasing Click on (B) Continue Select Site Name for Operating Unit Click on (B) Apply Click on (i) Manage Sites Page 17
- 18. Enable Purchasing Click on (B) Apply Click on (B) Create Page 18
- 19. Enter Address Line 1, City, County, State, Postal Code, Address Name and enable Address Purpose: Payment Click on (B) Continue Select Site Name for Operating Unit Click on (B) Apply Click on (i) Manage Sites Page 19
- 20. Click on (i) Manage Sites for Payment Site Enable Pay Click on (B) Apply Click on (B) Purchasing Page 20
- 21. Enable Create Debit Memo from RTS Transaction And enable Create Debit Memo from RTS Transaction at Purchasing Site Level Click on (B) Save Click on (ST) Receiving Enter Enforce ship to, Receipt Routing, Match Approval Level, Quantity Received Tolerance, Quantity Received Exception, Days Early Received and Days Late Receipt Allowed Page 21
- 22. Click on (B) Save Click on (ST) Payment Details Select Default Payment Method Click on (B)Save Click on (i) Update for Payment Site Page 22
- 23. Enable Default Payment Method Click on (B) Save Click on (ST) Invoice Management Select Pay Group: ABC PAY GROUP Page 23
- 24. Click on (T) Terms Select Terms: Immediate Click on (B) Save Page 24
- 25. Step wise Analysis with Screen Shots: Check the Quantity of Item in Sub Inventory. Login to Inventory Module (N) On-hand, Availability >On-hand Quantity Enter Sub inventory and Item/Revision and Click on (B) Find Page 25
- 26. Click on (B) Find Click on (B) Availability Page 26
- 27. Page 27
- 28. Stage-1: Create Requisition Raise a Requisition Approve it, Autocreate a Purchase Order. Login to Purchasing Module (N) Requisitions>Requisitions Enter the Purchase Requisition Enter the Supplier Information, Item, Quantity, Need by date, Sub inventory Page 28
- 29. Click on Save Icon or Ctrl+S (For Saving) After saving, Requisition Number will be generated (as shown in the Screen Shot) copy the Number Click on (B) Approve Page 29
- 30. Click on (B) Ok Navigate to Requisition Summary to check Requisition Status (N) Requisitions> Requisition Summary Enter the requisition number Page 30
- 31. Click on (B) Find Requisition status has been approved Now we need to create a Purchase Order based on the Requisition. (N) Auto Create Page 31
- 32. Remove the Buyer in Buyer field Enter Requisition Number Click on (B) Find Page 32
- 33. Select Requisition Click on (B) Automatic Page 33
- 34. Click on (B) Create Stage-2: Create Purchase Order Enter Purchase Order Match level, Invoice Match Option, Approve Purchase Order and Check Purchase Order status. Now Purchase Order is created Click on (B) Shipments Page 34
- 35. Click on (T) More Select Match Approval Level: 3-Way Page 35
- 36. Select Invoice Match Option: Receipt Close Shipments window Click on (B) Approve Page 36
- 37. Click on (B) Ok Check the status of the Purchase Order Number (N) Purchase Order > Purchase Order Summary Page 37
- 38. Enter Purchase Order Number Page 38
- 39. Click on (B) Find Status of Purchase Order is approved Stage-3: Receiving Items Receiving Items and Check Quantity in Inventory (N) Receiving > Receipts Page 39
- 40. Enter Purchase Order Number Click on (B) Find Minimize Receipt Header Window Page 40
- 41. Enable Quantity Receive Click on Icon Save or Ctrl+S (For Saving) Page 41
- 42. Click on (B) Header Make a note of Receipt Number Page 42
- 43. Check the Quantity of Item in Sub Inventory after Receiving Login to Inventory Module (N) On-hand , Availability> On-hand Quantity Enter Sub inventory and Item/Revision and Click on (B) Find Page 43
- 44. Click on (B) Find Page 44
- 45. Click on (B) Availability Page 45
- 46. Submit Program for Pay on Receipt Auto invoice Login to Purchasing Module (N) Reports> Run Click on (B) Ok Page 46
- 47. Select Program: Pay on Receipt Autoinvoice Enter Receipt Number Parameters Window Click on (B) OK Page 47
- 48. Click on (B) Submit Page 48
- 49. Click on (B) No Click on (B) View Output Make a note of Invoice Number Page 49
- 50. Stage-4: Invoice and Payment Query Invoice in Payables window, Validate and Pay Invoice Login Payables Module (N) Invoices> Entry> Invoices Query Invoice Method-1 Click on Torch Icon Page 50
- 51. Enter Invoice Number Click on (B) Find Page 51
- 52. Query Invoice Method-2 (N) Invoices> Entry> Invoices Press F11 on Key Board Enter invoice number in Invoice Number Field Press Ctrl+F11 on Key Board Page 52
- 53. Validate Invoice Click on (B) Actions Enable Validate and click on (B) Ok Page 53
- 54. Now Status of Invoice is validated Click on (B) Lines See the Purchase Order is Automatically Match to Invoice and PO Number, Receipt Number and Quantity Page 54
- 55. Click on (B) General Click on (B) Actions Page 55
- 56. Enable Pay in Full Click on (B) Ok Supplier Information is defaulted Page 56
- 57. Enter Payment Date, Bank Account Enter Payment Document, Payment Process Profile Page 57
- 58. Click on Save Icon or Ctrl+S (For Saving) Click on (B) Actions Page 58
- 59. Enable Create Accounting and Final Click on (B) Ok Click on (B) Ok Page 59
- 60. Stage-5: Create Accounting for Payment and Invoice See Accounting Status is processed Close this Payment Window To View Accounting Entries for Payment (N) Tools> View Accounting Page 60
- 61. Close Subledger Entry Lines Window and Payments Window Click on (B) Actions Page 61
- 62. Enable Create Accounting and Final Click on (B) Ok Click on (B) Ok Page 62
- 63. See the Status of Accounting Yes To View Accounting Entries for Invoice (N) Tools> View Accounting Events Page 63
- 64. Click On (B) View Journal Entries Page 64
- 65. Page 65