11.5.5 

Enhanced Purge

The Payables Purge has been enhanced by eliminating some restrictions on what data can be purged. Now you can purge employee type supplier records. You can also purge invoices with 1099 information and invoices that were created from recurring invoice templates. 

Employee Update Program

This new program synchronizes your employee and associated supplier records. When employee records are updated, the system does not automatically update the corresponding supplier record. The Payables Invoice Import program updates address information when importing expense reports for employees, but this new program handles name and address changes and makes supplier records inactive if the associated employee record is terminated. In addition, the program can be set to run periodically or before any payment run to ensure that employee type supplier records are accurate.

 Enhanced 1099 Supplier Exceptions Report

Oracle Payables enhances the 1099 Supplier Exceptions Report by adding an additional reporting exception. The report now identifies suppliers who are set up to be 1099 reportable but are missing an Organization Type.

Enhanced Invoice Register

The Invoice Register report can now be run for a single supplier.  

Negative Supplier Balance Identification

Oracle Payables provides a standard way to identify any suppliers that have negative balances. This can help you with business processes such as identifying and recovering credits from your suppliers. The Accounts Payable Trial Balance has a new option to allow the report to be run only for negative balances. 

Revised Tax Identification Verification Letter

In December 2000 the United States Internal Revenue Service issued a new Form W-9 ("Request for Taxpayer Identification Number and Certification").  The major change is that it now has a place for your payee to certify "I am a U.S. person (including a U.S. resident alien)."  The IRS set a July 1, 2001 deadline for changing over to using this new W-9.  Before July 1, 2001, you have the option of using either an old W-9 or the new W-9.   However, beginning July 1, 2001, every new solicitation of taxpayer name and TIN must be on the new Form W-9 or your own substitute W-9 revised to include the new certification of U.S. status. Oracle Payables generates the Tax Information Verification Letter as part of the TIN solicitation procedures. As a result of the IRS changes and other enhancement requests, Oracle made the following enhancements to the Tax Information Verification Letter:

• The letter now clearly says that it can be used only by a U.S. person (including a resident alien) and cannot be used by nonresident aliens.
• The letter directs nonresident aliens to use a different form, Form W-8.
• It includes the IRS certification language, which appears immediately above the signature line.
• The Return to Whose Attention report parameter now has two new choices:  Accounts Payable and Purchasing.

 The layout of the letter and the order of the report parameters were changed to be easier to use and read.  

Payment Process Manager

The new Payment Process Manager program manages each phase of the payment batch process (Select Invoices, Build, Format, and Confirm).  This program can process multiple payment batches simultaneously, which improves performance.  

11.5.6  

Effective Exchange Rate Calculation

A new option enables Oracle Payables to calculate effective invoice exchange rates.  If the converted amount of a foreign currency invoice is already determined, then Oracle Payables can calculate and enter the exchange rate for that invoice. 

Enhanced Key Indicators Report

The Key Indicators Report is enhanced to provide information to assist in reviewing the invoice transactions entered by your accounts payable processors. A new optional section of the report  shows the current and prior period volume of invoice and distribution lines processed by each person. 

Unclaimed Property Report

Oracle Payables provides a new report to identify uncleared payments. This report is particularly useful in the United States where you need to identify unclaimed property that might need to be legally escheated to a designated authority.   

11.5.7 

NACHA Payment Format

Oracle Payables now provides the NACHA (National Automated Clearing House Association) payment format as one of the standard payment formats in the product.  

E-mail Remittance Advice 

A new E-mail Remittance Advice program can be used to send remittance advice information to suppliers who receive electronic payments. Once a supplier has been set up to receive this information, remittance e-mails are automatically generated during the payment process. 

Enhanced Suppliers Report 

Oracle Payables has combined the Suppliers Report and the New Supplier/New Supplier Site Listing into one enhanced Suppliers Report. The New Supplier/New Supplier Site Listing report is now obsolete. The enhanced Suppliers Report provides all the information previously found in both reports as well as new information such as remittance bank account information, taxpayer ID, income tax type, and payment method. New parameters can be used to limit the report to income tax reportable suppliers, and supplier records created or updated by a specified person. 

Oracle XML Gateway Integration

Oracle Payables integrates with Oracle XML Gateway to receive invoices from suppliers using XML messaging standards. This new feature has certain limitations. Please review the user documentation for complete details of how the integration works in this release. 

Open Interface Import Performance Enhancements

The Payables Open Interface Import program has been enhanced to improve performance and support higher invoice import volumes.  

2001 1099 Reporting Enhancements 

Each calendar year, the U.S. Internal Revenue Service reviews 1099 reporting rules and makes updates and changes. These yearly changes are reviewed and incorporated into the product for each 1099 reporting year. Other enhancements are made to the 1099 reporting features when needed and possible. For 2001 1099 reporting the changes/enhancements include:

• New layout of form 1099-MISC including support for boxes 13 and 14
• Software vendor information included in Electronic Media report
• Optional comma delimited format of 1099 Forms - this version allows printing of forms with third party software
• Support for ordering 1099 Forms by reporting name
• If Combined Filing is enabled, the 1099 Invoice Exceptions Report suppresses invoice distribution lines with null or invalid income tax regions

 11.5.8 

Overview

Oracle Payables, an expenditure management tool, streamlines your procure-to-payprocess while providing strong financial controls and strategic financial information.Oracle Payables is part of the Oracle E-Business Suite, an integrated set ofapplications that are engineered to work together. 

New Features Payment Batch Scheduling

Oracle Payables now supports scheduling of payment batches for automatic submission at regular intervals. You can define a payment batch set and then use the Schedule Batch Set window to schedule its recurring submission. When the system automatically submits a payment batch on a schedule, the system updates the pay through date, payment date, and exchange date of each payment batch in the set based on the time interval you have specified. 

Profile Option Migration

Profile options that were previously assigned to applications responsibility to control the application behavior of a single operating unit are to be migrated to more natural locations. Profile Option Migration is a pre-requisite for supporting Multi-Org Access Control in the future. As part of the Profile Option Migration, Payables made the following changes, without altering existing functionality:

• AP: Bank File Character Set profile option: This option was moved to the Payment Formats window.
• AP: Enter Alternate Fields profile option: This profile option was made obsolete. The alternate fields that this profile option previously enabled are now standard fields.
• AP: Sort by Alternate Fields profile option: This option was moved to the Reports region of the Payables Options window.
• Use Batch Controls: This option was moved from the Invoice region of the Payables Options window to become a profile option. The new profile option is called AP: Use Invoice Batch Controls.

 MRC Technology Changes

Payables made a change to the Multiple Reporting Currency (MRC) code that is transparent to the end user. Database triggers were removed that used to insert, update, and delete currency-related entries in the AP_MC_database tables. Payables now maintains these records directly. 

Invoice Approval Workflow

The optional new Invoice Approval Workflow feature subjects Payables invoices to a new approval process. This workflow approval process integrates with Oracle Approvals Management (OAM), which is used to define business rules governing who must approve payment of invoices and how invoices are routed for approval. Oracle Workflow sequentially sends notifications to specified approvers who review the invoice details and confirm online whether the invoice is accurate and should be paid. Approvals are obtained until OAM rules determine that no further approvals are required. The invoice is then eligible for payment, assuming that it has passed other system validation. The existing Payables Approval process is renamed Invoice Validation, to more accurately reflect its use and to prevent confusion with this new feature. The functionality of this validation process has not changed, and invoices must still be validated before they can be paid. You must complete the following before you can use this feature*:1.

Apply Payables Mini-pack 11i.AP.I2. Install Oracle Approvals Management (OAM). Apply patch 2198768 for the lastest OAM full install. After applying this patch, apply the following bugfix patches: 2220334, 2228792, 2257526, 2271164, 2274701.3. Upgrade to Oracle Workflow 2.6. Oracle Workflow 2.6 is distributed as patch 2032040. Also, download Oracle Workflow Builder Release 2.6.1. The builder is distributed as patch 1782821.In addition, this feature has been further enhanced in Oracle Payables Mini-pack AP.11i.J. *Note: If customers implement this feature on a version later than Oracle Payables Mini-pack 11i.AP.I, they should check with Oracle Support to be sure they are applying the appropriate patches for their version of Oracle Payables. 

Automatic Bank Transmission

Oracle Payables integrates with Workflow to automate the transmission of electronic payment files to your bank and the retrieval of payment confirmation messages from your bank. When you format a payment batch or Quick payment that uses a transmittable payment document, Oracle Payables automatically sends the payment file to your bank. Workflow notifies the designated users of transmission status, and the new Transmissions window allows you to view details of files transmitted by this feature. Setup for this feature requires you to implement a custom java class to provide transmission logic. 

Payment Batch EnhancementsInvoice Selection Criteria

Payables now has two new invoice selection criteria fields for payment batch processing: supplier name and invoice batch name. These new criteria work together with other invoice selection criteria to provide more granular selection of invoices for payment. 

Refresh Payment Batch Status

During payment processing, users can more easily monitor the status of a payment batch using the new Requery Batch button on the Payment Batches window. This new button requeries the current payment batch more easily than having to perform a manual query, which helps to streamline the payment batch process. 

Selected for Payment Invoice Status

When an invoice is selected for payment and the invoice is queried in the Invoices window or Invoice Overview window, Payables now shows the status of the invoice as "Selected for Payment". This provides more immediate information about the actual status of the invoice. 

Folderized Payment Batch Sets

Folder functionality is enabled for the Payment Batch Sets window to improve usability. 

Primary Pay Site

Oracle Payables now provides a primary pay site option for supplier records. If a supplier has multiple pay sites, one can be designated as the primary. The primary pay site defaults in the Invoices window, helping to speed the invoice entry process. Also, Payables Open Interface Import uses this site when it imports an external invoice with no specified site. 

View Currency Details

The View Currency Details feature enables users to view a transaction in multiple currencies side-by-side. Users can see the entered currency, primary functional currency, and all reporting functional currencies for a transaction in one window without having to switch user responsibilities. 

Expense Report Import

Effective with Oracle Payables mini-pack 11i.AP.I, all invoices from external sources should be loaded into Payables via the open interface. In order to more accurately reflect the program's use, the Payables Invoice Import program was renamed Expense Report Import since it now imports only expense report information. 

Enhanced Separate Remittance Advice

This report can now create a remittance advice for an individual payment that was made in a payment batch. In addition, the output now includes the payment number and country code. 

iSupplier Portal Invoices

Oracle Payables integrates with Oracle's iSupplier Portal to offer a new invoice entry feature. Authorized suppliers can enter their invoices against approved purchase orders and submit the invoices online, over the Internet. A simple, guided interface allows suppliers to view their authorized purchase orders, choose the quantities to invoice, and enter only minimal required information such as an invoice number. Online validation ensures that your suppliers can invoice you only for valid amounts, eliminating back-end payment holds and reconciliation issues. Suppliers can review their submitted invoices and payment status via the existing inquiry functionality of the iSupplier Portal. This feature requires Oracle Payables patch number 2234922 and Oracle Internet Procurement Family Pack H (Oracle Internet Procurement Family Pack H is scheduled for release during Summer 2002). 

Interest Expense Proration

Oracle Payables now has expanded the flexibility of generating charge accounts for interest expenses. You can continue to charge interest expenses to a single interest GL account set up in Payables Options. Or, you can now have the system build each account on an interest invoice by overlaying the charge account from the corresponding line on the overdue invoice with the natural account segment from the interest GL account. 

Building Prepayment Accounts When Matching

Oracle Payables has expanded the flexibility of generating charge accounts on prepayment invoices matched to purchase orders. You can now have the system build accounts on the prepayment invoice by using the natural account segment from the prepayment account on the supplier site and all other account segments from each corresponding PO distribution. Or, you can continue to charge the prepayment invoice distributions to the prepayment account of the supplier site. 

Enhanced Matching Controls for Finally Closed Purchase Orders

Oracle Payables now prevents matches to finally closed purchase order shipments. Such matches would later cause Invoice Validation to apply the Finally Closed PO hold to the invoice.Also, Oracle Payables has added a new profile option that can prevent closed purchase orders from being available in the matching windows. 

Further Payment Batch EnhancementsSeparate Concurrent Program for Cancel Payment Batch

During payment batch cancellation the concurrent process name displayed in the Requests window is now Cancel Payment BatchImproved Handling of Spoiled and Skipped Payment DocumentsOracle Payables has improved the efficiency of payment batch processing by allowing users to record spoiled and skipped payment documents while they are still processing a payment batch rather than needing to restart the batch or cancel the remaining payment documents. 

Mass Additions Create Program

Oracle Payables has created a new program (APMACR) to replace the Mass Additions Create Program (FAMACR), which is now obsolete. The functionality of both programs is the same - creating Mass Addition lines in Oracle Assets from invoice distributions and discounts. 

Invoice Approval Workflow Enhancement

Invoice Approval Workflow was added in Oracle Payables Mini-pack 11i.AP.I. A key enhancement to this feature in Oracle Payables Mini-pack 11i.AP.J is the addition of a new field called Requester to invoices. This new header level field allows users more flexibility in using HR hierarchies to generate lists of approvers in Oracle Approvals Management. Also, the Oracle Payables Open Interface Import was enhanced to handle this field.   

11.5.9  

Overview

Oracle Payables, an expenditure management tool, streamlines your procure-to-pay process while providing strong financial controls and strategic information. Oracle Payables is part of the Oracle E-Business Suite, an integrated set of applications that are engineered to work together.The following are the features that are new with 11.5.9. 

XML Invoices

Oracle Payables integrates with Oracle XML Gateway to receive invoices from suppliers using XML messaging standards. 

XML Payment Processing

Users have the ability to submit XML payments which comply to industry standards set by the OAG. Complete automated business cycle is now enabled via a set of predefined XML messages and a series of workflows that notify the user of payment acceptance, error processing and auto-confirmation of the payment batch. 

Enhanced Bank Account Identification

To more fully support cross-border electronic payments in euro currency, a new IBAN field was added to the Bank Accounts window so users can record the International Bank Account Number (IBAN) for a bank account. Oracle Payables validates this number during entry. Additionally, the SWIFT Code field of the Banks window was renamed to BIC (Bank Identifier Code) and is now always visible. 

Accounting Events Enhancement

Oracle Payables has an enhanced accounting architecture that creates accounting events at the time of the transaction. This ensures that the accounting for a transaction’s related events reflects the appropriate real-time order of the events. This change will have minimal effect on users. 

Price Correction Enhancements

Oracle Payables enhanced the way it creates price corrections for Oracle Purchasing matched invoices, and the method in which Invoice Validation evaluates price tolerances. 

Period Close Exceptions Report

Users can submit a new report from the Control Payables Periods window to review a complete list of exceptions that are preventing the close of a selected accounting period. The Period Close Exceptions Report replaces the Unaccounted Transactions Sweep Review report. This new report lists unaccounted transactions that are eligible to be swept, and also lists un-matured future dated payments, accounting entries not transferred to general ledger, and unconfirmed payment batches. 

Multiple Currency Reports

Reporting has been enhanced for Multiple Reporting Currencies (MRC) to allow you to submit standard reports for any reporting currency from your primary responsibility. This allows global companies to report on transaction data in any reporting currency without switching responsibilities. This feature is available in the following reports:• Accounts Payable Trial Balance• Payables Account Analysis Report• Payables Accounting Entries Report• Posted Invoice Register• Posted Payment Register 

Enhanced Open Items Revaluation Report

This report is enhanced to provide a choice of revaluing open items on either a period or daily rate basis. Prior to this enhancement, the report always used a period end rate to revalue transactions. 

Enhanced Control of Prepayments with Automatic Offsets

The Automatic Offsets feature has been enhanced to allow control of prepayment application across balancing segments. 

1099 Reporting 2002 Changes

As a result of United States Internal Revenue Service 1099 mandated changes issued in 2002, Oracle Payables made the following changes to the 1099 Electronic Media output;• Record Sequence Number was added to all records• Contact E-mail Address was added to the T-record• Transmitter’s Media Number was added to the T-record• Total Number Payees was added to the F-record In addition, Oracle Payables made the following enhancements to 1099 reporting;• The 1099 Forms process now fails if it encounters a supplier exception. The exception is listed in the output file• Support of federal income tax withheld (MISC4)  

11.5.10 Overview

Oracle Payables, an expenditure management tool, streamlines your procure-to-pay process while providing strong financial controls and strategic financial information. 

New Features Enhanced Matching Controls for Oracle iSupplier Portal

Oracle Payables has added a new profile option that prevents suppliers from matching an invoice to more than one purchase order when they enter invoices online in OracleiSupplier Portal. 

Invoice Approval Workflow Resubmission Enhancement

Oracle Payables has enhanced the Invoice Approval Workflow feature to automatically resubmit invoices to the workflow process. An invoice will be resubmitted to the workflow approval process if the invoice amount is changed after the invoice is approved, or if the invoice is in the process of being approved. 

Supplier Bank Account Update Enhancements

Payables has enhanced supplier bank account functionality with the following new features:• When a user makes a supplier bank account inactive, Payables can now optionally replace that account on any unpaid or partially paid scheduled payments with the supplier’s primary bank account.• A new function controls the display of the Bank Accounts and Supplier Assignments tabs in the Suppliers and Banks windows. If a user’s responsibility does not have access to this function, then the user cannot see the following:

• Bank Accounts tab in Suppliers window
• Bank Accounts tab in Supplier Sites window
• Supplier Assignments tab in Bank Accounts window

 Supplier Site Contact Enhancements

Users can now record additional details for supplier site contacts in new fields in the Contact tab of the Supplier Sites window: E-mail, URL, Alternate Phone, and Fax. 

Amount Based Matching

Oracle Payables has enhanced matching functionality for services procurement. So that users can match invoices based on variable rates for services, they can now match based on an amount only, rather than matching on quantity and price. The self-service invoice entry capability in Oracle iSupplier Portal has also been enhanced to support this new feature. 

Retroactive Pricing of Purchase Orders Support

Oracle Payables supports Oracle Purchasing’s new Retroactive Pricing of Purchase Orders feature. When using this feature, after a Purchasing user updates the price of a purchase order item, the system creates adjustments in Payables for any existing invoices matched to that item. The net effect is as if each original invoice had been matched at the new price. 

Gapless Invoice Numbering for Self-Billing Invoices

Oracle Payables can now automatically assign gapless, sequential invoice numbers to all self-billing invoices for a supplier site. This feature meets certain country-specific invoice numbering requirements for invoices created using the ERS feature, the Automatic Debit Memo from Return to Supplier Transaction feature, and the Retroactive Pricing of Purchase Orders feature. 

Invoice Attachments in Oracle iSupplier Portal

Suppliers can now attach supplemental files to the invoices they enter in Oracle iSupplier Portal. Attachments can be any type of supported file, including text files, images, and video clips. 

Enhanced Purchase Order Number Display in Oracle iSupplier Portal

Oracle Payables has enhanced purchase order number display in Oracle iSupplier Portal. The order in which purchase orders are displayed has been improved, and the release number has been added for blanket purchase orders. 

Supplier Site Attachments

Oracle Payables now supports the attachment of supplemental files at the supplier site level. This feature's functionality is identical to that currently available at the supplier level. 

Supplier Open Interface

Oracle Payables has added new open interface tables and concurrent programs to support the automated import of supplier records from external sources. This feature offers the same validations as the Suppliers and Supplier Sites windows. 

Payables Accounting Entries Program and Report Enhancements

Oracle Payables has improved the Payables Accounting Process so it no longer creates accounting entries with an error status. Previously the accounting process created anaccounting entry with an error status when the system built an invalid account during accounting, or when the Validate Accounts program parameter was enabled and a transaction had an invalid account. Users then needed to provide a valid account for the accounting entry in the Update Accounting Entries window in Oracle Payables. Now, when the accounting process identifies an invalid account, the accounting process does not create accounting entries for the transaction. The details of the transaction are still listed in the exceptions report, enabling users to always resolve any invalid account issues before creating accounting entries. Oracle Payables also enhanced exception reporting in the Payables Accounting Entries Report. The report has a new exception section that lists all transactions within the program parameters that could not be accounted. 

Exclude Tax from Discount Calculation Enhancement

Oracle Payables has extended its discount functionality. The Exclude Tax from DiscountCalculation Payables option previously applied only when taxes were calculated at the invoice header level. Now this option will also apply when the automatic tax calculation is at Line or Tax Code level. This feature is limited to unpaid invoices only. 

Invoice Validation Concurrent Processing

Oracle Payables can now concurrently process multiple instances of the Invoice Validation program. 

User Interface Enhancements in Major Transaction Windows

Oracle Payables improved the invoice and payment windows to streamline transaction entry and management. These windows are now larger, display more information, have enhanced functionality, and are more intuitive. Some windows were consolidated so users can review and manage transactions using fewer windows. The major changes are as follows:• The Invoices window has new tabs so without opening additional windows you can manage holds and scheduled payments, as well as review payments and prepayments for an invoice.• The Invoice Gateway window has been renamed to Quick Invoices.• Both the Payments window and Payment Batches window have a new button toallow you to easily monitor your payment concurrent programs.• The Payments window has a new Invoices region that displays the invoices paid by each payment, all in a single window. 

Bank Account Function Security Enhancements

Three new functions allow you to control each user’s access to the three bank account types; Internal, Customer and Supplier. For example, you can grant a clerk who manages suppliers full access to supplier bank accounts but deny that user access to customer and internal bank accounts. These new functions control bank account access in Oracle Payables windows and reports.