Account Payables (Defining Suppliers)

 Account Payables                                                                                                          .

 

·  Defining Suppliers:

 

Defining a new Supplier

  

Suppliers à Entry

 

Supplier Name: Enter Supplier Name (User Defined)

Supplier Number: Will be taken as per the options from the Financial Options.

 

Alternate Name: This value is optional WRT Japan applications.

 

Taxpayer ID: Optionally enter supplier’s Tax (PAN) No.

Tax Registration No.: Optionally enter supplier’s business (Sales, VAT, etc.) Tax Registration.

 

-   General

 

Customer Number. (Optional) The number your supplier uses to identify your enterprise. This number appears on the Oracle Purchasing standard purchase order.

 

Number. (Optional) Parent supplier number.

 

Parent Supplier Name. (Optional) Name of supplier's parent enterprise if supplier is a franchise or subsidiary.

 

-   Classification

 

Type. Type of supplier. Use Type to group suppliers for reporting purposes.

Account Payables                                                                                                          .

 

Employee Name. Select the name of an active employee to link an employee to the supplier.

Number. Will be taken as per the options from the Financial Options.

 

One Time. Enable to designate a supplier with whom you do not expect to do repeat business.

 

SIC. Standard Industry Code.

 

Minority Owned. The minority group if the supplier is a minority- owned business. You enter minority group codes for this list of values in the Oracle Purchasing Lookups window.

 

Number. Employee number of the employee you have associated with the supplier record.

 

 

Small Business. Check if supplier is small enterprises.

 

Woman Owned. Check if supplier business is owned by women.

 

-   Accounting

 

Supplier accounting values default to all new supplier sites you enter for the supplier.

 

If you use the Multiple Organization Support feature, you can enter a value in this field only at the supplier site level.

 

Distribution Set. Enter Default Distribution Set for all invoices entered for the supplier site.

 

Liability. Change the Liability Account and description for a supplier site's invoices specifically otherwise can continue with the values defaulted from the Financials option for the Liability Account.

 

Prepayment. The supplier default for this field is the Financials option for the Prepayment account. This default can be overridden.

 

Future Dated Payment. If you use future dated payments, enter the future dated payment account you want to use.

 

 

-   Control

Account Payables                                                                                                          .

 

Invoice Tolerance.(Supplier Site level only). Use the Invoice Tolerances window to define the matching and tax tolerances you want to allow for variances between invoice, purchase order, receipt, and tax information.

 

Invoice Amount Limit. Enter an amount that this supplier’s invoice amount should not exceed.

 

Invoice Match Option. Select whether you want to match invoices to purchase orders or to purchase order receipts.

Purchase Order. Match invoices to purchase order shipments and/or distributions.

Receipts. Match invoices to purchase order receipts.

 

Hold All Payments. Enable if all payments to this Supplier to be held.

 

Hold Unmatched Invoices. Enable if Invoice is not matched with Purchase Order/Receipt at the time of Invoice Validation.

 

Hold Unvalidated Invoices. If enabled, Payables automatically applies a Supplier hold to all unvalidated invoices entered for that site, including any invoices you import.

 

Payment Hold Reason. The reason you are applying an invoice hold to an invoice.

 

 

-   Payment

 

All supplier payment values default to new supplier sites you enter. Supplier site values default to invoices. You can override any payment defaults during supplier site entry, except Allow Interest Invoices, which does not display in the Supplier Sites window.

 

The defaults in the Supplier Payment region come from the defaults you enter in the Financials Options window, except the default for Pay Group and Allow Interest Invoices, which come from the Payables Options window, and the default for Exclude Freight From Discount, which is always No.

 

Terms. Payment terms used to schedule payments for an invoice. The system uses payment terms to automatically calculate due dates, discount dates, and discount amounts for each invoice you enter.

Pay Group. Pay Group assigned to a supplier.

Payment Priority. A number, between 1 (high) and 99 (low), which represents the priority of payment.

Remittance E-mail.(Site Level only). The destination e-mail address for remittance information.

 

Invoice Currency. The supplier invoice currency.

Account Payables                                                                                                          .

 

Payment Currency. Same as above invoice currency. Change may require when Invoice currency is associated with EURO.

 

Terms Date Basis. Date from which Payables calculates a scheduled payment for a supplier. The default is one of the following Payables option you defined for Terms Date Basis.

System / Goods Received / Invoice / Invoice Received

 

Pay Date Basis. The Pay Date Basis for a supplier determines the pay date for a supplier's invoices.

Due / Discount

 

Payment Method. The method you use most frequently to pay this supplier's invoices: Check. You can pay with a manual payment, a Quick payment, or in a payment batch.

Electronic. Pay electronic payments either through the e-Commerce Gateway, or by delivering a payment batch file to your bank.

Wire. Manually record an external wire transfer of funds between your bank and your supplier's bank.

Clearing. Record invoice payments to internal suppliers.

 

Always Take Discount. Enable this option to have Payables always take an available discount for a supplier, regardless of when you pay the invoice.

 

Exclude Freight From Discount. If this option is enabled for an invoice, Payables automatically subtracts the freight amount entered on the invoice header from the invoice amount when calculating the invoice amount subject to discount.

 

Allow Interest Invoices.(Header Level only) If this option is enabled, Payables calculates interest for the supplier's overdue invoices and creates corresponding interest invoices when you pay the overdue invoices.

 

Attention AR.(Site Level only) Enable to have "Attention Accounts Receivable" printed on your checks immediately below the supplier site name and before the address if your payment formatting program allows it. Payables also prints this legend on your supplier mailing labels.

 

Pay Alone. If this option is enabled for an invoice, Payables creates a separate payment for each invoice.

 

Bank Charge Bearer. Indicate whether you or your supplier pays bank charges for electronic payments. If your supplier pays, indicate whether your supplier uses the standard or negotiated rate. This information is used in the Define Bank Charges window. See: Bank Charges. This field is not visible if you do not enable the Use Bank Charges Payables option.

Account Payables                                                                                                          .

 

Internal. You pay bank charges.

Supplier/Negotiated. Your supplier pays bank charges at a negotiated rate. Supplier/Standard. Your supplier pays bank charges at a standard rate.

 

- Bank Accounts

 

Use this region to record the supplier bank accounts that your suppliers and supplier sites use for electronic payment transactions.

 

EDI (Electronic Data Interchange)

 

If you pay this supplier with electronic payments, enter the following information for your supplier.

 

EDI Location.(only at the supplier site). Electronic Data Interchange (EDI) location code for this supplier site.

 

EDI ID Number. This field is used only by Oracle Energy, if you have installed it, and it appears only at the supplier site.

 

Payment Method. How the electronic payment will be made.

 

Payment Format. Indicates type of information being transmitted with the funds if the Payment Method is ACH.

This field is enterable only if you select ACH in the Payment Method field.

 

Remittance Method. Party responsible for sending the remittance advice to the payee.

 

Remittance Instruction. Text of specific wire or other electronic payment instructions for an intermediary or recipient financial institution (optional).

 

Transaction Handling. Standard EDI transaction code (ANSI ASC X12) designating the action to be taken by all parties.

 

C.  Payment Accompanies Remittance Advice.

 

D.  Make Payment Only.

I. Remittance Information Only.

 

U. Split Payment and Remittance.

 

Z.  Other Handling.

 

-   Invoice Tax Code.

Account Payables                                                                                                          .

 

Tax code or tax group that represents the tax charges you generally receive on invoices from a supplier.

 

Use Offset Taxes. You can use offset taxes to record taxes on invoices while offsetting the tax liability. You can associate offset taxes with sales or user-defined taxes in the Tax Codes window.

 

Automatic Calculation

Calculation Level. Select the level at which you want Payables to automatically calculate tax for this supplier or supplier site.

 

Header. Automatically calculate the tax amount and create tax distributions based on the Invoice Amount and Tax Code in the Invoices window.

 

Line. Automatically create tax distributions based on the Distribution Amount, Tax Code, and Includes Tax check box in the Distributions window. Calculate amounts at the line level.

 

Tax Code. Automatically create tax distributions based on the Distribution Amount, Tax Code, and Includes Tax check box in the Distributions window. Calculate amounts at the tax code level.

 

None. Disable automatic tax calculation for this supplier or supplier site.

 

Allow Calculation Level Override. This field applies to the Calculation Level for tax.

 

Rounding Rule. If you use automatic tax calculation, select the method for the system to use to round the automatically-calculated tax amount.

 

Up. Round up. For example, round Rs.10.677 to Rs.10.68

 

Down. Round down. For example, round Rs.10.677 to Rs.10.67

 

Nearest. Round to the nearest number, and if the difference between Up and Down is equal, round Up. For example, round Rs.10.677 to Rs.10.68.

 

Distribution Amounts Include Tax. Enable this option if you use automatic tax calculation at the Tax Code or Line level, and you want Payables to subtract the calculated tax from distributions when Payables automatically creates tax distributions.

 

-   Withholding Tax.

Enter withholding tax information for a supplier and supplier site.

Account Payables                                                                                                          .

 

Allow Withholding Tax. Enable to allow withholding taxes for the supplier and supplier site.

Withholding Tax Group. A default withholding Tax Group.

 

 

-   Tax Reporting.

 

Income Tax details of the Supplier who resides in US. (Only At Header Level).

 

Income Tax Reporting Site. (Only At Site Level).

 

Enable check box to select a site as the reporting site for a supplier. This reporting supplier site's address is printed on the 1099 form, and included in the 1099 Electronic Media Payables requires exactly one tax reporting site for each 1099 supplier for income tax reporting purposes.

 

Tax Registration Number. (Only At Site Level).

 

Tax registration number, for example, a supplier's value-added tax (VAT) registration number.

 

-   Purchasing.

 

All supplier purchasing values default to new supplier sites you enter.

 

Ship-To Location. Location where a supplier sends shipments for goods/services.

 

Bill-To Location. Location to which a supplier sends the invoice for goods or services.

 

Ship Via. Freight carrier you use with a supplier.

 

FOB. Free-on-Board (FOB) code for a supplier.

 

Freight Terms. You negotiate freight terms with a supplier to determine whether you or the supplier pays for freight charges on goods you order from a supplier

 

Purchase Order Hold. If you enable this option for a supplier, and you also enable the Enforce Supplier Hold option in the Control region of the Purchasing Options window, then you can create a purchase order for the supplier, but you cannot approve the purchase order. To release this hold, deselect Purchase Order Hold here.

 

Purchasing Hold Reason. Reason you are preventing approval of purchase orders for a supplier.

Account Payables                                                                                                          .

 

Create Debit Memo From RTS Transaction. Enable this option if you want the system to automatically create a debit memo in Payables when you enter a Return To Supplier (RTS) in Purchasing.

 

Transportation Arranged (Only at site level).

 

Country of Origin. Country in which a product was manufactured.

 

Self Billing Region (Only at site level).

 

Enter information in these fields if you have installed Purchasing and use the self-billing features to create invoices on behalf of your suppliers.

.

Pay On. You can enter a value for the Pay On field only if the supplier site is a purchasing site.

Receipt. If you want to use the Pay on Receipt AutoInvoice Program to automatically create invoices based on receipts you enter for this supplier site, enter Receipt.

Alternate Pay Site. Pay site to be used as the supplier site when the system creates self-billing invoices for this supplier

Invoice Summary Level. Enter the level at which you want to consolidate invoices for this supplier site when you submit the Pay on Receipt AutoInvoice Program:

Create Debit Memo From RTS Transaction. Enable this option if you want the ystem to automatically create a debit memo in Payables when you enter a Return To Supplier (RTS) in Purchasing.

Gapless Invoice Numbering. If you enable Gapless Invoice Numbering, then you must also enter a Selling Company Identifier.

Selling Company Identifier.. This is the identifier for the supplier site.

 

-   Receiving (Only at site level)

 

All supplier receiving values default to new purchase orders you enter for a supplier. You can override any receiving defaults during purchase order entry.

 

Enforce Ship-to Location. The value you enter in this field determines whether the receiving location must be the same as the ship-to location:

 

Receipt Routing. Default receipt routing that you assign goods: Direct Delivery, Inspection Required, or Standard Receipt.

 

Match Approval Level. If you use Oracle Payables with Oracle Purchasing or another integrated purchasing product, you can perform online matching of invoices and original purchase orders or purchase order receipts.

Account Payables                                                                                                          .

 

 

Quantity Received Tolerance. Maximum over-receipt tolerance percentage. During receiving, Oracle Purchasing uses the over-receipt tolerance percentage and the over-receipt control action to determine how to handle receipts that exceed the over-receipt tolerance.

 

Quantity Received Exception. How Purchasing handles receipts that exceed the Quantity Received Tolerance: None / Reject / Warning.

 

Days Early/Late Receipt Allowed. Maximum acceptable number of days early/late for receipts.

 

Receipt Date Exception. How Purchasing handles receipts that are earlier or later than the allowed number of days selected. None / Reject / Warning.