ORACLE ERP 11 System solutions AP Accounts Payable

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ORACLE ERP System Solutions

Gold Products Co., Ltd.

AP Accounts payable





Directory

Document Control ......................................................................................................................... ........ 2

Overview....................................................................................................................... ..................................... 5

Accounts Payable System Introduction ... ..... ..... ..... ..... ..... ..... ...... ...... ..... ..... ...... ..... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............ 5

The design of the payment plan ... ..... ..... ..... ..... ...... ...... ...... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............ 6

The establishment of a system for payment of ... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ......... 6

The scope of the payable management ..... ..... ..... ...... ...... ...... ...... ..... ..... ...... ..... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............ 8

Supplier management ... ...... ..... ..... ...... ..... ..... ...... ...... ..... ...... ..... ..... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ......................... 10

Supplier structure ... ..... ..... ..... ..... ...... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 10

Supplier code ... ..... ...... ..... ..... ..... ...... ...... ...... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 10

Vendor Properties ... ...... ..... ..... ..... ..... ...... ...... ..... ...... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 11

Deal with Invoice management ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ..................... 12

Invoice number Management ... ...... ..... ...... ...... ...... ...... ...... ....... ...... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............. 12

There is the management of purchase order invoices ... ..... ..... ...... ...... ...... ...... ..... ..... ..... ..... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... 12

No management of purchase order invoices ... ..... ..... ..... ..... ...... ..... ..... ..... ...... ..... ..... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... 16

Other payment documents to manage ... ..... ..... ..... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ....... 17

It is important to note ..... ....... ..... ..... ..... ....... ..... ...... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .................... 17

The management of the invoice tax ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............. 17

The management of invoice freight ... ...... ..... ..... ..... ...... ..... ..... ...... ..... ...... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .......... 18

Expense reimbursement management ..... ..... ..... ..... ..... ...... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ..................... 19

The expense of a one-time purchase ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ....... 19

Travel expenses and other reimbursement management ..... ..... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ....... 19

Analyze the pros and cons of ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .................... 20

Invoice to adjust the business management ..... ..... ..... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............... 21st

The invoice is adjusting ... ....... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 21st

Invoice Negative Adjustment ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 21st

Bank Account Management ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ..................... 22

Bank Account Management ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............. 22

Bank Document Management ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............. 23

Payment management ... ..... ..... ..... ..... ...... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............................ 25

Payment Method Management ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............. 25

Payment management ... ..... ..... ..... ..... ...... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .................... 25

Advance Payment management ... ..... ..... ..... ..... ..... ...... ..... ..... ...... ..... ...... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ......................... 26

Advance Payment application ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 26

Advance payment of ... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 26

Advance the write-off of ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 27

Special Business Management ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ..................... 29

A temporary assessment of the business ........... ....... ............... ........ ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .................... 29

To be amortized and to advance ......... ......... ............... ........ ..... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ................. 29

Petty cash Management ..... ..... ..... ...... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................. 30

Aging analysis ......... ........ ....... ............... ........ ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............................ 31

The aging period ............ ......... ............... ........ ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .................... 31

Aging analysis ......... ........ ....... ............... ........ ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .................... 31

Query and Report ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ......................... 32

Query function ... ..... ..... ..... ...... ..... ...... ....... ....... ...... ...... ..... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .................... 32

Report features ... ...... ..... ..... ..... ..... ...... ...... ...... ..... ...... ...... ..... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... .................... 32

The payment should be integrated with the general Ledger ... ..... ..... ..... ..... ..... ...... ...... ...... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............... 34

Management of AP Posting ... ..... ..... ..... ..... ..... ..... ...... ...... ..... ..... ...... ..... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............. 34

The management of AP Voucher ... ..... ..... ..... ..... ...... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ............. 34

AP Accounting Period ... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ...... ... ..... ....... ...... ..... ..... ..... ..... ..... ..... ..... ..... ..... ..... ... ................... 34

Open and Closed Issues for this deliverable .............................................................................. 36

Open Issues ......................................................................................................................... .......... 36

Closed Issues ......................................................................................................................... ....... 36


Overview
This document is Shanghai Han's computer System Co., Ltd.?? The Group ERP project implementation team on the basis of detailed investigation and demand analysis of the MKL payables business, according to the The management characteristics of the company's domestic and Hong Kong Companies ' payables Services provide a system solution.

This document is based on a business survey of MKL, taking into account the current business situation of MKL and the need for future business development, combining the features of Oracle systems.

This document is derived from the research document and will serve as a basis for setting up documents and manipulating documents.

This document belongs to?? Group and Shanghai Han-owned company in common.



Reference documentation for this document includes:

This report is governed by the GL General Ledger solution and the MKL Group organization System Solution, adheres to the common definition of GL General Ledger and complies with the requirements of the MKL group's organizational system (multi-organization) solution when dealing with inter-organization transactions.


Account Payable System Introduction
The Oracle Accounts Payable management system is a financial module dedicated to invoice and payment management in Oracle application, and the main features of the system include:

Supplier management. The supplier information of the payment module and the purchasing module can define different payment methods for different suppliers and their classifications, and can control the suppliers, such as supplier approval, pending, maximum payment amount control.

Bank Management. Can be a bank account, payment documents, etc. to implement a clear management.

Invoice Management. Oracle Payables Systems can manage purchase invoices, non-purchase invoices, red-letter invoices, and other various payment vouchers, and can also handle business such as employee expense reimbursement, petty expense expenses, etc.

Payment management. The payment management system can deal with checks, cash, wire transfers and other methods of payment management accounting.

Queries and reports. Oracle Accounts Payable system provides a powerful query function, able to timely query invoice transactions and payment conditions, can query the vendor balance online, powerful report function can meet the aging analysis and other management needs.

System integration. AP module is a financial sub module, and Gl,fa,po,ce and other modules have a high degree of integration.


Design of the payment plan
MKL each subsidiary has different management characteristics, this document is designed to fully utilize the company's management of the common, but also fully consider the different needs of each company, as far as possible on a unified basis to design a set of suitable for each company's program.
Design basis of system implementation plan
The design of this program is based on:?? The group's business status and future management requirements, as well as the capabilities of the Oracle Payables Management System.
Design principles of system implementation plan
To ensure the system design process in the actual business is feasible, the system operability, business process correctness and reliability, business management continuity.

To ensure the simplicity of the process, mainly business. The process of secondary business should be as simple as possible.

Ensure that the design process is feasible on the Oracle system, taking into account the feasibility of Oracle system functionality implementation.

Ensure the security and efficiency of the system. Ensure the internal operation of the system to ensure the efficient operation of the system.


Establishment of payment system based on the organizational arrangements
U set up the payment system according to the subsidiary company, namely Dongguan, Heyuan, Guangzhou, Shanghai 、???? Steel and???? Hardware according to the company to set up a corporation for the operating unit of the payment management system. Companies in the unified payment accounting system and the sharing of a large number of information, in strict accordance with the legal entity to distinguish between the company's business and accounting scope, to avoid the MKL group of different companies in the business of mutual interference and confusion. Changan?? Its procurement business is mainly to the group's procurement, payment can be carried out through the internal transactions, accounts payable can be relatively simple.

U-Payables modules are centrally managed and maintained by the Finance Department, including invoices payable, payment and other business by the financial department in the AP processing, purchasing department responsible for the maintenance and management of supplier information, other departments in line with the partial use of cash payment of the procurement business, the buyer after payment will be invoices to the financial department to do the account.
Responsibility for the Payment management system
Set up the following positions/responsibilities in the Payables Management system, based on the business development and status of the MKL, taking into account future business needs.

Post

Affiliated Department

Main responsibilities

Accounting payable

Accounting department

Mainly responsible for the system of invoices payable input/query, payable to the General ledger posting, mainly due to the report and aging analysis report generation, collection and collation.

payable to Cashier

Accounting department

Mainly responsible for the day-to-day operation of the system, bank information maintenance and payment related report generation, collection and collation.

Supplier management

Purchasing Department

Be responsible for the input, maintenance and management of the supplier's information in the system, inquire the supplier balance and report on the supplier management.

Coping Management

Computer Department

Responsible for the maintenance of Oracle Payables Management system, including end-user day-to-day problem solving, AP basic settings, System data maintenance and accounting period maintenance, as well as part of the Accounts Payable report Development Business.

Audit payable

Accounting department

Responsible for invoice review, invoice/payment adjustment, Daily invoice/Payment inquiry, review/approval operation and report management.


Target of the system of payment payable
Based on the results of the research on the MKL business, the development needs of future business are considered synthetically. The main invoices payable/payment management from the General ledger management system, in the management system to implement a clear management, the general ledger and the relative separation of the ledger, in the Division of labor and the general ledger management system to maintain a high degree of integration,?? The general ledger of each subsidiary is integrated with its corresponding AP to ensure the consistency and completeness of the general ledger and the accounting information.

U for the payment of invoices payable to achieve a standardized control, distinguish between purchase invoices, fixed assets invoices, cost invoices, other payment documents and staff expense claims are different management system, strict control of the outflow of funds, to ensure the financial information and physical information consistency and integrity.

U set up a relatively independent payment management system, carry out accurate and timely accounting, maintenance and management of supplier management, invoice management, payment management and other daily business, meet the needs of internal management, especially in strict accordance with the principle of accrual basis, accurately and timely confirm the debt, accurately judge the capital flow of enterprises.
General ledger base for payment management
According to the corporate companies to establish their respective payment management system.

The Mkl_ml_book of the domestic company's payable module account set Selection

Hong Kong Company's payable module account set Selection Mkl_hk_book

The accounting period for the Accounts Payable module is set up according to the General ledger fiscal period.

The domestic company fiscal year is the Gregorian calendar year, from January 1 to December 31 of each year.

The Hong Kong company's fiscal year is based on the company's financial year from April 1 to March 31 of the year.

The Mkl_ml_book and Mkl_hk_book accounting periods are separately managed, requiring two GL General ledger system administrators to open the accounting period after the monthly general ledger accounting period is opened at the beginning of each month, prior to closing last month's General ledger accounting period.




Payable Management scope
The business of due payment, depending on the amount and importance of the total business, need to define is in the Accounts Payable module management System Accounting, or directly in the general Ledger accounting processing, in order to ensure the uniform specification of the business needs to determine the AP or GL in different systems to manage the business scope, and as the company's business development, This division can also be adjusted.
Criteria for incorporating the management of the Payables Management system
U importance principle. Because the advantage of Sub module management is fine, the disadvantage is complex, so under normal circumstances, for the operation and management of MKL has important impact on the large amount of the payable business, priority into the payment management system for clear management and accounting, such as vendor purchase payment.

U practical principle. Compared to standard business, in the management of the sub module will appear more relaxed, the effect of management is also very obvious, non-standard business, you need to make a certain degree of flexibility to match the function of the system, so in the sub-module management difficulty is relatively large, the effect is greatly reduced.

U principle of simplicity. For the day-to-day operation of the amount of small, detailed management does not have a special meaning of the business, in order to easily and quickly business processing, you can directly in the general ledger for voucher input.



According to us, for the?? Group Business Research results, and in consultation with the financial department on the basis of advice, we recommend?? The following business of the group shall be accounted for in the management system of Payables:

Maintenance and management of vendor (transactional and employee) information

Maintenance and management of bank account/Bank Document information

Raw Material Purchase Invoice management

Management of purchase invoices for fixed assets

Other Expense class purchase invoice management

Management of sporadic purchase invoices

Other payment voucher Management

Staff expense reimbursement management (optional, recommended in GL Processing)

Payment Management for vendor invoices

Management of employee reimbursement payments (optional, recommended in GL Processing,)

Other payment management

Prepayment Management

Management of the interim assessment

Business Management for amortization

Pre-proposed business management

Supplier inquiries, aging analysis and other report management


Supplier management
In the Oracle Payables Management System, the scope of the vendor includes a wide range, in general, the object that we want to bear debt or make payment, can be managed as a supplier. Therefore, the main suppliers include three categories:

Vendor/employee/Tax Authorities (Government) classes can be added according to the actual business needs.




Vendor structure
In Oracle systems, vendor information is divided into two levels: the header layer (head) and the address layer.

The supplier title layer is shared among different companies, that is, if the Dongguan company enters a new supplier, it can also see the new supplier header information in Heyuan. So for a supplier to follow at the same time? Several subsidiaries of the group have business dealings, which can be entered into by any one of the companies, and other companies can share this information so that the same vendor will not repeat the input in the system.

The vendor address layer is shielded from each other between companies, and the vendor address layer is considered to be the same as the The specific company that carries on the transaction, therefore for the same supplier concurrently with?? The different subsidiaries of the group also have business dealings, which need to be maintained in the address layer of the suppliers in the AP of different subsidiaries respectively. If a different branch office (a dependent legal entity) exists for the same vendor, you need to enter each branch office as a different vendor address in the vendor address.

For an employee class vendor, the basic information such as employee name is entered in the header row, and the address in the employee vendor's address information is unified to the office.




Vendor Code
Unified supplier code, for different suppliers to specify a different code, the code will be the supplier query, management and report on the operation of the important basis for easy and efficient operation of the business process.
Vendor-Coded Solutions
U specify a unique encoding for each vendor.

1, specify a unique encoding for the independent vendor.

2, for the company and the nature of the company's suppliers, such as a supplier of different branches (independent legal persons), the head office to define a unique code, different branches as a different supplier location for a clear management.

3, for the group and its independent legal entity of the subsidiary nature of the supplier, respectively, each independent legal entity of the subsidiary to define a unique supplier code.

4, for a large number of one-time procurement suppliers, especially the small amount of one-time suppliers, in the AP system management is not significant, in order to reduce the burden of maintenance of suppliers, all the miscellaneous suppliers can be considered as a virtual supplier management, without the need to enter the separate suppliers of the clear management.

U supplier codes are encoded by manual encoding, which is composed of letters or/and numbers.

U supplier Code is divided into 3 parts, a total of 5-bit characters. is country code, company code, CIS serial number.

Country numbers represent a country by a letter, defining corresponding country-specific relationships.

The company code is based on the phonetic initials of the supplier name, expressed in one letter.

The order number is three digits.
Employee Class Vendor Code
U define a unique vendor code for each employee vendor.

Define a unique vendor address encoding for each employee vendor.

U Employee supplier Code is encoded by manual encoding, which is composed of letters or/and numbers.

Employee-type supplier code adopts the code scheme of personnel attendance system.

The management of employees as suppliers is based on the provision of labour services by employees, the main management of payroll payments and reimbursement of expenses, which are managed in the MKL system for the use of specialized personnel attendance systems, to streamline AP operations, salary payments and expense reimbursement proposals in General Ledger Gl.


Vendor Properties
Because the vendor header information is shared, and address information is shielded, so the information proposed in the supplier title by the group purchasing Department in the organization of Dongguan company to maintain, other companies can not modify or add the supplier's title information, and the address of the relevant information by the respective subsidiaries of the maintenance and management, In fact, press?? The current group procurement process, the management of suppliers is basically maintained by the Group Procurement Department.
Vendor Management Properties
Oracle Accounts Payable management system can classify suppliers, such as according to industry characteristics, enterprise size, credit limit, etc., to meet the needs of inquiries and statistics.

I can define different payment methods for different suppliers and classifications and give different payment priority. Can carry on the credit control to the supplier, if the supplier hangs, the maximum payment amount control and so on.

L Financial information, can be defined for different suppliers and addresses separate default account and prepayment account, or different invoice accounting account allocation set, speed up the speed of payment input, reduce the possibility of error. You can also specify information such as the calculation of taxes, the default currency for invoices, and payments for vendors.

L physical information, for each supplier location can be designated shipping destinations and open a single destination, designated location for the purpose of use, including whether to open a single, whether the procurement and so on.
To keep Trace records in the system, Oracle does not allow the deletion of the vendor, but it can invalidate a vendor or a location of the vendor based on the actual business needs.