Follow the steps in the following chart to set up your Payables system. The chart shows you where to read in detail about the setup step. The Window Name(s) column shows you in which window(s) you perform the step, and if the window is available only if you use a specific responsibility or product. The Required column shows you if the step is required, optional, required with defaults, or conditionally required.
If you use this chart in online help, then you can easily access any documentation in other books by using hypertext links
Attention: If you use the Oracle Applications Multiple Organization Support feature to use multiple ledgers for one Payables installation, read the Oracle E-Business Suite Multiple Organizations Implementation Guide before proceeding.
Attention: If you use the Reporting Currencies feature to record transactions in more than one currency, read the Oracle E-Business Suite Multiple Organizations Implementation Guide before proceeding.
For more information, see: Oracle Financials Implementation Guide.
The setup steps in this chapter tell you how to implement the parts of Oracle Applications specific to Oracle Payables.
You need to complete several setup steps, including:
performing systemwide setup tasks such as configuring concurrent managers and printers
managing security, which includes setting up responsibilities to allow access to a specific operating unit and assigning individual users to one or more of these responsibilities
For more information, see: Overview of Function Security, Oracle E-Business Suite System Administrator's Guide Documentation Set.
Also, if your product uses Oracle Workflow, for example, to manage your invoice approval process, you need to set up Oracle Workflow.
For more information, see: Oracle Workflow User's Guide.
If you have upgraded from a previous release of Payables, review Oracle Financials and Oracle Procurement Functional Upgrade for information on new and changed features. Consult the Oracle E-Business Suite Upgrade Guide: Release 11i to Release 12 for details on how to upgrade.
The following table shows the common applications setup steps that you need to complete when you set up Payables. For more information, see: Common Applications, Oracle Financials Implementation Guide.
| Step Number | Required? | Applications Setup Step Description | Window Name(s) |
|---|---|---|---|
| Step 1 | Required | Create application user sign-ons and passwords. See: Users Window. | System Administrator responsibility: Users Oracle E-Business Suite System Administrator's Guide |
| Step 2 | Required | Define your chart of accounts. See: Defining Your Chart of Accounts, and Defining Your Account Structure | General Ledger: multiple windows |
| Step 3 | Optional | Define descriptive flexfields. The structure of the Descriptive Flexfields (datatypes, value sets) should be consistent among windows that share flexfield information. For example, flexfields in the Quick Invoices, Distributions Sets, Invoices, and Distributions windows must all have the same structure to work properly. See: Defining Descriptive Flexfields. | System Administrator responsibility: multiple windows |
| Step 4 | Optional | Enable currencies that you plan to use. See: Currencies Window. | Currencies |
| Step 5 | Optional | If you want to enter foreign currency transactions, define additional rate types, and enter your daily rates. See: Defining Conversion Rate Types, Entering Daily Rates, and Foreign Currency Transactions. | General Ledger: 1) Conversion Rate Types and 2) Daily Rates |
| Step 6 | Required | Define your accounting period types and accounting calendar periods. See: Defining Period Types, and Defining Calendars. | 1) Period Types and 2) Accounting Calendar |
| Step 7 | Required | Define a ledger. Specify a ledger name and assign it a calendar, ledger currency, and a chart of accounts structure. See: Defining Ledger Sets. | (Define) Ledger Sets |
| Step 8 | Required | After choosing your ledger, use the Application Developer responsibility to set the SET_OF_BOOKS_ID profile option to Updateable. See: Overview of User Profiles, and Setting User Profile Options | Application Developer responsibility: Profiles |
| Step 9 | Required | After choosing your ledger, use the System Administrator responsibility to set the GL: Data Access Set profile option. If you are not using multiple organizations feature, set the option for the Oracle Payables application. If you are using multiple organizations feature, set the option for each unique combination of organization and responsibility. See: Overview of User Profiles, and Setting User Profile Options. | System Administrator responsibility: System Profile Values |
The following table shows the Financials setup steps that you need to complete when you set up Payables. For more information, see: Financial Common, Oracle Financials Implementation Guide.
| Step Number | Required? | Financials Setup Step Description | Window Name(s) |
|---|---|---|---|
| Step 1 | Required with Defaults | Define Payables Lookups. See: Lookups. | Oracle Payables Lookups |
| Step 2 | Required with Defaults | Define Purchasing Lookups. See: Defining Lookup Codes, Oracle Purchasing User Guide. | Oracle Purchasing Lookups |
| Step 3 | Optional | Define distribution sets. You can use a distribution set to automatically enter distributions for an invoice. If you use Multiple Organization Support, perform this step for each organization. See: Distribution Sets. | Distribution Sets |
| Step 4 | Optional | If you use Payables to enter employees in your enterprise, enter employee lookups. See: Adding Lookup Types and Values. | Oracle Human Resources Lookups |
| Step 5 | Required | Enter locations. See: Setting Up Locations. | Location |
| Step 6 | Conditionally Required | Enter employees. If you have Oracle Human Resources installed, use the People window. See: Enter a New Person. | People or Enter Person |
| Step 7 | Conditionally Required | If Oracle Inventory or Oracle Purchasing is installed, you must define at least one Inventory Organization before defining Financials Options. See: Creating an Organization. | Inventory: Organization |
| Step 8 | Required with Defaults | Define payment programs. | Automatic Payment Programs |
| Step 9 | Optional | Update country and territory information, and assign flexible address formats. See: Countries and Territories, and Flexible Addresses. | Countries and Territories |
| Step 10 | Optional | Implement sequential voucher numbering. See: Implementing Sequential Voucher Numbering. | System Administrator responsibility: multiple windows |
| Step 11 | Optional | Implement Budgetary Control in General Ledger. See: Setting Up Budgetary Control. | General Ledger: multiple windows |
| Step 12 | Required | Set Up Taxes. See: Setting Up Taxes in Oracle E-Business Tax | E-Business Tax: multiple windows |
The following table shows the setup steps you need to complete in Payables. For more information, see: Financial Common and Product, , Oracle Financials Implementation Guide.
Attention: Carefully consider your implementation options. Some settings are irrecoverable.
| Step Number | Required? | Payables Setup Step Description | Window Name(s) |
|---|---|---|---|
| Step 1 | Required | Install or upgrade Payables. See: Oracle E-Business Suite Installation Guide: Using Rapid Install, or Oracle E-Business Suite Upgrade Guide: Release 11i to Release 12. | |
| Step 2 | Required | Select your primary ledger. If you use Multiple Organization Support, perform this step for each organization. See: Choosing a Ledger. | Choose Ledgers |
| Step 3 | Required | Use the System Administrator responsibility to assign your ledger to a responsibility. See: Function Security in Payables. | System Administrator responsibility: Responsibilities |
| Step 4 | Optional | Set profile options. See: Profile Options in Payables. | System Administrator responsibility: System Profile Values |
| Step 5 | Required | Define Financials options. If you use Multiple Organization Support, perform this step for each organization. See: Financials Options. | Financials Options |
| Step 6 | Required | Define Payables System Setup options. See: Payables System Setup. | Payables System Setup |
| Step 7 | Required | Define Payables options. If you use Multiple Organization Support, perform this step for each organization. See: Payables Options. | Payables Options |
| Step 8 | Optional | Define special calendars for key indicators, recurring invoices, payment terms and withholding tax. See: Special Calendar. | Special Calendars |
| Step 9 | Required | Define your payment terms. See: Payment Terms. | Payment Terms |
| Step 10 | Conditionally Required | If you plan to use automatic withholding tax, define Tax Authority type suppliers. You must do this before defining tax codes and tax groups. If you use Multiple Organization Support, set up Supplier Sites for Tax Authority type suppliers for each organization. See: Entering Supplier Information. | Suppliers |
| Step 11 | Required | Define banks, bank transmission details, and bank accounts. If you use Multiple Organization Support, perform this step for each organization. See: Bank Account Model Overview, Oracle Cash Management User's Guide. | Banks |
| Step 12 | Conditionally Required | Define Suppliers. If you use Multiple Organization Support, set up Supplier Sites for each organization. See: Entering Supplier Information. | Suppliers |
| Step 13 | Optional | Define request sets. See: Defining Request Sets, Oracle E-Business Suite User's Guide. | Request Set |
| Step 14 | Conditionally Required | Assign Reporting Ledger. If you use Multiple Organization Support, perform this step for each organization. | Assign Reporting Ledger |
| Step 15 | Optional | Define your purchase order matching tolerances. If you use Multiple Organization Support, perform this step for each organization. See: Invoice Tolerances. | Invoice Tolerances |
| Step 16 | Required with Defaults | Define invoice hold and release names. You use these codes to apply and release holds from invoices. See: Invoice Hold and Release Names. | Invoice Hold and Release Names |
| Step 17 | Optional | If you want to use Automatic Interest Calculation, define payment interest rates. See: Interest Rates. | Payment Interest Rates |
| Step 18 | Optional | If you want to use Payables or Oracle Internet Expenses to enter employee expense reports, create templates for entering expense reports. If you use Multiple Organization Support, perform this step for each organization. See: Defining Expense Report Templates, Oracle Internet Expenses Implementation and Administration Guide. | Expense Report Templates |
| Step 19 | Optional | If you use automatic withholding tax, define tax codes and withholding tax groups. If you use Multiple Organization Support, perform this step for each organization. See: Tax Codes, Withholding Tax Groups, and Setting Up Withholding Tax. | 1) Tax Codes and 2) Withholding Tax Groups |
| Step 20 | Optional | Define withholding tax certificates and exceptions. If you use Multiple Organization Support, perform this step for each organization. See: Withholding Tax Certificates and Exceptions. | Withholding Tax Certificates and Exceptions |
| Step 21 | Conditionally Required | Define one or more reporting entities for your organization for income tax reporting. If you use Multiple Organization Support, perform this step for each organization. See: Reporting Entities. | Reporting Entity |
| Step 22 | Conditionally Required with Defaults | Define additional United States 1099 income tax regions. See: Income Tax Regions. | Income Tax Regions |
| Step 23 | Optional | Define any additional payment formats. See: Setting Up Formats. Note: If you plan to define foreign currency or multiple currency payment formats, you must first enable the Allow Multiple Currencies Payables option in the Payables Options window. See: Currency Payables Options. | Payment Formats |
| Step 24 | Required | Open your Payables accounting period. See: Controlling the Status of Payables Periods. | Control Payables Periods |
| Step 25 | Optional | Define the format for the Invoice Aging Report. See: Aging Periods. | Aging Periods |
| Step 26 | Required | Set up Print Styles and Drivers for the Supplier Mailing Labels Report. See: Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report. | System Administrator Responsibility: multiple windows |
| Step 27 | Optional | If you use credit cards or procurement cards, then set up credit card programs. See: Setting Up Credit Card Programs | multiple |
| Step 28 | Optional | If you want to use the Invoice Approval Workflow to automate your approval process then enable the feature and set up the workflow. See: Invoice Approval Workflow Overview and Setting Up Invoice Approval Workflow | multiple |
For information on setting up Subledger Accounting, see Subledger Accounting Options Setup Overview.
Other Sources
Overview of Oracle iSupplier Portal, Oracle iSupplier Portal User's Guide