Payables & Cash Management

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Topic

    Tim Welsh
    AP Implementation data loading
    Topic posted March 4, 2016 by Tim WelshBlue Ribbon: 750+ Points, last edited January 30, 2019, tagged General Ledger, Payables 
    220 Views, 2 Comments
    Title:
    AP Implementation data loading
    Summary:
    AP Implementation data loading - searching for quick method that keeps 1099's accurate
    Content:

    What have others done after cutting over to Oracle from a previous system mid-year in regards to entering AP data to bring balance up to date?  What is the preferred method or method used by large institutions?  We are weighing entering invoice by invoice (via spreadsheet) and making payments from a dummy account or entering journals.  Our concern with journals is we need to make sure 1099's will be accurate by end of year so entering invoices sounds like our only choice.  We have a high number of invoices and low staff so I'm searching for options others have used. 

    Comment

     

    • Uma Pachipala

      Tim,

      Migrating open invoices will get your balances reconciled. If they are already accounted and taxed in your legacy system, it requires an additional action of reversing both accounting and tax.

      I am from Australia and we do not use 1099 here. I just googled for it. My limited understanding is "you require to report to legislative authorities on all invoices for the financial year"  

      Assuming my understanding here is correct, here is my thinking loud

      (1) report out of 2 systems. 

          (a) Extract the closed invoice data from legacy system before it cuts off and keep it in excel

          (b) migrate the open invoices to fusion

          (c) Report from fusion to excel

          (d) merge with data from (a)

      (2) Migrate closed as $0 invoices

           (a) Migrate closed invoice with all details with $0 amounts. Original header and line amounts are migrated with DFF attributes

           (b) Develop a custom BI report to report using attribute fields for closed and actual fields for the rest

       

      Hope that helps.

      Uma

    • Becky Alvarez

      Tim,

      Companies have done one of these conversion options, depending on resources, desire for accurate payment history, etc.

      The first option is based on the company not interested in bringing in procurement or exact payment information (actual check number or payment method) but just wants the invoice and payment history. If you have included the invoice and payment journal entries in the GL as part of the GL conversion, once accounting is run for these invoices you will need to reverse the entries.  Note, that the invoices only need to be validated prior to payment.

      1. Export all relevant invoices from legacy system in a .csv, or flat file format
      2. Convert or 'massage the data' and copy to a flat file that can be imported using AP Open Interface
      3. Import the invoices using AP Open Interface
      4. Validate invoices
      5. Pay invoices via check run as that is the quickest and easiest way to flag the invoices as paid without having to generate output.
      6. Account
      7. Reverse GL entries

      The other option is pretty much what Uma mentioned where you report out of the 2 systems.  If the legacy system supports 1099 reporting and I am assuming they do.  Then just import in the open invoices and then either when year end comes, if the legacy system is available, you generate the 1099's from the legacy system and from the Oracle system and either merge or deliver the two, if acceptable.

      That is the only options I have seen executed.