Payables & Cash Management

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  • Greg White

    Here is what we have done:

    We enter the  invoices into AP using the specific vendor on each invoice except for small incidental invoices that we don’t really care to track by vendor (like Lowes, Home Depot, etc).  Invoices are coded to expense just like any other invoice.   We isolate them in the system with a different payment priority than our normal vendor payments.   These invoices can be entered throughout the month as we have the invoices and we know they have been identified as paid by credit card.  You could set up a payment method as credit card clearing if you wanted to.  For the small incidental charges we don’t want to track by supplier, we enter those under the credit card vendor we pay the credit card bill to and code those items to the various expense accounts.  When we get the credit card bill to pay, we match all the items we have entered under the various suppliers and the credit card supplier up to the bill and then do a payment process request using a bank we set up as a clearing bank (we set up a cash clearing bank by using one of our normal banks and account number 99999 and have this going to a clearing GL account.  The payment will DR Trade Payables and CR the clearing account.  We then enter the credit card bill under the credit card supplier and code it to the clearing GL account we used on the payment and pay the credit card supplier as normal.  The “expense coding” on the credit card bill clears the payment of all the various invoices we paid in the payment process request using our cash clearing bank – DR clearing account and CR Trade Payables.

     

    Hope that helps.

  • John Gunja

    Following!

    We are about to start our cloud journey and very keen on hearing the response on this.

    We have multiple BUs and each BU has multiple LEs. Our payables is centralized for all BUs and we receive around 1000(mail+email) invoices a day.

    Any feedback/suggestion is much appreciated.Thanks.

  • Angelo Cretella

    Can you provide some stats around how many invoices you are processing and how many distribution sets you have?  

  • *** Eshwar Shaila

    Hi Julien,

    I think this might help.

    Just a thought,

    We were planning to replicate the Supplier Site data into Lookups, then copy this info from Lookups to Payables via DFFs. But then your suggestion might get us want we want and can convince our client.

    Thank you,

    Regards,

    *** E S

  • Julien Dubouis

    Hi Eshwar,


    I don't think it is possible to inherit DFF from supplier site to be visible in AP. However, I had the same kind of requirement (get a specific code for some Russian suppliers) and a workaround we found was to create a customized address format and enter this information at address level. The address is displayed as a non-editable field under the site if you expand the header on the AP invoice.

    Best regards,
    Julien

  • Julien Dubouis

    Hi Ashok,
    If you want to use SLA, I assume the code combinations and the percentages are already known. Why don't you use the Distribution Sets from Payables ? You can split one line in 10 distributions with that and you can even put them on the supplier site assignment if it is more practical for user entry. The task to create them is "Manage Distribution Sets".

    Best regards

  • Andy Cleary

    Thank you Shailendra, I have sent you a PM

  • Shailendra Agarwal

    If it is amount based PO, then scanned invoice created will be a single consolidated line with amount net of all the lines on the image file. It could be that you are missing some configuration in the environment you are testing. Please log an SR and drop me an email with SR# and I will get the configuration updated. Thanks.

  • Julien Dubouis

    Hi Aruna,

    What you can do, as it is a very simple OTBI, is:
    1) Go to Reports and Analytics and take Payables - Transactions Real Time
    2) Select your three columns Calendar Month Code, Invoice ID (modify to get it as count(***)), Validation Status
    3) Put them in a table
    4) Go directly to "Sort and Filter" step to filter out all the Validation Status = 'Canceled'
    5) Come back to the table and Exclude from the table the Validation Status. You can verify that the Canceled invoices count does not appear anymore, and you don't have a split per invoice status.

    I tested and it works well for my customer.

    Best regards,
    Julien

  • Jayaganesh Alagirisamy

    Thanks for the reply Farhan!

  • Sathyaseelan Chandran

    Thanks Ashokyes

  • Sathyaseelan Chandran

    Thanks Swapnil.yes

  • Sathyaseelan Chandran

    Thanks Logan.

     

  • Becky Alvarez

    Have you reviewed the the AP User Guide on How You Can Apply Credits Up to Zero Amount Payments?  That will allow you to create zero payments.  Also for the other invoices if you include the pay through date in the Payment Process Request to pick up all the zero balance invoices it should pick the up in the payment run and mark them as paid.

  • Becky Alvarez

    Have you tried editing the invoice?