Oracle Cloud Payables cheat sheet

Business unit option 'Use supplier withholding tax' and 'Use invoice approval' must be enabled at the Procurement and Payables business unit level before related features appear in the invoice work area.

Payables system options control invoice currency, payment currency, and the default match option (Purchase order, Receipt, Invoice, or none); the match option cascades to supplier sites but can be overridden at the supplier site.

Payment terms carry a day-of-month rule and a cutoff day; the discount basis (invoice amount vs. invoice lines) determines whether tax is included in discountable amount calculations.

Distribution sets and payment terms are both assignable at supplier site level; the supplier site value overrides the supplier-level value on new invoices.

Invoice tolerances are defined in the Invoice Tolerances setup: quantity, amount, percentage, and tax amount tolerances apply to matching, and exceeding them places the invoice on hold rather than blocking validation.

The Payables calendar and payment terms determine scheduled payment dates; a payment term with 'Day of Month' = 15 and 2 discount days yields a discount date of the 17th when the invoice date is the 15th.

Approval management configuration uses a transaction type of Invoice Approval or Expense Report Approval; the manage approvals task lists active rules in evaluation order with the first matching rule applied.

Common Payables lookups (invoice type, payment method, hold name, terms basis date type) are extensible; disabling a lookup value prevents new use but does not change existing transactions.

Invoice types are Standard, Credit Memo, Debit Memo, Prepayment, Expense Report, and Withholding Tax; a credit memo carries a negative amount and reduces the supplier balance.

Invoice validation checks supplier site status, currency, period status, distribution accounting, tax calculation status, and matching; an invoice is not available for payment until it validates.

A prepayment is applied against a standard invoice through the Apply Prepayment action; the applied amount reduces the invoice balance and is recorded as a prepayment application distribution.

Expense reports entered through Expenses are imported into Payables as invoices of type Expense Report; the report must be approved and audited before it appears as a payable invoice.

Invoice lines can be entered as amount-based or quantity-based; quantity-based lines require a unit of measure and unit price, and the line amount equals quantity multiplied by price.

A credit memo must reference the same supplier as the invoice it offsets; matching a credit memo to a purchase order reverses the accrued liability and reduces received quantity exposure.

Recurring invoices are templates with a schedule; each generated invoice is a separate transaction, and the template itself never posts accounting.

The invoice hold and release process: holds are applied automatically by validation or matching, or manually; releasing a hold does not revalidate the invoice, so validation must be rerun if data changed.

A payment process request (PPR) selects invoices by pay-through date, payment method, supplier, and business unit; the submission runs selection, then build payments, then format, then print/transmit.

Payment methods are defined per disbursement bank account; a payment method of Check, Electronic, Wire, or ACH determines the payment format and the disbursement account.

The pay-through date on a PPR is the last date on which invoices are eligible; an invoice with a scheduled payment date after the pay-through date is excluded.

Payment process request templates store selection criteria and processing options; a template can be scheduled to run automatically, and the scheduled process creates a new PPR each run.

Stopping and voiding payments: a stop payment prevents negotiation of a check, a void reverses the payment and reopens the invoice; voiding after accounting creates reversal entries in the next open period.

Payment formats are configured as XML or BI Publisher templates; the format assigned to the payment method and disbursement account determines the output file structure.

Automatic payment offset accounts and cash clearing accounts are defined at the disbursement bank account level; the cash clearing account is cleared when the bank statement is reconciled.

A single PPR can produce multiple payments when the payment method or disbursement account differs by supplier site, and each payment receives its own payment number and accounting.

Suppliers are registered at the supplier level with addresses, contacts, business classifications, and sites; a supplier site is the level at which Payables transactions are created.

Supplier business classifications (e.g., 1099, small business, minority-owned) drive reporting and, in some configurations, default payment terms and tax settings.

The supplier portal allows suppliers to view purchase orders, submit invoices, and respond to negotiations; portal access requires the supplier user to be linked to a supplier contact and registered user account.

Supplier merge transfers transactions, sites, and contacts from one supplier to another; the merge cannot be reversed, and the source supplier is end-dated rather than deleted.

Duplicate supplier prevention uses a match on supplier name and tax registration number; the duplicate check can be configured to warn or to block creation.

Supplier bank accounts are used for electronic payments; a bank account must be assigned to a supplier site and approved before it can be used in a payment.

Supplier site inactivation prevents new invoices from being entered for the site but does not affect existing invoices or payments; the site must have no open transactions to be end-dated cleanly.

Supplier tax registration numbers and reporting names feed withholding tax and statutory reporting; the tax registration is validated against the country's format when the tax regime requires it.

Invoice holds are of type Manual, System, or Approval; system holds are applied by validation or matching, and only holds with the 'releaseable' flag can be released by a user.

Approval workflow routes invoices by amount, supplier, cost center, or invoice type; the approval action history records each approver, action, and timestamp for audit.

Segregation of duties controls prevent the same user from entering and approving an invoice, and from creating a supplier and paying that supplier; the controls are enforced through role and privilege assignment.

The invoice approval and the payment approval are separate; an approved invoice still requires a successful PPR before payment is issued.

Expense report audit selects reports by policy violation, amount threshold, or random sampling; an audited report can be returned to the employee for correction before it is imported to Payables.

Hold and release naming: the hold name and hold reason are separate fields, and the hold reason is free text used for reporting; the release reason is captured when a user releases a manual hold.

Invoice validation errors differ from holds: validation errors prevent the invoice from being saved as validated, while holds allow validation but block payment.

Approval rules can include a 'required approval' step that cannot be bypassed; delegating approval transfers the task to another user and is recorded in the approval history.

Tax is calculated by the tax regime and tax rate configured for the ship-to and supplier location; the tax determination hierarchy can be overridden at the invoice line.

Withholding tax is applied when the supplier site has a withholding tax group and the invoice line carries a taxable distribution; the withheld amount is a separate liability to the tax authority.

Withholding tax groups contain one or more withholding tax codes with rates and thresholds; the threshold is a cumulative amount per supplier per tax authority per period.

Invoice tax lines can be calculated automatically or entered manually; manual tax lines require a tax rate code and are not recalculated when the invoice is revalidated.

Subledger accounting derives journal entries from the invoice distributions; the accounting method and journal line rules determine the debit and credit accounts and the balancing segment.

Payables transfers to General Ledger through the create accounting process; accounted transactions are transferred in the period of the accounting date, and unaccounted transactions can be transferred only after accounting.

Self-assessed tax (reverse charge) is recorded as both a tax recovery and a tax liability line; the net effect on the liability is zero but the tax must be reported.

Intercompany and cross-currency invoices require the ledger currency conversion using the daily rate or the corporate rate; the rate type is defined in the ledger configuration.

The Payables period close sequence is: validate all invoices, resolve holds, run create accounting, transfer to GL, reconcile the payables balance, then close the Payables period and finally the GL period.

The Accounts Payable Trial Balance report lists the ending payable balance by supplier and must reconcile to the GL liability account balance before the period is closed.

The Invoice Aging report buckets open invoices by days past due (e.g., current, 1-30, 31-60, 61-90, over 90) and is used to review the payables liability composition.

The Payables to GL reconciliation report compares the subledger balance to the GL balance and identifies differences caused by unaccounted transactions or manual journal entries.

Period status values are Never Opened, Open, Closed, Permanently Closed, and Closed Pending GL; an invoice cannot be entered or accounted in a closed period.

The payment register and the cash requirement report provide payment forecasting; the cash requirement report shows the amount needed to pay invoices selected through a pay-through date.

Subledger accounting reports include the journal entries report and the account analysis report; the account analysis report shows the beginning balance, activity, and ending balance by account.

Withholding tax reports summarize withheld amounts by supplier and tax authority for statutory filing; the report must be run before the withholding tax liability is remitted.