Sunday, June 9, 2013

Creating Setups For AP Checks in Oracle R12



Pre-requisites:
Download BI Publisher Template Builder for Word version 10.1.3.4.1 from download.oracle.com

Basic requirements to start creating checks are to have an RTF file (Template) and an XML file (data definition).

There are 2 ways that you can have an RTF file:
o Create your own, or
o (Recommended) Download standard oracle Template

Navigation:  Payables Manager
à Setup à Payment à Payment Administrator à Formats à XML Publisher Format Templates

Query and download the RTF file
‘Standard Check Format’ IBYDC_STD1.rtf  or
Standard Check Format (Stub After Payment) IBYDC_STD1A.rtf

à Go to Metalink and Check Oracle Note 457539.1. This note says that the Package IBY_FD_EXTRACT_EXT_PUB controls the XML extract used in check printing. The supplied version can be found in $IBY_TOP/patch/115/sql/ibyfdxeb.pls

à  Better way is to follow the instructions in Doc ID: 465389.1 R12 Create Or Modify A Payment Format Using XML Builder. This note explains the same steps that I have defined below

MICR Fonts. This is another important requirement which you will run into later on. So I have decided to address it right away because you may end up spending a lot more time if you start thinking about it later. One of the easiest way is to buy the MICR font from a third party like IDAutomation (http://www.idautomation.com/) and use MICRW1B.ttf. Typical cost is around $750.00 per user license – you may need to purchase only one license. You may also download their Demo version which is good for testing.

The good news is that Oracle also provides a MICR font which is available if you have downloaded the BI Template Builder. Some banks reject this font, but so far I did not have any problem with the bank that we used.

Download and install BI Publisher ver 10.1.3.4.1
Font File Location: C:\Program Files\Oracle\BI Publisher\BI Publisher Desktop\Template Builder for Word\fonts\ MICR____.TTF


In order to use this file in the RTF template, copy the font file MICR____.TTF to C:\WINDOWS\Fonts

At this stage, you may or may not have designed the Check template. But you can still use IBYDC_STD1.rtf downloaded earlier.

As part of the setup we need to :
1. Create template definition under existing data definition and attach the created template.
2. Create payment format for the template.
3. Create payment document
4. Create payment process profile.
5. How to Create Template for Request Submission
6. To Get the XML Data File
7. Submit a Payment Process Request without Template

Step 1: Create template definition under existing data definition and attach the created template
Navigation: Payables Manager à  Setup à Payment à Payment Administrator à Formats à XML Publisher Format Templates

Click 'Create Template'
Enter below details
Name : XX_APPS88_CHECK
Code : XX_APPS88_CHECK
Application = Payments (Make sure we have created template under payments Application, as we are going to use it in the same application.)
Type = RTF
Data Definition = Oracle Payments Funds Disbursement Payment Instruction Extract 1.0
Default File Language = English
Default File Territory = United States
Upload your RTF File


Step 2: Create payment format for the template.
Navigation: Payables Manager
à  Setup à Payment à Payment Administrator à Formats à Formats

Select Type = Disbursement Payment Instruction


Click on Create
Enter below details
Name : XX_APPS88_CHECK
Code : XX_APPS88_CHECK
Data Extract = Oracle Payments Funds Disbursement Payment Instruction Extract 1.0
XML Publisher Extract = XX_APPS88_CHECK (XML Template name created in Step 1)


Step 3: Create Payment Document
Navigation : Payables Manager
à Setup à Payment à Bank Accounts

Account name : BofA-204
Query up your Bank Name. It is assumed that your Bank has already been setup in AP.
Select the Bank Account and click on Manage Payment Documents.
Click on Create

Enter:
Name: XX_APPS88_CHECK
Paper Stock Type: Blank Stock or Prenumbered Stock
If you have remittance stub, check the box for Attached Remittance Stub
Important: If you check the above box, a new field called ‘Number of Lines per Remittance Stub’ will show up. This is number that you will have to find out by trial and error once you start testing your template. Initially, set it to a lower number, say 15.

Format: XX_APPS88_CHECK (Enter Format defined in step 2)
First Available Document Number: 001
Last Available Document Number: 100
Enter any other information that you may need.
Click Apply


Step 4: Create Payment Profile
Navigation: Payables Manager
à Setup à Payment à Payment Administrator à Payment Process Profiles

Click on Create

Enter
Code: XX_APPS88_CHECK
Name : XX_APPS88_CHECK
Payment Instruction Format: XX_APPS88_CHECK (As defined in Step 2)
Processing Type: Printed
Payment Completion Point: When the Payment Instruction is Formatted
Default Payment Document: XX_APPS88_CHECK  (Document created in Step 3)
Payment File: Send to Printer
Check the box ‘Automatically Print After Formatting’ (Note: You may choose not to check this box initially – it will help in testing)
Default Printer: Valid oracle printer name
Click Apply


Step 5 : How to Create Template for Request Submission
Note: All of the fields in this process are the same as in 'Submit Single Request'. Enter any fields that you repeat for request submission. In the above example, usually leave the Payee field blank if you want to run for separate vendors every time. Once the template has been created and saved, you may enter the template name in the field 'Use Template' in the example above.
There are several other options which I haven't explored yet. I will add more once I get to try them out.

Navigation: Payables Manager à Payment Manager à Create Template
Name : XX_APPS88_CHECK

Scheduled Payment Selection Criteria:
The Scheduled Payment Selection Criteria tab allows you to specify invoice selection criteria for the “AutoSelect” process to use when it selects eligible invoices/memos for the batch, such as

The Payment Attributes tab allows you to specify how the batch will be paid, including:
• what Payment Date you want to see on the payments (required)
• which internal bank account you want to pay from (optional)
• which set of Payment Documents you want to use (optional)
• which Payment Process Profile you want to use (will default if Payment Documents are specified)
• which Payment Exchange Rate Type you want to use (required)
• other items related to financial methods of paying this batch

The Processing tab allows you to specify features you want to use during the PPR process, and how they should work:
Maximize Credits: check this if you want the system to apply any available memos up to the point where the payment for the supplier will be zero (and you have done setups to allow for zero payments)
Stop Process for Review After Scheduled Payment Selection: check this if you want to stop the PPR process after the initial batch of eligible invoices/memos has been selected so you can review the batch and modify the batch, if needed
Calculate Payment Withholding and Interest During the Scheduled Payment Selection: check this if interest and/or WH tax was not previously calculated (at the time of invoice validation). If checked, the system will calculate it during the Build process
Stop Process for Review After Creation of Proposed Payments: check this if you want to stop the PPR process after the proposed payments have been created so you can review the proposed payments, and modify the payments, if needed
Create Payment Instructions: select whether you want the system to automatically kick off the Create Payment Instructions program automatically, or if you would prefer to kick off the program manually from the SRS form

The Validation Failure Results tab allows you to specify what should happen if a Document (an invoice/memo) or a Payment fails a pre-defined (or user-defined) Validation:
If a DOCUMENT fails a validation, the system should:
Reject only those document(s) that failed, and proceed with the rest
Reject all of the supplier’s documents even if only one of their documents fails validation
Reject all documents selected for the PPR if ANY document in the batch fails validation
Stop the process for a review of the failed document(s)

If a PAYMENT fails validation, the system should:
Reject only those payment(s) that failed, and proceed with the rest
Reject all of the supplier’s payments even if only one of their payments fails validation
Reject all payments selected for the PPR if ANY payment in the batch fails validation
Stop the process for a review of the failed payment(s)

Step 6 : To Get the XML Data File
Run the entire process and get the xml data from log file, With the XML data you can change your template Or there is one more way to get the XML, In the formats change xml publisher template name to “Extract Identity” and run the process and get the xml data from output.

Navigation : Payables Manager à Setup à Payment à Payment Administrator à Formats à Formats
Query with format name(XX_APPS88_CHECK Created in Step 2) and change the XML Publisher Template value to “Extract Identity”.

Step 7 : Submit a Payment Process Request without Template
Submission process for AP Checks/Payments has also changed in R12. Most of the options are now available in HTML screens.


Submit Request:
Navigation: Payables Manager
à Payment Manager à Submit Single Payment Process Request

Following parameters are minimum required - you can enter others as necessary:
Payment Process Request name (Mandatory): Provide any useful Name
Use Template: Leave Blank
Payee : Vendor Name
Payment Method: Check (Or any other name that has been setup is payment method)

Click on Payment Attributes Tab:
Payment Date: Defaulted to today's date
Disbursement Bank Account: BofA-204 (Enter your Bank Account Name associated with this payment)
Payment Document : XX_APPS88_CHECK (Enter payment document name created in Step 3 above)
Payment Process Profile : XX_APPS88_CHECK (This value will get filled automatically with the profile defined above in step 4)
Payment Exchange Rate Type: Enter valid exchange rate type (Ex: Corporate, Spot)


These parameters are sufficient to create a payment. Click on Submit in order to process. However, I do recommend following steps also in the beginning.

Click on Processing Tabs:
Check following boxes
·         Stop Process for Review After Scheduled Payment Selection. This step will stop after building the payments so that you can review the payments selected, and cancel any of them, if necessary
·         Stop Process for Review After Creation of Proposed Payments

Click on Submit.

Click on Home
Click on Monitor Requests