Published on March 9, 2014
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Purpose: This document provides an overview of features and enhancements included in Oracle Fusion Applications 11gR1 Release 220.127.116.11.0 and applicable updates. It is intended solely to help you assess the business benefits of upgrading your existing Oracle Products to this release, or implementing completely new Oracle developed products, and planning your I.T. Projects. Disclaimer: This document in any form, software or printed matter, contains proprietary information that is the exclusive property of Oracle. Your access to and use of this confidential material is subject to the terms and conditions of your Oracle Software License and Service Agreement or other applicable contract with Oracle, with which you agree to comply. This document and information contained herein may not be disclosed, copied, reproduced or distributed to anyone outside Oracle without Oracle’s prior written consent. This document is not part of your license agreement nor can it be incorporated into any contractual agreement with Oracle or its subsidiaries or affiliates. This document is intended to outline our general product direction. It is intended for informational purposes only and solely to assist you in planning for the implementation and upgrade of the product features described. Release information contained in this document is not a firm development plan. Release information published here should not be used as the basis for customer delivery commitments, as part of marketing efforts, or during contract negotiations. This is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality, and inclusion or not thereof in the commercially available version of the Software, if any, is subject to change at any time and is always at Oracle’s sole discretion. This document is not considered part of the applicable program documentation. Due to the nature of the product architecture, it may not be possible to safely include all features described in this document without risking significant destabilization of the code. 2 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
<Insert Picture Here> Oracle Fusion Payables Implementation and Configuration Considerations
Agenda • Procure-to-Pay Overview and Prerequisite Setups • Key Implementation Considerations • Function and Data Security • Business Units and Shared Service Centers • Invoicing • Integrated Imaging Solution • Multiple Invoice Entry Methods • Match Options and Match Approval Levels • Tolerances and Holds • Invoice Approval • Centralized Tax Engine • Multiple Accounting Representations • Payment Processing Options • Payables to Ledger Reconciliation Report • Additional Resources 4 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Procure-to-Pay Overview Requisition • Identify requirement • Authorize purchase request Purchase Goods/Services • Negotiate/select vendor • Receive shipment notice • Request/receive/ evaluate quotation • Receive goods • Create purchase order 5 Receive Goods/Services • Inspect goods • Ensure goods match PO quantity Record Invoice Issue Payments • Record invoice • Schedule payment • Match invoice to purchase order or receipt • Pay supplier • Approve invoice Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Oracle Fusion Payables Detailed Business Processes and Activities Set Up Procurement • Define Payables Manage Payments • Prepare and Record Payments • Record Accounting for Payments 6 Manage Invoices • Receive and Process Invoices • Submit Invoices • Approve Invoices • Audit Invoices • Record Accounting for Invoices Manage Accounts Payable Balances • Analyze Accounts Payable Balances • Close Payables Period • Manage Accounts Payable Disputes Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Prerequisite Setups Payables Prerequisites • Required prerequisites enforced through Functional Setup Manager 7 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Prerequisite Setups Setup Task Lists Define Common Application Configuration for Financials Define Common Financials Configurations Define Invoicing and Payments Configuration 8 Define Synchronization of Users and Roles from LDAP Define Implementation Users Define Enterprise Structures for Financials Define Ledgers Define Business Units Define Facilities for Financials Define Resource Organization Information Define Security for Financials Define Approval Management for Financials Define Transaction Taxes Define Supplier Configuration Define Payables Define Disbursements Configure Payment System Connectivity Define Payments Security Define Subledger Accounting Rules Define Cash Management and Banking Configuration Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Payables Setup Financials Implementation Project Payables setup available with Financials and Procurement offering 9 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Payables Function and Data Security • Function security implemented using Job Role and data security using Data Roles • Three predefined job roles to meet Payables job functions: – Accounts Payable Specialist, Accounts Payable Supervisor, and Accounts Payable Manager – Payables job roles are configured to maintain segregation of duties for managing suppliers, creating invoice, force approving invoice and creating payment • Generate data roles for business units using seeded data role template • Predefined job roles and the assigned duties can be customized using Oracle Identity Manager (OIM) and Access Provisioning Manager (APM) Refer to Oracle Fusion Financials Security Implementation and Configuration Considerations for more details. 10 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Payables Function and Data Security Duty Role AP Specialist AP Supervisor AP Manager Payables Administration Duty Payables Invoice Creation Duty Payables Invoice Inquiry Duty Payables Invoice Processing Duty Payables Invoice Hold Resolution Duty Payables Invoice Management Duty Payables Payment Creation Duty Payables Payment Processing Duty Payment File Management Duty Disbursement Process Management Duty Disbursement Data Management Duty Subledger Accounting Duty Mass Asset Additions Creation Duty Payables Period Close Duty Payables Balance Analysis Duty Payables Withholding Tax Reporting Duty Payables to Ledger Reconciliation Transaction Analysis Duty Accounts Payable Period Status Management Duty 11 App. Implementation Consultant Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Business Units and Shared Service Centers
Business Units and Shared Service Centers Business Unit Unit of an enterprise that performs one or many business functions that can be rolled up in a management hierarchy • Can support one or many business functions • Can process transactions on behalf of many legal entities • Assigned to one primary ledger – Ledger assignment is mandatory for BUs with business functions that produce financial transactions Refer to Oracle Fusion Financial Enterprise Structures Implementation and Configuration Considerations training for more details. 13 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Business Units & Shared Service Centers Shared Service Centers • Share services to reduce cost and enforce company policies and procedures consistently • Shared Service Centers modeled using business units in two ways: Service Provider Model – Define relationships between business units for a business function, identifying one business unit in the relationship as a service provider and others as clients Business Unit Data Security – Allow shared service center personnel to process transactions for other business units (This is referred to as Multi Org Access Control in the Oracle EBusiness Suite) 14 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Business Units & Shared Service Centers Business Functions in Procure-to-Pay Flow • Requisitioning - Raises requisitions for products or services needed for day to day activities • Procurement - Processes requisitions, negotiate supplier terms and manage relationships • Payables Invoicing – Processes supplier invoices and financially responsible for purchasing transactions Request Source Buy Request Pay Buy Pay BU 1 BU 1 Shared BU 2 Service BU 3 BU 2 Central Sourcing, Local Execution Decentralized Request Source Buy Request Pay BU 1 Source Buy Pay BU 1 Automated financial reconciliation Shared Service BU 2 Shared Service Automated financial reconciliation BU 2 Complete Shared Services 15 Source Separate Procurement and Invoicing Service Providers Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Business Units & Shared Service Centers Shared Service Centers: Best Practice • Centralize Procurement function using service provider model – Negotiate supplier terms for multiple client business units – Sharing and usage of supplier sites and centrally authored catalog content – Process requisitions from multiple Requisitioning BU • Consolidate Payables operations from multiple business units into single shared service center using data security – Centralize invoice receipt by having suppliers send invoice directly to AP department instead of Buyers to ensure timely processing 16 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Business Units & Shared Service Centers Procurement via Subsidiary – Implementation Consideration Purchase Order’s Sold-to BU can be different from the Requisitioning BU to facilitate buying through subsidiaries • Set up subsidiaries in some countries to meet legal requirements even though the primary operations are located elsewhere • Take advantage of favorable tax regime Vision Services buying goods via subsidiary Vision Germany 17 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution
Integrated Imaging Solution for Invoice Entry Third Party Solutions versus Oracle’s Imaging Solution Third Party Solutions • Bolt on capabilities disjoint from core ERP application, operating in a peripheral fashion, using proprietary technologies Oracle’s Imaging Solution • Fully integrated “out-of-the-box” solution supporting the entire lifecycle of invoice processing from scanning, recognition, image routing to invoice entry and approval • Components from different vendors for • Integrated solution installed and maintained scanning, data extraction, storage and by a common provisioning framework, with workflow require dedicated IT staff to set minimal configuration and setup needed up, integrate and maintain, resulting in higher cost of ownership • All components certified and supported by • Disparate platforms, certification and Oracle release cycles increase the risk of incompatibility and maintenance overhead 19 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution for Invoice Entry Process Flow Scanning Field Office 1 ODC Field Office 2 ODC Field Office 3 ODC Shared Services Exception Handling OFR Verifier Forms Recognition OFR Image Repository IPM Image Routing BPEL AP Specialist 1 Invoice Entry 20 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential AP Specialist 2 Invoice Entry
Integrated Imaging Solution for Invoice Entry Oracle Document Capture (ODC) Capture Recognize Route Enter Approve • Digitize paper invoices to industry standard image formats with built-in deskew, despeckle and black border removal features • Support for enterprise class scanners and leading high-volume document scanning interfaces: ISIS and Kofax Adrenaline/VirtualReScan • Flexible implementation options for scanning invoices at multiple field offices 21 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution for Invoice Entry ODC – Implementation Considerations and Recommendations • Request suppliers to send invoices to one central location for scanning or decentralize ODC at each invoice receipt location – Consider legal requirements which may require invoices to be processed and stored in the same country as receipt • Install ODC on machine with at least dual CPU cores at 2 GHz and 4 GB RAM • When evaluating hardware scanning throughput, plan for 60% efficiency of maximum throughput to account for image quality review • Enable Adaptive Thresholding on scanners to remove background colors and gradients for pure black-and-white images • Use TIFF image format with CCIT Group IV compression at 300 DPI for optimal balance between scan quality and image size – JPEG format not recommended due to lossy compression • We recommend less than 25 images per batch to avoid delay caused by recognition exceptions • To optimize high volume scanning we recommend you implement ODC commit server to schedule the export of images to OFR import directory every 15-20 min 22 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution for Invoice Entry Oracle Forms Recognition (OFR) Capture Recognize Route Enter Approve • Intelligent data extraction without using supplier-specific templates • Pre-configured to capture attributes regardless of location on the invoice • Self-learning intelligence to improve scan accuracy over time • Flexibility to define rules such as format masks for invoice and PO number • User-configurable validation of image data against Payables and Procurement system 23 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution for Invoice Entry OFR Runtime Service (RTS) – Implementation Considerations • OFR RTS runs in the background as a server process. Multiple RTS instances can run on a server • Each RTS instance can perform one of following : – Import, Export and Cleanup of image batches – OCR, Classification and Extraction • Designate 1 RTS instance for Import/Export/Cleanup for every 2-4 instance of RTS running data recognition • Number of RTS instances running on a machine must not exceed the number of CPU cores available • RTS instance dedicated to data recognition can process up to 250 invoices per hour – Each additional instance can achieve near linear scalability depending on scan volume, document complexity and the number of attributes validated Hardware Recommendations • A quad CPU core server with minimum 8 GB RAM so more OFR RTS instances can be dedicated to the resource intensive recognition task – You can either use a single server with enough CPU cores or scale by setting up multiple OFR RTS servers (slave server) 24 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution for Invoice Entry OFR Designer and Verifier – Implementation Considerations OFR Designer • A client tool for configuring implementation details (known as a “project”) and its initialization (INI) – A pre-configured initialization (INI) file is installed as part of Fusion Applications to be used for customizing your project – Modify the project and the .ini file on site to update the Fusion Applications database connection information, OFR Import/Batch/Export folder locations and any additional data validation to be performed OFR Verifier • Quality assurance application that detects image batches with invoices failing recognition or validation. Payables specialist reviews and re-submits batches after correcting exceptions – Verifier instance should be co-located with the OFR Batch folder to minimize image loading time • We recommend using remote desktops or Citrix accounts for OFR Designer and Verifier since number of users using these will be limited and also to centralize installation and maintenance 25 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution for Invoice Entry Imaging and Process Management (IPM) Capture Recognize Route Enter Approve • Common image repository where invoice images are stored and then routed to payables specialists • Flexibility to attach configurable storage and security policies to content E.g. You can configure storage device, duration of storage, and users who can access and view invoice images • Embedded image viewer within Fusion Payables application allowing payables specialists to review and annotate images 26 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution for Invoice Entry IPM – Implementation Considerations and Recommendations • We recommend IPM image repository to be co-located with IPM Input Directory to minimize network traffic when transferring images • Average size of a black-and-white invoice image saved in TIFF format with CCIT Group IV compression at 300 DPI is 40 KB per page – We recommend scanners with Adaptive Thresholding technology to remove gray scaling, otherwise the image size can go up to 300 KB per page – Use this sizing information along with estimated invoice volume to determine the amount of storage needed for IPM 27 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Integrated Imaging Solution for Invoice Entry Image Routing – Implementation Considerations • Payables provides a default image routing rule based on invoice amount to specific seeded users that must be modified for your application users • Configure image routing rules to achieve desired specialization within the Payables department using Worklist application – Routing can be based on supplier, PO prefix, invoice number prefix to ensure invoice entry by right group of AP specialists • Configure routing rules to assign invoice to a user group instead of individual specialists to achieve optimal load balancing and to avoid task re-assignment 28 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Multiple Invoice Entry Methods Manual Invoice Entry Automated Invoicing Invoice Scanning and Imaging ERS (Self-Billing) Invoices Robust Workbench with Sophisticated Matching Return to Supplier (RTS) Spreadsheet Invoice Entry Open Interface Self-Service Invoice Entry Supplier Portal Payables Invoicing Foreign Currency Conversion PO/Receipt Matching Prepayment Application Automatic Tax Calculation (Sales, Use, VAT, and Withholding Taxes) Invoice Validation Invoice Approval Expense Reports Customer Refunds Intercompany Invoices Electronic Invoices Web Service B2B Invoice Online or Batch Accounting Multiple Accounting Representations 29 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Multiple Invoice Entry Methods Considerations Type Implementation Consideration Supplier Portal Invoice Entry • Have suppliers enter their own invoices and inquire on PO agreements, invoices and payment s to reduce paper and transaction processing costs Automate invoice creation for payment of goods upon receipt in Logistics Evaluated Receipt Settlement Spreadsheet Invoice Entry Open Interface 30 • Best suited for inventory purchases as ERS can work if there is a PO • POs should include all costs to produce and ship the product, including freight charges and miscellaneous charges • POs must have firm pricing that should not be affected by unexpected charges • For invoices having similar lines to utilize spreadsheet features like copy/ paste, drag/drop, hide/unhide cells etc. • Not ideal for payables specialist performing high volume invoice entry in a shared service center • For importing invoices into Payables from other sources Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Invoice Approval Implementation Considerations and Recommendations Standard Invoices • • • • Allow few selected users to force approve on exception basis Define different approval rules for PO matched and unmatched invoices Setup position, job and supervisory hierarchy depending on approval needs Consider implementing approval before validation to reduce days payable outstanding (DPO) or alternatively require validation before approval to ensure data accuracy • Consider auto-approving specific invoices that need little review E.g. If your utility bill invoices are always under $500, consider setting up an auto- approval • Supplier Portal Unmatched Invoices • Require approval for non-PO matched invoices entered by suppliers • Payment Requests • For expense report and customer refund payment requests, you need not configure approval rules as upstream transactions are pre-approved 31 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Invoice Approval Rule Configuration Invoice Approval Rules • Defined in Worklist application • Data driven conditions having effective dates and priorities • Can be activated or de-activated Example Rule • Invoice type ‘Standard’ – For amount greater than 2000, require approval by Manager – For amount less than 2000, require approval by Supervisor • Invoice type ‘Payment Request’ – Auto-approval • Others – Supervisory one level approval 32 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Match Approval Levels • Enforce internal control and fiscal discipline to ensure that payment is made only for goods and services ordered or received Invoice PO 2-Way PO Receipt PO Receipt Invoice 3-Way 4-Way 33 Inspection Invoice Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Match Approval Levels Implementation Considerations 34 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Tolerances and Holds Implementation Considerations Supplier Sites Invoice PO Atlanta • Prevent payment for invoices violating policies by defining tolerances • Define tolerances centrally and apply them to multiple supplier sites • Define percentage or amount based matching tolerances for goods and services Receipt Paris 35 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Invoice Processing Implementation Considerations and Recommendations Implementation Considerations Setup Tasks/ Implementation Step Setup default accounts to speed transaction entry and implement internal control • Common Options for Payables and Procurement • Supplier Configuration • Distribution sets Implement early pay discounts with multiple discount dates to avoid missing discount period • Payables Invoicing Options • Payment Terms Apply available prepayments during invoice entry • Payables Invoicing Options - Show available prepayments during invoice entry Schedule invoice validation and create accounting to process daily • Schedule Create Accounting process to run daily 36 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Oracle Fusion Tax Centralized Tax Engine Tax Setup • Quickly set up tax with pre-seeded content • Adapt to changing tax rules with dateeffective tax content • Simulate tax changes with Tax Simulator Tax Sales and Use Tax Recoverable & Non-Recoverable Tax Deferred Tax Tax Calculation •Automatically and accurately calculate tax •Allow certain individuals to override tax calculation Tax on Freight Duty Tax Tax on Intercompany Movements Inclusive or Exclusive Tax Tax Reporting •Standardized and simplified reporting using BI Publisher Offset Taxes •Modify/extend reporting templates Refer to Oracle Fusion Tax Implementation and Configuration Considerations training for more details. 37 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Subledger Accounting (SLA) Multiple Accounting Representations Single invoice can create multiple accounting representations in multiple currencies Payables Invoice Centralized Centralized Accounting Accounting Dr Reporting Currency Cr SSC France (Secondary Ledger) Refer to Oracle Fusion Subledger Accounting Implementation and Configuration Considerations training for more details. 38 French Fiscal Plan Compatible Std Calendar EUR Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Payment Processing Options
Payment Processing Options Implementation Considerations and Recommendations • Use Single Payment for off-cycle payments such as during period close and supplier inquiries on due payments • Optimize check run frequency based on organization’s size to aid in availing early pay discounts and to avoid off-cycle single payments • Schedule Cash Requirements Report to run before Payment Process Request to forecast cash needs • For employee expense reimbursement based on expense policy consider Payment Process with straight through processing. – Results in prompt payment for invoices based on policy and strict payment terms Refer to Oracle Fusion Payments Implementation and Configuration Considerations training for more details. 40 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Analyze Account Payables Balances Payables to General Ledger Reconciliation Report • Streamline your reconciliation process by comparing Payables transaction activity, Subledger Accounting and General Ledger data. – – – – – Identify reconciliation exceptions automatically Identify beginning and ending balances that matches Payables Trial Balance Drilldown to journal and transaction reports for detailed analysis Download and analyze report output in a spreadsheet Reconcile by ledger, specific business unit or account balancing segment • The reconciliation report is available to both for General Ledger and Payables users 41 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Payables to General Ledger Reconciliation Implementation Considerations • Set Payables Profile Option for data purge frequency – Purge old extract files based on days set in profile when new extract is run – Set interval so that it does not interfere with the reconciling timeline – All extract requests that do not fall within this interval are saved and can be selected from the Recon Report OBIEE • Assign financial category of Accounts Payables to all liability natural account values – Financial Category must be assigned, or the extract will error and not select any data 42 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Payables to General Ledger Reconciliation Best Practices • Run the Payables to General Ledger Reconciliation report after the Payables period is set to Closed because drilldown data is real-time and summary data is static • Make sure the next period is open for entry of new activity • General Ledger sources other than Payables should not be allowed to post to Payables accounts 43 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
Additional Resources Implementation Trainings • • • • Oracle Fusion Payments Implementation and Configuration Considerations Oracle Fusion Subledger Accounting Implementation and Configuration Considerations Oracle Fusion Tax Implementation and Configuration Considerations Oracle Fusion Common Procurement Implementation and Configuration Considerations Functional TOIs • Fusion 1.0 TOI: Set Up Procurement – Define Payables • Fusion 1.0 TOI: Set Up Procurement – Define Disbursements 44 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
45 Copyright © 2011, Oracle and/or its affiliates. All rights reserved. Oracle Proprietary and Confidential
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