Oracle 12 Finance Training Receipting & Purchase to Pay Best Practice Reference Guide

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1 Oracle 12 Finance Training Receipting & Purchase to Pay Best Practice UK SBS Training Services Team

2 Contents 1 Purchase to Pay Processes Non Catalogue Requisition Process Smart Form Requisition Process Non-Procurement and Government Funding Requisition Process Purchase Order Management - Receipting Receipting Tips Step by Step Guide Purchase to Pay & Receipting Housekeeping The Open Purchase Order Report Purchase Order Management - Amendments & Corrections Correcting & Amending a Receipt - Step by Step Guide Requisition & Purchase Order Change Requests - Step by Step Guide Page ii

3 Legend These recognised abbreviations tell you what action to take in the practical exercises. They will not appear as options on your Oracle system, but are our instructions to you: (N) Navigate (T) Tab (ST) Sub Tab Action Note: This is to draw your attention to an action you MUST take in order to effectively use the system. This is to draw your attention to useful additional information that you may find interesting. This is to give you forewarning about an action that is NOT advisable or may have consequences that could impact on your effective use of the system. Page iii

4 1 Purchase to Pay Processes 1.1 Non Catalogue Requisition Process A Non-Catalogue request should only be created if the item cannot be found in the Smart Forms. Any procurement activity should be done following Procurement best practice principles, therefore all non-catalogue requisitions for goods and services are routed to the UK SBS Procurement Teams. Action Note: All categories that do not start ZZ-Funding take this route, so the category appropriate to the type of spend should be selected. A list of all the categories and associated VAT and Account Codes is available on the BIS Intranet. Page 1

5 1. Non-Catalogue requisitions are created using iprocurement. 2. If the requisition is for Consultancy or Research a CARA Approval reference number must be obtained which must be recorded on the requisition. 3. Oracle will automatically send Non-Catalogue requisitions to the Quality Assurance (QA) Team in UK SBS Billingham to check VAT, accounting and transparency details. 4. Upon QA approval, Oracle will automatically send an alerting your approver to authorise the order. The approver is your budget holder. The Budget holder will check that: There is sufficient headroom in the budget They have the paper delegation for this request to purchase The Requestor should be asking to make expenditure against this Cost Centre and is authorised to request this purchase 5. When a non-catalogue request has been approved, your requisition will go to the Procurement Team, who are responsible for ensuring that the business need is met following the appropriate procurement process and they then convert the requisition to a Purchase Order. 6. The supplier then will process the order and deliver the goods or services and then invoice your organisation c/o UK SBS in Billingham. 7. Once goods or services are received satisfactorily, you must confirm this by completing a receipt for them in iprocurement. This is the point of consumption of the resource and the expense is recognised on the accounts. The supplier s invoice will not be paid until you have done this. Page 2

6 8. On receipt of the invoice at UK SBS, the invoice is scanned and attached to the supplier invoice details recorded in Oracle. UK SBS Finance then processes and pays the supplier s invoice, subject to the three way match: All invoices will need to be sent to UK SBS in Billingham so that they can get scanned onto Oracle. Page 3

7 1.2 Smart Form Requisition Process 1. Smart Form requisitions are created using iprocurement 2. Oracle will automatically send smart form requisitions to the Quality Assurance (QA) Team in UK SBS Billingham to check VAT, accounting and transparency details 3. Upon QA approval, Oracle will automatically send an alerting your approver to authorise the order The approver is your budget holder. The Budget holder will check that: There is sufficient headroom in the budget They have the paper delegation for this request to purchase The Requestor should be asking to make expenditure against this Cost Centre and is authorised to request this purchase 4. When a smart form request has been approved, a purchase order is created automatically and sent to the supplier 5. The supplier then will process the order and deliver the goods or services and then invoice your organisation c/o UK SBS in Billingham Page 4

8 6. Once goods or services are received satisfactorily, you must confirm this by completing a receipt for them in iprocurement This is the point of consumption of the resource and the expense is recognised on the accounts. The supplier s invoice will not be paid until you have done this. 7. On receipt of the invoice at UK SBS, the invoice is scanned and attached to the supplier invoice details recorded in Oracle. UK SBS Finance then processes and pays the supplier s invoice, subject to the three way match: All invoices will need to be sent to UK SBS in Billingham so that they can get scanned onto Oracle. Page 5

9 1.3 Non-Procurement and Government Funding Requisition Process These transactions are related to work that the Department does as a Government organisation that does not have any procurement requirement. Examples are Grants, Grant in Aid, International Subscriptions. These transactions are often high value and have very specific accounting requirements and the Finance Change Forum therefore requested that the finance teams have the ability to review before they are complete, as they would have done on Mentor with the old KC3 approval point. This approval comes before the Budget Holder agreement in the process. Action Note: For Government Funding Transactions, the category always begins ZZ-Funding. A list of all the categories and associated VAT and Account Codes is available on the BIS Intranet. 1. Government Funding requisitions are created using iprocurement 2. Upon submission, Oracle will automatically send an alerting your Group Finance Team to review the order 3. When a Government Funding non-catalogue request has been approved by your Group Finance Team, your requisition will go to UK SBS Billingham to perform the QA check Page 6

10 4. When a Government Funding non-catalogue request has been approved by both Group Finance and the QA Team, your requisition will go to the Budget Holder for approval 5. On approval, UK SBS Billingham will then create the Purchase Order 6. The Funding Recipient will then meet the various milestones and apply for payment 7. Once the Funding Recipient has successfully achieved key milestones and applies for payment, you must confirm that the Funding conditions have been met by completing a receipt for them in iprocurement This is the point of consumption of the resource and the expense is recognised on the accounts. The recipient s request for payment will not be paid until you have done this. 8. On receipt of the AP16 - request for payment at UK SBS or supplier invoice, the request is scanned and attached to the supplier invoice details recorded in Oracle. UK SBS Finance then processes and pays the funding request, subject to the three way match: Page 7

11 2 Purchase Order Management - Receipting Action Note: Once the goods or service have been received it is the responsibility of the originator to ensure the necessary receipting is carried out within Oracle. Receipting your goods or service on Oracle gives the UK SBS clearance to pay for your purchase. If items are not receipted then the suppliers invoice will go on hold and will not be paid for by UK SBS. The amount you receipt is the amount that you allocate to your budget regardless what the supplier is paid. If you receipt more than what you ve physically received (or been invoiced) then it appears that you ve spent more on your budget than you actually have. To correct this you can correct the receipts see chapter If you receipt less than the invoiced amount, the system will assume you have been overbilled and place the invoice on hold. In order for the invoice to be matched and paid, you may need to increase the value of the Purchase Order see chapter Receipting Tips Always receipt based on the Requisition/Purchase Order line Unit. (E.g. Each, Currency) Receipt items as soon as you receive them - this will ensure Suppliers are paid promptly Never receipt items that you haven t received or aren t yet willing to pay for: Once a receipt is created any invoices received, up to the value of your receipt, will be paid Never over receipt a line Instead create partial receipts as outlined in this guide Receipting the correct amount will also ensure the supplier cannot overbill you Action Note: Agency Staff (E.g. Capita) and Contractors MUST be receipted weekly and by no later than the last working day of the current month, otherwise the costs will not appear in the correct month. Civil Service Learning (CSL) Purchase Orders must be receipted on the date of the course and by no later than the last day of the month. Action Note: The Open Purchase Order report must be run on a regular basis, at least once a month to review what has been receipted and still to be receipted. The Open Purchase Order report is accessed from the responsibility Your Organisation OBIEE Reports PO Page 8

12 2.2 Step by Step Guide As soon as the goods or service has been received it is the responsibility of the originator to ensure the necessary receipting is carried out within Oracle. Remember - all receipts keyed on iprocurement must exclude VAT. The Shop/Receiving pages store the 5 most recently created requisitions that have not been fully receipted. From this screen you can click the quick select your chosen requisition (skip to Step 6). icon next to 1. (N) Responsibility BIS iprocurement User 2. (T) Receiving 3. Select Page 9

13 4. Click on to remove all pre-populated fields: 5. Enter the Requisition/Purchase Order number and click on 6. All open lines are now displayed: To assist in checking that you are receipting against the correct line it is important to remember to differentiate between the descriptions of each line on a requisition. To partially receive against a line, Select the line and amend the Receipt Quantity. Receiving the full amount automatically closes the line for receiving. Page 10

14 7. Click on against each line to be receipted in the column 8. Enter the required amount in the Receipt Quantity/Amount field against each line as appropriate: 9. Select the button to progress to Step 2 where the Enter Receipt Information is displayed: The receipt date defaults to the date the receipt is being keyed. It is recommended that comments are entered on your receipt to assist UK SBS in the invoice matching process. The receipt date entered must be in the current period, it cannot be in the future. 10. Select the button to progress to Step 3 where an overview of your receipting can be viewed 11. Click on 12. The system has now generated a unique receipt number: 13. Click on to view your receipts Page 11

15 3 Purchase to Pay & Receipting Housekeeping Action Note: The most effective way to manage your Purchase Orders, Receipts and Invoices is to run the Open Purchase Order Report on a regular basis. I.e. at least once a month. 3.1 The Open Purchase Order Report The Open Purchase Order Report details all open approved purchase orders for a specified cost centre(s). The output also lists Need-by Dates, plus the values that have already been receipted and matched; thereby showing exactly what is left on the Purchase Order. A Purchase Order Line is classed as open when: There is an outstanding amount to be received against it and / or the Purchase Order Line has not been fully invoiced 1. Responsibility Your Organisation OBIEE Reports PO 2. Click on the Dashboards tab: 3. A list of reports under various section headings is displayed: Page 12

16 4. Select the Custom Dashboard Index link under Procurement and Spend, a screen showing the available reports is displayed: 5. Click the open link next to the report that you wish to run, for example Open Purchase Order Report 6. The report parameters screen is displayed together with the report data determined by the default parameter settings: Page 13

17 Data is updated overnight to the OBIEE function. When you run a report it will reflect the previous days position, it is not a real time function. Note that the Purchase Cycle Status parameter selected will return all Purchase Orders that do NOT have the selected status. 7. You can now set the required parameters for your report by clicking the drop down arrows next to each segment and selecting the required criteria from the displayed lists Dashboard parameters prefixed with an asterisk * are mandatory fields and must be completed to enable the report to run. Leaving a Parameter field blank will return all values. 8. Select the required report parameters: 9. Once you are happy with the selected parameters click the Apply button 10. The Report is displayed under the parameter headings: Page 14

18 11. If you want to print or export the report to Excel click on the Page Option icon and select the required function form the displayed list 12. An export link is also available at the bottom of the page 13. The following table illustrates the main columns that would require interrogation on the Open Purchase Order Report: Column Header Purchase Order Number Need By Date Supplier Name Description Unit Price Unit Quantity Amount Ordered Amount Received Amount Outstanding Amount Billed Goods Received Not Invoiced Cost Center Number Requestor Purchase Cycle Status KC1 Currency Code Tax Type Tax Recoverable/Non Recoverable Description The PO Number Date the Goods/Services are Expected to be Received The Name of the Supplier used on the PO Line The Description of the Purchase Order Line Unit Price for the Goods/Services requested on the PO Line Quantity of each unit ordered Total Ordered by Amount (in Currency) Total Received by Amount (Receipted in iprocurement) Total amount still to be Receipted Total Billed by Amount (Total matched to an invoice) Total amount Received that has still to be invoiced by the supplier Cost Centre Value Individual who is assigned as requester in iprocurement The status of the PO The Budget Approver The Currency used on the PO Line The Tax Jurisdiction for the Supplier Identifies if the tax for the PO line is Recoverable or Non Recoverable Page 15

19 4 Purchase Order Management - Amendments & Corrections The iprocurement Change Functionality allows you to decrease the value, amend the need by date or cancel requisition lines, thus giving you control over the management of your Purchase Orders. Users are responsible for amending and maintaining their own requisitions. iprocurement allows the following amendments: Amend/Correct receipting Increase and decrease quantity/amount Change the Need-By Date Cancel lines You are only able to amend or correct your own requisitions. If you need to amend someone else s requisition you will need to complete a Service Request. The ability to amend a requisition is disabled if your requisition has been closed or fully receipted. On occasion Oracle will not accept any changes using this method if the invoice has been received or if a receipt has been created. A PO line should only be cancelled when there has been no activity (i.e. No Receipts or Invoices). If a line already has activity you must ensure the quantity received is equal to the quantity billed, and then submit a Service Request asking for the line or PO to be finally closed. Action Note: If you need to increase the value of your order it is recommended that you create another requisition with the extra value on it. These requisitions must have a note to buyer, asking them to add the requisition to an existing order. Don t forget to state the original PO number! Page 16

20 4.1 Correcting & Amending a Receipt - Step by Step Guide Amending or correcting a receipt can be completed directly on iprocurement. The ability to amend a receipt is disabled if your requisition line has been closed/fully billed. 1. (N) Responsibility BIS iprocurement User 2. (T) Receiving 3. Click on The Correct Receipts page stores your most recent receipts. From this screen you can correct your receipting or alternatively search for the number. 4. Click on to remove all pre-populated fields Page 17

21 5. Search for the required receipt: 6. Click on 7. The selected receipt/s will be displayed: Action Note: Enter the net amount that should have originally been receipted. 8. Enter the correct receipt amount in the Correct Quantity/Amount field: To reverse the full receipt the correct quantity to enter would be 0 (zero). Page 18

22 9. Select the button to proceed to the Review and Submit page: The change field shows how much the receipt amounts will be reversed by. 10. Click on 11. The system will now confirm the action: 12. Click on to view your receipts Page 19

23 4.2 Requisition & Purchase Order Change Requests - Step by Step Guide 1. (N) Responsibility BIS iprocurement User 2. (T) Shop 3. Find the required requisition and click on the change icon If the requisition is not listed in the Shop tab, select the Full List button, find and select the requisition and click on the Change button 4. The Change Order screen is displayed: The Change Function on iprocurement allows the following amendments: Increase and decrease quantity/amount Change the Need-By Date Cancel lines 5. In this example the following information is going to be amended: Line Need By Date Quantity Cancel Line Reason 1 End of Next Month 6280 No Contract to be terminated early 2 No Change No Change Yes No longer Required Action Note: A reason for the change must be entered for all lines that have been amended. Page 20

24 A PO line should only be cancelled when there has been no activity (i.e. No Receipts or Invoices). If a line already has activity you must ensure the quantity received is equal to the quantity billed, and then submit a Service Request asking for the line or PO to be finally closed. 6. Select the button to progress to step 2 where a note to the approver can be added to the requisition All change requests require approval. 7. Select the button to progress to step 3 where an overview of what has been changed is displayed: All proposed changes are marked with the following symbol: 8. Click on Page 21

25 9. Confirmation of changes made will be displayed: 10. Click on the tab to return to the Home Page No further amendments can be made to your requisition until the changes have been approved. Page 22

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