Mystery Solved: Pay on Receipt

1. Mystery Solved: Pay on Receipt Melissa Sider DARC Corporation

2. About You • Current Pay on Receipt users? • Planning to implement POR? • Just curious about it?

3. Objectives • Introduce Pay on Receipt • Identify Set Up Requirements • Discuss Benefits and Features

4. What is Pay on Receipt? • Oracle Purchasing Function • Integrates to Payables • Enables Automatic Creation of Invoices • Based on Receiving Transactions • Use Receipt and PO Data • Matching Rules ensure proper payment

5. A.K.A. Pay on Receipt • This feature is alternately known in Oracle User Guides as: • Evaluated Receipt Settlement (ERS) • Payment on Receipt (POR) • Self-Billing Invoices (SBI)

6. How does it work? • Receipt transactions trigger invoice creation • Receipt • Delivery • Advance Shipment Notice • Advance Shipment and Billing Notice

7. How does it work? • Depending on your business needs, you can use Pay on Receipt to automatically create invoices for: • All your vendors; or • Select vendors; or • Select Purchase Orders

8. How does it work? • Invoices are generated by running the Pay on Receipt AutoInvoice and Payables Open Interface Import processes. • Invoices move normally through Approval and Payment processes. • Process Returns with automatic Debit Memos that are matched to the original Purchase Order.

9. How does it work? • Invoices are consolidated at one of the following levels: • Packing Slip – Triggers one invoice per packing slip • Receipt – Triggers one invoice per receipt • Supplier Pay Site – Triggers one invoice per supplier pay site

10. How Invoices are Built • Invoice Amount = Quantity Received X Purchase Order Item Unit Price • Payment Terms –Default from the Purchase Order Payment Terms or from Supplier Site Payment Terms • Tax– Based on the tax code in PO Shipment or the Default Tax Hierarchy in Payables.

11. How Invoices are Built The invoice number is created in the following format ’ERS’–<X>–<Seq#>where: • ERS is the default prefix for Pay On Receipt invoices or any prefix specified in the profile option PO: ERS Invoice Number • X depends on the summary level: • if summary level = Pay Site then X = Invoice Date • if summary level = Packing Slip then X = Packing Slip Number • if summary level = Receipt then X = Receipt Number • Seq# is a unique system generated number.

12. Pay on Receipt Benefits • Pay on Receipt offers the following benefits: • Reduce or eliminate paperwork associated with invoice payment processes • Reduce the risk of manual data entry errors • Avoid duplicate entry of invoices • Ensure that invoices are entered into the system in a timely manner

13. Setting Up Pay on Receipt • PO: ERS Aging Period • PO: ERS Invoice Number Prefix

14. The Pay on Receipt Process

15. Set Up Supplier SBI

16. Set Up Supplier Currency

17. Create Purchase Orders

18. Run POR AutoInvoice

19. Using Payables Batching • Pay on Receipt supports AP Batching • Invoice Count and Total are automatically calculated

20. Handling Errors • Two reports assist in identifying and solving errors: • Purchasing Interface Errors Report • Payables Open Interface Report

21. Tax • Set up Supplier Site with Automatic Tax Calculation at Line or Tax level • Tax values inherited from Tax Codes (PO Shipment) or Default Tax Hierarchy • Tax is calculated at Invoice Approval or manually in the Distributions window

22. Different Purchasing and Pay Sites • Set up both sites for Pay on Receipt • Indicate Pay Site as Alternate Site in the Purchasing Site Self-Billing Region

23. Return to Suppliers • Select Create Debit Memo from RTS Transaction checkbox in the Supplier Sites window. • Ensure the Create Debit Memo option is selected in the Returns window.

24. Invoice Inquiry • Use the ERS Invoice Number Prefix as a starting point for searches

25. Conclusion • Easy to set up and use • Reduces paper consumption • Reduces manual entry of invoices • Test completely in safe environment • Use aliases to search for information in PO and AP User Guides

26. Q & A msider@darc.com