Oracle ERP System Solution
Gold Products Co., Ltd.
AP payable
table of Contents
Document Control .............................................. ................................................ ............................... 2
Overview ............................................. ................................................ ................................................ ....... 5
Accounting system introduction .......................................... ................................................ .............................. 5
Payable program design ............................................ ................................................ ................................ 6
The establishment of the payment system ........................................... ................................................ .........................
Payment management range .......................................... ................................................ .............................. 8
Supplier management ........................................... ................................................ ................................................. 10
Supplier structure ............................................. ................................................ ...................................... 10
Supplier coding ............................................... ................................................ ...................................... 10
Supplier properties ............................................. ................................................ .................................... 11
Advisory invoice management ............................................. ................................................ ....................................... 12
Invoice number management ............................................. ................................................ ............................. 12 There is a management of the purchase order invoice ......... ................................................ ............................................... 12
Management without purchasing order invoice ........................................ ................................................ .................
Other payment documents management ............................................ ................................................ .................................
important................................................ ................................................ .......................................
Invoice tax management .......................................... ................................................ .................................... 17
Invoice shipping management ............................................ ................................................ .......................................
Fee reimburse management ............................................. ................................................ ....................................... 19
Sporadic procurement cost reimburse .......................................... ................................................ ........................... 19
Travel fee and other reimbursement management .......................................... ................................................ ........................... 19
Advantages and Disadvantages................................................ ................................................ ..................................... 20
Invoice adjustment business management ............................................ ................................................ ................................ twenty one
Invoice is adjusted ........................................... ................................................ .................................... 21 invoice negative adjustment .......... ................................................ ................................................ ....................... twenty one
Bank account management ............................................. ................................................ ....................................... twenty two
Bank account management ............................................. ................................................ ............................... twenty two
Bank document management ............................................. ................................................ ............................... twenty three
Payment management .............................................. ................................................ ........................................... 25
Payment method management ............................................. ................................................ ............................... 25
Payment management .............................................. ................................................ ..................................... 25
Prepaid management ........................................... ................................................ ............................................ 26
Prepaid application ........................................... ................................................ .................................... 26
Prepaid payment ............................................. ................................................ .................................... 26
Prepaid verification ............................................ ................................................ ................................... 27
Special business management ........................................... ................................................ ..................................... 29 Temporarily estimated business ....... ................................................ ................................................ ................................ 29
Stay and preference ........................................... ................................................ ...................................... 29
Spare gold management ............................................. ................................................ ...................................... 30
Operation analysis ............................................. ................................................ ................................................ 31
Operating installment ........................................... ................................................ ........................................ 31
Operation analysis ............................................. ................................................ ........................................ 31
Inquiry and report ............................................. ................................................ .......................................... 32
Query function .............................................. ................................................ ..................................... 32
Report function .............................................. ................................................ ..................................... 32
Payable and general accounts .......................................... ................................................ .................................. 34
AP post management ........................................... ................................................ .................................. 34
The management of the AP certificate .......................................... ................................................ ............................. 34ap accounting period ................ ................................................ ................................................ ................... 34
Open and closed Issues for this deliverable .......................................... ................................... 36
Open issues ................................................ ................................................ ................................. 36
Closed Issues .............................................. ................................................ .............................. 36
Overview
This document is Shanghai Hance Computer System Co., Ltd. Group ERP project implementation team on the basis of detailed research and demand analysis of MKL payables, providing the management characteristics of the group's domestic and Hong Kong companies payable System solution.
On this document, based on business research on MKL, this document mainly considers the current business status of MKL and future business development, combined with the functional characteristics of Oracle systems.
This document comes from the research document, which will be the basis for setting up documents and operational documents.
This document belongs to the Group and Shanghai Hance Company.
The reference documentation of this document includes:
This report is controlled by the GL General Solutions and MKL Group Organization System Solutions, complies with the public constraint definition of the GL general ledger, and should comply with the MKL Group Organization System (multi-organizational) solution when handling the organization.
Accounting system introduction
Oracle Accounting Management System is a financial manual module that dedicated to invoices and payment management in Oracle Application, and the main features of the system include:
Supplier management. Supplier information for payment modules and procurement modules, which can define different payment methods for different suppliers and their classifications, which can be controlled, such as suppliers, suspend, maximum payment amount.
Bank management. Clear management can be implemented on bank accounts, payment documents.
Invoice management. Oracle payment system can manage the purchase invoice, non-purchasing invoice, red word invoice and other payment credentials, and can also handle employee employee cost reimbursement, zero cost spending.
Payment management. The payment management system can handle the management accounting of various payment methods such as check, cash, and electricity.
Query and report. Oracle payable system provides a powerful query function that can query the invoice transaction and payment situation. You can query the amount of supplier balances online. The powerful reporting function can meet the needs of the age analysis.
system integration. The AP module is a financial manual module, and the GL, FA, PO, CE, etc. have a high degree of integration.
Payable program design
MKL family subsidiaries have different management characteristics. The program design of this document fully utilizes the commonality management of various companies, but also considers different needs of each company, try to design on the basis of unity. A solution suitable for various companies.
The design of the system implementation is based on the design of this program is: ?? Group's business status and future management requirements and the function of Oracle payable management system.
System implementation design principle
Make sure the process of system design is feasible in actual business, the operability of the system, the correctness and reliability of business processing, and the continuity of business management.
Ensure the simplicity of the process, mainly based on the main business. The process of secondary business should be as simple as possible.
Make sure the designed process is feasible on the Oracle system, that is, the feasibility of the Oracle system feature is considered.
Ensure the security and efficiency of the system. Make sure the system is safe to run, ensuring that the system is efficient.
Establishment of payment system
Organization arrangement established by payment system
U set up a payment system in accordance with the subsidiary, namely Dongguan, Heyuan, Guangzhou, Shanghai, ???? Steel and ???? Hardware, respectively, according to the company's payment management system as the company's operating unit. While the companies are uniform payment, the company is divided into the company's business and accounting scope, and avoids the interference and confusion of business between different companies in the MKL group in accordance with the principals of the legal person. Changan? The purchase business is mainly to purchase companies in the group, and payment can be carried out internally, and the account payable can be relatively simple.
u The payment module is concentrated by the financial department for business management and maintenance, including the invoice, payment, etc. The purchasing business, the purchaser will pay the invoice to the financial department.
Payable management system duties
According to the business development and status quo of MKL, consider the future business needs, set the following positions / duties in the payment management system.
post
Department
main duty
Payment accounting
Accounting Department
Mainly responsible for the entry / query of invoices in the system, payable to the general ledger, mainly payment, collect and organize reports and age analysis reports.
Adopted
Accounting Department
Mainly responsible for the operation of day-to-day payment, maintenance of bank information and report generation, collection and finishing related to payment.
Supplier management
Purchasing department
Responsible for the entry, maintenance and management of supplier information in the system, and query of supplier balances and reports on supplier management.
Deduct management
Computer department
Responsible for maintaining Oracle payment management systems, including end-user daily issues, basic settings, system data maintenance, and accounting maintenance, and partial payment report development.
Coping
Accounting Department
Responsible for invoice audit, invoice / payment adjustment, and daily invoice / payment query, review / approval operation and report management.
Target of payment system
u According to the results of MKL business research, consider the development needs of future business, separating the main management system from the general account management system, implement a clear management in the payable management system, and implement the general account and submit The relative separation of the account, maintains a high degree of integration with the general deputy management system while dividing the department, and the total account of each subsidiary, guarantees the consistency and integrity of the general ledger and sub-account financial information.
u For the payment of the payment of the invoice, distinguish between purchasing invoices, fixed assets invoices, cost invoices, other payment documents and employee reimbursement, and strict control of funding, ensure financial information and physical information Consistency and integrity.
u Establish a set of independent payable management systems, accurate and timely accounting, maintenance and management of daily business, including supplier management, invoice management, payment management, meet the needs of internal management, especially in strict accordance with the resolution The principle is accurate and timely confirmation of debt, accurate judgment of the company's capital flow.
General account foundation for payment management
The respective payment management systems are set up in accordance with the legal people.
Domestic company's payable sub-sets set up MKL_ML_BOOK Hong Kong corporate payment sub-module set of MKL_HK_BOOK
Accounting period payable by the account will be set according to the accounting period.
Domestic company's accounting year is the annual annual annual, from January 1st to December 31, December 31.
The accounting year of the Hong Kong company is based on the financial year of the company, from April 1, March 31, the next year.
The accounts MKL_ML_BOOK and MKL_HK_BOOK accounting period management, two GL general ledger system administrators need to open the accounting schedule after opening the monthly account accounting period, and confirm before closing the last month's general account accounting period Close the accounting period for last month.
Payment management
The business of payables, how much is the total amount of business, is required to define whether to pay the payment module management system, or directly account for account processing, in order to ensure the unified specifications of the business, you need to be determined in AP Or the business scope of the GL different systems, and this division can also be adjusted as the company's business development.
Incorporate standards for payment management system management
u importance principle. Since the advantages of submodule management are fine, the disadvantages are comparable, so in general, for the operational management of MKL, there is a significant amount of payable business, priority is incorporated into the payment management system, such as supply. Business procurement payment.
u practical principle. The comparison standard business, will be relaxed in the management of the child module, the effect of management is also obvious, non-standard business, you need to make certain workaround to match the system's function, so management difficulty in the child module Will be big, the effect is also a discount.
u Simplified principles. For services that have a small amount of daily operations, there is no special meaning of the details, in order to easily and quickly perform business processing, the credential input can be performed directly in the general ledger.
According to our results of the Group's business research, we recommend that the following businesses are managed in the payables management system:
Suppliers (trading and employee) Maintenance and management
Maintenance and management of bank accounts / bank documents
Raw material purchase invoice management
Fixed asset procurement invoice management
Other fees purchase invoice management
Sporadic purchase invoice management
Other payment voucher management
Employee cost reimbursement management (optional, recommended in GL processing)
Supplier invoice payment management
Remove payment management for employees (optional, recommended in GL processing,)
Other payment management
Prepaid management
Temporary management
Stay in business management
Prerequisite
Supplier inquiry, age analysis, and other report management
Supplier management
In the Oracle payment management system, the supplier includes a wide range, in general, all objects we have to bear their debts or payments can be managed as suppliers. Therefore, suppliers mainly include three categories:
Supplier class / employee / tax authority (government) class, can be added according to actual business needs.
Supplier structure
In the Oracle system, the supplier information is divided into two levels: the title layer (HEAD) and address layer (Address).
The supplier title layer is shared between different companies, that is, Dongguan enter a new vendor, then in Heyuan Company, you can see the information on this new supplier title. Therefore, for a supplier with several subsidiaries of the group, there is a business transaction, you can enter the relevant title information in any of the companies, other companies can share this information, so that the same supplier is in the system No input is repeated.
The supplier address layer is shielded with each other in different companies, and it can be considered that the supplier address layer is specific company that trades with?, So for the same supplier and the Group's different subsidiaries are also businesses. Information maintenance needs to be performed on the supplier's address level of the suppliers in different subsidiaries. If the same supplier has different branches (non-independent legal persons), you need to enter individual branches as different vendor addresses in this vendor address. For the employee provider, enter the basic information such as the employee name in the title line, and the address is unified in the address information in the address information of the employee supplier.
Supplier coding
Unified supplier coding, specifying different encodings, respectively, which will be an important basis for supplier queries, management, and reporting operations to facilitate convenient and fast business processing.
Supplier coding solution
u Specify a unique encoding for each vendor, respectively.
1. Specify a unique encoding for stand-alone suppliers.
2. For the supplier of the company and the nature of the branch, such as a supplier has different branches (non-independent legal persons), the general company defines a unique encoding, different branches as different supplier locations. Management.
3. Suppliers from the subsidiaries of the group company and their independent legal persons, define a unique supplier code for each independent legal subsidiary.
4, for a large number of sporadic procurement suppliers, especially generally related one-time suppliers, in the AP system, is not large, in order to reduce the burden on supplier maintenance, consider consider all miscellaneous suppliers as A virtual vendor is managed without having to enter various suppliers to managing clear management.
u Supplier coding adopts manual encoding, encoded by letters or / and numbers.
u Supplier coding is divided into 3 parts, a total of 5 characters. The country code, company code, sequence number.
The country number is represented by a country to define the corresponding country correspondence.
The company code is a first letter according to the supplier name, expressed in one letter.
The sequence number is three digits.
Employees supplier coding
u For each employee vendor, define a unique vendor code.
Define a unique vendor address encoding for each employee vendor.
u Employees Supplier Codes Adopt manual coding, encoding consisting of letters or / and numbers.
Employee supplier encodes coding schemes with personnel attendance systems.
As supplier management, employees are based on employee providing labor services, mainly managing salary payment and cost reimbursement, in MKL, due to the use of special personnel attendance system management, to simplify AP operations, salary payment and cost reimbursement recommendations in the general ledger GL.
Supplier properties
Since the supplier title information is shared, the address information is shielded, so it is recommended that the information on the supplier header is maintained by the Group Corporation Purchase Department in the organization of Dongguan Company, and other companies cannot modify or add suppliers. The title information, and the relevant information on the address is maintained and managed by each subsidiary. In fact, according to the current processing method of the current group purchase, the supplier's management is basically maintained by the Group Purchasing Department.
Supplier management properties
l Oracle payable management system can classify suppliers, such as classifying in accordance with industry characteristics, corporate scale, credit limit, etc., meet the needs of queries and statistics.
l For different suppliers and classifications, different payment methods can be defined, give different payment priorities. Suppliers can be credit control, such as suppliers hang, maximum payment amount control, etc.
l On financial information, you can define different liabilities default accounts and advance payment accounts for different suppliers and addresses, or different invoices accounting account assignments, speeding up the speed of payment input, and reduce the possibility of error. You can also provide information on the supplier's specified tax calculation, invoice and payment of the default currency and other information. l On the physical information, each vendor location can specify a shipping destination and a list of field destinations, specify the use of purposes, including whether or not, whether to buy, whether or not.
To reserve tracking records in the system, Oracle does not allow deletion of vendors, but can be invalidated to a vendor or a vendor's location according to actual services.
