EE Payables Support Guide

Hudson’s Bay Company Oracle AMSPayables

Support GuideOracle ERP

HBC Oracle Payables Support Guide…

Audience for This Guide

Oracle Applications Practitioner starting work on Oracle AMS engagement having Oracle Payable implemented

Payables Functional consultant seeking information about Payables processes and navigations

Payables Technical consultant seeking information about Payables processes and navigations

How to Use This Guide

This guide contains information you need to understand and use Oracle Payables

This guide gives conceptual understanding on Retail Industry payables processes and interfaces for Vendor inputs.

Customizations around Invoice import, payment processes, and electronic payments are available in this guide

Refer table of contents to navigate to necessary page.Refer screen shots for more details

Job names, directory paths, Interface codes like AP0xx are customer specific. Those may be ignored

This guide can be considered as reference to build similar one for another customer for AMS engagements

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Table of Contents

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TABLE OF CONTENTS...............................................................................................................................................................2

INTRODUCTION..........................................................................................................................................................................4

VENDOR MAINTENANCE.........................................................................................................................................................5

VENDOR DEFINITION FIELDS........................................................................................................................................................5Pay Group (Pay_Group_lookup_code)..................................................................................................................................5Payment Priority (Payment_Priority)....................................................................................................................................6

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Vendor Type (Vendor_type_lookup_code (at vendor level )).................................................................................................6Always Take Discount (Always_take_disc_flag)....................................................................................................................8Pay Date Basis (Pay_date_basis_lookup_code)....................................................................................................................8Payment Method (Payment_method_lookup_code)...............................................................................................................8Terms Date Basis (Terms_date_basis)...................................................................................................................................8Allow Calculation Lever Override (Auto_tax_calc_flag)......................................................................................................8Freight Terms (Freight_terms_lookup_code (at site level))..................................................................................................8Terms (Terms_id)...................................................................................................................................................................8Invoice Currency (Invoice_currency_code)...........................................................................................................................9Payment Currency (Payment_currency_code).......................................................................................................................9Attributes................................................................................................................................................................................9Invoice Match Option (Match_option).................................................................................................................................14Use Offset Taxes (Offset_tax_flag).......................................................................................................................................14FOB (FOB_LOOKUP_CODE)............................................................................................................................................15

EMPLOYEE VENDOR SETUP.......................................................................................................................................................15MERCHANDISE VENDOR SETUP.................................................................................................................................................16

PAYABLES PAYMENT PROCESS..........................................................................................................................................17

PAYMENT SETUP........................................................................................................................................................................17PAYMENT PROCESS SUMMARY...................................................................................................................................................19EVERGREEN CHECK PRINTING....................................................................................................................................................20PAYABLES QUICK CHECK PROCESS...........................................................................................................................................20PAYMENT BATCHES...................................................................................................................................................................23REPRINTING CHECKS..................................................................................................................................................................30VOIDING CHECKS.......................................................................................................................................................................31

INVOICING.................................................................................................................................................................................32

INVOICE BATCHES.....................................................................................................................................................................32Invoice Batches field definitions from AP user guide...........................................................................................................32

INVOICE HEADERS.....................................................................................................................................................................34Invoice Types........................................................................................................................................................................35Invoice level Flexfields.........................................................................................................................................................36Invoice Distribution level Flexfields.....................................................................................................................................39Invoice Holds........................................................................................................................................................................39Invoice Payments..................................................................................................................................................................43Invoice Field definitions from AP User manual...................................................................................................................46

ELECTRONIC PAYMENTS (EFT)..........................................................................................................................................53

BANK SETUP..............................................................................................................................................................................53PAYMENT FORMAT SETUP.........................................................................................................................................................56VENDOR (SUPPLIER) SETUP....................................................................................................................................................57VENDOR (SITE) SETUP..............................................................................................................................................................59INVOICE SETUP..........................................................................................................................................................................64

Invoice Distributions............................................................................................................................................................67PAYMENT BATCHES AND PAYMENTS........................................................................................................................................68

EXTERNAL INTERFACES.......................................................................................................................................................69

AP INBOUND (INVOICES)...........................................................................................................................................................69MANUAL ENTRY PROCESS.........................................................................................................................................................70AP INBOUND (NON-INVOICE).....................................................................................................................................................71AP OUTBOUND..........................................................................................................................................................................71

COMMON INTERFACE UTILITY (CIU)...............................................................................................................................78

CIU ERROR MESSAGES..............................................................................................................................................................79CIU AP STANDARD FILE FORMAT (FOR FEEDS INBOUND TO ORACLE AP)..............................................................................81

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AP AUDIT.....................................................................................................................................................................................86

CONNOLLY AUDIT.....................................................................................................................................................................86GOVERNMENT AUDIT – CCRA..................................................................................................................................................87

DOCUMENTATION...................................................................................................................................................................89

USER CONTACT LIST..............................................................................................................................................................89

ORACLE APPLICATION RESPONSIBILITIES...................................................................................................................89

JOB SCHEDULING....................................................................................................................................................................89

APPENDIX...................................................................................................................................................................................90

PAYMENT TERMS.......................................................................................................................................................................90Due or Discount Date Region..............................................................................................................................................93To define payment terms.......................................................................................................................................................94

Troubleshooting.........................................................................................................................................................................99

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Introduction

Generally there is a hierarchy of attributes carried through the system. The Vendor is setup with certain attributes and as an invoice comes is, it can override these vendor attributes. Then as the payment process is run it can override invoice attributes.

VENDOR INVOICE Payment Schedules

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Vendor Maintenance

All HBC suppliers which need to be paid are in the Oracle database. Non-payable vendors are suppliers that are paid outside of the Oracle system (manual checks, etc). HBC employees are setup as non-payable vendors.

It is HBC policy that a vendor must have an MMVA contract to be a payable vendor. This is a business process required before a vendor is created.

HBC vendor data is kept in Oracle AND Retek databases. As vendors are updated in Oracle, they are interfaced to Retek (AP020 Daily every 2 hours 8am-6pm). Note that there is no Retek to Oracle interface, so if a change is made in Retek, it is not reflected in Oracle. This causes potential problems.

Each supplier has one supplier ID and possibly multiple vendor sites. At HBC the vendor site is referred to as vendor number.

Details on Supplier setup are in AP User guide Pages 41-51

Vendor definition fields

Pay Group (Pay_Group_lookup_code)

Used to select invoices for payment in a Payment Batch.

The following are defined at HBC:

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EXPENSE – Expense for non-payables vendorEMPLOYEE – HBC Employee / EES (EFT)NET MDSE – Merchandise vendor (Check)

Payment Priority (Payment_Priority)Priority level associated with group.

Numeric, Not NULL

Vendor Type (Vendor_type_lookup_code (at vendor level ))Used to group suppliers for reporting purposes. The Type code is also interfaced to Retek.

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Classification Tab Field Names and Definitions

NOTE: Any field not being utilized by HBC, will not be included in the field and definition section below:

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Always Take Discount (Always_take_disc_flag)Enable this option to have Payables always take an available discount for a supplier, regardless of when you pay the invoice.

Pay Date Basis (Pay_date_basis_lookup_code)The Pay Date Basis for a supplier determines the pay date for a supplier's invoices, eg. due or discount.

Payment Method (Payment_method_lookup_code)Method of payment or means of funds disbursement (eg. Check, wire, Electronic).

Terms Date Basis (Terms_date_basis)Date from which Payables calculates a scheduled payment for a supplier.System. When invoices are entered, Payables defaults the system date as the terms date.Goods Received. When invoices are entered, Payables prompts the user to enter the date that the goods were received which populates the terms date.Invoice. When invoices are entered, Payables defaults the invoice date as the terms date.Invoice Received. When invoices are entered, Payables prompts the user to enter the date the invoice was received as the terms date.

Allow Calculation Lever Override (Auto_tax_calc_flag)Allows for changes to the calculation level. Usually set to ‘T’.

Freight Terms (Freight_terms_lookup_code (at site level))Determines whether the supplier or HBC pays for freight charges. HBC outlines policies in the Routing Guide. Used by RETEK to calculate freight dollar amounts.E.g. cc.

Terms (Terms_id)Payment Terms specify the date(s) payments are due to the supplier and include any applicable percentage discounts if paid on the stipulated date. Note the payment terms are defined outside of this screen. See Payment Terms section for details on this setup.

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Invoice Currency (Invoice_currency_code)Currency in which the HBC will be invoiced. CAD or USD

Payment Currency (Payment_currency_code)Currency in which the supplier will be paid.CAD or USD

AttributesMost of the flex fields are used for Retek system interfaces. These are the descriptive flex fields for the site level

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These Function codes are set up for the Retek System, they are an explanation of what type of a function does this vendor provide. It does not mean much to finance.

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Retek indicator is a categorization of payables and non payable vendors by banner.

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This is rule for how the check will be delivered to vendor.

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Invoice Match Option (Match_option)Determines whether invoices will be matched to Oracle Purchase Orders vs. receipts.

Purchase Order – there is a purchase order for this invoice to be paid (2-way matching)Receipt – there is a receipt, invoice and a purchase order for the invoice to be paid (3-way matching)

Use Offset Taxes (Offset_tax_flag)The user can use offset taxes to record taxes on invoices while offsetting the tax liability. Usually set to NULL. This indicates that offset account will be used as liability account is used. Usually Tax code is passed at the invoice level, if you want to add tax lines automatically to the site, use this field to set the default tax calculation.

E.g., We set the site code to Bay-GST and created an invoice, so the tax line gets created automatically like this:

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FOB (FOB_LOOKUP_CODE)Free On Board indicates where HBC takes ownership of the goods. Used by Retek. Tells if vendor or HBC pays for the freight fees.

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Employee Vendor SetupAll HBC employees are setup in Oracle to allow EES payments. Employees are loaded by the employee loader of EES process. The following are the criteria for such a record:

VENDOR_TYPE_LOOKUP_CODE = EMPLOYEEPAYMENT_METHOD_LOOKUP_CODE = EFTVENDOR_SITE_CODE = OFFICE

SELECT * FROM po_vendors v, po_vendor_sites_all vsa WHERE v.vendor_id = vsa.vendor_id AND v.vendor_name LIKE '%LUSANNE%'

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Merchandise Vendor SetupThese are vendors that supply merchandise that HBC sells at stores.

Note the Inactive_date must be null for the site to be active. (Retek does not currently receive the change to this field and this causes problems).

Bank accounts and EDI info do not have to be setup at supplier level, they are on site level.

SELECT * FROM po_vendors v, po_vendor_sites_all vsa WHERE v.vendor_id = vsa.vendor_id AND v.vendor_name LIKE '%Pepsi-Cola Canada Beverages%'

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Payables Payment ProcessHBC uses Oracle Payables to create payment to the vendors that they deal with. COFI and non-COFI vendors are processed via payables. Each vendor can be payable or non-payable. This process includes creation of a check based on invoices and their payment terms. The payment process is a business functionality that the user schedules based on when they need a payment group processed.

Each payment needs to have an invoice. If an invoice is paid, it is paid in full. A payment can be for multiple invoices. For a payment to be valid, the vendor must be defined in the system as a payable vendor. All accounting entries are generated by invoicing NOT the payment.

As a payment is made the invoice distribution line is updated with the paid amount.

E.g.

SELECT * FROM ap_checks_all c, ap_invoice_payments_all ip, ap_bank_accounts_all ba WHERE c.check_number = '0135851' AND ip.check_id = c.check_id AND c.bank_account_id = ba.bank_account_id

Payment setupSet up Document Number ????????????, Bank and Format type. (see Electronic payment section for sample)

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Payment process summary

1. enter payable supplier (vendor)2. enter invoice for supplier3. approve invoice4. pay invoice (quick check or batch payment)5. check can be reprinted or voided if required

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Evergreen check printingAll checks go through Evergreen process to format the checks before they are printed. The payment process calls a custom program to create the Evergreen interface. The program will create a file on the Evergreen server. Evergreen process will format the checks and put them on our print queue that point to the check printers.

Payables Quick Check ProcessQuick check is a method of producing an instant check based on some form of urgency by the vendor/business. Quick checks are the same format as regular (batch) checks. Sysunix created a test print queue to run Quick Check print tests in CDV.

Follow A.P. user guide (page 154) to create a quick check. You need to create an invoice first before you can pay it.

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New printer is created for testing of checks.

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New printer is for queue newchq. lp9 printer is production check printer…. Careful!!!

For testing the check will then go into the queue. Ask Waqar (networking) to printing the test check that was created by Evergreen.

CM job is submitted to print the check.

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Output is the check… see document Format Payments (Evergreen, La_060508 EVENGREEN CHECK OUTPUT from Printing job.txt for an example.

This sends the check to the print queue. Waqar can release it to the test printer.

Payment Batches

Create a payment batch when you want to print a number of checks. Most time it is based on an Invoice batch. Each payment batch can only have one currency. This applies even if the Invoice batch is mixed currency. Thus, to pay such an invoice batch, you need to create multiple payment batches (one for each currency). Payments are made on invoice payment terms.

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Note the currency is selected for the invoices to be paid.

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Select Actions ->

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Click OK. This submits a CM request.

Once the CM request is done the Status becomes Built

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Check that there are invoices in the batch that were selected.

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Select Actions ->

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Note the Print Preliminary Register option creates a report of checks printed (if you need it).

Go to CM and see the job.

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Reprinting checks

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Voiding Checks

Void checks that are not needed (if a user created a check with a mistake on it). Do this:

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InvoicingInvoices are created for payment to vendors, employees and expense suppliers. Invoices usually come in invoice batches. A batch is a collection of invoices. Batches can contain multiple vendors’ invoices. Various validations occur in a batch to ensure the batch is processed.

Vendor invoices are entered via batches (CIU) or manually (in application or via Excel spreadsheet with AP upload process). Most invoices come through Retek (AP001) and qLogitek (AP008 and AP009).

Invoice BatchesAn invoice batch contains a summary of all its invoices (total invoice count and total dollar amount). To create an invoice, you need an invoice batch. CIU will automatically create a batch. If you are creating manual invoices, a batch must be created first and then the invoices are added to it. Automatic batches usually follow the naming convention of: SYSTEM INTEFACE DD-MMM-YY ## (e.g. RETEK ZELLERS 01-MAR-08 01)

Invoice Batch date has to be in an Opened AP period.

Invoice Batches field definitions from AP user guide

Invoice Batch Window Field Names Definitions


Field Name DefinitionDate The Date the Invoice Batch was entered

into Oracle.Batch Name Name that was assigned to the Invoice

Batch.Invoice Type The type of invoice will determine which

processing options Payables makes available. Standard. An invoice or adjustment for amounts owing to a supplier for goods or

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services.Credit Memo. A credit note for amount owing from a supplier.Debit Memo. A charge to the supplier for amounts owing from the supplier.Expense Report. A document detailing expenses incurred by an employee. (N/A)

Pmt Terms (Debit/Credit Memos)

Payments Terms specify the date(s) payments are due to the supplier and include any applicable percentage discounts if paid on the stipulated date.

At the Batch level, the Payment Terms field is only to be used for Debit and Credit Memos. The term of IMMEDIATE is always applicable. The field is to be left blank for Standard Invoices.

Count Difference The difference between the Control Count and Actual Count

Amt Difference The difference between the Control Amount and Actual Amount

Control Count The number of Invoices within the batch.Control Amount The sum of the invoice amounts in the

batchActual Count Displays the number of invoices entered in

the batch.Actual Amount Displays the sum of the invoice amounts

entered into the batch.

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Invoice HeadersAn invoice contains header and distribution lines. Each invoice contains a payment to one vendor, but can contain multiple distribution lines. Invoice number has to be unique. Currency is CAD or USD.

Tax calculation is set to ‘Tax Code’ to allow a tax distribution line to be automatically created.

GL Date on the invoice has to be in the current Opened GL and AP periods.

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Invoice TypesStandard

– HBC owes Vendor– Vendor payment terms are NULL and will be populated from the vendor terms setup for the site

(unless an override is required)– Can be negative or positive (as long as the total is positive)– Most invoices are this type

Debit Memo – Vendor owes HBC – Payment terms are Immediate– Seldom used at HBC

Credit Memo – HBC owes Vendor, but since the amount is negative, the Vendor Owes HBC the amount– E.g. RTV batch

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– Payment terms are Immediate– Generally batch total amount is negative– Gets deducted from vendor’s payments

Invoice level Flexfields

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Definition of the flexfields:

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Transaction codesCategorization of interface invoice types. E.g. 401 = Retek, 401 = nZoom, 101 = Adjustments

PO NumberLegacy PO number from Retek interface

Import Invoice / CSA IndicatorPopulated by Retek. Import Invoice (not 0 or NULL) is import Invoice number that tells you that the merchandise is off-shore (Import). CSA Indicator if it is ‘Y’ then this invoice is an off-shore invoice where the truck dies not have to stop at the border for inspection. (So the vendor is self-assessed). If the CSA is NULL then the truck does have to be inspected at the border.Note: this is important for import vendors. Some are self-assessed some are not. If questions arise, check these flags on the invoice.

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Invoice Distribution level Flexfields

All of these values come from Retek for 401 type invoices. For adjustments they are typed in and sent back to Retek.

Retail Value is important to Retek for adjustment invoices (type 101). If an adjustment is made it is sent to Retek in AP039 interface.

IIN number is sometimes populated for Import type invoices.

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Invoice HoldsCertain Invoice errors make the invoice go on Hold, and thus Not Approved/Paid until the Hold is cleared. For hold types refer to document Summary of Invoice Hold Names.doc.

E.g. Total of invoice distributions does not equal invoice amount so the invoice is on HOLD.

Click HOLDS to see the details

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Total of invoice distributions does not equal invoice amount. Fix the hold as required. Then revalidate.

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Invoice Payments

You can see payment history for a given invoice.

To see payments for invoices Click Payments

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Click Payment Overview

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Invoice Field definitions from AP User manual

Invoices Window Field Names and Definitions

The Invoices window will appear with the Invoices listed based on the criteria entered in the Find Invoices window. The buttons on the bottom of the window may or may not appear depending on the user access.


Field Name Definition

Type The type of invoice will determine which processing options Payables makes available. StandardCredit Memo.Debit MemoExpense Report See page 117 for descriptions on the different types.

Supplier The Supplier is the person or business that supplied us with goods or/and services.

Supplier Num The Oracle number that is assigned to the supplier.

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Site The Supplier Site number is the Retek Vendor number. The Site in Oracle contains many of the attributes for the Supplier and all payments are made at the site level.

Voucher Number A value assigned to an invoice for internal tracking purposes.

Invoice Date The date on the invoice.Invoice Num A value the supplier assigns to an invoice.

This invoice number must be unique for the supplier.

Invoice Amount The dollar value of the invoice.Terms Payments Terms specify the date(s)

payments are due to the supplier and include any applicable percentage discounts if paid on the stipulated date.

At the Batch level, the Payment Terms field is only to be used for Debit and Credit Memos. The term of IMMEDIATE is always applicable. The field is to be left blank for Standard Invoices.

Description A description of the goods and services listed on the invoice. The description appears on the Payment document remittance.

Date Invoice Received

The date the invoice was received from the supplier

Pay Alone If checked, the invoice is paid with its own payment document without including other invoices for the supplier.

Pay Group Used to select invoices for payment in a Payment Batch.

Terms Date The date from which Payables calculates an invoice scheduled payment

GL Date The date the invoice gets posted to the General Ledger.

Payment Method Method of payment or means of funds disbursement. E.g. Cheque

Batch Name The name of the batch in which the invoice was processed.

[Click] on the invoice to see the details of the invoice.

NOTE: If you are unable to [click] on the invoice, refresh the

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window or press the <DOWN ARROW> or <UP ARROW> key to move to the Invoice.

[Click] on to see an overview of the invoice.

[Click] on the button. The Invoice Holds window will appear. If an invoice has been placed on hold this window will contain the details concerning the hold(s). Holds can be applied manually or by the system.

Invoice Holds Window Field Names and Definitions



Hold Name The name assigned to a Hold

Hold Reason The reason associated with the hold.

Release Name The name assigned to a Hold Release.

Release Reason The release reason associated with the Release Name.

Current Record Hold Date: The date the hold was applied.Held By: Who applied the hold, either system or user.Release Date: The date the hold was released.

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Released By: Who released the hold, system or user.

[Click] on the Close (X) button to close the Invoice Holds window and return to the Invoices window.

From the Invoices window or the Invoices Hold window, [click]

on the button. The Scheduled Payments window will appear.

Scheduled Payments Window Field Names and Definitions



Due Date Payables calculates the date the invoice is due based on the invoice Terms Date and invoice Payment Terms.

Gross Amount Gross amount due for the scheduled payment.

Payment Priority A value assigned to an invoice that determines how Payables selects invoices for payment in a Payment Batch.

Payment Method Method of payment or means of funds disbursement.Cheque: Quick payment or a cheque from a Payment BatchElectronic: Electronic funds transfer file that is transmitted to the bank for paymentWire: Used to manually record a wire

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transfer of funds between the bank and the supplier.Clearing: Not Applicable

Discount Date The date at which an invoice must be paid to be eligible for a discount.

Discount Amount

The discount amount relating to the unpaid balance for a selected invoice.

Amount Remaining

The unpaid amount of a selected scheduled payment amount.

Discount Amount Remaining

The first discount amount available on the unpaid amount of a selected payment line.

NOTE: From the Scheduled Payments window the user may

also access the and buttons.

[Click] on the Close (X) button to close the Scheduled Payments window and return to the Invoices window.

From the Invoices window, [click] on the button. The Payments window will appear.

Payments Window Field Names and Definitions



Payment Method How the payment is being made.Cheque: A manual cheque, a Quick payment, or a cheque in a payment batch.Electronic: An electronic funds transfer

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file that is generate and delivered to the bank for payment.Wire: Used to manually record a wire transfer of funds between the bank and the supplier.Clearing: Used for recording invoice payments to internal suppliers within the organization.

Document Number

Payment document number, for example, cheque number.

Payment Date The date of payment (e.g. cheque date).

GL Date The date which determines the correct accounting period

Void If the check box is checked, the payment has been voided.

Payment Amount

The amount of the payment.

Discount Taken The amount of discount deducted when payment was made.

NOTE: Within the Payments window, the user may [click] on

the button to access the Scheduled Payments window.

[Click] on the Close (X) button to close the Payments window and return to the Invoices window.

From the Invoices window, [click] on the button. The Distributions window will appear.

Distributions Window Field Names and Definitions

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Num Unique number for the distribution.Type Defines the charges on an invoice:

Item: Standard item such as goods or services.Freight: N/ATax: Distribution for a tax amount.Miscellaneous: N/AWithholding: N/APrepayment: N/A

Account Account charged for the distribution amount.

Tax Code Defines the taxes that are associated with the distribution.

[ ] FlexField The retail value applied to the distribution.

GL Date The date which determines the correct accounting period.

Include Taxes Checked when the distribution amount entered included tax.

Status Accounted Payables displays Yes or No to indicate if

accounting entries have been created for the distributions.

PO Number Purchase order to which the distribution is matched.

Account Description

The description associated with the Distribution line.

The button is not in use.

[Click] on the Close (X) button to close the Distributions window and return to the Invoices window.

[Click] on the Close (X) button to close the Invoices window and return to the Navigator window.

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Electronic Payments (EFT)

Bank SetupUsually EES Administrator does this for new employees.

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Payment Format Setup

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Vendor (SUPPLIER) setup

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Vendor (SITE) setup

Note Site Name = ‘OFFICE’

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Notice the flexfields are setup not to go to Retek.

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Invoice SetupQuestion – How are EES records turned into Invoices for payment?Expenses are entered into EES by employees. EES Administrator may use Expense Reports window to modify and correct the employee expenses. In addition, you can apply advances (prepayments) to expense reports in this window. Expense Report Import program then converts the employee expense reports into invoices that can be paid.

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Sample of Employee Invoice Batch:

<<scroll right to see the important fields...>>

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Invoice Distributions

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Payment Batches and Payments

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External Interfaces

AP Inbound (Invoices)The following interfaces are entered into Oracle AP through custom interface utility (CIU). See CIU section for details on the interfaces.

AP001 – Retek Merchandise Invoice InterfaceAP002 – Retek Return to Vendor (RTV)AP003 – Retek Merchandise debit notes (New store discounts)AP004 – VATS Volume Rebate (OC/IC)AP005 – Import Freight Invoices (Import)AP006 – Facility Maintenance invoices (Non-Merchandise procurement)AP007 – NPSI – Non-Merchandise Procurement & Supply Invoices (Non-Merchandise procurement)AP008 – Various non-Retek Vendor Invoices (various vendors)AP009 – qLogitek Invoices from Various VendorsAP010 – qLogitek Invoices from Various VendorsAP011 – qLogitek Invoices from Various Vendors

QLogitek processes manually generated adjustments and Non merchandise invoices. QLogitek will provide the necessary supplier-facing technology and services required to automate the Zoom vendor community for invoice processing. All Invoices from the Zoom vendor community will be translated by QLogitek into a predetermined Oracle flat file in CIU format and delivered to Hbc’s FTP site. QLogitek will leverage existing QLogitek- Client network infrastructure for this purpose. While QLogitek may use a variety of means to assist our vendors, the three primary methods of Invoice document interface and transport offered to the vendor community will be the following:

1. ANSI x.12 VICS 4010 EDI 810 to VAN Interconnect or to L’eBIZ VPN (secure FTP)2. Oracle standard Invoice flat file to L’eBIZ VPN (secure FTP)3. Web interface (L’eBIZ LITE)

Note: the reason why there are multiple qLogitek files is that CIU has a limitation on the number of different vendors that can be on the interface. So, we created multiple interfaces to handle this.

QLogitek places the files on our server (ccextftp01) qLogitek directory. Our script will then move the files to our standard inbound directory for processing.

AP012 – CTC Transportation Invoices (Transportation)AP013 - CHRIS-BRC payment requisitions (CHRIS System)

AP022 – Food Services invoices (RIA system)AP027 – Compliance invoices (Compliance)AP029 – Media Services invoices (Media Services)AP052 – Licensee invoices (Licensee)

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Manual Entry (MANUALLY ENTERED in Excel spreadsheet and run into CIU as part of AP008)

Manual Entry Process

Manual softcopy Invoices are entered in a standard spreadsheet and a program would convert these to an Oracle invoice format (CIU). This interface will map softcopy invoices to Oracle Payables Standard Inbound interface file layout. This file would then be sent to Oracle AP by FTP Jobs.Frequency: Daily

The first step converts a Spreadsheet into a .csv file. CM job XXHBC MANUAL ENTRY INVOICES will be run by AP office as required. This process creates an AP008_99 file in the standard UNIX inbound directory. The standard inbound process will run as per normal on a daily basis creating the Oracle Batches with the interface identifier ap008 and the source being ‘ManualEntry’.

The spreadsheet will reside on server CCFTP01 in a folder Manual Entry. These files are on a directory by SSF staff that will have created access on this folder. When the create file button is entered a .csv file will be created on the LAN drive with this naming convention. ME200471615283.csv (MEYYYYMVVVV.CSV)The second step is to FTP these files to the UNIX standard AP inbound directory. The third step is to execute an interface concurrent program to format the data to the AP Standard Inbound Layout. Some of the fields are moved directly, some others are transformed depending on which supplier the original file comes from and finally some fields required by Oracle Payables, which are not provided, will be derived.For the layout of the spreadsheet refer to ‘bstfs/utest/finsys support/Project Library/Manual entry/Manualentry.xls’

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AP Inbound (non-Invoice)AP021 – Cheque clearing transactions (cashed cheques) (RBC Bank)

- CM AP021 - LOAD ROYAL BANK FILE INTO CASH MANAGEMENT- Every few hours daily- Automated process- Melissa may ask for a month-end ‘report’ from the bank file. Just send her the AP021 file for the

date she asks for.

AP Outbound

QLogitek Outbound – There is an outbound script AOL@1902 that creates a file on the ccextftp01 server than is a confirmation of the files that HBC processed from qLogitek.

AP020 Vendor updates to Retek- CM - XXHBCAP020- Goes to Retek- Vendor details

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XXHBC MANUAL ENTRY INVOICES creates the valid file on the standard inbound UNIX directory

Standard inbound process with the parm AP008 will load file to Oracle as Manual entry Batch.

Business will validate and approve invoices

Excel spreadsheet

ManualEntry Validation


AP030 Issued/Void cheque information - CM AP030 HBC Positive Pay Report - Goes to RBC bank on a daily basis- Payment Details

AP031 Vendor Payment information - CM AP031 - Vendor Payment Information- Goes to Steps- Payment details

AP034 Cheque Remittance details- CM AP034 - Cheque Remittance Detail Interface- Goes to RETEK- Cheque details (Payment)

AP036 Vendor Balance- CM AP036 - Vendor Balances AP to STEPS- Goes to STEPS- Payment Balance details

AP038 Volume of Business- CM (AP Standard Outbound Interface)- Goes to VOB/Vats (Gordon Woo)

AP039 Zellers ZOOM Receivers- CM (AP Standard Outbound Interface)- Goes to Retek- All non-Retek invoices (based on Invoice transaction codes)

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AP040 Licensed Pharmacy interface

- CM (AP Standard Outbound Interface)- Goes to License Pharmacy system (Gordon Woo)

AP041 DRC Outbound extract- CM request XXHBC DRC IMAGING

- Drc Invoice Interface will supply the external Imaging Company with the AP details that it needs for imaging purposes. Drc Invoice Interface provides the Business with the ability to run a schedule that will automatically create a standard file on a daily basis. The FTP script puts the file on the Hbc server for Drc to pick up.

- Sometimes some invoices are missed on the extract. If this occurs, rerun the missing day’s extract manually and send the file. They are OK with duplicates.

AP051 – Vendor Terms to Retek- CM request HBC Export of Payment Terms to Retek- Goes to RETEK

AP055 Retek Clearing Account Reconciliation Outbound Process- CM XXHBC Retek Clearing

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- The Outbound Retek Clearing Account Interface will provide the Retek System with all the transactions that have been accounted for and charged to the Retek Clearing Account (21027) in the Financial Erp System.

- Business needs a system to reconcile the debits that are provided by Financial Erp Systems and credits that are provided by Retek subsystem on a Monthly and Yearly basis.

- Enables the business to match the AP invoice distributions with the charges that have gone to the GP system thru Retek.

- Interface runs weekly (Sunday) with an extra run Monday of new period to catch any invoices that were missed in the last run.

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AP065 – CCAT Financial Allocations Zellers- CM - XXHBC CCAT Financial Allocations - Zellers- Goes to Financial allocations system

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Common Interface Utility (CIU)This custom utility is used to import AP invoices into Oracle. It uses a standard format for input files, loads them into Oracle custom tables, puts the invoices into Open interface tables and Imports them into the application.

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XXHBC_AP_STD_IN_SET – Request Set

HBC Run Interface(xxhbcciu_run.interface – Stored

PL/SQL)

STAGE 1Loading to Staging

Tables

XXHBC_AP_STD_CTL(XXHBC_AP_STD_CTL – Host

script)

STAGE 2Loading to Open

Interface

HBC AP Standard Inbound Interface

(xxhbcciu_ap_interface.validate_invoice – Stored PL/SQL)

HBC AP Submit Import(xxhbcciu_ap_interface.submit_im

port – Stored PL/SQL)

Payables Open Interface Import

(APXIIMPT– Oracle report [ceded])

Invoice Validation(APPRVL– Spawned [ceded])

STAGE 3Run Error Report

HBC Interface Errors Report

(XXHBCCIU_LST_INT_ERR - SQLPlus)


CIU Error Messages

Num Error Message Reject The Invoice

Regenerate The Batch on the Feeder System

Comments

1 Invoice Number missing Y Do not report more than 50 times the same error

2 Duplicate Invoice Number < > for Vendor Site Code < >

Y Do not report more than 50 times the same error

3 Invoice Date missing or invalid Y Do not report more than 50 times the same error

4 Invoice Amount missing or invalid Y Do not report more than 50 times the same error

5 Vendor Site Code missing Y Do not report more than 50 times the same error

6 Vendor Site Code does not exist in Oracle

Y

7 Retek Payment Terms ID < > does not exist in Oracle

Y

8 Voucher Number missing Y Do not report more than 50 times the same error

9 Invoice Received Date mandatory for Source = ‘VENDOR FTP ZELLERS’ missing or invalid

Y (see comments)

Y (see comments) If over 50 invoices are rejected, reject the whole batch but do not report more than 50 times, otherwise reject the invoice

10 Goods Received Date mandatory for Source = ‘RETEK ZELLERS’ (or ‘RETEK BAY’) missing or invalid

Y (see comments)


11 Provided GL Date <DDMMYYY> Invalid or not in an Open period


12 Date provided in Batch Number does not correspond to an open GL period

Y Do not report more than once

13 Attribute 4 – Legacy transaction code missing

Y (see comments)


14 Sum of invoice distributions does not match to the header amount

Y

15 Invoice Line Amount missing Y Do not report more than 50 times the same error

16 Both Accounting Code Combination and Tax Identifier provided

Y

17 Neither Accounting Code Combination nor Tax Identifier provided

Y

18 Provide Company Code is a new one < >


19 Tax Code <CO TAX> not a valid Tax Code in Oracle

Y

20 Retail Value (mandatory for transaction code 405) missing

Y

21 Retail Value (mandatory for transaction code 405) invalid


22 Transaction Code <> does not exist in Oracle

Y

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For ‘Reject The Invoice’ Type errors the business will go to Oracle Open interface screen to fix the errors as required. They will then try to re-import the batch. Input file still goes to archive directory on UNIX.

For ‘Regenerate The Batch on the Feeder System’ ask business to contact the interfacing system to fix the batch and resend the file. The input file will go to bad directory on UNIX for audit trail.

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CIU AP Standard File Format (for feeds inbound to Oracle AP)

# Record

Type

Oracle

Table.Field Name

(See Abbreviations below)

Legacy

Column

Name

Mandatory STA

RT

E

N

d

Datatype/

Format

Description Comments

FILE HEADER

1 MCR N/A N/A Y 1 3 A(3) MCR “MCR”2 MCR N/A N/A Y 4 33 A(30) Batch

Number Format is “APNNNYYYYMMDDhhmmss’To be generated by the legacy system,Where NNN is the interface number, for direct vendor FTP invoices NNN = 008,Date/Time stamp format is YYYYMMDDhhmmss where hh is in 24 Hour format

3 MCR N/A N/A Y 34 48 N(15) Record Count1

Total number of Header lines (HDR)

4 MCR N/A N/A Y 49 63 N(15) Record Count2

Total number of Detail lines (DDR)

5 MCR N/A N/A Y 64 65 N(2) Invoice Amount Position

Default to 7This is the field position of the Invoice Amount in the Invoice Header record

6 MCR N/A N/A Y 66 66 A Total Amount Sign

‘+’ or ‘-‘. Blank = ‘+’

7 MCR N/A N/A Y 67 77 N(11)Includes 2 decimals

Total Amount

Total of the INVOICE AMOUNT column in the HEADER records

8 MCR N/A N/A Y 78 107 A(30) Source For direct vendor FTP invoices, Source is ‘VENDOR FTP ZELLERS’

9 MCR N/A N/A Y 108 240 A(133) Filler BlankRecord Header

10 HDR N/A N/A 1 3 A(3) HDR “HDR”11 HDR AP_HDR.

VENDOR_SITE_CODEY 4 9 N(6) Vendor

Number12 HDR AP_HDR.INVOICE_NUM Y 10 34 A(25) Invoice

NumberLeft justified

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# Record

Type

Oracle

Table.Field Name


Legacy

Column

Name

Mandatory STA

RT

E

N

d

Datatype/

Format


13 HDR AP_HDR.VOUCHER_NUM Y 35 64 A(30) Voucher Number

“XXnnnnn_AP008_YYYYMMDD” where XX is a unique code assigned to each vendor (contact HBC AP department for unique code) and YYYYMMDD is the file creation date.

14 HDR AP_HDR.INVOICE_DATE Y 65 72 DDMMYYYY Invoice Date Mandatory15 HDR N/A 73 73 A Invoice

Amount Sign

Standard Invoices = no sign or “+”Credit Memos = “-“

16 HDR AP_HDR. INVOICE_AMOUNT

Y 74 84 N(11)Includes 2 decimals

Invoice Amount

Includes total of all “Item” lines and all “Tax” lines

17 HDR AP_HDR.ATTRIBUTE4 Y 85 87 A(3) Legacy Transaction Code

E.g., 148, 200 (“Claims”), etc.Merchandise invoice use 400 or 405 (distribution has cost and retail).Non-merchandise invoice use 500.

18 HDR AP_HDR.ATTRIBUTE5 88 102 A(15) RETEK PO Number

Leave blank (For RETEK only)

19 HDR AP_HDR.INVOICE_CURRENCY_CODE

103 105 A(3) Currency Code

Leave blank unless required (system will default to currency code on vendor record)

20 HDR AP_HDR.TERMS_NAME 106 135 A(30) Payment Terms

Leave blank.

21 HDR AP_HDR.INVOICE_RECEIVED_DATE

Y 136 143 DDMMYYYY Invoiced Received Date

Invoice transmission date. Mandatory for Source = ’VENDOR FTP ZELLERS’

22 HDR AP_HDR.GL_DATE 144 151 DDMMYYYY GL_DATE Leave blank. This date will be used to define the accounting period to which the GL transactions from the invoice will be send to

23 HDR AP_HDR.DESCRIPTION 152 201 A(50) Invoice Description

For direct vendor FTP merchandise invoice, format is “CAT=cccc,STR=ssss,PO=xxxxxxxxxx” where cccc is the category number, ssss is the store number and xxxxxxxxxx is the PO number.

24 HDR N/A 202 203 A(2) Retek Payment Terms ID

Leave Blank (Mandatory for RETEK only)

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# Record

Type

Oracle

Table.Field Name


Legacy

Column

Name

Mandatory STA

RT

E

N

d

Datatype/

Format


25 HDR AP_HDR.GOODS_RECEIVED_DATE

204 211 DDMMYYYY Goods Received Date

Invoice transmission date. Mandatory for Source = ‘VENDOR FTP ZELLERS’

26 HDR N/A 212 240 A(29) Filler Blank

Record Detail

27 DDR N/A N/A 1 3 A(3) DDR “DDR”28 DDR AP_LINES.

VENDOR_SITE_CODEY 4 9 N(6) Vendor

NumberSame as HDR Vendor Number

29 DDR AP_LINES.INVOICE_NUM Y 10 34 A(25) Invoice Number

Same as HDR Invoice Number

30 DDR N/A 35 35 A Invoice Distribution Line Amount Sign

Can be “+” or “-“ irrespective to whether Invoice Amount Sign is “+” or “-“.Space = “+”

31 DDR AP_LINES.AMOUNT Y 36 46 N(11)Includes 2 decimals

Invoice Distribution Line Amount

A separate line must be provided for each “TAX” line or for each “ITEM” line, which has a different accounting distribution.

32 DDR N/A Y 47 48 A(2) Segment 1. Company (Operating Unit).33 DDR N/A Y

If GST/QST identifier not

provided

49 53 A(5) Segment 2 Location.

34 DDR N/A Y If GST/QST identifier not

provided

54 57 A(4) Segment 3. Cost Centre.


provided

58 62 A(5) Segment 4 Account.


provided

63 67 A(5) Segment 5 Product (Merchandise Category).

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# Record

Type

Oracle

Table.Field Name


Legacy

Column

Name

Mandatory STA

RT

E

N

d

Datatype/

Format



provided

68 73 A(6) Segment 6. Project.

38 DDR N/A YIf

Segment2….Segment6 values not provided

74 78 A(5) GST (HST)/QST Identifier

Value = GST, HST or QSTEither this value and Segment1 value must be provided or Account Distribution (Segment1…..Segment6) values, but not both. PST will be derived from Account Distribution.

39 DDR AP_LINES.ATTRIBUTE1 Y (see

Comments)

79 89 N(11)Includes 2 decimals

Retail Amount.

Mandatory if Legacy Transaction code = 405


Comments)

90 100 N(11)Includes 2 decimals

Gross Cost before allowances

For RETEK and NPOMS invoices


Comments)

101 115 A(15) Vendor Contract Number

For RETEK and NPOMS invoices (Left Justify)

42 DDR N/A 116 240 A(125) Filler BlankFILE TRAILER

43 Trailer Record

N/A 1 3 A(3) EOF A value of “EOF” identifies this record as the end-of-file marker – the last record in the file.

44 Trailer Record

N/A 4 240 A(237) Filler Blank

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NOTE 1: - Alphanumeric fields must be left justified and space filled- Numeric fields must be right justified and zero filled.- No decimal points or commas need to be inserted for Amount fields. They will be divided by hundred while

being uploaded to Oracle Payables- All non mandatory fields (alphanumeric, numeric and date) must be initialised by spaces

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AP AuditThere are two types of audit Government and Connolly. These are extracts of data from the Oracle system.*** all this should be automated ***

Connolly AuditConnolly Extract is automated now. ESP jobs are AOL@101A to AOL@115F. These jobs take care of extraction, encryption and file transfer. Scheduled to run on First Monday of fiscal month

Extract of Payables, GL and Vendor data for audit of over/under payment of taxes. This assists the business to get reimbursement or make payment to government. Run on a quarterly basis.

1. Request for audit comes from business2. DBA runs extract script for production tables into files. (Scripts are supported by DBAs).

The following tables are extracted:

Ap Batches* Ap Checks* Ap Invoice Distribution* Ap Invoice Payments* Ap Invoices* Ap Terms* Ap Terms Lines* Gl Code Combinations* Po Headers* Po Distribution* Po Lines

3. DBA puts the files on UNIX server4. DBA creates a directory and moves files to UNIX server.

EG:

orahprd@ccfinp03 [/stage/stan_shelina_exp]$ ls -l *.dmp-rw-r--r-- 1 orahprd dba 26939392 Jul 26 12:49 exp_ap_batches_all.dmp-rw-r--r-- 1 orahprd dba 316461056 Jul 26 12:52 exp_ap_checks_all.dmp-rw-r--r-- 1 orahprd dba 13751689216 Jul 26 13:35 exp_ap_invoice_distributions_all.dmp-rw-r--r-- 1 orahprd dba 4082466816 Jul 26 12:59 exp_ap_invoice_payments_all.dmp-rw-r--r-- 1 orahprd dba 81920 Jul 26 12:47 exp_ap_terms_lines.dmp-rw-r--r-- 1 orahprd dba 192512 Jul 26 11:01 exp_ap_terms_tl.dmp-rw-r--r-- 1 orahprd dba 38477824 Jul 26 00:26 exp_po_vendor_sites_all.dmp-rw-r--r-- 1 orahprd dba 28012544 Jul 26 00:13 exp_po_vendors.dmp

orahprd@ccfinp03 [/stage/stan_shelina_exp]

4. These files are moved to the lan R:\BSTFS\UTEST\Finsys Support 5. IT person logs on to Connolly site and puts the files on the site.

Here are the FTP site specifics:

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Government Audit – CCRAThis is a government required audit. Extract of Payables, GL and Vendor data for audit of over/under payment of taxes. This assists the business to get reimbursement or make payment to government. Run on a quarterly basis.

1. Request for audit comes from business2. IT person runs the scripts for the defined period (change required period in the SQL)3. Person from the government will pick the extracts up.4. R:\BSTFS\UTEST\Finsys Support\ccra audit\ap audit files examples are in the directory

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User Contact List

N/A

Oracle Application ResponsibilitiesPayables Manager

Job Schedulingo See Visio Diagrams for all schedules

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Appendix

Payment Terms

Note that the payment terms can be overwritten at payment time using the follwing screen:

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In the Payment Terms window (See below section), you define payment terms that you can assign to an invoice to automatically create scheduled payments when you submit Payables Invoice Validation for the invoice.

You can define payment terms to create multiple scheduled payment lines and multiple levels of discounts. You can create an unlimited number of payment terms.

Payment terms have one or more payment terms lines, each of which creates one scheduled payment. Each payment terms line and each corresponding scheduled payment has a due date or a discount date based on one of the following:

o a specific day of a month, such as the 15th of the month

o a specific date, for example, March 15, 2002.

o a number of days added to your terms date, such as 14 days after the terms date

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o a special calendar that specifies a due date for the period that includes the invoice terms date. Only due dates can be based on a special calendar. Discount dates cannot be based on a special calendar.

Each payment terms line also defines the due or discount amount on a scheduled payment. When you define payment terms you specify payment amounts either by percentages or by fixed amounts.

After you define your payment terms, in the Payables Options window you can select default payment terms that Payables automatically assigns to the suppliers and supplier sites you enter. The payment terms for a supplier site default to the invoices you enter for the site.

Attention: If you update the payment terms on an invoice, Payables immediately recalculates the scheduled payment for the invoice. Thus, you must re-enter any manual adjustments you made to the previous scheduled payment. For example, if you update the payment priority on a particular scheduled payment and then change the payment terms, Payables will immediately recalculate the scheduled payment using the same payment priority defaults as before and you will need to update the payment priority again.

Name. Payment term name. Use names that make it easy to identify the usage of payment terms. For example, use 1/10 Net 30 to refer to a payment term which indicates you get a 1% discount if you pay within 10 days and the invoice is due in 30 days. This name will appear on a list of values with the description whenever you select a payment term.

Description. Description of payment term.

Cutoff Day. For Day of Month type terms only, the day of month after which the due and discount dates of the scheduled payment will be in a future month. The exact month depends on the value you enter for Months Ahead. Payables compares the invoice terms date to the Cutoff Day. If you leave this field blank, Payables always uses the current accounting month to determine the due and discount dates. For example, your Cutoff Day is 11, your Months ahead is zero, and your Day Of Month due date is 15. If you enter an invoice with a terms date of January 12, Payables will set the due date for February 15.

If you use Due Days or Fixed Date type terms, do not enter a cutoff day.

Rank. If you enable Recalculate Scheduled Payment, enter a unique value to rank your invoice terms. 1 is the highest rank. Payables uses ranks to choose the most favorable payment terms from the invoice and purchase order. During Payables Invoice Validation, Payables recalculates the scheduled payment using the most favorable terms only if the Recalculate Scheduled Payment Payables option is enabled.

% Due. The portion of an invoice due. The total of your scheduled payment lines must equal 100%. You cannot combine percentages due and amounts due for one set of payment terms..

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Amount. For amount due terms only, enter the amount due. Typically amount due terms have more than one payment terms line since you must specify zero as the amount on your last payment terms line. Payables uses the zero amount payment line to determine the remaining amount due on the last scheduled payment.

Due or Discount Date Region

Calendar. If you enter a value in the Calendar field, Payables determines due dates for scheduled payments by using a special calendar. A special calendar is divided into periods, and each period has a due date assigned to it. When you assign due dates to the periods of a payment terms calendar, you can avoid weekends, holidays, and so on. You can define special calendars for payment terms in the Special Calendar window.

Note: If you use calendar-based terms, be sure to use calendars with periods defined for any invoice terms date that you will use. You cannot assign calendar-based terms in the Invoices window if there is not a period defined for the terms date. If you do so in the Invoice Gateway, then the system will use the terms date as the due date. If you do so for an expense report, you cannot import it.

Fixed Date. Specific month, day, and year on which payment terms are due.

% Discount. Payables uses the percentage you enter here to calculate the discount amount available for a scheduled payment. Payables multiplies this percentage with the amount due on the scheduled payment line to determine the discount amount available on the scheduled payment line. In the Second and Third Discount regions, you can enter second and third discount percentages for discounts available if you miss the first discount date. Do not enter a value in this field if there is no discount available.

Days. Payables adds this number of days to the invoice terms date to determine the due or discount date on your scheduled payment line. You cannot enter values in the Day of Month and Months Ahead fields for a payment terms line if you enter a value in this field.

Day of Month/Months Ahead.

Day of Month. Payables uses the value you enter here to calculate a due or discount date for a scheduled payment. For example, enter 15 to have Payables schedule payment for the 15th day of the month. Enter 31 if you want to have Payables schedule payment for the final day of the month, including months with less than 31 days. Months Ahead. For Day of Month type terms only. Payables uses the value you enter here in conjunction with the Cutoff Day you enter to calculate the due or discount date of a scheduled payment line. If you enter zero in this field and the terms date of an invoice is the same as or later than the Cutoff Day, then Payables uses the day in the Day of Month field for the next month as the due date of an invoice payment line. If you enter 1 in this field, Payables uses one month beyond the next month as the due date.

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You cannot enter a value in this field if you enter a value in the Due Days field.

To define payment terms

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1. In the Payment Terms window, enter a unique payment term name and a description. These will appear on a list of values whenever you select payment terms. 2. If you are entering Day of Month terms, enter a Cutoff Day. 3. If you enable Automatic Interest, enter a unique value in the Rank field.4. If you want to make this payment term invalid on and after a certain date, enter that date in the [Effective Dates] To field. 5. Enter each payment terms line. Enter one of the following to determine the portion of an invoice due on the scheduled payment:

o % Due

o Amount

In the Due tabbed region, enter one of the following to determine the due date on the scheduled payment line:

o Calendar

o Fixed Date

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o Days

o Day of Month, and Months Ahead

6. If you are using discount terms, define payment terms lines in the First, Second, and Third Discount tabbed regions. Define your discounts so that the first discount has an earlier discount date than the second and so on. You can realize only one discount on a payment terms line.Note: You cannot use a special calendar to define discount terms.Enter one of the following to determine the portion of the invoice to discount on the scheduled payment:

o % Discount

o Amount

In the Discount region, enter the discount percent.Enter one of the following to determine the due date on the scheduled payment line:

o Due Days

o Day of Month, and Months Ahead

7. Save your work.

----------------------------------------------------

Note the terms can also be overridden in the invoice screen

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Troubleshooting

Problem: Checks not printingSolution:

1. printer is not setup (lp9 for production)2. program is not setup (check evergreen md120)

Problem: Need to preprint check(s)Solution:

Problem: AP Oracle CIU error

Solution: See CIU section of this document for resolution.

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Problem: When this error occurs you have to either complete the cheque run or cancel the payment batch that would free up the document in question.

Solution: This means this payment document (CAD_Cheque) is being used by another payment batch. I.e. there is another payment run using this payment document and is incomplete.Find the incomplete batch (formatted, etc?) and cancel it. Then retry.

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EE Payables Support Guide

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