RD.050 Business Requirements Scenarios



RD.050 Business Requirements Scenarios for core business processORAERP Inc. COMAPNYOracle Accounts Payables Author:Creation Date:02-June-13Last Updated:02-June-13Document Ref:RD050_AP Version:1.0 FinalApprovals:NAMESautotext "PIC Oracle Logo" \* Mergeformat Document ControlChange Record SECTIONPAGES \* MERGEFORMAT 1DateAuthorVersionChange Reference29-May-131.0No Previous DocumentReferencesDocument NameRef.MOM & AS-IS flow charts recorded--Accounting policies and procedure manual by D&TAPBusiness plans for unbundled companies by D&T--Proposed Organizational Chart for 10 companies--Sector Law--Tender specification requirements (excel sheets)--ReviewersNamePositionDistributionCopy No.NameLocationThe copy numbers referenced above should be written into the Copy Number space on the cover of each distributed copy. If the document is not controlled, you can delete this table, the Note To Holders, and the Copy Number label from the cover page.Note To Holders:If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.If you receive a hard copy of this document, please write your name on the front cover, for document control purposes. TOC \* MERGEFORMAT 1.Business Process Identification PAGEREF _Toc270504451 \h 41.1 Supplier Creation (AP001) PAGEREF _Toc270504452 \h 51.2 Creating Standard Invoice – With Purchase Order/ GRN (AP002) PAGEREF _Toc270504453 \h 61.3 Creating Standard Invoice – Without Purchase Order (AP003) PAGEREF _Toc270504454 \h 81.4 Creating Prepayment Invoice (AP004) PAGEREF _Toc270504457 \h 141.5 Entering Credit Memo (AP005) PAGEREF _Toc270504459 \h 181.6 Payment (AP006) PAGEREF _Toc270504460 \h 202. Business Process Diagrams PAGEREF _Toc270504462 \h 242.1 Invoice WorkBench PAGEREF _Toc270504463 \h 252.4 Invoice Processing For Assets PAGEREF _Toc270504466 \h 282.5 Payment Process PAGEREF _Toc270504467 \h 292.6 Month End Process PAGEREF _Toc270504468 \h 303. Open and Closed Issues for this Deliverable PAGEREF _Toc270504469 \h 31To update the table of contents, put the cursor anywhere in the table and press [F9]. To change the number of levels displayed, select the menu option Insert>Index and Tables, make sure the Table of Contents tab is active, and change the Number of Levels to a new value.ObjectivesThe objective of this document is to outline the Business Requirements, in as much detail as possible, related to General Ledger business processes in ORAERP COM INC., Abu Dhabi, to facilitate implementation of Oracle Accounts Payables.BASIC GUIDELINES TOWARDS FINALISATION OF BUSINESS REQUIREMENTS/CURRENT BUSINESS BASELINE DOCUMENT SHALL BE TO ENSURE AN EFFICIENT, SMOOTH AND EFFECTIVE IMPLEMENTATION, BY OBSERVING THE FOLLOWING:1. The objective is to utilize to the best possible extent, the flexibility and facilities of Oracle General Ledger.2. Flexibility, therefore, will be the norm and will be ‘Built – In’ at every stage to the best possible extent, based on available current information on the Business Processes given by the users.3. Reduction of the gaps will be ensured as far as possible. ScopeThe scope of this study is limited to the functions pertaining to Accounts Payble based on the Business Requirements information provided by ORAERP COM INC..The focus of the study and this document is to identify and outline the processes involving the management of the Accounts Payable functions in the Oracle Application.Business requirements InformationA combination of the following methods were used for collecting data on current business scenario and future requirement for the 10 new companies-Standard questionnaire based discussions with purchasing and stores departments on requirement of standard functions, special issuesVisit to all all major stores and study of all processes, procedure, documentsOverview of current IT systems being usedCurrent forms and reports used for purchasing, contracts and inventory functionsDocument review of proposed Business plans, Statement of Accounting policies and procedures by Deloitte & Touche with reference to inventory & purchasing function (SAPP 3 & 12)Study of proposed draft organization structure for the 10 companies and sector lawInformation collected from Function Heads and their team on various dates during the Requirements Analysis in Jan 2003, through meetings and discussions at various locations. Discussions with user departments like Services, Generation, T&C, Projects etcDiscussions with General Managers of new companies.Validation of requirements specified in the tender documents. AS-IS ProcessesBased on above and various Minutes of Meetings all the ‘AS-IS’ processes as understood were drawn.TO-BE ProcessesThe current business scenario has limited application and usefulness and requirement analysis has to be primarily evolved using available documents, requirements communicated through various discussions on the future vision, policies and procedures for the new companies. The following inputs were considered for the design of TO-BE processes-Proposed organization structureD&T policies to the extent applicable to business processesBest practices as per Oracle ERP standard processesElements of Current processes only to the extent applicable in future scenario Abbreviations UsedThe following abbreviations with the expanded forms have been used in this document:Abbr.DetailAPAccounts PayableINVInvoiceCURCurrencyINTInvoice TypeSEQSequenceAmtAmountDRDebitCR CreditLTLedger TypeCURCurrency CodeINBInvoice Batch1.1 Supplier Creation (AP001)Process: Supplier CreationBusiness Function: Accounts PayableDate :May 30,2013Mapping Team: ORAERP COM INC.Process Owner: Finance TeamLibrarian:Priority (H, M, L): HighCore (Y/N) : YesProcess Number: AP001Description: This process explains the process of creating supplierAssumptionsADBC Company, Supplier master data is created at corporation level and the respective sites are created in each legal entity/operating unitEventDescription: This process is triggered when we want to purchase any material from the suppliers.Number:AP.001Type: MasterSource Agent: Finance TeamMechanisms: System AssistedProcess ID #DescriptionTypeElementary Business FunctionResultAgentStatusAP001.01Check whether the supplier exists in the system or not.Internal – System Assisted. Use PIN number to be unique. Field should be mandatorySupplier AccountQuery and Check Finance TeamActiveAP001.02Inquire a Supplier record in the system with appropriate information such as Name or Number or etc.Internal – System AssistedSupplier AccountResult of Supplier query Finance TeamActiveAP001.03If the supplier is not defined, enter necessary details such as Supplier name, supplier type, Bank account etc Internal – ManualSupplier/Employee AccountSupplier details enteredFinance TeamActiveAP001.04Supplier details created with automatic supplier number.Internal – System AssistedSupplier/Employee AccountRecord Created Finance TeamActive1.2 Creating Standard Invoice – With Purchase Order/ GRN (AP002)Process: Standard Invoice –With Purchase Order (PO)Business Function: Accounts PayableDate : June-2-2013Mapping Team: ORAERP COM INC.Process Owner: Finance Team Librarian:Priority (H, M, L): HighCore (Y/N)YesProcess Number: AP002Description: This Process explains creation of standard invoice, which has approved purchase order/ Receipt. Assumptions:In ORAERP COM INC. invoices are created at operating unit level and are either matched with the PO or receipt.EventDescription: This process is triggered when we receive the material from the supplier.Number:AP.002Type: TransactionSource Agent: Finance TeamMechanisms: System AssistedProcess ID #DescriptionTypeElementaryBusiness FunctionResultAgentStatusAP002.01Receive the Invoice from Supplier.Internal – Manual Standard Invoice –With POInvoice is available for entering into the system.Finance TeamActiveAP002.02Enter the Invoice transaction into the system. Internal – System Assisted Standard Invoice –With POInvoice available for matching to PO and receiptFinance Team Active AP002.04If it is a foreign currency invoice, enter the invoice amount in foreign currency. System should be able to convert it into functional currency automatically based on corporate/user/spot rates.Internal – System AssistedStandard Invoice –With POInvoice entered in the systemFinance Team Active AP002.05Invoice currency should be same as PO/GRN Currency.Internal – System AssistedStandard Invoice –With POInvoice entered in the systemFinance Team Active AP002.06Payment currency should be same as Invoice currency.Internal – System AssistedStandard Invoice –With POInvoice entered in the systemFinance Team Active AP002.07Matching of the Invoice with PO and Receipt based on 2-way/3-way/4-way. The matching will be based on the supplier.Internal – System Assisted Standard Invoice –With POMatched Invoice with PO / Receipt.Finance TeamActiveAP002.08Validate the Invoice. System would validate whether the invoice quantity and amount are same as PO /GRNInternal – System Assisted Standard Invoice –With POInvoice is validatedFinance TeamActiveAP002.09If some information is needed for the invoice, place a hold manually till receiving the information. Internal – System Assisted Standard Invoice –With POHold placed manually.Finance TeamActiveAP002.11Create Accounting for the Invoice and transfer the journal entries in detail to General Ledger.Internal – System Assisted Standard Invoice –With POAccounting entries Created.Finance TeamActive1.3 Creating Standard Invoice – Without Purchase Order (AP003)Process: Standard Invoice –Without Purchase Order Business Function: Accounts PayableDate : June-2-2013Mapping Team: ADBC CompanyProcess Owner: Finance Team Librarian:Priority (H, M, L): HighCore (Y/N)YesProcess Number: AP003Description: This Process explains creation of Standard Invoice, which does not have purchase order.Assumptions:In ADCB supplier invoices are created at operating unit level and the invoice lines and distributions are created manually.EventDescription: This process is triggered when the services are received/any expenses incurredNumber:AP.03Type: TransactionSource Agent: Finance TeamMechanisms: System AssistedProcess ID #DescriptionTypeElementaryBusiness FunctionResultAgentStatusAP003.01Receive the invoices from supplier or other concerned department.Internal – ManualStandard Invoice –Without POInvoice is available for recording into systemFinance TeamActiveAP003.02Record a Standard Invoice details into the system with the correct expense account. Internal – System AssistedStandard Invoice –Without POInvoice entered in the systemFinance Team Active AP003.03If it is a foreign currency invoice, enter the invoice amount in foreign currency. System should be able to convert it into functional currency automatically based on corporate/user/spot rates.Internal – System AssistedStandard Invoice –Without POInvoice entered in the systemFinance Team Active AP003.04Payment currency should be same as Invoice currency.Internal – System AssistedStandard Invoice –With POInvoice entered in the systemFinance Team Active AP003.05Validate the Invoice in the System. Internal – System AssistedStandard Invoice –Without POInvoice is available for approvalFinance TeamActiveAP003.07Create Accounting for the Invoice and transfer the Journal Entries to General LedgerInternal – System AssistedStandard Invoice –Without POAccounting entries generated Finance TeamActiveAP003.10System should allow defining distribution sets and assigning them to Supplier/Invoice.Internal – System AssistedDistribution SetsDistribution Sets defined and assigned Finance TeamActive1.4 Creating Prepayment Invoice (AP004)Process: Prepayment InvoiceBusiness Function: Accounts PayableDate : June-2-2013Mapping Team : ADBC CompanyProcess Owner: Finance TeamLibrarian:Priority (H, M, L): HighCore (Y/N)YesProcess Number: AP004Description: This Process explains the creation of prepayments, which are treated as advance payment to suppliers/ employees.Assumptions:ADBC pays advances to the suppliers and employees.EventDescription: This process is triggered when there are any advance payments to be made to the suppliers/ employeesNumber:AP.04Type: TransactionSource Agent: Finance Team Mechanisms: System AssistedProcess ID #DescriptionTypeElementaryBusiness FunctionResultAgentStatusAP004.01Receive contractual agreement for making the advance paymentInternal – ManualAdvance PaymentPrepayment Invoice is available for recording into the system.Finance TeamActiveAP004.02Enter a Advance / Prepayment Invoice into the systemInternal – System AssistedAdvance PaymentPrepayment invoice is created.Finance TeamActiveAP004.03Provide a Descriptive Flex field to capture PO, Reference details. The list should link to the PO, If it is to be referred to PO.Internal – System AssistedAdvance PaymentDFF data is captured.Finance TeamActiveAP004.04Validate the Prepayment Invoice. Internal – System AssistedAdvance PaymentPrepayment is validatedFinance TeamActiveAP004.05Approve the Prepayment in the system Internal – System AssistedAdvance PaymentPrepayment is available for payment Finance TeamActiveAP004.06Create Accounting for PrepaymentInternal – System AssistedAdvance PaymentPrepayment Liability Clearing is created.Finance TeamActiveAP004.07Record a payment transaction into the SystemInternal – System AssistedAdvance PaymentPrepayment Available for applicationFinance TeamActiveAP004.08Apply the prepayment upon receiving the invoice from Vendor.Internal – System AssistedAdvance PaymentPrepayment AppliedFinance TeamActiveAP004.09Create the Accounting and transfer the entire to General LedgerInternal – System AssistedPrepaymentAlert is sentFinance TeamActive1.5 Entering Credit Memo (AP005)Process: Entering Credit MemoBusiness Function: Accounts PayableDate : June-2-2013Mapping Team: ORAERP COM INC.Process Owner: Finance Team Librarian:Priority (H, M, L): HighCore (Y/N)YesProcess Number: AP005Description: This process explains entering Credit memo. Assumptions:Standard invoice/material is returned to the supplierEventDescription: This process is triggered if any purchase returns are there.Number:AP.005Type: TransactionSource Agent: Finance Team Mechanisms: System AssistedProcess ID #DescriptionTypeElementaryBusiness FunctionResultAgentStatusAP005.01Receive details of Credit t note from the supplier or the concerned department Internal – ManualEntering Credit Memo Credit memo is available for recording into the systemFinance TeamActiveAP005.02Create a Credit Note transaction into the system with negative value and match to a PO if there was a POInternal – System AssistedEntering Credit MemoCredit Memo is created.Finance TeamActiveAP005.03Validate the Credit Note in the system.Internal – System AssistedEntering Credit MemoCredit Memo ValidatedFinance TeamActiveAP005.04Approve the Credit Note in the system Internal – System AssistedEntering Credit MemoCredit note is available for refund/adjustmentFinance TeamActiveAP005.05Create Accounting and Transfer to GLInternal – System AssistedEntering Credit MemoAccounting is created Finance TeamActive1.6 Payment (AP006) Process: Entering PaymentsBusiness Function: Accounts PayableDate : June-2-2013Mapping Team: ADBC CompanyProcess Owner: Finance Team Librarian:Priority (H, M, L): HighCore (Y/N)YesProcess Number: AP006Description: This explains the processing of supplier/employee payments for making invoice payments.Assumptions:ADBC makes payments in different types like cash, check, bank transfer, L/C EventDescription: This process is triggered when the invoices are to be paidNumber:AP.006Type: TransactionSource Agent: Finance Team Mechanisms: System AssistedProcess ID #DescriptionTypeElementaryBusiness FunctionResultAgentStatusAP009.01Enter the payment details of the supplier like payment amount, bank etc. Internal – System Assisted PaymentPayment voucher is createdFinance TeamActiveAP009.02System should be able to print Checks (Pre printed running stationery) on payment.Internal – System Assisted PaymentPayment voucher is createdFinance TeamActiveAP009.03ADBC does payment by Check Payments mostly and cash payments very rarely.Internal – System Assisted PaymentPayment voucher is createdFinance TeamActiveAP009.04Payment currency should be same as Invoice currency.Internal – System AssistedStandard Invoice –With POInvoice entered in the systemFinance Team Active AP009.05Create accounting and Transfer to GL. It updates the Bank Accounts and Realized Gain/LossInternal – System AssistedPaymentAccounting is created.Finance TeamActiveAP009.06System should allow users to void/cancel a payment.Internal – System Assisted PaymentPayment is canceled/void.Finance TeamActiveAP009.07System should print remittance advice on payment.Internal – System Assisted PaymentRemittance advice is printed.Finance TeamActive2. Business Process DiagraM12376159175752.1 Invoice Process for Asset Creation:HoldStartSystem will automatically create distribution line Receive the Invoice from Supplier Match the Invoice Information with GRNValidated the Invoice & See Holds if anyCorrect the Invoice / Release the holdsApprove the InvoiceEndCreate Accounting & Run Transfer to GL ProgramRun Mass Addition Program to Populate Asset Information to FA ModuleRun Mass Addition Create Report to view Information transferred to FA ModuleCreate Asset in FA ModuleNo Hold2.2 Invoice Payment Process: ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download