Expense Processing User Manual
Contents
1. The following information is provided for each event e Branch e Account e Currency e Amount Tag e FCY Amount e Rate e LCY Amount e Debit Credit e Transaction Date e Value Date e All the overrides that were given for the event Click Exit button to go back to the screen from where you invoked the Accounting Entries Screen For details relating to Charges and Settlements please refer the Charges and Settlements user manuals ve ORACLE 5 2 Payments for an Expense Contract You can enter payments made towards an expense contract in the Expense Processing Payment screen You can invoke this screen by typing XPDPMNT in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button 8 Expense Processing Payment EXNew E3 Enter Query i4 Reference Number am Status Vendor Total Advance Outstanding Balance Currency Outstanding Retention Amount Amount Paid Product Service Interest Amount Advance Amount Discount Amount Retention Amount Value Date Payment Breakup Item Number Description Item Quantity Item Value Total Amount Paid Amount Paid Now Delivery Status Retention Payout Net Amount Paid Advance Liquidated Remarks2. Settlement Charges Input By Authorized By Contract Status I Authorized Date Time Date Time Reversal Input By Authorized By Date Time Date Time The following operations can be performed on a payment through the Expense Processing Payments screen e Input of payments e Deletion of payments e Reversal of payments Reference Number You shall specify the reference number of the expense contract in respect of which you are entering payment On entering the reference number of the expense contract in the Expense Processing Payments screen the following details will be displayed on the screen e The vendor involved in the expense contract e The currency of the expense contract e The status of the contract e The total outstanding amount as of the Value date the date on which the payment is being made e The version of the contract it is the number of times the contract has been modified e The total outstanding retention amount in respect of the vendor as on the date of payment ORACLE e If the contract involves an advance to the vendor for goods or services to be delivered the total advance amount due is displayed e The net amount paid by the vendor 5 2 1 Entering Payment Details for the Contract You must enter the following details for the payment e The total amount being paid to the vendor towards the dues in respect of the expense contract This amount is apportioned to the items
3. Event XAMD Accounting Role Amount Tag Dr Cr Indicator XPVENEXP XP_AMT_INCRDECR DEBIT XPEXPPROV XP_AMT_INCRDECR CREDIT Event XBOK Accounting Role Amount Tag Dr Cr Indicator XPCHGEXP XP_CHG_COLL CREDIT XPVENPAY XP_CHG_COLL DEBIT XPVENEXP XP_CONT_AMT DEBIT XPEXPPROV XP_CONT_AMT CREDIT Event XPMT Accounting Role Amount Tag Dr Cr Indicator XPVENEXP XP_ADV_LIQD DEBIT XPPREPAY XP_ADV_LIQD CREDIT XPPREPAY XP_ADV_PAID DEBIT XPVENPAY XP_ADV_PAID CREDIT XPEXPPROV XP_AMT_PAID DEBIT XPVENPAY XP_AMT_PAID CREDIT XPDISCINC XP_DISC_AMT CREDIT XPVENPAY XP_DISC_AMT DEBIT XPPENEXP XP_INT_AMT DEBIT XPVENPAY XP_INT_AMT CREDIT Event XWRF Accounting Role Amount Tag Dr Cr Indicator XPWRITEOFF XP_OS_ADV DEBIT XPPREPAY XP_OS_ADV CREDIT XPEXPPROV XP_OS_AMT DEBIT XPVENEXP XP_OS_AMT CREDIT XPVENEXP XP_OS_RET DEBIT 7 3 ORACLE 7 2 5 7 2 6 XPRETPAY XP OS RET CREDIT Event XFRD The XRFD Refund event will be triggered when you process a refund in the system The following accounting entries have to be set up for this event Accounting Role Amount Tag Dr Cr Indicator XPVENPAY XP AMT REFUND DEBIT XPVENEXP XP AMT REFUND CREDIT Advices NIL ORACLE 8 Function ID Glossary B BCDDOCCD 3 2 a ORACLE 8 2 ORACLE
4. sssssseseeeeeeenen meer nnne nennen nennen 3 3 3 4 Budget Code Maintenance sssssssssseeeeeeenee em eene 3 5 3 4 4 Maintaining Budget Codes sse 3 5 3 5 Maintaining Budget Details sse nen 3 6 4 Defining Attributes Specific to an XP Product 4 1 4 1 Introduction enim et ee eer eta ee Pe Crete a en Pa e ERR Ue 4 1 4 2 Maintaining Expense Processing Product Details sseeeee 4 1 4 2 4 Specifying Product Details rnr or eE E EEA eene 4 2 4 2 2 Specifying Exchange Rate Variance Details sessi 4 3 4 2 8 Specifying Preferences for a Product ssssseeen 4 3 4 2 4 Specifying the Tenor Details eene 4 4 4 2 5 Indicating Preference for specifying Contract Level Expense GLs 4 4 4 2 6 Indicating the Contract Details to be Rekeyed sss 4 4 4 2 7 Specifying the Default Exchange Rate Type sss 4 5 4 2 G Limits Monitoring ine e i Hr e p E 4 5 4 2 9 Specifying the Payment Mode sese 4 5 4 2 10 Maintaining Budget Tracking Preferences sse 4 6 4 2 11 Products and Vendors a a Ei A enne 4 8 4 2 12 Specifying Document Details ssssssssse eene 4 8 5 Processing an Expense Contract ccccccecceceeeeeeeeeeeeeeeeeeeeeeseeneeeeeeeeeees 5 1 5 1 Introduction oie nnde uu 5 1
5. a Document Code While creating a product or at the time of entering the details of an expense contract you only need to specify the code assigned to the document The document details will be automatically picked up and defaulted Document Type You can classify the document you are maintaining into any of the following types e Transport e Insurance e Invoice e Others Validate Shipping Guarantee Check this field if you want to validate the shipping guarantee Language Code Specify the language of the document description Click the adjoining option list to select a valid language code Document Short Description The documents that can be part of an expense contract are sometimes large and hence difficult to identify Therefore you can specify a short description or a title that will enable you to identify the document quickly s ORACLE 3 2 1 3 3 The short description that you specify is for information purposes only and will not be printed on any customer correspondence Document Long Description After you specify a code to identify the document you can proceed to maintain the description of the document The description of the document is printed on the applicable advices generated for a contract This will be in the language specified for the document Once the document code is stored the description of a document can be edited only through the Document Codes Maintenance screen However you can view
6. Fi New E3 Enter Query Branch Code Financial Year Budget Code Budget Description Debit Turnover Utilization Available Amount Input By Authorized By Modification Date Time Date Time Number Wi Authorized E Open You can maintain the following details in this screen Branch Code You can maintain budget details for the current branch alone The code of the current branch will be displayed here Financial Year Select the fiscal year for which the budget details are being maintained You can select the relevant year from the option list provided Budget Code All the budget codes maintained at your branch through the Budget Code Maintenance screen will be available in the option list provided Select the appropriate code from this list s9 ORACLE Budget Description Upon selection of the budget code the associated description will be displayed alongside Debit Turnover Here you have to define the limit up to which your branch can utilize towards expenses under the selected budget code This value will be stored in the local currency of your branch The currency code will be displayed alongside Utilization This field will indicate the total amount utilized under a budget code for the given financial year Oracle FLEXCUBE will automatically update the amount utilized as and when an expense contract is booked in the system Available The value in this field will
7. The refund amount Maintaining Accounting Entries for Refund Processing The XRFD Refund event will be triggered when you process a refund in the system For details about the accounting entries associated with the XRFD event refer the Appendix A Accounting Entries and Advices for the Expense Processing module in this user manual For a complete list of events accounting roles amount tags and event level accounting entries applicable for an expense contract refer the Appendix A Accounting Entries and Advices for the Expense Processing module in this user manual 7 10 ORACLE 6 1 6 2 6 Reports Introduction Information about the expense processing can be retrieved as a report When you seek information in the form of a display on the basis of certain parameters you generate a report Typically you would query the system to provide your customer with immediate information Expense Processing Report The Expense Processing report provides expense processing details You can invoke the screen by typing the code XPRPRETR in the field at the top right corner of the Application tool bar and click on the adjoining arrow button Expense Processing Selection Criteria Product Code Product Value Date From Value Date To Value Date Currency Currency Code Vendor Report Format PDF v Printer At Client Report Output Print Printer You can specify the follo
8. are called rekey fields You can specify any or all of the following as re key fields T ORACLE 4 2 7 4 2 8 4 2 9 e Amount e Currency e Vendor e Transaction Date e Maturity Date If you do not specify re key fields the details of the contract will be displayed immediately when the authorizer calls the contract for authorization Specifying the Default Exchange Rate Type When defining a product you can specify a default exchange rate type For example you can specify the exchange rate type as Spot Rate This rate type will default to all contracts involving the product When you enter an expense contract the exchange rate maintained in the currency table corresponding to the Exchange Rate Type specified for the product will default Limits Monitoring When defining your preferences for a product you should specify the method in which you would like to calculate the tenor for tracking limits for contracts involving the product The tenor calculation type can be either e Fixed e Rolling A Fixed tenor implies that a contract will be tracked by the appropriate credit line throughout its tenor If you specify a Rolling tenor a contract will be tracked under the appropriate lines according to its diminishing tenor Specifying the Payment Mode You have to specify the mode of payment based on which the booking amount will be paid to the vendor This specification will get defaulted to all co
9. indicate the total amount available under a budget at any given point of time This value is also automatically updated by the system The available balance will be calculated as follows Available Turnover Utilized Note You can track the budget by associating a budget code at the time of booking an expense contract During the booking of an expense contract the system will check whether you have maintained the budget details for the associated budget code for the fiscal year of the transaction date of the contract If the details are not maintained the system will not allow you to proceed with the booking of the contract a ORACLE 4 1 4 2 4 Defining Attributes Specific to an XP Product Introduction In this chapter we shall discuss the manner in which you can define attributes specific to an XP product Maintaining Expense Processing Product Details You can create an XP product in the XP Product Definition screen invoked from the Application Browser In this screen you can enter basic information relating to a XP product such as the Product Code the Description etc You can invoke XP Product Definition screen by typing XPDPRMNT in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button Expense Processing Product Definition E New E3 Enter Query Product Definition Exchange Rate Variance Product Code Override Limit Produc
10. liquidating e Any appropriate remarks if any 5 2 2 Contract Item Details Displayed by the System The system also displays the items of the contract towards which the expense has been incurred along with the following details for each item e A description of the item e The quantity of the item e The total value of the item e The total amount paid towards the item e The current amount paid towards the item e Delivery Status 5 2 3 Specifying Settlement Information When the contract and the accounts for payment are in different currencies you may enter the Foreign Exchange rate for conversion in the Settlements screen If the customer account was not defined at the time of contract input you will have to specify an account at the time of payment through the Settlements screen The payment accounts can also be changed at the time of payment The new payment accounts will only be used only for that particular session of the payment function ORACLE 5 2 4 5 2 5 To invoke the Settlements service from the payments function click Settlement button in the Expense Processing Payments screen 4 settlement Details Reference Number Component Account Details Message Details Parties Parties CoverParties Other Details Clearing Details Local Clearing IBAN Account Number les Settlement Details El Component Currency Branch
11. the Limit Details Limits Tracking Required Check this option if you would like to track the expense contract you are capturing under a credit line Credit Line If you opted to track the contract you are entering under a credit line identify the Credit Line here Choose the ID of the Credit Line from the option list Entering the Amount Amount Enter the total amount of the expense contract Currency In case of a cross currency contract specify the currency of the contract Conversion Rate In case of a cross currency contract specify the conversion rate that should be used Amount in LCY Using the conversion rate specified the amount in local currency will be displayed for your reference Outstanding Amount The system also deducts all payments that you have made to the vendor towards delivery of different items on the contract and displays the outstanding amount Total Refund Amt The system will display the total of all the refunds made for a contract The other Details In addition to these details you can specify the following details Payment Mode You have to indicate the mode of payment based on which the booking amount will be paid to the vendor This specification will get defaulted from the product under which the contract is being booked However you have the option to change it at the contract level The following payment options are available e Automatic If the payment mode is automatic
12. the description of a document code when you are linking it to a product or contract Specifying the Clauses that should be part of the Document For each document you can specify several clauses A clause is a statement that should be included in the document The clauses that you specify for a document will automatically be included in the document To specify the clauses that should be part of a document click add row icon Identify the Clause Code in the Clause Code field Only clauses maintained in the Clause Code Maintenance screen will appear on the picklist in this field To add another clause to a document click add row icon again To remove a clause specified for a document click delete row icon Maintaining Vendors Typically you would enter into expense contracts with a standard set of vendors Therefore you need not specify the details of the vendor every time you enter into an expense contract You can maintain the details of all the vendors with whom you deal in the Vendor Maintenance screen When processing a contract you only need to indicate the Vendor ID All the details maintained for the Vendor will automatically be picked up This reduces your effort as you do not need to enter the details of the vendor every time you enter into a contract If the Vendor you are maintaining is a customer of your bank with a valid CIF ID you can specify the Customer ID as the Vendor Code In this case the settlement
13. the same finan cial year in which contract is booked Refund Exchange Rate You can specify the exchange rate which is used to arrive at the LCY equivalent for budget tracking and accounting if the contract currency is different from the local currency of the branch Reversing Payments You can reverse authorized payments on an expense For reversing the contract select Reverse option in the Reverse Refund screen and click Ok button In the Expense Payment Processing screen to reverse a payment you must specify the Contract Reference Number Enter the Amount Paid and then click on Reverse in the Processing sub menu of the Actions Menu The system reverses all the accounting entries passed during the payment that was processed earlier in respect of the contract and updates the status of the payment as Reversed Viewing the Refund Details for a Contract You can view the details of individual refunds processed for an expense contract To invoke the Refund Details screen click Refund button in the Expense Processing Contract Details screen The screen is displayed below Refund Details Contract Reference Refund Details El Refund Date Refund Value Date Refund Amount 90s ORACLE 5 2 8 1 The following details will be displayed in this screen e The date on which the refund details were maintained e The date on which the refund became effective in the system e
14. the system will automatically trigger the payment on the payment date as specified at the time of capturing the contract details e Manual In the manual mode you have to make the payment manually using the Payment screen s ORACLE 5 1 1 6 Payment Date If you have maintained the payment mode as Automatic you have to maintain the payment date also The system will automatically process the payment on the date that you specify here The payment date will undergo a holiday check as per the Local Holiday Calendar maintained for your branch If the payment date falls on a holiday the system will generate an override message to indicate the same Note If the mode of payment is manual you will not be allowed to capture the payment date at the contract level The system will process the payment based on the payment mode and the payment date For more details on payment processing refer the Products chapter of the XP User Manual Ordered By Specify the names of your officers who ordered the purchase of the goods services respectively Approved By Specify the names of your officers who authorized the purchase of the goods services respectively Product Service Specify a brief description of the produce service underlying the expense contract Specifying Budget Details Budget Track Required The system will track the budget for the booking amount only if you enable this option This specific
15. 5 1 1 Invoking the Contract Screen sssssssssssseeeee ene 5 1 5 1 2 Capturing Contract Documents sse eee 5 5 5 1 3 The Advices for an XP Contract 5 6 5 1 4 Recording the Value of the Items on a Contract ssesssssss 5 7 5 7 5 Viewing Event Details nna aa aa 5 8 5 2 Payments for an Expense Contract ssssssssssseee emnes 5 10 5 2 1 Entering Payment Details for the Contract sss 5 11 5 2 2 Contract Item Details Displayed by the System sssssssssss 5 11 5 2 8 Specifying Settlement Information esssssseeeeneenee 5 11 5 2 4 Deleting Payments Ll sadi ena da rid dd n 5 12 5 2 5 Authorizing Payments sse 5 12 5 2 6 Unlocking a Contract aananwwwwaaaaanawwaanaananaananannanaasanananasasanaanasassana 5 13 5 2 7 Processing a Refund or Reversing of an Expense Contract 5 13 5 2 8 Viewing the Refund Details for a Contract sss 5 15 ilio pr e D PP ES 6 1 6 1 Jntroduction iuiuiii ite denied dace f edv e dane Laid t ue dva s 6 1 6 2 Experise Processing ReDOFt ettet M feck staat dager thd kamangha 6 1 6 2 1 Contents of the Report cccecceeeeececeeececeeeeeeeteceeeneaaaeeeeeeteceeeeteetseneenanens 6 2 Annexure A Accounting Entries and Advices 7 1 7 1 Accounting Entries for XP aaa 7 1 7 1 1 XP E
16. ACLE 5 2 6 Unlocking a Contract If you want to change the details of an authorized contract you can unlock the contract by selecting the Unlock option from the Actions Menu or click unlock button in the toolbar The Amend screen will be displayed Amend Write off Contract Reference Amend Write off Amend Contract Details Write off Contract Using the above screen you can either write off or amend the contracts details For further details refer Common Operations chapter in the Procedures user manual 5 2 7 Processing a Refund or Reversing of an Expense Contract In Oracle FLEXCUBE you can choose to process refunds for an expense contract This would result in a decrease in the utilization of the budget Consequently the available balance will be incremented under the budget code that is associated with the contract However you are allowed to process refunds for liquidated expense contracts only Note Only fully liquidated contracts are available for refund lg ORACLE You can process a refund for a contract by using the Reverse option from the Actions Menu or click Reverse icon in the toolbar The Reverse Refund screen is displayed Reverse Refund Reverse Refund Reverse Refund 5 2 7 1 Refunding the Contract For refunding the contract select Refund option and click Ok button The following screen will be displayed Refun
17. Account Account Currency DriCr Original Exchange Rate Exchange Rate Rate Code les a w T TI Settlement Direction Component Description D Debit C Credit Signature Verification In this screen e The currency of the contract components and the branch will be displayed e You can change the payment account e You can specify the exchange rate if the Settlement Account Currency is different from the contract currency For further details refer Settlements User Manual Deleting Payments Payments made using the payments function can be deleted before the payment is authorized All the entries passed during the payment will also be deleted All the schedules will be restored to the original status In short the prepayment status of the contract will be restored From the Actions Menu choose Delete or click delete icon in the toolbar You will be prompted to confirm the deletion Once you confirm it all the entries that have been saved but not authorized will be deleted Authorizing Payments You can invoke this function from the Application Browser Enter the Reference number the Value date of the payment and the amount paid of those payments that you want to authorize The payment details are displayed along with the overrides and an authorization will be sought If you choose not to authorize the payment the authorization screen will be dismissed ala OR
18. ORACLE Expense Processing User Guide Oracle FLEXCUBE Universal Banking Release 12 0 2 0 0 Part No E49740 01 September 2013 Expense Processing User Guide September 2013 Oracle Financial Services Software Limited Oracle Park Off Western Express Highway Goregaon East Mumbai Maharashtra 400 063 India Worldwide Inquiries Phone 91 22 6718 3000 Fax 91 22 6718 3001 www oracle com financialservices Copyright 2007 2013 Oracle and or its affiliates All rights reserved Oracle and Java are registered trademarks of Oracle and or its affiliates Other names may be trademarks of their respective owners U S GOVERNMENT END USERS Oracle programs including any operating system integrated software any programs installed on the hardware and or documentation delivered to U S Government end users are commercial computer software pursuant to the applicable Federal Acquisition Regulation and agency specific supplemental regulations As such use duplication disclosure modification and adaptation of the programs including any operating system integrated software any programs installed on the hardware and or documentation shall be subject to license terms and license restrictions applicable to the programs No other rights are granted to the U S Government This software or hardware is developed for general use in a variety of information management applications It is not developed or intended for use in any inheren
19. Product Definition screen with basic information XP specific preferences as under e Indicating Preference for specifying Contract Level Expense GL s e Budget tracking details for the booking payment amount e Specifying vendor restriction e Specifying document details Processing an Expense Contract You can capture the details of an expense contract in the XP Contract Details screen The Contract Details screen is divided into three sub screens each invoked by clicking a tab The sub screens are e The Contract Main screen e The Contract Document screen e The Contract Advice screen In the Contract Main screen you can capture the basic details of the contract you are entering System will perform Validations for Budget tracking You can specify document details in ES ORACLE 2 3 2 4 2 5 Document Screen A screen is available to record individual item details under a single asset code in cases where many similar assets are grouped under one category Defining Advices for a Contract The advices that can be generated for the different events in the lifecycle of a contract are defined for the product to which the contract is linked For example you may have specified the following advices for an XP product e Booking Advice e Payment Advice e Amendment Advice These advices will default to contracts associated with the product If any of the advices is not applicable to the contract you are processing you can s
20. The Contract Details screen is divided into three convenient sub screens each invoked by clicking on a tab The sub screens are e The Contract Main screen e The Contract Document screen e The Contract Advice screen In the Contract Main screen you can capture the basic details of the contract you are entering Specifying the Vendor Vendor Id You must first of all specify the vendor with whom you are entering into the expense contract A list of vendors is maintained in the Vendor Maintenance screen You can only enter into contracts with vendors who are not blacklisted Vendor Description A brief description of the vendor you specify as entered in the Vendor Maintenance screen will be displayed for your reference Specifying the Credit Terms Initiation Date Specify the date on which the contract is initiated Click the adjoining calendar button to specify the date Maturity Date Specify the maturity date of the contract Click the adjoining calendar button to specify the date 9 ORACLE 5 1 1 3 5 1 1 4 5 1 1 5 Invoice Credit Period Specify the Credit Period as specified in the Invoice if any Interest Rate Enter the penalty Interest Rate that should be levied on the outstanding contract amount in case of default The specified penalty interest will be levied on completion of the Invoice Credit Period The interest will be levied for the entire tenor of the contract Specifying
21. YENIS ia ieri Aa 7 1 4 1 2 Amount Tags cot ooi atrio eiit eee 7 1 Teha Accounting Roles ea a di e d p RR as 7 2 7 2 Event wise Accounting Entries sssssssssseeeeee eene 7 2 2 1 Event XAMD a Aiea ii nid el ame ain du m ut eii kaaa 7 3 7 2 2 Event XBOKim aa aa ANNA NANANA a an 7 3 2 3 Event XPMT uites dri n Ban del det go ee aha nn 7 3 2 4 vWEVent XWRE nitent a US UR OR nodis 7 3 220 Event XERD xit dni ae oin EH 7 4 2 6 AdVICOS kaaa boo E ae RE d d Eds 7 4 Function ID Glossary aaa up teat tic eee 8 1 1 1 1 2 1 3 1 4 1 Preface Introduction This manual is designed to help acquaint you with the Expense Processing Module of Oracle FLEXCUBE It provides an overview of the module and guides you through the various steps involved in processing expenses You can further obtain information about to a particular field by placing the cursor on the relevant field and striking the F1 key on the keyboard Audience This manual is intended for the following User User Roles Role Function Back office data entry clerk Input functions for contracts Back office managers officers Authorization functions Product Managers Product definition and authorization End of Day operators Processing during End of Day Beginning of Day Financial Controller Product Generation of reports Managers Documentation Accessibility For information abo
22. able values are e Mid Rate e Buy Sell Rate Rate Type Specify the Rate Type Typically the rate type is Standard Specifying Preferences for a Product Preferences are the attributes defined for a product that can be changed for contracts involving the product You can define the preferences for a product in the Expense Processing Preferences screen Click Preferences in the Expense Product Definition screen to invoke the Expense Processing Preferences screen T9 ORACLE 4 2 4 4 2 5 4 2 6 By default an expense contract acquires the attributes defined for the product with which it is associated However the attributes that are defined as the product s preferences can be changed for a contract Expense Processing Product Preferences Product Code Description Tenor In Days Standard Minimum Maximum Preference Exchange Rate Rate Type Limits Monitoring Limits Tenor Calculation Type Payment Mode Rolling Automatic Contract Level Expense 8 Manual General Ledger Rekey Requirements Budget Preference Required Rekey Required Yes No Budget Code Tracking Event Budget Tracking Required Amount Currency Maturity Date Value Date Vendor By default the product code along with a brief description that you specified for the product in the XP Product Definition screen is displayed in the Product Code field The following are the preferences that you ca
23. and other details maintained for the customer will automatically default when you enter into an expense contract with the vendor Further in the Vendor Maintenance screen you can blacklist vendors Your staff cannot enter into contracts with vendors that you have blacklisted This guards against entering into unviable contracts s ORACLE You can invoke the Vendor Maintenance screen by XPDVNMNT in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button FXNew E3 Enter Query Short Description Is Vendor a Customer Long Description Vendor Code ES Vendor Address 1 Vendor Address 2 Vendor Address 3 Vendor Address 4 Blacklisted Information Vendor is Blacklisted Reasons for Blacklisting Stock Details Is Vendor a Inventory Supplier Stock Details kE Stock Catalog Code Stock Catalog Description ImL Input By Authorized By Modification Date Time Date Time Number Wi Authorized W open In this screen you can maintain the following details for a Vendor Vendor Code Specify the vendor code here to uniquely identify the vendor Is Vendor a Customer Check this box to indicate that the vendor is a customer of the bank Short and Long Descriptions You may provide s
24. ates Product Code Reference Number Indicates Reference Number Currency Indicates Currency code Contract Amount Indicates Amount of the contract Start Date Indicates Start Date End Date Indicates End Date Vendor Code Indicates Vendor code Product Services Details Indicates Product Services Details Outstanding Amount Indicates amount outstanding 62 ORACLE 7 Annexure A Accounting Entries and Advices 7 4 Accounting Entries for XP This section contains details of the suggested accounting entries that can be set up for the Expense processing module of Oracle FLEXCUBE The details of the suggested accounting entries are listed event wise 7 1 1 XP Events SI No Event Code Event Description 1 XAMD Booking of Expense 2 XBOK Booking of Expense 3 XPMT Liquidation of Expense 4 XPRV Reversal of Payment 5 XREV Reversal of Expense 6 XWRF Write Off of Expense 7 XRFD Refund 7 1 2 Amount Tags The amount tags listed below are hard coded in Oracle FLEXCUBE Amount Tag Description XP_ADV_LIQD XP Advance Liquidated in Contract CCY XP_ADV_PAID XP Advance Paid in Contract CCY XP_AMT_INCRDECR XP Amount Increased Decreased in Contract CCY XP_AMT_PAID XP Amount Paid in Contract CCY XP_CHG_COLL XP Charges Collected in Contract CCY XP_CONT_AMT XP Contract Amount in Contract CCY XP_DISC_AMT XP Disc
25. ation will be defaulted from the product under which the contract is booked However you can change it at the contract level Budget You have to indicate the budget code under which the tracking should be done This specification will also be defaulted from the product associated with the contract However you have the option to select a different budget code at the contract level The budget codes defined through the Budget Code Maintenance screen will be available in the option list provided You can select the appropriate code from this list Note This field will be enabled only if the Budget Tracking Required option is selected Refer the Products chapter of the Expense Processing User Manual for information on maintaining budget codes and budget details Validations performed for budget tracking are given below e At the time of booking an expense contract the system will check whether you have maintained the budget details for the associated budget code for the fiscal year of the transaction date If the details are not maintained the system will not allow you to book the contract 9 ORACLE 5 1 1 7 5 1 2 e If the available balance under a budget code falls below the amount being disbursed or paid the system will generate an appropriate override message to indicate the same e The system will track the budget for a contract against a single budget code that is initially associated with the contract throu
26. contract Instead you can maintain the details of all documents in the Bills amp Collections Document Code Maintenance screen When creating a product you only need to indicate the document codes that should be part of the contracts involving the product All the details maintained for the document will be automatically picked up This reduces your effort as you do not need to enter the contents of the document each time you use it Further all contracts involving a product will acquire the document specifications During contract processing however you can choose to ignore the default document list altogether or modify the default list of documents suitably sa ORACLE You can invoke the Bills amp Collections Document Code Maintenance screen from the Application Browser by typing BCDDOCCD in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button Bills amp Collections Document Code Maintenance EX New E3 Enter Query Document Details Document Code DocumentType Transport v Language Code Validate Shipping Document Short Description Guarantee Document Long Description Bill Of Lading Clause Details 10f1 Clause Code Description Maker Date Time Checker Date Time Mod No Record Status Authorization Status Document code In Oracle FLEXCUBE every document that you maintain is identified by a unique code called
27. ct that has already been created click on Summary The details of the contracts that you have entered will be displayed in a tabular form From the summary screen you can open an existing contract by double clicking on it ORACLE 5 1 1 1 5 1 1 2 You can invoke Expense Processing Contract Detailed screen by typing XPDCONON in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button gt Expense Processing Contract Detailed E New E3 Enter Query Product Description Contract Document Vendor Details Vendor Id Vendor Description Credit Terms Initiation Date Maturity Date Invoice Credit Period Interest Rate Fund Id Amounts Currency Amount Conversion Rate AmountinLCY Outstanding Amount Total Refund Amt Limits CreditLine Budget Details Budget Details Payment Mode Limits Tracking Required LH E Budget Track Required laz Auto Manual Payment Date Ordered By Approved By Remarks Contract Reference User Reference External Reference ProductService Events AssetDetails Refund Settlement Charges MIS Fields Input By Authorized By Contract Status Date Time Date Time liil Authorized
28. d To add another vendor to the list click add button again Click delete button to delete the highlighted vendor on the list Specifying Document Details Payments towards the different items of an expense contract are typically made on the basis of documents When creating a product you can indicate the documents that should be part of the contracts involving the product Invoke the XP Product Document Codes screen to Ex ORACLE make this specification Click Documents in the XP Product Definition screen to invoke the screen XP Product Document Codes Product Code Product Description Document Details 1 Of 1 Document Code Document Type Document Description By default the product code along with a brief description that you specified for the product in the XP Product Definition screen is displayed in the Product Code field Your specifications in this screen will default to all contracts involving the product When processing an expense contract however you can choose to ignore the default altogether or modify the default list of documents suitably To specify the documents that should accompany expense contracts involving the product identify the document code in the Document Code field Only documents maintained in the Document Maintenance screen will appear on the option list in this field To add another document to the list click ad
29. d Details Contract Reference Refund Details Refund Date Refund Value Date Refund Amount r The system will display the following details in this screen e The reference number of the contract e The currency of the contract e The budget code associated with the contract In addition to the above details you have to indicate the following Refund Value Date This is the date on which the refund will become effective in the system Accordingly on this date there will be a decrease in the amount utilized under the budget code and an increase in the available balance aM ORACLE 5 2 7 2 5 2 8 Refund Amount This is the amount to be refunded for an expense contract The refund amount is expressed in the contract currency Further the System checks the refund amount against the total amount of the expense contract and the amount already refunded under the contract The system displays an override message if the total of all the refunded amounts exceeds the contract amount If the contract currency is different from local currency of the branch the System converts the refund amount to the local currency equivalent by using currency conversion rates maintained for the branch The LCY equivalent will be used to decrease the utilization of the budget code and accordingly increase the available amount Note The system will display an error message if you do not process a refund in
30. d row icon again ka ORACLE 5 1 5 Processing an Expense Contract Introduction You can capture the details of an expense contract in the Expense Processing Contract Detailed screen Before we proceed to discuss the details of the screen we shall briefly recall the workflow in the XP module First of all you maintained the Vendors you deal with and the Documents that should accompany an expense contract in the Vendor Maintenance screen and the Bills amp Collections Document Code Maintenance screen respectively This information is used when defining an Expense Product Products help you group together or categorize expense contracts which share broad similarities Under a product you have defined you can enter specific expense contracts By default a contract inherits the attributes of the product to which it is associated This means that you do not have to define the attributes that default from the product every time you input a contract involving the product You can capture the payments made against the different items of a contract in the XP Payments screen Invoking the Contract Screen You can invoke the Expense Processing Contract Detailed screen from the Application Browser To enter the details of a fresh contract click on New from the Actions Menu or New icon in the toolbar The XP contract screen with no values in the fields will be displayed If you are calling a contra
31. duct From the Expense Processing Contract Detailed screen click Advice tab The advices screen is displayed The advices that are defined for the product for the event you are processing will be displayed You can choose to suppress any of these advices Expense Processing Contract Detailed E New 63 Enter Query Product P Contract Reference Description User Reference L External Reference Contract Document Advice Advices El Advice Code Medium Priority Suppress la Events AssetDetails Refund Settlement Charges MIS Fields Input By Authorized By Contract Status IE Authorized Date Time Date Time The address of the vendor to whom the advice is addressed to will be picked up by default based on the media and address maintenance for the vendor You can change this For a payment message by SWIFT you can indicate a priority Medium The medium by which an advice is transmitted and the corresponding address will be picked up based on the media and address maintained for the vendor You can however change either of these while processing the contract 3g ORACLE 5 1 4 Priority For a payment message by SWIFT you can change the priority of the message from Normal to Medium or High By default the priority of all advices is marked as Normal Suppress By default all the a
32. dvices that have been defined for a product will be generated for the contracts involving it If any of the advices is not applicable to the contract you are processing you can suppress its generation by ticking the suppress field Recording the Value of the Items on a Contract A contract can have several items towards which you would incur an expense You can record the value of each item on a contract in the Expense Processing Items screen You can invoke this screen by clicking Asset Details button in the Expense Processing Contract Detailed screen 8 Expense Processing Items Contract Reference Amount Payment Breakup E ttem Number Description GL Head Default Item Quantity Item Value Total Amount Paid L el So Individually you can enter the following details for the different items on the contract e A Description of the item e The Quantity of the item In the case of services this would contain the value 1 Specifying GL Heads You have to enter the Expense GL s for individual items services GL Heads GL Head input at contract level is mandatory if the Product level Contract Level Expense GL s option is set to Yes and if Contract Level Expense GL s option is set to No at Product level this field will be disabled in the Contract input Expense processing would be done using the GL s specified in the contract e Default Product Le
33. e Product categories are referred to as product types When you create a product you must specify the type to which it belongs Indicate the type to which the product you are creating belongs Click the adjoining icon and select a product type from the option list The option list will contain all the product types maintained at your bank Description The description maintained for the selected product group is displayed Product Slogan Enter a punch line for the product This slogan will be printed on the advices sent out to vendors involved in contracts entered under the product Product Group Every product should be classified under a specific group Indicate the group to which the product you are creating belongs Select a product group from the option list The option list will contain all the product groups maintained at your bank Description The description maintained for the selected product group is displayed Start Date A product can be used over a period Here you should indicate the start date of the period The settlement date of contracts associated with the product should be the same as or later than the Start Date you specify for the product The start and end date of a product come in handy when you define a product that is applicable for a specific period End Date A product can be used over a period Here you can indicate the end date of the period The settlement date of contracts involving a prod
34. for which the expense was occurred as applicable When you specify the amount being paid the amount liquidated towards each item is displayed in the Payment Breakup section e Part of the amount being paid can be retained or treated as advance payment for items that are to be delivered If so you can record the Retention Amount and the Advance Amount if any in the respective fields in this screen e The service or product in respect of which the expense was incurred towards which the payment is being made e The value date of the payment The Value date here is the date on which the liquidation entries will be passed for the contract e The amount being paid to the vendor towards a penalty interest on the contract if any e If the contract involves an advance to the vendor for goods or services to be delivered you can specify the advance amount being paid Advance Amount e f you wish to retain any portion of the payment being made to the vendor you can specify the retention amount Retention Amount e The portion of the outstanding retention amount that is being paid to the vendor through the payment you are recording e The discount flat amount on the payment if any if allowed in the terms of the contract This amount is deducted from the amount being paid to the vendor e If you are liquidating advance paid out to the vendor on receipt of goods or services you can specify the paid advance amount that you are
35. ghout the life cycle of the contract irrespective of the fiscal year during which the operation is performed If the operation falls in a different fiscal year the system will display a override message e An override message will be displayed if an operation leads to negative utilization or negative availability under a budget code Credit Terms Fund Id The fund Id will be visible only if the current branch is a fund branch Select the Fund ld from the option list The settlements processing is enabled only if Allow Corporate Access is checked in the Branch Parameters Detail View screen e If Allow Corporate Access is not checked then the settlement account would be the fund bank accounts linked to fund id e If Allow Corporate Access is checked then the settlement account is fetched from the settlement instruction maintenance for the counterparty Capturing Contract Documents An expense contract is normally accompanied by certain standard documents of the following types e Transport e Insurance e Invoice e Any other You can capture the details of these documents in the XP Contract screen Click Document on the Expense Processing Contract Detailed screen 8 Expense Processing Contract Detailed Fi New 63 Enter Query Product Contract Reference Description User Reference External Reference Contract Document Document Details E Code Description P
36. hort brief and long detailed descriptions of the vendor whose details are being maintained here Vendor Address 1 4 Enter the address of the vendor here Country Specify using the adjoining list the country from which the vendor operates Phone and Fax Enter here the phone and fax numbers of the vendor x ORACLE 3 4 3 4 1 Blacklisted Information If the vendor is a blacklisted vendor then check the Vendor is Blacklisted box Additionally specify the Reasons for Blacklisting Once a vendor is recorded as blacklisted you cannot enter into contracts with them This guards against accidentally entering into unviable contracts Stock Details Under the Stock Details section you can specify whether the vendor is an inventory supplier or not If the vendor is an inventory supplier then you can record the list of stocks that can be serviced by the vendor For more details on the Stock Details section refer the Instruments Inventory Tracking manual Budget Code Maintenance In Oracle FLEXCUBE you can define unique budget codes and maintain budget details for each code These details would include the budget limit the financial year for which the budget is being calculated etc Based on the limit defined and the amount expended the system will automatically calculate the utilized amount and the available balance for a fiscal year under a specific budget code This facility will enable you to moni
37. its affiliates will not be responsible for any loss costs or damages incurred due to your access to or use of third party content products or services Contents Me PR OTACG DP 1 1 TT ddatroduction 2d d e P t REP eed etm pb ta Movie beo adlanene cites 1 1 1 2 AUdIence ie cbe Hr et AA ete ag dette n D ro t a d ha 1 1 1 38 Documentation Accessibility esessssseeennneene nemen 1 1 TA Organization EI E 1 1 1 5 Related Docultrients ec ote met E ED IRR RERR Ede EXER 1 2 1 6 Glossary or ICONS anoen eec xm Uber peines 1 2 2 Expense Processing An Overview 2 1 2 1 Introduction ic22 cc cee isi AR 2 1 2 1 1 Maintenances to Process Expenses 1 csccscceccceceeeeeeetetecenennneaaneneettnees 2 1 2 1 2 Product Creation for Processing EXpense8 anan a nann anuna nananwanannn 2 1 2 2 Processing an Expense Contract enne 2 1 2 3 Defining Advices for a Contract ssssssssssse eee eene 2 2 2 4 Recording the Value of the Items on a Contract nnaman wawannnnaanannnnanaaanasann 2 2 2 5 Makirig Payirients eiecit eate epe ute e e ias 2 2 3 Maintaining Documents and Vendors eene 3 1 ST Mntroductionz io Ma rr DRE Ha dete NANA NG 3 1 3 2 Maintaining Documents and Clauses sssseem emen 3 1 3 2 1 Specifying the Clauses that should be part of the Document 3 3 3 3 Maintaining Vendors
38. ll be updated to liquidated Maintaining Budget Tracking Preferences Oracle FLEXCUBE provides you with the facility to track the budget expended towards the booking amount when processing expense contracts at your branch for a given financial year The system will track the budget against the financial year within which the transaction booking date falls You will not be allowed to change the booking date after the authorization of the contract Irrespective of the date of operation on the contract the system will track the budget against the budget code that you associate during the booking of an expense contract Budget tracking will always be done in the local currency of the branch Foreign currency amounts will be converted to the local currency equivalents using the conversion rates maintained at your branch To enable this feature you have to maintain the budget tracking details at the time of defining the preferences for an expense product Budget Tracking Required The system will track the budget for the booking amount only if you enable this option This specification will be defaulted to all the contracts booked under the product However you can change it at the contract level If you opt for budget tracking you will have to indicate the budget code and the tracking event as well T9 ORACLE Budget Code You have to indicate the budget code under which the tracking should be done All the budget codes defined thr
39. n both the cases the system will update the utilized amount accordingly Deletion and reversal of the contract will result in a decrease in the utilized amount Consequently there will be an increase in the available balance Payment If the track event is selected as Payment the system will track the amount paid to the vendor The tracking will be done against the budget for the following events e Booking of payment e Deletion of unauthorized payment e Reversal of payment T ORACLE 4 2 11 4 212 Products and Vendors Just as you can maintain branch and currency restrictions for a product you can maintain a list of blacklisted vendors You can specify vendor restrictions for a product in the Vendor Restrictions Details screen To invoke this screen click Customer in the XP Product Definition screen L3 Vendor Restriction Details Product Code Product Description Vendor Restriction 1 Of 1 E Vendor Id Vendor Name Status RESTRICTED By default the product code along with a brief description that you specified for the product in the XP Product Definition screen is displayed in the Product Code field To specify the vendor IDs that you would like to disallow identify the vendor that you would like to disallow in the Vendor Identification field Only vendors you have maintained in the Vendor Maintenance screen will appear on the option list in this fiel
40. n define for a product Specifying the Tenor Details The standard tenor for a product is always expressed in days and will apply to all contracts involving the product If you do not specify the tenor of a contract while capturing it the standard tenor defined for the product will apply However the standard tenor can be changed during contract processing Indicating Preference for specifying Contract Level Expense GLs This option which is set at the product level once chosen cannot be amended after the first time it is authorized If you enable this option you have to mandatorily specify the GL heads for various items captured in the items details screen of the contract at contract level If a single vendor provides multiple services to your bank but different expense heads need to be charged you will have to check against this field Indicating the Contract Details to be Rekeyed All contracts entered in the system should be ratified or authorized by a user with the requisite rights To ensure that the authorizer of a contract calls the correct contract you can specify that the values of certain fields should be entered before the other details of the contract are displayed for authorization You can make this specification when building a product by choosing the Rekey option Your specification will apply to all contracts involving the product The fields for which values have to be provided at the time of authorization
41. ntracts booked under the product The following options are available e Automatic If the payment mode is automatic the system will automatically trigger the payment on the payment date as specified at the time of capturing the contract details e Manual In the manual mode you have to make the payment manually using the Payment screen Based on the payment mode the system will process the payment in the following manner Automatic Processing As stated above in this type of payment the system will make an auto payment of the booking amount when you book an expense contract The payment will be triggered automatically on the payment date maintained at the contract level By default the current system date will be the payment date but you have the option to specify a future date also If you specify a payment date that is less than or equal to the current system date the system will automatically trigger the XPMT Expense Payment event immediately after the XBOK Expense Booking event As the XPMT event indicates a complete payment to the vendor the system will mark the contract status as Liquidated immediately after this event v2 ORACLE 4 2 10 Note The payment date specified at the contract level will undergo a holiday check as per the Local Holiday Calendar maintained for your branch If the payment date falls on a holiday the system will generate an override message to indicate the same Man
42. nuals while working on the XP module Procedures Settlements Interest Charges and Fees Tax User Defined Fields Glossary of Icons This User Manual may refer to all or some of the following icons Icons Function bd Exit Add row Delete row ag Option List Ve ORACLE 2 1 2 1 1 2 2 2 Expense Processing An Overview Introduction Banks incur many expenses while performing their day to day functions The expense processing XP module of Oracle FLEXCUBE deals with vendor payment for any type of expenses that the bank incurs Some salient features of the module are e The XP Module processes and monitors expenses advance payments reimbursement claims account payables elt also maintains details of purchase orders related to the expenses incurred by the organisation e It allows payments to be done against advances captures retention money collected and paid etc e Itis primarily a back office system It comprises a comprehensive contract processing and management reporting system Maintenances to Process Expenses The following maintenances need to be done for processing expenses in Oracle FLEXCUBE e List of Documents and Details for following categories Transport Invoice Insurance Others e Vendor Maintenance e Budget Code Maintenance Product Creation for Processing Expenses You can create an XP product in the XP
43. ough the Budget Code Maintenance screen will be available in the option list provided You can select the appropriate code from this list The selected code will be associated will all contracts processed under this product However you have the option to select a different budget code at the contract level Note This field will be enabled only if the Budget Tracking Required option is selected Tracking Event You have to specify the event for which the budget for the booking amount should be tracked The following options are available e Booking e Payment Note This field will be enabled only if the Budget Tracking Required option is selected Depending on the tracking event that you select the system will track the budget as explained below Booking If you select the track event as Booking the system will track the booking amount at the following events e Booking of the contract XBOK e Contract amendment XAMD e Deletion of the contract e Contract reversal During the XBOK event the system will debit the expense GL for the booking amount Consequently the utilized amount will increase and the available balance will decrease under the selected budget code At the time of contract amendment if you increase the amount the expense GL will be debited for the amount incremented Similarly if there is a decrease in the amount the system will credit the expense GL for the amount reduced I
44. ount Amount in Contract CCY XP_INT_AMT XP Interest Amount Paid in Contract CCY XP OS ADV XP Outstanding Advance Amount XP OS AMT XP Contract Outstanding Amt in Contract CCY XP OS RET XP Outstanding Retention Amount XP RET COLL XP Retention Money Collected in Contract CCY XP RET PAY XP Retention Money Paid in Contract CCY 7i ORACLE 7 2 XP AMT REFUND Refunded amount In addition to these you can define amount tags as per your requirement for the ICCF and tax components that are attached to a product Accounting Roles The following list contains the accounting roles that are applicable to XP transactions that you can process at your bank Accounting Role Description XPCHGEXP Charges collected XPDISCINC Discounts Received XPEXPPROV Provision XPPENEXP Penalty Interest Paid XPPREPAY Advance Prepaid XPRETPAY Retention Money XPVENEXP Expense Booking XPWRITEOFF Write Off Account XPVENPAY Vendor XPVENEXP Expense GL Event wise Accounting Entries In this section we will discuss the suggested accounting entries that should be generated for each event in the life cycle of an XP transaction Note Some of the Amount Tags linked to the Accounting Roles are user defined ORACLE 7 2 1 7 2 2 7 2 3 7 2 4
45. rocessed Document Reference Document Date Covering Letter Reference Covering Letter Date BL I l e Je e Je Events AssetDetails Refund Settlement Charges MIS Fields Input By Authorized By Contract Status Ef Authorized Date Time Date Time All the documents specified for the product to which the contract is linked will default to this screen You can add to or delete documents to this default list To add a document for the contract you are processing click add row icon button Select the code of the appropriate a ORACLE document from the list of document codes maintained in the Documents Maintenance screen The description of the document will be displayed in the Description field To delete a document that is not required for the contract you are processing highlight the document code and click delete row icon button For each document that you specify you have to maintain the following details e The Document Reference and Date e The Covering Letter Reference and Date The Advices for an XP Contract The advices that can be generated for the different events in the lifecycle of a contract are defined for the product to which the contract is linked For example you may have specified the following advices for an XP product e Booking Advice e Payment Advice e Amendment Advice These advices will default to contracts associated with the pro
46. t Description Stop Limit Product Type Rate Code Description Rate Type Preferred Slogan Product Group Product Group Description Start Date End Date Remarks Accounting Roles Events Branch amp Currency Customer Preferences Documents Charges MIS Fields Maker Date Time Checker Date Time Mod No Record Status Authorization Status In this screen you can enter basic information relating to a XP product such as the Product Code the Description etc For further information on the generic attributes that you can define for a product please refer the following Oracle FLEXCUBE User Manuals under Modularity e Product Definition e User Defined Fields e Settlements kai ORACLE 4 2 1 Specifying Product Details Product Code A product code identifies a product throughout Oracle FLEXCUBE This code should be four characters in length When defining a new product you should enter a code that is unique across the different modules of Oracle FLEXCUBE Description It may be difficult to recognize a product just by its code In the Description field therefore suitably describe the product code so that it can be easily identified This description will be displayed along with the code throughout Oracle FLEXCUBE Product Module By default the system will display XP as the product module Description By default the system will display Expense Processing in this field Product Typ
47. tly dangerous applications including applications that may create a risk of personal injury If you use this software or hardware in dangerous applications then you shall be responsible to take all appropriate failsafe backup redundancy and other measures to ensure its safe use Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws Except as expressly permitted in your license agreement or allowed by law you may not use copy reproduce translate broadcast modify license transmit distribute exhibit perform publish or display any part in any form or by any means Reverse engineering disassembly or decompilation of this software unless required by law for interoperability is prohibited The information contained herein is subject to change without notice and is not warranted to be error free If you find any errors please report them to us in writing This software or hardware and documentation may provide access to or information on content products and services from third parties Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content products and services Oracle Corporation and
48. tor the expenses incurred at your branch Maintaining Budget Codes You can invoke Budget Code Maintenance screen by typing XPDBCODM in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button LZ Budget Code Maintenance Fi New E3 Enter Query Budget Code Budget Description Input By Authorized By Modification Date Time Date Time Number L Authorized Open In this screen you can capture the following detail ORACLE 3 5 Budget Code You can capture a code that will uniquely identify the budget throughout the system The code can consist of a maximum of ten characters and can be a combination of alphabets and numbers Budget Description You can also capture a brief description of the budget code being defined The description will further help you in identifying the type of budget The description can consist of a maximum of 35 alphanumeric characters Maintaining Budget Details For each budget code defined through the Budget Code Maintenance screen you have to maintain budget details such as the budget limit the fiscal year for which the budget tracking would be done the name of the branch etc You can maintain budget details through the Budget Maintenance screen by typing XPDBDMNT in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button LZ Budget Maintenance
49. ual Processing In the manual mode of payment at the time of booking the contract the system will park the expense entries in provisional temporary GLs You will be required to make the payment manually through the Payment screen Note If the mode of payment is manual you will not be allowed to capture the payment date at the contract level Batch processing for Auto payment You have to execute the auto payment batch process at the beginning of each day to process all contracts having payment mode as Auto This batch will process all pending payments as per the specification maintained for the branch If you have specified the Processing Till as Today in the Branch Parameter Maintenance screen the system will process all pending payments for the current date alone If the value is maintained as Next working day 1 the batch process will pick up all active contracts falling within the current date and the day before the next working date For instance let us assume that the current date is 15 January 2002 and the next working day is maintained as 4th January 2002 2nd and 3 9 being holidays Further the Processing Till date is specified as Next working date 1 The BOD batch process will pick up all the contracts pending payment for the period 18t Jan 2002 to 3 4 Jan 2002 The system will then trigger the XPMT event for all the selected contracts to indicate full payment The contract status wi
50. uct should be e the same as or later than the Start Date e the same as or earlier than the End Date of the product 2 ORACLE 4 2 2 4 2 3 If you do not specify an End Date a message is displayed prompting you to indicate whether you are creating an open ended product In this case the product can be used until it is closed Remarks Enter additional information about the product intended for the internal reference of your bank Your remarks will not be printed on any correspondence with the vendor Specifying Exchange Rate Variance Details Override Limit For a special customer or in special cases you may want to use an exchange rate a special rate that is greater than the exchange rate maintained for a currency pair The variance is referred to as the Exchange Rate Variance When creating a product you can express an Exchange Rate Variance Limit in terms of a percentage This variance limit would apply to all contracts involving the product Stop Limit For a special customer or in special cases you may want to use an exchange rate a special rate that is greater than the exchange rate maintained for a currency pair The variance is referred to as the Exchange Rate Variance When creating a product you can express an Exchange Rate Variance Limit in terms of a percentage This variance limit would apply to all contracts involving the product Rate Code Select the rate code from the drop down list The avail
51. uppress its generation by ticking the suppress field Recording the Value of the Items on a Contract A contract can have several items towards which you would incur an expense You can record the value of each item on a contract in the Expense Processing Items screen Making Payments The following operations can be performed on a payment through the Expense Processing Payments screen e Making a payment e Deleting a payment e Reversing a payment In Oracle FLEXCUBE you can process refunds for a fully liquidated expense contract 22 ORACLE 3 1 3 2 3 Maintaining Documents and Vendors Introduction Before you begin operations in the Expense Processing XP module of Oracle FLEXCUBE you must maintain certain basic information For example you must maintain e A list of documents and details e A list of valid vendors This data is maintained first because it is required to create XP products process XP Contracts and so on In other words this information is the foundation on which you build a superstructure called products to which in turn you can link expense contracts Maintaining Documents and Clauses Payments towards the different items of an expense contract are typically made on the basis of documents Most of these documents are standard and common to any expense contract that you enter into Therefore you need not specify the details of the document every time you enter into an expense
52. ut Oracle s commitment to accessibility visit the Oracle Accessibility Program website at http Awww oracle com pls topic lookup ctx acc amp id docacc Organization This manual is organized into the following chapters About this Manual gives information on the intended audience It also lists Chapter 1 on the various chapters covered in this User Manual Chapter 2 Expense Processing An Overview gives a brief introduction to the module and its features Maintaining Documents and Vendors explains the maintenance you need Chapter 3 8 to do before you begin operations on this module Defining Attributes Specific to an XP Product talks about defining the attrib Chapter 4 ba utes specific to setting up an XP product Processing an Expense Contract deals with the procedure involved in Chapter 5 a entering the details of an XP transaction Reports provides a list of reports that can be generated in this module and Chapter 6 also explains their contents t1 ORACLE 1 5 1 6 Chapter7 module contains a list of suggested accounting entries and advices for the Appendix A Accounting Entries and Advices for the Expense Processing module Chapter 8 Function ID Glossary has alphabetical listing of Function Screen ID s used in the module with page references for quick navigation Related Documents You may need to refer to any or all of the User Ma
53. vel GLs e The Total Value of the item In the case of services this would be the total value of the service In the case of goods the system checks that cumulative value of the items must not exceed the total contract amount mentioned in the XP Contract Details screen 9 ORACLE Viewing Event Details The Event Details screen of contract processing shows the details of the accounting entries generated for a contract Click Events in the Expense Processing Contract Detailed screen Event Details UP Reference Number Events HE Event Number EventDate Event Code Description Authorization Status Maker Id Ch ni I DN Message Accounting Entries The details of events that have already taken place on the contract will be displayed along with the date on which the event took place vo ORACLE 5 1 5 1 Accounting Entry Details In this screen you can view the accounting details for a specific event in the life cycle of an expense contract To invoke the Accounting Entries screen click Accounting Entries in the Event Details screen View Details Reference Number See Position Entries Accounting Entries FI Event Branch Account Amount Tag Currency Foreign Currency Amount Rate Local Currency a aL
54. wing parameters here Selection Criteria You can specify the following parameters Product Code Product Specify a valid code of the product for which you want to generate a report from the adjoining option list Value Date From Value Date Specify a valid value date from when you want to generate a report from the adjoining calendar To Value Date Specify a valid value date till wnen you want to generate a report from the adjoining calendar 6 1 ORACLE 6 2 1 Currency Currency Code Specify a valid code of the currency for which you want to generate a report from the adjoining option list Vendor Vendor Specify vendor for which you want to generate a report from the adjoining option list Contents of the Report The parameters specified while generating the report are printed at the beginning of the report Other content displayed in the report is as follows Header The following details are displayed in the header section Field Name Field Description Branch Indicates Branch Code and Branch Name Branch Date Indicates Current Date of the Branch User ID Indicates User ID Date 8 Time Indicates the Date and Time when the report was generated Module Indicates module for which report is generated Body of the Report The following details are displayed as body of the generated report Field Name Field Description Product Code Indic
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