Expense Processing User Manual
Contents
1. 3 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 5 2 4 Authorizing Payments i ORACLE 5 2 5 5 2 6 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 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 Q Write off Contract EX EX Using the above screen you can either write off or amend the contracts details For further details refer Common Operations chapter in the P2. 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 are called rekey fields You can specify any or all of the following as re key fields 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
3. entries and advices for the module i ORACLE 1 4 Related Documents 1 5 You may need to refer to any or all of the User Manuals 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 Add row row Option List ORACLE 2 Expense Processing An Overview 2 1 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 e It 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 primarily a back office system It comprises a comprehensive contract processing and management reporting system 2 1 1 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 2 1 2 Product Creation for Process
4. 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 1 2 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 Managers Generation of reports 13 Organization This manual is organized into the following chapters Chapter 1 About this Manual gives information on the intended audience It also lists the various chapters covered in this User Manual Chapter 2 Expense Processing An Overview gives a brief introduction to the module and its features Chapter 3 Maintaining Documents and Vendors explains the maintenance you need to do before you begin operations on this module Chapter4 Defining Attributes Specific to an XP Product talks about defining the attributes specific to setting up an XP product Chapter 5 Processing an Expense Contract deals with the procedure involved in entering the details of an XP transaction Chapter 6 Appendix A Accounting Entries and Advices for the Expense Processing module contains a list of suggested accounting
5. 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 Budget Code You have to indicate the budget code under which the tracking should be done All 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 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 This field will be enabled only if the Budget Tracking Required option is selected 7 ORACLE 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 This field will be enabled only if the Budget Tracking Required option is selected De
6. 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 available values are e Mid Rate e Buy Sell Rate s ORACLE 4 2 3 4 2 4 4 2 5 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 tab in the Expense Product Definition screen to invoke the Expense Processing Preferences screen By default an expense contract acquires the attributes defined for the product wit
7. the settlement 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 ae 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 Vendor New 3E Is Vendor a Customer Short Description Vendor Code z Long Description Vendor Address 1 Country Vendor Address 2 Phone Vendor Address 3 Fax Vendor Address 4 Blacklisted Information vendor is Blacklisted Reasons for Blacklisting Stock Details Vendor a Inventory Supplier Stock Details 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 short 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 na ORACLE Country Specify using the adjoining list the country from wh
8. 5 Unlocking Contra m 5 16 5 2 6 Processing a Refund or Reversing of an Expense Contract essent 5 16 5 2 7 Viewing the Refund Details for a Contract eese nennen nennen nennen rens 5 19 REPORTS 2a 6 1 6 1 INTRODUCTION 6 1 6 2 EXPENSE PROCESSING REPORT 4 aa ANNA KABA NANGKA KGG ee aede needs ENEE auus ces 6 1 6 2 1 Contents Of the 1 6 2 7 ANNEXURE ACCOUNTING ENTRIES AND ADVICES e eeeeeeeeee eren eene enses tn atn enses suse tn sunu 7 1 7 1 ACCOUNTING ENTRIES FOR XP 7 1 7 1 1 XP Events a AGANG NANABIK NA Aa ap ARN 7 1 7 1 2 Amoun TABS rmm 7 1 7 1 3 Account ng ROLES eT 7 2 7 2 EVENT WISE ACCOUNTING ENTRIES 5 ANNA GATING NEA NAAN 7 2 7 2 1 Event XAMD T 7 2 7 2 2 Event XBOK qu EET 7 3 7 2 3 JU RP gm 7 3 7 2 4 Event XWRE mE 7 3 72 5 JA EPROgdqpemmC T 7 4 7 2 6 Lom 7 4 8 SCREEN GLOSSARY 8 1 8 1 FUNCTION ID RANA 8 1 Es ORACLE 1 Aboutthis Manual 1 14 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
9. Expense Processing Oracle FLEXCUBE Universal Banking Release 12 0 1 0 0 December 2012 Oracle Part Number E51465 01 ORACLE FINANCIAL SERVICES ORACLE Expense Processing Table of Contents EXPENSE GLO DERI CR 0 ORACLE FLEXCUBE UNIVERSAL BANKING o eeeeee eene ta suus 0 RELEASE 0S DURUM CURRERE 0 EXPENSE HOS DET D CR 1 1 TABLE OF CONTENTS nasasa 1 1 1 ABOUT THIS MANUAL p 1 1 1 1 INTRODUCTION tester secbeskesade deev sobestesceetgesteeseves 1 1 142 AUDIENCE 1 1 1 3 ORGANIZATION MED 1 1 L4 RELATED DOCUMENTS DIRT ees eese Tee eaae URS 1 2 1 5 GLOSSARY OF ICONS P 1 2 2 EXPENSE PROCESSING AN OVERVIEW cccscsscsssssssssssssscssssesssessssssesessssnsscssssssssssssessssnessesseeseeees 2 1 2 1 INTRODUCTION IRURE GAN 2 1 2 1 1 Maintenances to Process Expenses niire sisri aeaaee aa osia a S saai 2 1 2 1 2 Product Creation for Processing Expenses eese eene nennen trenes enne ener 2 1 2 2 PROCESSING AN EXPENSE CONTRACT ree he HH EMEN Ee e eei e
10. ID 100 USD Payment If no advance payment were required for the expense then the entries would be passed as follows on i August 2001 5 20 ORACLE Dr Cr Accounting Accounting Amount Tag Amount Indicator Head Role Contract Currency Dr Expense XPEXPPROV XP_AMT_PAID 1000 USD Booking Contract Amount Cr Provision XPVENPAY XP_AMT_PAID 1000 USD Contract Amount 2 An Example of an Expense Contract Single payment against different expense heads Assume there are 3 items as given below SI No Description Item Value Expense GL 1 Papers 1 000 EX1111 2 Books 2 000 EX2222 3 Pencils 1 500 EX3333 For Product XP01 with contract level expense GL set to Yes Following is the Accrole setup for the product Acc Role Description Account Description XPVENEXP Expense Booking EX000001 Stationary Expenses XPEXPPROV Provision ASEXP001 Provision For Stationary Following is the accounting entry setup for the product Event Accrole Amount Tag DrCr Indicator XBOK XPVENEXP XP_CONT_AMT Dr XBOK XPEXPPROV XP_CONT_AMT Cr an a contract BRNXP01XXXXX0001 expense GLs along with item details are specified as mentioned elow Sr No Item Desc GL Code Amount Paid 1 Paper EX000011 1000 2 Book EX000021 2000 3 Pencils EX000031 1500 So for the XBOK Event Following a
11. 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 Discount 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 7 1 ORACLE 7 2 7 2 1 Amount Tag Description 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 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 Inte
12. ally 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 O 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 Manual 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 O If the mode of payment is manual you will not be allowed to capture the payment date at the contract level is ORACLE 4 2 10 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 Process
13. amount paid towards the item The current amount paid towards the item Delivery Status 5 2 2 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 m ORACLE To invoke the Settlements service from the payments function click Settlement button in the Expense Processing Payments screen Settlement Details Reference Number Component Account Details Message Details Parties Parties CoverParties Other Details Clearing Details Local Clearing IBAN Account Number Settlement Details L Component Currency Branch Account lt Settlement Direction D Debit Component Description 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 o For further details refer Settlements User Manual 5 2
14. cable 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 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 x ORACLE e Reversing a payment In Oracle FLEXCUBE you can process refunds for a fully liquidated expense contract em 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 Alist of documents and details e 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 t
15. ccounting Entry will be passed 5 21 ORACLE Dr Cr GL Head Amt Tag Amount Dr EX000011 XP CONT AMT1 1 000 Cr ASEXP001 XP CONT AMT 1 1 000 Dr EX000021 CONT 2 2 000 Cr ASEXP001 XP CONT 2 000 Dr EX000031 CONT AMTS 1 500 Cr 1 XP CONT 1 500 Sr No Item Desc GL Code Amount Paid 1 Paper EX000012 300 2 Book EX000021 7000 3 Rubbers EX000041 700 So for the XAMD Event Following accounting Entry will be passed Dr Cr GL Head Amt Tag Amount Dr EX000011 XP AMT INCRDECR1 1 000 Cr ASEXP001 XP AMT INCRDECRT1 1 000 Dr EX000012 XP AMT INCRDECR2 300 Cr ASEXP001 XP AMT INCRDECR2 300 Dr EX000021 XP AMT INCRDECR3 5 000 Cr ASEXP001 XP AMT INCRDECR3 5 000 Dr EX000031 XP AMT INCRDECR4 800 Cr ASEXP001 XP AMT INCRDECR4 800 5 22 For a contract BRNXP01XXXXX0001 amendment expense GLs along with item details are specified as mentioned below ORACLE 6 Reports 6 1 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 feport Typically you would query the system to provide your customer with immediate information 6 2 Expense Processing Report The Expense Processing report pr
16. cessed DocumentReference Document Date lt Se Input By Authorized By 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 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 product ad ORACLE 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 displa
17. creen However you can view 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
18. d 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 Invoice Credit Period Specify the Credit Period as specified in the Invoice if any Example The following example illustrates the concept of a credit period and the maturity date for an expense contract For goods with a total value of 500 USD purchased from Write Stationers on 1 May 2001 you are given a period of 90 days for clearing dues against an advance payment of a sum of 100 USD This means that the remainder of the payment for goods purchased 400 USD must be made on or before 1 August 2001 The period of 90 days is known as the credit period In this case the transaction date is j May 2001 and the maturity date 1 August 2001 The credit limit assigned for Write Stationers is 1000 USD When you enter the expense contract on 1 2001 the available credit limit taking into account the contract and the advance payment made is 600 USD i e 1000 500 100 600 USD On j August when payment is made for the goods purchased the credit limit is 1000 USD since there are no dues to be cleared 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 t
19. ense 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 Expense Processing Items Contract Reference Amount Payment Breakup item Number Description GL Head Default tern Quantity Item Value Defsult Individually you can enter the following details for the different items on the contract e Description of the item e The Quantity of the item In the case of services this would contain the value 1 gt 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 gt Expense processing would be done using the GL s specified in the contract e Default Product Level GLs e 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 id ORACLE 5 1 5 Viewing Event Details The Event Details screen of contract processing shows the details of the acc
20. 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 5 1 1 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 contract 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 e ORACLE You can invoke Expense Processing Contract Detailed screen by typing in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button Expense Processing Contract Detailed Product Description Contract Document Advice Vendor Details Vendor Id Vendor Description Credit Terms Initiation Date Maturity Date Invoice Credit Period Interest Rate Li
21. et 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 e 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 the field at the top right corner of the Application tool bar and clicking the adjoining arrow button L3 Expense Processing Product Definition New Product Definition Exchange Rate Variance Product Code Override Limit Product Description Stop Limit Product Type Rate Code Description Rate Preferred Slogan Product Group Product Group Description Start Date End Date Remarks Maker Date Time Checker Date Time 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 re
22. fer the following Oracle FLEXCUBE User Manuals under Modularity e Product Definition e User Defined Fields e Settlements 5 ORACLE 4 2 4 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 Type 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 Pr
23. get code and an increase in the available balance 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 O The system will display an error message if you do not process a refund in the same financial 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 5 2 6 2 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
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25. h which it is associated However the attributes that are defined as the product s preferences can be changed for a contract E Expense Processing Product Preferences Product Code Description Tenor In Days Exchange Rate Standard Rate Type Minimum Limits Monitoring Maximum Limits Tenor Calculation Type Preference Payment Mode Automatic Contract Level Expense Manual General Ledger Rekey Requirements Budget Preference Required Rekey Required Yes Budget Tracking Required No Budget Code Amount Tracking Event 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 can 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 GL s ORACLE 4 2 6 4 2 7 4 2 8 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
26. he document every time you enter into an expense 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 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 2 ORACLE Bills amp Collections Document Code Maintenance New Document Details Document Code Document Type Transport Language Code a Validate Shipping Guarantee Document Short Description n Bill Of Lading Document Long Description Clause Details I4 4 4070 gt M O Clause Code Description o Date Time Checker Date Time Record Status Authorization Status Document code In Oracle FLEXCUBE every document that you maintain is ident
27. he entire tenor of the contract Specifying 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 is ORACLE 5 1 1 4 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 5 1 1 5 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 opt
28. ich the vendor operates Phone and Fax Enter here the phone and fax numbers of the vendor 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 3 4 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 monitor the expenses incurred at your branch xis ORACLE 3 4 4 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 bu
29. ife 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 5 1 1 7 Credit Terms Fund Id The fund Id will be visible only if the current branch is a fund branch Select the Fund Id 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 5 1 2 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 ve ORACLE You can capture the details of these documents in the XP Contract screen Click Document tab in the Expense Processing Contract Detailed screen Expense Processing Contract Detailed M 4 or PF Wi Product i lag Contract Reference Description User Reference External Reference Contract Document Advice Document Details Description Pro
30. ified by a unique code called 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 n ORACLE 3 2 1 1 3 3 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 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 s
31. 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 Es ORACLE 5 2 7 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 Refund Date Refund Value Date Refund Amount The following details will be displayed in this screen e date on which the refund details were maintained e The date on which the refund became effective in the system e The refund amount 5 2 7 1 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 An Example of a Simple Expense Contract Let us examine our earlier example of the expense contract in which goods worth 500 USD purchased from Write Stationers for whom a credit limit of 1000 USD is applicable and consider how the accounting process would book the requisite accounti
32. ing Expenses You can create an XP product in the XP Product Definition screen with basic information XP specific preferences as under Indicating Preference for specifying Contract Level Expense GL s Budget tracking details for the booking payment amount Specifying vendor restriction ORACLE 2 2 2 3 2 4 2 5 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 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 appli
33. ing 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 1 January 2002 and the next working day is maintained as 4 January 2002 DW and 39 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 1 Jan 2002 to 3 Jan 2002 The system will then trigger the XPMT event for all the selected contracts to indicate full payment The contract status will 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
34. ion 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 amp Time Indicates the Date and Time when the report was generated 6 2 Field Name Field Description 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 Indicates 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 Indicates Product Services Details Details Outstanding Amount Indicates amount outstanding 6 3 6 1 6 1 ORACLE 7 1 7 Annexure Accounting Entries and Advices 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
35. ions 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 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 ve ORACLE 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 5 1 1 6 Specifying Budget Details Budget Track Required The system will track the budget for the booking amount onl
36. is being made The version of the contract it is the number of times the contract has been modified The total outstanding retention amount in respect of the vendor as on the date of payment If the contract involves an advance to the vendor for goods or services to be delivered the total advance amount due is displayed The net amount paid by the vendor 5 2 1 1 Entering Payment Details for the Contract You must enter the following details for the payment The total amount being paid to the vendor towards the dues in respect of the expense contract This amount is apportioned to the items 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 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 The service or product in respect of which the expense was incurred towards which the payment is being made The value date of the payment The Value date here is the date on which the liquidation entries will be passed for the contract The amount being paid to the vendor towards a penalty interest on the contract if any If the contract involves an advance to the vendor for goods or services to be delivered you can specify the adva
37. mits Credit Line Budget Details C Limits Tracking Required Contract Reference User Reference External Reference Fund Id C Budget Track Required Budget az Amounts Details Currency Auto Amount Manual Conversion Rate Payment Date Amount in LCY Ordered By Outstanding Amount Approved By Total Refund Amt Remarks Product Service 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 5 1 1 1 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 xs ORACLE 5 1 1 2 5 1 1 3 Specifying the Credit Terms Initiation Date Specify the date on which the contract is initiate
38. mount Tag Dr Cr Indicator XPVENEXP OS AMT CREDIT XPVENEXP OS RET DEBIT XPRETPAY XP OS RET CREDIT 7 2 5 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 7 2 6 Advices NIL 74 ORACLE 8 Screen Glossary 8 1 Function ID List The following table lists the function id and the function description of the screens covered as part of this User Manual Function ID Function Description BCDDOCCD Bills amp Collections Document Code Maintenance XPDBCODM Budget Code Maintenance XPDBDMNT Budget Maintenance XPDCONON Expense Processing Contract Detailed XPDPMNT Expense Processing Payment XPDPRMNT Expense Processing Product Definition XPDVNMNT Vendor Maintenance XPRPRETR Expense Processing Report 8 1 ORACLE ORACLE Expense Processing December 2012 Version 12 0 1 0 0 Oracle Financial Services Software Limited Oracle Park Off Western Express Highway Goregaon East Mumbai Maharashira 400 063 India Worldwide Inquiries Phone 91 22 6718 3000 Fax 91 22 6718 3001 www oracle com financialservices Copyright 2007 2012 Oracle and or its affiliates All rights reser
39. nce amount being paid Advance Amount If you wish to retain any portion of the payment being made to the vendor you can specify the retention amount Retention Amount The portion of the outstanding retention amount that is being paid to the vendor through the payment you are recording 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 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 liquidating Any appropriate remarks if any ui ORACLE How advance payment is taken into account Taking our earlier example of goods worth 500 USD purchased from Write Stationers for whom a credit limit of 1000 USD is applicable an advance payment of 100 USD is required to be made When the advance payment is made on 1 2001 the available credit limit in respect of Write Stationers is 600 USD i e 1000 500 100 600 USD On 1 August when payment is made for the goods purchased the credit limit is 1000 USD since there are no dues to be cleared 5 2 1 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 A description of the item The quantity of the item The total value of the item The total
40. ng entries 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 The details of the contract are e Vendor Write Stationers e Credit Limit 1000 USD is ORACLE e Transaction Date 1 May 2001 e Credit Period 90 days e Maturity Date 1 August 2001 e Advance payment made 100 USD At the time of booking the contract on Event XBOK Booking of Expense jt May 2001 the following event wise entries are booked Dr Cr Accounting Accounting Amount Tag Amount Indicator Head Role Contract Currency Dr Expense XPVENEXP XP CONT AMT 500 USD Booking Contract Amount Cr Provision XPEXPPROV XP CONT AMT 500 USD Contract Amount At the time when the payment is made for the contract on 1 August 2001 the following entries are booked Event XPMT Liquidation of Expense Dr Cr Accounting Accounting Amount Tag Amount Indicator Head Role Contract Currency Dr Expense XPEXPPROV XP AMT PAID 900 USD Booking Contract Amount Cr Provision XPVENPAY XP AMT PAID 900 USD Contract Amount Dr Expense XPVENEXP XP ADV LIQD 100 USD Booking Cr Advance XPPREPAY XP ADV 100 USD Prepaid Dr Advance XPPREPAY XP ADV PAID 100 USD Prepaid Cr Expense XPVENPAY XP ADV PA
41. ns for a product in the Vendor Restrictions Details screen To invoke this screen click Customer in the XP Product Definition screen Vendor Restriction Details Product Code Product Description Vendor Restriction 1011C Vendor Id x 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 field To add another vendor to the list click again Click L J to delete the highlighted vendor on the list 4 2 12 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 Product Document Codes screen to make this specification Click Documents tab in the XP Product Definition screen to invoke the screen The screen is displayed below TS ORACLE XP Product Document Codes Product Code Product Description Document Details 1010 Document Code Document Type Document Descripti
42. oduct Group Every product should be classified under a specific group Indicate the group to which the product you are creating belongs Click 23 and 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 ORACLE 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 product 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 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 4 2 2 Specifying Exchange Rate Variance Details Override Limit For a special customer
43. on 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 add row icon again ORACLE 5 Processing an Expense Contract 5 1 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
44. ounting entries generated for a contract Click Events tab in the Expense Processing Contract Detailed screen The screen is displayed below Event Details Reference Number Event Number Event Date EventCode Description 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 as 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 tab in the Event Details screen The screen is displayed below View Details Reference Number Accounting Entries Event Branch Account Dr Cr Amount Tag Position Entries Currency Foreign Currency Authorization Status Authorized By Auth Date Stamp The following information is provided for each event Branch Account Currency Amount Tag FCY Amount Rate LCY Amount Debit Credit Transaction Date Value Date 5 11 ORACLE 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 5 2 Paymen
45. ovides 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 Vendor Report Format PrinterAt Client v Report Output Printer You can specify the following parameters here Selection Criteria You can specify the following parameters 6 1 6 2 1 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 when you want to generate a report from the adjoining calendar 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 sect
46. pending 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 In 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 is ORACLE 4 2 11 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 restrictio
47. rence for specifying Contract Level Expense GL s eere 4 4 4 2 6 Indicating the Contract Details to be Rekeyed 4 5 4 2 7 Specifying the Default Exchange Rate 4 5 4 2 8 Limits e 4 5 4 2 9 Specifyinp the Payment MOUe sssrinin a rt 4 6 4 2 10 Maintaining Budget Tracking Preferences eese eee neen nennen rennen 4 7 ADAL Products and Vendors iie ee 4 9 42 12 Specifying Document Details eie ptt rtp Hp eek pete npe eaa bea Hb pee uis 4 9 FI ORACLE 5 PROCESSING AN EXPENSE CONTRACT tasas setas n stan 5 1 5 1 INTRODUCTION por 5 1 5 1 1 Invoking the Contract screen eee eese anas enne porian aa then tentent ak aaa E RE eni 5 1 5 1 2 Capturing Contract 5 5 6 5 1 3 ThEA Advices Joran XP Contract i e ei er eiie ier enit e 5 7 5 1 4 Recording the Value of the Items a Contract eese eene nee 5 9 5 1 5 MAUTNAVATSETTU Kn 5 10 5 2 PAYMENTS FOR AN EXPENSE CONTRACT sicsccscssesecsessnsecuesuesecesesersesuesessesensesuesutseesesedeeuesursessedenserscostsetees 5 12 5 2 2 Specifying Settlement 5 14 3 2 3 Deleimo Payments scie a AI tei a 5 15 5 2 4 UH CIIM Pet 5 15 5 2
48. rest 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 Some of the Amount Tags linked to the Accounting Roles are user defined Event XAMD 7 2 ORACLE 7 2 2 7 2 3 7 2 4 Accounting Role Amount Tag Dr Cr Indicator XPVENEXP 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 CONT AMT DEBIT XPEXPPROV 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 7 3 ORACLE Accounting Role A
49. rocedures user manual 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 Only fully liquidated contracts are available for refund 6 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 Q Refund 5 2 6 1 Refunding the Contract For refunding the contract select Refund option and click Ok button The following screen will be displayed Refund Details Contract Reference Refund Details Refund Date Refund Value Date Refund Amount The system will display the following details in this screen e reference number of the contract e The currency of the contract e The budget code associated with the contract TM ORACLE 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 bud
50. sci Ee URS 2 2 23 JDERFINING ADVICES FORA CONTRACT ee ae o eode Pine GINANG ANAL NA 2 2 2 4 RECORDING THE VALUE OF THE ITEMS ON A eene en ene eene rennen inneren 2 2 23 MAKING PAYMENTS 22psi NANA bere 2 2 3 MAINTAINING DOCUMENTS AND 5 3 1 3 1 INTRODUCTION ee 3 1 3 2 MAINTAINING DOCUMENTS AND CLAUSES eene saa aa 3 1 3 3 MAINTAINING VENDORS T 3 3 3 4 BUDGET CODE MAINTENANCE 1s nin eterne eta tbe ea tue BA 3 5 3 4 1 Maintaining Budget 3 6 3 5 MAINTAINING BUDGET DETAILS nain GAGANA eraot ee hee eoo 3 6 4 DEFINING ATTRIBUTES SPECIFIC TO AN XP e eene tn senatus tentus eta snnen 4 1 4 1 INTRODUCTION 4 1 4 2 MAINTAINING EXPENSE PROCESSING PRODUCT DETAILS eene een enne nre nnne 4 1 4 2 1 Specifying Product Details tee eyed sitis oe AA BADA ND ure e Ree Rn 4 2 4 2 2 Specifying Exchange Rate Variance Details eese eene 4 3 4 2 3 Specifying Preferences for a Product eee eese enne nennen nennen ene 4 4 4 2 4 Specifying the Tenor D talls NG GRAN DANG 4 4 4 2 5 Indicating Prefe
51. 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 ORACLE 4 2 9 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 contracts 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 automatic
52. ts 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 Expense Processing Payment Reference Number Status Outstanding Balance Vendor Total Advance Outstanding Retention Currency Amount Amount Paid Product Service Interest Amount Advance Amount Discount Amount Retention Amount Value Date Payment Breakup Retention Payout Net Amount Paid Advance Liquidated Remarks 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 dis ORACLE On entering the reference number of the expense contract in the Expense Processing Payments screen the following details will be displayed on the screen The vendor involved in the expense contract The currency of the expense contract The status of the contract The total outstanding amount as of the Value date the date on which the payment
53. tton Budget Code Maintenance Budget Code Budget Description Input By Authorized By Modification Number Authorized Open Date Time Date Time In this screen you can capture the following detail 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 3 5 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 e ORACLE 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 Budget Maintenance Branch Code Financial Year Budget Code Budget Description Debit Turnover Utilization Available Amount 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 c
54. urrent 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 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 dd ORACLE 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 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 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 budg
55. ved 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 inherently 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 a
56. y if you enable this option This specification 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 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 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 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 dis ORACLE e The system will track the budget for a contract against a single budget code that is initially associated with the contract throughout the l
57. yed You can choose to suppress any of these advices Expense Processing Contract Detailed 4 or PF Bi Product 1222 Contract Reference Description User Reference External Reference Contract Document Advice Advices Advice Code Medium Priority ews asset Dears Retna Setemen Cares ms Fs Input By Authorized By 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 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 advices 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 me ORACLE 5 1 4 Recording the Value of the Items on a Contract A contract can have several items towards which you would incur an exp
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