R12 – Custom Check Payment Format

In R12, as part of the Upgrade the Custom Payment formats are not defaulted. To convert this we need to customize it, as R12 is using XML publisher to do the same. This document explains the steps required to create a Custom Payment Format.

Requirements to create a Custom Payment Format

The following are the Requirements

1. Create an .rtf
2. Create an XML Publisher template and attach the .rtf created
3. Create a Payment Format and attach the XML Publisher template
4. Create a Payment Process Profile and attach the Payment Format
5. Create Payables Document under Bank if it doesn’t have and attach the Payment Format (step3)

Steps

1. How to create a Custom Payment Format

Responsibility – Payables Manager

Navigation – Setup – Payment – Payment Administartor

Clicking on this menu, opens an OAF page, as shown below.

Under Oracle Payments Setup – Under Formats – see for Formats and click on the Go To Task Icon  (as shown in the picture below)

Enter the below mandatory fields

Enter the Code & Name .

In the Data Extract – choose Oracle Payments Disbursement Payment Instruction Extract, Version 1.0

In the XML Publisher Template – choose Standard Check Format (This we will be changing to the Custom XML Publisher Template. We will generate the output in xml and create an .rtf template with the xml code pulling necessary fields required in the final output – Refer to step 7)

Click on Apply. Now, the custom Payment Format is ready.

2. Create Payment Process Profile for the Payment Format just created

Navigation – Setup – Payment – Payment Administartor

Click on the Icon – Go to Task against the menu Payment Process Profiles as shown below

Clicking on the Icon leads to the screen below…

Click on Create.

Enter the Mandatory fields in the above shown picture.

Click on the Payment Instruction creation tab and enter the following

Click on Payment Instruction Format tab and attach the Payment Document created.

Click Apply to save the updates.

3. Create an XML  output by running the Payment Process Request

Through Applications Developer responsibility, change the Output Format of the concurrent program – Format Payment Instructions to XML and Save.

This will enable us to get the output as XML tag, which we can use to create a template from the Standard Check Format – type.

Run the Payment Process request through the Payables Manager.

Navigation – Payments – Entry – Payables Manager – Submit single request

This opens up an OAF page. Click on the Submit Single Payment Process Request

This opens an OAF page, as shown below. Enter the mandatory information as shown below..

Click on the Payment Attributes tab and enter the following information –

Pay Through Date , Payee, Payment Method , Invoice Batch Name.

Click on the Payment Attributes tab and enter the following info

Choose the Bank and Attach the Payment Document created in Step1 and the Payment Process Profile created in Step2.

Click on Submit.

Click on the Refresh Status and wait until the Invoices are selected, the Payments are built and the Format program completes.

Click on View – Requests – Find

These are the programs which gets submitted automatically when a Payment Process is submitted.

1. Auto Select
2. Scheduled Payment Selection
3. Build Payments
4. Format Payment Instruction

Choose Format Payment Instruction and click on View Log or View Output as shown below…

Clicking on View Log has the following screenshot..

Copy the xml tag into a Notepad/Wordpad and save as .xml extension (eg. Test.xml)

With the help of the xml file above, create a rtf template

4. Create a rtf template

Install BI Publisher to create a rtf template.

After installing – open MS Word to create the template.

In the MS Word click on Add-Ins as shown below

Clicking this has the screen as shown below

Click on Load XML Data and choose the above xml file which was saved. Click Open.

This leads to the below confirmation..

Now, click on Insert – Field as shown below

Choose the necessary fields required as shown below and click Insert..

Once the necessary fields are inserted, the document looks like below…

Save this file as .rtf extension (IBY_EmpPayCheck1.RTF)

5. Create an XML Template

Navigation – Setup – Payment – Payment Administartor

Under Formats – click on Go To Task icon – against the XML Publisher Format Templates, as shown below.

Here, we are going to create a Custom XML Template and we are going to attach the rtf template created in Step 4.

Click on Create Template as shown above.

Enter the below mandatory fields and choose the rtf file created in the last step.

In the Data Defintion tab – choose Oracle Payments Funds Disbursement Payment Instruction Extract 1.0

The XML Template looks like below

6. Update the Output Format of the concurrent program – Format Payment Instructions to PDF and Save. (This was changed to XML in Step3) 

7. Update the XML publisher Template in the Payment Document created in Step1 with the template created in Step 5

Navigation – Setup – Payment – Payment Administrator.

Click on Go to Task – against Formats

Query for the Formats with the Name – EmpPayCheck.

Click on the icon Update as shown below

Update the XML template to the template (EmpPayCheck) created in Step 5.  (Compare this to Step1 for the changes/updates)

8. Execute the upgrade script ibypaydocupg.sql in Patch<<6677057:R12.IBY.A >>  to create payment documents in CE_PAYMENT_DOCUMENTS table.

R12 – Payments – (Funds Disbursement) Step by Step

Payments is a separate module in R12 and has new features, new look and feel (it is now Java page vs an Oracle form in 11i).  The module is called as iPayments and the Application Short name is IBY. All the payments table starts with IBY.  In this Article, we will be seeing how to do Payments in R12 in a step by step manner. In the example below, we will see how to do a Check Payment Process.

Responsibility – Payables Manager

Navigation – Entry – Payments Manager

Click on the Payments Manager as shown above. Clicking this will open an OAF page as shown below

Click on Submit Single Payment Process Request as shown above. This opens a Payments process window as shown below.

Enter the mandatory columns in the page above.

Payment Process Request Name – Enter a valid payment batch name

Click on the Payment Attributes Tab.

Enter the Mandatory columns under this tab as shown below

Click on Processing tab.

Check the check box – Stop Process for Review After Scheduled Payment Selection.  Checking this check box pauses the Payment Process , so as to help reviewing the Selected Invoices for Payments.

Click on Submit.

Once the Submit button is clicked, it brings to the window as shown above.

Here enter the Payment batch name in Payment process Request column and click Go to find the status.

In the below screenshot, please fiind the Payment Process Request Status as New . Click on the Refresh Status button to view the Status changing as it progress.

The next status is Invoices Pending Review

In the Main window – click on View – Requests and click on Find Request to view the Request just submitted.

Coming back to the OAF page…

Click on the Start Action Icon as shown below to review the Selected Invoices for Payment.

Here its lists out all the Invoices selected for payment

Under the Select menu, there is a check box against each Invoice.

In this stage, we can choose which Invoices needs to be paid and also we can edit the Payment Amount.

After the review is done, check the Check box under Select for the Invoices which needs to be paid as shown below.

In the screenshot below, we can see the choices of Action which can be done..

Click on Submit button as shown below.

On the screenshot above, see the status as Formatting.

Click on the Show button to expand.

The window expands as shown below

The status shows as Formatted – Ready for Printing.

Click on the Take Action Icon as shown below

Choose a printer by clicking on the Find button or Enter a valid printer name

Click on Print as shown below

Clicking on Print , submits the Format Payment Instructsions process as shown below

And pops up the below screen.

On the below screen  click on the number under Need Action as shown below

See the status of the Payment as Submitted for Printing. Click on Take Action Icon as shown above

Review the payment details in the screenshot above. Click on Record Print Status as shown above

Click on Continue button as shown above.

There will be a warning as shown below..

Warning

Are you sure you want to confirm the print status as final? This action cannot be reversed. You should not proceed with this action unless you are sure that all documents with the status of Printed were successfully printed. The payments will be marked as complete and the payment documents will be recorded as issued. If you complete this action and discover printing problems, you will need to void the payment and select the document to be paid in a new payment process.

Click on Apply as shown below

Click on the Refresh button to see the status

Refreshing the window, shows the Status as Confirmed Payment

Refer to the article Payment Process Request – Status / Stages with Description,  for different stages/status messages which we face during the Payment process and to the article R12 – Queries to Troubleshoot Payments , for troubleshooting the Payment from backend or to follow-up with the tables underlying in the Payment Process.