Requirements Questionnaire

Costa Rica and Nicaragua EBS

12.2.6 Implementation

Payables and Cash Management

May 2017
Oracle Payables
No. Questions Answers Comments

1 Invoicing

1.1 Invoices

1.1.1 How many invoices per period to you enter?

1.1.2 Who enters invoices and how often?

1.1.3 Describe the invoice vouchering process.

1.1.4 How many liability accounts do you use? Do

you use some liability account for a specific
item?

1.1.5 Can you identify any frequently used expense

distributions within you current system (e.g.
rent or telephone payments)?

1.1.6 Are recurring expense distributions for fixed

or varying amounts?

1.1.7 Are any account combination validations in

place?

1.1.8 Should invoices be matched completely,

partially or both?

1.1.9 Do you currently have any tolerance levels for Max. Tolerance 5%
matching? (Price Tolerance, Quantity Ordered
Tolerance, Quantity Received Tolerance, Tax
Tolerance?)

1.1.10 Are there situations where an invoice needs

to be placed on hold and then manually
No. Questions Answers Comments

released? Describe the approval process

when invoices need to be placed on hold and
manually released?

1.1.11 Do you accrue your receipts to the General

Ledger?

1.1.12 Do you automatically take credit for returned

goods in payables?

1.1.13 Can you explain your whithholding taxes

structure? Domestic and international
invoices.

1.1.14 Are there invoices where the expense

recognition is deferred?

1.1.15 Do you have any invoice where the account

distribution is different in your local
accounting?

1.1.16 Do you require to create invoice from excel?

1.1.17 Are AP processes documented?

1.1.18 What other audit requirements are needed?

1.1.19 Who is responsible for opening and closing AP

periods?

1.1.20 What payment terms do you need?

1.1.21 Is there a requirement to process Recurring

Invoices?
No. Questions Answers Comments

1.2 Expense Reports

1.2.1 How many Expense Reports are submitted?

1.2.2 If employees submit Expense Reports on-line,

what software and hardware are used?

1.2.3 What requirement is there to process

employee expense reports? Please describe.

1.2.4 Is there a standard employee expense claim

form? Provide sample.

1.2.5 What is the current process to generate

expense payments to employees?

1.2.6 How frequently are employee expense claims

processed?

1.2.7 How many employee expense claims are

processed per the frequency used above?

1.2.8 Are these expense claims assigned a special

payment group?

1.2.9 What is the current procedure for employee

advances?

1.2.10 How are these reconciled when the expense

claim is submitted?

1.2.11 Do your employees have company credit

No. Questions Answers Comments

cards?

2 Disbursement and Reconciliation Banking

2.1 Disbursement

2.1.1 Will you need to make payments to

businesses in different GL set of books?

2.1.2 Are multiple bank accounts used for

disbursements?

2.1.3 Is there a requirement to support foreign

currency bank accounts?

2.1.4 What disbursement (document) types are

currently processed through bank accounts
(EFT, Wire Transfer, Automatic Payments,
Manual Payments)? Is there a requirement to
use Electronic Funds Transfer? Is there a
requirement to use Wire Transfers? Is there a
requirement to process Automatic Payments?

2.1.5 How are your current payment terms

structured?

2.1.6 Do you use percentage due or amount due?

No. Questions Answers Comments

2.1.7 Are due dates calculated based on a specific

day of the month or on a number of days
from the payment terms date?

2.1.8 Is there a requirement to process Partial The SSC does not perform
Payments? the partial payments

2.1.9 Is there a requirement to process Pre- It is mandatory that a

Payments? prepayment is related to
purchase order.

2.1.10 Is there a requirement to process Quick

Checks?

2.1.11 How are vendor advances reconciled when Report personalized.

the invoice is submitted?

2.1.12 What is your current payment cycle?

2.1.13 If recurring payments are used, what is the

normal period cycle for these payments?

2.1.14 Are all invoices paid in local currency? The payment currency must
be equal to the invoice
currency.

2.1.15 Is/will there be a requirement to use multiple

currencies?

2.1.16 Do check payments have to be approved

before they are run?

2.1.17 Should a remittance advice note be produced, The remittance advice will be
and when? generated whether it is a
legal requirement.
No. Questions Answers Comments

2.1.18 What is the policy/procedures for handling

stop payments?

2.1.19 What is the policy /procedures for handling

void payments if they have been recorded?

2.1.20 What is the policy /procedures for handling

void payments if they have not been
recorded?

2.1.21 Is there a requirement to support multiple

domestic bank accounts? How many and
where?

2.1.22 Is there a requirement to support foreign

currency bank accounts? How many and
where?

2.1.23 What disbursement (document) types are

currently processed through these bank
accounts?

2.2 Reconciliation Banking

2.2.1 Who is responsible for providing outstanding

check data for bank reconciliation purposes?

2.2.2 Do you get a tape from the bank for check

reconciliation? If yes, can I get the format of
No. Questions Answers Comments

the bank tape?

2.2.3 Is there a requirement to do on-line bank

reconciliations?

2.2.4 How long do you do check reconciliation?

2.2.5 Are you satisfied with the accuracy of your

short term cash forecasting?

2.2.6 Can you produce a forecast of expected

cashflows based on sales opportunities?

2.2.7 What are the major steps involved in your

forecasting process?

2.2.8 What is your criteria for selecting a

forecasting method?

2.2.9 How are bank statements reconciled?

2.2.10 Is there a need to automate your bank

account reconciliation process?

2.2.11 Do you have documentation of your bank

statement reconciliation process?

2.2.12 How are voided and reversed transactions

reconciled?

2.2.13 How do reconcile your general ledger cash

account to your bank statement balance?

2.2.14 Do you have documentation of your cash

management process?
No. Questions Answers Comments

2.2.15 What methods do you use to report cash Thinking about the legal
balances? requeriments

2.2.16 What are the typical tasks your cash manager

performs on a daily basis?

2.2.17 What are the sources of current-day

information for the cash manager?

2.2.18 How are excess cash balances handled?

2.2.19 Could you view your current cash position at

any time?

2.2.20 How many bank relationships do you

currently have?

2.2.21 Does the company needlessly keep too many

bank accounts?

2.2.22 How long does it take to close an accounting

period for cash management?

2.2.23 How are adjustments to close periods for cash

management handled?

2.2.24 What are your cash management reporting

requirements with respect to summary or
detail formats? Obtain report listing. What
reports do you currently generate to meet
you cash management reporting
requirements?
No. Questions Answers Comments

3 Period Close

3.1 Period Close

3.1.1 When do you start your AP close?

3.1.2 Do you have any documentation on your AP

close?

3.1.3 Do you allow posting invoices back to prior

periods?

3.1.4 Is the schedule for opening and closing AP

documented?

4 Reporting

4.1 Reporting

4.1.1 For the purpose of Invoice Aging Reports,

what aging periods are currently in use?

4.1.2 What reports do you currently generate to

meet your Invoice and Disbursement
reporting requirements? Provide samples,
including frequency and distribution list.

4.1.3 Are reports grouped for processing purposes?

4.1.4 Are there any requirements that your current

No. Questions Answers Comments

set of reports does not meet?

5 Tax Engine

4.1 Tax Engine

4.1.1 How many the withholding tax types do you

have?

4.1.2 What does transactions apply the withholding

tax?

4.1.3 What is your tax structure o schema?

4.1.4 Do you apply tax some tax on international

purchase?

4.1.5 Will tax names and rates, currently defined in

current systems' Accounts Payable, have to
be revised in any way? How?

4.1.6 What are the requirements for reporting tax

payments?

4.1.7 What is the tributary classification of the

taxpayer?

4.1.8 What is the tributary classification of the

products or/and services?

4.1.9 In the country, Are there special zones with

specific taxes?
No. Questions Answers Comments

4.1.10 Can you provide some examples for those

taxes?