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Ap test script

This document provides a system test script for testing the payables process integration with the target application system. It includes 16 test sequences that cover key payables functions like opening payable periods, defining banks, invoice entry, payments, refunds, month-end processing and more. Each sequence includes the test step, expected results, and status. Century date compliance testing is also recommended. The document aims to ensure all customizations, interfaces and extensions are functioning correctly for the payables process.

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AIM TE.040 SYSTEM TEST SCRIPT Payables Implementation Author: Creation Date: October 29, 2014 Last Updated: October 29, 2014 Document Ref: Version: Approvals:
TE.040 System Test Script Document Control Change Record 1 Date Author Version Change Reference Reviewers Name Position Distribution Copy No. Name Location Doc Ref: October 29, 2014 Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes. Payables Implementation File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27
TE.040 System Test Script Contents Doc Ref: October 29, 2014 Document Control...................................................................................................................ii Overview...................................................................................................................................1 Century Date Compliance...............................................................................................1 System Test Sequences............................................................................................................2 01 - System Test Specifications < Opening Payable Periods >.........................................3 02 - System Test Specifications < Defining Banks >...........................................................4 03 - System Test Specifications < Defining Distribution Sets >........................................5 04 - System Test Specifications < PO Invoice for Goods >................................................6 05 - System Test Specifications < Prepayment (Supplier / Employee Advances) >....7 6 - System Test Specifications < Prepaid Expenses, Rent & Other Advances >............9 7 - System Test Specifications < Employee Expense Reports >......................................11 8 - System Test Specifications < Debiting Suppliers Liability >.....................................13 9 - System Test Specifications < Create Invoice Not Matched To PO >.......................14 10 - System Test Specifications < Supplier / Employee Refund >.................................16 11 - System Test Specifications < Entering Payments >.................................................17 12 - System Test Specifications < Cancel Unpaid Invoices >..........................................18 13 - System Test Specifications < Invoice Distribution Correction >............................19 14 - System Test Specifications < Void Payment >...........................................................20 15 - System Test Specifications < Payables Month-End Processing >...........................21 16 - System Test Specifications < Payables Close Period >.............................................23 Defect Log...............................................................................................................................24 Open And Closed Issues For This Deliverable.................................................................25 Open Issues......................................................................................................................25 Closed Issues...................................................................................................................25 Payables Implementation File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27
Overview Doc Ref: This System Test Script documents the steps needed to test the integration of application extensions with the target application system with respect to the Payables process. System testing measures the quality of the entire application system, using system test sequences and scripts. You must create scripts for all business processes based on the Mapped Business Requirements (BR.030). You should be able to reuse the test scripts you created during Test Business Solutions (BR.080); however, the focus of business solution testing is confirming individual business processes, while business system testing focuses on confirming the collective application system. For more information, refer to Business Mapping Test Results (BR.080) as a basis for business system test specifications. This system test will include the following types of testing: · Integrated Business Processes · Security Testing Century Date Compliance In the past, two-character date coding was an acceptable convention due to perceived costs associated with the additional disk and memory storage requirements of full four character date encoding. As the year 2000 approached, it became evident that a full four character-coding scheme was more appropriate. In the context of the Application Implementation Method (AIM), the convention Century Date or C/Date support rather than Year2000 or Y2K support is used. It is felt that coding for any future Century Date is now the modern business and technical convention. Every applications implementation team needs to consider the impact of the Century Date on their implementation project. As part of the implementation effort, all customizations, legacy data conversions, and custom interfaces need to be reviewed for Century Date compliance. Testing activities need to make sure that all interfaces and application extensions are coded for Century Date compliance. System test scripts should include steps for testing Century Date compliance. File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27
System Test Sequences Sequence # Payables Test Description Tester Test Status Pass/Fail Notes 1. Opening Payable Periods Opening Payable Periods Active 2. Defining Banks Defining Banks Active 3. Defining Distribution Sets Defining Distribution Sets Active 4. PO Invoice for Goods PO Invoice for Goods Active 5. Prepayment (Supplier / Employee Advances) Prepayment (Supplier / Employee Advances) Active 6. Prepaid Expenses, Rent & Other Advances Prepaid Expenses, Rent & Other Advances Active 7. Employee Expense Reports Employee Expense Reports Active 8. Debiting Suppliers Liability Debiting Suppliers Liability Active 9. Create Invoice Not Matched To PO Create Invoice Not Matched To PO Active 10. Supplier / Employee Refund Supplier / Employee Refund Active 11. Entering Payments Entering Payments Active 12. Cancel Unpaid Invoices Cancel Unpaid Invoices Active 13. Invoice Distribution Correction Invoice Distribution Correction Active 14. Void Payment Void Payment Active 15. Payables Month-End Processing Payables Month-End Processing Active 16. Payables Close Period Payables Close Period Active File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
01 - System Test Specifications < Opening Payable Periods > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 1.1 Period Start Open Payable Period AP Manager (N) Setup > Calendar > Accounting > AP Accounting Periods - Select period to open. - Status: Open - Save your Work. - The period status change to Open - The user can use this period to Enter Invoices and Payments File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
02 - System Test Specifications < Defining Banks > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 2.1 Defining Banks (Functional Currency Bank Accounts) AP Supervisor Setup > Payments > Bank (B) Bank Accounts (B) Payment Documents - Enter the required Bank Information: - Bank Name: - Bank Branch: Save your Work - (B) Press Bank Accounts to enter the required Bank Accounts Information: - Bank Account Name: - Bank Account Number: - Account Use: (Internal) - Bank Account Currency: (Functional Currency) - Cash Account: - Cash clearing Account: Save your Work - (B) Press Payable Doc. to enter the required information: - Enter a unique Document Name: - Select a Disbursement Type: (Combined) - Select a Payment Format: (Check) - Enter in the Last Used: (the last payment document number you used on a payment document) - Enter in the Last Available: (the last payment document number available for a payment document) Save your Work - Bank Account Saved - Bank Payables Document Saved - The bank account and the payables document are available for payments File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
03 - System Test Specifications < Defining Distribution Sets > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 3.1 Defining Distribution Sets AP Supervisor Setup > Invoice> Distribution Set - Name your Distribution Set: Office Rent Expenses - Percentage: 100 - Account: 01.0000.62601.001.0000.0000 Save your Work - Distribution Set is Saved and can be used File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
04 - System Test Specifications < PO Invoice for Goods > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 4.1 Receive the Invoice, Receipt doc. and purchase order Create Standard Invoice (Match to PO) AP Invoice User (N) Invoices > Entry > Invoice Batches - Enter Batch Name: - (B) Press Invoices to enter standard Matched invoice - Type: PO Default - PO Number: Enter your PO Number - Supplier Name: Supplier_Name (Defaulted) - Supplier Site: Select Supplier site (Defaulted) - Invoice Date: - Invoice Number: - Invoice Currency: - Invoice Amount: - Payment Terms: - Payment Method: - (B) Match & Select Purchase Order (to match the invoice to your PO) - (B) Distribution to review the created invoice lines after matching to PO Save the Invoice - Standard Invoice Saved - The invoice lines marked with Track as an Assets Check Box 4.2 Validate Invoice and create accounting AP Invoice (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Standard Invoice - Review the Standard Invoice - (B) Actions: Validate the Standard Invoice - (B) Actions: Create Accounting - The Standard Invoice should pass validation - The Accounting Entries created DR. Asset Acc 1000 DR. Asset Acc 300 CR. LC Account 300 CR. Supplier Lib. Acc 1000 File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
05 - System Test Specifications < Prepayment (Supplier / Employee Advances) > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 5.1 Receiving Request for Prepayment to Supplier Enter Prepayment to Supplier AP Invoice (N) Invoices > Entry > Invoice Batches - Enter Batch Name: - (B) Invoices to enter the Prepayment Header Information: - Type: Prepayment - Supplier Name: Supplier_Name - Supplier Site: Select Supplier site - Prepayment Date: - Prepayment Number: - Prepayment Currency: - Prepayment Amount: - Payment Terms: - Payment Method: - Settlement Date: (the date which after you can apply the prepayment to standard invoice) - Enter Prepayment Distribution Information: - Type: Item - Line Amount: - Line Account: Accept the Default Save the Prepayment - Prepayment Saved 5.2 Validate Prepayment and create accounting AP Invoice (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Prepayment - Review the Prepayment - (B) Actions: Validate the Prepayment - (B) Actions: Create Accounting - The prepayment should pass validation - The Accounting Entries created DR. Supplier Prepay. Acc 1000 CR. Supplier Lib. Acc 1000 5.3 Print Invoice Register Standard Report AP Invoice (N) Other > Requests > Run - Choose Single Request, then (B) Ok - Select Report Name from LOV: (Invoice Register) - Enter the mandatory report parameters and specific your report by using the optionally parameters - (B) Press Ok - (B) Press Submit - (M) View > Requests > (B) Find to review your request status and the view the output - The Invoice register printed 5.4 Payment Due Create Payment to AP Payment (N) Invoices > Entry > Invoice Batches > - Enter Payment Information: - Payment Type: Quick - The Payment saved - The GL Accounting Created File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status Supplier (B) Actions > Pay in full - Payment Bank Account: Select Bank Account - Payment Document: Select Payment Doc. - Document Number: Last available document - Payment Date: - Supplier Name: Appears by default - Supplier Site: Appears by default. Save the Payment - (B) Actions: Choose Format - (B) Actions: Choose Create Accounting - (M) Tools: View Accounting and correct DR. Supplier Lib. Acc 1000 CR. Bank cash clearing Acc 1000 File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
6 - System Test Specifications < Prepaid Expenses, Rent & Other Advances > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 6.1 Receiving Request for Prepayment to Supplier Enter Prepayment to Supplier AP Invoice (N) Invoice> Entry> Invoice Batch - Enter Batch Name (All Rent Prepayments will be entered in one batch in the beginning of each year using Macro Upload Excel sheet, which will be designed by Oratech) - Enter Prepayment Header Information: - Type: Prepayment - Supplier Name: - Supplier Site: - Prepayment Date: - Prepayment Amount: - Description: Prepaid expenses for 12 Months from “MMM-YY” to “MMM-YY” - Enter Prepayment Distribution Information: - Type: Item - Line Amounts: - Line Account: Prepaid Expense Account. Save the Prepayment - Prepayment Saved - Prepayment Status Never Validated 6.2 Validate Prepayment & Create Accounting AP Invoice (N) Invoice> Entry> Invoice Batch - Query on the Required Batch - Query on the Required Prepayment - Review the Prepayment - (B) Actions: Validate the Prepayment - (B) Actions: Create Accounting - Prepayment Saved - Prepayment Status unpaid - GL Accounting Created 6.3 Payment to Supplier AP Payment (N) Invoice> Entry>Invoice Batch > (B) Actions > Pay in full - Enter Payment Information: - Payment Type: Quick - Payment Bank Account: - Payment Document: - Payment Date: - Supplier Name: Appears by default - Supplier Site: Appears by default. Save the Payment - (B) Choose Actions: Format - (B) Choose Actions: Create Accounting - Prepayment Saved - Prepayment Status Available - GL Accounting Created 6.4 Recurring Invoice Creation AP Supervisor (N) Invoice > Entry > Recurring - Enter Supplier Name / Number: - Enter Supplier Site: - Payment Method - Recurring Calendar: - No of periods: - First Period: - Invoice Number: Alphanumeric (The invoice number generated will contain this number concatenated with the period name) - Distribution Set: Rent Expenses - Recurring Invoices Template saved with no error File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status - Enter the invoice Currency & Payment Term: - Enter the First Amount: Save your Work 6.5 Recurring Invoice Periodical Settlement AP Supervisor (N) Invoice > Entry > Recurring - Inquiry on your Recurring Invoice - Enter Number of Invoices to be created: (One) - (B) Press Create Recurring Invoices - Name your Batch - (B) Ok Save your Work - The Recurring Invoices created - No of remaining Periods in the Recurring Invoices Template decreases by one 6.6 Invoicing AP Invoice (N) Invoice> Entry> Invoice Batch - Inquiry on the Batch Name (the one previously named during the recurring Invoice Creation) - Review the Invoice Created Save the Invoice - The Invoice Created Correctly 6.7 Validate the Invoices AP Supervisor (N) Invoice> Entry> Invoice Batch - Query on the Required Batch - Query on the Required Invoices - Review the Invoices - (B) Actions: Validate the Invoices - (B) Actions: Create Accounting - If there is a number of invoices you can select more than invoice and (B) Press Actions, Choose Validate & Choose Create Accounting for the number of invoices at once - The Invoices Validated - The Accounting created and correct 6.8 Payment Due Match the available prepayment to supplier invoice AP Payment (N) Invoice> Entry> Invoice Batch - Query on the Required Batch - Query on the Required Invoice - (B) Actions: Choose Apply/Unapply Prepayment - Mark the Check Box then enter the amount you want to Match. Then (B) press Apply button - (B) Actions: Create Accounting - The Invoice is Fully Paid - The Prepayment Invoice is Partially Applied - The Accounting Created and correct File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
7 - System Test Specifications < Employee Expense Reports > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 7.1 Receiving Request for Prepayment to Employee Enter Prepayment to Employee AP Invoice (N) Invoice > Entry > Invoice Batch - Enter Batch Name - Enter Prepayment Header Information: - Type: Prepayment - Supplier Name: Select Employee name - Supplier Site: Office - Prepayment Date: - Prepayment Amount: - Description: Employee Traveling expenses - Enter Prepayment Distribution Information: - Line Type: Item - Line Amounts: - Line Account: Accept the Default Save the Prepayment - Prepayment Saved - Prepayment Status Never Validated 7.2 Validate Employee Prepayment AP Supervisor (N) Invoice > Entry > Invoice Batch - Query on the Required Batch - Query on the Required Prepayment - Review the Prepayment - (B) Actions: Validate - (B) Actions: Create Accounting - Prepayment Saved - Prepayment Status unpaid - GL Accounting Created and correct 7.3 Payments to Employee AP Payment (N) Invoice > Entry > Invoice Batch (B) Actions > Pay in full - Query on the Required Batch - Query on the Required Prepayment - (B) Actions: Pay in Full - Enter Payment Information: - Payment Type: Quick - Payment Bank Account: - Payment Document number: - Payment Date: - Supplier Name: Appears by default - Supplier Site: Appears by default. Save the Payment - (B) Actions: Format - (B) Actions: Create Accounting - Prepayment Saved - Prepayment Status Available - GL Accounting Created and correct 7.4 Receiving Employee Expense Report Employee Expense Report Entry AP Invoice (N) Invoice > Entry > Expense Reports - Enter the Employee Name or Number - Enter the GL Account: Defaulted from the HR setup for employees, this account combination used to default the missing segments for your expense report template “Cost Center” - Enter the invoice Number, Date & Currency: - Enter the invoice Description: - Optionally enter the Prepayment Number to be applied to this invoice (limited to the exp. Report amount) - Select the Expense Template: Travel Exp - Expense report is saved File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status - Select Meals: Enter Amount & Select Account - Transportation: Enter Amount & Select Account - Hotel: Enter Amount & Select Account Save your work 7.5 Employee Expense Reports create AP Supervisor (N) Others > Requests> Run - Select Request Name: Expense Report Import - Enter Report Parameters: - Batch Name: - Source Payables Expense Reports - GL Date: - (B) Ok, (B) Submit - Expense report converted to invoice correctly 7.6 Validate the Invoice AP Supervisor (N) Invoice > Entry > Invoice Batches > (B) Actions - Query on the Required Batch - Query on the Required Invoice - Review the Invoice - (B) Actions: Validate Invoice - (B) Create Accounting - (M) Tools > View Accounting - The Invoice Validated - The Accounting Entry Created 7.7 Payment Due Payments to Employee AP Payment (N) Payments > Entry > Payments - Enter Payment Information: - Payment Type: Quick - Payment Bank Account: - Payment Document: - Payment Date: - Supplier Name: - Supplier Site: - (B) Press Enter / Adjust Invoices - Select the required Invoices to be paid - Only the Remaining unpaid Amount Appears for this Employees invoices Save the Payment - (B) Press Actions: Format - (B) Press Actions: Create Accounting - The Payment saved - The Accounting Entry Created File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
8 - System Test Specifications < Debiting Suppliers Liability > Scenario Step Event Test Step Role Doc Ref: Action or Path Test Step Details Expected Results Actual Results Status 8.1 Receiving credit note from supplier Debiting Suppliers Liability AP Invoice (N) Invoice > Entry > Invoice Batches - Enter Batch Name - Enter Credit Memo Header Information: - Type: Credit Memo - Supplier Name: - Supplier Site: - Credit Memo Date: - Credit Memo Amount: (Negative Amount) - (B) Press Match to Invoice, then chooses the required Invoice you need to match this credit memo to, by matching to Invoice the Credit Memo distribution lines will be created automatically Save the Invoice - The Credit Memo Distribution Created from the Original Matched Invoice Lines - The Credit Memo Saved - 8.2 Validate Credit Memo & Create Accounting AP Supervisor (N) Invoice > Entry > Invoice Batches - Query on the Required Batch - Query on the Required Credit Memo - Review the Credit Memo - (B) Actions: Validate the Credit Memo - (B) Actions: Create Accounting - (M) Tools > View Accounting - The Credit Memo Validated - The Accounting Entry Created 8.3 Payment Due Payments to Supplier AP Payment (N) Payments > Entry > Payments - Enter Payment Information: - Payment Type: Manual - Payment Bank Account: - Payment Document: - Payment Date: - Supplier Name: - Supplier Site: - (B) Press Enter / Adjust Invoices - Select the required Standard Invoices with the Credit Memo to be paid (the Net Amount will be paid) - Save the Payment - (B) Actions: Format - (B) Actions: Create Accounting - (M) Tools > View Accounting - The Payment Amount will be the Net of the Invoice and the Credit Memo - The Payment saved - The Accounting Entry Created File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27
9 - System Test Specifications < Create Invoice Not Matched To PO > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 9.1 Receive Supplier Invoice Create Standard Invoice AP Invoice (N) Invoices > Entry > Invoice Batches - Create New batch or (M) View > Find … search for the batch by batch Name - (B) Invoices to enter standard Matched invoice for Supplier invoice - Type: Standard - Supplier Name: Supplier_Name - Supplier Site: Select Supplier site - Invoice Date: - Invoice Number: - Invoice Currency: - Invoice Amount: - Payment Terms: - Payment Method: - (B) Distribution to Enter the invoice lines, the total of invoice lines must equal to the Invoice Amount you entered for the invoice header information Save the Invoice - Standard Invoice Saved 9.2 Validate Invoice and create accounting AP Invoice (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Standard Invoice - Review the Standard Invoice - (B) Actions: Validate the Standard Invoice, if there are any holds you have to release the hold before the revalidation. If the invoice amount is not equal to the total of invoice lines, the invoice will be hold until you both equal - (B) Holds to release the invoice hold, select from LOV the reason and save - (B) Actions: Validate Invoice, the invoice will be validated successfully - (B) Actions: Create Accounting - The Standard Invoice should pass validation - The Accounting Entries created DR. Expense Acc 500 CR. Supplier Lib. Acc 500 9.3 Print Invoice Register Standard Report AP Invoice (N) Other > Requests > Run - Choose Single Request, then (B) Ok - Select Report Name from LOV: (Invoice Register) - Enter the mandatory report parameters and specific your report by using the optionally parameters - (B) Press Ok - (B) Press Submit - (M) View > Requests > (B) Find to review your request status and the view the output - The Invoice register printed and matching the invoice data 9.4 Payment Due Apply available AP Payment (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Invoice - The Invoice is Fully Paid - The Prepayment is Fully File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status Supplier Prepayment to invoice - Review the Standard Invoice - (B) Actions: Choose Apply/Unapply Prepayment - Select the prepayment you want to use (in case there is more than one prepayment) - Choose the Check Box then enter the amount you want to apply to invoice - (B) Press Apply - (B) Actions: Create Accounting Applied - The Accounting Entry Created DR. Supplier Lib. Acc 1000 CR. Supplier Prepay. Acc 1000 File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
10 - System Test Specifications < Supplier / Employee Refund > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 10.1 Receiving Credit Note & Payment from supplier Or Employee pay back Entering Supplier Credit Memo AP Invoice (N) Invoice > Entry > Invoice Batches - Enter Batch Name - Enter Credit Memo Header Information: - Type: Credit Memo - Supplier Name: - Supplier Site: - Credit Memo Date: - Credit Memo Amount: (Negative Amount) - Enter Credit Memo Distribution Lines Information: - Line Type: Item - Line Amount: - Line Accounts: Save the Invoice - The Credit Memo Saved 10.2 Validate Credit Memo & Create Accounting AP Supervisor (N) Invoice > Entry > Invoice Batches - Query on the Required Batch - Query on the Required Credit Memo - Review the Credit Memo - (B) Actions: Validate the Credit Memo - (B) Actions: Create Accounting - (M) Tools > View Accounting - The Credit Memo Validated - The Accounting Entry Created 10.3 Payment Due Create Negative Payment (Refund) AP Payment (N) Invoice > Entry > Invoice Batches > (B) Action > Pay in Full - Query on the Required Batch - Query on the Required Credit Memo - (B) Press Action: Choose Pay in Full - Enter Payment Information: - Payment Type: Refund - Payment Bank Account: - Payment Document Number: - Payment Date: - Save the refund - (B) Actions: Create Accounting - (M) Tools > View Accounting - The Payment Amount is Defaulted - The Supplier is Defaulted - The Payment Saved - The Accounting Entry Created File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
11 - System Test Specifications < Entering Payments > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 11.2 Enter a QuickCheck AP Payment Payments > Entry > Payments - Enter a QuickCheck (a single computer-generated check) by selecting "Quick" in the Type field of Manual Payment window - Select Payment Type Quick - Select the bank account - Select Payment Document - Enter the Payment document Date - Enter the Supplier Name or Number - Enter the Supplier Site - (B) Enter an validated invoice that is not on hold by clicking Enter/Adjust Invoice button - (B) Click Action button to navigate to the Payment Actions window. - (B) Action > Choose Format the check - (B) Actions > Create Accounting - The invoice should quick pick in the Manual Payment window. If it does not, compare the payment method of the bank account used in the Manual Payment window with that of the payment method in the Invoice Entry form (This defaults from the vendor) - Format options should be available in the Action window - The Accounting Entry Created File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
12 - System Test Specifications < Cancel Unpaid Invoices > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 12.1 Invoice Cancellation Invoice Cancellation AP Supervisor (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Standard Invoice - Review the Standard Invoice - (B) Actions: Cancel Invoice - (B) Actions: Create Accounting - The Standard Invoice reversed / cancelled - The Accounting Entries cancelled - The Invoice Status Invoice Cancelled DR. Supplier Lib. Acc. 500 CR. Expense Acc 500 12.2 Print Invoice Register Standard Report AP Supervisor (N) Other > Requests > Run - Choose Single Request, then (B) Ok - Select Report Name from LOV: (Invoice Register) - Enter the mandatory report parameters and specific your report by using the optionally parameters - (B) Press Ok - (B) Press Submit - (M) View > Requests > (B) Find to review your request status and the view the output - The Invoice register printed 12.3 End of Period (Month) Payables Transfer to General Ledger AP Supervisor (N) Other > Request > Run - Choose Single Request - Select Request Name: (Payable Accounting Process) - Enter the Request Parameters: - Enter the Period From & To Period - Select Document Class: (All) - Submit Transfer to GL: Yes - Submit Journal Import: Yes - Validate Accounts: Yes - Summarize Report: Yes - (B) Ok to return to main form - (B) Submit to run the request - (N) View > Requests (review the request status) - GL Accounting Entries created for all invoices - All AP transactions for the period range specified posted successfully to the General ledger File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
13 - System Test Specifications < Invoice Distribution Correction > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 13.1 Transmit AP journal entries to GL AP Supervisor (N) Other > Request > Run - Select Request (Payables Transfer to General Ledger) - Enter the request parameters - (B) Ok > (B) Submit - An unposted journal batch will be created for AP transactions 13.2 Update to the Invoice Distribution Lines AP Invoice (N) Invoices > Entry > Invoices > (B) Distributions - Select an invoice validated and transferred to GL - Adjust the invoice distribution to go to a different expense account than was originally entered in the PO distribution for the shipment - Reverse the existing distribution line - Create a new distribution line - Update the invoice amount header information - Save the invoice - (B) Actions > Choose Validate - (B) Actions > Create Accounting - The user should not be able to change the distribution in the normal invoice entry screen, because the original distributions were already posted to the GL 13.3 View invoice status AP Invoice (N) Invoice > Inquiry - Query the updated invoice - Invoice changes should have been applied properly 13.4 Run Invoice Register Report AP Invoice (N) Other > Request > Run - Select Request (Invoice Register Report) - Enter Request Parameters - (B) Ok > (B) Submit - Corrections to the invoice should be reflected in the Invoice Register Report File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
14 - System Test Specifications < Void Payment > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 14.1 Void Payment AP Payment (N) Payments > Entry > Payments Summary (B) Actions - Select a payment created in the above steps - Void this check - Run Void Payment Register to confirm void - Transmit AP journal entries to GL - Confirm adjusting void entries in GL - Try to record a manual payment for this invoice - Cancel the invoice - The void Payment should show up on the Void Payment Register report - Adjusting void entries should show in GL - The invoice should be available for the re-issuance of payment again File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
15 - System Test Specifications < Payables Month-End Processing > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 15.1 End of Period (Month) Get a list of invoices on hold AP Supervisor (N) Other > Request > Run - Select Request (Invoice On Hold Report), - Enter the request parameters - (B) Ok > (B) Submit - Get a list of invoices that will not post to the current GL period due to posting holds; re-run if necessary to clear holds 15.2 Reviews invoice distribution s before posting AP Supervisor (N) Other > Request > Run - Select Request (Payables Accounting Entries Report) - Enter the request parameters - GL Transfer Status (All Accounting Entries not transferred to GL) - (B) Ok > (B) Submit - Reviews invoice distributions before posting. Flag any accounts needing correction. 15.3 Payables Transfer to General Ledger AP Supervisor (N) Other > Request > Run - Choose Single Request - Select Request Name: (Payable Accounting Process / Payables Transfer to General Ledger) - Enter the Request Parameters: - Enter the Period From & To Period - Select Document Class: (All) - Submit Transfer to GL: Yes - Submit Journal Import: Yes - Validate Accounts: Yes - Summarize Report: Yes - (B) Ok to return to main form - (B) Submit to run the request - (N) View > Requests (review the request status) - GL Accounting Entries created for all invoices and payments - All AP transactions for the period range specified posted successfully to the General ledger 15.4 Generate Mass Addition Create AP Supervisor (N) Other > Request > Run - Choose Single Request - Select Request Name: (Payables Transfer to General Ledger) - Enter the Request Parameters: - (B) Submit Request - Select Another Request Name: (Mass Additions Create) to transfer AP Assets lines from Oracle Payables to Oracle Assets - Enter the Request Parameters: - GL Date: - Select Asset Book Name: - (B) Submit Request - Select Another Request Name: (Mass Additions Create Report) to review the result of Mass addition you previously submitted - Enter the Request Parameters: - Select Asset Book Name: - (B) Submit Request - (N) View > Requests (review the request status) - Assets Lines transferred to Oracle Assets Correctly File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 15.5 View Mass Additions Lines FA Supervisor (N) FA> Mass Addition > Prepare Mass Addition - Select the book you want to query lines in - Select NEW in the queue field - If you want to check some specific lines, enter other criteria to limit your search - Invoice Number: - Line Number: - Supplier Name: - Supplier Number: - Source Batch: - Creation Date: - Invoice Date: - (B) Press Find to your asset lines - Lines transferred from AP with Status of NEW 15.6 Submit Month-End Reports AP Supervisor Other > Requests > Run - Select Request (All Month End Reports) - Enter the request parameters - (B) Ok > (B) Submit - Important reports include: 1- Posted Invoice Register 2- Posted Payments Register 3- Accounts Payable Trial Balance - The Reports Printed and available for Reviewing in report set for errors File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
16 - System Test Specifications < Payables Close Period > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 16.1 End of Period (Month) Close Current Period AP Manager (N) Setup > Calendar > Accounting > AP Accounting Periods - Select period to Closed - The period status change to Closed 16.2 AP Manager Other > Requests > Run (N) Setup > Calendar > Accounting > AP Accounting Periods - Run The Unaccounted Transactions Sweep Program, use this program to redate accounting date of the open transactions to the first day of the next open period, that in case your business allow to change the transaction date (the opened transactions couldn’t be transfer to GL because there is unrealizable hold) - The Invoice Sweep Report should show the newly-entered invoice 16.3 AP Manager (N) Setup > Calendar > Accounting > AP Accounting Periods - Close the current period - Open the next period - The previous period has a status of Closed - The New opened period has a status of "Open" - Payables Transactions entry and posting should be allowed to the open accounting period File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
Defect Log Defect ID Number Test Step Reference Module Name Defect Description Resolution Re-Test By Re-Test Date Pass/Fail Status (open, closed, in process) File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
Open And Closed Issues For This Deliverable Open Issues Doc Ref: ID Issue Resolution Responsibility Target Date Impact Date Closed Issues ID Issue Resolution Responsibility Target Date Impact Date File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27

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In this document
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Introduction and document control for the TE.040 System Test Script relating to Payables implementation.

Outline of the contents including sections on test specifications, defect log, and document structure.

Details on system testing, business process integration, security testing, and century date compliance.

List of payables test scenarios including opening periods, defining banks, and various invoice processes.

Verification steps for opening payables period with expected results for enabling invoice entry.

Steps to define banks including necessary information input and verification of successful saving.

Process to create and save distribution sets for invoices, including percentage and account details.

Procedure for creating invoices matching to purchase orders with expected outcomes and validations.

Steps for entering and validating prepayments for suppliers/employees, including accounting entries.

Guide for processing prepaid expenses and creating recurring invoice setups for various distributions.

Steps for managing and validating employee expense reports, including payments and accounting entries.

Process for handling supplier credit memos, including invoice matching and accounting validation.

Instructions for creating standard invoices not matched to purchase orders, including validation steps.

Steps for entering and validating supplier/employee refunds through credit memo and payment processes.

Instructions for entering payments, canceling invoices, month-end processing, and updating records.

Process of closing accounts payable period, ensuring accurate reporting and transferring to the general ledger.

Log for open and closed issues related to the deliverable, tracking status and resolution responsibilities.

Ap test script

  • 1.
    AIM TE.040 SYSTEMTEST SCRIPT Payables Implementation Author: Creation Date: October 29, 2014 Last Updated: October 29, 2014 Document Ref: Version: Approvals:
  • 2.
    TE.040 System TestScript Document Control Change Record 1 Date Author Version Change Reference Reviewers Name Position Distribution Copy No. Name Location Doc Ref: October 29, 2014 Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes. Payables Implementation File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27
  • 3.
    TE.040 System TestScript Contents Doc Ref: October 29, 2014 Document Control...................................................................................................................ii Overview...................................................................................................................................1 Century Date Compliance...............................................................................................1 System Test Sequences............................................................................................................2 01 - System Test Specifications < Opening Payable Periods >.........................................3 02 - System Test Specifications < Defining Banks >...........................................................4 03 - System Test Specifications < Defining Distribution Sets >........................................5 04 - System Test Specifications < PO Invoice for Goods >................................................6 05 - System Test Specifications < Prepayment (Supplier / Employee Advances) >....7 6 - System Test Specifications < Prepaid Expenses, Rent & Other Advances >............9 7 - System Test Specifications < Employee Expense Reports >......................................11 8 - System Test Specifications < Debiting Suppliers Liability >.....................................13 9 - System Test Specifications < Create Invoice Not Matched To PO >.......................14 10 - System Test Specifications < Supplier / Employee Refund >.................................16 11 - System Test Specifications < Entering Payments >.................................................17 12 - System Test Specifications < Cancel Unpaid Invoices >..........................................18 13 - System Test Specifications < Invoice Distribution Correction >............................19 14 - System Test Specifications < Void Payment >...........................................................20 15 - System Test Specifications < Payables Month-End Processing >...........................21 16 - System Test Specifications < Payables Close Period >.............................................23 Defect Log...............................................................................................................................24 Open And Closed Issues For This Deliverable.................................................................25 Open Issues......................................................................................................................25 Closed Issues...................................................................................................................25 Payables Implementation File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27
  • 4.
    Overview Doc Ref: This System Test Script documents the steps needed to test the integration of application extensions with the target application system with respect to the Payables process. System testing measures the quality of the entire application system, using system test sequences and scripts. You must create scripts for all business processes based on the Mapped Business Requirements (BR.030). You should be able to reuse the test scripts you created during Test Business Solutions (BR.080); however, the focus of business solution testing is confirming individual business processes, while business system testing focuses on confirming the collective application system. For more information, refer to Business Mapping Test Results (BR.080) as a basis for business system test specifications. This system test will include the following types of testing: · Integrated Business Processes · Security Testing Century Date Compliance In the past, two-character date coding was an acceptable convention due to perceived costs associated with the additional disk and memory storage requirements of full four character date encoding. As the year 2000 approached, it became evident that a full four character-coding scheme was more appropriate. In the context of the Application Implementation Method (AIM), the convention Century Date or C/Date support rather than Year2000 or Y2K support is used. It is felt that coding for any future Century Date is now the modern business and technical convention. Every applications implementation team needs to consider the impact of the Century Date on their implementation project. As part of the implementation effort, all customizations, legacy data conversions, and custom interfaces need to be reviewed for Century Date compliance. Testing activities need to make sure that all interfaces and application extensions are coded for Century Date compliance. System test scripts should include steps for testing Century Date compliance. File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27
  • 5.
    System Test Sequences Sequence # Payables Test Description Tester Test Status Pass/Fail Notes 1. Opening Payable Periods Opening Payable Periods Active 2. Defining Banks Defining Banks Active 3. Defining Distribution Sets Defining Distribution Sets Active 4. PO Invoice for Goods PO Invoice for Goods Active 5. Prepayment (Supplier / Employee Advances) Prepayment (Supplier / Employee Advances) Active 6. Prepaid Expenses, Rent & Other Advances Prepaid Expenses, Rent & Other Advances Active 7. Employee Expense Reports Employee Expense Reports Active 8. Debiting Suppliers Liability Debiting Suppliers Liability Active 9. Create Invoice Not Matched To PO Create Invoice Not Matched To PO Active 10. Supplier / Employee Refund Supplier / Employee Refund Active 11. Entering Payments Entering Payments Active 12. Cancel Unpaid Invoices Cancel Unpaid Invoices Active 13. Invoice Distribution Correction Invoice Distribution Correction Active 14. Void Payment Void Payment Active 15. Payables Month-End Processing Payables Month-End Processing Active 16. Payables Close Period Payables Close Period Active File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 6.
    01 - SystemTest Specifications < Opening Payable Periods > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 1.1 Period Start Open Payable Period AP Manager (N) Setup > Calendar > Accounting > AP Accounting Periods - Select period to open. - Status: Open - Save your Work. - The period status change to Open - The user can use this period to Enter Invoices and Payments File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 7.
    02 - SystemTest Specifications < Defining Banks > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 2.1 Defining Banks (Functional Currency Bank Accounts) AP Supervisor Setup > Payments > Bank (B) Bank Accounts (B) Payment Documents - Enter the required Bank Information: - Bank Name: - Bank Branch: Save your Work - (B) Press Bank Accounts to enter the required Bank Accounts Information: - Bank Account Name: - Bank Account Number: - Account Use: (Internal) - Bank Account Currency: (Functional Currency) - Cash Account: - Cash clearing Account: Save your Work - (B) Press Payable Doc. to enter the required information: - Enter a unique Document Name: - Select a Disbursement Type: (Combined) - Select a Payment Format: (Check) - Enter in the Last Used: (the last payment document number you used on a payment document) - Enter in the Last Available: (the last payment document number available for a payment document) Save your Work - Bank Account Saved - Bank Payables Document Saved - The bank account and the payables document are available for payments File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 8.
    03 - SystemTest Specifications < Defining Distribution Sets > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 3.1 Defining Distribution Sets AP Supervisor Setup > Invoice> Distribution Set - Name your Distribution Set: Office Rent Expenses - Percentage: 100 - Account: 01.0000.62601.001.0000.0000 Save your Work - Distribution Set is Saved and can be used File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 9.
    04 - SystemTest Specifications < PO Invoice for Goods > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 4.1 Receive the Invoice, Receipt doc. and purchase order Create Standard Invoice (Match to PO) AP Invoice User (N) Invoices > Entry > Invoice Batches - Enter Batch Name: - (B) Press Invoices to enter standard Matched invoice - Type: PO Default - PO Number: Enter your PO Number - Supplier Name: Supplier_Name (Defaulted) - Supplier Site: Select Supplier site (Defaulted) - Invoice Date: - Invoice Number: - Invoice Currency: - Invoice Amount: - Payment Terms: - Payment Method: - (B) Match & Select Purchase Order (to match the invoice to your PO) - (B) Distribution to review the created invoice lines after matching to PO Save the Invoice - Standard Invoice Saved - The invoice lines marked with Track as an Assets Check Box 4.2 Validate Invoice and create accounting AP Invoice (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Standard Invoice - Review the Standard Invoice - (B) Actions: Validate the Standard Invoice - (B) Actions: Create Accounting - The Standard Invoice should pass validation - The Accounting Entries created DR. Asset Acc 1000 DR. Asset Acc 300 CR. LC Account 300 CR. Supplier Lib. Acc 1000 File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 10.
    05 - SystemTest Specifications < Prepayment (Supplier / Employee Advances) > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 5.1 Receiving Request for Prepayment to Supplier Enter Prepayment to Supplier AP Invoice (N) Invoices > Entry > Invoice Batches - Enter Batch Name: - (B) Invoices to enter the Prepayment Header Information: - Type: Prepayment - Supplier Name: Supplier_Name - Supplier Site: Select Supplier site - Prepayment Date: - Prepayment Number: - Prepayment Currency: - Prepayment Amount: - Payment Terms: - Payment Method: - Settlement Date: (the date which after you can apply the prepayment to standard invoice) - Enter Prepayment Distribution Information: - Type: Item - Line Amount: - Line Account: Accept the Default Save the Prepayment - Prepayment Saved 5.2 Validate Prepayment and create accounting AP Invoice (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Prepayment - Review the Prepayment - (B) Actions: Validate the Prepayment - (B) Actions: Create Accounting - The prepayment should pass validation - The Accounting Entries created DR. Supplier Prepay. Acc 1000 CR. Supplier Lib. Acc 1000 5.3 Print Invoice Register Standard Report AP Invoice (N) Other > Requests > Run - Choose Single Request, then (B) Ok - Select Report Name from LOV: (Invoice Register) - Enter the mandatory report parameters and specific your report by using the optionally parameters - (B) Press Ok - (B) Press Submit - (M) View > Requests > (B) Find to review your request status and the view the output - The Invoice register printed 5.4 Payment Due Create Payment to AP Payment (N) Invoices > Entry > Invoice Batches > - Enter Payment Information: - Payment Type: Quick - The Payment saved - The GL Accounting Created File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 11.
    Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status Supplier (B) Actions > Pay in full - Payment Bank Account: Select Bank Account - Payment Document: Select Payment Doc. - Document Number: Last available document - Payment Date: - Supplier Name: Appears by default - Supplier Site: Appears by default. Save the Payment - (B) Actions: Choose Format - (B) Actions: Choose Create Accounting - (M) Tools: View Accounting and correct DR. Supplier Lib. Acc 1000 CR. Bank cash clearing Acc 1000 File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 12.
    6 - SystemTest Specifications < Prepaid Expenses, Rent & Other Advances > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 6.1 Receiving Request for Prepayment to Supplier Enter Prepayment to Supplier AP Invoice (N) Invoice> Entry> Invoice Batch - Enter Batch Name (All Rent Prepayments will be entered in one batch in the beginning of each year using Macro Upload Excel sheet, which will be designed by Oratech) - Enter Prepayment Header Information: - Type: Prepayment - Supplier Name: - Supplier Site: - Prepayment Date: - Prepayment Amount: - Description: Prepaid expenses for 12 Months from “MMM-YY” to “MMM-YY” - Enter Prepayment Distribution Information: - Type: Item - Line Amounts: - Line Account: Prepaid Expense Account. Save the Prepayment - Prepayment Saved - Prepayment Status Never Validated 6.2 Validate Prepayment & Create Accounting AP Invoice (N) Invoice> Entry> Invoice Batch - Query on the Required Batch - Query on the Required Prepayment - Review the Prepayment - (B) Actions: Validate the Prepayment - (B) Actions: Create Accounting - Prepayment Saved - Prepayment Status unpaid - GL Accounting Created 6.3 Payment to Supplier AP Payment (N) Invoice> Entry>Invoice Batch > (B) Actions > Pay in full - Enter Payment Information: - Payment Type: Quick - Payment Bank Account: - Payment Document: - Payment Date: - Supplier Name: Appears by default - Supplier Site: Appears by default. Save the Payment - (B) Choose Actions: Format - (B) Choose Actions: Create Accounting - Prepayment Saved - Prepayment Status Available - GL Accounting Created 6.4 Recurring Invoice Creation AP Supervisor (N) Invoice > Entry > Recurring - Enter Supplier Name / Number: - Enter Supplier Site: - Payment Method - Recurring Calendar: - No of periods: - First Period: - Invoice Number: Alphanumeric (The invoice number generated will contain this number concatenated with the period name) - Distribution Set: Rent Expenses - Recurring Invoices Template saved with no error File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 13.
    Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status - Enter the invoice Currency & Payment Term: - Enter the First Amount: Save your Work 6.5 Recurring Invoice Periodical Settlement AP Supervisor (N) Invoice > Entry > Recurring - Inquiry on your Recurring Invoice - Enter Number of Invoices to be created: (One) - (B) Press Create Recurring Invoices - Name your Batch - (B) Ok Save your Work - The Recurring Invoices created - No of remaining Periods in the Recurring Invoices Template decreases by one 6.6 Invoicing AP Invoice (N) Invoice> Entry> Invoice Batch - Inquiry on the Batch Name (the one previously named during the recurring Invoice Creation) - Review the Invoice Created Save the Invoice - The Invoice Created Correctly 6.7 Validate the Invoices AP Supervisor (N) Invoice> Entry> Invoice Batch - Query on the Required Batch - Query on the Required Invoices - Review the Invoices - (B) Actions: Validate the Invoices - (B) Actions: Create Accounting - If there is a number of invoices you can select more than invoice and (B) Press Actions, Choose Validate & Choose Create Accounting for the number of invoices at once - The Invoices Validated - The Accounting created and correct 6.8 Payment Due Match the available prepayment to supplier invoice AP Payment (N) Invoice> Entry> Invoice Batch - Query on the Required Batch - Query on the Required Invoice - (B) Actions: Choose Apply/Unapply Prepayment - Mark the Check Box then enter the amount you want to Match. Then (B) press Apply button - (B) Actions: Create Accounting - The Invoice is Fully Paid - The Prepayment Invoice is Partially Applied - The Accounting Created and correct File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 14.
    7 - SystemTest Specifications < Employee Expense Reports > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 7.1 Receiving Request for Prepayment to Employee Enter Prepayment to Employee AP Invoice (N) Invoice > Entry > Invoice Batch - Enter Batch Name - Enter Prepayment Header Information: - Type: Prepayment - Supplier Name: Select Employee name - Supplier Site: Office - Prepayment Date: - Prepayment Amount: - Description: Employee Traveling expenses - Enter Prepayment Distribution Information: - Line Type: Item - Line Amounts: - Line Account: Accept the Default Save the Prepayment - Prepayment Saved - Prepayment Status Never Validated 7.2 Validate Employee Prepayment AP Supervisor (N) Invoice > Entry > Invoice Batch - Query on the Required Batch - Query on the Required Prepayment - Review the Prepayment - (B) Actions: Validate - (B) Actions: Create Accounting - Prepayment Saved - Prepayment Status unpaid - GL Accounting Created and correct 7.3 Payments to Employee AP Payment (N) Invoice > Entry > Invoice Batch (B) Actions > Pay in full - Query on the Required Batch - Query on the Required Prepayment - (B) Actions: Pay in Full - Enter Payment Information: - Payment Type: Quick - Payment Bank Account: - Payment Document number: - Payment Date: - Supplier Name: Appears by default - Supplier Site: Appears by default. Save the Payment - (B) Actions: Format - (B) Actions: Create Accounting - Prepayment Saved - Prepayment Status Available - GL Accounting Created and correct 7.4 Receiving Employee Expense Report Employee Expense Report Entry AP Invoice (N) Invoice > Entry > Expense Reports - Enter the Employee Name or Number - Enter the GL Account: Defaulted from the HR setup for employees, this account combination used to default the missing segments for your expense report template “Cost Center” - Enter the invoice Number, Date & Currency: - Enter the invoice Description: - Optionally enter the Prepayment Number to be applied to this invoice (limited to the exp. Report amount) - Select the Expense Template: Travel Exp - Expense report is saved File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 15.
    Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status - Select Meals: Enter Amount & Select Account - Transportation: Enter Amount & Select Account - Hotel: Enter Amount & Select Account Save your work 7.5 Employee Expense Reports create AP Supervisor (N) Others > Requests> Run - Select Request Name: Expense Report Import - Enter Report Parameters: - Batch Name: - Source Payables Expense Reports - GL Date: - (B) Ok, (B) Submit - Expense report converted to invoice correctly 7.6 Validate the Invoice AP Supervisor (N) Invoice > Entry > Invoice Batches > (B) Actions - Query on the Required Batch - Query on the Required Invoice - Review the Invoice - (B) Actions: Validate Invoice - (B) Create Accounting - (M) Tools > View Accounting - The Invoice Validated - The Accounting Entry Created 7.7 Payment Due Payments to Employee AP Payment (N) Payments > Entry > Payments - Enter Payment Information: - Payment Type: Quick - Payment Bank Account: - Payment Document: - Payment Date: - Supplier Name: - Supplier Site: - (B) Press Enter / Adjust Invoices - Select the required Invoices to be paid - Only the Remaining unpaid Amount Appears for this Employees invoices Save the Payment - (B) Press Actions: Format - (B) Press Actions: Create Accounting - The Payment saved - The Accounting Entry Created File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 16.
    8 - SystemTest Specifications < Debiting Suppliers Liability > Scenario Step Event Test Step Role Doc Ref: Action or Path Test Step Details Expected Results Actual Results Status 8.1 Receiving credit note from supplier Debiting Suppliers Liability AP Invoice (N) Invoice > Entry > Invoice Batches - Enter Batch Name - Enter Credit Memo Header Information: - Type: Credit Memo - Supplier Name: - Supplier Site: - Credit Memo Date: - Credit Memo Amount: (Negative Amount) - (B) Press Match to Invoice, then chooses the required Invoice you need to match this credit memo to, by matching to Invoice the Credit Memo distribution lines will be created automatically Save the Invoice - The Credit Memo Distribution Created from the Original Matched Invoice Lines - The Credit Memo Saved - 8.2 Validate Credit Memo & Create Accounting AP Supervisor (N) Invoice > Entry > Invoice Batches - Query on the Required Batch - Query on the Required Credit Memo - Review the Credit Memo - (B) Actions: Validate the Credit Memo - (B) Actions: Create Accounting - (M) Tools > View Accounting - The Credit Memo Validated - The Accounting Entry Created 8.3 Payment Due Payments to Supplier AP Payment (N) Payments > Entry > Payments - Enter Payment Information: - Payment Type: Manual - Payment Bank Account: - Payment Document: - Payment Date: - Supplier Name: - Supplier Site: - (B) Press Enter / Adjust Invoices - Select the required Standard Invoices with the Credit Memo to be paid (the Net Amount will be paid) - Save the Payment - (B) Actions: Format - (B) Actions: Create Accounting - (M) Tools > View Accounting - The Payment Amount will be the Net of the Invoice and the Credit Memo - The Payment saved - The Accounting Entry Created File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27
  • 17.
    9 - SystemTest Specifications < Create Invoice Not Matched To PO > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 9.1 Receive Supplier Invoice Create Standard Invoice AP Invoice (N) Invoices > Entry > Invoice Batches - Create New batch or (M) View > Find … search for the batch by batch Name - (B) Invoices to enter standard Matched invoice for Supplier invoice - Type: Standard - Supplier Name: Supplier_Name - Supplier Site: Select Supplier site - Invoice Date: - Invoice Number: - Invoice Currency: - Invoice Amount: - Payment Terms: - Payment Method: - (B) Distribution to Enter the invoice lines, the total of invoice lines must equal to the Invoice Amount you entered for the invoice header information Save the Invoice - Standard Invoice Saved 9.2 Validate Invoice and create accounting AP Invoice (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Standard Invoice - Review the Standard Invoice - (B) Actions: Validate the Standard Invoice, if there are any holds you have to release the hold before the revalidation. If the invoice amount is not equal to the total of invoice lines, the invoice will be hold until you both equal - (B) Holds to release the invoice hold, select from LOV the reason and save - (B) Actions: Validate Invoice, the invoice will be validated successfully - (B) Actions: Create Accounting - The Standard Invoice should pass validation - The Accounting Entries created DR. Expense Acc 500 CR. Supplier Lib. Acc 500 9.3 Print Invoice Register Standard Report AP Invoice (N) Other > Requests > Run - Choose Single Request, then (B) Ok - Select Report Name from LOV: (Invoice Register) - Enter the mandatory report parameters and specific your report by using the optionally parameters - (B) Press Ok - (B) Press Submit - (M) View > Requests > (B) Find to review your request status and the view the output - The Invoice register printed and matching the invoice data 9.4 Payment Due Apply available AP Payment (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Invoice - The Invoice is Fully Paid - The Prepayment is Fully File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 18.
    Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status Supplier Prepayment to invoice - Review the Standard Invoice - (B) Actions: Choose Apply/Unapply Prepayment - Select the prepayment you want to use (in case there is more than one prepayment) - Choose the Check Box then enter the amount you want to apply to invoice - (B) Press Apply - (B) Actions: Create Accounting Applied - The Accounting Entry Created DR. Supplier Lib. Acc 1000 CR. Supplier Prepay. Acc 1000 File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 19.
    10 - SystemTest Specifications < Supplier / Employee Refund > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 10.1 Receiving Credit Note & Payment from supplier Or Employee pay back Entering Supplier Credit Memo AP Invoice (N) Invoice > Entry > Invoice Batches - Enter Batch Name - Enter Credit Memo Header Information: - Type: Credit Memo - Supplier Name: - Supplier Site: - Credit Memo Date: - Credit Memo Amount: (Negative Amount) - Enter Credit Memo Distribution Lines Information: - Line Type: Item - Line Amount: - Line Accounts: Save the Invoice - The Credit Memo Saved 10.2 Validate Credit Memo & Create Accounting AP Supervisor (N) Invoice > Entry > Invoice Batches - Query on the Required Batch - Query on the Required Credit Memo - Review the Credit Memo - (B) Actions: Validate the Credit Memo - (B) Actions: Create Accounting - (M) Tools > View Accounting - The Credit Memo Validated - The Accounting Entry Created 10.3 Payment Due Create Negative Payment (Refund) AP Payment (N) Invoice > Entry > Invoice Batches > (B) Action > Pay in Full - Query on the Required Batch - Query on the Required Credit Memo - (B) Press Action: Choose Pay in Full - Enter Payment Information: - Payment Type: Refund - Payment Bank Account: - Payment Document Number: - Payment Date: - Save the refund - (B) Actions: Create Accounting - (M) Tools > View Accounting - The Payment Amount is Defaulted - The Supplier is Defaulted - The Payment Saved - The Accounting Entry Created File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 20.
    11 - SystemTest Specifications < Entering Payments > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 11.2 Enter a QuickCheck AP Payment Payments > Entry > Payments - Enter a QuickCheck (a single computer-generated check) by selecting "Quick" in the Type field of Manual Payment window - Select Payment Type Quick - Select the bank account - Select Payment Document - Enter the Payment document Date - Enter the Supplier Name or Number - Enter the Supplier Site - (B) Enter an validated invoice that is not on hold by clicking Enter/Adjust Invoice button - (B) Click Action button to navigate to the Payment Actions window. - (B) Action > Choose Format the check - (B) Actions > Create Accounting - The invoice should quick pick in the Manual Payment window. If it does not, compare the payment method of the bank account used in the Manual Payment window with that of the payment method in the Invoice Entry form (This defaults from the vendor) - Format options should be available in the Action window - The Accounting Entry Created File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 21.
    12 - SystemTest Specifications < Cancel Unpaid Invoices > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 12.1 Invoice Cancellation Invoice Cancellation AP Supervisor (N) Invoices > Entry > Invoice Batches - Query on the Required Batch - (B) Invoices and Query on the Required Standard Invoice - Review the Standard Invoice - (B) Actions: Cancel Invoice - (B) Actions: Create Accounting - The Standard Invoice reversed / cancelled - The Accounting Entries cancelled - The Invoice Status Invoice Cancelled DR. Supplier Lib. Acc. 500 CR. Expense Acc 500 12.2 Print Invoice Register Standard Report AP Supervisor (N) Other > Requests > Run - Choose Single Request, then (B) Ok - Select Report Name from LOV: (Invoice Register) - Enter the mandatory report parameters and specific your report by using the optionally parameters - (B) Press Ok - (B) Press Submit - (M) View > Requests > (B) Find to review your request status and the view the output - The Invoice register printed 12.3 End of Period (Month) Payables Transfer to General Ledger AP Supervisor (N) Other > Request > Run - Choose Single Request - Select Request Name: (Payable Accounting Process) - Enter the Request Parameters: - Enter the Period From & To Period - Select Document Class: (All) - Submit Transfer to GL: Yes - Submit Journal Import: Yes - Validate Accounts: Yes - Summarize Report: Yes - (B) Ok to return to main form - (B) Submit to run the request - (N) View > Requests (review the request status) - GL Accounting Entries created for all invoices - All AP transactions for the period range specified posted successfully to the General ledger File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 22.
    13 - SystemTest Specifications < Invoice Distribution Correction > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 13.1 Transmit AP journal entries to GL AP Supervisor (N) Other > Request > Run - Select Request (Payables Transfer to General Ledger) - Enter the request parameters - (B) Ok > (B) Submit - An unposted journal batch will be created for AP transactions 13.2 Update to the Invoice Distribution Lines AP Invoice (N) Invoices > Entry > Invoices > (B) Distributions - Select an invoice validated and transferred to GL - Adjust the invoice distribution to go to a different expense account than was originally entered in the PO distribution for the shipment - Reverse the existing distribution line - Create a new distribution line - Update the invoice amount header information - Save the invoice - (B) Actions > Choose Validate - (B) Actions > Create Accounting - The user should not be able to change the distribution in the normal invoice entry screen, because the original distributions were already posted to the GL 13.3 View invoice status AP Invoice (N) Invoice > Inquiry - Query the updated invoice - Invoice changes should have been applied properly 13.4 Run Invoice Register Report AP Invoice (N) Other > Request > Run - Select Request (Invoice Register Report) - Enter Request Parameters - (B) Ok > (B) Submit - Corrections to the invoice should be reflected in the Invoice Register Report File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 23.
    14 - SystemTest Specifications < Void Payment > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 14.1 Void Payment AP Payment (N) Payments > Entry > Payments Summary (B) Actions - Select a payment created in the above steps - Void this check - Run Void Payment Register to confirm void - Transmit AP journal entries to GL - Confirm adjusting void entries in GL - Try to record a manual payment for this invoice - Cancel the invoice - The void Payment should show up on the Void Payment Register report - Adjusting void entries should show in GL - The invoice should be available for the re-issuance of payment again File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 24.
    15 - SystemTest Specifications < Payables Month-End Processing > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 15.1 End of Period (Month) Get a list of invoices on hold AP Supervisor (N) Other > Request > Run - Select Request (Invoice On Hold Report), - Enter the request parameters - (B) Ok > (B) Submit - Get a list of invoices that will not post to the current GL period due to posting holds; re-run if necessary to clear holds 15.2 Reviews invoice distribution s before posting AP Supervisor (N) Other > Request > Run - Select Request (Payables Accounting Entries Report) - Enter the request parameters - GL Transfer Status (All Accounting Entries not transferred to GL) - (B) Ok > (B) Submit - Reviews invoice distributions before posting. Flag any accounts needing correction. 15.3 Payables Transfer to General Ledger AP Supervisor (N) Other > Request > Run - Choose Single Request - Select Request Name: (Payable Accounting Process / Payables Transfer to General Ledger) - Enter the Request Parameters: - Enter the Period From & To Period - Select Document Class: (All) - Submit Transfer to GL: Yes - Submit Journal Import: Yes - Validate Accounts: Yes - Summarize Report: Yes - (B) Ok to return to main form - (B) Submit to run the request - (N) View > Requests (review the request status) - GL Accounting Entries created for all invoices and payments - All AP transactions for the period range specified posted successfully to the General ledger 15.4 Generate Mass Addition Create AP Supervisor (N) Other > Request > Run - Choose Single Request - Select Request Name: (Payables Transfer to General Ledger) - Enter the Request Parameters: - (B) Submit Request - Select Another Request Name: (Mass Additions Create) to transfer AP Assets lines from Oracle Payables to Oracle Assets - Enter the Request Parameters: - GL Date: - Select Asset Book Name: - (B) Submit Request - Select Another Request Name: (Mass Additions Create Report) to review the result of Mass addition you previously submitted - Enter the Request Parameters: - Select Asset Book Name: - (B) Submit Request - (N) View > Requests (review the request status) - Assets Lines transferred to Oracle Assets Correctly File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 25.
    Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 15.5 View Mass Additions Lines FA Supervisor (N) FA> Mass Addition > Prepare Mass Addition - Select the book you want to query lines in - Select NEW in the queue field - If you want to check some specific lines, enter other criteria to limit your search - Invoice Number: - Line Number: - Supplier Name: - Supplier Number: - Source Batch: - Creation Date: - Invoice Date: - (B) Press Find to your asset lines - Lines transferred from AP with Status of NEW 15.6 Submit Month-End Reports AP Supervisor Other > Requests > Run - Select Request (All Month End Reports) - Enter the request parameters - (B) Ok > (B) Submit - Important reports include: 1- Posted Invoice Register 2- Posted Payments Register 3- Accounts Payable Trial Balance - The Reports Printed and available for Reviewing in report set for errors File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 26.
    16 - SystemTest Specifications < Payables Close Period > Scenario Step Event Test Step Role Action or Path Test Step Details Expected Results Actual Results Status 16.1 End of Period (Month) Close Current Period AP Manager (N) Setup > Calendar > Accounting > AP Accounting Periods - Select period to Closed - The period status change to Closed 16.2 AP Manager Other > Requests > Run (N) Setup > Calendar > Accounting > AP Accounting Periods - Run The Unaccounted Transactions Sweep Program, use this program to redate accounting date of the open transactions to the first day of the next open period, that in case your business allow to change the transaction date (the opened transactions couldn’t be transfer to GL because there is unrealizable hold) - The Invoice Sweep Report should show the newly-entered invoice 16.3 AP Manager (N) Setup > Calendar > Accounting > AP Accounting Periods - Close the current period - Open the next period - The previous period has a status of Closed - The New opened period has a status of "Open" - Payables Transactions entry and posting should be allowed to the open accounting period File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 27.
    Defect Log DefectID Number Test Step Reference Module Name Defect Description Resolution Re-Test By Re-Test Date Pass/Fail Status (open, closed, in process) File Ref: aptestscript-141029152150-conversion-gate01.doc Doc Ref: 02 - System Test Specifications < Defining Banks > 4 of 27
  • 28.
    Open And ClosedIssues For This Deliverable Open Issues Doc Ref: ID Issue Resolution Responsibility Target Date Impact Date Closed Issues ID Issue Resolution Responsibility Target Date Impact Date File Ref: aptestscript-141029152150-conversion-gate01.doc 02 - System Test Specifications < Defining Banks > 4 of 27