Mostly asked questions in Account Payables Modules

Hello, Some of the very much interview oriented, one of mostly asked questions in Account Payables Modules. here they are 

Questions: How many types of Invoices in Oracle Account Payables

1)Standard Invoice

2)Debit Memo

3)Credit Memo

4)Withholding tax invoice5)PO Default

6)Prepayment Invoice

7)Expense Reports

8)Recoring Invoices

9)mixed Invoices

 

  

 

 

 

 

 

Prepayment Invoice: Whenever we want make payments to the suppiler in advace that time,we create this prepayment invoice and we will make the payment.

Credit Memo,Debit Memo:Both invoices are got -ve amount,and adjusted against standard invoice.

Credit memo will be created, when ever suppiler giving discount.

Debit Memo will be created,if buyer is going to deduct the amount.

  

 

 

 

 

 

 

 

 

 

 

Question :How many key flexfields are there in Payables?

Answer: 0 (No key flexfields in PO,AP)

 

Question: Name few Account Payables Tables

AP_INVOICES_ALL

AP_INVOICE_DISTRUBUTIONS_ALL

AP_PAYMENTS_ALL

AP_PAYMENT_SCHEDULES_ALL

AP_INVOICE_PAYMENTS_ALLAP_TERMS_ALL

AP_TERM_LINES_ALL

AP_CHECKS_ALL

AP_CHECK_FORMATS

AP_HOLDS_ALL

 

 

 

 

 

 

 

 

 

 

 

Question: What is 2 way , 3 way and 4 way matching?

While creating the purchase order,we will mention the match approval level at shippments

we will have 3 types

1)two way: PO & Invoice quantities must match with in the tolerance before the corresponding invoice can be paid.

2)three way: PO, Receipt and invoice quantities must match with in the tolerance before the corresponding invoice can be paid.3)four way: PO, Receipt, Inspection and invoice quantities must match with in the tolerance before the corresponding invoice can be paid

 

 

 

 

 

 

 

 

 

 

 

 

What is a Hold? Explain the types of Hold

Invoice holds:If invoice is not approve then that invoice will be keeping under hold status.By selecting holds button in invoice form,we can see the hold details.

Select * from ap_hold_all

 

 Which interface tables are used for Invoice Import , give the important columns?

BASE TABLES:

AP_INVOICES_ALL

AP_INVOICE_PAYMENTS_ALL

AP_PAYMENT_SCHEDULES_ALL

AP_INVOICE_DISTRUBUTIONS_ALLAP_INVOICES_INTERFACE COLUMNS:

Invoice_id

Invoice_num

Po_number

vendor_id

vendor_num

vendor_site_id

vendor_site_code

invoice_amount

Ap_invoice_lines_interface columns:

Invoice_id

Invoice_line_id

line_number

line_type_lookup_codeamount

po_header_id

po_number

po_line_id

po_line_number

po_line_location_id

po_shipment_num

po_distrubution_id

po_distrubution_num

Inventory_item_id

 

 

 

 

 

 

 

 

 

 

 

 

Thanks – Shivmohan Purohit

 

 

 

Setting up Invoice Approval Workflow

Typical Business Requirements while setting up Invoice Approval Workflow

Approving AP Invoices using Oracle Approval Management (OAM) is a fast and easy way of maintaining transparency and accountability in Accounts Payables department. However most of the time OAM setup needs to be modified and workflow customized depending upon the business scenario.

One of the most common business requirement is that organizations do not need approval of invoices that are matched to PO Receipts. Anticipating this request, Oracle has already given this as an Attribute under the Transation Type ‘Payables Invoice Approval’. But, apart from this there are several other common requirements which one faces. I have listed down some such requirements. Some of these requirements can be very easily applied using the standard OAM functionalities, while some others require a bit of customization.
Some common requirements include the following:

1)Approver forwarding the invoice to another employee for approval.

2)Approval of an invoice based on criteria like invoice amount, cost centre, account segment, etc.

3)Adding new lines like ‘Voucher Number’, ‘Cost Centre’ details, etc., in the approval notification email.

4)Considering scenarios when the Approver is on leave, so that the invoice moves to another person for approval
after some time period.

5)Approver is able to delegate his/her approving right to some other person while going on leave.

6)Control on the email notifications, which tend to fill the mailboxes of approvers.

7)Mixed and Prepayment type of invoices do not require approval.

8)Invoices should go directly to the final approver and not through any hierarchy.

9)Invoice entry clerk should be able to choose the approver from a LOV (list of value). Sometimes the reverse scenario also exists where the Invoice entry clerk should not have a say in selection of Invoice Approver.

It would be great if readers can also add further to the above list so that we can have a comprehensive list of common requirements that come up while setting up Invoice Approval Workflow.

Thanks – Shivmohan