Oracle Payables Useful Tables


Hello Friends , here is some of quite commonly used AP (Payables) tables and their usage. There are many other tables also in AP but here i am putting only few commonly used tables. for other table if needed we can dig furthur. Let go through below article and let me know if it useful.

1- AP_INVOICES_ALL

2- AP_INVOICE_DISTRIBUTIONS_ALL

3- AP_PAYMENT_SCHEDULES_ALL

4- AP_HOLDS_ALL

5- AP_AE_LINES_ALL

6- AP_AE_HEADERS_ALL

AP_INVOICES_ALL

AP_INVOICES_ALL contains records for invoices you enter. There is one row for each invoice you enter. An invoice can have one or more invoice distribution lines. An invoice can also have one or more scheduled payments. An invoice of type EXPENSE REPORT must relate to a row in AP_EXPENSE_REPORT_HEADERS_ALL unless the record has been purged from AP_EXPENSE_REPORT_HEADERS_ALL. Your Oracle Payables application uses the INTEREST type invoice for interest that itcalculates on invoices that are overdue. Your Oracle Payables application links the interest invoice to the original invoice by inserting the INVOICE_ID in the AP_INVOICE_RELATIONSHIPS table.

AP_INVOICE_DISTRIBUTIONS_ALL

AP_INVOICE_DISTRIBUTIONS_ALL holds the distribution line information that you enter for invoices. There is a row for each invoice distribution. A distribution line must be associated with an invoice. An invoice can have multiple distribution lines. Your Oracle Payables application automatically creates rows in this table when:

1) you choose a distribution set at the invoice level

2) you import expense reports

3) you match an invoice to a purchase order or receipt; ituses information from the matched purchase order or receipt

4) you import invoices via the Open Interface Import process

5) you select to automatically calculate tax

6) you select to automatically do withholding.

Each invoice distribution line has its own accounting date. When you account for an invoice, your OraclePayables application creates accounting events, accounting entry headers and accounting entry lines for those distribution lines that have accounting dates included in the selected accounting date range for the Payables Accounting Process.The accounting entries can then be transferred over to General Ledger by running the Transfer to General Ledger process which creates journal entries. Values for POSTED_FLAG may be Y for accounted distributions or N for distributions that have not been accounted. Values for ACCRUAL_POSTED_FLAG may be Y if distribution has been accounted and system is set up for accrual basis accounting or N if either distribution has not been accounted or accrual basis accounting is not used. Values for CASH_POSTED_FLAG may be Y if distribution has been accounted and system is set up for cash basis accounting, N if either distribution has not been accounted or system is not set up for cash basis accounting or P if distribution has been partially accounted in the cash set of books. The MATCH_STATUS_FLAG indicates the approval status for the distribution. Values for the MATCH_STATUS_FLAG can be null or N for invoice distributions that Approval has not tested or T for distributions that have been tested or A for distributions that have been tested and approved. Invoice distributions may be interfaced over/from Oracle Assets or Oracle Projects. Your Oracle Payables application sets the ASSETS_ADDITION_FLAG to U for distributions not tested by Oracle Assets; Oracle Assets then adjusts this flag after it tests a distribution for assignment as an asset.
To avoid the same invoice distribution being interfaced to both Oracle Projects and Oracle Assets, you must interface any project–related invoice distribution to Oracle Projects before you can interface it to Oracle Assets. If the project–related invoice distribution is charged to a capital project in Oracle Projects, Oracle Projects sets the ASSET_ADDITION_FLAG to P when the PA_ADDITION_FLAG is set to Y, Z or T. Oracle Assets only picks up invoice distributions with the ASSET_ADDITION_FLAG set to U and if project–related, with the PA_ADDITION_FLAG set to Y, Z, or T. PA_ADDITION_FLAG tracks the status of project–related supplier invoice distribution lines and expense report distribution lines.
For supplier invoice distributions entered via Oracle Payables, the PA_ADDITION_FLAG is set to N if the distribution is project–related, otherwise it is set to E and it is updated by Oracle Projects when the distribution is processed by the Oracle Projects Interface Supplier Invoice process. Oracle Projects sets the PA_ADDITION_FLAG to Y or Z after the item is successfully processed, or may be set to a rejection code if the line is rejected during transfer to Oracle Projects; see QuickCodes listing for all the errors. You must correct the rejection reason an try to retransfer the line. For supplier invoice adjustment lines interfaced from Oracle Projects to Oracle Payables (which must net to zero with another line), the value for the PA_ADDITION_FLAG is set to T. For expense report distributions interfaced from Oracle Projects to Oracle Payables via Invoice Import, this value is set to N. This row is never picked up by the Interface Supplier Invoices process based on the AP_INVOICES.INVOICE_TYPE_LOOKUP_CODE = EXPENSEREPORT. For expense report adjustment lines interfaced from Oracle Projects to Oracle Payables which net to zero with another line, thisvalue is set to T. Both lines are associated with the original invoice by the Oracle Projects Interface Expense Reports to AP process. Values for the ENCUMBERED_FLAG are as follows:

– Y indicates aregular distribution that has been successfully encumbered by Payables;

– W indicates a regular distribution that has been encumbered in advisory mode even though insufficient funds existed;

– H indicates a regular distribution that has not been encumbered because it was put on hold;

– Nor null indicates a regular line that has not been encumbered because it has not been looked at yet;

– D is the same as Y for a reversal distribution line;

– X is the same as W for a reversal distribution line;

– P is the same as H for a reversal distribution line;

– R indicates a line to be ignored by encumbrance and approval code because neither the original nor the reversal distributions were looked at and they offset each other so, they can be ignored.

AP_PAYMENT_SCHEDULES_ALL

AP_PAYMENT_SCHEDULES_ALL contains information about scheduled payments for an invoice. You need one row for each time you intend to make a payment on an invoice. Your Oracle Payables application uses this information to determine when to make payments on an invoice and how much to pay in an automatic payment batch. Values for HOLD_FLAG may be ’Y’ to place a hold on the scheduled payment, or ’N’ not to do so. Values for PAYMENT_STATUS_FLAG may be ’Y’ for fully paid payment schedules, ’N’ for unpaid scheduled payments, or ’P’ for partially paid scheduled payments. For converted records, enter a value for AMOUNT_REMAINING.

AP_HOLDS_ALL

AP_HOLDS_ALL contains information about holds that you or your Oracle Payables application place on an invoice. For non–matching holds, there is one row for each hold placed on an invoice. For matching holds, there is one row for each hold placed on an invoice–shipment match. An invoice may have one or more corresponding rows in this table. Your Oracle Payables application does not pay invoices that have one or more unreleased holds recorded in this table. This table holds information referenced by the Invoice Holds window. In the strictest sense, AP_HOLDS_ALL has no primary key. It is possible for your Oracle Payables application to place a certain type of hold on an invoice, then release it, then place another hold of the same type (if data changes before each submission of Approval), which would result in a duplicate primary key. But for practical purposes, the primary key is a concatenation of INVOICE_ID, LINE_LOCATION_ID,and HOLD_LOOKUP_CODE.

AP_AE_LINES_ALL

An accounting entry line is an entity containing a proper accounting entry with debits or credits both in transaction currency as well as functional currency along with an account and other reference information pointing to the transaction data that originated the accounting entry line. An accounting entry line is grouped with other accounting entry lines for a specific accounting entry header. Any such group of accounting entry lines should result in balanced entries in the functional currency.

AP_AE_HEADERS_ALL

An accounting entry header is an entity grouping all accounting entry lines created for a given accounting event and a particular set of books. An accounting entry header can either be transferred over to GL or not at all. That is, either all its accounting entry lines are transferred or none at all. The transferred to GL status is marked in the GL_TRANSFER_FLAG. Possible values for GL_TRANSFER_FLAG are Y, N, or E. Y indicates that the accounting entry header has been transferred to GL. N indicates that the accounting entry header has not been transferred to GL due to 2 possible reasons: either the transfer process has not run or it has run but the accounting entry had an accounting error on it. E indicates that an error was encountered during the transfer to GL process.

Thanks – Shivmohan Purohit

Oracle Project Intercompany Invoices to Payables


Friends, here is Oracle Project billing insight on its integration with AR. How to Interface Oracle Project Intercompany Invoices to Payables

 

To explain how intercompany invoices are interfaced to Payables

 

When the provider operating unit runs the Tieback Invoices from Receivables process, the intercompany invoices are automatically copied into the interface table of the receiver operating unit’s Payables. Intercompany invoices interfaced to Payables are identified with the following attributes:

 

Source. All intercompany invoices have a source of Projects Intercompany Invoices.

• Supplier. The supplier is identified by the provider operating unit’s internal billing implementation options.

• Supplier Site. The supplier site is based on how the provider operating unit defines the receiver controls for the receiver operating unit.

• Invoice Amount. The Payables invoice amount is the amount of the related Receivables invoice, including taxes. The interface process populates the project–related attributes for intercompany Payables invoice distributions, as indicated below:

• Project Number. The number of the cross charged project indicated in the invoice line.

Task Number. The number of the task specified in the Intercompany Tax Receiving Task field on the cross charged project.

• Expenditure Item Date. The invoice date of the intercompany Receivables invoice.

• Expenditure Type. The expenditure type specified by the receiver operating unit in the Receiver Controls tab.

Expenditure Organization. The expenditure organization specified by the receiver operating unit in the Receiver Controls tab.

 

In addition, the interface process matches the tax code from each invoice line of the Receivables invoice to the appropriate Oracle Payables tax code. This process indicates that the Payables invoice distributions do not include tax amounts, so that the Payables Open Interface process creates the invoice distributions for the entire invoice by grouping the tax lines based on the following attributes:

 

Tax code

Project information (project, task, expenditure item date, expenditure type, expenditure organization)

thanks – shivmohan purohit

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

 

 

 

Supplier Open Interface in 11i10 and family pack F


Oracle Account Payables:

The New Supplier Open Interface Feature is Now Available in Financials Family Pack F for 11i  

Payable has added new open interface tables and concurrent programs to support the automated import of supplier records from external sources. This feature offers the same validations as the Suppliers and Suppliers Sites window.  This feature is available as of 11.5.10 or 11i Financials Family Pack F and will not be back ported to any prior release. The Supplier Open Interface Request Set submits:

Supplier Open Interface Import
Supplier Site Open Interface Import
Supplier Site Contacts Open Interface Import

More details about the Supplier Open Interface can be found on page G-5 and G-6 of the latest Oracle Payables User’s Guide. If you like to furthur on this in any way either functinally or technically, plz let me know i will dig into it.

Below is just a Payables functionality in a diagram.

thanks – Shivmohan