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AP Table Details

Settings Table:

Financial Options details will be stored in FINANCIALS_SYSTEM_PARAMS_ALL

Payable options will be stored in AP_SYSTEM_PARAMETERS_ALL

Supplier Tables:

Suppliers will be there in PO_VENDORS table. Supplier ID is in the column


SEGMENT1

Supplier site details will be stored in PO_VENDOR_SITES_ALL

Details entered in the Contacts tab in supplier sites will be stored in


PO_VENDOR_CONTACTS

Define the payment batch


Ans: -
1. Select invoices and build the payment batch: according to the criteria
entered through the payment batches window, invoices are selected.
When a payment batch is started one row for each record is created in
the AP_INV_SELECTION_CRITERIA_ALL table. The Build program
determines which invoices will be paid on each payment document.
The Build program is started when Autos elect has completed. When
the Build Program starts, the application uses information from the
table AP_SELECTED_INVOICES_ALL to create rows in the table
AP_SELECTED_INVOICE_CHECKS_ALL. In addition to creating rows in
the AP_SELECTED_INVOICE_CHECKS_ALL, the build payments program
also performs the following tasks:

• Assigns document numbers for payments


• Assigns Check Ids
• Updates the payment batch status to BUILT

2. Format the payment batch The Format program creates the


output file that is used to print checks. This process inserts the
payment record from AP_SELECTED_INVOICE_CHECKS_ALL into
AP_CHECKS_ALL.

3. Confirm the batch: Confirm is the final step in processing a payment


batch and should be done prior to sending out the checks. Invoices are
not considered paid, even if checks are printed, until confirm has been
done. If you have any unconfirmed payment batches, you cannot close
a period or use the same payment document for any other payments
until you confirm the payment batch.
Tables affected:
AP_SELECTED_INVOICES_ALL
AP_INV_SELECTION_CRITERIA_ALL
AP_INVOICES_ALL
AP_PAYMENT_SCHEDULES_ALL
AP_SELECTED_INVOICE_CHECKS_ALL
AP_CHECKS_ALL
AP_INVOICE_PAYMENTS_ALL
AP_PAYMENT_SCHEDULES_ALL

Invoice Tables:

Invoice header details like Invoice Number, Invoice ID, Amount, Vendor ID and Site ID,
Invoice Type, Invoice Approval Status, Payment Status Flag (Y – Fully Paid, P –
Partially Paid, N – Not Paid), Tax Amount (Populated only for Header tax type), Freight
Amount (Populated only), Discount Amount, Invoice Received Date will be stored in
AP_INVOICES_ALL

Invoice Approval status will be stored in WFAPPROVAL_STATUS field in


AP_INVOICES_ALL.

Invoice_Type_Lookup_Code – Defines the type of the Invoice like Standard, Debit, etc.

Batch_ID – If the Invoice is created through batch, that batch ID will be populated

Cancelled Date – If the invoice is cancelled, that date will be stored in this column

Source – Mentions that whether the invoice is entered manually in AP or imported from
any verticals like ISP, Invoice Gateway, etc

VAT_Code – Mentions the Invoice tax name we attached in the Invoice header

Auto_Tax_Calc_Flag – Mentions the type of automatic tax calculation for Invoice

AWT_Flag – Mentions whether Withholding tax is calculated for the Invoice

AWT_Group_ID – Mentions Withholding tax code

Invoice distribution, distribution type, Accounted or not, approved or not, accrual or cash
type, Distribution Match Type (Match with PO or Receipt), PO_Distribution_ID details
will be stored in AP_INVOICE_DISTRIBUTIONS_ALL.

Dist_Match_Type – Mentions that whether the invoice is matched with any PO or


Receipt or Null.
Parent_Invoice_ID – Mentions that whether the invoice is matched with any Memo
(This field contains the Invoice ID of the respective Invoice)

Prepay_Distribution_ID – Mentions that whether the invoice is matched with any


Prepayment (This field contains the Invoice distribution ID of the respective Invoice)

Invoice Accounting will be entered in the column POSTED_FLAG (Whether invoice


has accounted or not)

Invoice Validation status will be stored in MATCH_STATUS_FLAG. Three possible


values are N or Null (Not validated), T (Tested – Needs revalidation), A (Approved –
Invoice is validated without errors)

Important Note:

While cancelling an invoice, opposite accounting entries and the negative amounts will
be there in AP_INVOICE_DISTRIBUTIONS_ALL

Invoice batch details like batch name, control count and amount will be stored in
AP_BATCHES_ALL. Actual count and amount is not stored directly in this table.
Those values are derived from a Package.

Details in Scheduled payments tab in Invoice workbench like Due Date, Amount
Remaining, Hold and Payment Status Flag (Y – Fully Paid, P – Partially Paid, N – Not
Paid) will be stored in AP_PAYMENT_SCHEDULES_ALL

Payments details like the amount paid, corresponding invoice ID, Check ID, Posted Flag
(Y – Payment is Accounted, N – Not accounted), Bank Details will be stored in
AP_INVOICE_PAYMENTS_ALL. When you void a payment, your Oracle Payables
application inserts an additional payment line that is the negative of the original payment
line.

Interest Invoice details like Related Invoice ID (Interest Invoice ID), Original Invoice ID
(Invoice ID for which interest is calculated) will be stored in
AP_INVOICE_RELATIONSHIPS

If the payment is done through EFT or Wire, where the


payment details will be stored?
These details are also stored in AP_CHECKS_ALL table with Payment type lookup code
as “EFT” or “WIRE”.

Details in Holds tab in Invoice workbench like Invoice_ID, ID of the person who put the
Hold (Get the user name from FND_USER), Release name will be stored in
AP_HOLDS_ALL
Existing hold names, Hold Type, User Releasable and also Creation of new holds will be
stored in AP_HOLD_CODES

Whenever a record entered in Invoice workbench and validated (not accounted), one
entry will be there in AP_ACCOUNTING_EVENTS_ALL table. Source_ID is same as
Invoice ID in AP_INVOICES_ALL. Other important details like Event Type (Entry has
done in Invoice, Payments or Cash Clearing), Event Status (Created – If the Invoice is
simply created and validated but not accounted. Accounted – Once the Invoice is
accounted), Source table (AP_INVOICES or AP_CHECKS).

There are 10 event types. They are

1) INVOICE – Once the invoice is created


2) INVOICE ADJUSTMENT – Adjustment happened in distribution like adding
new lines, reversing lines, changing the line and header amount
3) INVOICE CANCELLATION – Once the invoice got cancelled
4) PAYMENT – Once the invoice is paid
5) PAYMENT ADJUSTMENT -
6) PAYMENT CANCELLATION – Once the check is voided
7) PAYMENT CLEARING – Once the payment is cleared from CM through
manual clearing or through reconciliation
8) PAYMENT UNCLEARING – Once the payment is unreconciled from CM and
done the accounting in payment workbench
9) PREPAYMENT APPLICATION – Once the prepayment is applied to invoice
10) PREPAYMENT UNAPPLICATION – Once the prepayment is unapplied from
the invoice

Whenever a record entered in Payment workbench and saved (not accounted), One entry
will be there in AP_ACCOUNTING_EVENTS_ALL table. Source_ID is same as
Check ID in AP_CHECKS_ALL. Other important details like Event Type (Entry has
done in Invoice, Payments or Cash Clearing), Event Status (Created – If the Payment is
simply created and saved but not accounted. Accounted – Once the Payment is
accounted), Source table.

Important Note:

Once you create an Invoice or Payment, the record will be there in


AP_ACCOUNTING_EVENTS_ALL table but that record won’t be there in the
AP_AE_HEADERS_ALL and AP_AE_LINES_ALL table. Once it is accounted then
only the data will be entered in the two tables.

Whenever an accounting entry (Create Accounting) is done in Invoice or in Payments,


one entry will be there in the AP_AE_HEADERS_ALL table. Other important details
like AE_Category (Accounting has done in Invoice, Payments or Reconciled Payments),
GL_TRANSFER_FLAG (Whether these account details got transferred to GL or not)

There are 3 categories. They are

1) Reconciled Payments – For the event Payment clearing and unclearing


2) Payments – For all payment related events
3) Purchase Invoices – For all invoice related events

Accounting entries like debit amount and CCID, credit amount and CCID, charge,
liability, amount distributions, Source Table and the Source ID (Invoice_ID or
Inv_Distribution_ID), Supplier Name (Reference 1), Invoice ID (Reference 2), Invoice
Num (Reference 3) will be stored in AP_AE_LINES_ALL

Source tables:

1) AP_CHECKS
2) AP_INVOICES
3) AP_INVOICE_DISTRIBUTIONS
4) AP_INVOICE_PAYMENTS

Recurring Invoice Tables:

Recurring Invoice details like Vendor and Site ID, Recurring Invoice Number (If the
number is REC_INV, while creating, the invoice number is REC_INV||-Period name),
Rec_Pay_Period_Type (Calendar Name), No of periods, First, Next and Remaining
Period, PT, DS, Total, First and Special amount will be stored in
AP_RECURRING_PAYMENTS_ALL

Payment Terms Tables:

Payment terms header details will be stored in AP_TERMS and the line details will be
stored in AP_TERMS_LINES

Distribution set Tables:

Distribution set header details like Distribution Name, Total Percent Distribution (This
field mentions the type like, 100 – Full, 0 - Skeleton) will be stored in
AP_DISTRIBUTION_SETS_ALL

Distribution set line details like Distribution CCID and the Percentage will be stored in
AP_DISTRIBUTION_SET_LINES_ALL
Tax and Withholding tax Tables:

For normal taxes - Tax name, Tax type, Tax rate, Tax ID, Tax recovery rule ID
For withholding tax – Tax name, Tax type (Sales, WH, etc), Withholding Vendor and
Site ID (Tax Authority), AWT_Period_Type (Calendar), AWT_Period_limit, Range
amount and Period basis, AWT_RATE_TYPE (Flat, Period, Amount) and calendar will
be stored in AP_TAX_CODES_ALL

Especially for Withholding tax - Details like Tax name, Tax rate, Start, end date and
amount will be stored in AP_AWT_TAX_RATES_ALL

Withholding tax group name and ID will be stored in AP_AWT_GROUPS

Withholding tax names belongs to the group, Group ID and the rank for the tax codes
will be stored in AP_AWT_GROUP_TAXES_ALL

Special Calendar Tables:

Special Calendar header details like Name (Period Type), Type (Module – PT, WHT,
Recurring, etc), Periods per Year will be stored in AP_OTHER_PERIOD_TYPES

Special Calendar line details like Period Name, Year, Start and End date will be stored in
AP_OTHER_PERIODS

Payment Tables:

Bank details like Bank name, Bank branch name and ID, Institution Type (Bank or
Clearing House), Address will be stored in AP_BANK_BRANCHES

Bank Account details like Account name, Account number, Account Type, Account
contact, Pooled Account, Multi Currency and Receipt options will be stored in
AP_BANK_ACCOUNTS_ALL

Account Type – Internal, Customer and Supplier

• Internal - Receivables uses internal bank accounts to receive payments from


customers. Payables uses internal bank accounts to disburse funds to suppliers

• Customer - Receivables uses this information when you receive electronic


payments from your customers.
• Supplier - Payables uses this bank information when you create electronic
payments for your suppliers.

Internal and External bank accounts defined in AP and AR will be stored in


AP_BANK_ACCOUNT_USES_ALL (Record is inserted only when a bank A\C
created for Supplier and entered the Supplier name in Supplier Assignments tab)

Check details like Check name, Disbursement type (Combined, Recorded, etc), Payment
format and Method, Last used and last available check number, GL Accounts, Future
dated payments allowed or not will be stored in AP_CHECK_STOCKS_ALL with the
respective Account number.

AP_CHECKS_ALL table contains details like amount we paid to the supplier or receive
from the supplier, Bank name, Bank A/C name and Address, Check no., Check date
(Payment date), Payment type (Quick, Manual or Refund), Supplier name and Site. AP
stores a dummy value for CHECK_STOCK_ID for refunds, thus, CHECK_STOCK_ID
should not be treated as a foreign key to AP_CHECK_STOCKS_ALL in the case of
refunds.

Payment Format details like Format name, Payment method, Currency, Programs name
will be stored in AP_CHECK_FORMATS

Payment Program details like Program ID, Type, Name and Friendly Name (Name we
can see in the Formats window) in AP_PAYMENT_PROGRAMS

AP_PAYMENT_HISTORY_ALL stores the clearing or unclearing history for


payments. It also stores the maturity history for future dated payments. This payment
status (PAYMENT MATURITY, PAYMENT CLEARING, or PAYMENT
UNCLEARING) is stored in the column TRANSACTION_TYPE

Payment Batch:

Criteria’s entered in Payment batch window like Batch name, Bank account name, Pay
group, Priority, Status, Check details, Vendor ID, Payment method will be stored in
AP_INV_SELECTION_CRITERIA_ALL

Status – Before starting the batch the status is UNSTARTED in backend and NEW in
frontend

AUTOSELECT:

While running AUTOSELECT process, the status is SELECTING in both front and
backend. Once it is over, the status is SELECTED in both front and backend.

Once the AUTOSELECT process is over, records will be inserted in


AP_SELECTED_INVOICES_ALL. Details in the table are Batch name, Invoice ID,
Invoice num, Vendor details, Amount, Pay the invoice or not (OK_TO_PAY_FLAG),
Bank account num and Check ID.

BUILD:

While running BUILD process, the status is BUILDING in both front and backend. Once
it is over, the status is BUILT in both front and backend

Once the BUILD process is over, record is inserted in


AP_SELECTED_INVOICE_CHECKS_ALL. Details in the table are Batch name,
Check number and amount, Vendor details, Pay the invoices or not
(OK_TO_PAY_FLAG), check ID.

REBUILD:

Once the BUILD process is over, then only we are able to view the payments. In that we
are able to modify the payments. If the payments are modified, then we need to do the
“REBUILD”, the status is REBUILDING in both front and backend. Once it is over, the
status becomes BUILT in both front and backend.

FORMAT:

While FORMAT process, the status is FORMATTING in both front and backend. Once
it is over, the status is FORMATTED in both front and backend

CONFIRM:

While CONFIRM process, the status is CONFIRMING in both front and backend. Once
it is over, the status is CONFIRMED in both front and backend

Once the CONFIRM process is over, records in AP_SELECTED_INVOICES_ALL


and AP_SELECTED_INVOICE_CHECKS_ALL will be deleted automatically.
Then we are able to see the paid invoices in AP_CHECKS_ALL table. Details in this
table are Amount, Bank account ID and name, Check ID, Check no, Payment Batch
name, Vendor details.

CANCEL:

Before CONFIRM process, we can cancel the payment batch. The invoices selected in
the batch will be available for the next run.

Once the batch is confirmed, we can’t cancel (Paid invoices can’t be cancelled) instead
we can VOID the payment. Go the Payments workbench, query for the check number
then Actions button click “Initiate stop” and “Void”.
Note:

• Up to BUILD process, we can modify the invoices like which are all we can pay
• Up to FORMAT process, we can cancel the batch

AP_CHECKRUN_CONC_PROCESSES_ALL - is a temporary table that contains


records for payment batches with concurrent requests in process. Your Oracle Payables
application creates a row in the table for a payment batch when it submits the concurrent
request for the batch.

When you select a payment batch to modify, format, confirm, cancel, or restart, the
system checks the status is Pending, Running, or Inactive, the system does not allow you
to perform any action on the payment batch.

Expense Report:

Steps:
1) Create an Employee as Supplier
2) Define Expense Report Template
3) Create Expense Report
4) Query for the record in Invoice Workbench

Interface Tables:

AP_EXPENSE_REPORT_HEADERS_ALL
AP_EXPENSE_REPORT_LINES_ALL

Expense report template header details like Template Name (Report Type), Template ID
(Expense Report ID), Inactive Date will be stored in AP_EXPENSE_REPORTS_ALL

Expense report template line details like Expense Report ID, Parameter ID (ID for each
line), Prompt (Expense Item name), Item Type, Flex Concatenated (GL Account code),
Expense Category will be stored in AP_EXPENSE_REPORT_PARAMS_ALL

Expense Report header details like Header ID, Employee Name and Number (Person ID
in PAPF), Send to (Home or Office), Amount, Invoice Number (One invoice will be
created with this number once we run Expense Import Report), Vouchno (Invoice ID of
the Invoice), Source (Where we are creating this like AP, etc), Expense Report ID, GL
CCID will be stored in AP_EXPENSE_REPORT_HEADERS_ALL

Expense Report line details like Header ID, Item Name and Type, CCID (For each line),
Amount (For each line) will be stored in AP_EXPENSE_REPORT_LINES_ALL
Once the expense report is created, need to run the request “Expense Report Import”,
then only the invoice will be created.

Quick Invoice tables:

Quick invoice details are stored in AP_INVOICES_INETRFACE and


AP_INVOICE_LINES_INTERFACE. Once the Payables open interface program
has run, entries will be there in invoice workbench and also in invoice related tables

Source column in AP_INVOICES_INTERFACE is “Invoice Gateway”.

Other related tables:

Code combinations are stored in GL_CODE_COMBINATIONS

Business Group details will be stored in HRFV_BUSINESS_GROUPS

Set of Books details like Set of book ID and name will be stored in
GL_SETS_OF_BOOKS

Operating Unit ID and name will be stored in HR_OPERATING_UNITS - This is a


view

Inventory Org details Organization ID and name and also the Inv Org belongs to which
OU (OU ID) will be stored in ORG_ORGANIZATION_DEFINITIONS

Item category details like Category Type (MISC.MISC), Category ID will be stored in
MTL_CATEGORIES_B

Organization details like Organization ID and name, BG ID, Location ID are stored in
HR_ALL_ORGANIZATION_UNITS

Languages we are using in this instance will be stored in FND_LANGUAGES

Currencies we are using in this instance will be stored in FND_CURRENCIES

Responsibility ID, Application ID, Security Group ID details entered in define USER
window are stored in FND_USER_RESP_GROUPS

User name and ID, Password expiration details are stored in FND_USER

Data entered in define Responsibility window like Responsibility ID and name, Menu ID,
Request and Data group ID are stored in FND_RESPONSIBILITY

Menu name and type is stored in FND_MENUS


Application details like Application ID, Short Name, Base path are stored in
FND_APPLICATION

Chart of Account details are stored in GLFV_CHARTS_OF_ACCOUNTS

Profile option values like Profile Option ID and Name, Level of Accessing (Site, Resp
and User) are stored in FND_PROFILE_OPTIONS

Purchasing_Site_Flag (able to purchase from the site) and Pay_Site_Flag (able to pay to
the site) in PO_VENDOR_SITES_ALL

PO_APPROVED_SUPPLIER_LIST – Table contains the Approved supplier details


based on the Item. Details like ASL_ID, Vendor and Site ID, Item ID

Multi Org Tables:

BG - HRFV_BUSINESS_GROUPS
SOB - GL_SETS_OF_BOOKS
LE – HR_LEGAL_ENTITIES
OU - HR_OPERATING_UNITS – This is a view based on table
HR_ALL_ORGANIZATION_UNITS
INV - ORG_ORGANIZATION_DEFINITIONS

PO Table Details
Line type details like Goods, Services in the Type field in Requisition or PO will be
stored in PO_LINE_TYPES

Requisition Tables:

Requisition header details like Preparer ID, Requisition Number (Segment1), Status,
Type lookup code (Purchase or Internal), Approved date will be stored in
PO_REQUISITION_HEADERS_ALL.

Requisition line details like Line type ID (Goods, Services, etc), Category ID, To Person
ID, Suggested Vendor details, Destination Org ID, Item ID and description, UOM, Price,
Quantity, Need by date, deliver to Location ID, Line Location ID will be stored in
PO_REQUISITION_LINES_ALL.

Requisition distribution details like CCID, Accrual and Variance account ID will be
stored in PO_REQ_DISTRIBUTIONS_ALL.
PO Tables:

PO header details like Buyer ID (Agent ID), Type, PO Number (Segment1), vendor ID
and Site ID, Ship to and Bill to location ID, Status, Document Creation Method (Auto
create, Manual, etc), Closed date and Closed code and also the details mentioned in the
“Currency” and “Terms” button will be stored in PO_HEADERS_ALL.

Once PO is cancelled, the CANCEL_FLAG is ‘Y’

PO line details like Item Id and Description, UOM, Price, Quantity ordered will be stored
in PO_LINES_ALL.

PO distribution details like Header, Line and Line location ID, CCID, Accrual and
Variance account ID, Quantity delivered and billed, Requisition Distribution ID, Deliver
to location and person ID will be stored in PO_DISTRIBUTIONS_ALL.

PO line location details like Header and Line ID, Quantity Received, Accepted, Billed,
Rejected and Cancelled, Match Type (2, 3 or 4 way – It is defined based on the two fields
Inspection and Receipt required flag), Match Option (PO or Receipt), Receiving Type
(Standard, Direct – Column - Receiving Routing ID), Tolerance will be stored in
PO_LINE_LOCATIONS_ALL.

PO tables and Requisition tables will be matched by two ways.

1. PO_REQUISITION_LINES_ALL. Line location ID =


PO_LINE_LOCATIONS_ALL. Line location ID

2. PO_REQ_DISTRIBUTIONS_ALL.Distribution_ID =
PO_DISTRIBUTIONS_ALL.Req_Distribution_ID

RFQ, Quotation and PO are using the same tables as below

1. PO_HEADERS_ALL
2. PO_LINES_ALL
3. PO_DISTRIBUTIONS_ALL
4. PO_LINE_LOCATIONS_ALL

A field named “TYPE_LOOKUP_CODE” is used to determine which record is for


RFQ, Quotations and PO. “QUOTE_TYPE_LOOKUP_CODE” determines the RFQ
and Quotation type like Bid, Standard or Catalog.

Receiving Tables:
Receiving Header details like Receipt NO, Vendor ID and Site ID, Receiver ID, Packing
Slip, Bill of Lading, Shipped date, Freight carrier will be stored in
RCV_SHIPMENT_HEADERS.

Receiving line details like Header ID, Quantity Shipped and received, Item Category ID,
Item ID and description, Shipment line status code (Full or partly received), Receiver ID,
Deliver to location ID, PO Header, line, line location and Distribution ID will be
stored in RCV_SHIPMENT_LINES.

Receiving Transaction details like Transaction Type (Receive, Deliver, Accept, etc),
UOM, Shipment Header and Line ID, Destination Type Code (Expense, Inventory, etc),
PO Header, line, line location and Distribution ID, Inspection Status code, Vendor ID
and Site ID, Deliver to location and person ID will be stored in
RCV_TRANSACTIONS.

JOINS:

PO and Receiving tables will be matched as below.

RCV_SHIPMENT_LINES and RCV_TRANSACTIONS table contains all PO key fields


like PO Header, line, line location and Distribution ID

Requisition and Receiving tables will be matched as below.

RCV_TRANSACTIONS table contains Req_Distribution_id and Requisition_line_id.


These ID’s will be populated only if we are receiving the goods without PO but based on
requisition.

AP and PO tables will be matched as below.

AP_INVOICE_DISTRIBUTIONS_ALL contains PO_Distribution_id.

AP and Receiving tables will be matched as below.

AP_INVOICE_DISTRIBUTIONS_ALL contains RCV_Transaction_id. This ID will be


populated only if the Invoice is matched with the Receipt.
Link between AP and GL:

Following tables are updated

AP_AE_LINES_ALL
GL_IMPORT_REFERENCES
GL_JE_BATCHES
GL_JE_HEADERS
GL_JE_LINES
Once the “Payables transfer to GL” and “Journal Import” process has run, the
GL_SL_LINK_ID will be updated in AP_AE_LINES_ALL,
GL_IMPORT_REFERENCES and GL_JE_LINES.

GL_IMPORT_REFERENCES table has Batch ID, Header ID, Supplier name and
number, Invoice Number, Line type (Charge, liability, etc), GL_SL_LINK_ID. Multiple
records will be there for every batch.

GL_JE_BATCHES table has Batch ID and Name, SOB ID, Status (Posted, Unposted),
Debit and credit amount. One record will be there for one batch.

GL_JE_HEADERS table has Batch ID, Header ID, Category (Invoice, Payments),
Source (Payables), Period, Status (Posted, Unposted), Debit and credit amount. One
record for every group (Invoice or Payments).

GL_JE_LINES table has Header ID, CCID, Period name, Status (Posted, Unposted),
Supplier name and number, Debit and credit amount, Line type (Charge, liability, etc),
GL_SL_LINK_ID. Multiple rows will be there like AP_AE_LINES_ALL.

Once the journals are posted, data is updated in GL_BALANCES table

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