ORACLE PAYABLES MODULE

Contents
1) Oracle payables Introduction ....................................................................................................................2
2) Table Structure Representation ( ERD Diagram) ....................................................................................................3
3) Main Tables Used in Oracle Application Payables ..............................................................................5
3.1 AP_INVOICES_ALL.............................................................................................................................................5
3.2 AP_INVOICE_DISTRIBUTIONS_ALL ...................................................................................................................5
3.3 AP_PAYMENT_SCHEDULES_ALL .......................................................................................................................7
3.4 AP_HOLDS_ALL .................................................................................................................................................7
3.5 AP_AE_LINES_ALL .............................................................................................................................................8
3.6 AP_AE_HEADERS_ALL.......................................................................................................................................8
4) Interface Tables ..................................................................................................8
5) Sample Queries:..................................................................................................9

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1) Oracle payables Introduction

1) Payables includes two fully integrated workbenches, the Invoice Workbench and the
Payment Manager

2) Oracle Payments is a product in the Oracle E-Business

Business Suite of applications, which
Serves as a funds capture and funds disbursement engine for other Oracle
applications

3) The centralization of payment processing in Oracle Payments offers many benefits

to deploying companies. Companies can efficiently centralize the payment process
across multiple organizations, currencies, and regions

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2) Table Structure Representation ( ERD Diagram)

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3) Main Tables Used in Oracle Application Payables

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 further.

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

TABLES are present in the AP schema.

Table description for these tables are

https://etrm.oracle.com/pls/trm120/etrm_fndnav.show_object?n_tabid=50234&n_appid=
200&c_type=TABLE

3.1 AP_INVOICES_ALL
Owner:AP
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 it calculates 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

3.2 AP_INVOICE_DISTRIBUTIONS_ALL

https://etrm.oracle.com/pls/etrmlatest/etrm_pnav.ls_object

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:

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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 Oracle Payables 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.

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 Quick Codes listing for all the errors. You must
correct the rejection reason an try to retransfer the line.

For expense report adjustment lines interfaced from Oracle Projects to Oracle Payables
which net to zero with another line, this value is set to T. Both lines are associated with

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the original invoice by the Oracle Projects Interface Expense Reports to AP process.
Values for the ENCUMBERED_FLAG are as follows:

- Y indicates regular 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.

3.3 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.

3.4 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.

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3.5 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.

3.6 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.

4) Interface Tables

The Payables Open Interface tables store invoice and supplier information for import into
Payables base tables
The Invoice Open Interface Import program builds Payables invoices based on the invoice
records in the Payables Open Interface tables. After the import program builds the
invoices, they can be viewed, modified, and validated in the Invoice Workbench
Tables used are

a) AP_INVOICES_INTERFACE
b) AP_INVOICE_LINES_INTERFACE.

The Payables Open Interface table descriptions list the columns in the
AP_INVOICES_INTERFACE table, the AP_INVOICE_LINES_ INTERFACE
table, the AP_SUPPLIERS_INT table, the AP_SUPPLIER_SITES_INT table, and the
AP_SUP_SITE_CONTACT_INT table. Although columns are validated against columns in
other tables, the tables have no foreign key relationships.

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5) Sample Queries:

You should run the following SQL script to determine if there are invoices
in AP_INVOICES_ALL that are not flagged as paid even though there are
corresponding entries in AP_INVOICE_PAYMENTS_ALL:

select ap_invoices_all.invoice_id, ap_invoices_all.invoice_num,

ap_invoices_all.invoice_amount, ap_invoices_all.amount_paid,
ap_invoices_all.payment_status_flag
from ap_invoices_all, ap_invoice_payments_all
where ap_invoices_all.payment_status_flag= 'N' and
ap_invoices_all.invoice_id = ap_invoice_payments_all.invoice_id
and ap_invoices_all.CANCELLED_AMOUNT is null;

If you want to locate a particular invoice, you may add the following line
to the script:

and ap_invoices_all.invoice_num = 'invoice_num';

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