AP (Manual Entry, Interfaces)

Creating the Invoices Manually 

Payables>Invoices>entry>invoices

Step1:Enter the supplier number and invoice number against a PO or without PO 

Step2 : Once after completing the headers information select Lines Tab and enter the amount and make sure that both the header Invoice amount and and lines amount are the same if we have 2 may lines them make sure that the Sum of amounts of all lines is equal to the header Amount.

Step3.Once after lines are created then Go for the distribution and enter the same exact amount as header invoice amount  and charge account details and save it

Then following are the backend tables that get effected 


FIRST AFTER CREATE THE INVOICE AGAINST THE PO OR WITHOUT PURCHASE ORDER THE FOLLOWING BACKEND TABLES EFFECTS.....

1.) SELECT * FROM AP_INVOICES_ALL WHERE INVOICE_NUM LIKE 'INV0222'          (IT CONTAINS THE INVOICE_NUMBER , INVOICE_ID ,SUPPLIER DETAILS NOTHING VENDOR DETAILS).

2.) SELECT * FROM AP_INVOICE_LINES_ALL WHERE INVOICE_ID=578065              (CONTAINS AMOUNT AND LINE DETAILS).

3.) SELECT * FROM AP_INVOICE_DISTRIBUTIONS_ALL WHERE INVOICE_ID=578065      (CONTAINS THE DITSRIBUTION COMBINATION ID WHICH WE CAN GET FROM GL_CODE_COMBINATIONS).

4.) SELECT * FROM GL_CODE_COMBINATIONS WHERE CODE_COMBINATION_ID=12975.

In order to find the status of the invoice we have a package as well as a column in AP_invoice_distributions_all that tells the information.



SELECT MATCH_STATUS_FLAG FROM AP_INVOICE_DISTRIBUTIONS_ALL WHERE INVOICE_ID=578065

Select I.*, 
DECODE(APPS.Ap_Invoices_Pkg.GET_APPROVAL_STATU S(I.INVOICE_ID, 
I.INVOICE_AMOUNT,I.PAYMENT_STATUS_FLAG,I.INVOI CE_TYPE_LOOKUP_CODE),'NEVER 
APPROVED' , 'Never Validated','NEEDS REAPPROVAL', 'Needs 
Revalidation','Other') INVOICE_STATUS 
FROM AP_INVOICES_ALL......


Validated
- If ALL of the invoice distributions have a MATCH_STATUS_FLAG = 'A' 
- If MATCH_STATUS_FLAG is 'T' on ALL the distributions and org has no encumbrance enabled then Invoice would show Validated (provided there is no Unreleased Hold).
Never Validated
- If all of the invoice distributions have a MATCH_STATUS_FLAG = null or 'N'.
Needs Re-validation
- If any of the invoice distributions have a MATCH_STATUS_FLAG = 'T' and the org has Encumbrance enabled
- If the invoice distributions have MATCH_STATUS_FLAG values = 'N', null and 'A' (mixed)
- If the invoice distributions have MATCH_STATUS_FLAG value = 'S' (stopped)
- If there are any rows in AP_HOLDS that do not have a release code.

MATCH_STATUS_FLAG would remain 'T' if invoice has hold which does not allow Accounting. 
As soon as Hold is released from Holds Tab/Invoice Workbench event status is set to 'U'. 
Invoice is shown as Validated and accounting is allowed. Match_Status_Flag still remains 'T'.



Once after validating the invoice create accounting and push the manual invoices into General Leger
for that

Then Once after Creating accounting we need to Check the effected backend tables



SELECT ACCOUNTING_EVENT_ID FROM AP_INVOICE_DISTRIBUTIONS_ALL WHERE INVOICE_ID=578066(We can get the event id from ap_invoice_distribution_all)
SELECT * FROM XLA_EVENTS WHERE EVENT_ID=6222572(This Table has the EVENT status code and process status code has 'P' which indicates that the event and Invoice is processed )
SELECT * FROM XLA_AE_HEADERS WHERE EVENT_ID=6222572(This Table has GL_transfer_status_code as 'Y' which mean that data has been transfered from the XLA subledger to GL )
SELECT * FROM XLA_AE_LINES WHERE AE_HEADER_ID=8109567
SELECT * FROM GL_INTERFACE where reference26=6222572(The data from the GL interface gets cleared once we complete the journal import  program, So parallely we can get the event id from the interface )

EVENT_STATUS_CODE
Event type code    
I    Incomplete         
N    No action
P    Processed
U    Unprocessed

PROCESS_STATUS_CODE
Processing status code                  
D    Draft
E    Error
I    Incomplete
P    Processed
R    Related event in error
U    Unprocessed


Then Transfer the data to GL using Standard Program Transfer Journal entries to GL Program

SELECT * FROM GL_JE_HEADERS ORDER BY DATE_CREATED DESC (THIS TABLE CONTAINS THE LEDGER ID AND BATCH ID)
SELECT * FROM GL_JE_BATCHES WHERE JE_BATCH_ID=5355733(WE GET THE BATCH ID FROM GL_JE_HEADERS AND CONTAINS A COLUMN CALLED STATUS THAT GENERALLY TELLS THAT WHETHER IT IS POSTED FINALLY TO GL_BALANCES OR NOT)
SELECT * FROM GL_JE_LINES WHERE JE_HEADER_ID= 7109876(EVEN THIS TABLE CONTAINS THE COLUMN CALLED STATUS THAT TELLS WHETHER THE PARTICULAR TRANSACTION IS POSTED TO GL BALANCES)

IF STATUS=U ===> Then it is unposted
STATUS=P ==> Then it is Posted








Goto General Ledger Journal Post==> give the details of the journal; that we would like to post



                                Finally we Post the Final Balances




SELECT * FROM GL_BALANCES WHERE CODE_COMBINATION_ID=13402 ORDER BY LAST_UPDATE_DATE DESC

Oracle Payables business process flow is setup, suppliers, invoices and payments, inquiry and reporting and period-end processing. The Oracles Payables business flow is setup, supplier entry, invoice entry, payments or disbursements generation, inquiry and reporting and period-end processing. Each organization must define its specific operating environment.

What are all the Modules Interacting with AP? 

Cash Management

Oracle iExpenses

General Ledger

Oracle Assets

Subledger Accounting (R12)

HRMS

Project Accounting

Purchasing/iprocurement

Global Accounting Engine (11i)

Define Payment Terms and their Types

Payment Terms are defined to automatically create payment schedule lines for an invoice.  The due date for every invoice    shall be determined by the Payment Term associated with it. Multiple scheduled lines and multiple levels of discount can be defined in payment terms. There is no limit to number of Payment Terms that can be defined for an organization.

While scheduling, the payment term determines the following with regard to an invoice:

a.    Number of installments in which the invoice needs to be settled

b.    Amount in each installment

c.    Due Date of each installment

d.    Discounts available for early payment of each installment.

Navigation: Setup> Invoice> Payment Terms

The due date of every installment is determined by TERMS DATE BASIS. The Terms Date can be any of Invoice Date, Invoice Received Date, Goods Received Date or Systems Date. In a case where the PO Payment term differs from the Invoice payment term, the payment term which has better ranking shall take precedence. Changing the Payment Terms in an invoice after the payment lines are scheduled changes the scheduled payment lines. 

What is terms date basis?

Terms Date Basis is to calculate due date.

Due date is calculated 4way. Eg: payment term is 30days

• Due date = Sysdate + 30days
• Due date = Invoice date + 30days
• Due date = Goods Receive Date + 30days
• Due date = Invoice Received date + 30days

How many types of Invoices we can create in Oracle Payables?

A. Standard

B. Debit Memo

C. Credit Memo

D. Pre-Payment

E. Expense Report

F. Withholding Tax Invoice

G. Miscellaneous Invoice

What are the types of Invoice Matching in AP

Invoice matching can be two-way (invoice to PO), three-way (invoice to PO to receipt) and four-way (invoice to PO to receipt to inspection of goods)

What is the difference between Debit and Credit Memo?

Debit Memo will raise the Customer.

Credit Memo will raise the Vendor.

How many Holds AP have?
System Holds: Tax, Quantity Match, Po amount with Invoice Amount
Manual Holds: Invoice Limit, Hold on Invoice

Can you Release Manual Holds? If Yes, How?
Yes. Holds – Release Holds

How many ways you can pay the Invoice Amount?
Apply in Full
Schedule Payments
Installments

How many key flexfields are there in Payables?

No key flexfields in PO,AP

What are the mandatory setups in AP?

1- Financial Options

2- Define Suppliers

3- Define Payment Terms

4- Define Payment Methods

5- Define Banks and Banks Accounts And Banks Accounts Documents

6- Open AP Accounts Periods

What is pay date basis?

The Pay Date Basis for a supplier determines the pay date for a supplier’s invoices.

• Due

• Discount

What are the Payment Methods available?

• Check – You can pay with a manual payment, a Quick payment, or in a payment batch.

• Clearing – Used for recording invoice payments to internal suppliers.

• Electronic – You generate an electronic payment file that you deliver to your bank to create payments. Use Electronic if the invoice will be paid using EFT or EDI.

• Wire – Used to manually record a wire transfer of funds between your bank and your supplier’s bank.

What is the difference between quick payment and manual payment?

Quick Payment: It allows you to make a single payment against one or more invoices at a time to one supplier through payables.

Manual Payment: This is the process of entering the check details which has been paid manually in some emergency requirements into the payment form and selecting the invoices of the concerned supplier and check whether the total of the invoices and the paid amount at the header are same and save.

What are Aging Periods?

Aging periods are nothing but the periods that we setup to control and maintain the supplier outstanding bill towards the invoice. From this we can able to study the due date of the supplier form the generation of invoice.

Steps to transfer the data from AP to GL

 R12
     a) Run Create Accounting with the parameter Transfer to GL as Yes.
     b) Run Create Accounting with the parameter Transfer to GL as No and run Tranfer Journal
        Entries to GL.
        1. Create Accounting
        2. Transfer to GL (includes Journal Import)
        3. Post to GL
     Parameters:
        a. Error Only : Yes (Only erred events will be picked up. Try to use No)
        b. Report : In Detail (if we make it detail then it will show with the detail output.)
 11i
     a) If AX is installed
         Submit AX Posting Manager.
         1. Translate Events
         2. Tranfer to GL
         3. Journal Import
         4. Post to GL.
     b) If AX is not installed
         1.Payables accounting process
         2.Payables transfer to general ledger
         3.Journal import
         4.Post journals

Oracle Technical AP Tables

What are the Interface Tables in AP?

AP_INVOICES_INTERFACE

AP_INVOICE_LINES_INTERFACE

AP_INTERFACE_CONTROLS

————————————–

AP_SUPPLIERS_INT

AP_SUPPLIER_SITES_INT

AP_SUP_SITE_CONTACT_INT

AP_SUPPLIER_INT_REJECTIONS

What is the API to cancel single AP Invoice?

AP_CANCEL_PKG.AP_CANCEL_SINGLE_INVOICE

What is the API to find invoice status?

AP_INVOICES_PKG.GET_APPROVAL_STATUS