AP Module

Oracle Payables has following major processes:

1. Setting up suppliers
2. Entering and approving invoices
3. Paying invoices
4. Creating accounting entries
5. Sending transactions to the general ledger

Type of Invoices in AP:

1. Standard: An invoice from a supplier representing an amount due for goods or services purchased (standard invoices can be matched to either a PO or receipt, or not matched)
2. Credit Memo: A memo from a supplier representing a credit amount toward goods or services for which you have already been invoiced
3. Debit Memo: An invoice you enter to record a credit for a supplier who does not send you a credit memo
4. Expense Report: An invoice representing an amount due to an employee for business-related expenses
5. Prepayment: A type of invoice you enter to pay an advance payment for expenses to a supplier or employee
6. Withholding Tax Invoices: This is the invoice created on an original invoice to withhold certain amount from the original invoice and pay this amount to a 3rd party (usually Government) later.
7.  Recurring Invoices: for fixed amount and fixed duration, we will select recurring

             invoices. Like rent accounts and so on.

     8.    Mixed Type Invoice: for company miscellaneous expenses we will create mixed

            Type.

     9.    Quick Match Invoice: we will match the invoice either with PO or invoice with

           receipt, as the matching payments will be done.

   

    10.  PO Default: we will give the PO Number as per the PO amount invoice will be

           Generated.

  

How to create the invoices:

Go to Invoices -> Invoices

Note: By Default the payment option is check.

You can check the Invoice details from backend

select * from ap_invoices_all where invoice_id = &Invoice_Id

OR

select * from ap_invoices_all where invoice_num='&Invoice_Num'

You can find the invoice_id for the invoice you have created from the front end

Go to the invoice screen and go to Help->Diagnostic->Examine

Then In Examine-Field-Prompt type Invoice Id then it will give you the invoice id of the screen shown.

Next step.

Distributions -> Enter the type and amount

This distribution is nothing but the total amount of items listed here and which should be equal to the header’s amount. In distribution we can list all of items with the respective amount

We can see the distribution of our items in the below query:

select * from ap_invoice_distributions_all where invoice_id = &Invoice_id

Now we need to validate out invoices.

Go to the action tab Actions....1 tab in the invoices screen(Header screen) and check the validate check box and then click OK.

To remove the withholding tax:

need to go to the supplier and go to the withholding tab à Then search for your supplier and uncheck the withholding box, then it will not show you again.

Note: If you don’t want to allow the withholding tax then we need to go to the supplier and search for our supplier and then need to go in the invoices and withholding tax tab and then uncheck the tab…..similarly we can do this for the sites tab in the same screen.

If we do some validation/re-validation, then one record will be created into “ap_accounting_events_all” table

select * from ap_accounting_events_all where source_id= &Invoice_id

Note:

Source_id is ‘invoice_id’ in case of Invoices and ‘check_id’ in case of Payments.

If we give some wrong inputs in “Distribution” screen as shown in the below screenshot:

Here our total invoice is for rupees 200 and again we are adding here 100 rupees more i.e this distribution amount is exceeding the total invoice amount. So we need to validate it again and when we revalidate one extra record will be added in ap_accounting_events_all with the column “EVENT_TYPE_CODE” as “INVOICE ADJUSTMENT” as seen in the below query:

select * from ap_accounting_events_all where source_id= &Invoice_Id

To reverse this transaction we need to click on the reverse 1 tab then it will add one more record, which will be the reverse of the previous distribution line.

Note: After any addition or deletion in the item list or in accounting we need to re-validate our transaction.

After this we need to validate.

Now we need to pay for our Invoices: PAYMENTS

Go to Payables –> Payments -> Payments

When we want to create a single payment, rather than an entire payment batch, we either record a manual payment we generated outside of Payables, or we can create a Quick payment (single computer generated payment).

Then click to the click “Enter/Adjust Invoice”

Then go to the Invoice Number and query for your invoice:

Now take the check id from the query :

select * from ap_invoice_payments_all where invoice_id = &Invoice_id

and put this check id in the below query :

select * from ap_checks_all where check_id = &check_id

ACCOUNTING:

We need to do the accounting:
Go to the Invoices à Invoices

Search for your invoice Num –> Dhee_Ballu

Go To Actions…1 then check the Create Accounting Box:

2^nd Method:

Go to the View -> Request
Then search for the Reports as “Payables Accounting Process”



Now give the account “From date” and account “To date”:

Then Click on OK and submit the request.

Select * from ap_accounting_events_all where source_id= &invoice_id

to get the “ACCOUNTING_EVENT_ID” here it is (78350 78351)
Go and check these entries in the ap_ae_headers_all

Select * from ap_ae_headers_all where ACCOUNTING_EVENT_ID IN (78350,78351)

Now take AE_HEADER_ID from the ap_ae_headers_all (above query) and check in the ap_ae_lines_all

Select * from ap_ae_lines_all where AE_HEADER_ID IN (74631,74632)

Now we need to put all our transaction to the General Ledger, which is the common repository of all the modules that finally gives the info about the profit and loss / balance sheet.

We need to run the concurrent program for transferring the accounting into the GL and the name of the request is “Payables Transfer to General Ledger” so query for this and

We need to enter the following as mandatory parameter

From date: e.g sysdate

To date: e.g Sysdate

Submit Journal Import: Yes

Transfer to GL Interface: In Detail

Important tables in AP modules

 Invoice Table-

·         ap_invoices_batches_all

·         ap_invoices_all

·         ap_invoce_lines_all

·         ap_invoice_distributions_all

Supplier Table 11i	Supplier Table R12
po_vendors po_vendor_sites_all po_vendor_contacts	ap_suppliers ap_supplier_sites_all ap_supplier_contact

Payment Table

·         ap_invoice_payments_all

·         ap_inv_selection_criteria_all

·         ap_checks_all

Accounting Table

·         ap_accounting_events

·         ap_ae_headers_all

·         ap_ae_lines_all

Payment terms table

·         ap_terms

·         ap_terms_lines

Hold_Tables

·         ap_holds_all

·         ap_hold_lines

·         ap_realease

Tolerance table

·         ap_tolrance.

Reporting Table

·         ap_reporting_ntities

·         ap_reporting_entities_lines

Distribution Set Table

·         ap_distribution_sets

·         ap_distribution_set_lines_all

Bank table

·         ap_bannks_branches_all

·         ap_bank_accounts_all

·         ap_bank_account_uses_all