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Payable AP

Oracle Payables contains four major processes:


Entering Suppliers,
Entering and Approving Invoices,
Paying Invoices and
Posting Transactions to GL.
AP_SUPPLIERS
This table replaces the old PO_VENDORS table.
Segment1 - Supplier Number.
It stores information about your supplier level attribut
es.
Each row includes the purchasing, receiving, invoice, ta
x, classification, and general information.
Oracle Purchasing uses this information to determine act
ive suppliers.
The supplier name, legal identifiers of the supplier wil
l be stored in TCA and a reference to the party created in TCA will be stored in
AP_SUPPLIERS.PARTY_ID, to link the party record in TCA.
AP_SUPPLIER_SITES_ALL
This table replaces the old PO_VENDOR_SITES_ALL table.
It stores information about your supplier site level att
ributes.
There is a row for unique combination of supplier addres
s, operating unit and the business relationship that you have with the supplier.
The supplier address information is not maintained in th
is table and is maintained in TCA.
The reference to the internal identifier of address in T
CA will be stored in AP_SUPPLIER_SITES_ALL.LOCATION_ID, to link the address reco
rd in TCA.
Each row includes the supplier reference, purchasing, in
voice, and general information.
AP_INVOICES_ALL
It 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 and c
an have one or more scheduled payments.
AP_INVOICE_LINES_ALL
It contains records for invoice lines entered manually, generate
d automatically or imported from the Open Interface.
An invoice can have one or more invoice lines.
An invoice line represents goods (direct or indirect materials),
service(s), and/or associated tax/freight/miscellaneous charges invoiced from a
supplier.
An invoice line should contain all the attributes that are prese
nt on the physical or electronic invoice presented by the supplier.
AP_INVOICE_DISTRIBUTIONS_ALL
It holds the distribution information that is manually entered o
r system-generated.
There is one row for each invoice distribution and a distributio

n must be associated with an invoice.


An invoice can have multiple distributions.
AP_INVOICE_PAYMENTS_ALL
It contains records of invoice payments that you made to supplie
rs.
There is one row for each payment you make for each invoice and
there is one payment and one invoice for each payment in this table.
Oracle Payables application updates this table when you confirm
an automatic payment batch, enter a manual payment, or process a Quick payment.
When you void a payment, your Oracle Payables inserts an additio
nal payment line that is the negative of the original payment line.
AP_PAYMENT_SCHEDULES_ALL
This table stores information about scheduled payment informatio
n on invoices.
AP_PAYMENT_HISTORY_ALL
It stores the clearing/unclearing history for payments.
It also stores the maturity history for future dated payments.
The table contains a row for each future dated payment, once the
future dated payment matures, i.e. becomes negotiable.
Any time a payment is cleared or uncleared, a row is inserted in
to this table for the payment.
AP_BATCHES_ALL
It contains summary information about invoices you enter in batc
hes if you enable the Batch Control Payables option.
There is one row for each batch of invoices you enter.
If you enable Batch Control, each invoice must correspond to a r
ecord in this table.
Your Oracle Payables application uses this information to group
together invoices that one person entered in a batch.
AP_CHECKS_ALL
It stores information about payments issued to suppliers or refu
nds received from suppliers.
There is one row for each payment you issue to a supplier or ref
und received from a supplier.
Oracle Payables application uses this information to record paym
ents you make to suppliers or refunds you receive from suppliers.
Oracle Payables application stores the supplier name and bank ac
count name for auditing purposes, in case either one is changed after you create
the payment.
Oracle Payables application also stores address information for
all payments.
AP_HOLDS_ALL
It contains information about holds that you or your Oracle Paya
bles 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 inv
oice-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.
AP_BANK_ACCOUNTS_ALL
It contains information about your bank accounts.
There is one row for each bank account you define and each bank
account must be affiliated with one bank branch.
AP_BANK_ACCOUNT_USES_ALL
It stores information for the internal and external bank account
s you define in Oracle Payables and Oracle Receivables applications.
AP_CARDS_ALL
It stores information about the corporate credit cards issued to
your employees by your corporate credit card providers.
AP_TRIAL_BALANCE
It contains denormalized information about invoices and payments
posted to the accrual set of books.

Oracle Apps Payable Table Structure:


Supplier Tables
AP_SUPPLIERS
This table replaces the old PO_VENDORS table. It stores information about your s
upplier level attributes.
AP_SUPPLIER_SITES_ALL
It stores information ab
out your supplier site level attributes.
IBY_EXTERNAL_PAYEES_ALL
stores Payee(supplier) informati
on.
HZ_PARTIES
Party data for the suppliers.
HZ_PARTY_SITES
Party site data
for the supplier sites.B4
Supplier Interface tables
ap_suppliers_int
Supplier Interface. Exec
ute Supplier Open Interface Import Program
ap_supplier_sites_int
Supplier site interface. Execute
"Supplier Sites Open Interface Import" Program
Invoice
AP_INVOICES_ALL
It contains records for invoices you enter
AP_INVOICE_LINES_ALL
It contains records for invoice lines entered manually, generated automatically
or imported from the Open Interface.
AP_INVOICE_DISTRIBUTIONS_ALL
It holds the distributio
n information that is manually entered or system-generated
Invoice Interface

AP_INVOICES_INTERFACE
Invoice Header I
nformation. Run Payables Open Interface Import concurrent program
AP_INVOICE_LINES_INTERFACE
Invoice Lines and Distri
butions Information
Payments
AP_CHECKS_ALL
Check Header Information
AP_INVOICE_PAYMENTS_ALL
by a Check/Payment
AP_PAYMENT_HISTORY_ALL
AP_INV_SELECTION_CRITERIA_ALL
AP_SELECTED_INVOICES_ALL
AP_PAYMENT_DISTRIBUTIONS_ALL
CE_PAYMENT_DOCUMENTS
IBY_PAY_SERVICE_REQUESTS
information (11i Terminology is Payment Batch)
IBY_PAY_INSTRUCTIONS_ALL
rmation
IBY_DOC_PAYABLES_ALL
ion stored by IBY for generating payment
IBY_PAYMENTS_ALL
Payment Information

Details of Invoice paid

AP_CHECK_STOCKS_ALL
Payment Process Request
Payment Instruction info
Invoice informat

Accounting
XLA_EVENTS
VENTS_ALL
XLA_AE_HEADERS
XLA_AE_LINES

replaces AP_ACOCUNTING_E
replaces AP_AE_HEADERS_ALL
replaces AP_AE_LINES_ALL

Bank Accounts
CE_BANK_ACCOUNTS
CE_BANK_ACCT_USES_ALL

AP_BANK_ACCOUNTS_ALL
replaces AP_BANK_ACCOUNT_USES_ALL

Credit Card Transactions Table


AP_EXPENSE_FEED_LINES
Use the Credit Card Transaction Interface Table to load
transaction datafrom your credit card issuers into your Payables system.
When you submit the Credit Card Transaction Validation a
nd Exception Report, for records where the CREATE_DISTRIBUTION_FLAG is Y,
Payables uses the data in the AP_EXPENSE_FEED_LINES tabl
e to create distributions with proper accounts in the AP_EXPENSE_FEED_DISTS
table
Question: How many types of Invoices in Oracle Account Payables
1.Standard
2.Debit Memo
3.Credit Memo
4.Pre-Payment

5.Expense Report
6.Withholding Tax Invoice
7.Miscellaneous Invoice
Prepayment Invoice:
Whenever we want make payments t
o 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 ag
ainst 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: 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 lev
el at shippments
we will have 3 types
1)two way: PO & Invoice quantities must match with in th
e tolerance before the corresponding invoice can be paid.
2)three way: PO, Receipt and invoice quantities must mat
ch with in the tolerance before the corresponding invoice can be paid.
3)four way: PO, Receipt, Inspection and invoice quantiti
es must match with in the tolerance before the corresponding invoice can be paid

Question: What is a Hold? Explain the types of Hold


Invoice holds:If invoice is not approve then that invoice will be keepin
g under hold status.By selecting holds button in invoice form,we can see the hol
d details.
Select * from ap_hold_all
Question: Which interface tables are used for Invoice Import , give the importan
t columns?
BASE TABLES:
AP_INVOICES_ALL
AP_INVOICE_PAYMENTS_ALL
AP_PAYMENT_SCHEDULES_ALL
AP_INVOICE_DISTRUBUTIONS_ALL
AP_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
Describe the 4-Way Matching?
2 Way Matching: The Invoice Amount Should match with PO,
(Invoice with PO)
3 Way Matching: The Receipts Should match with Invoice,
(Invoice, PO with Receipts)
4 Way Match: The Goods Should match with Inspection/Acce
pted (Invoice, PO, Inspections & Receipts)
2-Way (Invoice to Purchase Order)
Quantity billed vs. quantity ordered on shipment line
Invoice unit price vs. purchase order line unit price
3-Way (Invoice to Purchase Order and Receipt)
2 -Way match criteria AND
Quantity billed vs. quantity received
Item = Receipt Required
4-Way (Invoice to Purchase Order and Receipt and Inspection)
3-Way match criteria AND
Quantity billed vs. quantity accepted
Note: Quantity accepted = (Quantity received quantity rejected)
Item = Inspectio
n Required
How many Holds we have?
System Holds: Tax, Quantity Match, Po amount with Invoice Amount
Manual Holds: Invoice Limit, Hold on Invoice
How many ways you can pay the Invoice Amount?
Apply in Full
Schedule Payments
Installments

What is the difference between Debit and Credit Memo?


Debit Memo will raise the Customer
Credit Memo will raise the Vendor
How many key flexfields are there in Payables?
No key flexfields in PO,AP
What are Payment Terms?
Payables uses payment terms to automatically calculate due dates
, discount dates, and discount amounts for each invoice you enter.
Payment terms will default from the supplier site.
If you need to change the payment terms and the terms you want t
o use are not on the list of values, you can define additional terms in the Paym
ent Terms window.
What are the Payment Methods available?
Check
You can pay with a manual payment, a Quick payme
nt, or in a payment batch.
Clearing
Used for recording invoice payments to internal
suppliers.
Electronic You generate an electronic payment file that you deli
ver 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 suppliers bank.
What are the line types of an Invoice?
Item
Item lines capture the d
etails of the goods and services billed on your invoice.
Freight
Freight lines capture the detail
s of your freight charges.
Miscellaneous Miscellaneous lines capture the details of other
charges on your invoices such as installation or service.
Tax
Payables integra
tes with Oracle E-Business Tax to automatically determine and calculate the appl
icable tax lines for your invoices.
What are the Invoice Distribution Types?
Item
Freight
Miscellaneous
Tax
Withholding
Prepayment
What are Holds in AP?
Holds can be placed by the system and some holds can be placed manually.
Holds prevent payment and, sometimes, accounting of an invoice.
Payables applies holds to invoices that fail the Invoice Validation proc
ess.
Release holds from invoices to allow payment and accounting entry creati
on for the invoices.

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
Give some of the Oracle Payables interface?
a)
b)
c)
d)

Credit Card Transaction Interface


Invoice Import Interface
Payables Open Interface
Purchase Order Matching

What are the key tables where supplier bank information are stored?
IBY_EXTERNAL_PAYEES_ALL
IBY_EXTERNAL_PAYERS_ALL
IBY_EXT_BANK_ACCOUNTS
IBY_PMT_INSTR_USES_ALL
What is meant by with-holding tax invoice?
A separate tax invoice generated for withholding tax amount. Later this
invoice will be knocked of when making the payment made to the authority.
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)
What are the mandatory setups in AP?
123456-

Financial Options
Define Suppliers
Define Payment Terms
Define Payment Methods
Define Banks and Banks Accounts And Banks Accounts Documents
Open AP Accounts Periods

What is pay date basis?


The Pay Date Basis for a supplier determines the pay date for a suppliers
invoices.
Due
Discount
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 whic
h has been paid manually in some emergency requirements
into the
payment form and selecting the invoices of the concerned supplier and check whe
ther the total of the invoices and the paid amount at the header are same and sa
ve.
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 you will transfer payables to general ledger?
When the payable accounting entries are created, then run the program ca
lled Payables Transfer to GL Program, which sends the invoice entries and payable
entries to GL interface.
Then submit a request called Journal import to import journal entries to
GL.
What are Aging Periods?
Aging periods are nothing but the periods that we setup to control and m
aintain the supplier outstanding bill towards the invoice.
From this we can able to study the due date of the supplier form the gen
eration of invoice.
What is a Mixed Invoice and how do I enter one?
Mixed Invoices are invoices or credit/debit memos for which you
can perform both positive and negative matching to purchase orders and to other
invoices.
For example, you can enter an invoice for -$100 with Invoice Typ
e Mixed. You can match to an invoice for $-200, and match to a purchase order fo
r $100.
To enter a Mixed invoice:
1. Enter the invoice or credit/debit memo in the Invoices Summar
y, and enter Mixed as the invoice Type. You can enter either a positive or negat
ive invoice amount.
2. Match to purchase orders, and/or invoices.
Tables:
ap_suppliers
ap_invoices_all
ap_invoice_lines_all

General Ledger GL
Tables:
GL_JE_BATCHES
GL_JE_HEADERS
GL_JE_LINES
GL_BALANCES
GL_SETS_OF_BOOKS
GL_CODE_COMBINATIONS
GL_PERIOD_STATUSES
GL_INTERFACE
Receivables AR
Assets FA
Cash Management CM