11i Oracle Payables Technical Information

Expense Report/Invoice Entry
Expense reports are entered using Web Expenses. This is multi-org sensitive, therefore each instance is set up with a template. The template is stored in AP_EXPENSE_REPORTS_ALL. The expense reports are submitted for approval and routed using workflow. When the expense report is approved, the payables department reviews and approved the expense report. Expense Report information is stored in the following tables
AP_EXPENSE_REPORT_HEADERS_ALL
AP_EXPENSE_REPORT_LINES_ALL

The accounts payable department runs a concurrent process call “Payables Invoice Import”. This process turns approved expense reports into invoices. The process populates the following tables
AP_INVOICES_ALL
AP_INVOICE_DISTRIBUTIONS_AL.

These are the exact tables that are populated when an invoice is entered directly into the AP Invoice Entry form. Invoices must be approved and accounted. Approval can be done on individual invoices through the form or by running a concurrent process called “Payables Approval”. Once the invoice is approved, the accounting process can be run. This can also be done by through the AP Invoice Entry form or by running the concurrent process “Payables Accounting Process”. The process populates the following tables
AP_AE_HEADERS_ALL
AP_AE_LINES_ALL

These are the tables that are used to create the journal entries that will go to the General Ledger. This process is called “Payables Transfer to General Ledger”. The process takes all lines in the AP_AE tables (whose GL_TRANSFER_FLAG = N and are within the parameters set by the user submitting the program) and inserts them into the GL_INTERFACE table. If the user marks Journal Import to Y when submitting, the completion of the transfer to GL process will kick off the Journal Import. This will then create the data in the GL_JOURNAL_BATCHES, GL_JOURNAL_HEADERS, and
GL_JOURNAL_LINES tables.

Creating Payments

Creating payments is the same basic navigation as creating invoices. An Invoice must be approved (does not have to have the accounting run yet). The payment can be created in the Invoice Entry form after the invoice is approved. The payments can also be created in batches. From the Payment Batches form, the user will enter the criteria to build the payment batch. The user will then choose actions and build the batch. The data will be inserted into the following tables:
AP_INVOICE_PAYMENTS_ALL
AP_PAYMENT_DISTRIBUTIONS_ALL

After the batch is built, formatted and confirmed, the user will need to create accounting and transfer to GL, as explained above.