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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
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
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

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 headers amount. In distribution we can list all of items with the respective

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 Then search for your supplier and
uncheck the withholding box, then it will not show you again.
Note: If you dont 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

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
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
We need to do the accounting:
Go to the Invoices Invoices
Search for your invoice Num > Dhee_Ballu
Go To Actions1 then check the Create Accounting Box:

2nd 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
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
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
Supplier Table 11i

Supplier Table R12



Payment Table
Accounting Table
Payment terms table
Tolerance table
Reporting Table


Distribution Set Table

Bank table