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Payables Transfer to GL

Muhammad Rafi Aamiri Madani on Thursday, May 20, 2010

In Oracle Applications, modules such as AP, AR, PO, INV ,PA and WIP have concurrent processes that take the information from database structures in which the business activity is stored and inserts it into the GL_INTERFACE table. List of some of the transferring concurrent programs are: Payables Transfer to General Ledger aka APPPST (AP) Create Journal Entries aka FAPOST(FA) General Ledger Transfer Program ak ARGLTP(AR) AX Transfer to GL akaAXXPSTGL(AX) Interface Burden Cost to GL PADTBC(PA) o PRC: Interface Labor Costs to General Ledger PAGGLT(PA) o PRC: Interface Usage Costs to General Ledger PASGLT(PA) o PRC: Interface Revenue to General Ledger PATTGL(PA) Transfer transactions to GL INCTGL(Inv) Payroll Transfer to GL(PAY)

Journal categories used while AP to GL Transfer As you know journal categories classifications used to indicate the purpose or nature of your journal entry.Therefore in Payable the categories which are used are Invoices (also called Purchase Invoices), Payments, and All (both Invoices and Payments) and Reconciled Payments (for Payment Clearing and Payment Unclearing Events). More Important the type of journal category you can select depends on the accounting method that you have selected for your set of books. Doing a Transfer to GL from AP After you create accounting entries in Payables, submit the Payables Transfer to General Ledger program which send invoice and payment accounting entries to the general ledger interface which is triggered with Journal Import program. How and what Payables Populates into GL Except Oracle Fixed Assets module, most of subledger transfer program moved via GL_Interface table. Once you submit the payables transfer to General Ledger program , the data get populates into GL Interface table with accounting information for Payables transactions. If you use Oracle General Ledger, then Journal Import uses the data in the GL Interface to create journal entries and populates the General Ledger

GL_JE_BATCHES, tables.

GL_JE_HEADERS,GL_JE_LINES,

and

GL_IMPORT_REFERENCES

When the Payables Transfer to General Ledger program transfers accounting information to the GL Interface, it always populates the following columns: GL_SL_LINK_ID: value is a unique, sequential number GL_SL_LINK_TABLE: value is APECL for Payables actuals, and APENCL for Payables encumbrances.

When you submit the Payables Transfer to General Ledger program you specify whether you want to transfer accounting information in summary or detail, and you specify the journal category. The parameters you select affect what is transferred to GL Interface columns REFERENCE21REFERENCE30. When you transfer in Details When you do a transfer in details , these information get populated in GL_Interface. Purchase Invoices Records for the Purchase Invoices journal category debit the Expense account (including exchange rate variance and invoice price variance accounting entries), and credit the Liability account. Reference21: Reference22: Reference23: Reference25: Reference26: Reference27: Reference30: supplier name invoice ID distribution line number invoice number AP Invoices set of books ID type of account charged: Liability or Expense

Payments Records for the Payments journal category debit the Liability account,credit the Cash account, and are charged to the Discount, RealizedGain/Loss, Future Payment, and Rounding accounts. USER_JE_CATEGORY_NAME: Payments USER_JE_SOURCE_NAME : Payables Reference21: supplier name Reference22: invoice ID Reference23: check ID Reference24: check number Reference25: Paid invoice number Reference26: AP Payments Reference27: set of books ID Reference28: invoice distribution line number Reference29: invoice payment ID Reference30: account charged: Liability, Cash, Discount, Exchange Gain,Exchange Loss, Future Pay, or Rounding

Reconciled Payments Records for the Reconciled Payments journal category are charged to the Cash Clearing and Reconciliation Accounting accounts. The Payables Transfer to General Ledger program populates GL Interface reference columns with reconciled payment information as follows: Reference21: supplier name Reference23: check ID Reference24: check number Reference26: AP Reconciled Payments Reference27: set of books ID Reference30: account charged: Cash, Cash Clearing, Charges, Errors,Exchange Gain, Exchange Loss, or Rounding Query for Subledger Transfer to GL If you want to get details of payments and invoices on the journals transferred to GL, use this to get the result. You can also fine tune with period , currency or clearing company code.
select glcc.segment1 "Company" , gjjlv.period_name "PERIOD" , gjb.name "JOURNAL BATCH NAME" , gjjlv.header_name "JOURNAL SOURCE" , gjjlv.line_reference_1 "SUPPLIER NAME" , gjjlv.currency_code "CURRENCY" , invoice_type_lookup_code "TRANSACTION TYPE" , gjjlv.line_reference_5 "TRANSACTION NUMBER" , aia.invoice_date "TRANSACTION DATE" -- , gjjlv.je_source "SOURCE" , gjjlv.line_entered_dr "ENTERED DEBIT" , gjjlv.line_entered_cr "ENTERED CREDIT" , gjjlv.line_accounted_dr "ACCOUNTED_DEBIT" , gjjlv.line_accounted_cr "ACCOUNTED_CREDIT" ,glcc.concatenated_segments "CHARGE ACCOUNT" FROM apps.GL_JE_JOURNAL_LINES_V gjjlv , gl_je_lines gjl , ap_ae_lines_all aala , gl_je_headers gjh , gl_je_batches gjb , ap_invoices_all aia , apps.gl_code_combinations_KFV glcc , po_vendors pv WHERE gjl.gl_sl_link_table = 'APECL' AND gjl.period_name ='NOV-2008'period AND gjjlv.currency_code = --currency code AND gjb.je_batch_id = gjh.je_batch_id AND gjh.je_header_id = gjl.je_header_id AND gjh.period_name = gjl.period_name AND gjh.set_of_books_id = gjl.set_of_books_id AND glcc.code_combination_id = gjl.code_combination_id AND gjjlv.je_batch_id = gjh.je_batch_id AND gjjlv.je_header_id = gjh.je_header_id AND gjjlv.line_je_line_num = gjl.je_line_num AND gjh.period_name = gjjlv.period_name AND gjh.set_of_books_id = gjjlv.set_of_books_id AND glcc.code_combination_id = gjjlv.line_code_combination_id AND aala.code_combination_id = gjl.code_combination_id

AND aala.gl_sl_link_id = gjl.gl_sl_link_id AND aala.reference5 = aia.invoice_num AND gjh.set_of_books_id = aia.set_of_books_id AND pv.vendor_id = aia.vendor_id AND gjjlv.line_reference_1 = pv.vendor_name ORDER BY aia.invoice

Troubleshooting AP To GL Program Issue 1 :Why my payments and/or invoices that are not posting to GL and you believe they should post. Resolution:1) Invoice should not be Hold :Make sure invoices are ready to post. An invoice must be approved and/or have no posting holds in order to be selected for posting. To ensure that your invoices are ready to post, you should run autoapproval and review the hold reports. Invoice Hold Report - displays all hold invoices. Posting Hold Report - only displays invoices with holds that prevent posting. Matching Hold Report - only displays invoices with matching holds.

2) Ensure payments are made. You must insure that all your payment batches have been completed in all sense , they should be either confirmed or canceled. Make sure period will not close if there are payment batches in a status other than confirmed or canceled. Issue 2: Sometime transfer AP Transfer to GL takes Longer time? Resolution : This should not be a case, if you are experincing the program takes longer check any locks from database side. Issue 3: Is there any Pre-requisite for AP to Gl transfer? Resolution: Yes, Here is the Sequence to follow: 1. Run Invoice Validation process 2. then run Payables Accounting Process and you have the option of transferring to GL You may also submit payables transfers to GL later. Issue 4: While Transfer why my DFF not populated? Resolution: The DFF in the AP Invoice will not get transferred to the GL and this is an Intended functionality till 11i. A note on Payables Transfer to General Ledger Report

This report has a summary section which gives totals of the accounting entries transferred to the gl interface table. It has two sections which show exceptions: one section shows accounting entries that could not be transferred because they were in an error status second sectiom shows transferred due to a discrepancy between the accounted account and the account in the general ledger.

http://forums.oracle.com/forums/thread.jspa?messageID=4275804 Use the reference columns i.e REFERENCE_1 to REFERENCE_10 of gl_je_lines table to join the AP, AR tables with the GL tables like the below query. SELECT gjl.reference_1, gjl.reference_2, gjl.reference_4, gjl.reference_5, gjl.reference_10, aia.doc_sequence_value, aia.invoice_type_lookup_code, aia.description invoice_description, ada.prepay_distribution_id, gjl.description, aca.doc_sequence_value payment_doc_seq_number, ada.invoice_id, aia.doc_sequence_value FROM gl.gl_je_headers gjh, gl.gl_je_lines gjl, ap.ap_checks_all aca, ap.ap_invoices_all aia, ap.ap_invoice_distributions_all ada WHERE gjl.je_header_id = gjh.je_header_id AND aia.invoice_id(+) = gjl.reference_2 AND ada.invoice_id(+) = gjl.reference_2 AND ada.invoice_id(+) = gjl.reference_3 AND aca.check_id(+) = gjl.reference_3; Thanks, Lokesh.

AP-SLA-GL Link Query


SELECT aia.INVOICE_ID "Invoice Id", aia.INVOICE_NUM "Invoice Number", aia.INVOICE_DATE "Invoice Date",

aia.INVOICE_AMOUNT "Amount", xal.ENTERED_DR "Entered DR in SLA", xal.ENTERED_CR "Entered CR in SLA", xal.ACCOUNTED_DR "Accounted DR in SLA", xal.ACCOUNTED_CR "Accounted CR in SLA", gjl.ENTERED_DR "Entered DR in GL", gjl.ACCOUNTED_DR "Accounted DR in GL", xal.ACCOUNTING_CLASS_CODE "Accounting Class", gcc.SEGMENT1||'.'||gcc.SEGMENT2||'.' ||gcc.SEGMENT3||'.'||gcc.SEGMENT4||'.' ||gcc.SEGMENT5||'.'||gcc.SEGMENT6||'.' ||gcc.SEGMENT7 "Code Combination", aia.INVOICE_CURRENCY_CODE "Inv Curr Code", aia.PAYMENT_CURRENCY_CODE "Pay Curr Code", aia.GL_DATE "GL Date", xah.PERIOD_NAME "Period", aia.PAYMENT_METHOD_CODE "Payment Method", aia.VENDOR_ID "Vendor Id", aps.VENDOR_NAME "Vendor Name", xah.JE_CATEGORY_NAME "JE Category Name" FROM apps.ap_invoices_all aia, xla.xla_transaction_entities XTE, apps.xla_events xev, apps.xla_ae_headers XAH, apps.xla_ae_lines XAL, apps.GL_IMPORT_REFERENCES gir, apps.gl_je_headers gjh, apps.gl_je_lines gjl, apps.gl_code_combinations gcc, apps.ap_suppliers aps, (select aid1.invoice_id, pa.project_id, nvl(pa.segment1,'NO PROJECT') Project from apps.ap_invoice_distributions_all aid1, apps.PA_PROJECTS_ALL pa where aid1.rowid in (select MAx(rowid) from apps.ap_invoice_distributions_all aid2 where aid1.INvoice_ID=aid2.INvoice_ID group by aid1.invoice_id) and aid1.project_id=pa.project_id(+)) sql1, (select aid1.invoice_id, pt.task_id, nvl(pt.task_number,'NO TASK') Task from apps.ap_invoice_distributions_all aid1, apps.PA_TASKS pt where aid1.rowid in (select MAx(rowid) from apps.ap_invoice_distributions_all aid2 where aid1.INvoice_ID=aid2.INvoice_ID group by aid1.invoice_id) and aid1.task_id=pt.task_id(+)) sql2 WHERE aia.INVOICE_ID = xte.source_id_int_1 and aia.INVOICE_ID=sql1.Invoice_ID and aia.INVOICE_ID=sql2.Invoice_ID

and and and and and and and and and and and and and and and and and and and

xev.entity_id= xte.entity_id xah.entity_id= xte.entity_id xah.event_id= xev.event_id XAH.ae_header_id = XAL.ae_header_id XAH.je_category_name = 'Purchase Invoices' XAH.gl_transfer_status_code= 'Y' XAL.GL_SL_LINK_ID=gir.GL_SL_LINK_ID gir.GL_SL_LINK_TABLE = xal.GL_SL_LINK_TABLE gjl.JE_HEADER_ID=gjh.JE_HEADER_ID gjh.JE_HEADER_ID=gir.JE_HEADER_ID gjl.JE_HEADER_ID=gir.JE_HEADER_ID gir.JE_LINE_NUM=gjl.JE_LINE_NUM gcc.CODE_COMBINATION_ID=XAL.CODE_COMBINATION_ID gcc.CODE_COMBINATION_ID=gjl.CODE_COMBINATION_ID aia.VENDOR_ID=aps.VENDOR_ID gjh.STATUS='P' gjh.Actual_flag='A' gjh.CURRENCY_CODE='USD' aia.Invoice_id=&Invoice_Id;

select gjjlv.period_name "Period Name" , gjb.name "Batch Name" , gjjlv.header_name "Journal Entry For" , gjjlv.je_source "Source" ,glcc.concatenated_segments "Accounts" , NVL(gjjlv.line_entered_dr,0) "Entered Debit" , NVL(gjjlv.line_entered_cr,0) "Entered Credit" , NVL(gjjlv.line_accounted_dr,0) "Accounted Debit" , NVL(gjjlv.line_accounted_cr,0) "Accounted Credit" , gjjlv.currency_code "Currency" , rctype.name "Trx type" , rcta.trx_number "Trx Number" , rcta.trx_date "Trx Date" , RA.CUSTOMER_NAME "Trx Reference" , gjh.STATUS "Posting Status" , trunc(gjh.DATE_CREATED) "GL Transfer Dt" , gjjlv.created_by "Transfer By" from apps.GL_JE_JOURNAL_LINES_V gjjlv , gl_je_lines gje , gl_je_headers gjh , gl_je_batches gjb , ra_customer_trx_all rcta , apps.ra_customers ra , apps.gl_code_combinations_kfv glcc , ra_cust_trx_types_all rctype where /*gjh.period_name IN ('OCT-2008','NOV-2008') and */glcc.code_combination_id = gje.code_combination_id and gjh.je_batch_id = gjb.je_batch_id and gjh.je_header_id = gje.je_header_id and gjh.period_name = gjb.default_period_name and gjh.period_name = gje.period_name and gjjlv.period_name = gjh.period_name and gjjlv.je_batch_id = gjh.je_batch_id and gjjlv.je_header_id = gjh.je_header_id and gjjlv.line_je_line_num = gje.je_line_num and gjjlv.line_code_combination_id = glcc.code_combination_id and gjjlv.line_reference_4 = rcta.trx_number and rcta.cust_trx_type_id = rctype.cust_trx_type_id and rcta.org_id = rctype.org_id and ra.customer_id = rcta.bill_to_customer_id

I am giving u some Links which may help u to make Link from other tables to GL

When Source is Payable then reference_5 of GL_JE_LINES table is the invoice Number and reference_2 is the invoice_id and Ref3 is the check_id. When Source is Purchasing then ref5 of GL_JE_LINES table represent the transaction_id of rcv_transaction When Source is Inventory then check the transaction type. If transaction type is Average cost update then the transaction_id of the mtl_material_transaction_id represents the transaction_id of rcv_transaction_id in rcv_transaction table. If transaction_type is PO Receipt then RCV_TRANSACTION_ID in mtl_material_transaction_id reprensent the transaction_id of rcv_transaction_id in rcv_transaction table.