Important Tables in Payables Module (Oracle Payables - AP)

Payables Module (Oracle Payables - AP)

The accounts payable department is responsible for creating and maintaining a partnership with each supplier to
ensure that all terms and conditions of the relationship are met. Processing Invoices. The accounts payable
department receives invoices and records liabilities and corresponding expenses or assets.

Table Name Important Columns Description

AP_INVOICES_ALL
AP_INVOICE_LINES_ALL
AP_INVOICE_DISTRIBUTIONS_ALL
INVOICE_ID (Primary Key) AP_INVOICES_ALL contains
ORG_ID (Ministry Identifier) records for invoices you enter.
INVOICE_NUM (Invoice Number) There is one row for each invoice
INVOICE_DATE (Invoice Date) you enter. An invoice can have one
INVOICE_AMOUNT (Invoice or more invoice distribution lines.
Amount) An invoice can also have one or
INVOICE_CURRENCY_CODE more scheduled payments.
(Invoice Currency)
VENDOR_ID (Supplier Id)
VENDOR_SITE_ID (Supplier Site
Id)
EXCHANGE_RATE (Exchange
rate for foreign currency Invoice)
EXCHANGE_RATE_TYPE
(Exchange rate type used for
foreign currency Invoice)
INVOICE_ID, LINE_NUMBER AP_INVOICE_LINES_ALL contains
(Primary Key) records for invoice lines entered
ORG_ID (Ministry Identifier) manually, generated automatically
DESCRIPTION (Invoice line or imported from the Open
description) Interface. An invoice can have
AMOUNT (Line Amount in Invoice multiple lines.
Currency)
INVOICE_ID, Invoice distribution line information,
DISTRIBUTION_LINE_NUMBER where accounting details are
(Primary Key) stored. An invoice can have
ORG_ID (Ministry Identifier) multiple distributions.
INVOICE_LINE_NUMBER (Invoice
line number for parent line)
AMOUNT (Invoice distribution
amount)
BASE_AMOUNT (Amount of
invoice in OMR (functional
currency), only used for foreign
currency invoices)
DIST_CODE_COMBINATION_ID
(Accounting Flexfield identifier
(Chart of Account) for account
associated with a distribution)

AP_SUPPLIERS VENDOR_ID (Primary Key) To get all the supplier information

AP_SUPPLIER_SITES_ALL
SEGMENT1 (Supplier Number)
VENDOR_NAME (Supplier Name)
VENDOR_SITE_ID (Primary Key)
VENDOR_ID (Supplier Id)
VENDOR_SITE_CODE (Identifier
for serving site)
ORG_ID (Ministry Identifier)
for the invoice we need to go
ap_suppliers. AP_SUPPLIERS
stores information about your
supplier level attributes. Each row
includes the purchasing, receiving,
invoice, tax, classification, and
general information. Oracle
Purchasing uses this information to
determine active suppliers.
AP_SUPPLIER_SITES_ALL stores
information about your supplier
delivery site level attributes.
Relates operating unit (Individual
Ministry) and the business

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Important Tables in Payables Module (Oracle Payables - AP)
AP_PAYMENT_SCHEDULES_ALL INVOICE_ID (Invoice identifier)
BATCH_ID (Invoice batch
identifier)
EXTERNAL_BANK_ACCOUNT_ID
(External bank account identifier)
DUE_DATE (Payment due date)
ORG_ID (Ministry Identifier)
AP_BATCHES_ALL BATCH_ID (Primary key)
BATCH_NAME (Invoice batch
name (uniqueness enforced by the
Invoice workbench))
BATCH_DATE (Invoice Batch
Date)
ORG_ID (Ministry Identifier)
INVOICE_CURRENCY_CODE
(Currency code of invoice,
overrides supplier invoice currency
(may be left null for Multiple
Currency Batches))
AP_CHECKS_ALL CHECK_ID (Primary Key)
CHECK_DATE (Payment Date)
AMOUNT (Payment Amount)
BASE_AMOUNT (Payment
Amount in OMR (Functional
Currency))
VENDOR_ID (Supplier Id)
VENDOR_SITE_ID (Supplier Site
Id)
CURRENCY_CODE (Payment
Currency Code)
EXCHANGE_RATE (Exchange
rate for foreign currency payment)
EXCHANGE_RATE_TYPE
(Exchange rate type used for
foreign currency payment)
ORG_ID (Ministry Identifier)
AP_INVOICE_PAYMENTS_ALL INVOICE_PAYMENT_ID (Primary
Key)
INVOICE_ID (Invoice Id)
CHECK_ID (Payment Id)
AMOUNT (Payment Amount)
ORG_ID (Ministry Identifier)
AP_HOLDS_ALL INVOICE_ID (Invoice Identifier)
LINE_NUMBER (Invoice line
number of the applied hold)
HOLD_LOOKUP_CODE (Name of
hold code)
HOLD_REASON (Reason for hold
being placed on invoice)
RELEASE_LOOKUP_CODE
(Name of release code)
RELEASE_REASON (Reason for
release being placed on invoice)
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relationship that you have with the
supplier.
Scheduled payment information on
invoices
AP_BATCHES_ALL contains
summary information about
invoices you enter in batches if you
enable the Batch Control Payables
option.
AP_CHECKS_ALL stores
information about payments
issued to suppliers or refunds
received from suppliers.
You need one row for each
payment you issue to a
supplier or refund received from a
supplier. Your Oracle
Payables application uses this
information to record payments
you make to suppliers or refunds
you receive from
suppliers. Your Oracle Payables
application uses
BANK_ACCOUNT_NUM,
BANK_NUM, and
BANK_ACCOUNT_TYPE for the
supplier's bank information
when you use the Electronic
payment method.
AP_INVOICE_PAYMENTS_ALL
contains records
of invoice payments that you made
to suppliers. There
is one row for each payment you
make for each
invoice.
AP_HOLDS_ALL contains
information about holds that you or
your Oracle Payables application
place on an invoice. Oracle
Payables application does not pay
invoices that have one or more
unreleased holds recorded in this
table. Possible hold reasons are
Accounting Holds, Funds Holds,
Invoice Holds, Matching Holds,
Variance Holds, Miscellaneous
Holds
Important Tables in Payables Module (Oracle Payables - AP)

Some Sample Queries to understand links between tables and finding details related to invoices and payments

Query to Find Open AP invoices

SELECT
aia.invoice_num,
aia.invoice_currency_code,
decode(aia.payment_status_flag, 'N', 'UN-PAID', 'P', 'Partial Paid',
'Y', 'PAID') payment_status_flag,
aia.invoice_date,
aps.vendor_name,
apss.vendor_site_code,
aila.line_number,
aia.invoice_amount,
aila.amount line_amount,
pha.segment1 po_number,
aila.line_type_lookup_code,
apt.name term_name,
gcc.concatenated_segments distributed_code_combinations,
aca.check_number,
aipa.amount payment_amount,
apsa.amount_remaining,
aipa.invoice_payment_type,
hou.name operating_unit,
gl.name ledger_name
FROM
apps.ap_invoices_all aia,
ap_invoice_lines_all aila,
ap_invoice_distributions_all aida,
ap_suppliers aps,
ap_supplier_sites_all apss,
po_headers_all pha,
gl_code_combinations_kfv gcc,
ap_invoice_payments_all aipa,
ap_checks_all aca,
ap_payment_schedules_all apsa,
ap_terms apt,
hr_operating_units hou,
gl_ledgers gl
WHERE
aia.invoice_id = aila.invoice_id
AND aila.invoice_id = aida.invoice_id
AND aila.line_number = aida.invoice_line_number
AND aia.vendor_id = aps.vendor_id
AND aia.payment_status_flag <> 'Y'
AND aia.vendor_site_id = apss.vendor_site_id
AND aps.vendor_id = apss.vendor_id
AND aia.po_header_id = pha.po_header_id (+)
AND aida.dist_code_combination_id = gcc.code_combination_id
AND aipa.invoice_id (+) = aia.invoice_id
AND aca.check_id (+) = aipa.check_id
AND apsa.invoice_id = aia.invoice_id
AND apt.term_id = aia.terms_id
AND hou.organization_id = aia.org_id
AND gl.ledger_id = aia.set_of_books_id
AND aia.org_id = :p_org_id /*Parameter Operating Unit Id*/

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Important Tables in Payables Module (Oracle Payables - AP)

SQL query to get the invoice validation and accounting details for the payment (Check)

SELECT
aca.check_number,
aia.invoice_id,
aia.invoice_num,
aia.invoice_currency_code,
aia.invoice_amount,
ail.line_number,
ail.amount line_amount ,
aida.distribution_line_number,
aida.amount distribution_amount ,
aida.accrual_posted_flag,
decode(aida.match_status_flag, 'A', 'Validated', 'N', 'Never Validated',
'T', 'Needs Revalidation', 'S', 'Stopped') "Invoice Validation Status" ,
decode(ap_invoices_pkg.get_posting_status(aia.invoice_id),
'S',
'Selected for Accounting',
'P',
'Partial',
'N',
'Unaccounted',
'Y',
'Accounted',
'Unaccounted') "Invoice Accounting Status" ,
aida.invoice_distribution_id,
aida.accounting_event_id,
gcc.concatenated_segments distribution_account,
apps.ap_invoices_pkg.get_approval_status(aia.invoice_id, aia.invoice_amount, aia.payment_status_flag,
aia.invoice_type_lookup_code
) "Invoice Approval Status",
decode(aida.posted_flag, 'Y', 'Posted', 'N', 'Not Posted',
'Not Posted') "Invoice Posting Status"
FROM
ap_checks_all aca,
ap_invoice_payments_all aipa,
ap_invoices_all aia,
ap_suppliers asa,
ap_invoice_lines_all ail,
ap_invoice_distributions_all aida,
gl_code_combinations_kfv gcc
WHERE
aca.check_id = aipa.check_id
AND aipa.invoice_id = aia.invoice_id
AND aia.vendor_id = asa.vendor_id
AND ail.invoice_id = aia.invoice_id
AND aida.invoice_id = aia.invoice_id
AND aida.invoice_line_number = ail.line_number
AND gcc.code_combination_id = aida.dist_code_combination_id
AND gcc.chart_of_accounts_id = 101
AND aca.check_number = :p_check_number /*Check Number*/
AND aia.org_id = :p_org_id /*Parameter Operating Unit Id*/;