Payables Open Interface
AP Invoice Interface is concerned with the creation of payable invoices in the Oracle System. Standard Payable invoices are created in the system for the PO sent across to the supplier and invoice details received for the same.
Payable invoices can be created manually by entering from the Invoice screen but in business having recurring transactions opt for auto invoice creation. This mechanism involves populating the interface tables with the invoice table and run the payables import program to create the invoice.
Table Details:
AP Invoice Interface tables
1.AP_INVOICES_INTERFACE
2.AP_INVOICE_LINES_INTERFACE
AP Invoice Base Tables:
1. AP_INVOICES_ALL
2.AP_INVOICE_DISTRIBUTIONS_ALL
3. AP_PAYMENT_SCHEDULES_ALL
Error table:
1.AP_INTERFACE_REJECTIONS
2.AP_INTERFACE_CONTROLS
Payable invoices can be created manually by entering from the Invoice screen but in business having recurring transactions opt for auto invoice creation. This mechanism involves populating the interface tables with the invoice table and run the payables import program to create the invoice.
Table Details:
AP Invoice Interface tables
1.AP_INVOICES_INTERFACE
2.AP_INVOICE_LINES_INTERFACE
AP Invoice Base Tables:
1. AP_INVOICES_ALL
2.AP_INVOICE_DISTRIBUTIONS_ALL
3. AP_PAYMENT_SCHEDULES_ALL
Error table:
1.AP_INTERFACE_REJECTIONS
2.AP_INTERFACE_CONTROLS
Users can use the Payables Open Interface Import program to create Payables invoices from invoice data in the Payables Open Interface Tables. Payables Open Interface Tables need to be populated with invoice data from the following sources:
- Supplier EDI invoices (ASC X12 810/EDIFACT INVOIC) transferred through Oracle EDI Gateway
- Invoices from other accounting systems with a custom SQL*Loader program
- Credit card transactions you have transferred using the Credit Card Invoice Interface Summary
After the interface tables are populated users need to submit
- The Payables import program to create payables invoices.Enter the report parameters. In the Source field, select the source name from the list of values. If your records have a Group and you want to import invoices for only that group, enter the Group. This will allow you to import smaller sets of records concurrently for the same source, which will improve your performance. If you use batch control, enter a Batch Name.
Debugging Interface Errors
After the interface program completes invoices will be created in the system. For the records failing the validations no invoices will be created and the records will be errored out in the interface.
Some of the most fatal errors are
- No supplier or supplier site
- The invoice number is a duplicate
- Use the Open Interface Invoices window to correct problems directly in the Payables Open Interface tables.
Invoice Validation
Once the Invoices have been created invoice validation needs to be done so that invoices can be processed further to make payments and transfer to GL. For this we need to either manually validate individual invoices from the Invoice Screen or run the Invoice Validation Program. This activity will validate the invoices and allow further processing, In case invoices fail in validation then the invoices will be put on hold . the user can see the hold details by pressing the "HOLDS" button on the invoice screen. at the backend hold details will be stored in the table : ap_invoice_holds
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AR to GL Transfer (General Ledger Transfer Program)
AR to GL Transfer is a process which is concerned with the transfer to data from A to the GL Module.
The General Ledger Transfer Program is a standard spawned program provided by Oracle to transfer the data from AR to GL. The program picks up all the eligible records and transfers them to the gl_interface. All the transactions that have been accounted and are complete, and have not been transferred to GL will be picked up.
When submitting the program to transfer the records to GL form AR user can determine the transactions to be transferred by specifying a General Ledger Date Range when submitting the Interface Program. The user specifies a GL date that Receivables will use to select the transactions for posting.
Note: If you are using the Oracle Applications Multiple Reporting Currencies (MRC) feature, you must run the General Ledger Interface program for your primary set of books and each of your reporting set of books
The General Ledger Transfer Program consists of a number of Parameters some of which are discussed below:
Post in Summary:
When the user runs the General Ledger Transfer Program he has the option of choosing a parameter to perform a Summarized or Detailed Transfer
Choose a Posting Detail of Summary or Detail.
This controls how Receivables creates journal entries for your transactions in the interface table.
- If you select Detail(No), then the General Ledger Interface program creates at least one journal entry in the interface table for each transaction in your posting submission.
- If you select Summary(Yes), then the program creates one journal entry for each general ledger account.
Run Journal Import: If the user selects a value = ‘YES’ Oracle will submit the Journal Import process and create Journals for the transferred records. If the user selects the parameter to be ‘NO’ Oracle will not submit the Journal Import Program and the user will be able to see the data in the GL Interface.
When Submitting the General Ledger Transfer Program Oracle will also check if all the submitted code combinations are valid or not. In case there are any code combinations which are inactive or invalid in GL the Program will report it to the user and process the remaining records.
How to Identify if a record is transferred to GL: Once a transaction has been transferred to General Ledger the user must be abe to identify that the transactions have been transferred to GL. In order to enable the user to find out these details Oracle has specified a field: POSTING_CONTROL_ID in the table : ra_cust_trx_line_gl_dist , If the value of the columns is -3 it means that the record has not been transferred to GL.
RA_CUST_TRX_LINE_GL_DIST_ALL: POSTING_CONTROL_ID NOT NULL Receivables posting batch identifier:
–1 means the record was posted by the old posting program (ARXGLP);
–2 means it was posted from old Release 8 Revenue Accounting;
–3 means it was not posted;
–4 means it was posted by the Release 9 RAPOST program.
How to identify a transaction which has been transferred to General Ledger?
The import puts rows into gl_import references REFERENCE21 to REFERENCE30
If the journal is imported in detail these are added to REFERENCE1 to REFERENCE10 in GL_JE_LINES. In summary mode the references map from there to GL_IMPORT_REFERENCES as there is no 1 to 1 relationship between the lines in gl and there source references.
Below is list from Oracle on which reference fields are populated with what values depending on the transaction category.
If you are customizing it should be note that these are subject to change without warning or notice.
USER_JE_CATEGORY_NAME = Adjustment
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_ADJUSTMENTS.ADJUSTMENT_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : AR_ADJUSTMENTS.ADJUSTMENT_NUMBER
Reference26 : RA_CUST_TRX_TYPES.TYPE
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'ADJ'
Reference29 : 'ADJ_'||AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_ADJUSTMENTS'
Reference22 : AR_ADJUSTMENTS.ADJUSTMENT_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : AR_ADJUSTMENTS.ADJUSTMENT_NUMBER
Reference26 : RA_CUST_TRX_TYPES.TYPE
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'ADJ'
Reference29 : 'ADJ_'||AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_ADJUSTMENTS'
USER_JE_CATEGORY_NAME = Sales Invoice
Reference21 : POSTING_CONTROL_ID
Reference22 : RA_CUSTOMER_TRX.CUSTOMER_TRX_ID
Reference23 : RA_CUST_TRX_LINE_GL_DIST.CUST_TRX_LINE_GL_DIST_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : HZ_CUST_ACCOUNTS.ACCOUNT_NUMBER
Reference26 : 'CUSTOMER'
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'INV'
Reference29 : 'INV_'||RA_CUST_TRX_LINE_GL_DIST.ACCOUNT_CLASS
Reference30 : 'RA_CUST_TRX_LINE_GL_DIST'
Reference22 : RA_CUSTOMER_TRX.CUSTOMER_TRX_ID
Reference23 : RA_CUST_TRX_LINE_GL_DIST.CUST_TRX_LINE_GL_DIST_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : HZ_CUST_ACCOUNTS.ACCOUNT_NUMBER
Reference26 : 'CUSTOMER'
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'INV'
Reference29 : 'INV_'||RA_CUST_TRX_LINE_GL_DIST.ACCOUNT_CLASS
Reference30 : 'RA_CUST_TRX_LINE_GL_DIST'
Reference21 : POSTING_CONTROL_ID
Reference22 : RA_CUSTOMER_TRX.CUSTOMER_TRX_ID
Reference23 : RA_CUST_TRX_LINE_GL_DIST.CUST_TRX_LINE_GL_DIST_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : HZ_CUST_ACCOUNTS.ACCOUNT_NUMBER
Reference26 : 'CUSTOMER'
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'CM'
Reference29 : 'CM_'||RA_CUST_TRX_LINE_GL_DIST.ACCOUNT_CLASS
Reference30 : 'RA_CUST_TRX_LINE_GL_DIST'
Reference22 : RA_CUSTOMER_TRX.CUSTOMER_TRX_ID
Reference23 : RA_CUST_TRX_LINE_GL_DIST.CUST_TRX_LINE_GL_DIST_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : HZ_CUST_ACCOUNTS.ACCOUNT_NUMBER
Reference26 : 'CUSTOMER'
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'CM'
Reference29 : 'CM_'||RA_CUST_TRX_LINE_GL_DIST.ACCOUNT_CLASS
Reference30 : 'RA_CUST_TRX_LINE_GL_DIST'
Reference21 : POSTING_CONTROL_ID
Reference22 : RA_CUSTOMER_TRX.CUSTOMER_TRX_ID
Reference23 : RA_CUST_TRX_LINE_GL_DIST.CUST_TRX_LINE_GL_DIST_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : HZ_CUST_ACCOUNTS.ACCOUNT_NUMBER
Reference26 : 'CUSTOMER'
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'DM'
Reference29 : 'DM_'||RA_CUST_TRX_LINE_GL_DIST.ACCOUNT_CLASS
Reference30 : 'RA_CUST_TRX_LINE_GL_DIST'
Reference22 : RA_CUSTOMER_TRX.CUSTOMER_TRX_ID
Reference23 : RA_CUST_TRX_LINE_GL_DIST.CUST_TRX_LINE_GL_DIST_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : HZ_CUST_ACCOUNTS.ACCOUNT_NUMBER
Reference26 : 'CUSTOMER'
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'DM'
Reference29 : 'DM_'||RA_CUST_TRX_LINE_GL_DIST.ACCOUNT_CLASS
Reference30 : 'RA_CUST_TRX_LINE_GL_DIST'
Reference21 : POSTING_CONTROL_ID
Reference22 : RA_CUSTOMER_TRX.CUSTOMER_TRX_ID
Reference23 : RA_CUST_TRX_LINE_GL_DIST.CUST_TRX_LINE_GL_DIST_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : HZ_CUST_ACCOUNTS.ACCOUNT_NUMBER
Reference26 : 'CUSTOMER'
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'CB'
Reference29 : 'CB_'||RA_CUST_TRX_LINE_GL_DIST.ACCOUNT_CLASS
Reference30 : 'RA_CUST_TRX_LINE_GL_DIST'
Reference22 : RA_CUSTOMER_TRX.CUSTOMER_TRX_ID
Reference23 : RA_CUST_TRX_LINE_GL_DIST.CUST_TRX_LINE_GL_DIST_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : HZ_CUST_ACCOUNTS.ACCOUNT_NUMBER
Reference26 : 'CUSTOMER'
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'CB'
Reference29 : 'CB_'||RA_CUST_TRX_LINE_GL_DIST.ACCOUNT_CLASS
Reference30 : 'RA_CUST_TRX_LINE_GL_DIST'
Receipts Journal
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_CASH_RECEIPTS.CASH_RECEIPT_ID||'C'
||AR_CASH_RECEIPT_HISTORY_ALL.CASH_RECEIPT_HISTORY_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : AR_CASH_RECEIPTS.RECEIPT_NUMBER
Reference25 : Null
Reference26 : Null
Reference27 : AR_CASH_RECEIPTS.PAY_FROM_CUSTOMER
Reference28 : 'TRADE'
Reference29 : 'TRADE_'|| AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_CASH_RECEIPT_HISTORY'
Application Journal
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_CASH_RECEIPTS_ALL.CASH_RECEIPT_ID||'C'
||AR_RECEIVABLE_APPLICATIONS_ALL.RECEIVABLE_APPLICATION_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : AR_CASH_RECEIPTS.RECIPT_NUMBER
Reference25 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference26 : RA_CUST_TRX_TYPES.TYPE
Reference27 : AR_CASH_RECEIPTS.PAY_FROM_CUSTOMER
Reference28 : 'TRADE' or 'CCURR'
Reference29 : 'TRADE_' or 'CCURR_'|| AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_RECEIVABLE_APPLICATIONS'
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_CASH_RECEIPTS.CASH_RECEIPT_ID||'C'
||AR_CASH_RECEIPT_HISTORY_ALL.CASH_RECEIPT_HISTORY_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : AR_CASH_RECEIPTS.RECEIPT_NUMBER
Reference25 : Null
Reference26 : Null
Reference27 : AR_CASH_RECEIPTS.PAY_FROM_CUSTOMER
Reference28 : 'TRADE'
Reference29 : 'TRADE_'|| AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_CASH_RECEIPT_HISTORY'
Application Journal
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_CASH_RECEIPTS_ALL.CASH_RECEIPT_ID||'C'
||AR_RECEIVABLE_APPLICATIONS_ALL.RECEIVABLE_APPLICATION_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : AR_CASH_RECEIPTS.RECIPT_NUMBER
Reference25 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference26 : RA_CUST_TRX_TYPES.TYPE
Reference27 : AR_CASH_RECEIPTS.PAY_FROM_CUSTOMER
Reference28 : 'TRADE' or 'CCURR'
Reference29 : 'TRADE_' or 'CCURR_'|| AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_RECEIVABLE_APPLICATIONS'
Header
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_CASH_RECEIPTS.CASH_RECEIPT_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : AR_CASH_RECEIPTS.RECEIPT_NUMBER
Reference25 : AR_CASH_RECEIPT_HISTORY.CASH_RECEIPT_HISTORY_ID
Reference26 : Null
Reference27 : AR_CASH_RECEIPTS.PAY_FROM_CUSTOMER
Reference28 : 'MISC'
Reference29 : 'MISC_' || AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_CASH_RECEIPT_HISTORY'
Distributions
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_CASH_RECEIPTS_ALL.CASH_RECEIPT_ID
Reference23 : AR_DISTRIBUTIONS_ALL.LINE_ID
Reference24 : AR_CASH_RECEIPTS_ALL.RECEIPT_NUMBER
Reference25 : AR_MISC_CASH_DISTRIBUTIONS_ALL.MISC_CASH_DISTRIBUTION_ID
Reference26 : null
Reference27 : null
Reference28 : 'MISC'
Reference29 : 'MISC_'AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_MISC_CASH_DISTRIBUTIONS'
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_CASH_RECEIPTS.CASH_RECEIPT_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : AR_CASH_RECEIPTS.RECEIPT_NUMBER
Reference25 : AR_CASH_RECEIPT_HISTORY.CASH_RECEIPT_HISTORY_ID
Reference26 : Null
Reference27 : AR_CASH_RECEIPTS.PAY_FROM_CUSTOMER
Reference28 : 'MISC'
Reference29 : 'MISC_' || AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_CASH_RECEIPT_HISTORY'
Distributions
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_CASH_RECEIPTS_ALL.CASH_RECEIPT_ID
Reference23 : AR_DISTRIBUTIONS_ALL.LINE_ID
Reference24 : AR_CASH_RECEIPTS_ALL.RECEIPT_NUMBER
Reference25 : AR_MISC_CASH_DISTRIBUTIONS_ALL.MISC_CASH_DISTRIBUTION_ID
Reference26 : null
Reference27 : null
Reference28 : 'MISC'
Reference29 : 'MISC_'AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_MISC_CASH_DISTRIBUTIONS'
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_RECEIVABLES_APPLICATIONS.RECEIVABLE_APPLICATION_ID
Reference23 : AR_DISTRIBUTIONS_ALL.LINE_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference26 : RA_CUST_TRX_TYPES.TYPE
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'CMAPP'
Reference29 : 'CMAPP_'||AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_RECEIVABLE_APPLICATIONS'
Reference22 : AR_RECEIVABLES_APPLICATIONS.RECEIVABLE_APPLICATION_ID
Reference23 : AR_DISTRIBUTIONS_ALL.LINE_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference26 : RA_CUST_TRX_TYPES.TYPE
Reference27 : RA_CUSTOMER_TRX.BILL_TO_CUSTOMER_ID
Reference28 : 'CMAPP'
Reference29 : 'CMAPP_'||AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_RECEIVABLE_APPLICATIONS'
Reference21 : POSTING_CONTROL_ID
Reference22 : AR_TRANSACTION_HISTORY.TRANSACTION_HISTORY_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : AR_TRANSACTION_HISTORY.CUSTOMER_TRX_ID
Reference26 : RA_CUST_TRX_TYPES.TYPE
Reference27 : RA_CUSTOMER_TRX.DRAWEE_ID
Reference28 : 'BR'
Reference29 : 'BR_'||AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_TRANSACTION_HISTORY'
Reference22 : AR_TRANSACTION_HISTORY.TRANSACTION_HISTORY_ID
Reference23 : AR_DISTRIBUTIONS.LINE_ID
Reference24 : RA_CUSTOMER_TRX.TRX_NUMBER
Reference25 : AR_TRANSACTION_HISTORY.CUSTOMER_TRX_ID
Reference26 : RA_CUST_TRX_TYPES.TYPE
Reference27 : RA_CUSTOMER_TRX.DRAWEE_ID
Reference28 : 'BR'
Reference29 : 'BR_'||AR_DISTRIBUTIONS.SOURCE_TYPE
Reference30 : 'AR_TRANSACTION_HISTORY'
Upon running the Program the data will be interfaced to the GL Module in the table GL Interface where the user can identify any of the transferred record using the above references.
Even After transferring the data to General Ledger the AR module will still retain all the entries that have been transferred and can be used by for future reference
AR to GL transfer process is required for transferring all the AR data to GL so that financial reports can be prepared for all the expected revenue, receivables for the business.
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AP to GL Transfer
Accounts Payable Module in Oracle is concerned with the creation of Payables Invoices, Making payments, bill payments, and expenses and performing other financial activities related to all the expenditures and liabilities of an organization. This is a sub-ledger module in Oracle and all the data recorded in this module need to be transferred into General Ledger so that these are reflected in the financial statements of the organization. Any data which is not transferred to General Ledger will not be reflected in the financial statements. Oracle has provided a standard Program: Payables Transfer to General Ledger to Transfer the Data from AP to GL.
This Program when run in Oracle will transfer all the eligible records from AP to General Ledger. On the Invoices front once the invoices have been created in the system, Validated and Accounted for we run the Payables transfer to General Ledger Program to transfer the invoice details to General Ledger.
When the payable accounting entries are created, then run the program called '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
After transferring the data to General Ledger Payables retains the accounting entries, so you can continue to review them in Payables. Also, after you post journal entries in Oracle General Ledger, you can drill down to the related accounting entries or transactions in Payables.
Before Submitting the Payables transfer to General Ledger Program the user needs to ensure that certain prerequisites are met:
1. The Period of which data is being transferred to general ledger must be open
2. The Invoices which are to be transferred to General Ledger must be validated and accounted.
Payables Transfer to General Ledger Program takes a number of parameters as input. The values of these parameters determine what activities will be performed by the program.
The Parameters taken in by the Program are discussed below:
1. Set of Books Name: Specifies the set of books for which the user wishes to transfer the data to general ledger. If you do not define a secondary set of books in the Payables Options window, Payables automatically enters the name of your primary set of books and you cannot change the default. If we have defined a primary and reporting set of books then payables will display Both as the default meaning that an entry will be created for both the set of books , In case the user wishes to perform transfer for a given set of books he needs to change the value manually.
2. Transfer Reporting books : When transferring the data should the data be posted in the reporting set of books also
3. Batch Name: When the data is transferred to General Ledger Oracle will create a journal batch for these records. The Batch name specified here will be used when creating a batch in general ledger so that the user can easily identify their payables batch in general ledger. If no batch name is specified General Ledger uses the journal source, request id , the Actual Flag (A, B, or E for actual, budget, or encumbrance), and Group ID to automatically create a name for your journal entry batch . In case the user supplies a batch name this batch name will be appended to the oracle generated batch name.
4. From Date: Payables will transfer all the eligible records having GL date on or after this date.
5. To Date: Payables will transfer all the eligible records having GL date on or before this date.
6. Journal Entry Category: We can select from the LOV
a. Invoices: This will transfer only the eligible invoices to general ledger
b. Payments: Payables transfers journal entry information for the payments.
c. All: Payables will transfer the journal information of both , Invoices and Payments .
7. Validate Accounts: When transferring the records from Payables to General Ledger if the parameter value is ‘YES’ Oracle will check for the validity of the accounts in general ledger and ensure that these accounts are active in GL , If the user selects a value ‘NO’ , the data will be simply transferred to General Ledger and the account validation will be done In the General Ledger Module later
8. Transfer to GL Interface: This parameter is used to specify whether we wish to transfer summarized or detailed accounting entry lines. Even if the user chooses summary he still has the option to drill down from General Ledger to individual transactions in Payables.
a. In Detail: Do not summarize the entries. Transfer one accounting entry for each accounting entry.
b. Summarize by Accounting Date: Summarize the accounting lines by account and date.
c. Summarize by Accounting Period: Summarize the accounting lines by account and accounting period.
9. Submit Journal Import: This parameter specifies if Oracle should run Journal Import after Transferring data into the GL Interface.
a. YES : Once the data has been transferred to GL Interface , Oracle will also run the Journal Import to create Journals for the transferred records
b. NO : Do not submit the Journal Import , the data will be available in the GL Interface for user reference.
Even After transferring the data to General Ledger the AR module will still retain all the entries that have been transferred and can be used by for future reference.
How to Identify the Invoices that are transferred to GL Interface ?
Oracle has provided us with 2 columns : GL_SL_LINK_ID and GL_SL_LINK_TABLE
GL_SL_LINK_TABLE: value is APECL for Payables actuals, and APENCL for Payables encumbrances.
GL_SL_LINK_ID: value is a unique, sequential number
User can use this combination to fetch the details of the transaction which has been transferred to GL
Below is list of the reference columns from Oracle site which get populated when the Payables data is transferred to GL Interface.
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: supplier name
· Reference22: invoice ID
· Reference23: distribution line number
· Reference25: invoice number
· Reference26: AP Invoices
· Reference27: set of books ID
· Reference30: 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, Realized Gain/Loss, Future Payment, and Rounding accounts.
USER_JE_CATEGORY_NAME: Payments
USER_JE_SOURCE_NAME : Payables
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
AP to GL transfer process is required for transferring all the AP data to GL so that financial reports can be prepared for all the expected revenue, receivables for the business.
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Inventory Transfer to GL
As a part of reconciliation with GL the inventory details are transferred to General Ledger. Oracle has provided the users with a standard program: Transfer Transactions to GL which can be used to transfer the inventory information to general ledger.
On running this program all the accounting information in the INV module is transferred to General Ledger. The Program picks up all the records from the table mtl_transaction_accounts having gl_batch_id = -1 for the entered program parameters and transfers them to gl interface.
The Program is generally run as a part of period end process when account reconciliations need to be done.
Like the other modules when the request is run all the accounting information is transferred to GL Interface. Users can subsequently run the Journal Import and Journal Posting Programs to create journals and post them into Ledger.
When submitting the Inventory Transfer to GL Program the user has an option of transferring the information at a summary level or detailed level
Summary: The accounting information of the relevant transactions are summarized and summary information is transferred, as summary information is being transferred the process is faster and takes less time.
Detail: In case of detail a detailed information is transferred. Detailed accounting records are created for each transaction of Inventory. As the mode since , since detailed transactions are created for individual Inventory transactions the process is more time consuming and thus processing times are higher.
If none is selected, no transfer of accounting information to GL is done for this organization.
As we have mentioned the Program picks up the relevant records from the table mtl_transaction accounts having a gl_batch_id = -1, When the transactions are passed to the gl_interface it is at this time that the batch is given it’s proper batch number. This is used to overwrite the gl_batch_id and update it.
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Overview of Oracle General Ledger
Overview of Oracle General Ledger
Oracle General ledger is the core module concerned with the financial reporting of information .All the financial information will mostly end up in General Ledger from where final reporting will be done. General ledger module willRecord , Analyze , Manipulate and Report the information.
General Ledger will receive information from all the oracle modules
- Order Management
- Purchasing
- Receivables
- Payables
- HRMS
- Projects
- CRM etc.
All the information is recorded , analyzed and then reported by General Ledger
The Basic Accounting cycle of General Ledger is
- Open the period
- Receive data
- Create Journals/Reverse Journals
- Post Journals
- Review
- Revalue
- Consolidate
- Reconcile
- Run Reports
- Close Accounting Period
General Ledger Module will record all the financial information in the form of journal entries
It will create journal entries for all the information coming in an then post it to the final set of books.
General Ledger System can receive information from Oracle Systems and Non-Oracle Systems.
Form Oracle Systems:
Data Processing Cycle |
From Non Oracle Systems
- Data Will Be uploaded via Spreadsheets
- Journals Will be created
- Journals will be posted to General Ledger
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