Oracle Payables Documentation Update
This section contains important information. Please read this section for the latest updates and additions to your user's guide.
Payables Open Interface
The following areas of the documentation on the Payables Open Interface Tables are incorrect. Please refer to the Oracle Payables Applications Technical Reference Manual, Release 11 for a correct list of the columns in the Open Interface Tables. In addition, you can download updated documentation for the Open Interface Tables from Oracle's MetaLink web site.
Correction to Sequential Numbering
Users should ignore the following incorrect text in the Other Invoice Values Assigned During Payables Open Interface Import section of the Open Interface Tables Appendix:
VOUCHER NUMBER. If you use automatic sequential numbering, then the import program populates the AP_INVOICES.DOC_SEQUENCE_ID and AP_INVOICES.DOC_VALUE columns, and enters STD INV as the AP_INVOICES.DOC_CATEGORY_CODE.
See
Other Invoice Values Assigned During Payables Open Interface Import
Additional Important Information on Sequential Numbering
The following information on sequential numbering is correct.
There are two methods you can use for sequential numbering when you use the Payables Open Interface:
- Manual Entry without Audit. During Payables Open Interface Import, any value entered in the column AP_INVOICES_INTERFACE.VOUCHER_NUM will be inserted in AP_INVOICES.VOUCHER_NUM without validation.
- Automatic Voucher Numbering with Audit: A value will be obtained automatically for the record being imported and will be populated in AP_INVOICES.DOC_SEQUENCE_VALUE. Also, audit information will be inserted into the audit table.
If you enter a value for DOC_CATEGORY_CODE, then Payables will ignore any value you enter for VOUCHER_NUM, so automatic voucher numbering will always supersede manual entry.
See
Payables Open Interface Tables
Payables Open Interface Report
There are five additional rejections that appear on the Payables Open Interface report to identify invoices that were rejected because of sequential numbering problems:
Category not needed. The Sequential Numbering profile option is set to "Not Used", and you have entered a value for DOC_CATEGORY_CODE.
Invalid Category. Payables uses the Invalid Category rejection for one of the following three reasons: 1) The Document Category Payables option is enabled and you have entered one of the following values for DOC_CATEGORY_CODE: 'INT INV', 'MIX INV', 'DBM INV', 'CHECK PAY', 'CLEAR PAY', 'EFT PAY', 'FUTURE PAY', 'MAN FUTURE PAY', 'PREPAY INV', 'REC INV', 'WIRE PAY', 'EXP REP INV', 2) You entered 'STANDARD' as the DOC_CATEGORY_CODE and the invoice amount is less than zero, or you entered 'CREDIT' and the invoice amount is greater than zero. Or, 3) The document category specified is not valid in FND_DOC_SEQUENCE_CATEGORIES for AP_INVOICES or AP_INVOICES_ALL.
Override Disabled. The Sequential Numbering profile option is set to Partial or Always, you have entered a value for DOC_CATEGORY_CODE, and the Allow Document Category Override Payables option is disabled. You cannot enter a value in this column unless you enable the Allow Document Category Override Payables option.
Invalid Assignment. You have entered a valid value for DOC_CATEGORY_CODE, but the document category does not have an active, automatic sequence assigned to it.
Invalid Sequence. The document category you entered has a valid, automatic sequence assigned to it. However, Payables was unable to retrieve the next value from the sequence.
The following rejection description is correct and should replace the description in the documentation:
Account Required. Accounting information is missing for this line.
See
Payables Open Interface Report
No Foreign Key Relationships in Payables Open Interface Tables
Although columns are validated against columns in other tables, the tables have no foreign key relationships as indicated in the Payables Open Interface Table Descriptions section of the Open Interface Tables Appendix.
Incorrect Columns in the Payables Open Interface Tables
The following column information is incorrect in the Payables Open Interface Table Descriptions section of the Open Interface Tables Appendix:
The AP_INVOICES_INTERFACE table does not include the following columns:
The following column names in the documentation for AP_INVOICE_LINES_INTERFACE are incorrect:
- ACCOUNT should be ACCOUNT_SEGMENT
- COST_CENTER should be COST_CENTER_SEGMENT
Additional Columns in the AP_INVOICES_INTERFACE table
The following column information is missing from the Payables Open Interface Table Descriptions section of the Open Interface Tables Appendix:
The AP_INVOICES_INTERFACE table includes the following additional columns:
DOC_CATEGORY_CODE. If you are using automatic sequential numbering, then Payables Open Interface Import uses this column to assign a document category to the invoice it creates.
If the Sequential Numbering profile value is "Always" and you do not enter a value in this column, then during import Payables will use "Standard" as the category if the invoice amount is positive, and "Credit" if the invoice amount is negative. We assume that a valid automatic sequence exists for such categories.
If you enable the Allow Document Category Override Payables option, you can enter the document category you want Open Interface Import to assign to the invoice created from this record, instead of the Standard or Credit document category.
| Validation:
| The value is a valid value in AP_INVOICES.FND_DOC_SEQUENCE_
CATEGORIES. Do not enter a value in this column unless the Sequential Numbering profile option is set to Partial or Always, and the Allow Document Category Override Payables option is enabled. If you enter the value of Standard, then the invoice amount must be positive, and if you enter the value of Credit, then the invoice amount must be negative.
|
|
| If you enter a document category, it must have an active, automatic sequence assigned to it.
|
| Destination:
| AP_INVOICES.DOC_CATEGORY_CODE
|
VOUCHER_NUM. If you use manual sequential numbering, then enter a unique value for the voucher number you want to apply to the invoice created from this record. The number should not exceed nine digits.
| Validation:
| If you use automatic sequential numbering, Payables ignores any value you load into this column and instead selects the next available number for the numbering sequence assigned to the document category for imported invoices. The system does not validate the number you enter here.
|
| Destination:
| AP_INVOICES_ALL.VOUCHER_NUM
|
In addition, the AP_INVOICES_INTERFACE table includes the following columns which will be used in a future release. Do not enter data in these columns:
- PAYMENT_METHOD_LOOKUP_CODE
Additional Columns in the AP_INVOICE_LINES_INTERFACE table
The following column information is missing from the Payables Open Interface Table Descriptions section of the Open Interface Tables Appendix:
The AP_INVOICE_LINES_INTERFACE table includes the following additional column:
USSGL_TRANSACTION_CODE. Enter the default transaction code you want to assign to an invoice.
If you use Oracle Public Sector General Ledger, you may be required to maintain US Standard General Ledger information for your invoice transactions. Open Interface Import imports any USSGL information that you load into the interface tables and assigns the information to the invoices it creates.
| Validation:
| None
|
| Destination:
| AP_INVOICES.USSGL_TRANSACTION_CODE
|
In addition, the AP_INVOICE_LINES_INTERFACE table includes the following columns which will be used in a future release. Do not enter data in these columns:
Additional restriction for UNIT_PRICE column
The value you enter here must be a positive number. This release of Open Interface Import does not support price corrections.
Purchase Order Matching Tolerance Restrictions
If you match an invoice to a purchase order, then during Payables Open Interface Import, Payables will import invoices only if they are within the quantity and price tolerance you have specified in the Invoice Tolerances window.
See
Invoice Tolerances
Web Employees Expense Reporting
Adding Custom Business Logic
Web Employees includes two functions that support the addition of custom business logic. By adding logic to the CUSTOMDEFAULTCOSTCENTER function, you can customize the behavior of the Cost Center default value in the New Expense Report window. By adding logic to the CUSTOMVALIDATECOSTCENTER function, you can customize the validation of cost center values submitted with an expense report via Web Expenses. You can find 'hooks' to these two functions in the $AP_TOP/admin/sql/apwdfcfb.pls file.
When an employee navigates to the New Expense Report window, a default value automatically appears in the Cost Center field. This default cost center value is extracted from the DEFAULT_CODE_COMBINATION_ID column of the HR_EMPLOYEES_CURRENT_V view. You can override this default behavior with custom cost center defaulting by adding logic to the CUSTOMDEFAULTCOSTCENTER function.
To customize the CUSTOMDEFAULTCOSTCENTER function, design your code so that the function returns a (cost center) value. If the CUSTOMDEFAULTCOSTCENTER function returns a value of null, the standard default value appears in the Cost Center field of the New Expense Report window. If the CUSTOMDEFAULTCOSTCENTER function returns a value, then this value appears as the default cost center value.
When an employee submits an expense report, Web Employees checks whether the cost center identified in the expense report is a valid value as defined in your chart of accounts. If the cost center is not valid in your chart of accounts, Web Employees alerts the employee with an error message. You can override this validation behavior with custom cost center validation by adding logic to the CUSTOMVALIDATECOSTCENTER function.
To customize the CUSTOMVALIDATECOSTCENTER function, design your code so that the function returns a value of TRUE. If the CUSTOMVALIDATECOSTCENTER function returns the value TRUE, it notifies Web Employees that custom cost center validation has been used, and to therefore skip the predefined cost center validation routine. In addition, set the parameter p_CostCenterValid to TRUE or FALSE.
If you use the CUSTOMVALIDATECOSTCENTER function, you can customize the error message that appears when the validation fails. To customize this error message, give a value to the p_cs_error variable. If you do not customize the error message, Web Expenses displays the standard error message.
Suggestion: To use custom data stored in the Oracle Applications database with these two functions, you must register all new custom tables within Oracle Applications. See: Oracle Applications Developer's Guide.
Attention: Subsequent releases of Oracle Applications may interfere with the proper functioning of the custom procedures that you write. You are responsible for the support and upgrade of the logic within these custom procedures.
Suggestion: Make a copy of all custom code and place it in a directory protected from upgrade. After an upgrade, if appropriate, reapply any custom code.
Manual Payments
Reversing Posted Manual Payments
You can reverse a manual payment that has been posted.
Voucher Numbers
Payables Limitation of Nine Digits
In Payables you must not use voucher numbers that exceed nine digits. Payables is unable to process transactions with voucher numbers that exceed nine digits.
See
Voucher Numbers
Automatic Tax Calculation
Addition to Setting the Tax Name Source Hierarchy to Duplicate Functionality in Previous Releases
The following text needs to be added to the Setting the Tax Name Source Hierarchy to Duplicate Functionality in Previous Releases discussion of the Entering Taxes on Invoices discussion in the Invoices chapter:
Note: If your Validate Tax from PO Payables option was enabled before the upgrade, Payables will not automatically set the hierarchy during the upgrade.
Foreign Currency Invoices
Payables calculates the withholding tax amount for foreign currency invoices by using the functional currency amount of the invoice.
Automatic Offsets
Additional Restriction Regarding Interest Liability Account
Automatic Offsets has an additional restriction:
INTEREST LIABILITY ACCOUNT. Payables does not overwrite the interest liability account if you have enabled Automatic Offsets.
See
Automatic Offsets Restrictions
Defining and Maintaining Payment Documents
Additional Requirement For Future Dated Payment Documents
When you define a payment document for a bank account, you must enter a Cash Clearing Account if you use a Future Dated Payment Method.
See
Defining and Maintaining Payables Payment Documents
Reporting Entities
Additional Information Regarding Assigning Balancing Segments
When you define a tax reporting entity, balancing segment values must be unique across reporting entities. Therefore, the list of values for the Balancing Segment field of the Reporting Entity window displays only balancing segments not already assigned to other reporting entities.
See
Reporting Entities
Allow Matching Account Override Payables Option
Correction to Payables Option Name
All references to the Allow Flexfield Override Payables option should be replaced with references to the Allow Matching Account Override Payables option.
See
Adjusting Invoices
Adjusting Invoice Distributions
Correction to Adjusting Invoice Distributions
The introductory paragraph of this discussion in the Invoices chapter should not include the second sentence, and should instead read as follows:
If you have not yet posted an invoice distribution and if you do not use Automatic Offsets, you can update most of the invoice distribution details, including accounting information, Description, GL Date, Income Tax Type, Withholding Tax Group, and Income Tax Region. If the distribution has not been posted and the distribution has an expense type account, you can also adjust the Track as Asset check box. For more information on changing a particular field, see the Invoice Adjustment chart.
See
Adjusting Invoice Distributions
Reconciling Payables Activity/Accounts Payable Trial Balance Report
Additional Information Regarding Payment GL Periods
The following text should be added to the Reconciling Payables Activity discussion in the Posting chapter:
Note: Before running your reports, be sure you have run Payables Transfer to General Ledger Program with a post date that includes all of the period that you are reconciling.
Note: When reviewing your Accounts Payable Trial Balance Reports, you may notice that the remaining amount for a given invoice is less than you expect or even negative. This may be caused by recording invoice payments in a GL period that precedes the GL period used to record some or all of your invoice distributions.
For example: You enter an invoice with one distribution of $200 that uses a GL date of 04-JAN-2000. You pay the full invoice using a GL date of 20-DEC-1999. If you submit the Accounts Payable Trial Balance report as of 31-DEC-1999, then the invoice will correctly show an amount remaining of <-$200>.
Payables allows the payment GL date to precede the invoice GL date to support certain accounting methods (e.g. recording prepaid items).
See
Reconciling Payables Activity
1099 Reporting
Additional Information Regarding TINs
If you enter nine zeros, 000000000, as the value for the Tax Identification Number (TIN) for a supplier, then the TIN will appear as null on the following reports: 1099 Tape, 1099 Forms, or the Tax Information Verification Letter. You can enter this value (000000000) for suppliers that are waiting for their TINs, and for whom you need to record 1099 payments.
See
1099 Reporting Overview
1099 Forms
Additional Parameters
There are two new parameters for this report:
- Supplier Number. If you want to submit the report for a single supplier, enter the supplier number. Leave this parameter blank to submit the report for all suppliers.
- Telephone Number. Enter the telephone number of the person in your organization whom the payee should call if there are questions regarding the 1099 Form.
See
1099 Forms
Invoices Window
Additional Fields
The invoices window has two additional fields:
- Functional Currency. Payables displays the functional currency for your set of books.
- Functional Amount. If the invoice currency is different from your functional currency, Payables displays the invoice amount in your functional currency.
See
Invoices Window Reference
Maximum Shipment Amount Hold/Invoice Tolerances
Correction to Matching Holds
Approval applies this hold to an invoice if the invoice is matched to a purchase order shipment, and the total amount (in transaction currency) of all invoice amounts matched to a shipment exceeds the Shipment Amount tolerance. You specify the Shipment Amount tolerance in the Invoice Tolerances window.
See
Invoice Tolerances
Defining Supplier Bank Accounts
Correction Regarding EDI Number
In the task, To define a supplier bank account, step 2 instructs the user to enter an EDI ID number:
To define a supplier bank account:
1 In the Banks window query an existing Bank.
2. Choose the Bank Accounts button. Enter the Bank Account Name and Bank Account Number. Enter the EDI ID number. Optionally enter an Account Type and Description. Optionally change the account currency, which defaults from your functional currency.
EDI ID is not a required field. The EDI ID number is used only if you have installed Oracle Energy. If you have not installed Oracle Energy, you can leave this field null. The system will ignore any value you enter in this field.
See
Defining Supplier Bank Accounts
Electronic Payment Region of the Suppliers and Supplier Sites Windows
Region Name Correction to Electronic Data Interchange
The user's guide incorrectly refers to this region of the Suppliers and Supplier Sites windows as the Electronic Payment region. References should instead be to the Electronic Data Interchange region.
See
Electronic Payment Region of the Suppliers and Supplier Sites windows
Invoice Amount Hold
Correction to Invoice Amount Limit Text
In the Control Region of the Suppliers and Supplier Sites windows, the description for Invoice Amount Limit is incorrect. The text states:
Invoice Amount Limit. If you enter an invoice for a supplier site that exceeds the invoice amount limit you specify, Payables applies an Amount hold to the invoice during Approval. This hold will also apply to EDI invoices you import. You cannot pay the invoice until you release the hold. You can release the hold by adjusting the invoice amount or you can manually release the hold in the Holds window of the Invoice Workbench.
During manual invoice entry Payables applies this hold when you commit, not during Approval. For invoices you have imported, Payables applies this hold when you run Approval after you have imported them. The text should read as follows:
Invoice Amount Limit. If you enter an invoice for a supplier site that exceeds the invoice amount limit you specify, Payables applies an Amount hold to the invoice when you save it. Payables also applies this hold when you submit Approval for invoices after you import invoices. You cannot pay the invoice until you release the hold. You can release the hold by adjusting the invoice amount or you can manually release the hold in the Holds window of the Invoice Workbench.
Update Income Tax Details Utility and Report
Correction to Location of Income Tax Type Field
This text incorrectly states that the Income Tax Type field is in the Supplier Sites window. The field is in the Tax Reporting region of the Suppliers window only.
See
Update Income Tax Details Utility and Report
1099 Suppliers Exception Report
Additional Text for Report Parameters: Start Date and End Date
Start Date. Enter the start date, in the format DD-MON-YY, for the range of suppliers with paid or partially paid invoices that you want to include in this report. Payables includes all 1099 suppliers with exceptions for which you entered invoices with invoice dates on or after the Start Date you specify.
End Date. Enter the end date, in the format DD-MON-YY, for the range of suppliers with paid or partially paid invoices that you want to include in this report. Payables includes all 1099 suppliers with exceptions for which you have entered invoices with invoice dates on or before the End Date you specify.
Also, suppliers can appear on this report without invoices in the specified date range if Reportable Suppliers Only is No
See
1099 Supplier Exceptions Report
CCID
Clarification of CCID
CCID refers to the complete accounting flexfield, including balancing segment, account, and cost center.
Expense Reporting Workflow
Additional Workflow Diagrams
The following are additional workflow diagrams:
AP Standard Expense Report Process
Manager (Spending) Approval Process
Missing Receipts Shortpay Process
No Manager Response Process
Policy Violation Shortpay Process
Rejection Process
Request Approval Process
Server Side Validation Process
Shortpay Unverified Receipt Items Process
Third Party Expense Report Process
See
Expense Reporting Workflow:
Credit Card Transaction Employee Workflow
Additional Workflow Diagrams
The following are additional workflow diagrams:
Procurement Card Employee Verification Parent Process
Procurement Card Transaction Employee Verification
See
Credit Card Transaction Employee Workflow:
Credit Card Transaction Manager Workflow
Additional Workflow Diagrams
The following are additional workflow diagrams:
Procurement Card Manager Approval Parent Process
Procurement Card Transaction Manager Approval Process
Manager Rejection of PCard Transactions Process
See
Credit Card Transaction Manager Workflow
