Account Payables

In simple terms, account payable is paying amount for vendors for the goods or services received
and accounting/recording them correctly.A supplier is an individual or company who provide services
to an organization, in order to automate payments supplier’s information should be recorded in our
system.

Below are the the main entities in Account Payable:

Supplier and Supplier Sites               → These are shared entities to AP and PO.

Bank, Bank Branches, Bank Accounts → CE ( Cash Management )

Invoice and Payments. → AP, CE

Basically, a supplier holding a registered office at one place and can be operated at many places,
called supplier sites. And, obviously, he will be having contact points to outsiders to interact with them.
A supplier site can be designated as ‘Purchasing’, ‘Payment’,’RFQ only’ sites. In oracle applications, all
suppliers are global accessible and supplier sites are assigned to OUs.

‘Purchasing’ option enables site to select in purchasing for specific OU.

‘Payment’ option enables site to select in payables for specific OU.

‘RFQ Only’ option enables site to select for ‘RFQ’ in purchasing in specific OU.

These suppliers and supplier sites information can be created either manually, can import using API or open interfaces and self registration using iSupplier portal by suppliers. Below table provides information regarding API and Open Interface methods..

API and Open Interface:

Entity	Interface Tables	Open Interface Program	API	Base Tables
Suppliers	AP_SUPPLIERS_INT	Supplier Sites Open Interface	pos_vendor_pub_pkg.create_vendor	AP_SUPPLIERS
Supplier Sites	AP_SUPPLIER_SITES_INT	Supplier Sites Open Interface	pos_vendor_pub_pkg.create_vendor_site	AP_SUPPLIER_SITES_ALL
Supplier Contact	AP_SUP_SITE_CONTACT_INT	Supplier Sites Open Interface	ap_vendor_pub_pkg.create_vendor_contact	AP_SUPPLIER_CONTACTS

Flexible Self-Service Supplier Registration:

Using iSupplier portal any prospective supplier can register as a supplier in oracle e-Business. Any prospective supplier provide his information will be routed to administrator using AME (Approval Management Engine) which will be approved by administrator and created as supplier.

Below are some prerequisites to create a supplier.       
                            

S.No.	Setup	Comments
1	Supplier should not exist.	Verification
2	Lookup Values Supplier Type ,Pay Group,Minority Groups
3	Freight Carriers	If PO Installed.
4	Freight Terms	If PO Installed.
5	Define Financial Options
6	Define Payables System Setup
7	Define Payment Terms	Optional
8	Define Distribution Sets	Optional

The supplier information will be defaulted to supplier sites information, this supplier site defaults can be overwritten when entering supplier site information. Supplier sites information will be defaulted when entering invoices/transactions. If there is a null value at supplier site and not null value at supplier level, still the null value will get populated as default value when entering invoices/transactions.The supplier numbering can be controlled using 'Payables System Setup' form ( Navigation : Payables --> Setup --> Options --> Payables System Setup).

Invoices

When a supplier sends goods to buyer, supplier sends 'Invoice' and 'Goods Receipt Note' ( GRN ) along with goods. And invoice contains all goods and price information received from supplier, based on this buyer will pay amount to suppliers. A GRN is used to record delivery of items that is supplied by supplier.

There are various ways to create an invoice in oracle e-Business.

1. Open Invoice Import: Payables Open Interface program is used to import invoices from AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE tables, which will be stored at below base tables.

AP_INVOICES - Invoice Header Information.

AP_INVOICE_LINES_ALL - Invoice Lines Information.

AP_INVOICE_DISTRIBUTIONS_ALL - Invoice distributions(Accounts) information.

Entity	Interface Tables	Open Interface Program	Base Tables
Invoices	AP_INVOICES_INTERFACE	Payables Open Interface	AP_INVOICES
Invoice Lines	AP_INVOICE_LINES_INTERFACE	Payables Open Interface	AP_INVOICE_LINES_ALL

                                    

There are many ways to create payable invoice in oracle invoices.

1.Expense Report Export Program
2. Payables Open Interface Program
3.Manual Invoices
4.Internet Expense Reports
5. Payables expense Reports
6. EDI Invoices
7.XML Invoices
8.Invoices from legacy system
9.Property Managers.
10. Asset Leasing
11. Credit Card Agencies.

Below are the defaulting sequence of values in Oracle Payables, every lower level value overwrites the upper level value. For example, supplier site  withhold tax flag value will over writes supplier level withholding tas flag value.

                        Financial Options
                        Payables System Setup
                        Payables Options
                        Suppliers
                        Supplier Sites
                        Invoice Headers
                        Invoice Lines
                        Invoice Distributions


Below are the invoices types in oracle e-Business.

                        1. Standard
                        2. Credit Memo
                        3. Debit Memo
                        4. Expense Report
                        5. Withholding Tax
                        6. Prepayment
                        7. Mixed
1.Standard:

Below are the important tables in AP:

1) ap_invoices_all
2) ap_invoice_payments_all
3) ap_invoice_distibutions_All
4) ap_payment_schedules
5) ap_payment_distributions_all
6) ap_checks_all
7) ap_accounting_events_all
8) ap_bank_accounts_all
9) ap_bank_accounts_uses_all