Oracle API Availability – Oracle Payables (AP)

Posted on June 25th, 2007 by Sanjit Anand | Print This Post | Email This Post

This is in continuation to API’s availability,Here are the API’s availability in AP.

Credit Card Transaction Processing

• Manual Credit Card Entry: A form is available for entry through the Oracle Payables application.
• Credit Card Transaction Interface Table: This process loads transaction data from the credit card issuer (American Express, Diner's Club, MasterCard and Visa) into Oracles AP module. Oracle Payable then uses this data to confirm transactions with employees. Once the transactions have been approved the credit card transaction lines are imported into Payables Open Interface using the Credit Card Invoice Interface Summary program. The credit card transactions are then available for final import to Oracle Payables where the transactions become invoices.

Creating Invoices
In Oracle Payables four methods are available for entering an invoice into the system.

• Manual Invoice Entry: Two methods for manual invoice entry exist. Using Oracle Payables system Invoice Workbench which includes the Invoice Batches window and Distribution window users can enter complex invoices, and invoices requiring online validation. In addition this functionality is useful in processing invoices that require special attention such as immediate payment.
• The second method of manual invoice entry, Invoice Gateway, is used when entering high volumes of invoices. Generally these invoices do not require online validation or defaulting of accounting information. After entering invoices using the gateway, the invoice import must be run, at that time validation and defaulting is performed. This method of entry can be used in lieu of invoice interfaces. Although, using the gateway can accomplish similar results to that found with an interface process, manual entry is no substitute.
• Automatic Invoice Creation: Oracle Payables provides functionality to produce periodically recurring invoices. This functionality may be used to substitute manual invoice entry or the payables open interface. In the case of recurring invoices that would normally come from an external system choosing to setup a recurring invoice formula may be an alternative.
• Using Payables Open Interface: Choose this method for processing large volumes of invoices that originate in external system. Additionally, this process is useful in handling employee expense reports generated through self-service applications, expense reports entered by the Payables Department, invoices for employee credit card expenses, Oracle Projects billing and time and expenses, and EDI invoices transferred from the Oracle EDI gateway.

Purchase Order Matching

Oracle Payables can be implemented without Oracle Purchasing, to allow this several purchasing tables are installed initially which must be populated using custom interfaces. Only two-way matching is available when data is loaded using the interface method. Two-way approval verifies that purchase order and invoice information match within your tolerances as follows: Quantity billed on the purchase order shipment is less than or equal to Quantity ordered on the purchase order shipment. Invoice price on the purchase order shipment is less than or equal to Purchase order price on the purchase order shipment.
Receipts can only be matched in an install that also includes Oracle Purchasing.
The only method for interfacing data into the purchasing tables described in this section is through a customized interface from an external source. Note: Interfacing this information is not supported by Oracle.

• Loading PO_HEADERS: Each record in this table represents a purchase order, which is an order for goods or services from a single supplier. Each purchase order may have multiple lines (PO_LINES). In addition, each blanket purchase order may have multiple blanket releases (PO_RELEASES), which release an amount from the blanket.
• Loading PO_LINES: Each record in this table represents a purchase order line, which identifies the items and unit price for the goods ordered on a purchase order. Each purchase order line may have multiple shipments (PO_LINE_LOCATIONS).
• Loading PO_LINE_LOCATIONS: Each record in this table represents a purchase order line, which identifies the items and unit price for the goods ordered on a purchase order. Each purchase order line may have multiple shipments (PO_LINE_LOCATIONS).
• Loading PO_DISTRIBUTIONS/PO_DISTRIBUTIONS_AP_V: Each record in this table/view represents a purchase order distribution, which identifies the account charged for the items on a purchase order shipment.
• Loading PO_RELEASES: Each record in this table represents a blanket release for a purchase order. A blanket release may create multiple shipments.
• Loading AP_INVOICES/AP_INVOICE_DISTRIBUTIONS: Each purchase order shipment can be matched to multiple invoices(AP_INVOICES), and a single invoice may be matched to multiple purchase order shipments. When you match an invoice to a purchase order shipment, Payables creates an invoice distribution AP_INVOICE_DISTRIBUTIONS) from each purchase order distribution on the shipment. When you match an invoice to a single purchase order distribution, Payables creates a single invoice distribution from the purchase order distribution.

Vendor Interface

Existing and new vendors must be loaded into the Oracle Payables application to support payables activities. Two methods may be used to enter vendors into Oracle Applications, manual entry and direct loading using a customized loader program.

• Manual Vendor Loading: Use the Enter Vendor window. Using this functionality vendor header information as well as vendor site information can be entered.
• Vendor Interface: When interfacing vendors into Oracle Applications two tables must be loaded the PO_VENDORS and PO_VENDOR_SITES_ALL. The vendor table contains all header information and the site table contains information about each the vendor locations such as "ship to" and "bill to". Using this method makes sense when the volume of new vendors is large. Note: Interfacing this information is not supported by Oracle.
• Those who are in 11.5.10 they will find yet another method ie by interface.
  You have to Load data into the staging tables first ie.AP_SUPPLIERS_INT - Supplier Information
  AP_SUPPLIER_SITES_INT - Supplier Sites Information ,AP_SUP_SITE_CONTACT_INT - supplier Contact details This uses Vendor ID, Vendor Site Code to relate the contacts to specific vendor. Once data get loaded three interface program should be kicked out which is as
  • Supplier Open Interface Import.
  • Supplier Sites Open Interface Import
  • Supplier Site Contacts Open Interface Import

1. Oracle API Availability – Oracle Receivables (AR)
2. Oracle API Availability -Purchasing
3. Oracle API Availability -Oracle General Ledger (GL)
4. Learn and implement – Purchase Orders in Oracle EBS Suite.
5. Month End Process for Account Payable