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Payables Transfer to GL

Posted on November 25th, 2008 by Sanjit Anand |Print This Post Print This Post |Email This Post Email This Post

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dgreybarrow-2 Transfer Program

In Oracle Applications, modules such as AP, AR, PO, INV ,PA and WIP have concurrent processes that take the information from database structures in which the business activity is stored and inserts it into the GL_INTERFACE table.

Here are the list of some of the transferring concurrent programs are:

  • Payables Transfer to General Ledger aka APPPST (AP)
  • Create Journal Entries aka FAPOST(FA)
  • General Ledger Transfer Program ak ARGLTP(AR)
  • AX Transfer to GL akaAXXPSTGL(AX)
  • Interface Burden Cost to GL PADTBC(PA)
    • PRC: Interface Labor Costs to General Ledger PAGGLT(PA)
    • PRC: Interface Usage Costs to General Ledger PASGLT(PA)
    • PRC: Interface Revenue to General Ledger PATTGL(PA)
  • Transfer transactions to GL INCTGL(Inv)
  • Payroll Transfer to GL(PAY)

dgreybarrow-2 Journal categories used while AP to GL Transfer

As you know journal categories classifications used to indicate the purpose or nature of your journal entry.Therefore in Payable the categories which are used are Invoices (also called Purchase Invoices), Payments, and All (both Invoices and Payments) and Reconciled Payments (for Payment Clearing and Payment Unclearing Events).

More Important the type of journal category you can select depends on the accounting method that you have selected for your set of books.

dgreybarrow-2Doing a Transfer to GL from AP

After you create accounting entries in Payables, submit the Payables Transfer to General Ledger program which send invoice and payment accounting entries to the general ledger interface which is triggered with Journal Import program.

dgreybarrow-2How and what Payables Populates into GL

Except Oracle Fixed Assets module, most of subledger transfer program moved via GL_Interface table.

ap-glOnce you submit the payables transfer to General Ledger program , the data get populates into GL Interface table with accounting information for Payables transactions.

If you use Oracle General Ledger, then Journal Import uses the data in the GL Interface to create journal entries and populates the General Ledger GL_JE_BATCHES, GL_JE_HEADERS,GL_JE_LINES, and GL_IMPORT_REFERENCES tables.

When the Payables Transfer to General Ledger program transfers accounting information to the GL Interface, it always populates the following columns:

  • GL_SL_LINK_ID: value is a unique, sequential number
  • GL_SL_LINK_TABLE: value is APECL for Payables actuals, and APENCL for Payables encumbrances.

When you submit the Payables Transfer to General Ledger program you specify whether you want to transfer accounting information in summary or detail, and you specify the journal category. The parameters you select affect what is transferred to GL Interface columns REFERENCE21–REFERENCE30.

dgreybarrow-2When you transfer in Details

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, RealizedGain/Loss, Future Payment, and Rounding accounts.

USER_JE_CATEGORY_NAME: Payments
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

dgreybarrow-2 Query for Subledger Transfer to GL

If you want to get details of payments and invoices on the journals transferred to GL, use this to get the result. You can also fine tune with period , currency or clearing company code.

  1.  
  2. SELECT glcc.segment1 "Company"
  3. , gjjlv.period_name "PERIOD"
  4. , gjb.name "JOURNAL BATCH NAME"
  5. , gjjlv.header_name "JOURNAL SOURCE"
  6. , gjjlv.line_reference_1 "SUPPLIER NAME"
  7. , gjjlv.currency_code "CURRENCY"
  8. , invoice_type_lookup_code "TRANSACTION TYPE"
  9. , gjjlv.line_reference_5 "TRANSACTION NUMBER"
  10. , aia.invoice_date "TRANSACTION DATE"
  11. -- , gjjlv.je_source "SOURCE"
  12. , gjjlv.line_entered_dr "ENTERED DEBIT"
  13. , gjjlv.line_entered_cr "ENTERED CREDIT"
  14. , gjjlv.line_accounted_dr "ACCOUNTED_DEBIT"
  15. , gjjlv.line_accounted_cr "ACCOUNTED_CREDIT"
  16. ,glcc.concatenated_segments "CHARGE ACCOUNT"
  17. FROM apps.GL_JE_JOURNAL_LINES_V gjjlv
  18. , gl_je_lines gjl
  19. , ap_ae_lines_all aala
  20. , gl_je_headers gjh
  21. , gl_je_batches gjb
  22. , ap_invoices_all aia
  23. , apps.gl_code_combinations_KFV glcc
  24. , po_vendors pv
  25. WHERE gjl.gl_sl_link_table = 'APECL'
  26. AND gjl.period_name ='NOV-2008'--period
  27. --and gjjlv.currency_code = --currency code
  28. AND gjb.je_batch_id = gjh.je_batch_id
  29. AND gjh.je_header_id = gjl.je_header_id
  30. AND gjh.period_name = gjl.period_name
  31. AND gjh.set_of_books_id = gjl.set_of_books_id
  32. AND glcc.code_combination_id = gjl.code_combination_id
  33. AND gjjlv.je_batch_id = gjh.je_batch_id
  34. AND gjjlv.je_header_id = gjh.je_header_id
  35. AND gjjlv.line_je_line_num = gjl.je_line_num
  36. AND gjh.period_name = gjjlv.period_name
  37. AND gjh.set_of_books_id = gjjlv.set_of_books_id
  38. AND glcc.code_combination_id = gjjlv.line_code_combination_id
  39. AND aala.code_combination_id = gjl.code_combination_id
  40. AND aala.gl_sl_link_id = gjl.gl_sl_link_id
  41. AND aala.reference5 = aia.invoice_num
  42. AND gjh.set_of_books_id = aia.set_of_books_id
  43. AND pv.vendor_id = aia.vendor_id
  44. AND gjjlv.line_reference_1 = pv.vendor_name
  45. ORDER BY aia.invoice
  46.  

 

dgreybarrow-2Troubleshooting AP To GL Program

Issue 1 :Why my payments and/or invoices that are not posting to GL and you believe they should post.

Resolution:1) Invoice should not be Hold :Make sure invoices are ready to post. An invoice must be approved and/or have no posting holds in order to be selected for posting. To ensure that your invoices are ready to post, you should run autoapproval and review the hold reports.

  • Invoice Hold Report - displays all hold invoices.
  • Posting Hold Report - only displays invoices with holds that prevent posting.
  • Matching Hold Report - only displays invoices with matching holds.

2) Ensure payments are made. You must insure that all your payment batches have been completed in all sense , they should be either confirmed or canceled.

Make sure period will not close if there are payment batches in a status other than confirmed or canceled.

Issue 2: Sometime transfer AP Transfer to GL takes Longer time?

Resolutions: This should not be a case, if you are experincing the program takes longer check any locks from database side.

Issue 3: Is there any Pre-requisite for AP to Gl transfer?

Resolution: Yes, Here is the Sequence to follow:

  1. Run Invoice Validation process
  2. then run Payables Accounting Process and you have the option of transferring to GL

you may also submit payables transfers to GL later.

Issue 4: While Transfer why my DFF not populated?

Resolution: The DFF in the AP Invoice will not get transferred to the GL and this is an Intended functionality till 11i.

dgreybarrow-2A note on Payables Transfer to General Ledger Report

This report has a summary section which gives totals of the accounting entries transferred to the gl interface table.

It has two sections which show exceptions:

  • one section shows accounting entries that could not be transferred because they were in an error status
  • second sectiom shows transferred due to a discrepancy between the accounted account and the account in the general ledger.

Related Posts

Posted in Oracle Payable | 20 Comments »Email This Post Email This Post | Print This Post Print This Post

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20 Responses
  1. sj Says:

    Can you explain how this process works in Release 12 ?

  2. sangi Says:

    nice document anand.

  3. Sabya Says:

    The query is really good. It saves a great amount of time if u tune it at critical prod support time. Good Job

  4. Steve Says:

    Is it possible to transfer a payables dff to a general ledger dff?

    Thanks,
    Steve

  5. khalid Says:

    thanks a lot freind
    Sanjit Anand

    my dear, our AP trial balance not balancing with GL Liability Account
    i run AP Trial balance in diffrent periods but give me same result.
    do you sink that we may need to run script to rebuild the trial balance ?

  6. khalid Says:

    thanx for your help and advice
    Rgrds

  7. Sergey Says:

    Thank you, Sanjit Anand. It’s a really good article. Due to the article that my issue was solved

  8. khalid Says:

    Hi Anand,

    How can I stop working with Bank clearance account, and pay direct from cash account.

  9. khalid Says:

    can you explain accounting that the apps create starting from Prchasing and inventory up to match the PO in the Payable

    thanx, Rgds

  10. Sanjit Anand Says:

    Hi khalid ,

    the accounting setup , i shared some long time back, just browse some old notes or use search features .

    you will get it

  11. Altaf Shaikh Says:

    It is really good to have such scripts shared across.It has helped My friend Rohit to develope query and understand table links in more detail.

  12. Altaf Shaikh Says:

    Thanks Sanjit Anand

  13. Arun Says:

    Great Post.. I love all your posts..

  14. Tom Says:

    Thanks, very helpful site.

  15. Naveen Says:

    Great Post. I always like your post. Just Wanted to know why there is not GL_POSTED_DATE in AP as it is there in AR at distribution level.

    How do we find when the invoice is posted without going to GL_JE_LINES ?

    Please ,let me know .

    Naveen

  16. Brigita Says:

    Very helpful post. Thank you! I have one question – when we transfer to GL in summary can we see if a particular invoice was transferred to the GL_JE tables and what is the linking field? Thank you!

  17. Help with re-submitting Payable Transfer to GL Says:

    Hello
    I previously run the ‘Payable Transfer to GL’ report. l subsequently deleted the transfered invoice – ‘Journal’ in GL because of some problems with the figure.
    Eversince that time l have been trying to run a new ‘Payable transfer to GL’ and “keep getting 0 accounting entries transfered to GL”
    Is this due to the fact that l have previously run the report for that specific period?

    Please can anyone help.

  18. Anand Says:

    is there any column like set_of_books_id_id in GL_JE_HEADERS, can u please verify and let me know the result.

  19. surendra Says:

    Hi Frnds,

    I am in to Oracle 11i Implementation. I have a doubt that after i transferring the data from sub-modules to General Ledger, the JV are posted in a batch. Now I want to know what information that really transfer to GL from other modules and how does it consider the fields where and what should be get posted in GL?

  20. vino Says:

    Can any one say where Payable accounting process Concurrent program is registered ?

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