Payable Transfer to GL

Troubleshooting AP to GL Program
Bug & Enhancement Design
Developer: Avinash Borade







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Prepared by: Avinash Borade
Last Updated: 2/19/09 1:24 PM


Payables Transfer to GL
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 APPPST (AP)
General Ledger Transfer Program ARGLTP(AR)
Transfer transactions to GL INCTGL(Inv)
Payroll Transfer to GL(PAY)
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.
Doing 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.
How and what Payables Populates into GL
Except Oracle Fixed Assets module, most of subledger transfer program moved via GL_Interface table.
Once 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.
When you transfer in Details
When you do a transfer in details , these information get populated in GL_Interface.
Purchase InvoicesRecords 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

PaymentsRecords 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: PaymentsUSER_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 PaymentsRecords 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
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.



SELECT glcc.segment1 "Company" , gjjlv.period_name "PERIOD" , gjb.name "JOURNAL BATCH NAME" , gjjlv.header_name "JOURNAL SOURCE" , gjjlv.line_reference_1 "SUPPLIER NAME" , gjjlv.currency_code "CURRENCY" , invoice_type_lookup_code "TRANSACTION TYPE" , gjjlv.line_reference_5 "TRANSACTION NUMBER" , aia.invoice_date "TRANSACTION DATE"-- , gjjlv.je_source "SOURCE" , gjjlv.line_entered_dr "ENTERED DEBIT" , gjjlv.line_entered_cr "ENTERED CREDIT" , gjjlv.line_accounted_dr "ACCOUNTED_DEBIT" , gjjlv.line_accounted_cr "ACCOUNTED_CREDIT" ,glcc.concatenated_segments "CHARGE ACCOUNT"
FROM apps.GL_JE_JOURNAL_LINES_V gjjlv , gl_je_lines gjl , ap_ae_lines_all aala , gl_je_headers gjh , gl_je_batches gjb , ap_invoices_all aia , apps.gl_code_combinations_KFV glcc , po_vendors pv
WHERE gjl.gl_sl_link_table = 'APECL'AND gjl.period_name ='NOV-2008'--period--and gjjlv.currency_code = --currency codeAND gjb.je_batch_id = gjh.je_batch_idAND gjh.je_header_id = gjl.je_header_idAND gjh.period_name = gjl.period_nameAND gjh.set_of_books_id = gjl.set_of_books_idAND glcc.code_combination_id = gjl.code_combination_idAND gjjlv.je_batch_id = gjh.je_batch_idAND gjjlv.je_header_id = gjh.je_header_idAND gjjlv.line_je_line_num = gjl.je_line_numAND gjh.period_name = gjjlv.period_nameAND gjh.set_of_books_id = gjjlv.set_of_books_idAND glcc.code_combination_id = gjjlv.line_code_combination_idAND aala.code_combination_id = gjl.code_combination_idAND aala.gl_sl_link_id = gjl.gl_sl_link_idAND aala.reference5 = aia.invoice_numAND gjh.set_of_books_id = aia.set_of_books_idAND pv.vendor_id = aia.vendor_idAND gjjlv.line_reference_1 = pv.vendor_nameORDER BY aia.invoice

Troubleshooting AP To GL Program
Issue 1 :Why 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:
Run Invoice Validation process
then run Payables Accounting Process and you have the option of transferring to GL
you may also submit payables transfers to GL later.


A 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.