1) What are the different types of Interfaces?

Ans Refer Laxman Vendor import notes in scanned documents

a) Vendor conversion / Import
A vendor is any company or person that we buy goods or services
from.
Interface table --- we need to create our own custom interface
table.
Base tables
PO_VENDORS (Segment1-Vendor number is unique)
PO_VENDOR_CONTACTS
PO_VENDOR_SITES_ALL
b) Legacy Invoice
Interface Tables
AP_INVOICE _INTERFACE is the header info
AP_INVOICES_LINES_INTERFACE is the lines table.

RUN PAYABLES INVOICE IMPORT CONCURRENT PROGRAM

Base Tables
AP_INVOICE_ALL is also the header information is stored.
AP_INVOICES_DISTRIBUTIONS_ALL is the lines information table.
AP_PAYMENTS_SCHEDULES_ALL (AMOUNT_REMAINING stores
balance amount to be paid)
AP_INVOICE_PAYMENTS_ALL (INVOICE_ID)
AP_CHECKS_ALL (CHECK_ID)

AP_INTERFACE_REJECTIONS (REJECT_LOOKUP_CODE stores the error

occurred during the invoice import ex: account required, invalid
supplier site )

2) What is the process of Vendor Conversion?

This is always custom work. There is no predefined program to
import the vendors/supplier from legacy system to oracle. We need
write the SQL*Loader file to custom interface table and write pl/sql
programs to hit the base tables directly into the po_vendors
table,po_vendor_sites_table and po_vendors_contacts.

3) In which table and column Vendor Number stores?

In PO_VENDORS table SEGMENT1 stores the vendor number. User
doesn’t know about the (vendor id) ids only the developer knows
them.

4) After conversions how do you get the Next Vendor column?

We need to resync the PO_UNIQUE_IDENTIFIER_CONTROL (field
called CURRENT_MAX_UNIQUE_IDENTIFIER) with the sequence
called PO_VENDORS_S. This resync was run after inserting into
vendors and updating the info in the sites table. The current max
unique identifier should be equal to the nextval in the po_vendors_s
sequence.
5) What are the setups required for vendor conversions?
Before loading from the legacy system to base table we need to
define
Supplier type, Payment type, Payment terms, Payment group.

6) Which module is the owner for vendor (supplier) tables?

Ans--- Purchasing module is the owner of the supplier table.

7) What is the process of creating an Invoices and transferring it to

GL?
1. create batch
2. create invoice
3. create distribution
4. validate the invoice
5. actions -à approve
6. if individual create accounting click ok
7. If batch go to batch create accounting.
8. Create accounting hits Payable Accounting(Transfer) ??Program
which will create accounting.
9. Run Transfer to GL Concurrent Program
10. Journal Import
11. Post journals
12. Hits balances.

8) How do u Transfer from AP to GL?

Ans---“Payables transfer to GL program” is used to transfer from AP
to GL.

10) How many types of Transactions are there in AP?

1. Standard Invoice : The amount is g
2. Debit memo (increases balances owed to supplier)
1. Raised by organization
2. Raised by Supplier.
3. Credit memo
4. Prepayment
5. Mixed Invoices both debit & credit
6. Expense Report employees
7. Quick Match
8. P.O.Default

11) Tell me about PO cycle( Procure To Pay )?

1. Requisition
2. Manager
3. Approval
4. Request For Quote (RFQ)
5. Quotation
6. Quote Analysis (Track/check record)
7. Issue Purchase Order (PO)
8. Goods Receipt Note(GRN)
9. Invoice
10. Transfer To GL (Payables transfer to GL program)
11. Journal Import
12. GL Balances

12) How many types of purchase order types/agreements are

there?
a) Standard Purchase Order
b) Planned PO : A planned purchase order is a long-term agreement
committing to buy it
items or services from a single source. You must specify tentative
delivery schedules and all details for goods or services that you
want to buy, including charge account, quantities and estimated
cost.
EX: Buying goods for Christmas from a specific dealer.
c) Contract PO : You create contract purchase agreement with your
supplier to agree on specific terms and conditions without indicating
the goods and services that you will be purchasing i.e. for $ amount
you must supply this much quantity. You can later issue standard
PO referencing your contracts and you can encumber these
purchase orders if you use encumbrance accounting.
d) Blanket PO : You create blanket purchase agreements when you
know the detail of goods or services you plan to buy from a specific
supplier in a period , but you do not yet know the detail of your
delivery schedules. You can use blanket purchase agreements to
specify negotiated prices for your items before actually purchasing
them.
A Blanket Purchase Agreement is a sort of contract between the you
and ur supplier about the price at which you will purchase the items
from the supplier in future. Here you enter the price of the item not
the quantity of the items. When you create the release you enter
the quantity of the items. The price is not updatable in the release.
The quantity * price makes the Released Amount. Now suppose
your contract with your supplier is such that you can only purchase
the items worth a fixed amount against the contract.

13) What is 2-way, 3-way, 4-way matching?

2-way matching: 2-way matching verifies that Purchase order and
invoice quantities must match within your tolerances as follows:
Quantity billed <= Quantity Ordered
Invoice price <= Purchase order price
(<= sign is used because of tolerances)
Often used for services where no receiver is generated.
3-way matching: 3-way matching verifies that the receipt and
invoice information match with the quantity tolerances defined:
Quantity billed <= Quantity received
 4-way matching: 4-way matching verifies that acceptance
documents and invoice information match within the quantity
tolerances defined:
Quantity billed <= Quantity accepted.
(Acceptance is done at the time of Inspecting goods).
Whether a PO shipment has 2-way, 3-way or 4-way matching can be
setup in the Shipment Details zone of the Enter PO form (character)
Receipt required Inspection required Matching
Yes Yes 4-way
Yes No 3-way
No No 2-way

Few Important AP Tables

AP_SUPPLIERS:
 This table replaces the old PO_VENDORS table.
 It stores information about your supplier level attributes.
 Each row includes the purchasing, receiving, invoice, tax, classification, and
general information.
 Oracle Purchasing uses this information to determine active suppliers.
 The supplier name, legal identifiers of the supplier will be stored in TCA and a
reference to the party created in TCA will be stored in AP_SUPPLIERS.PARTY_ID,
to link the party record in TCA.
AP_SUPPLIER_SITES_ALL:
 This table replaces the old PO_VENDOR_SITES_ALL table.
 It stores information about your supplier site level attributes.
 There is a row for unique combination of supplier address, operating unit and the
business relationship that you have with the supplier.
 The supplier address information is not maintained in this table and is maintained
in TCA. The reference to the internal identifier of address in TCA will be stored in
AP_SUPPLIER_SITES_ALL.LOCATION_ID, to link the address record in TCA.
 Each row includes the supplier reference, purchasing, invoice, and general
information.
AP_INVOICES_ALL:
 It contains records for invoices you enter.
 There is one row for each invoice you enter.
 An invoice can have one or more invoice distribution lines and can have one or
more scheduled payments.
AP_INVOICE_LINES_ALL:
 It contains records for invoice lines entered manually, generated automatically or
imported from the Open Interface.
 An invoice can have one or more invoice lines.
 An invoice line represents goods (direct or indirect materials), service(s), and/or
associated tax/freight/miscellaneous charges invoiced from a supplier.
 An invoice line should contain all the attributes that are present on the physical or
electronic invoice presented by the supplier.
AP_INVOICE_DISTRIBUTIONS_ALL:
 It holds the distribution information that is manually entered or system-generated.
 There is one row for each invoice distribution and a distribution must be
associated with an invoice.
 An invoice can have multiple distributions.
AP_INVOICE_PAYMENTS_ALL:
 It contains records of invoice payments that you made to suppliers.
 There is one row for each payment you make for each invoice and there is one
payment and one invoice for each payment in this table.
 Oracle Payables application updates this table when you confirm an automatic
payment batch, enter a manual payment, or process a Quick payment.
 When you void a payment, your Oracle Payables inserts an additional payment
line that is the negative of the original payment line.
AP_PAYMENT_SCHEDULES_ALL:
 This table stores information about scheduled payment information on invoices.
AP_PAYMENT_HISTORY_ALL:
 It stores the clearing/unclearing history for payments.
 It also stores the maturity history for future dated payments.
 The table contains a row for each future dated payment, once the future dated
payment matures, i.e. becomes negotiable.
 Any time a payment is cleared or uncleared, a row is inserted into this table for
the payment.
AP_BATCHES_ALL:
 It contains summary information about invoices you enter in batches if you
enable the Batch Control Payables option.
 There is one row for each batch of invoices you enter.
 If you enable Batch Control, each invoice must correspond to a record in this
table.
 Your Oracle Payables application uses this information to group together
invoices that one person entered in a batch.
AP_CHECKS_ALL:
 It stores information about payments issued to suppliers or refunds received from
suppliers.
 There is one row for each payment you issue to a supplier or refund received
from a supplier.
 Oracle Payables application uses this information to record payments you make
to suppliers or refunds you receive from suppliers.
 Oracle Payables application stores the supplier name and bank account name
for auditing purposes, in case either one is changed after you create the payment.
Oracle Payables application also stores address information for all payments.
AP_HOLDS_ALL:
 It contains information about holds that you or your Oracle Payables application
place on an invoice.
 For non-matching holds, there is one row for each hold placed on an invoice. For
matching holds, there is one row for each hold placed on an invoice-shipment match.
 An invoice may have one or more corresponding rows in this table.
 Your Oracle Payables application does not pay invoices that have one or more
unreleased holds recorded in this table.
AP_BANK_ACCOUNTS_ALL:
 It contains information about your bank accounts.
 There is one row for each bank account you define and each bank account must
be affiliated with one bank branch.
AP_BANK_ACCOUNT_USES_ALL:
 It stores information for the internal and external bank accounts you define in
Oracle Payables and Oracle Receivables applications.
AP_CARDS_ALL:
 It stores information about the corporate credit cards issued to your employees
by your corporate credit card providers.
AP_TRIAL_BALANCE:
 It contains denormalized information about invoices and payments posted to the
accrual set of books.