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The AP_WEB_EMPLOYEE_INFO_ALL table in Oracle E-Business Suite (EBS) versions 12.1.1 and 12.2.2 is a critical repository for employee-related data used by the Accounts Payable (AP) and Web Expenses modules. This table stores employee-specific information necessary for expense reporting, reimbursement processing, and workflow approvals. Below is a detailed breakdown of its structure, purpose, and key attributes.

Overview

The AP_WEB_EMPLOYEE_INFO_ALL table is part of the Oracle Payables and Web Expenses modules, designed to maintain employee expense-related configurations. It acts as a bridge between HR, Payables, and Expenses, ensuring seamless data flow for expense report submissions, approvals, and reimbursements. The table is multi-org enabled, meaning it stores records for all operating units, as indicated by the _ALL suffix.

Key Columns and Their Significance

  • EMPLOYEE_ID: References the employee in PER_ALL_PEOPLE_F (HR table), linking expense data to HR records.
  • ORG_ID: Identifies the operating unit, ensuring multi-org compliance.
  • DEFAULT_EXPENSE_ACCOUNT: Stores the default general ledger (GL) account for employee expenses.
  • APPROVER_ID: Specifies the default approver for the employee's expense reports.
  • CREDIT_CARD_PROGRAM_ID: Links to corporate credit card programs if applicable.
  • EMAIL_ADDRESS: Used for notifications and workflow communications.
  • ENABLED_FLAG: Indicates whether the employee is active in the expense system.

Functional Role

This table supports several critical functions:
  1. Expense Report Defaults: Provides default values (e.g., GL account, approver) when employees submit expense reports.
  2. Workflow Routing: Determines approval hierarchies by referencing approvers and substitutes.
  3. Integration with HR: Synchronizes with PER_ALL_PEOPLE_F to reflect employee status changes (e.g., termination).
  4. Credit Card Reconciliation: Associates employees with corporate card programs for automated expense imports.

Technical Considerations

  • Indexes: Typically indexed on EMPLOYEE_ID and ORG_ID for performance.
  • API Dependencies: Managed via Oracle's Public APIs (e.g., AP_WEB_EMPLOYEE_INFO_PKG) to ensure data integrity.
  • Audit Columns: Includes CREATION_DATE, CREATED_BY, LAST_UPDATE_DATE, and LAST_UPDATED_BY for tracking changes.

Common Customizations

Customers often extend this table to:
  • Add custom approval hierarchies.
  • Integrate with third-party systems (e.g., travel management tools).
  • Enhance reporting by adding descriptive flexfields (DFFs).

Data Flow Example

When an employee submits an expense report:
  1. The system retrieves defaults from AP_WEB_EMPLOYEE_INFO_ALL (e.g., approver, GL account).
  2. Workflow routes the report based on the APPROVER_ID.
  3. Upon approval, Payables uses the DEFAULT_EXPENSE_ACCOUNT for accounting entries.

Conclusion

The AP_WEB_EMPLOYEE_INFO_ALL table is a cornerstone of Oracle Web Expenses, enabling efficient expense management by centralizing employee-specific configurations. Its integration with HR, Payables, and workflow modules ensures consistency across financial processes. Administrators should prioritize its maintenance, especially during HR data changes, to avoid workflow disruptions.