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The AP_ALLOCATION_RULES table in Oracle E-Business Suite (EBS) 12.1.1 and 12.2.2 is a critical component of the Accounts Payable (AP) module, primarily used for defining and managing allocation rules for invoice distributions. These rules automate the process of distributing invoice amounts across multiple accounting segments, such as cost centers, departments, or projects, based on predefined criteria. This functionality is particularly useful for organizations that require complex expense allocations, ensuring accurate and consistent accounting treatment across various business units.

Purpose and Functionality

The AP_ALLOCATION_RULES table stores metadata for allocation rules, which determine how invoice amounts are proportionally or fixedly distributed across accounting flexfields. Key use cases include:
  • Expense Allocation: Distributing shared service costs (e.g., utilities, rent) across departments.
  • Project Accounting: Allocating invoice amounts to multiple projects based on predefined percentages.
  • Tax or Overhead Distribution: Applying tax or overhead charges proportionally to cost centers.

Key Columns and Structure

The table includes columns such as:
  • ALLOCATION_RULE_ID: Primary key, uniquely identifying each rule.
  • ALLOCATION_RULE_NAME: User-defined name for the rule.
  • DESCRIPTION: Optional details about the rule's purpose.
  • START_DATE_ACTIVE and END_DATE_ACTIVE: Define the rule's validity period.
  • CREATED_BY, CREATION_DATE, LAST_UPDATED_BY, LAST_UPDATE_DATE: Audit columns tracking rule creation/modification.

Integration with Other Modules

The table interacts with:
  • AP_INVOICE_DISTRIBUTIONS: Stores the actual distributions generated by the rules.
  • GL_CODE_COMBINATIONS: References accounting segments for allocations.
  • AP_INVOICES: Links allocation rules to specific invoices.

Technical Implementation

Allocation rules are typically defined via the Oracle AP "Allocation Rules" form (Navigation: Payables > Setup > Allocations). Rules can be:
  • Percentage-Based: Distributes amounts by predefined percentages.
  • Fixed-Amount: Allocates specific fixed amounts.
  • Variable: Uses formulas or dynamic criteria.

Example Use Case

A company allocates a $10,000 utility invoice across three departments (HR, IT, Finance) using a percentage-based rule (40%, 30%, 30%). The AP_ALLOCATION_RULES table stores this rule, and during invoice entry, the system automatically creates distributions of $4,000, $3,000, and $3,000 in AP_INVOICE_DISTRIBUTIONS.

Customization and Extensions

Organizations can extend functionality via:
  • Custom PL/SQL: Adding validation logic to allocation rules.
  • API Integration: Using AP_ALLOCATION_RULES_PKG for programmatic rule management.
  • Workflow: Automating approval processes for rule changes.

Considerations for Upgrades (12.1.1 to 12.2.2)

While the core structure of AP_ALLOCATION_RULES remains consistent, Oracle 12.2.2 introduces:
  • Enhanced UI for rule management in the new Oracle Fusion Middleware interface.
  • Improved performance for bulk allocation processing.
  • Tighter integration with Subledger Accounting (SLA) for audit trails.

Best Practices

  • Regularly review allocation rules for accuracy, especially after organizational changes.
  • Document rules thoroughly in the DESCRIPTION field for audit purposes.
  • Leverage END_DATE_ACTIVE to retire obsolete rules instead of deleting them.