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The IGS_AD_DOC_STAT table in Oracle E-Business Suite (EBS) 12.1.1 or 12.2.2 is a critical data structure within the Oracle Grants Accounting module, specifically associated with the management of document statuses for award and disbursement transactions. This table serves as a repository for tracking the lifecycle of financial documents, ensuring compliance with grant management policies, and facilitating audit trails. Below is a detailed analysis of its purpose, structure, and functional relevance in Oracle EBS.

Purpose and Functional Context

The IGS_AD_DOC_STAT table is primarily used to maintain the status history of documents processed in the Grants Accounting module. It captures transactional milestones, such as creation, approval, rejection, or completion of award-related documents (e.g., invoices, purchase orders, or disbursement requests). This table integrates with other core Oracle EBS modules like Accounts Payable (AP), General Ledger (GL), and Purchasing (PO) to ensure seamless financial operations and reporting.

Key Columns and Data Structure

The table comprises columns that store metadata and status-related attributes, including:
  • DOCUMENT_ID: A unique identifier linking to the document in the Grants Accounting system.
  • STATUS_CODE: Enumerates the document's current state (e.g., 'DRAFT', 'APPROVED', 'PAID', 'REJECTED').
  • STATUS_DATE: Timestamp marking when the status was updated.
  • CREATED_BY: User ID of the individual or system process that initiated the status change.
  • COMMENTS: Optional remarks clarifying the status transition (e.g., rejection reasons).
  • AWARD_ID: Foreign key referencing the associated grant or award in the IGS_AWARDS table.

Integration with Oracle EBS Workflows

The IGS_AD_DOC_STAT table interacts with Oracle Workflow to automate approval processes. For instance, when a disbursement request is submitted, the table logs a 'PENDING_APPROVAL' status, triggering workflow notifications to approvers. Subsequent updates (e.g., 'APPROVED' or 'REJECTED') are recorded, enabling real-time tracking via Oracle Forms or Self-Service pages.

Audit and Compliance Significance

This table plays a pivotal role in auditability, as it provides a chronological record of document status changes. Regulatory frameworks (e.g., OMB Uniform Guidance) mandate such tracking for federal grants. Reports leveraging IGS_AD_DOC_STAT data demonstrate compliance during internal or external audits.

Customization and Extensions

Organizations often extend the table's functionality by:
  • Adding custom status codes via lookup tables to reflect unique grant policies.
  • Developing triggers or APIs to synchronize statuses with external systems.
  • Creating Oracle Business Intelligence (OBIEE) dashboards for visibility into document lifecycle metrics.

Performance Considerations

Given its transactional nature, the table may grow rapidly in high-volume environments. Indexing on DOCUMENT_ID and STATUS_DATE is recommended to optimize query performance. Partitioning strategies can also be employed for large-scale deployments.

Conclusion

The IGS_AD_DOC_STAT table is a cornerstone of Oracle Grants Accounting, enabling robust document lifecycle management, workflow integration, and compliance reporting. Its design aligns with Oracle EBS's modular architecture, ensuring interoperability with financial and procurement modules. Administrators and developers should leverage its data for process automation, analytics, and governance while adhering to best practices for scalability.