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The AP_PREPAY_HISTORY_ALL table in Oracle E-Business Suite (EBS) 12.1.1 and 12.2.2 is a critical repository for tracking prepayment application history within the Accounts Payable (AP) module. Prepayments are advance payments made to suppliers before goods or services are received, and this table maintains an audit trail of how these prepayments are applied against invoices. Below is a detailed analysis of its structure, purpose, and functional significance.

Purpose and Functional Context

The AP_PREPAY_HISTORY_ALL table stores records of prepayment applications, capturing details such as the prepayment invoice, applied invoice, amounts, and accounting entries. It ensures transparency in financial reporting and compliance by documenting how prepayments offset liabilities. This table is integral to the "Prepayment Application" process, where users apply prepayments to standard invoices to reduce outstanding balances.

Key Columns and Relationships

The table includes columns such as:
  • PREPAY_HISTORY_ID: Primary key, uniquely identifying each prepayment application record.
  • PREPAY_INVOICE_ID: References AP_INVOICES_ALL.INVOICE_ID for the prepayment invoice.
  • APPLIED_INVOICE_ID: References AP_INVOICES_ALL.INVOICE_ID for the invoice against which the prepayment is applied.
  • AMOUNT: The applied prepayment amount.
  • ACCOUNTING_DATE: Date of the accounting entry.
  • CREATION_DATE, CREATED_BY: Audit columns tracking record creation.
It links to other AP tables like AP_INVOICES_ALL, AP_PAYMENT_SCHEDULES_ALL, and GL_CODE_COMBINATIONS for invoice, payment schedule, and accounting data.

Process Flow

  1. Prepayment Creation: A prepayment invoice is entered in AP_INVOICES_ALL with INVOICE_TYPE_LOOKUP_CODE = 'PREPAYMENT'.
  2. Prepayment Application: When applied to an invoice, a record is inserted into AP_PREPAY_HISTORY_ALL with the prepayment and applied invoice IDs, amount, and accounting details.
  3. Accounting Impact: The application triggers accounting entries (e.g., debiting the prepayment account and crediting the liability account), which are reflected in GL_INTERFACE or GL_JE_LINES.

Technical Considerations

  • Multi-Org Structure: The _ALL suffix indicates it stores data for all operating units, filtered by ORG_ID.
  • Integration with GL: Prepayment applications generate accounting entries, ensuring alignment with General Ledger.
  • Audit and Reporting: The table supports audit trails and reports like "Prepayment Register" and "Prepayment Application History."

Common Use Cases

  • Reconciliation: Verify prepayment balances by querying applied amounts against original prepayments.
  • Dispute Resolution: Trace prepayment applications to resolve supplier disputes.
  • Period-End Close: Ensure all prepayments are properly applied before closing periods.

Conclusion

The AP_PREPAY_HISTORY_ALL table is a cornerstone of Oracle EBS's prepayment management, ensuring accurate financial tracking and compliance. Its integration with other AP and GL modules underscores its role in maintaining audit integrity and supporting critical business processes. Understanding its structure and functionality is essential for AP administrators, accountants, and implementers.