Search Results ap_expense_reports_all




The AP_EXPENSE_REPORTS_ALL table in Oracle E-Business Suite (EBS) versions 12.1.1 and 12.2.2 is a critical repository for expense report data within the Accounts Payable (AP) module. This table stores comprehensive details about employee expense reports, including header-level information such as report identifiers, submission dates, approval statuses, and associated financial attributes. Below is a detailed breakdown of its structure, functionality, and integration within Oracle EBS.

Table Overview

The AP_EXPENSE_REPORTS_ALL table serves as the primary storage for expense report headers, while related tables (e.g., AP_EXPENSE_REPORT_LINES_ALL) store line-item details. It is a multi-organization-enabled table, denoted by the "_ALL" suffix, meaning it can store data across multiple operating units in a multi-org environment. Key columns include:
  • EXPENSE_REPORT_ID: Primary key uniquely identifying each expense report.
  • EMPLOYEE_ID: References the employee submitting the report (links to PER_ALL_PEOPLE_F).
  • STATUS: Tracks workflow status (e.g., "SUBMITTED," "APPROVED," "PAID").
  • REPORT_NUMBER: User-friendly identifier for the report.
  • START_DATE and END_DATE: Define the expense period.
  • TOTAL_AMOUNT: Sum of all line-item amounts.
  • ORG_ID: Operating unit identifier for multi-org support.

Functional Role

The table supports the end-to-end expense reporting lifecycle:
  1. Submission: Employees submit expense reports via Oracle iExpenses or self-service modules, creating records in this table.
  2. Approval Workflow: The STATUS column integrates with Oracle Workflow to route reports for approval.
  3. Validation: Policies (e.g., per diem limits) are enforced against data in this table.
  4. Integration with AP: Approved reports generate payable invoices in the AP_INVOICES_ALL table.
  5. Accounting: GL entries are derived from amounts and distributions tied to the report.

Integration Points

The table interacts with several Oracle EBS modules:
  • Human Resources (HR): Links to PER_ALL_PEOPLE_F for employee details.
  • General Ledger (GL): Expense distributions post to GL via AP_INVOICE_DISTRIBUTIONS_ALL.
  • Cash Management: Payment details sync with CE_PAYMENT_DOCUMENTS.
  • Projects: Project-related expenses integrate with PA_EXPENDITURE_ITEMS.

Technical Considerations

Key technical aspects include:
  • Indexes: Indexes on EXPENSE_REPORT_ID, EMPLOYEE_ID, and STATUS optimize queries.
  • Partitioning: Large implementations may partition the table by date ranges for performance.
  • Audit Columns: CREATION_DATE, CREATED_BY, LAST_UPDATE_DATE, and LAST_UPDATED_BY track changes.
  • API Support: Oracle provides PL/SQL APIs (e.g., AP_EXPENSE_REPORT_PUB) for programmatic access.

Customization and Extensions

Common extensions include:
  • Adding custom columns via descriptive flexfields (DFFs) to capture organization-specific data.
  • Developing custom workflows for approval routing beyond standard setups.
  • Integrating with third-party expense management tools via APIs.

Conclusion

The AP_EXPENSE_REPORTS_ALL table is a cornerstone of Oracle EBS's expense management functionality. Its design supports complex business processes, multi-org deployments, and integration with financial and HR systems. Understanding its structure and relationships is essential for configuring, customizing, and troubleshooting expense reporting in Oracle EBS 12.1.1 and 12.2.2.