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The AP.AP_EXPENSE_REPORT_HEADERS_ARC table in Oracle E-Business Suite (EBS) 12.1.1 or 12.2.2 serves as an archival repository for expense report header information that has been purged from the primary AP_EXPENSE_REPORT_HEADERS table. This table is a critical component of the Accounts Payable (AP) module, specifically within the Expense Reporting functionality, and is designed to maintain historical data for compliance, auditing, and reporting purposes. Below is a detailed analysis of its structure, purpose, and integration within Oracle EBS.

Purpose and Functional Context

The AP_EXPENSE_REPORT_HEADERS_ARC table stores archived records of expense reports that have been processed, paid, and subsequently purged from the active AP_EXPENSE_REPORT_HEADERS table. This archival mechanism ensures data retention for regulatory compliance (e.g., tax audits, SOX) while optimizing the performance of the primary transactional tables. The table is populated during the Expense Report Purge process, which is typically executed as part of periodic database maintenance.

Key Columns and Data Structure

The table mirrors the structure of its active counterpart, with columns such as:
  • EXPENSE_REPORT_ID: Primary key identifier for the archived expense report.
  • EMPLOYEE_ID: Links to PER_ALL_PEOPLE_F to identify the submitter.
  • REPORT_NUMBER: Unique identifier for the expense report.
  • STATUS: Archived status (e.g., 'PAID', 'CANCELLED').
  • CREATION_DATE, LAST_UPDATE_DATE: Timestamps for audit tracking.
  • GL_DATE: General Ledger posting date.
  • AMOUNT: Total reported expense amount.
  • ORG_ID: Multi-org identifier.
Additional columns may include approval details, payment information, and custom attributes configured via Descriptive Flexfields (DFFs).

Integration with Oracle EBS Modules

The table interacts with several EBS components:
  1. Accounts Payable: Ties to payment records via AP_INVOICES and AP_PAYMENT_SCHEDULES.
  2. General Ledger: Archived GL journal entries reference the GL_DATE and CODE_COMBINATION_ID.
  3. Human Resources: Employee data links to PER_ALL_PEOPLE_F.
  4. Multi-Org: Supports data partitioning by ORG_ID.

Technical Considerations

  • Purge Process: Data is moved to the archive table via concurrent programs like "Purge Expense Reports" (APXPPRER).
  • Indexing: Typically indexed on EXPENSE_REPORT_ID, EMPLOYEE_ID, and ORG_ID for retrieval efficiency.
  • Retention Policies: Retention periods are configurable via Oracle's Archive Manager or custom scripts.

Customization and Extensions

Organizations may extend the table's functionality through:
  • Descriptive Flexfields (DFFs): Adding custom attributes to meet business-specific requirements.
  • APIs: Using AP_EXPENSE_REPORT_PUB for programmatic access.
  • Reports: Building custom audits using archived data via BI Publisher or Oracle Reports.

Conclusion

The AP.AP_EXPENSE_REPORT_HEADERS_ARC table is a vital element of Oracle EBS's data retention strategy, ensuring historical expense report data remains accessible while maintaining system performance. Its design aligns with Oracle's best practices for archival, supporting compliance, reporting, and integration across AP, GL, and HR modules. Proper configuration and maintenance of this table are essential for organizations subject to financial regulations or requiring long-term expense analytics.