AP Invoice Approval Status

Description:

Imported from Concurrent Program Application: Payables Source: Invoice Approval Status Short Name: APXAPRST

Parameters

Reporting Level, Reporting Context, Sort By, Trading Partner, Supplier Site, Approver, Invoice Date From, Invoice Date To, Status

Used tables

ap_inv_aprvl_hist_all, ap_invoices_all, gl_ledgers, ap_suppliers, ap_supplier_sites_all, hz_parties, fnd_currencies, xle_entity_profiles, ap_lookup_codes, mo_glob_org_access_tmp, dual, ap_invoice_lines_all

Dependencies

If you would like to try one of these Oracle EBS SQLs without having Blitz Report installed, note that some of the reports require functions from utility package xxen_util.

Example Report

AP Invoice Approval Status - By Approver 18-Jul-2024 070508.xlsx

Report SQL

www.enginatics.com/reports/ap-invoice-approval-status/

Blitz Report™ import options

AP_Invoice_Approval_Status.xml

Case Study & Technical Analysis: AP Invoice Approval Status

1. Executive Summary

Business Problem

In complex organizations, tracking the approval status of invoices is critical for financial control and operational efficiency. Accounts Payable (AP) departments often struggle with:

Lack of Visibility: Difficulty in determining where an invoice is stuck in the approval workflow.
Audit Compliance: Challenges in providing a clear audit trail of who approved what and when.
Process Bottlenecks: Inability to identify approvers who consistently delay payments.
Cash Flow Management: Uncertainty about upcoming cash outflows due to pending approvals.

Solution Overview

The AP Invoice Approval Status report provides a comprehensive view of the invoice approval history and current status. It bridges the gap between the AP invoice data and the approval workflow history, offering a unified view for AP managers and auditors.

Key Benefits

Enhanced Visibility: Real-time tracking of invoice approval status across the organization.
Improved Efficiency: Rapid identification of bottlenecks in the approval process.
Audit Readiness: Complete history of approval actions, including dates and approver identities.
Financial Control: Better management of invoice holds and payment schedules.

2. Functional Analysis

Report Purpose

This report is designed to list invoices along with their approval status and history. It is particularly useful for organizations using Oracle Payables Invoice Approval Workflow (AME or standard workflow) to manage invoice approvals.

Key Metrics & Data Points

Invoice Details: Invoice Number, Date, Amount, Currency, Supplier Name, Site.
Approval Status: Current status (e.g., Approved, Rejected, Initiated, Needs Reapproval).
Workflow History: Approver Name, Action Date, Action Taken (Approve, Reject, Delegate).
Aging: Days since the invoice was received or the approval process started.

Intended Audience

AP Managers: To monitor team performance and approval bottlenecks.
AP Clerks: To follow up on specific invoices stuck in approval.
Internal Auditors: To verify compliance with approval limits and delegation rules.
Controllers: To assess potential liabilities and cash requirements.

3. Technical Analysis

Source Tables

The report primarily joins AP invoice data with approval history tables:

AP_INVOICES_ALL: Core invoice header information.
AP_INV_APRVL_HIST_ALL: Historical record of approval actions for each invoice.
AP_SUPPLIERS & AP_SUPPLIER_SITES_ALL: Supplier master data.
GL_LEDGERS: Ledger context.
HZ_PARTIES: Party information for approvers.
FND_CURRENCIES: Currency definitions.

Critical Logic

Approval History Join: The report links invoices to their approval history using INVOICE_ID. It handles multiple approval iterations (e.g., if an invoice was rejected and resubmitted).
Approver Identification: It resolves the approver’s ID to a user-friendly name, often requiring joins to HR or FND user tables depending on the implementation.
Status Interpretation: The report translates system status codes into business-friendly terms (e.g., ‘WFAPPROVED’ to ‘Workflow Approved’).

Performance Considerations

Indexing: Ensure AP_INV_APRVL_HIST_ALL is indexed on INVOICE_ID for efficient joining.
Date Ranges: The report includes parameters for Invoice Date From and To to limit the dataset and prevent full-table scans on large transaction tables.

4. Implementation Guide

Setup Instructions

Deploy SQL: Copy the provided SQL query into your reporting tool (e.g., Blitz Report, BI Publisher).
Configure Parameters: Set up the standard parameters:
- Ledger: To filter by specific entity.
- Date Range: To control the reporting period.
- Supplier: Optional filter for vendor-specific analysis.
- Approver: Optional filter to audit specific users.
Security: Ensure the report responsibility has access to the underlying AP and HR tables.

Usage Scenarios

Daily Operations: Run daily to identify invoices pending approval for more than 5 days.
Month-End Close: Run to ensure all material invoices are approved and accounted for before closing the period.
Audit Requests: Run for a specific sample of invoices to demonstrate approval compliance.

5. Frequently Asked Questions (FAQ)

Q: Why does an invoice show multiple approval records?

A: If an invoice is rejected and resubmitted, or if it requires multiple levels of approval (e.g., Manager -> Director), each action is recorded as a separate line in the history.

Q: Can I see who the invoice is currently waiting on?

A: Yes, the report typically shows the ‘Pending’ action and the assigned approver for invoices that are not yet fully approved.

Q: Does this report cover AME (Approvals Management Engine) rules?

A: Yes, since AME writes back to the standard AP approval history tables, this report reflects the outcomes of AME rules.

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Alert	CRM Foundation
ALR Alerts	JTF Grid Datasources
Contracts Core	Lease and Finance Management
OKC Contract Lines Summary	OKL Termination Quotes
Payments	Process Manufacturing Inventory
IBY Payment Process Request Details	GMI Cycle Count Forms
Public Sector Financials	Shipping Execution
PSA Budgetary Control Transactions	WSH Shipping/Delivery Transactions
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Order Management	Work in Process
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Cash Management	Cost Management
CE Bank Account Balances CE Bank Branches CE Bank Statement Import Execution CE Bank Statement and Reconciliation CE Bank Transaction Codes Listing CE Cash in Transit CE Cleared Transactions CE General Ledger Cash Account Usage CE General Ledger Reconciliation CE Transactions Available for Reconciliation	CST AP and PO Accrual Reconciliation CST COGS Revenue Matching CST Cost Groups CST Detailed Item Cost CST Inventory Value - Multi-Organization (Element Costs) 11i CST Inventory Value - Multi-Organization (Item Costs) CST Inventory Value Report - by Subinventory (Item Cost) CST Item Cost Reports CST Miscellaneous Accrual Reconciliation CST Period Close Subinventory Value CST Period Close Subinventory Value Summary CST Periodic Inventory Value CST Supply Chain Indented Bills of Material Cost CST Uninvoiced Receipts
Purchasing	Discoverer
PO Approval Assignments PO Approval Groups PO Approved Supplier List PO Cancelled Purchase Orders PO Cancelled Requisitions PO Document Types PO Headers PO Headers 11i PO Headers and Lines PO Headers and Lines 11i PO Internal Requisitions and Sales Orders PO Internal Requisitions/Deliveries Discrepancy PO Invoice Price Variance PO Purchase Price Variance PO Purchase Requisitions with PO Details	DIS Access Privileges DIS Business Areas DIS Discoverer and Blitz Report Users DIS End User Layers DIS Folders, Business Areas, Items and LOVs DIS Import Performance DIS Items, Folders and Formulas DIS Migration identify missing EulConditions DIS Users DIS Workbook Export Script DIS Workbook Import Validation DIS Workbook Owner Export Script DIS Workbooks, Folders, Items and LOVs DIS Worksheet Execution History DIS Worksheet Execution Summary DIS Worksheet SQLs
Assets	Payables
FA Additions By Source FA Asset Additions FA Asset Book Details FA Asset Book Details 11i FA Asset Cost FA Asset Impairments FA Asset Inventory FA Asset Inventory Report FA Asset Reclassification FA Asset Register FA Asset Retirements FA Asset Summary (Germany) FA CIP Cost FA Cost Adjustments FA Depreciation Projection FA Depreciation Reserve FA Journal Entry Reserve Ledger FA Revaluation Reserve FA Tax Reserve Ledger	AP 1099 Payments AP Accounted Invoice Aging AP Cash Requirement AP DPIVA Export LSNA AP Expenses AP Final Payment Register 11i AP Intercompany Invoice Details AP Invoice Approval Status AP Invoice Audit Listing AP Invoice Payments AP Invoice Payments 11i AP Invoice on Hold AP Invoice on Hold 11i AP Invoices and Lines AP Invoices and Lines 11i AP Invoices with PO, Intercompany and SLA Details AP Matched and Modified Receipts AP Negative Supplier Balance AP Open Balances Revaluation AP Open Items Revaluation AP Posted Invoice Register AP Posted Payment Register AP Preliminary Payment Register 11i AP Supplier Statement AP Suppliers AP Suppliers 11i AP Suppliers Revenue Summary AP Suppliers Revenue Summary 11i AP Trial Balance AP Trial Balance Report Definitions
Receivables	General Ledger
AR Adjustment Register AR Aging AR Aging Buckets and Interest Tiers Setup AR Applied Receipts AR Autoinvoice Interface Summary AR Customer Credit Limits AR Customer Credit Snapshot AR Customer Open Balances Period Lookback AR Customer Statement AR Customers and Sites AR Disputed Invoice AR European Sales Listing AR Incomplete Transactions AR Miscellaneous Receipts AR Miscellaneous Receipts 11i AR Open Balances Revaluation AR Open Items Revaluation AR Past Due Invoice AR Payment Terms AR Receipt Register AR Sales Journal By Customer AR Transaction Register AR Transaction Types AR Transactions and Lines AR Transactions and Lines 11i AR Transactions and Payments AR Transactions and Payments 11i AR Unaccounted Transaction Sweep AR Unapplied Receipts Register AR to GL Reconciliation	GL Account Analysis GL Account Analysis (Distributions) GL Account Analysis (Distributions) 11g GL Account Analysis (Drilldown) GL Account Analysis (Drilldown) (with inventory and WIP) GL Account Analysis 11g GL Account Analysis 11i GL Balance GL Balance (pivot) GL Balance by Account Hierarchy GL Code Combinations GL Daily Rates GL Data Access Sets GL FSG Reports GL FSG Row Orders GL Financial Statement and Drilldown (FSG) GL Header Categories Summary GL Journals GL Journals (Drilldown) GL Journals (Drilldown) 11g GL Journals 11i GL Ledger Sets GL Ledgers and Legal Entities GL Ledgers and Organizations GL Oracle FSG Converter GL Oracle FSG Converter 11g GL Period Status GL Periods GL Summary Templates GL Trial Balance - Detail GL effective vs accounting vs period start and end date comparison
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FND Application Context File FND Applications FND Attached Documents FND Attachment Functions FND Audit Setup FND Audit Table Changes by Column FND Audit Table Changes by Record FND Concurrent Managers FND Concurrent Program Incompatibilities FND Concurrent Programs and Executables FND Concurrent Programs and Executables 11i FND Concurrent Request Conflicts FND Concurrent Requests FND Concurrent Requests 11i FND Concurrent Requests Summary FND Data Groups FND Descriptive Flexfield Table Columns FND Descriptive Flexfields FND Document Categories FND Document Sequence Assignments FND Document Sequences FND FNDLOAD Object Transfer FND Flex Hierarchies (Rollup Groups) FND Flex Value Hierarchy FND Flex Value Security Rules FND Flex Value Sets, Usages and Values FND Flex Values FND Form Functions FND Forms Personalizations FND Help Documents and Targets FND Histogram Columns FND Key Flexfields FND Languages FND Lobs FND Log Messages FND Lookup Search FND Lookup Values FND Lookup Values Comparison between environments FND Menu Entries FND Messages FND Nodes FND Profile Option Values FND Profile Options FND Request Groups FND Responsibilities FND Responsibility Access FND Responsibility Access 11i FND Responsibility Menu Exclusions FND Role Hierarchy FND Roles FND Rollup Groups FND SOA Runtime Error FND Tables and Columns FND User Login History FND User Login Page Favorites FND User Login Summary FND User Responsibilities FND User Roles FND User Roles 11i FND Users	DBA AWR Active Session History DBA AWR Blocking Session Summary DBA AWR CPU Load (active session history) DBA AWR CPU vs Wait Time Summary DBA AWR Interconnect Traffic DBA AWR Latch Summary DBA AWR Latch by Time DBA AWR PGA History DBA AWR SQL Execution Plan History DBA AWR SQL Performance Summary DBA AWR Settings DBA AWR System Metrics Summary DBA AWR System Time Percentages DBA AWR System Time Summary DBA AWR Tablespace Usage DBA AWR Wait Class by Time DBA AWR Wait Event Summary DBA AWR Wait Event Summary (active session history) DBA Alert Log DBA Archive / Redo Log Rate DBA Automated Maintenance Tasks DBA Blocking Sessions DBA CPU Benchmark1 DBA CPU Benchmark2 DBA CPU Benchmark3 DBA Dependencies (used by) DBA Dependencies (uses) DBA Editioned Object Summary DBA Editions DBA External Table Creation DBA Feature Usage Statistics DBA Hierarchical Profiler Data DBA Index Columns DBA Jobs DBA Log Switches DBA Objects DBA Parameters DBA Profiler Data DBA Redo Log Files DBA Registry SQL Patch DBA Result Cache Objects and Dependencies DBA Result Cache Statistics DBA SGA Active Session History DBA SGA Blocking Session Summary DBA SGA Buffer Cache Object Usage DBA SGA CPU Load (active session history) DBA SGA Memory Allocation DBA SGA SQL Execution Plan History DBA SGA SQL Performance Summary DBA SGA Target Advice DBA SGA Wait Event Summary (active session history) DBA SGA+PGA Memory Configuration DBA Scheduler Jobs DBA Segments DBA Session Longops DBA Table Columns DBA Table Modifications DBA Tablespace Usage DBA Text Search DBA Trace File Contents