AP Negative Supplier Balance

Description:

Application: Payables Source: Accounts Payable Negative Supplier Balance Short Name: APXNVBAL DB package: XLA_TB_AP_REPORT_PVT

Parameters

Operating Unit, Report Definition, As of Date, Third Party Name, Show Transaction Detail

Used tables

&p_template_sql_statement

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 Negative Supplier Balance 24-Jul-2023 215850.xlsx

Report SQL

www.enginatics.com/reports/ap-negative-supplier-balance/

Blitz Report™ import options

AP_Negative_Supplier_Balance.xml

Case Study & Technical Analysis: AP Negative Supplier Balance

1. Executive Summary

Business Problem

In Accounts Payable, a “Negative Balance” indicates that the company has overpaid a supplier or has outstanding Credit Memos that exceed the value of unpaid invoices. These debit balances represent:

Cash Leakage: Capital tied up with vendors that could be used elsewhere.
Financial Risk: If a supplier goes bankrupt or the relationship ends, these funds may be unrecoverable.
Reporting Compliance: For statutory reporting (GAAP/IFRS), significant debit balances in AP must often be reclassified as Current Assets (Receivables) rather than netting against total Liabilities.

Solution Overview

The AP Negative Supplier Balance report is a critical financial control tool. It scans the supplier subledger to identify third parties with a net debit position as of a specific date. This allows the AP Manager to instruct the team to either request a refund check or ensure the credit is applied to future invoices immediately.

Key Benefits

Cash Recovery: Directly identifies opportunities to request refunds from vendors.
Audit Compliance: Provides the necessary documentation for reclassifying AP debit balances during quarter-end or year-end close.
Vendor Management: Highlights suppliers with frequent credit memos or billing errors.

2. Technical Analysis

Core Tables and Views

Unlike simple operational reports, this report is typically built on the Subledger Accounting (SLA) architecture to ensure it matches the General Ledger:

XLA_TRIAL_BALANCES: The primary source for “As Of” balance reporting in R12. It stores the remaining balance of every liability transaction.
AP_INVOICES_ALL: Provides the operational details (Invoice Number, Date) for the transactions making up the balance.
PO_VENDORS / HZ_PARTIES: Supplier master data.

SQL Logic and Data Flow

The report leverages the Oracle “Open Account Balances” definition (XLA_TB_AP_REPORT_PVT).

Balance Calculation: It sums the ACCOUNTED_DR and ACCOUNTED_CR from the SLA distribution links or trial balance snapshot to derive the net remaining liability.
Filtering: The HAVING SUM(balance) < 0 clause is the core filter, isolating only those suppliers/sites where the credits outweigh the debits.
As-Of Logic: The query must reconstruct the balance back to the requested “As Of Date” by excluding transactions or applications that occurred after that date.

Integration Points

General Ledger: The report output should reconcile with the AP Liability account balance in GL (specifically the debit portion).
SLA: Relies on the “Open Account Balances Data Manager” program to be current.

3. Functional Capabilities

Parameters & Filtering

As of Date: The “cut-off” date for the analysis. Essential for historical reconciliation.
Supplier Name: Run for a specific partner or leave blank for all.
Show Transaction Detail:
- Yes: Lists the specific Credit Memos and Overpayments causing the negative balance.
- No: Shows one line per Supplier/Site with the total amount.

Performance & Optimization

SLA Dependency: This report is most efficient when the standard Oracle “Open Account Balances Data Manager” process has been run recently, as it relies on pre-calculated balances rather than summing millions of raw transactions on the fly.

4. FAQ

Q: Why doesn’t this match my “Invoice Aging” report? A: The Aging report is often based on Invoice Date or Due Date, whereas this report is based on Accounting Date and SLA balances. Unaccounted transactions will not appear here.

Q: How do I clear a negative balance? A: You have two options:

Refund: Ask the supplier for a check, record it as a “Refund” in AP, which debits Cash and credits the Liability (clearing the negative).
Offset: Enter a new Standard Invoice for new goods and “Apply” the Credit Memo to it.

Q: Does this include unvalidated invoices? A: Generally, no. It includes only “Accounted” transactions that have hit the Trial Balance.

Oracle E-Business Suite Reporting Library

We provide an open source Oracle EBS SQLs as a part of operational and project implementation support toolkits for rapid Excel reports generation.

Blitz Report™ is based on Oracle EBS forms technology, and hence requires minimal training. There are no data or performance limitations since the output files are created directly from the database without going through intermediate file formats such as XML.

Blitz Report can be used as BI Publisher and Oracle Discoverer replacement tool. Standard Oracle BI Publisher and Discoverer reports can also be imported into Blitz Report for immediate output to Excel. Typically, reports can be created and version tracked within hours instead of days. The concurrent request output automatically opens upon completion without the need for re-formatting.

The Filters, Columns, Rows and Values fields are used to create and deliver the data in pivot table format with full drill down to details.

Blitz Report Pivots

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If you would like to optimize your Oracle EBS implementation and or operational reporting you can visit www.enginatics.com to review great ideas and example usage in blog. Or why not try for yourself in our demo environment.

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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OKS Service Contracts Billing History OKS Service Contracts Billing Schedule	AD Applied Patches AD Applied Patches 11i AD Applied Patches R12.2
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Payroll	Process Manufacturing
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Order Management	Work in Process
ONT Cancelled Orders ONT Order Holds ONT Orders ONT Orders and Lines ONT Recurring Billing Plan ONT System Parameters ONT Transaction Types Listing ONT Transaction Types and Line WF Processes	WIP Account Distribution WIP Discrete Job Shortage WIP Entities WIP Entities Summary WIP Outside Processing WIP Required Components WIP Value WIP Value Summary
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