AP Trial Balance

Description:

Application: Payables Source: Accounts Payable Trial Balance Short Name: APTBRPT DB package: XLA_TB_AP_REPORT_PVT

For scheduling the report to run periodically, use the ‘as of relative period close’ offset parameter. This is the relative period offset to the current period, so when the current period changes, the period close as of date will also be automatically updated when the report is re-run.

Requires custom package XXEN_XLA package to be installed to initialize the hidden parameters removed from the report to simplify scheduling of the report.

Parameters

Operating Unit, Report Definition, Journal Source, As of Date, Third Party Name, Include Write Offs, Payables Account From, Payables Account To, Include SLA Manuals/Other Sources, Revaluation Currency, Revaluation Rate Type, Revaluation Date, As of Relative Period Close

Used tables

&P_TEMPLATE_SQL_STATEMENT, xtb, gl_daily_conversion_types, gl_daily_rates, aptb_trx, aptb_acc, gl_code_combinations_kfv

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 Trial Balance - Pivot Default Template 17-Jan-2023 235141.xlsx

Report SQL

www.enginatics.com/reports/ap-trial-balance/

Blitz Report™ import options

AP_Trial_Balance.xml

Case Study & Technical Analysis: AP Trial Balance

Executive Summary

The AP Trial Balance is the definitive reconciliation report for Oracle Payables. It provides a snapshot of the outstanding liability to suppliers at a specific point in time. This report is essential for the period-end close process, serving as the primary tool to reconcile the Accounts Payable subledger balance with the General Ledger control account. It ensures financial accuracy and regulatory compliance by verifying that the company’s recorded liabilities match its actual obligations.

Business Challenge

Financial controllers and accountants face significant pressure during the month-end close:

Reconciliation Discrepancies: Differences between the AP subledger and the GL balance must be identified and explained.
Historical Reporting: Auditors often require a liability listing “as of” a past date to verify the balance sheet at year-end.
Multi-Currency Complexity: Global organizations need to report liabilities in both the transaction currency and the functional ledger currency, accounting for revaluation.
Data Volume: Processing millions of historical transactions to reconstruct a balance at a past date is computationally expensive and slow.

The Solution: Operational View

The AP Trial Balance addresses these challenges by leveraging the Subledger Accounting (SLA) architecture (in R12) or the standard AP Trial Balance engine.

Point-in-Time Accuracy: Accurately reconstructs the liability balance for any given historical date (“As of Date”), considering only transactions accounted up to that point.
Drill-Down Capability: Provides the detailed composition of the balance, listing individual unpaid invoices, allowing users to trace a GL balance back to specific transactions.
Revaluation Support: Can report balances using revalued exchange rates, helping to assess the impact of currency fluctuations on open liabilities.
Flexible Grouping: Allows data to be grouped by Account, Supplier, or Third Party, facilitating different reconciliation strategies.

Technical Architecture (High Level)

The report relies on the Subledger Accounting (SLA) Trial Balance engine (in R12), which maintains a synchronized view of balances.

Primary Tables:
- XLA_TRIAL_BALANCES (or XTB views): The core table maintaining the balance of each liability combination.
- AP_INVOICES_ALL: Source of invoice details.
- AP_PAYMENT_SCHEDULES_ALL: Tracks the remaining amount due for each invoice.
- GL_CODE_COMBINATIONS: Defines the liability accounts being reported.
- GL_DAILY_RATES: Used for currency conversion and revaluation calculations.
Logical Relationships:
- The report queries the Trial Balance Engine (XLA_TB_AP_REPORT_PVT package) which aggregates data based on the ‘As of Date’.
- It filters transactions based on the Liability Account (from GL_CODE_COMBINATIONS) to ensure it only picks up relevant payables balances.
- It joins to Party information to group balances by Supplier.
- It calculates the Remaining Amount by looking at the original invoice amount minus any payments or adjustments posted on or before the ‘As of Date’.

Parameters & Filtering

As of Date: The most critical parameter. The report calculates balances as they stood at the end of this day.
Operating Unit: Limits the report to a specific business entity.
Payables Account From/To: Allows filtering for specific liability accounts (e.g., Trade Payables vs. Intercompany Payables).
Third Party Name: Filters for a specific supplier, useful for investigating individual vendor discrepancies.
Include SLA Manuals/Other Sources: Determines if manual journal entries made directly in SLA should be included in the subledger balance.

Performance & Optimization

Incremental Maintenance: The SLA Trial Balance engine is often maintained incrementally, meaning the report doesn’t always have to sum up all history from day one. It can rely on summarized snapshots.
Database Package: The report utilizes the XLA_TB_AP_REPORT_PVT database package, which is optimized to perform heavy aggregations within the database layer rather than transferring raw data to the application layer.
Relative Period Close: The “As of Relative Period Close” parameter allows for dynamic scheduling (e.g., “run for the last closed period”), automating the month-end reporting packet without manual date updates.

FAQ

Q: Why does the AP Trial Balance not match the General Ledger? A: Common reasons include: * Manual journal entries posted directly to the GL liability account (bypassing AP). * Unaccounted AP transactions (invoices/payments entered but not yet transferred to GL). * Data corruption or “orphan” records (rare, but possible). * Running the report and the GL inquiry with different date ranges or criteria.

Q: Can I run this report for a date in the future? A: While technically possible, it is most effective for current or past dates. Running it for a future date would simply show the current open items, assuming no further activity happens, which is rarely accurate for forecasting.

Q: Does this report include invoices that are on hold? A: Yes, if the invoice is validated and accounted, it represents a liability and will appear on the Trial Balance, regardless of whether it is on hold for payment.

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OKC Contract Lines Summary	OKL Termination Quotes
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IBY Payment Process Request Details	GMI Cycle Count Forms
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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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