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AP Invoice Workbench Overview


  • Form Application: Accounts Payables
  • Form Name: APXIWALL
  • Form Description: Accounts Payables Invoice Workbench
  • Form Path: /oracle/apps/r12/visr12/apps/apps_st/appl/ap/12.0.0/forms/US/APXIWALL.fmx

AP Invoice Workbench Actions:
Invoice workbench is a one stop screen where multiple invoice actions can be performed. Some of the common actions

  • Invoice Entry
  • Invoice Corrections/Update
  • View Invoice
  • Invoice Holds and Removal
  • Invoice Match
  • Invoice Validation
  • Invoice Approval
  • Create Invoice accounting
  • Invoice Payments

Invoice Entry: For detailed tutorial on how to create invoice entry visit

Invoice Match: Invoice Matching is a step in AP invoice processing where a invoice is matched to corresponding purchase Order.

  • Navigate to AP Invoice workbench
  • Query and open a Invoice
  • Click on ‘MATCH’
  • Enter the purchase order or other search criteria to query
  • Click ‘FIND’
  • Output screen shows all purchase order lines
  • Select the lines to match
  • Click ‘MATCH’


Invoice Validation: Invoice validation is done after AP invoice is matched with purchase order.

  • Navigate to AP invoice work bench
  • Click on ‘Actions’
  • Check ‘Validate’
  • Click ‘OK’
  • Verify the status
  • Invoice status shows ‘VERIFIED’ if all predefined conditions are met.


Invoice Approval: based on setups some invoice may need to be approved before processing for payments.

  • Navigate to AP invoice work bench
  • Click on ‘Actions’
  • Check ‘Force Approval’ or ‘Initiate Approval’
  • Click ‘OK’
  • Verify the status
  • Invoice Approval status shows ‘APPROVED’ or ‘Manually Approved’

Create invoice Accounting: Once Invoice approved, accounting entries can be made.

  • Navigate to AP invoice work bench
  • Click on ‘Actions’
  • Select ‘Create Accounting’, select ‘Draft’, ‘Final’ or ‘Final post’.
  • Click ‘OK’
  • Navigate to ‘TOOLS’ -> View Accounting Entries to verify.

Invoice payment: Once Invoice is ready for payment, payment can be generated or scheduled for a later date based on payment terms.

  • Navigate to AP invoice work bench
  • Click on ‘Actions’
  • Select ‘Pay in Full’
  • Click ‘OK’
  • Payments window opens up
  • Enter the payment date
  • Enter bank a/c details
  • Enter payment method
  • Click on ‘Actions’
  • Select ‘Create Accounting’ and ‘Print Remittance Advice’
  • Click ‘OK’



AP Invoices Manual Entry

  • Form Application: Accounts Payables
  • Form Name: APXIWALL
  • Form Description: Enter Accounts Payables Invoices manually
  • Form Path: /oracle/apps/r12/visr12/apps/apps_st/appl/ap/12.0.0/forms/US/APXIWALL.fmx

Suppliers once goods are shipped they will send the invoice, this is called accounts payable invoice.

AP invoices can be entered manually, through API or through EDI.

Navigation:  Accounts Payables Responsibility -> Invoices -> Entry -> Invoices

  • Enter the operating Unit
  • Enter type of Invoice
  • Enter Purchase Order (PO) number if it is for a PO
  • Enter Supplier Name in Trading Partner
  • Enter Invoice Date
  • Enter Invoice Number
  • Enter Invoice amount

Then click on ‘LINES’ tab to enter Invoice lines information. Only in R12 you can enter Invoice lines, in older versions you can only enter Invoice header and distributions.

  • Enter Line Number
  • Enter Invoice line type (eg. Item)
  • Enter Invoice line amount
  • Enter distribution account, by default you can select this from a predefined account alias, however this can be manually changed.
  • Enter description

Click on DISTRIBUTIONS for the invoice line. Distributions allow to split the line amount to multiple distribution (GL) accounts.

Save the record. Now a new AP invoice is created in the system.

Accounts Payables R12 enhancements

R12 enhancements in AP module

1) New user Interface to Supplier entry & maintenance

  • A new HTML form is available in R12 for entering and updating Suppliers.

2) Suppliers, Supplier sites and contacts

  • Suppliers, sites and contacts are part of TCA (Trading Community Architecture).
  • Each supplier site, contact is defined in TCA globally and any site can use it. Any changes to supplier sites/contacts can be done at TCA level that will reflect automatically in every site (OU), in R11 manually every site/contact should be updated whenever needed.

3) Accounts Payable Invoice Lines

  • R11 Invoices will have only invoice headers and distributions, now in R12 Invoices will have invoice lines and invoice lines will have distributions. Freight, special charges are captured at line level giving the functionality to capture more details at distribution levels.
  • This help in better data visibility/integration with other modules.

4) Banks and Bank Details

  • Bank data model is migrated to TCA architecture. Banks and Bank branches are TCA parties in R12. Bank account information is moved to Cash management

5) Integration with Oracle E-Business Tax

  • A new module ‘E-Business Tax’ is used to configure and manage taxation rules. This determines the tax for each transaction. In R11 descriptive flex fields are used for country specific tax attributes.

6) Multi Org Access Control

  • In R11 each responsibility is associated with an Operating Unit (OU), to access data from different OU, user has to switch responsibility. In R12 while it still maintains the data restriction across OUs, but user can access different OU without changing the responsibility as long as he was given access to different OU.