Your Accounts Payable Payment Processing Data Template
Your Accounts Payable Payment Processing Data Template
- Recommended attributes for detailed analysis
- Standard process activities for event mapping
- Step by step extraction guidance for Oracle Fusion Financials
Accounts Payable Payment Processing Attributes
| Name | Description | ||
|---|---|---|---|
|
Activity Name
ActivityName
|
The specific event or step performed in the process. | ||
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Description
This attribute represents the name of the process step being executed, such as 'Invoice Created', 'Invoice Validated', or 'Payment Cleared'. It allows the process mining algorithm to reconstruct the sequence of events (control flow) for every invoice. These values are typically derived by unifying data from multiple transaction and history tables, tagging each record with a human-readable event name.
Why it matters
It defines the 'what' of the process, essential for mapping the process flow and discovering variants.
Where to get
Derived from AP_INVOICES_ALL status changes, AP_INV_APRVL_HIST_ALL, and AP_CHECKS_ALL
Examples
Invoice CreatedInvoice ValidatedPayment Created
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Event Timestamp
EventDateTime
|
The date and time when the activity occurred. | ||
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Description
This attribute records the exact timestamp for when an activity took place. It is used to sequence events chronologically and to calculate the duration between process steps. Precise timestamps are vital for accurate Cycle Time analysis and for identifying bottlenecks where invoices sit idle between steps.
Why it matters
It provides the temporal dimension necessary for performance analysis and process sequencing.
Where to get
CREATION_DATE or LAST_UPDATE_DATE from respective tables (e.g., AP_INVOICES_ALL, AP_CHECKS_ALL)
Examples
2023-10-01T08:30:00Z2023-10-05T14:15:00Z2023-10-10T09:00:00Z
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Invoice Number
InvoiceNumber
|
The unique identifier for the vendor invoice. | ||
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Description
This attribute serves as the unique reference for a specific invoice submitted by a supplier. It acts as the central Case ID for the process mining analysis, grouping all subsequent activities such as approvals, holds, and payments together. In Oracle Fusion Financials, this field is critical for linking invoice headers to lines, payments, and purchase orders. Analysts use this identifier to trace the complete lifecycle of a liability from the moment it is recorded until the cash leaves the bank account.
Why it matters
It is the definitive case identifier required to reconstruct the end-to-end process instance.
Where to get
AP_INVOICES_ALL.INVOICE_NUM
Examples
INV-2023-00199887766OCT-SERVICE-04
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Last Data Update
LastDataUpdate
|
The timestamp when the data was extracted or refreshed. | ||
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Description
Indicates the specific time the data record was extracted from Oracle Fusion. This helps analysts understand how fresh the data is and aids in incremental data loading strategies. It differentiates between the actual event time and the time the data became available for analysis.
Why it matters
It ensures data currency and helps manage incremental data loads.
Where to get
System time at extraction
Examples
2023-10-27T23:59:59Z
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Source System
SourceSystem
|
The name of the system where the data originated. | ||
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Description
Identifies the software system acting as the system of record for the event. In this context, it will typically be 'Oracle Fusion Financials'. This attribute is particularly useful in multi-system environments where data might be blended from ERP, procurement, and banking systems.
Why it matters
It ensures traceability of data lineage, especially in complex system landscapes.
Where to get
Hardcoded or derived from connection configuration
Examples
Oracle Fusion FinancialsOracle ERP CloudLegacy EBS
|
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Business Unit
BusinessUnit
|
The operating unit or business entity responsible for the invoice. | ||
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Description
Identifies the specific internal division or subsidiary processing the invoice. In Oracle Fusion, this maps to the Organization ID. This attribute is essential for the 'Global Process Variant Standardization' dashboard, enabling comparison of process efficiency across different regions or divisions.
Why it matters
It allows for comparative analysis of performance across different organizational entities.
Where to get
HR_ORGANIZATION_UNITS.NAME (joined via ORG_ID from AP_INVOICES_ALL)
Examples
US OperationsEMEA SalesAPAC Manufacturing
|
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Created By User
CreatedByUserName
|
The user ID or name of the person who entered the invoice. | ||
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Description
Identifies the user responsible for the initial data entry. This maps to the User Generic Data Model attribute. This data is used in 'Manual Intervention Rate' analysis to identify training needs or specific users associated with high rework rates.
Why it matters
It enables resource-level performance analysis and segregation of duties checks.
Where to get
AP_INVOICES_ALL.CREATED_BY (resolves to username via PER_USERS)
Examples
j.doesystem_integrationm.smith
|
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Due Date
DueDate
|
The date by which the payment must be made to avoid penalties. | ||
|
Description
The calculated deadline for payment based on the Invoice Date and Payment Terms. This attribute is the primary benchmark for the 'Late Payment Rate' KPI. Monitoring this date against the actual Payment Date reveals compliance with vendor contracts and cash flow management effectiveness.
Why it matters
It is the critical target date for measuring on-time payment performance.
Where to get
AP_PAYMENT_SCHEDULES_ALL.DUE_DATE
Examples
2023-10-302023-11-15
|
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Invoice Amount
InvoiceAmount
|
The total monetary value of the invoice. | ||
|
Description
Represents the total amount to be paid for the invoice. This value is critical for the 'Low Value Invoice Efficiency Review', allowing organizations to correlate effort spent versus the financial value of the transaction. It is also used to prioritize high-value invoices for early payment discount realization.
Why it matters
It quantifies the financial impact of the case and supports risk prioritization.
Where to get
AP_INVOICES_ALL.INVOICE_AMOUNT
Examples
1500.00250.5010000.00
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Invoice Date
InvoiceDate
|
The date printed on the invoice by the supplier. | ||
|
Description
This date represents when the invoice was issued by the supplier, distinct from when it was received or entered into Oracle. It is the baseline for calculating payment due dates based on payment terms. Discrepancies between Invoice Date and entry date often indicate mailroom or scanning delays.
Why it matters
It is the reference point for payment term calculations and aging analysis.
Where to get
AP_INVOICES_ALL.INVOICE_DATE
Examples
2023-09-152023-10-01
|
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Invoice Type
InvoiceType
|
The classification of the invoice (e.g., Standard, Credit Memo). | ||
|
Description
Categorizes the invoice into types such as Standard, Prepayment, or Credit Memo. This maps to the CaseType generic attribute. Different invoice types follow different validation and approval paths, so segmentation by this attribute is necessary for accurate 'End to End Cycle Time Performance' baselining.
Why it matters
It allows for separating apples from oranges in process performance comparisons.
Where to get
AP_INVOICES_ALL.INVOICE_TYPE_LOOKUP_CODE
Examples
STANDARDCREDITPREPAYMENT
|
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Payment Date
PaymentDate
|
The date the payment was actually executed or cleared. | ||
|
Description
Records when the funds were transferred or the check was cut. This is the endpoint for the 'Average Invoice to Pay Cycle Time' KPI. Comparing this date to the Due Date determines if a payment was late, on time, or early enough to capture a discount.
Why it matters
It marks the completion of the financial transaction and process lifecycle.
Where to get
AP_CHECKS_ALL.CHECK_DATE
Examples
2023-10-282023-11-01
|
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Payment Terms
PaymentTerms
|
The agreed conditions for payment timing and discounts. | ||
|
Description
Specifies the contractual terms governing the payment, such as 'Net 30' or '2/10 Net 30'. This attribute is the basis for the 'Early Payment Discount Realization' dashboard. It dictates the target Due Date and any potential savings available for expedited processing.
Why it matters
It defines the performance targets for payment timeliness and discount capture.
Where to get
AP_TERMS.NAME (joined via TERMS_ID from AP_INVOICES_ALL)
Examples
Net 30Immediate2% 10 Net 30
|
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Purchase Order Number
PurchaseOrderNumber
|
The reference number of the associated purchase order. | ||
|
Description
Links the invoice to the upstream procurement process. This attribute is vital for 'PO Matching and Discrepancy Resolution' analysis. Invoices without a PO Number usually follow a different, often less efficient, approval workflow compared to PO-backed invoices.
Why it matters
It distinguishes between PO-backed and Non-PO invoices, which have different process behaviors.
Where to get
PO_HEADERS_ALL.SEGMENT1 (linked via AP_INVOICE_LINES_ALL)
Examples
PO-9988774500001234
|
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Supplier Name
SupplierName
|
The name of the vendor or supplier issuing the invoice. | ||
|
Description
This attribute identifies the external entity requesting payment. In Oracle Fusion, this information is managed in the Supplier Master (POZ_SUPPLIERS) and linked to the invoice. Analyzing this attribute allows for Vendor Compliance and Throughput analysis, helping to identify vendors that frequently submit problematic invoices or cause rework.
Why it matters
It enables segmentation of process performance by vendor for relationship management.
Where to get
POZ_SUPPLIERS.VENDOR_NAME (joined via VENDOR_ID from AP_INVOICES_ALL)
Examples
Office Depot Inc.Oracle CorporationDell Services
|
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Approval Status
ApprovalStatus
|
Current workflow status of the invoice. | ||
|
Description
Indicates whether the invoice is Required, Initiated, Rejected, or Approved. This attribute helps in 'Approval Workflow Bottleneck Analysis'. It provides a high-level snapshot of where the invoice sits in the authorization hierarchy.
Why it matters
It helps diagnose stalls in the approval chain.
Where to get
AP_INVOICES_ALL.WFAPPROVAL_STATUS
Examples
REQUIREDWFAPPROVEDNOT REQUIRED
|
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Currency Code
CurrencyCode
|
The currency in which the invoice was issued. | ||
|
Description
The ISO currency code (e.g., USD, EUR) for the transaction. This is necessary for normalizing amounts in the 'Low Value Invoice Efficiency Review'. Process variants often differ significantly between domestic (local currency) and international (foreign currency) payments due to banking complexities.
Why it matters
It identifies cross-border complexity and is needed for financial normalization.
Where to get
AP_INVOICES_ALL.INVOICE_CURRENCY_CODE
Examples
USDEURGBP
|
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|
Days Overdue
DaysOverdue
|
Number of days the payment was made after the due date. | ||
|
Description
A calculated number indicating how late a payment was. Positive values indicate lateness; negative values indicate early payment. This metric powers the 'Late Payment and Penalty Risk Tracker' dashboard, helping to quantify the severity of process delays.
Why it matters
It quantifies the magnitude of the late payment problem.
Where to get
Calculated: PaymentDate - DueDate
Examples
5-20
|
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|
Discount Lost Amount
DiscountLostAmount
|
The monetary value of the discount missed due to late payment. | ||
|
Description
Calculated as the difference between the full invoice amount and the discounted amount if the payment date exceeded the discount terms date. This supports 'Early Payment Discount Realization' analysis. It assigns a tangible dollar value to process inefficiencies.
Why it matters
It monetizes the cost of process delays.
Where to get
Calculated from InvoiceAmount and PaymentTerms
Examples
50.000.00120.50
|
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Is Potential Duplicate
IsPotentialDuplicate
|
Flag indicating if the invoice shares details with another invoice. | ||
|
Description
A calculated boolean flag that is true if the Vendor and Amount match another invoice within a specific time window. This supports the 'Duplicate Invoice Detection Analytics' dashboard. It acts as a proactive alert mechanism for auditors to review specific cases before payment release.
Why it matters
It is a key risk control attribute for preventing financial loss.
Where to get
Calculated based on window functions over InvoiceAmount and SupplierName
Examples
truefalse
|
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Accounts Payable Payment Processing Activities
| Activity | Description | ||
|---|---|---|---|
|
Invoice Approved
|
The final approval is granted within the workflow. The invoice status updates to 'Workflow Approved' or 'Manually Approved'. | ||
|
Why it matters
A major milestone that clears the invoice for payment selection. Long gaps before this step indicate approval bottlenecks.
Where to get
AP_INV_APRVL_HIST_ALL table (latest approval action) or AP_INVOICES_ALL.WFAPPROVAL_STATUS = 'WFAPPROVED'.
Capture
Compare status field before/after
Event type
inferred
|
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|
Invoice Cancelled
|
The invoice is voided or cancelled, effectively ending the process instance without payment. | ||
|
Why it matters
Represents wasted effort. High cancellation rates usually point to upstream duplicate entry or poor vendor data quality.
Where to get
AP_INVOICES_ALL.CANCELLED_DATE is populated.
Capture
Logged when transaction X executed
Event type
explicit
|
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|
Invoice Created
|
The initial creation of the invoice record within the Oracle Fusion Payables system. This captures the timestamp when the invoice header is first committed to the database, whether entered manually or imported via IDR/interface. | ||
|
Why it matters
Establishes the process start time for cycle time calculations and aging analysis. Essential for measuring the lag between receipt and entry.
Where to get
AP_INVOICES_ALL table, CREATION_DATE column. Filter by INVOICE_ID.
Capture
Logged when transaction record created
Event type
explicit
|
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Invoice Hold Applied
|
A system or manual hold is placed on the invoice, preventing payment. This includes quantity variances, price variances, or manual 'Invoice Needs Review' holds. | ||
|
Why it matters
The primary indicator of process friction. Analyzing hold reasons helps identify vendor compliance issues or internal process gaps.
Where to get
AP_HOLDS_ALL table, CREATION_DATE. Indicates a stop in the process flow.
Capture
Logged when transaction X executed
Event type
explicit
|
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Invoice Line Matched
|
The association of an invoice line with a Purchase Order (PO) or Receipt. This indicates the 3-way or 2-way matching process has occurred during line entry. | ||
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Why it matters
Critical for analyzing 'First Pass Yield' and identifying where automated matching fails. Low matching rates drive manual rework.
Where to get
AP_INVOICE_LINES_ALL table. Identify records where MATCH_TYPE is 'ITEM_TO_PO', 'PO_PRICE_ADJUSTMENT', etc.
Capture
Logged when transaction line created with link
Event type
explicit
|
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Invoice Validated
|
The invoice status changes to 'Validated', indicating it has passed system integrity checks, tax calculation, and matching rules. This is a prerequisite for approval and payment. | ||
|
Why it matters
Marks the transition from data entry to the approval/payment workflow. Delays here indicate data quality issues or configuration errors.
Where to get
Inferred from AP_INVOICES_ALL.VALIDATION_REQUEST_ID timestamp or by tracking status changes in AP_INVOICE_HISTORY (if enabled).
Capture
Compare status field before/after
Event type
inferred
|
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Payment Created
|
The payment document (Check, ETF, Wire) is generated. This reduces the liability and marks the execution of the payment. | ||
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Why it matters
The 'Stop' timestamp for Cycle Time. Comparing this to Due Date determines 'Late Payment' and 'Discount Realization' metrics.
Where to get
AP_INVOICE_PAYMENTS_ALL table linked to AP_CHECKS_ALL. Use CREATION_DATE of the payment record.
Capture
Logged when transaction X executed
Event type
explicit
|
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Approval Initiated
|
The invoice is submitted to the approval workflow (AMX). This marks the beginning of the management authorization phase. | ||
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Why it matters
Differentiates operational processing time from management approval lead time. Helps identify if delays are due to AP staff or approvers.
Where to get
AP_INV_APRVL_HIST_ALL table (Approval History) or inferred from AP_INVOICES_ALL.WFAPPROVAL_STATUS changing to 'INITIATED'.
Capture
Compare status field before/after
Event type
inferred
|
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Invoice Accounted
|
The invoice accounting entries are generated and transferred to the General Ledger. This confirms financial impact recording. | ||
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Why it matters
Ensures financial compliance. Delays here can affect period-close activities and financial reporting accuracy.
Where to get
AP_INVOICE_DISTRIBUTIONS_ALL.POSTED_FLAG = 'Y' or via XLA_AE_HEADERS (Subledger Accounting) linked to the invoice.
Capture
Logged when transaction X executed
Event type
explicit
|
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Invoice Hold Released
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The removal of a previously applied hold, allowing the invoice to proceed in the workflow. This represents the resolution of a discrepancy. | ||
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Why it matters
Calculates the 'Rework Time' or 'Resolution Time'. High frequency suggests inefficiency in exception handling.
Where to get
AP_HOLDS_ALL table, LAST_UPDATE_DATE where RELEASE_LOOKUP_CODE is populated.
Capture
Logged when transaction X executed
Event type
explicit
|
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Payment Cleared
|
The payment is reconciled with the bank statement. The status changes to 'Cleared' or 'Reconciled'. | ||
|
Why it matters
True end of the cash cycle. Essential for cash flow forecasting and understanding the float time between issuance and clearing.
Where to get
AP_CHECKS_ALL.STATUS_LOOKUP_CODE changes to 'CLEARED'. Timestamp is CLEARED_DATE.
Capture
Logged when transaction X executed
Event type
explicit
|
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Payment Selected
|
The invoice is selected by a Payment Process Request (PPR). It is staged for payment but cash has not yet moved. | ||
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Why it matters
Indicates the invoice has been picked up by a payment run. Gaps between this and 'Payment Created' suggest batch processing issues.
Where to get
AP_SELECTED_INVOICES_ALL (temporary) or inferred from AP_PAYMENT_SCHEDULES_ALL.CHECK_RUN_ID population.
Capture
Compare status field before/after
Event type
inferred
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