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Wednesday, January 27, 2010

-1 issue: AP_AE_LINES_ALL table contains rows having -1 in CODE_COMBINATION_ID column

Symptom:
An error message pops up while closing AP period through "Accounting>Control Payables periods"

Reason:
There were some records in AP_AE_LINES_ALL table having -1 in the CODE_COMBINATION_ID column.
There can be two possible reasons (found as of now),
1. Account string becomes invalid because of COST CENTER / ACCOUNT code deactivated
The account string was valid when the related PO was created but when the invoice was matched to the PO the cost center/account code was deactivated due to which the code_combination_id becomes invalid and hence the Payables accounting process puts -1 in the AP_AE_LINES_ALL.CODE_COMBINATION_ID column for the corresponding records.

2. Another reason can be GL Security rule-
There may be some GL Security rule which restricts a perticular account from being used in Oracle payables while those are allowed in Purchasing. Hence the PO could be created with this account but when the invoice was matched to this PO, the Payables Accounting Process found that there is a GL security rule in place in Oracle Payables and hence puts -1 in the AP_AE_LINES_ALL.CODE_COMBINATION_ID column for the corresponding records.

Fix:
For #1- Temporarily activate the COST_CENTER, manually update the accounting lines in "Accounting > Update Accounting Lines" form with the correct account string. This would make the records ACCOUNTED status and then run the "Payables Transfer to GL" process which would transfer the records to GL > Journal Import > Post the journals in GL.
And after this de-activate the cost center.

For #2-
Temporarily end date the GL security rules, manually update the accounting lines in "Accounting > Update Accounting Lines" form with the correct account string. This would make the records ACCOUNTED status and then run the "Payables Transfer to GL" process which would transfer the records to GL > Journal Import > Post the journals in GL.
And after this activate the security rule.

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