Unreleased AP invoice - APDISTRIB & APINVOICE tables Activity field not filled?

Only once the invoices are released and posted will the invoices have distributions and enter APDISTRIB.

If you are seeing invoices with activity information on AP20 with unrelased status, means these invoices are not posted and do not have any distributions yet and will not be found in APDISTRIB.

You can get budget and remaining budget of an activity by running an AC295. This will tell you what amount is remaining on the budget for invoices to be entered and released that will not cause an activity to be overbudget.

Ruma, I disagree. APDISTRIB records are created when the invoice is entered.

That is right JOhn but the distributions are created only when the invoice is posted or AP175 is run. Isn't this right?

Thanks, but unfortunately, that won't help in situations such as we encountered yesterday.  We had seven AP invoice batches that wouldn't mass release due to an over-budget condition with multiple invoices applied to about as many activities.

I am not very familiar with the AP tables.  What tables hold the unreleased AP invoice data?

Assuming these are "normal" (i.e. not entered with distribution codes, AOC, tax distributions, matching/PO), etc. invoices entered via AP20, the invoices (whether unreleased, released, or posted) are all in APINVOICE and APDISTRIB. The only difference is the REC-STATUS, which is 0 (zero) for unreleased invoices.

What tables / criteria are you using for your query? Are you using selection criteria and/or a condition?

If you want to quickly look only at unreleased invoices, use APISET2 as the index.

Which table are you using as your base table? You may want to switch your base table to see if you get the activity information you are looking for.

I have had similar problems with not getting the data I would expect, and the cause was the table I was using as the base table.

Sorry for the delay replying to your responses. I tried using both the ARINVOICE and ARDISTRIB tables as the base table. And the only selection criteria I was using was the company number and due date of the invoices. The data from the ARINVOICE table displayed correctly, but the activity and account category fields were empty even though in the application there were entries.

I haven't confirmed this - but I am guessing the invoices were uploaded based on their batch numbers. If they were uploaded, what does that change from the perspective of querying the uploaded data?

Thanks, John for the APISET2 index to use in future searches.