Oracle Purchase Order Documentation (P2P) Purchase Requisition in Oracle Apps:

Purchase Requisition is a formal request intended to procure/buy something that is needed by the organization. It is created and approved by the department requiring the goods and services. A purchase requisition typically contains the description and quantity of the goods or services to be purchased, a required delivery date, account number and the amount of money that the purchasing department is authorized to spend for the goods or services. Often, the names of suggested supply sources are also included. Internal requisition and Purchase requisition Internal Requisitions are created if the Items are to be obtained from one Inventory location to another location within the same organization. Here the source of the requisition would be INVENTORY. There is no approval process for internal requisition. Purchase Requisitions are created if the goods are obtained from external suppliers. Here the source of the requisition would be SUPPLIERS. The purchase requisitions are sent for approvals. Create a Purchase Requisition: Navigation: Purchasing Vision Operations (USA) >> Requisitions >> Requisitions

Requisition is divided into two parts: header and lines. The header holds the general information about the requisition that is related to all the lines where as the lines have the specific information about the item to be purchased. Choose the requisition type (here it is purchase requisition). Preparer is the default person who is creating the requisition and cannot be changed. Item requester can be different from preparer. You can give the description in the description field. Navigate to lines tab and select the item that you wanted to purchase and enter the quantity and need by date.

In the Source details tab, you can input detailed information. You can give a specific note to the buyer which might give particular information related to this purchase. You can also add buyers name. RFQ required check box denotes that the purchase of the item requires a request for quote Document type, document and line are all completed by EBS automatically when a requisition is created from a blank order, a contract or a quotation.
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Glo al is checked when a blanket purchase agreement for the entire organization exists for the item being purchased O!nin" or"ani#ation displays the organization who owns the agreement. his feature is usually seen when an organization is using a centralized purchasing model. $ontract num along with re% references the associated contract agreement with the supplier for specific terms and conditions You can further add extra description in the details tab. You can notify supplier that the item is needed urgently by checking ur"ent checkbox. &ote to recei%er might give some information to the receiver when he receives the item. 'ransaction nature describes the nature of transaction. You can enter a reference number which provides a reference to a document in another system such as a work order. You can select (& num er and ha#ardfrom list of values. !equisitions can be added in any currency set up in "#$ by identifying the currency code and e)chan"e rate type on currency tab. $elect the Distri utions tab and enter the charge account.

Close the form and save your work. You will now notice that Approve button is highlighted. Click the Approve button to submit this requisition for approval.

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Click OK button to send the Approval notification to the concerned person. Approval Hierarchies are used to route the documents to the concerned person for Approval. The document can be approved or rejected. You can always check the Status of your requisition by navigating to Requisition summary. Here you can get your requisition details by entering your requisition number. Requisitions>> Requisition Summary

%lick on $lear button. "nter the !equisition &umber, %lick on Find button.

Here, our requisition is approved. You can also view the Action History of the requisition by navigating to Tools menu >> Action History. Here the sequence of the steps involved (who has submitted the requisition, and who has approved/ rejected the requisition) is shown:

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Base tables for Purchase Requisition in Oracle Apps 1. PO_REQUISITION_HEADERS_ALL (SEGMENT1 column in this table represents the requisition number) This table stores Header information of a Purchase Requisition. Important columns of this table: REQ(*S*'*O&+,EADER+*D: It is a unique system generated Requisition identifier PREPARER+*D: It is a unique identifier of the employee who prepared the requisition SEG-E&'.: It is the Requisition number A(',OR*/A'*O&+S'A'(S: Authorization status type '0PE+1OO2(P+$ODE: Requisition type ORG+*D: Unique Operating unit unique identifier You can get REQUISITION_HEADER_ID by executing the following command: $elect !"'(I$I I)&*+",-"!*I- .!)/ 0)*!"'(I$I I)&*+",-"!$*,11 2+"!" $"3/"& 45 64778469; 14461is our Requisition Number Result: REQUISITION_HEADER_ID = 182371
REQUISITION_HEADER_ID is the link between PO_REQUISITION_HEADERS_ALL and PO_REQUISITION_LINES_ALL.

2.PO_REQUISITION_LINES_ALL This table stores information about Requisition lines in a Purchase Requisition. This table stores information related to the line number, item number, item category, item description, item quantities, units, prices, need-by date, deliver-to location, requestor, notes, and suggested supplier information for the requisition line. Important columns of this table: REQUISITION_HEADER_ID: It is a unique system generated Requisition identifier REQUISITION_LINE_ID: Link between PO_REQUISITION_LINES_ALL And PO_REQ_DISTRIBUTIONS_ALL LINE_NUM: Indicates the Line number LINE_TYPE_ID: Indicates the Line type CATEGORY_ID: Unique Item category identifier ITEM_DESCRIPTION: Description of the Item QUANTITY NUMBER: Quantity ordered
$"1"% !"'(I$I I)&*1I&"*I- .!)/ 0)*!"'(I$I I)&*1I&"$*,11 2+"!" !"'(I$I I)&*+",-"!*I-54:;<=49

Result: REQUISITION_LINE_ID = 209599 3. PO_REQ_DISTRIBUTIONS_ALL This table stores information about the accounting distributions of a requisition line. Each requisition line must have at least one accounting distribution. Each row includes the Accounting Flexfield ID and Requisition line quantity. Important columns of this table: DISTRIBUTION_ID: Unique Requisition distribution identifier REQUISITION_LINE_ID: Unique Requisition line identifier CODE_COMBINATION_ID: Unique General Ledger charge account identifier DISTRIBUTION_NUM: Distribution number SELECT DISTRIBUTION_ID FROM PO_REQ_DISTRIBUTIONS_ALL WHERE REQUISITION_LINE_ID= 208442; Result: DISTRIBUTION_ID= 208179 You can view results by executing the following SQL commands: SELECT CREATION_DATE, AUTHORIZATION_STATUS, SEGMENT1, TYPE_LOOKUP_CODE from PO_REQUISITION_HEADERS_ALL where SEGMENT1= 6477846; SELECT CREATION_DATE, CREATED_BY, ORG_ID, REQ_LINE_QUANTITY FROM PO_REQ_DISTRIBUTIONS_ALL WHERE REQUISITION_LINE_ID=209599;

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Purchase Order: , 0urchase order is a commercial document and first official order issued by the buyer to the supplier, indicating types, quantities, and agreed prices for products or services the supplier will provide to the buyer. here are four types of 0urchase )rders. $tandard 0urchase )rder 0lanned 0urchase )rder #lanket 0urchase ,greement %ontract 0urchase ,greement (sed for )ne>time purchases for goods and services. +ere you know the item, price, payment terms an delivery schedule %reated when you have long>term agreement with the supplier. You must specify the details of goods and services, payment terms and the tentative delivery schedule %reated when the details of items and services, payment terms are known but not specific about the delivery schedule %reated when the terms and conditions of a purchase are known but specific goods and services are not.

%reate a Standard Purchase Order3 we will Auto Create a Purchase Order based on Approved Requisition. Navigation: Purchasing Vision Operations (USA)>> Auto Create. Click on Clear button. Enter requisition number and click Find to navigate to Auto Create documents window.

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Select your Requisition Line by ticking the check box next to the Requisition Line Action: Create Document Type: Standard PO Grouping: Default Click Automatic button and click create button in the New Document form. By clicking Automatic button, a standard PO is created based on the details provided in the Purchasing requisition. You can select Supplier either in the New Document form or in the Purchase Order form.

Select the Supplier and Supplier Site. Click on Create button.

Status represents the status of the document. Incomplete is the default status for all purchase orders until they are submitted for the first time for approval. Click Shipments button.
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Shipment number, Org, Ship-to, UOM, Quantity and Need-by-date are shown by default. These fields can be edited as needed. You can split the lines and can change the ship-to Organization, quantity of items to be shipped and delivery date. [you can request the supplier to supply some of the quantities to be supplied by the need-by date you provided and rest of the quantities (to the same ship-to address or a different address) to a different need-by-date]

Click More tab. The default values are generated, Select the Match Approval Level is 2-Way.

Receipt Close Tolerance (%) determines when this line will close for receiving. Invoice Close Tolerance (%) determines when this line will close for invoicing. A Purchase Order has three main close points: Closed for Receiving, Closed for Invoicing(these two relate to a specific line) and Purchase Order itself has a closed status. The entire order will not close automatically if all the lines are not closed for both receiving and invoicing. A tolerance of 0% indicates that it will close when the total amount received or invoiced equals the amount on the order, whereas a close tolerance of 100% indicates that no receipts or invoices are required for this order, which will close the lines for receiving as soon as the order is approved. Reviewing these default close tolerances on a regular basis is a good idea to ensure orders are properly controlled and closed with minimal intervention by the purchasing agent. Select an option at Match approval Level This determines the close point for an order. 2-way determines Purchase Order and Invoice quantities must match with in the tolerance before the corresponding invoice can be paid. Quantity Billed = Quantity Ordered Invoice Price = Purchase Order Price 3-way determines Purchase order, receipt, and invoice quantities must match within tolerance before the corresponding invoice can be paid. Quantity Billed = Quantity Ordered Invoice Price = Purchase Order Price Quantity Billed = quantity Received 4-way determines Purchase order, receipt, accepted, and invoice quantities must match within tolerance before the corresponding invoice can be paid. Quantity Billed = Quantity Ordered Invoice Price = Purchase Order Price Quantity Billed = quantity Received Quantity Billed= Quantity Accepted Select an Invoice Match Option The Invoice Match Option determines whether the invoice will be matched to the Receipt or the PO when using 3-Way matching Select PO when using 2-way and select PO or Receipt for 3-Way. Enter the Receiving control information by clicking Receiving Controls button.

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%lick on O4 button.

Enter distributions for the shipments by clicking Distributions button.

Click on More tab. The Requisition number from which this Purchase Order has been created is shown by default. Close the Distributions window, Shipments window. Click Terms to enter terms, conditions, and control information for purchase orders. Click Currency button to enter and change currency information Save your work and click Approve button for Approval process.

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Click OK and check the status in the Purchase Order.

Base tables for Purchase Order are as follows: 1. PO_HEADERS_ALL (SEGMENT1 column in this table represents the Document number) This table stores header information of a Purchasing Document. You need one row for each document you create. The following are the documents that use PO_HEADERS_ALL RFQs, Quotations, Standard Purchase Order, Planned Purchase Order, Blanket Purchase Order and Contracts Important columns of this table: PO_HEADER_ID, SEGMENT1, TYPE_LOOKUP_CODE, VENDOR_ID, VENDOR_SITE_ID, CLOSED_CODE PO_HEADER_ID is a unique system generated primary key and is invisible to the users. SEGMENT1 is the document number You can uniquely identify a row in PO_HEADERS_ALL using ORG_ID, SEGMENT1, and TYPE_LOOKUP_CODE, or using PO_HEADER_ID. Sample queries: SELECT PO_HEADER_ID, TYPE_LOOKUP_CODE FROM PO_HEADERS_ALL WHERE SEGMENT1= 311; SELECT PO_HEADER_ID, AGENT_ID, TYPE_LOOKUP_CODE, CLOSED_CODE FROM PO_HEADERS_ALL WHERE SEGMENT1= 6044; 2. PO_LINES_ALL This table stores the line information of a Purchasing Document. Important columns of this table: PO_LINE_ID: Unique identifier of the Document Line PO_HEADER_ID: Unique identifier of the Document Header (with reference to PO_HEADERS_ALL, PO_LINE_ID) LINE_TYPE_ID: Unique identifier of Line_Type (with reference to PO_HEADERS_ALL, PO_LINE_ID and PO_HEADER_ID) LINE_NUMBER: Line Number ITEM_ID: Unique Item Identifier ORG_ID: Unique Identifier of the Operating Unit CLOSED_CODE: Status of the Document Sample Queries: SELECT PO_LINE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334; SELECT LINE_TYPE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334 AND PO_LINE_ID= 173263; 3. PO_LINE_LOCATIONS_ALL This table contains the information related to purchase order shipment schedules and blanket agreement price breaks. You need one row for each schedule or price break you attach to a document line.

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There following are the seven documents that use shipment schedules: 1. RFQs 2. Quotations 3. Standard purchase orders 4. Planned purchase orders 5. Planned purchase order releases 6. Blanket purchase orders 7. Blanket purchase order releases Each row includes the location, quantity, and dates for each shipment schedule. Oracle Purchasing uses this information to record delivery schedule information for purchase orders, and price break information for blanket purchase orders, quotations and RFQs. The following are the important columns of this table: LINE_LOCATION_ID: Unique Identifier of Document shipment schedule PO_HEADER_ID: Unique Identifier of Document header. (with reference to PO_HEADERS_ALL.po_header_id.) PO_LINE_ID: Unique Identifier of Document line (with reference to PO_LINES_ALL.po_line_id) QUANTITY: Quantity ordered for Purchase Orders, RFQs and Quotations QUANTITY_RECEIVED: Quantity received until today QUANTITY_ACCEPTED: Quantity accepted after inspection QUANTITY_REJECTED: Quantity rejected after inspection QUANTITY_BILLED: Quantity invoiced by Oracle Payables QUANTITY_CANCELLED: Quantity cancelled TAXABLE_FLAG: indicates whether the shipment is taxable ORG_ID: Operating unit unique identifier SHIP_TO_ORGANIZATION_ID: Unique identifier of Ship-to organization Sample Queries: SELECT LINE_LOCATION_ID FROM PO_LINE_LOCATIONS_ALL WHERE PO_HEADER_ID= 110334 AND PO_LINE_ID= 173263; SELECT QUANTITY, QUANTITY_RECEIVED, QUANTITY_ACCEPTED, QUANTITY_BILLED, QUANTITY_REJECTED, ORG_ID FROM PO_LINE_LOCATIONS_ALL WHERE LINE_LOCATION_ID= 264421; 4. PO_DISTRIBUTIONS_ALL This table contains the information related to accounting distribution of a purchase order shipment line. You need one row for each distribution line you attach to a purchase order shipment. There are four types of documents using distributions in Oracle Purchasing: 1. Standard Purchase Orders 2. Planned Purchase Orders 3. Planned Purchase Order Releases 4. Blanket Purchase Order Releases Each row includes the destination type, requestor ID, quantity ordered and deliver-to location for the distribution. Important columns of this table: PO_DISTRIBUTION_ID: This is the primary key for this table. It is a unique Document Distribution identifier. PO_HEADER_ID, PO_LINE_ID LINE_LOCATION_ID: Unique Identifier of the Document Shipment Schedule (with reference to PO_LINE_LOCATIONS_ALL, LINE_LOCATION_ID) CODE_COMBINATION_ID: Unique Identifier of General Ledger Charge Account (with reference to GL_CODE_COMBINATIONS.CODE_COMBINATION_ID) REQ_DISTRIBUTION_ID: Unique Identifier of a Requisition distribution (with Reference to PO_REQ_DISTRIBUTIONS_ALL.DISTRIBUTION_ID) Sample Queries: SELECT PO_DISTRIBUTION_ID FROM PO_DISTRIBUTIONS_ALL WHERE PO_HEADER_ID= 11033; SELECT CODE_COMBINATION_ID FROM PO_DISTRIBUTIONS_ALL WHERE PO_DISTRIBUTION_ID= 13033; 5. VENDORS_ALL This table stores the general information about the suppliers. 6. PO_VENDOR_SITES_ALL This table stores information about the supplier sites. Each row includes the site address, supplier reference, purchasing, payment, bank, and general information. 7. PO_RELEASES_ALL This table stores information related to planned and blanket Purchase Order releases. Each row includes the buyer, date, release status, and release number. Each release must have at least one purchase order shipment. 8. PO_VENDOR_CONTACTS This table stores information about contacts related to Supplier site. Each row includes contact name and site. 9. PO_ACTION_HISTORY This table stores information about the approval and control history of a Purchasing Document. This table stores one record for each approval or control action an employee takes on a purchase order, purchase agreement, release or requisition.

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Creating Receipts in Oracle Apps

Receipts are created to receive the items based on a Purchase Order. Navigation>> Receiving>> Receipts. It will display Organizations window, Enter the ! "or ision Operations. It will display #ind E$pected Receipts % !& window. Enter your Purchase Order number, Clic' on Find button.

It will display Receipt (eader % !& window, clic' on )ines window, bottom *creen o" (eader window.

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Clic' on )ines *creen. Check the Lines you want to receive. In the lower part o" the screen, Purchasing displays the "ollowing detail in"ormation "or the current shipment line+ Order ,ype, Order -umber, *ource, .ue .ate, Item .escription, (azard class, .estination, /- -umber, Receiver -ote, and Routing.

Clic' on Save button. Clic' on Header and save the receipt to get the receipt number.

-avigate bac' to Purchase Order, 0uery "or your Purchase Order and select Shipments button and clic' on Status tab to veri"y that the 0uantity ordered items match the 0uantity received and status should be 1Closed for Receiving2 *teps. !. Purchasing, ision Operations %/*A& 34 Purchase Orders 34 Purchase Orders. 5. Press #!! "or 6uery 7ode, Enter your Purchase Order -umber in !" Rev Column, Press Ctrl 8 #!!. 9. Clic' on *hipments button, clic' on *tatus button. :. It will display Ordered and Received 6uantity.

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#erify $tems in $nventory%

A"ter Receiving the goods then only we can give the Receipt. Once Receipt is done we have to chec' those goods in Inventory. -avigation+ !. *elect Inventory, ision Operations %/*A& responsibility. 5. .ouble clic' on !n&hand" 'vaila(ility, On;hand, 6uantity, Choose ! ision Operation. 9. Enter your Item -ame, Clic' on #ind button. %OR& Clic' on Receipt tab. Enter your Receipt -umber clic' on #ind button.

Clic' on #ind button. .ouble clic' on Organizations 34 ! 34 On;hand 34 *tores 34 -O<IA !!55 34 Availability.

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Invoice Creation: After receiving the Good into Inventory We have to ay the Amount !sing Invoice" #te s: $" #%itch &es onsi'ility to Paya'le( )ision O erations (!#A)" 2" Invoice *+ ,ntry *+ Invoices" -" ,nter the PO .um'er( Press /a' 0ey" 1" Invoice Date (/oday) and Invoice .um'er (.122)" 3" ,nter the Invoice Amount"

4" Clic0 on #ave" 5" Clic0 on 6atch 7utton" Clic0 on 8ind 'utton" 9" Choose the 6atch Chec0 'o:"

;"

Clic0 on 6atch 'utton"

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$2" $$" $2" $-"

#elect the /otal Amount Co y and Paste it in Invoice Amount te:t 'o:" Clic0 on #ave 'utton" #elect Actions""$ 'utton" #elect )alidate Chec0'o:( Clic0 on O0 'utton"

$1" $3" $4" $5" $9" $;" 22"

#elect the /otal Amount Co y and Paste it in Invoice Amount te:t 'o:" Clic0 on #ave 'utton" #elect Actions""$ 'utton" #elect )alidate Chec0'o:( Clic0 on O0 'utton" .o% #tatus %ill 'e dis layed as )alidated 6essage" #elect Actions""$ 'utton" Clic0 on 8orce A roval Chec0 'o:" Clic0 on O0" #elect Actions""$ 'utton" Create Accounting Chec0 'o:" #elect Draft( Clic0 on O0"

2$" #elect Actions""$ 'utton" Create Accounting Chec0 'o:" #elect 8inal &adio 'utton( Clic0 on O0"
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22" Clic0 on #ave 'utton" 2-" #elect Actions""$ 'utton" Clic0 on Pay in 8ull" Chec0 'o:" Clic0 on O0"

21" ,nter the Payment Date( 7an0 Account (7ofA<221)( Payment 6ethod (Chec0)( Payment Process Profile (Chec0 = !#D)( Payment Document (Chec0 221)( Document .um'er automatically generated" 23" Clic0 on #ave 'utton"

24" Clic0 on Actions"""$( Create Accounting Chec0 'o:( #elect Draft &adio 'utton" Clic0 on O0"

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Oracle Purchase Order Documentation (P2P)

25" Clic0 on Actions"""$( Create Accounting Chec0 'o:( #elect 8inal Post &adio 'utton( Clic0 on o0" 29" Automatically %ithin the 7ac0ground Concurrent rograms %ill 'e e:ecuted for Posting Payments (AP) to General >edger (G>)" 2;" #elect )ie%*+&e?uests *+ 8ind 'utton" After 8inish all the Concurrent rograms e:ecution" -2" #elect @ournal Im ort( Clic0 on )ie% Out ut 'utton" It %ill dis lays @ournal Im ort ,:ecution &e ort"

-$" -2" --" -1"

Close all the Windo%s" #%itch &es onsi'ility to General >edger( )ision O erations (!#A)" Dou'le Clic0 on @ournals *+ ,nter" ,nter the Period #e <$-( Clic0 on 8ind 'utton"

-3" #elect your @ournals( Clic0 on &evie% @ournal 'utton" It %ill dis lay the @ournal"

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