Procure to Pay Frequently Asked Questions

Procure to Pay Frequently Asked Questions

General
Understanding Terms
Creating and Modifying a Requisition
Approving a Requisition
Notifications
Purchasing Procedures
Shipments and Deliveries
Invoice Processing
Quick Orders
Check Requests
Internal Purchase Orders (IPOs)
Travel and Business Expense Reports, Travel Advances and Travel Order Forms
General
1. Who can be a Reviewer of a requisition?

A reviewer is an individual outside the preparer's direct requisition approval hierarchy
to whom a requisition has been manually forwarded for review. A reviewer can be
within the same organization as the preparer or an outside organization. A reviewer
does not have final approval authority for that requisition. Instead, he/she will be
recorded in the approval history with his/her review comments only.
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2. Can I add Rutgers Exchange items to My Favorites List?

You cannot save RU Exchange items to My Favorites list in the Internet
Procurement Application. However, you can save your Rutgers Exchange "favorites"
on the website of each Rutgers Exchange Supplier. Also, you may wish to save
multi-line item orders in the Exchange Supplier's shopping cart before you exit the
website in the event you do not properly return to the Internet Procurement
Application.
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3. When will I use the Internet Procurement Application?

The Internet Procurement Application will be used to:
Create or approve a purchase requisition and a quick purchase order for an
external supplier for up to $5,000
Create or approve a purchase requisition for an external supplier
Create or approve a check request for a payment to supplier or other type of
payee
Create or approve a requisition and release order for internal suppliers. A
listing of these IPO Suppliers can be found on the RIAS website.
Record the receipt of goods for purchase order line items over $5,000.
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4. Is there any one screen that contains all the details of a requisition?

The View Requisition Details screen provides all the details of a submitted
requisition.
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5. How will I know what was on the purchase order that was sent to the
Supplier?

Upon departmental approval, preparers will receive original Quick Purchase Orders
for issuance to suppliers via an email attachment. This copy must be mailed, faxed
or emailed to the supplier, to receive the goods or services.
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6. Where do I get a Change Order Request Form?

The Change Order Request form can be found on the RIAS Forms page and
downloaded onto your desktop.
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7. My department prepares thousands of requisitions. How do I manage so
many requisition files so that they can be retrieved quickly?

Select the Requisitions tab. You can use the search function to query a requisition
by the preparer's name, requester's name, requisition number, creation date, status
of the requisition and/or supplier.
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8. How do I add or delete Preparers or Approvers, or initiate other changes
in the requisition approval hierarchy?

Departments will need to complete the RIAS Access Request form to initiate
changes affecting an individual who is named in the requisition approval hierarchy
for their organization.
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Understanding Terms
1. What is a Notification?
A system-generated message informing the recipient of the status of a transaction or
that an action is required on a transaction. Back to Top
2. What is a Supplier Site?

A supplier site is the specific location of a supplier. The naming convention of
supplier site is the name of the town/city the supplier is located, followed by a dash,
then a number representing the number of the supplier's locations in that particular
town/city. (i.e. Piscataway-01, Piscataway-02). A supplier may have one or more
supplier sites.
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3. What is a 3-Way match?

A 3-Way match is an automated process of verifying that the information contained
in the Purchase Order, Receipt of Goods or Services, and Supplier Invoice matches
within accepted tolerance levels.
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4. What is a Requisition Number?

A requisition number is a system-generated number assigned to the requisition when
a preparer creates a requisition.
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5. What is the difference between a Sole Source purchase and a Preferred
or Single Source purchase?

A Sole Source purchase occurs when the goods or services required are so unique
that competitive sources are not available. A Preferred or Single Source purchase
occurs when goods or services are requested from a particular vendor for an
appropriate business purpose. For example, to augment work on a project
completed by a vendor in a previous budget period.
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6. What is a Purchase Order Number?

A system-generated number assigned to the purchase order when approved by the
Purchasing Department. In the case of quick purchase orders and requisitions to
Rutgers Exchange vendors, the purchase order number is generated by the system
when the department approves the requisition.
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7. What is a Rutgers Exchange Supplier?

A Rutgers Exchange supplier is a supplier that offers products through electronic
catalogs at pre-negotiated prices with the university.
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8. What are the benefits of using Rutgers Exchange Suppliers?

You can select items from electronic catalogs to include in your shopping cart at pre-
negotiated prices by a click of the mouse. Also, upon departmental approval,
purchase requisitions to Rutgers Exchange suppliers will be quickly and
automatically converted into purchase orders without buyer involvement.
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9. What is the Oracle Exchange?

The Oracle Exchange is an electronic catalog of goods and services offered by a
wide range of suppliers. The Oracle Exchange catalog does not reflect pre-
negotiated prices with the University.
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10. What is the difference between the Rutgers Exchange and Oracle
Exchange?

A Rutgers Exchange supplier offers products through an electronic catalog
maintained on its own website at pre-negotiated prices with the university. An Oracle
Exchange supplier offers products through the Oracle Exchange electronic catalog,
but not at pre-negotiated prices with the university.
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11. What does the status pre-approved mean?

Pre-Approved is the status of a requisition when an authorized approver has
approved the requisition and has forwarded the requisition to another individual to
review.
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12. What does the Approver Checkout button mean?

When an "approver" or "reviewer" edits a requisition, clicking the Approver Checkout
button will start them through the editing requisition process and will take them
through all the data completed on the requisition.
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13. What is the difference between a rejected and a returned requisition?

Only an approver or a reviewer can reject requisition. Only a buyer can return a
requisition. A buyer will return a requisition to the preparer for incomplete or
inaccurate information.
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14. In the list of values contained on the Requisition Status page, what is
meant by "My Group's Requisitions"?

"My Group's Requisitions", displays all requisitions created in your organization.
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15. What is an Organization ID number and how do I find what my
department's number?

Each organizational unit within the university has been assigned an Organization
Identification (ORG ID) number which issued in conjunction with general ledger
account numbers to code and identify purchasing and payment transactions.
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16. What is the Requisition Approval Hierarchy?

A structure that defines the automatic routing of requisitions from a preparer to an
approver.
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17. Is the Requisition Number the same as the Purchase Order Number?

No. Requisition numbers will be system-generated during the "Review and Submit"
step when creating a requisition. Once the requisition is approved and turned into a
purchase order, the system will generate another number for the purchase order.
The numbers are cross-reference in the system, so if you know one number, such as
the requisition number, you can find its corresponding purchase order number.
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Creating and Modifying a Requisition
1. How do I prepare a requisition?

Refer to the Procure to Pay User Guide for complete instructions.
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2. How do I prepare a requisition that will be funded by more than one
university department? Does the requisition require approval from both
approvers?

If the items on a requisition will be split funded among multiple organizations, the
preparers must insert the names of the authorized approvers from each
organization. The departmental approvers must be inserted to review the
requisition before the default approver (Creighton Pfeifer). Do not remove the default
approver.
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3. Can a Preparer withdraw a requisition that has been submitted for
approval?

Yes, as long as the status of the requisition is "In Process". Additionally, approved
requisitions can be withdrawn as long as a purchase number has not automatically
been generated or one has not been created by a buyer within the Purchasing
Department.
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4. How do I make a correction on the requisition after I have submitted it
for approval?

It depends upon the status of the requisition. If the requisition status is "In Process",
the preparer of the requisition can withdraw the requisition, make any required
changes and resubmit for approval. Also, the withdraw function can be used to recall
and re-route an "In Process" requisition to the backup approver if the primary
approver is unexpectedly unavailable.

If the status is "Approved" and it was not a Quick Order or Check Request, you can
contact the buyer in Purchasing to stop the order before it is issued to the supplier.
The buyer will return the requisition to you to make your changes.

If the status is "Approved" and it was a Quick Order, you must complete a Change
Order Request form to cancel the Quick Order.

If the status is "Approved" and it was a Check Request, you must contact the
Disbursement Control to cancel the check.
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5. How will my Approver know what type of requisition (non-catalog,
Rutgers Exchange, Quick Order or Check Request) I am submitting for
approval?

The approver can use the View Requisition Details screen to get this information.
The View Requisition Details screen also provides information about the charging
instruction for a requisition.
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6. If my Approver rejects my requisition, is it considered cancelled?

No. The requisition must be cancelled by the preparer to remove the commitment in
the general ledger.
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7. Who can edit a requisition and what fields can they edit?

A preparer can make any changes to a requisition using the Edit Lines functionality.
An approver and/or reviewer can edit any fields on a requisition prior to approving it
by clicking the Edit Requisition link.
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8. What is the purpose of choosing a Category when creating a
requisition?

The Category box is a required field and is used to define goods and services at a
summary or detailed level.
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9. What happens if I lose power while I am creating a requisition?

If you have not saved your requisition, you may lose the information you entered.
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10. How long can the Shopping Carts be saved?

The contents of a shopping cart will remain saved until you complete the creation of
a requisition.
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11. How do you save attachments in the Internet Procurement application?

When you add an attachment to your requisition, select the save icon in the toolbar
and ensure that you saved the attachment with the appropriate extension (.xls for
Excel, .doc for Word, .pdf for Adobe Acrobat or .vsd for Visio files) so that the
attachment can be opened by the Purchasing Department.
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12. Will the information entered in the requisition description field be
reflected under requisitions at a glance?

Yes, any text in the requisition description field will be reflected under requisitions at
a glance.
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13. How do I prepare a requisition to engage an independent contractor to
perform services?

A requisition must be prepared in the Internet Procurement Application with a
completed Request for Consulting or Independent Personal Services Form
(RCIPS)attached ("To Buyer"). The buyer will review the RCIPS to determine if the
worker is properly classified as an independent contractor. Upon receipt of the
signed agreement, the buyer will issue either a regular purchase order to the
individual or classify the work as an employee and return the requisition to the
preparer.
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14. Will I be able to approve requisitions that I prepare?

No. The system will automatically route the requisition from the preparer to the next
individual in the requisition approval hierarchy who is authorized for that dollar
amount and organization. If you are a Level 2 approver who prepares a requisition,
you must change the default approver to a Peer Approver prior to submitting the
requisition.
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15. Can I forward my requisition to any person in the list of values?

Not necessarily. If the approver takes the action of Forward or Approve and Forward,
and selects an individual who is not in the hierarchy, the approver will receive a
notification that the requisition was sent to an invalid person. The approver must
resubmit the requisition for approval.
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16. What happens if I forget to enter my Fund Source, Natural Account and
Organization ID (ORG ID)?

The requisition will automatically be routed to Purchasing. Purchasing will return the
requisition to the preparer for correction to the proper charging instructions.
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17. Do I have to insert my Fund Source, Natural Account and Organization
ID (ORG ID) each time I create a requisition?

No, you can store pre-defined account distributions in Preferences and select them
to populate the required fields.
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18. Will I be able to charge someone else's account for inter-disciplinary
purchases?

Yes, provided you are given their account number and organizational identification
number. The preparer must select Add Approver to add the authorized approver for
the designated account and organization for inter-disciplinary purchases.
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19. How will I know which Buyer received my requisition?

The buyer's name will be reflected on the Requisition Detail Screen.
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20. What fields will print on the purchase order?

The following fields will be printed on a purchase order: item description, unit of
measure, quantity, unit price and total, supplier name and address, need by date,
requestor name, deliver-to location and notes to supplier.
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21. Are there shortcuts to reorder frequently requested items?

Some shortcuts you can use are:
Non-Catalog Request - Prior to adding the item to your Shopping Cart, you
can also add it to your Favorites List. This will allow you to select the item again at a
later date. To add multiple items to your shopping cart, check the select box by each
item you want and click the Add to Cart button.
Internal Suppliers - You can add frequently used internal suppliers to your
Favorites List prior to adding items to your Shopping Cart for Internal Purchase
Orders. This will allow to select them again at a later date.
Copy to Cart - (From "My Requisitions" area) is a quick way to create a new
shopping cart. Select a requisition, open it, and click "Copy to Cart" or click on the
copy icon in the toolbar. Then make changes to any field in the new shopping cart
and proceed through the three steps of creating a requisition. Any attachments,
notes, reviewers or special item information from the original requisition will not be
copied to the new shopping cart. If this information is needed, it must be added.
When adding one of these notes/attachments, select "To Approver" or "To Buyer".
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Approving a Requisition
1. How many people will need to approve a requisition?

Requisitions require only one approval.
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2. Will the system automatically route requisitions to approvers by fund
sources (e.g., state accounts to one approver and grant accounts to another
approver)?

No. The requisition hierarchy is based upon organizational unit, not fund source.
Level 1 approvers can approve all requisitions up to $10,000, regardless of fund
source. Level 2 approvers can approve all requisitions up to the departmental
budget, regardless of fund source.
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3. Will the system automatically check for funds availability?

No, the system will NOT automatically check for funds availability. The approver is
responsible for checking the general ledger, to determine if there are sufficient funds
to cover the expenditure during the budget or project period.
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4. I am a level 2 approver and creating a requisition. Who will approve my
requisition?

As a level 2 approver, you need to manually change the default approver by clicking
the Change First Approver link to a "peer" approver. If you do not change the default
approver, the requisition will be routed to the Purchasing Department. The
Purchasing Department will reject the requisition with a note for you to change the
approver's name.
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5. What happens when an Approver selects the action of Approve and
Forward?

If an approver approves and forwards a requisition, the status of the requisition is
pre-approved. The reviewer who the requisition is forwarded to can change any
information on the requisition. Unless the reviewer indicates the changes he/she has
made in the notes section of the approval page, the approver will not know the
requisition has been altered.

If a Level 1 approver selects the Approve and Forward function and the reviewer
changes the dollar amount to over the Level 1 approval authority, the requisition will
be routed to the approver Level 2 to approve changes made.
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6. Can an Approver change the specified Requester of the requisition?

Yes, provided the individual is in the list of values.
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7. Can an Approver add a Reviewer to a requisition?

If an approver requires additional information from someone in the hierarchy prior to
approving it, the approver would use the Forward function to route it to an added
reviewer.
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8. What happens to a requisition if the Preparer enters charging
instructions for an account outside his/her own organizational unit? Does it go
directly to his/her Approver or to the Approver for the other organization?

If a preparer is authorized to prepare a requisition with a fund source outside his/her
organizational unit, the preparer should add the authorized approver for that
organization to the requisition to ensure proper routing and approval.
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9. What happens if my Approver does not take an action on a requisition
that has been routed to him/her?

If an approver does not take an action on a requisition within a day of receiving the
requisition, the approver will receive a system generated reminder notification. If the
approver does not take action on the second day, the approver will receive a second
reminder notification. If the approver does not take action by the third day, the
preparer will receive a notification that the approver has not taken any action on the
requisition. The preparer can either withdraw the requisition and either cancel the
requisition or manually change the approver to the Back Up Approver and resubmit
the requisition.
10. How can I get approval for my requisition when my Approver is on
vacation?

If the approver has an expected absence (e.g., vacation), the approver should re-
assign his/her requisitions to automatically route to a Back Up Approver for a
specified amount of time. If the approver has an unexpected absence (e.g., out sick)
and the preparer is aware of their absence, the preparer can manually forward the
requisition to the Back Up Approver.

Oracle Purchasing Functional Interview
Questions and Answers
Oracle Purchasing
Oracle Purchasing is the application for professional buyers that streamlines purchase
order processing while strengthening policy compliance. It is a key component of Oracle
Advanced Procurement.
Oracle Purchasing integrates with other modules like Inventory, GL, AP etc and offers a
comprehensive procurement solution which helps purchasing professionals reduce the
administration costs and thereby Processing requisitions, requests for
quotations, purchase orders, and receipts quickly and efficiently.
It enables you to focus on Value Analysis, Development of strategic supplier
relationships and Management of the procurement process
Oracle Purchasing replaces paper processing with online requisition generation,
purchase-order creation, and document approval. It also regulates document access,
controls modification activity and approval, and is based on organizational signature and
security policies.
Some Oracle Apps Purchasing FAQs
1. What is a Purchase Requisition and define various requisitions
2. What are the base tables for a Purchase Requisition?
3. What is a Requisition Import Program?
4. What tables are affected when you run Requisition Import Program?
5. What are the reports associated with requisition import process?
6. When will you use a Requisition Template?
7. What is the purpose of choosing a Category when creating a requisition?
8. What does the status pre-approved mean?
9. What is the difference between a rejected and a returned requisition?
10. What is RFQ and differentiate the types of RFQs
11. What is a Quotation, what are the different types of Quotations available and describe the
Quote Analysis?
12. What is a Purchase Order and explain the different types of POs available
13. What are the base tables that are affected when you create a P.O?
14. What is 2-way, 3-way, 4-way matching?
15. Explain the P2P process flow
16. What is an approval hierarchy?
17. What are the documents that use PO_HEADERS_ALL?
18. Can the original Purchase Order be viewed in any way without resorting to SQL, for a
revised Purchase Order?
19. Can we automatically Close the Purchase order without receiving the full quantity?
20. When does a Purchase Order line get the Status Closed for Receiving?
21. Can we match an Invoice against a line even when it is Closed for Invoicing?
22. What does create internal order conc request do?
23. Explain the Receipt Routing
24. What are the different Purchasing modes in Receiving?
25. Which tables are updated When you save a Received Data in a form?
26. What are the major transactions in RECEIVING?
27. What is Pay on Receipt AutoInvoice Program?
Answers
1. What is a Purchase Requisition and define various requisitions
It 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.
Basically, requisitions are of two types:
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.
2. What are the base tables for a Purchase Requisition?
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:
REQUISITION_HEADER_ID: It is a unique system generated Requisition
identifier
PREPARER_ID: It is a unique identifier of the employee who
prepared the requisition
SEGMENT1: It is the Requisition number
AUTHORIZATION_STATUS: Authorization status type
TYPE_LOOKUP_CODE: Requisition type
ORG_ID: Unique Operating unit unique identifier
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
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
3. What is a Requisition Import Program?
It is a concurrent program, which is used to import requisition from Oracle or Non-
Oracle system.
Data is first loaded in PO_REQUISITION_ALL table. The RIP can then be run, to import
the records from the interface table as requisition in Oracle Processing.
RIP creates a requisition line and one or more requisition distribution for each row it
finds in the interface table. It then groups these lines on Requisitions according to
parameters defined
4. What tables are affected when you run Requisition Import Program?
PO_REQUISITION_INTERFACE_ALL
PO_REQ_DIST_INTERFACE_ALL
PO_INTERFACE_ERRORS
5. What are the reports associated with requisition import process?
Requisition Import Run Report: We can view the number of requisitions created and
the number of records that showed an error
Requisition Import Exceptions Report: In this report we can see all the rows that fail
validation.
6. When will you use a Requisition Template?
Requisition templates can be used to help you quickly create requisitions. A requisition
template contains much of the information needed to create a requisition, thus reducing
the amount of data entry required to create a new requisition. If you find yourself
repeatedly creating similar requisitions for your group or department, you should
consider creating and saving requisition templates as a time-saver.
If the data of requisition remain the same for repeated purchase of an item, the
information can be copied to a template and the same can be copied to the Requisition
as many number of times as required.
7. What is the purpose of choosing a Category when creating a requisition?
The Category box is a required field and is used to define goods and services at a
summary or detailed level.
8. What does the status pre-approved mean?
Pre-Approved is the status of a requisition when an authorized approver has approved
the requisition and has forwarded the requisition to another individual to review.
9. What is the difference between a rejected and a returned requisition?
Only an approver or a reviewer can reject requisition. Only a buyer can return a
requisition. A buyer will return a requisition to the preparer for incomplete or inaccurate
information.
10. What is RFQ and differentiate the types of RFQs
A Request for Quotation (RFQ) is a formal request sent to the suppliers to find the
pricing and other information for an item or items. Based on the information supplied,
the supplier quotes a quotation against the RFQ form.
In general, RFQs are created before purchasing any item to actually know the price
quotes from one or more suppliers.
In Oracle EBS, RFQs can be auto created from an existing Purchase Requisition or
can be a fresh RFQ.
There are three types of quotations and RFQs that come with Purchasing by default:
Catalog: Used for high-volume items or items for which your supplier sends you information
regularly. A Catalog quotation or RFQ also includes price breaks at different quantity levels.
Standard: Used for items youll need only once or not very often, but not necessarily for a
specific, fixed quantity, location, and date. For example, you could use a Catalog quotation or
RFQ for office supplies, but use a Standard quotation or RFQ for a special type of pen you dont
order very often. A Standard quotation or RFQ also includes price breaks at different quantity
levels.
Bid: Used for a specific, fixed quantity, location, and date. For example, a Bid would be used for
a large or expensive piece of equipment that youve never ordered before, or for an item that
incurs transportation or other special costs. You cannot specify price breaks for a Bid quotation
or RFQ.
11. What is a Quotation, what are the different types of Quotations available and
describe the Quote Analysis?
A quotation is a suppliers response to RFQ.
Quote analysis is the process of reviewing the quotations given by the suppliers. The
best quotation will be selected by analyzing certain factors like price, quality, delivery
time etc.
12. What is a Purchase Order and explain the different types of POs available
A Purchase 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.
Basically, there are four types of Purchase Orders, viz
Standard
Purchase Order
Used for One-time purchases for goods and services. Here you
know the item, price, payment terms an delivery schedule
Planned
Purchase Order
Created 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
Blanket
Purchase
Agreement
Created when the details of items and services, payment terms are
known but not specific about the delivery schedule
Contract
Purchase
Agreement
Created when the terms and conditions of a purchase are known
but specific goods and services are not.
13. What are the base tables that are affected when you create a P.O?
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.
PO_LINES_ALL
This table stores the line information of a Purchasing Document
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.
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
VENDORS_ALL
This table stores the general information about the suppliers
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.
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.
PO_VENDOR_CONTACTS
This table stores information about contacts related to Supplier site. Each row includes
contact name and site.
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.
14. What is 2-way, 3-way, 4-way matching?
Oracle Payables shares purchase order information from your purchasing system to
enable online matching with invoices. Invoiced or billed items are matched to the
original purchase orders to ensure that you pay only for the goods or services you
ordered and/or received.
TwoWay: Purchase order and invoice quantities must match within tolerance before
the corresponding invoice can be paid.
ThreeWay: Purchase order, receipt, and invoice quantities must match within
tolerance before the corresponding invoice can be paid.
FourWay: Purchase order, receipt, accepted, and invoice quantities must match within
tolerance before the corresponding invoice can be paid.
15. Explain the P2P process flow
Procure to pay (p2p) is a process of requesting, purchasing, receiving, paying for and
accounting for goods and services. Procure to Pay Lifecycle is one of the important
business Process in Oracle Applications. Its the flow that gets the goods required to do
business. It involves the transactional flow of data that is sent to a supplier as well as
the data that surrounds the fulfillment of the actual order and payment for the product or
service.
Create a requisition>> create RFQ>> create a quotation from quote analysis>>
generate a PO>>receipt of material>> create Invoice in payables>> transfer to GL
16. What is an approval hierarchy?
Approval hierarchies let you automatically route documents for approval. There are two
kinds of approval hierarchies in Purchasing: position hierarchy and employee/supervisor
relationships.
17. What are the documents that use PO_HEADERS_ALL?
The following are the documents that use PO_HEADERS_ALL
RFQs, Quotations, Standard Purchase Order, Planned Purchase Order, Blanket
Purchase Order and Contracts
18. Can the original Purchase Order be viewed in any way without resorting to
SQL, for a revised Purchase Order?
The original version of a revised PO cannot be viewed from the PO form or PO
summary form. Information on the original PO can be obtained from the
PO_HEADERS_ARCHIVE and PO_LINES_ARCHIVE tables using the
PO_HEADER_ID column as a common reference using SQL only.
19. Can we automatically Close the Purchase order without receiving the full
quantity?
The Receipt Close Tolerance lets you specify a quantity percentage within which
Purchasing closes a partially received shipment. For example, if your Receipt Close
Tolerance is 5% and you receive 96% of an expected shipment, Purchasing
automatically closes this shipment for receiving.
20. When does a Purchase Order line get the Status Closed for Receiving?
Goods have been received on the system against this line but an invoice has not been
matched to the order.
21. Can we match an Invoice against a line even when it is Closed for
Invoicing?
The Close for invoicing status does not prevent you from matching an invoice to a
purchase order or to a receipt.
22. What does create internal order conc request do?
Create internal order request will transfer the IR info to OM interface tables.
23. Explain the Receipt Routing
Receipt Routing is of three types: Direct, Standard and Inspection
In Direct once the goods arrive at the destination, we directly move them to a specific
Sub-Inv
In Standard once the goods are at the destination, we receive it at the receiving point
first and then move them to the Sub-Inv.
In Inspection once the goods are at the destination, we receive it at the receiving point
and then we perform inspection and accordingly we either accept it or reject them.
24. What are the different Purchasing modes in Receiving?
There are three modes:
Online: Receipts are processed online. If there are any errors, they are shown on the
FORM itself, and dont let you IGNORE and PROCEED.
Immediate: Receipts are processed immediately, but no errors are shown. Errors are
recorded in REC_TRANSACTION_INTERFACE table.
Batch: Receipts are processed in batch, but no errors are shown. Errors are recorded
in REC_TRANSACTION_INTERFACE table.
Note: In all the above two cases, it requires Receiving Transaction Processor to be run
periodically.
25. Which tables are updated When you save a Received Data in a form?
RCV_SHIPMENT_HEADERS: It contains supplier shipment header
data like Shipment date, supplier Name
RCV_TRANSACTIONS_INTERFACE: It contains received data like Item
name, quantity, and receiving location
RCV_SHIPMENT_LINES
MTL_MATERIAL_TRANSACTIONS_TEMP
PO_LINE_LOCATIONS_ALL
PO_DISTRIBUTIONS_ALL
26. What are the major transactions in RECEIVING?
Purchase Order Receipts
Internal Requisition Receipts
Inventory Inter-Org Transfer Receipts
Customer Return Receipts
27. What is Pay on Receipt AutoInvoice Program?
By running this program, we can automatically create an invoice for a PO when we
enter a receipt for the respective PO.
28. What is Invoice Validation Process?
Before you can pay or create accounting entries for any invoice, the Invoice Validation
process must validate the invoice.
Invoice Validation checks the matching, tax, period status, exchange rate, and
distribution information for invoices you enter and automatically applies holds to
exception invoices. If an invoice has a hold, you can release the hold by correcting the
exception that caused Invoice Validation to apply the hold by updating the invoice or the
purchase order, or changing the invoice tolerances.