Beruflich Dokumente
Kultur Dokumente
Training Manual
11/26/2015
INTRASOFT
Murad Hyasat
Table of Contents
Requisition to Receiving Cycle 2
Logging in to the System .. 3
Create Requisition . 4
Create Request for Quotation ... 10
Create Quotation .. 14
Create Purchase Order . 18
Create Receipt .. 26
1. Purchase Requisition
Auto-Create
Copy
3. Quotation
Catalog
Auto-Create
4. Purchase Order
5. Receiving
This is the workflow diagram of the Requisition To Receive process containing a stander
purchase order:
1. Manually create a Purchase Requisition
Reserved
Approved
2. Auto-Create a Request for Quotation From Requisition
Status is Active
3. Copy RFQ to Quotation
Status is Active
Approved ( No Approval Flow)
4. Auto-Create a Standard Purchase Order From Requisition
Catalog price line from Quotation
Reserved
Approved
5. Create a Receipt
Receiving Transactions
A menu will appear that looks similar to the following window. This window portrays your assigned list
of responsibilities within Oracle.
Create Requisition
Requisition Header:
Choose the Operating Unit you want to create the requisition for.
The number field will automatically populate after the purchase requisition is completed
correctly and saved.
Optionally enter a description for the requisition.
For the Type select Purchase Requisition.
You will notice that the preparer field is already populated with your name.
Next to Total:
o First field shows the currency
o Second field calculate the total amount of the requisition lines.
Requisition line:
Note: You can use the Catalog button to open Supplier Item Catalog Window The Supplier Item
Catalog provides a simple mechanism for locating items and their source information for creating
requisition lines.
The Destination Type will be populated with Expense, Inventory or Shop floor depending on the
item or category you select.
Requestor will default with your name.
Supplier and Supplier site could be suggested by you or defaulted when you choose an item
from Catalog, or the item you selected follows a Sourcing Rule.
Distributions
Navigate to the Distributions window by selecting the Distributions button in the Requisitions
window:
The Quantity field will have the quantity entered for the line; you can separate it into multiple
distribution lines.
Charge Account will be defaulted, and cannot be changed if the Destination type is Inventory
Enter the GL Date that you want to use when you reserve funds. The default is the current date.
Note: this should be done for each Requisition line individually.
Once you complete your purchase requisition, save your work, then you must approve it yourself and
then submit it for further approval if necessary.
Look at the Number field in the header; you will see that a Requisition number has been generated.
Write it down.
To approve the requisition yourself, simply click on the Approve button at the bottom of the
Requisition window:
Requisitions Summary
Use the Requisition Headers Summary to view requisition header information. Drill down to view
requisition line and distribution information.
Enter the requisition number, or any search criteria you prefer to query your req.
Click find, and the Requisition Summery window will open listing the requisitions that meet your
search criteria.
This window views requisition header information, but you can query line and distributions
information from buttons bellow or from Tools in the query menu.
Click Open Button to update requisitions information
To view requisition action history, select the requisition then go to Tool > View Action History.
Log out from this User and login again by the next approver User.
From the Worklist click on the text that says Purchase Requisition (req. number) requires approval,
a Web page will open:
From the Main Menu navigate to Purchasing, Vision Operations > AutoCreate
Find requisition Lines window will open:
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This window will show all requisition lines that meet your search criteria.
Select the requisition lines you want to include in the RFQ
Choose RFQ as the Document Type
Click on Automatic Button
RFQ Form
New document window will open showing some fields that will be defaulted in the RFQ
Click Create, to open the RFQ form:
You will notice that most fields are defaulted from the requisition.
For the Type field select Bid RFQ for Standard POs, Catalog or Standard for Blanket PA.
RFQ Suppliers
To select the suppliers you want to send them the RFQ, click on Suppliers Button
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A window will open that allows you to enter the suppliers and their sites.
RFQ Shipments
From the RFQ window click on Shipments to open the Shipment Form:
For each line on the RFQ you can create multiple shipment lines.
Indicate the UMO, quantity, Price, Receiving Organization and where to deliver the goods.
Make sure that the sum of quantities of shipment lines equals the quantity in the RFQ line.
After you complete the RFQ change the Status in the header to Active ( required for reporting
only)
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Create Quotation
A quotation is a suppliers response to RFQ. In this article we will discuss how a quotation can be
prepared from RFQ form.
Copy Quotation
While you are on the RFQ window, go to Tools and select copy
Notice that it didnt ask you where to copy the RFQ information; it automatically choose
Quotation (because it is the only option)
The Copy Document window will open:
Decide if you want to copy the entire RFQ, only the header, or only the lines of the RFQ.
The number of Quotation will be generated automatically
Choose the Quotation type from action
Note that the quotation type depends on RFQ Class which means:
Class
Type
Catalog
Catalog
Standard
Bid
Bid
In the Supplier field choose a Supplier from the ones you selected on the RFQ.
The supplier site will default after choosing a supplier unless you selected more than one site for
that supplier.
Click ok, then the system will show you the following Note:
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Quotation Form
The Quotation will have the almost the same form and fields as the RFQ, but there are some
differences:
o The Number of RFQ you copied
o Supplier and Supplier site you entered in the New Document window
o Approve Button
Review the quotation details and edit any necessary update.
Quotation Shipments
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o
o
Enter the Receipt Close Tolerance percent for your shipments. Purchasing automatically
closes a shipment for receiving if it is within the receiving closing tolerance at the
receiving close point.
Enter the Invoice Close Tolerance percent for your shipments. Purchasing automatically
closes a shipment for invoicing if it is within the invoicing closing tolerance at billing.
Select one of the following options for Match Approval Level:
Two-Way: Purchase order and invoice quantities must match within tolerance
before the corresponding invoice can be paid.
Three-Way: Purchase order, receipt, and invoice quantities must match within
tolerance before the corresponding invoice can be paid.
Four-Way: Purchase order, receipt, accepted, and invoice quantities must match
within tolerance before the corresponding invoice can be paid.
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This window will show all requisition lines that meet your search criteria.
Select the requisition lines you included in the previous RFQ
Choose Standard PO as the Document Type
Click on Automatic Button
New document window will open showing some fields that will be defaulted in the PO
Click Create, to open the PO form:
As what happened before most fields are automatically defaulted from the requisition.
To reference the line price from the quotation you approved, click on Catalog button, the
Search supplier Item catalog window will open:
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Notice that some of the fields are already filled; for the field of operating unit, Commodity and
Item are dimmed and can only be changed from the PO window.
Enter your search criteria and click find, to open Supplier Item Catalog:
There are four regions for this window, but Function Security can be used to determine whether
a user will be able to see all of them. The regions are:
o Negotiated Sources: Long term agreements with a supplier that support repetitive buys.
o Prior Purchases: Actual past buys.
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o Sourcing Rules.
o Requisition Templates.
If you want to search for a quotation buy its number go to Folder from the special menu and
select Show field the following window will show:
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PO shipments
o
o
Enter the Receipt Close Tolerance percent for your shipments. Purchasing automatically
closes a shipment for receiving if it is within the receiving closing tolerance at the
receiving close point.
Enter the Invoice Close Tolerance percent for your shipments. Purchasing automatically
closes a shipment for invoicing if it is within the invoicing closing tolerance at billing.
Select one of the following options for Match Approval Level:
Two-Way: Purchase order and invoice quantities must match within tolerance
before the corresponding invoice can be paid.
Three-Way: Purchase order, receipt, and invoice quantities must match within
tolerance before the corresponding invoice can be paid.
Four-Way: Purchase order, receipt, accepted, and invoice quantities must match
within tolerance before the corresponding invoice can be paid.
Select an Invoice Match Option:
Purchase Order: Payables must match the invoice to the purchase order.
Receipt: Payables must match the invoice to the receipt.
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PO Receiving Controls
Click on Receiving Controls Button on the Shipments window, to open the Receiving Control
window:
Select the Tolerance percent, this tolerance will affect the matching in the Match approval level.
Enter the default Receipt Routing that you assign goods: Direct Delivery, Standard Receipt, or
Inspection Required.
o If you select Inspection Required, the match approval level will automatically change to
4-Way
o Please Choose Inspection Required, to cover all receiving available processes.
Approve
Check Reserve
Ok
Check Set for Approval
Ok
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This window views PO lines information, but you can query Shipments and distributions
information from buttons bellow or from Inquire in the query menu.
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Login to the next approvers in the approval sequence, to approve the PO.
Go back to the first User and make sure that the PO is approved; either by checking the Worklist
or by viewing the Action history for the PO.
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Create Receipt
Receiving Process signals that goods ordered on the purchase order have arrived
Go back to the navigator
Select the Organization you entered in the Shipment line for the PO line.
Then a Find Receipt window will open.
Enter your search criteria to find the purchase order you made earlier.
Click find to open the Receipt form:
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Receipt Form
As you can see the header is separated from the Receipt, minimize the Receipt Header for now
Purchasing opens the Receipts window and displays all shipments that meet the search criteria
In the lower part of the screen, Purchasing displays defaulted information from the PO, but the
cannot be changed
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Note: The Currency and the Rate Type also default from the purchase order, but cannot be changed.
After you finish entering the wanted details in the receiving lines, press on the Header button.
Select New Receipt and save your work.
A receipt number will generate. The Quantity and Location fields in receiving lines will be
dimmed and cannot be changed.
Receiving Transaction
Go back to the navigator
Enter the operating unit and your receipt number, click find.
Receiving Transactions Summery window will open
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Enter the return Quantity. Purchasing selects the line and places a check in the line selector
checkbox.
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For Return To Supplier transactions, Purchasing reopens the associated purchase order for the
return quantity by reducing the original receipt quantity.
Save your work
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