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The item picked for our example should be purchasable item as above.
Click on tools and choose Categories to view the below screen.
Now note down the Requisition number and open the Requisition
Summary Form to view the status of it. For our Example,
Requisition number is: 14855
Stage 3 : Checking the Status of Requisition
Here for our example purpose, I kept the submitted and approved person
has same and hence it shows the status as approved.
View the shipment screen to change the Match Approval Level to 2Way.
Click the Receiving Controls to make sure that the Routing is made as
Direct Routing
Check the check box near to the lines that are received and click save.
Query for our Receipt and make sure the Organization is the same as we
received.
Below screen will show that our inventory has been increased by 5
quantities.
Below screen shows you the Serial Numbers of the items received.
Click Actions Button then tick the Validate Check Box and press Ok
to validate the invoice
5.
Oracle Purchasing: The supplier receives the confirmation of purchase from PO and
ships the ordered goods. You receive the goods enter aGoods Received Note (GRN) in Oracle
Purchasing.
6.
Oracle Inventory / Oracle Assets: Its up to you whether you want to receive the goods
at your head office or you Inventory directly. In either case you move the received goods to your
different Raw Material Inventory from Oracle Purchasing to Oracle Inventory and the Item Count
increases. If the item is Asset Type then it will move to Oracle Assets at the time of Invoice
creation in Oracle Payables.
7.
Oracle General Ledger: Once you move the goods to Oracle Inventory, it sends the
Material Accounting to Oracle General Ledger.
8.
Oracle Payables: After this the supplier sends you the invoice for the purchased goods
and you Enter or Match the invoice against the PO from Oracle Purchasing in Oracle Payables.
As said before, if the item is Asset in nature then it will move to Oracle Asset.
9.
Oracle General Ledger: When you enter the invoice it means that you have created a
Liability against that supplier and also you have recorded the expense incurred or asset
purchased. Oracle Payables sends the invoice accounting to Oracle General Ledger.
10.
Oracle Payables: You pay the invoice and settle the Liability.
11.
Oracle General Ledger: The liability is settled and your cash movement account is
updated.
12.
Oracle Cash Management: As you pay the invoice Oracle Payables sends the payment
information to Oracle Cash Management for Bank Reconciliation. Once reconciled, Oracle Cash
Management sends the updated Bank/Cash accounting entry to Oracle General Ledger.
13.
Oracle General Ledger: Your cash at bank is updated with actual balance.
14.
Oracle Process Manufacturing(OPM) / Oracle Discrete Manufacturing(ODM): You
start the manufacturing of your final product. Both OPM or ODM requests the different raw
materials from your inventory organizations and manufactures a finished good.
15.
Oracle Inventory: As the raw materials are issued to OPM and ODM the inventory
sends the issuing material accounting to General Ledger and decreases the Item Count from
the Raw Material Store. As the finished good is prepared, Oracle Inventory receives the finished
good in Finished Good Store and increase the Item Count.
Now the final product is ready to be sold in the market.
1) Create Requisition
11i
Requisition is nothing but a formal request to buy something (like Inventory material, office supplies etc)
needed for the enterprise. Only an employee can create one. There are two types of requisitions:
Internal Requisition: Internal requisitions provide the mechanism for requesting and transferring material from
one inventory to other inventory.
Purchase requisition: Unlike Internal requisitions, Purchase requisitions are used for requesting material from suppliers.
Navigation:
Purchasing Vision Operations (USA) > Requisitions > Requisitions
Choose the requisition type and enter the Item, quantity, Price details in the Lines tab.
Save the work. The status of the requisition will now be Incomplete. And now the Approve button is highlighted. The requisition needs to be
approved first before proceeding further by the concerned authority. Submit this requisition for Approval by clicking on the Approve button.
The status will now be updated to In Process .The workflow then will send an Approval notification to the concerned person (derived based
on hierarchy used Position or Supervisor hierarchy) using which he can Approve or Reject the requisition.
At any time the status of requisition can be checked using the Requisition summary window.
Navigation:
We can also check the Action History of requisition (it will show details about who has submitted, approved
and cancelled the requisitions) as below:
Navigation:
Tools menu > Action History.
Underlying Tables:
PO_REQUISITION_HEADERS_ALL
PO_REQUISITION_LINES_ALL
PO_REQ_DISTRIBUTIONS_ALL
R12
Note:
1.
Without changing Responsibility and without closing windows buyers will now be able to
view consolidated requisition demand spanning multiple operating units.
2.
The operating units that buyers can transact on behalf of will be controlled by the
security profile associated with their responsibilities.
3.
4.
Base tables are same as 11i but more than 15 extra columns in R12 for the table
PO_REQUISTION_HEADERS_ALL, PO_REQUISTION_LINES_ALL
and PO_REQ_DISTRIBUTIONS_ALL for tax etc.
The Supplier Details in R12 : Many changes were happened in supplier details in R12.
Suppliers into TCA - Architecture in R12 :
Prior to R12 the suppliers information is stored in PO_VENDORS. From R12 onwards supplier
have been moved in to the TCA Data Model.
HZ_PARTIES : This is the master table for suppliers.
HZ_PARTY_USG_ASSIGNMENTS : This table stores the Party Usages, for example, for the
suppliers it captures the fact that the given party_id is of type SUPPLIER.
HZ_ORGANIZATION_PROFILES : This table captures additional Supplier information, for
example, credit scoring details of Supplier or the Number of Employees working in Supplier
Organization.
IBY_EXTERNAL_PAYEES_ALL : It captures payment related details of the supplier. Like how
should the supplier's remittance advice must be sent, default Payment method Code for this
supplier, Who bears the bank charges when lets say SWIFT payment is made?
Note : This information can be set up at the supplier level or supplier site level.
AP_SUPPLIERS : This is another master table that replaces the PO_VENDORS table. It stores
the supplier specific attributes.
POS_SUPPLIER_MAPPINGS : This table holds the mapping between the
AP_SUPPLIERS.VENDOR_ID and HZ_PARTIES.PARTY_ID.
This is useful in cases whereby two vendors effectively belong the same HZ_Party Record.
ZX_PARTY_TAX_PROFILE : The taxation related details like Tax Codes, and Tax Accounts etc
have been moved from AP into ZX.
ZX is the name of a new Application "E-Business Tax".
PO_VENDORS : PO_VENDORS is a view in R12, that joins AP_SUPPLIERS & HZ_PARTIES.
Similarly, PO_VENDOR_SITES and PO_VENDOR_SITES_ALL are also views based upon
AP_SUPPLIER_SITES_ALL.
11i
Click Terms to enter terms, conditions, and control information for purchase orders.
Click Currencybutton to enter and change currency information for purchase orders, RFQs, and quotations.
Click Shipments button to enter multiple shipments for standard and planned purchase order lines Purchase order shipment specifies the
quantity, shipto organization and location, date you want your supplier to deliver the items on a purchase order line, and country of origin for
the items. When you save, Purchasing creates distributions depending on the default information available.
1. Enter the Receipt Close Tolerance percent, Invoice Close Tolerance percent to set the receiving and
invoice close point.
2. Select one of the following options for Match Approval Level:
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
Click the Receiving Controls button to enter receiving control information for purchase orders.
-Enter the maximum acceptable number of Days Early and Days Late for receipts.
-Enter the maximum acceptable overreceipt Tolerance percent (receipts that exceed the
quantity received tolerance).
-Select Allow Substitute Receipts to indicate that receivers can receive substitute items in place
of ordered items.
-Enter the default Receipt Routing that you assign goods: Direct Delivery, Inspection Required,
or Standard Receipt.
-Enter the Enforce Ship To location option to determine whether the receiving location must be
the same as the shipto location.
Underlying Tables:
PO_HEADERS_ALL
PO_LINES_ALL
PO_DISTRIBUTIONS_ALL (REQ_HEADER_REFERENCE_NUM in Distributions table is the Requisition number for this PO)
PO_LINE_LOCATIONS_ALL
R12
For creating a Purchase order, let us use the Autocreate Documents Form. Follow the below Navigation and Query for the Requisition.
View the shipment screen to change the Match Approval Level to 2-Way.
Click the Receiving Controls to make sure that the Routing is made as Direct Routing
Note:
1.
In Release 11i10 generation of purchasing documents in Adobe PDF format required organizations to create layout templates in
the form of XSL-FO style sheets. With Release 12.0 organizations can also use RTF or PDF layout templates which require little training to
configure and maintain.
2.
3.
Release 12.0 allows finer control of how blanket agreements are enabled for automatic document sourcing. Buyers can now
3) Create Receipt
11i
Now can check the Inventory in the same subinventory for the item's on-hand quantity.
R12
Navigate to RECEIVING-->RECEIPTS
Query with the Purchase order created in the above stage.
Check the check box near to the lines that are received and click save.
Note:
1) Base tables are same as in 11i but few extra columns.
11i
Once the goods are received, its time to pay the vendor for the goods purchased and hence the invoices are created.
Navigation: Payables, Vision Operations (USA) > InvoicesEntryInvoices
Enter type --Standard, supplier information and amount.
Click the Match button to match to either Purchase Order or Receipt (depending on the Invoice Match option specified on the PO) and avoid
manually entering the invoice.
Click on Distribute button to navigate to the Match to Purchase Order Distributions window.
This creates the invoice and you can see the status of the invoice as Never Validated. it has to be Validated and Accounted before you can
pay it.
Validating the Invoice: Click on Actions Button and Select Validate. Click on OK button.
Now you can see the status of the invoice as Validated, if there are no issues during validation.
Invoice Tables:
AP_INVOICES_ALL
AP_INVOICE_DISTRIBUTIONS_ALL
Accounting Entries Tables:
AP_ACCOUNTING_EVENTS_ALL
AP_AE_HEADERS_ALL
AP_AE_LINES_ALL
R12
Payables : Creating invoices, debit memo, credit memo and do payments for the suppliers.
The information regarding these invoices are stored into ap_invoices_all and also in in to
ap_invoice_lines_all
Till 11i version, we have seen invoices:
Had only distributions line.
Allocation of freight and special charges are captured at the distribution level only
Tax and payment and Project accounting Payment was captured through global
Descriptive Flexfields.
But in R12 ,
1.
2.
Allocate freight and special charges are captured to the lines on the invoice
3.
Because of introduction of invoice lines there is significant improvement of data flow with n other
oracle modules
Fixed Asset - Asset Tracking
Payment - Payment
Click Actions Button then tick the Validate Check Box and press Ok to validate the invoice and will change the status of invoice.
Creation of Accounting and Payment
Once invoice got approved, click actions so that we can Create Accounting and Create Payments via Action Button in the Invoice Form
as we validated the invoice.
Note:
1.
AP_INVOICE_LINES_ALL holds invoice lines records entered manually, generated automatically or imported from the Open
Interface tables. An invoice can have one or more invoice lines and an invoice line can have one or more invoice distributions. An invoice line
represents goods (direct or indirect materials), service(s), and/or associated tax/freight/miscellaneous charges invoiced from a supplier.
5) Making a Payment
11i
Go to the Invoice window and query the invoice you want to pay. You would see Amount paid as 0.00 before
you make a payment.
Now that the payment is made, when you query for the invoice in Invoice window, you will the Amount Paid as $4,000.00.
Create Accounting entries for payment. Click Actions and select Create Accounting.
Payment Tables:
AP_INVOICE_PAYMENTS_ALL
AP_PAYMENT_SCHEDULES_ALL
AP_CHECKS_ALL
AP_CHECK_FORMATS
AP_BANK_ACCOUNTS_ALL
AP_BANK_BRANCHES
AP_TERMS
You can also pay the invoices using Payment Batch screen. Refer to the article Make AP Payments through
R12
Once invoice got approved, click actions so that we can Create Accounting and Create Payments via Action Button in the Invoice Form
as we validated the invoice.
Note:
1.
1.
Banks/Branches defined in AP
2.
R12
1.
2.
Supplier (partys) payment information and all payment instruments (Bank Accounts, Credit Cards) moved into Oracle Payments.
3.
6) Transfer to General Ledger
11i
Navigation:
Payables Responsibility > View Requests
Run the concurrent program Payables Transfer to General Ledger with the required parameters.
Journal Import:To transfer the data from General Ledger Interface table to General Ledger, run the Journal Import program from Oracle
General Ledger.
Navigation: General Ledger > Journal> Import> Run
Parameters:
one journal line for all transactions that share the same account, period, and currency and that has a debit balance
one journal line for all transactions that share the same account, period, and currency and that has a credit balance.
Enter a Date Range to have General Ledger import only journals with accounting dates in that range. If you do not specify a date
range, General Ledger imports all journals data.
Choose whether to Import Descriptive Flexfields, and whether to import them with validation.
Click on Import button.
Posting:
We have to Post journal batches that we have imported previously to update the account balances in General Ledger.
Navigation: General Ledger> Journals > Enter
Query for the unposted journals for a specific period
If you know the batch name to be posted you can directly post using the Post window
Navigation: General Ledger> Journals> Post
R12
Navigation:
Payables Responsibility > View -->Requests
Run the concurrent program "create accounting" with the required parameters.
Mode= Final
Post in GL = yes....etc
The Create Accounting process has similar options, you can create accounting in Final or Draft mode and if Final mode is selected, the
Transfer to GL parameter can be used to automatically transfer the accounting created by the corresponding run. When the Create
Accounting process transfers the journal entries to GL it only transfers the accounting created by the process that calls it. If there is
accounting created by the online option = Final or a previous Create Accounting program that was not transferred, that accounting will not be
transferred. The Transfer Journal Entries to GL program needs to be ran separately to transfer any accounting created online or created by a
previous Create Accounting process that did not transfer the entries.
Note:
1.
In R12 the adjustment in GL is automated. No manual journal is required. The create accounting program and Transfer to GL
program will transfer the write off journals automatically to General Ledger.
2.
From a reconciliation perspective the picture above shows whats changes between R11i and R12. In Release 11i you reconciled
your transactions and distributions to General Ledger through transactional reports. In the accounting reports in Release 11i youd see the
balances but not the transactional information.
3.
In Release 12 there is no reason to reconcile distributions on transactions to General Ledger. You can still reconcile transaction
reports to accounting reports. The new accounting reports in Release 12 now also contain more comprehensive information not just on
balances but also on suppliers, customers and transactions.The point to note is that when you do account balance reconciliation you should
ignore distributions in Release 12, especially if you have altered your subledger accounting rules.