Purchasing Training Manual

Oracle 24/7 End User Training
Purchasing
Oracle Purchasing
Table of Contents
1. Requisition to Pay Overview..........................................................................................5
2. Item Category Overview:.............................................................................................10
3. Supplier Sites and Supplier Summary Overview.........................................................13
4. PO and Requisition Preferences Setting at Form Level...............................................21
5. Create a Purchase Requisition......................................................................................28
6. Approval Notification of Requisition..........................................................................38
7. Auto create a Purchase Order.......................................................................................42
8. Create and Approve of Purchase Order........................................................................57
9. Approval Notification of Purchase Order.....................................................................68
10. UTPA Purchase Order Approval Workflow................................................................71
11. Receiving Transactions for end users from Receiving Department...........................75
12. Review Supplier Information.....................................................................................80
13. Export a Folder...........................................................................................................87
14. Checking the Funds Available....................................................................................94
15. Folder Tools to Modify the Requisition Header Summary......................................104
16. Requisitions Summary Overview.............................................................................110
17. Find Requisition Window.........................................................................................127
18. Reviewing Requisition Header Information.............................................................132
19. Requisition Lines Summary Information.................................................................136
20. Drill - Down to Requisition Detail...........................................................................140
21. Find Requisition Line Tabbed Region......................................................................144
22. Find Requisition Status Tabbed Region................................................................147
23. Find Requisition Date Ranges Tabbed Region......................................................151
24. Find Requisition Related Documents Tabbed Region...........................................154
25. Find Requisition Accounting Tabbed Region........................................................158
26. Find Requisition Project Tabbed Region...............................................................162
27. Reviewing Requisition Distribution Summary Information....................................166
28. Purchase Order Summary Overview:.......................................................................170
29. Purchase Order Summary Special Menu Option (Tools and Inquire)......................185
30. Find Purchase Orders Window.................................................................................196
31. Reviewing Purchase Order Header Information......................................................200
32. Reviewing Purchase Order Lines Summary.............................................................204
33. Drill - Down to Purchase Order Detail.....................................................................208
34. Find Purchase Order Line Tabbed Region.............................................................214
35. Find Purchase Order Date Ranges Tabbed Region................................................217
36. Find Purchase Order Status Tabbed Region..........................................................220
37. Find Purchase Order Related Documents Tabbed Region....................................223
38. Purchase Orders Deliver to Tabbed Region...........................................................227
39. Find Purchase Orders Accounting Tabbed Region................................................230
40. Find Purchase Order Project Tabbed Region.........................................................234
41. Reviewing Purchase Order Distribution Summary Information..............................237
42. Purchase Order Shipments Summary Information...................................................242
43. Purchase Order History............................................................................................246
44. Purchase Order Print Report.....................................................................................252
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45. Encumbrance Detail Report.....................................................................................254
46. Report Name: Receiving Transaction Register........................................................256
47. Purchase Requisition Status Report..........................................................................262
48. Requisition Activity Register...................................................................................264
Appendix A Leaders Guide........................................................................................265
Appendix B Q&A........................................................................................................295
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Typographic Convention in Oracle Applications Navigation Path

(N)
Navigator
(M) Menu
Bar
(H) Hyperlink
(T) Tab
(B) Button
(N) Sub Tab
(I) Icon
(M) Menu Bar

(I) Icon
(T)
Tab
(B) Button
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1. Requisition to Pay Overview

The following is an overview of the Requisition-to-Pay life cycle and its
implementation in Oracle Purchasing and Payables applications.
Overview of Workflow:
Requisitio
n
Purchase
Order
Receiving
Payment
Oracle Workflow delivers a complete workflow management system that

supports business process based integration. Its technology enables modeling,
automation, and continuous improvement of business processes, routing
information of any type according to userdefined business rules. Oracle
Workflow automates and streamlines business processes both within and
beyond your enterprise, supporting traditional applications based workflow as
well as ebusiness integration workflow. Oracle Workflow is unique in providing
a workflow solution for both internal processes and business process
coordination between applications.
Oracle Workflow provides you with the features you need to satisfy the following
basic requisition needs. You should be able to:
Route the Information

Define and Modify Business Rules
Integrate Systems
Deliver Electronic Notifications
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Overview of Requisitions:
Requisitio
n
Purchase
Order
Receiving
Payment
Most procurement activities begin with a request for items, otherwise known as a
requisition. Oracle Purchasing online requisitions lets you quickly and easily
create requisitions. With online requisitions, you can centralize your purchasing
department, source your requisitions with the best suppliers, and ensure that
you obtain the appropriate management approval before creating purchase
orders from requisitions.
Purchasing provides you with the features you need to satisfy the following basic
requisition needs. You should be able to:
Create, edit, and review requisition information online.

Review the current status and action history of your requisitions.
Route requisitions according to your approval structure.
Review and approve requisitions that need your approval. You should
also be able to see the full requisition detail and review the action history
before you approve a requisition.
Print requisitions (with status Approved, Cancelled, Rejected, In Process,
PreApproved, and Returned) for offline review and approval. You
should always be able to track the status of requisitions through the
approval process.
Perform online funds checking before creating requisitions. You should
always know how your planned expenses compare to your budget.
Create requisitions quickly and easily for commonly purchased items
Provide attachments as notes on requisition headers and lines
Forward all requisitions awaiting approval from one approver to an
alternate approver.
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Overview of Purchase Orders:
Requisitio
n
Purchase
Order
Receiving
Payment
Once the Requisitions are approved, you can create the Standard and Planned
purchase orders as well as Blanket and Contract purchase agreements.
Purchasing provides you the features you need to satisfy the following
purchasing needs. You should be able to:
Create purchase orders simply by entering a supplier and item details

Create standard purchase orders and blanket releases from both online
and paper requisitions
Create accurate and detailed accounting information so that you charge
purchases to the appropriate departments
Check your funds availability while creating purchase orders
Review the status and history of your purchase orders at any time for all
the information you need
Print purchase orders flexibly by using a number of print options
Inform your suppliers of your shipment schedule requirements
Create your purchase orders by providing a quantity and price for each
item you are ordering. Alternatively, you should also be able to create
your purchase order simply by providing an amount if you are ordering a
service that you cannot break down by price and quantity
Copy purchase orders.
Overview of Receiving:
Requisitio
n
Purchase
Order
Receiving
Payment
Purchasing lets you control the items you order through receiving, inspection,
transfer, and internal delivery. You can use these features to control the quantity,
quality, and internal delivery of the items you receive.
Purchasing provides you with the features you need to satisfy your receipt,
inspection, transfer, and delivery needs. You should be able to:
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Use routing controls at the organization, supplier, item, or order level to

enforce material movement through receiving.
Print the receiving and inspection documentation you need.
Track, update, and record the receipt of in transit and interorganization
shipments.
Automatically update related supply information, inventory balances, WIP
operations, requisition details, and purchase order details while entering a
single receiving transaction.
Record receipts against services and labor. You can enter either the total
value of services received, or the amount of services tied to an invoice.
For example, you might receive 40 hours of consulting services.
Track the quantity and destination of internally delivered items. You know
exactly what items you receive and where to deliver them within your
organization.
View receipts details. You should be able to view all the details of your
receipt, including matching purchase order and shipment information.
Use attachments throughout the receiving process to more completely
identify transactions and to inform users of special requirements
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Overview of Payments:
Requisitio
n
Purchase
Order
Receiving
Payment
Oracle Payables performs the invoicing and payment tasks. Payables includes
two fully integrated workbenches, the Invoice Workbench and the Payment
Workbench. You can perform most of your transactions in Payables using the
Invoice Workbench or the Payment Workbench. You enter, adjust, and review
invoices and invoice batches in the Invoice Workbench. You create, adjust, and
review payments and payment batches in the Payments Workbench.
Payables provide you the features you need to satisfy the following purchasing
needs. You should be able to:
Use workflow to route invoices for approval

Attach non-structured data to invoices (e.g., spreadsheets, documents,
images)
Manage invoices by batch or voucher
Easily generate one-off payments
Schedule automatic payment processing for routine payment runs
Generate electronic payments in EDI, XML, or other standard, global
formats or other standard, global formats
Process and manage future dated payments
Use either printed or electronic remittance advice options
Oracle Responsibilities in Purchasing

There are two responsibilities in Purchasing for the UTPA users and is allocated
as follows:
1. UTPA Departmental Buyer: This responsibility will be assigned to UTPA
employees under SPO to create Requisitions and Purchase Orders
2. UTPA Requisitioner: The employees with this responsibility will be able to
create Requisitions only.
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2. Item Category Overview:

Overview:
In this session, you will learn about Item Category Overview. Categories and
Category sets are used to group items for various reports and programs. A
category is a logical classification of items that have similar characteristics. A
category set is a distinct grouping scheme and consists of categories. The
flexibility of category sets allows you to report and inquire on items in a way that
best suits your needs.
Steps Involved:
1.
Define Flexfield structures for the item categories Flexfield
Structures.
Multiple segment structures can be defined for the Item Categories Flexfield.
Each segment structure may have its own display prompts and fields. When you
install or upgrade Oracle Inventory or Oracle Purchasing, Oracle provides two
category flexfield structures by default: Item Categories and PO Item Category.
Each segment structure can display prompts and fields that apply specifically to
a particular naming convention. For example, you might want one of your
category sets to use two segments for the names of categories. Another item
grouping scheme might use just one segment for the names of categories. You
choose a flexfield structure for every category set and category that you define.
2.
Define categories.
You can define an unlimited number of categories and group subsets of your
categories into category sets. A category can belong to multiple category sets. A
category can be assigned to a category set either at the time you define a
category set or at the time you assign an item to the category.
3.
Define category sets.
Categories and Category sets are used to group items for various reports and
programs. Category sets may be used as a means to develop custom lists of
items on which to report and sort. You can also create other category sets such
as John's Priority or Jane's Priority, with categories like high, medium, and low.
4.
Assign default category sets to each functional area.
When Oracle Inventory is installed, you must assign a default category set to
each of the following functional areas: Inventory, Purchasing, Order
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Management, Costing, Engineering, and Planning. Product Line Accounting is
seeded with the Inventory category set. Inventory makes the default category set
mandatory for all items defined for use by a functional area. If your item is
enabled for a particular functional area you cannot delete the item's
corresponding default category set assignment. Default category sets are
required so that each functional area has at least one category set that contains
all items in that functional area.
You can enable an item for each functional area by using that functional area's
item defining attribute. An item defining attribute identifies the nature of an item.
For example, what designates an item as an "engineering item" is the attribute
Engineering Item. If a functional area's item defining attribute is controlled at the
Organization level, then that functional area may only have an Organization level
default category set.
You set the item defining attribute when you define the item. The following table
presents item defining attributes:
Functional Area
Item Defining Attribute
Enabling Value
Inventory
Inventory Item
Yes
Purchasing
Purchased
Yes
Internal Ordered Item
Yes
Master Scheduling/ MRP
MRP Planning Method
MRP Planning, MPS Planning
Cost Management
Costing Enabled
Yes
Engineering
Engineering Item
Yes
Order Management
Customer Ordered Item
Yes
Service
Support
Service,
Serviceable Product
Product Line Accounting
none
or Yes
n/a
Item Defining Attributes

When you enable an item for a certain functional area, Oracle Inventory
automatically assigns the item to the default category set of that functional area
and the default category of that set. For example, if you set Inventory Item to
Yes, then Inventory automatically assigns the item to the Inventory functional
area's default category set and default category.
You may change a functional area's default category set under certain
conditions. You should ensure that every item within the functional area belongs
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to the new default category set (which replaces the existing default category
set). If the item defining attribute of the functional area is controlled at the
Organization level then the new default category set should also be controlled at
the Organization level.
Prerequisites
You must define at least one category set.
5.
Assign items to categories.
Prerequisites
You must define default category sets for your functional areas.
When you enable an item in a functional area, the item is assigned to the default
(mandatory) category set and default category of the functional area. You can
override the category set's default category. In addition, you can manually assign
your item to an unlimited number of category sets. You can assign an item to
one category within each category set.
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3. Supplier Sites and Supplier Summary Overview

Overview:
Supplier is a business or individual that provides goods or services or both in
return for payment.
You can set up suppliers in the Suppliers window to record information about
individuals and companies from whom you purchase goods and services. You
can also enter employees whom you reimburse for expense reports. When you
enter a supplier that does business from multiple locations, you store supplier
information only once, and enter supplier sites for each location. You can
designate supplier sites as pay sites, purchasing sites, RFQ only sites, or
procurement card sites. For example, for a single supplier, you can buy from
several different sites and send payments to several different sites. Most
supplier information automatically defaults to all supplier sites to facilitate
supplier site entry. However, you can override these defaults and have unique
information for each site.
The system uses information you enter for suppliers and supplier sites to enter
default values when you later enter transactions for a supplier site. Most
information you enter in the Suppliers window is used only to enter defaults in
the Supplier Sites window. When the system enters that information in a later
transaction, it only uses supplier site information as a default, even if the supplier
site value is null and the supplier has a value. If you update information at the
supplier level, existing supplier sites are not updated.
When you enter a supplier, you can also record information for your own
reference, such as names of contacts or the customer number your supplier has
assigned to you.
How Your Oracle Product Uses Supplier Information
Four Oracle financial applications use the Suppliers window: Payables,
Purchasing, Assets, and Property Manager. If you use more than one of these
products, supplier information is shared with the other product(s). In addition to
the supplier name and address, Payables and Purchasing require you to enter
additional information about the supplier. Assets and Property Manager require
no additional information. However, for any product, you can record a variety of
other supplier information in the many optional fields.
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Oracle Payables
Before entering invoices for a supplier, you must enter at least one pay site for
the supplier.
The following examples show how entering additional supplier information in the
Suppliers and Supplier Sites windows can help you manage your Payables
system:
Record bank account information that Payables uses to generate an

electronic payment for the supplier.
Assign a default Pay Group or Payment Priority to a supplier or supplier
site so that Payables defaults that Pay Group or Payment Priority to all
invoices you enter for that supplier site. You can initiate a payment batch
for a specific Pay Group or a range of Payment Priorities.
Select the Hold Unmatched Invoices option for a supplier or supplier site
to have Payables automatically apply a hold to any invoice you enter that
is not matched to a purchase order or receipt.
Create a supplier and link it to an employee so you can pay the
employees expense reports.
Oracle Purchasing
Before entering purchase orders for a supplier, you must enter at least one
purchasing site for the supplier.
The following are examples of how entering additional supplier information can
help you manage your Purchasing system:
Purchasing uses supplier and supplier site information to enter default

values, such as Freight Terms and Shipment Method for all of the
suppliers purchase orders.
Define receiving control options to ensure that products you receive are
within the tolerances you specify and the guidelines you choose. For
example, you can specify a Quantity Received Tolerance, and a range of
days in which you will allow receipt of shipments.
Oracle Assets
Oracle Assets uses only the Supplier Name, Supplier Number, and Inactive On
date. Record additional supplier information for your own reference.
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Oracle Property Manager
Payables imports lease invoices from Oracle Property Manager. You must enter
at least one pay site for a supplier before importing invoices from Oracle
Property Manager.
Supplier Information:
A detail of Supplier information is given below:
Parameter
Supplier Name
Value
Unique Supplier Name. You can update Supplier
name anytime.
Alternate Name
You can enter an alternate name for your supplier.

This is particularly useful if you do business in Japan
so you can enter both Kanji values for the supplier or
site name.
Tax Payer ID
Suppliers Tax Identification Number (TIN). If a
supplier is an individual, the TIN is the suppliers
social security number. If a supplier is a corporation
or a partnership, the TIN is also known as a Federal
Identification Number.
Inactive On
Date on which a supplier will no longer appear in
supplier list of values.
Supplier Number
If the Supplier Number Entry option in the Financials
Options window is set to Automatic, Payables
automatically enters a supplier number
If the option is set to Manual, you can enter a unique
supplier number.
You enter a tax registration number supplier
Tax Registration Number pp if it is required to pay or report on Value-Added Taxes
(VAT).
General Region
In this region we give general information such as
Parent Supplier Name, Number and Customer
Number.
Classification Region
This region helps us to classify Employee Name,
Type, Minority owned, Number, One time, SIC, Small
business and Women owned
Accounting Region
In Accounting region, we deal with the distribution
sets, liability, Prepayment and Future dated payment
Control Region
Use this region to prevent payment of multiple
supplier invoices by applying a hold to the supplier
rather than to each individual invoice.
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Payment Region
The defaults in the Supplier Payment region come

from the defaults you enter in the Financials Options
window, except the default for Pay Group and Allow
Interest Invoices, which come from the Payables
Options window, and the default for Freight From
Discount, which is always No.
Bank Accounts Region
Use this region to record the supplier bank

accounts that your suppliers use for electronic
payment transactions.
Use this region to pay the supplier with electronic
payments, enter the complete information in EDI
Region for your supplier.
In this region, the Tax code or Tax group that
represents the Tax charges you generally
receive on invoices from a Supplier. We can do
Automatic Calculation also.
Use this region to enter withholding tax
information to Supplier. If withholding Tax
Region is not enabled then you will not be able
to Navigate this Region.
You record supplier tax information to enable three
defaults during invoice entry, to provide tax reporting
information.
Supplier values default to purchase orders and
purchase requisitions. You override any purchasing
defaults during supplier site entry and purchasing
entry.
EDI Region
Invoice Tax Region
Withholding Tax Region
Tax Reporting Region

Purchasing Region
Receiving Region
All supplier receiving values default to new purchase

orders you enter for a supplier. can override any
receiving defaults during purchase order entry.
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Supplier Sites:
A facility maintained by a Supplier for the purpose of conducting business. A
supplier may have one or many supplier sites. Payable maintains supplier
information regarding each supplier site you define for a supplier. You may
define a supplier site as a pay site only, a purchasing site only, both a pay site
and a purchasing site, or as an RFQ only site, in which case it may not have
purchase orders entered against it. You can also select one pay site as your
primary pay site.
Pay site:
A supplier site that is able to receive payments. A supplier must have at least
one supplier site defined as a pay site before Payables allows payments to be
issued to that supplier. You cannot enter an invoice for a supplier site that is not
defined as a pay site.
Purchasing site:
A supplier site from where you order goods or services. You must enter at least
one purchasing site before Purchasing will allow you to enter a purchase order.
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RFQ Only Site:
A supplier site where you receive quotations.
Site Information:
Supplier Site information is given below:
Parameter
Site Name
Value
Unique Supplier Site Name that distinguishes the
site from a suppliers other sites.
Alternate Name
You can enter an alternate name for your supplier

Site. This is particularly useful if you do business in
Japan so you can enter both Kanji values for the
site name
The Country of Supplier site should be mentioned.
Country
Address
Alternate Address
City
Complete Address details of Supplier Site should be

mentioned.
You can enter an alternate address for your supplier
Site. This is particularly useful if you do business in
Japan so you can enter both Kanji values for the
site address
This City of the Supplier site can be provided in
order to identify the Supplier Site City.
State
Postal Code
The Supplier Site State should be provided.

Correct Postal Code of the Supplier site should be
given in Postal Code column.
Province
Country
Language
The Supplier Site Province should be entered.

The Country of Supplier site should be mentioned.
Language spoken at the Site.
Inactive On
Date on which a supplier site will no longer appear

supplier list of values.
In this region we give general information such as
pay, primary pay, RFQ only, Purchasing,
Procurement Card and Communication.
Contact Information is for your information only and
is not used by the system.
In Accounting region, we deal with the distribution
sets, liability, Prepayment and Future dated
payment
Use this region to prevent payment of multiple
supplier invoices by applying a hold to the supplier
General Region
Contacts Region
Accounting Region
Control Region
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site rather than to each individual invoice.
Payment Region
All the Supplier payment values default to new

supplier sites you enter. Supplier Site values default
to invoices.
Bank Accounts Region
Use this region to record the Supplier bank

accounts that your Suppliers Sites use for electronic
payment transactions.
Use this region to pay the supplier with electronic
payments, enter the complete information in EDI
Region for your supplier.
In this region, the Tax code or Tax group that
represents the Tax charges you generally receive
on invoices from a Supplier. We can do Automatic
Calculation also.
Use this region to enter withholding tax information
to Supplier Site. If withholding Tax Region is not
enabled then you will not be able to Navigate this
Region.
In this Tax Reporting region enter the Supplier Sites
Tax Registration Number and Tax Reporting
information.
Supplier Site values default to purchase orders and
purchase requisitions. You override any purchasing
defaults during supplier site entry and purchasing
entry.
EDI Region
Invoice Tax Region
Withholding Tax Region
Tax Reporting Region

Purchasing Region
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4. PO and Requisition Preferences Setting at Form

Level
Overview:
You can use the Requisition Preferences window to enter requisition line
defaults including project, and sourcing default information). These defaults are
applicable to all new requisition lines you create after you set the defaults. You
can override these defaults for specific lines.
Entering Requisition Preferences:
To enter main preferences:
1. Navigate to the Requisitions Preferences window by selecting Preferences on
the Tools menu in the Requisitions window or in the Requisitions Headers,
Lines, and Distributions Summary windows. In the Main tabbed region, you can
enter the defaults described in the following steps. The most common
preference settings are 1. Note to Receiver, 2. Organization and 3. Location
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2. Enter the Need By date and time.

3. Enter a Justification for your requisition line. Buyers and approvers can review
this justification.
4. For Internal requisitions only, enter a Note To Receiver. For example, you
could note that the receiver should unpack your requested items or that only you
can accept delivery. For both internal and purchase requisitions, you can provide
additional notes to the receiver by using attachments.
5. Enter the default Reference Number for all requisition lines. You use the
reference number to match your requisition line with a specific work, project, etc.
6. Check Urgent to indicate that your requisition should be expedited. Buyers
have the option to process urgent requisitions faster when they AutoCreate
purchase orders from requisitions.
7. Enter the Destination Type to indicate the final destination of the purchased
items:
Expense The goods are delivered to the requestor at an expense location.
8. Enter the Organization. The default is the requestors organization. The List of
Values displays all valid receiving organizations.
9. Enter the delivery Location for all requisition lines. The default is the Central
Receiving
10. Enter the Source type: Supplier.
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For Supplier source type lines, you can enter the following defaults:
Buyer, Note to Buyer, Supplier, Site, Contact, and Phone. You can also check
RFQ Required to indicate that you want to require an RFQ before the buyer
creates a purchase order for the requisition. If RFQs are required and you
AutoCreate a purchase order before creating an RFQ for the requisition line,
Purchasing displays a warning message. You can also set this default in the
Purchasing Options window.
To enter project information preferences:
The project information you enter is used by Oracle Projects for Deliver To
destination types of Expense.
1. Choose the Project Information tabbed region.
2. Select a Project Number.
For a Deliver To destination type of Expense, you can always optionally enter a
Project Number.
3. If you entered a Project number, the Task number will always be 01.
4. Enter Expenditure information:
Expenditure information is required only if your Destination Type is Expense.
Select the Expenditure Type.

If you chose an Expenditure Type, enter an Expenditure Organization.
If you chose an Expenditure Organization, select the Expenditure Item
Date.
To apply your defaults:
Select the Apply button to apply your defaults. The preferences entered here will
affect new lines entered after you select Apply until you exit the application.
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PO Preferences Setting at Form Level

Overview:
Use the Purchase Order Preferences window to enter preference information for
purchase order lines, shipments, distributions, and releases. You can save time
and effort by entering valid default values here. When you save your work in the
Lines tabbed region in the Purchase Orders window, Purchasing creates a
shipment using the organization and shipto location if you provided valid values
in the defaults region. Then, if it is successful in creating a shipment, Purchasing
creates a distribution using these values. Similarly, when you save your work in
the Purchase Order Shipments window, Purchasing creates a distribution if it
does not already exist and if you provided a valid organization here. You can
update these shipments and distributions by navigating to the Purchase Order
Shipments or Purchase Order Distributions windows.
Purchasing can create shipments only when it has default information that meets
the following criteria:
There must be an organization and a location.

The location must belong to the organization or not be assigned to any
organization.
If the line contains an item (and optionally a revision), that item (and
revision) must be valid in the default shipment organization.
Purchasing can create distributions only when it has default information that
meets the following criteria:
The Account Generator must be able to supply the accounts. If the

Destination Type is Expense, you can enter a default charge account,
which overrides any account supplied by the Account Generator.
If you are using encumbrance accounting, you must enter a default GL
date.
Purchasing uses the preferences you enter in this window for the current line
and all subsequent purchase order lines that you enter during this user session.
Thus, for existing purchase orders, the defaults apply only to new lines,
shipments, and distributions that you add during this session. If you want to clear
the default information, either choose Delete Record in the Purchase Order
Preferences window or exit the application. The default values are only valid for
the session in which you are currently working. The are not saved to the
database.
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To enter main preferences:
1. Navigate to the Purchase Order Preferences window by selecting Preferences
on the Tools menu in most of the purchase orders and releases windows.
In the Main tabbed region, you can enter the defaults described in the following
steps.
2. Select Confirming Order to indicate that this order is confirming a previous
informal order with the supplier.
3. Enter a Price Type from the Lookup Codes window.
4. For planned purchase orders and blanket purchase agreements, enter the
Minimum Release Amount for a line.
5. If you are referencing contract purchase agreement on a standard purchase
order, enter the Contract number. The contract must be effective; that is, the
current date has to be within the effective date and the expired date of the
contract.
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If you reference a contract purchase agreement on a standard purchase order
line, Purchasing adds the total amount of the purchase order line to the total
amount of the contract.
6. Enter the Need By date and time when the requestor needs the item.
7. Enter the Promised By date and time when the supplier promised delivery of
the items.
8. Enter the paper Requisition Number for all distributions. Purchasing
automatically copies this number to every distribution you create for this
purchase order line. You can later review purchase orders based on paper
requisitions using the Find Purchase Orders window. If you enter a requisition
number, you can also enter a Requisition Line number.
9. Enter the date you want to post expenses in your General Ledger for every
distribution you create for this purchase order line. You can enter a GL Date only
if you set up your financials system options to use encumbrance for purchase
orders.
10. Enter the organization. The List of Values displays all valid receiving
organizations.
11. Enter the shipto location for the shipment.
12. Enter the Destination type to indicate the final destination of the purchased
items:
Expense The goods are delivered to the requestor at an expense location. The
destination subinventory is not applicable.
13. Enter the Requestor. This is the employee who requests the quantities on
the purchase order distribution lines. Purchasing copies this name as the
requestor for every distribution you create for this purchase order line.
14. Enter the Deliver To location for all distributions. Purchasing copies this
location to every distribution you create for this purchase order line. The default
is the requestors location. You can pick any location that does not have an
organization or any location whose organization matches the shipto
organization.
To enter project information preferences:
1. Choose the Project Information tabbed region.
For a Destination Type of Inventory or Shop Floor, you can optionally enter a
Project Number if the Project Control Level is set to Project in the Project
Information tabbed region of the Organization Parameters window.
For a Destination Type of Expense, you can always optionally enter a Project
Number.
3. If you entered a Project number, select a Task number.
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You must enter a Task number for a Destination Type of Inventory or Shop Floor,
if the Project Control Level is set to Task in the Organization Parameters window
and if you have entered a Project number.
4. Enter Expenditure information.
Expenditure information is required only if your Destination Type is Expense.
Select the Expenditure Type.

If you chose an Expenditure Type, enter an Expenditure Organization.
If you chose an Expenditure Organization, select the Expenditure Item
Date.
To apply your preference changes.
Select the Apply button to apply your changes.
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5. Create a Purchase Requisition

Overview:
In this session, you will learn how to create a Requisition. You can use the
Requisitions window to enter the internal and purchase requisitions.
Exercise:
1: Navigate to the Requisition form
2: Click on the Line Num field. The number 1 should automatically populate.
(The fields in yellow are required fields)
3: Click on the Type field and select from the List of Values (LOV).
4: Click on the Category field. Select from the LOV. The description on the item
category represents the E-type you will needed when entering the
distributions
5: Enter Description. (This can be anything you want in regards to the item
Being purchase)
6: Enter UOM: Each
7: Enter Quantity: 1
8: Enter Price: 1200
9: Enter Organization: University of Texas Pan American
10: Enter Location: UTPA
11: Enter Supplier from the LOV (Supplier is not a required field but you can
select one)
12: Enter the Site. The Site is the supplier address. Sometimes Suppliers have
more than one address. Select the site that corresponds to the address you
need.
13: Save ( A requisition number will be automatically generated
Note it down because you will need if you have access to autocreating
a Purchase Order).
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14: Select the Distribution button
15: Click on Save
16:Close the Distribution Form. (You close it by clicking on the X).
17: You should now be in the Requisition Form.
18: Select the DETAILS tab. On the Note to Receiver enter the Building name,
number and the persons name who item will be delivered to.
Example:
MATH101.1 Josie Lopez (The purpose for this is to help Central
Receiving identify where the item needs to be delivered).
19: Save the requisition
20: Go back to Lines Tab and Click the Approve button Step
21: Make sure the Reserve and the Submit for Approval boxes are checked
then Click Ok. (this process is sending a notification to the account manager for
Approval of this requisition. Once the requisition is approved, you will get a
notification to let you know that it has been approved.
Go to the Notification Summary to check your message.
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Solution:
1: Navigate to the Requisition form
Navigation > Requisitions > Requisitions
2: Click on the Line Num field. The number 1 should automatically populate.
(The fields in yellow are required fields)
3: Click on the Line Type field and select from the List of Values (LOV).
The Line Type is the type of Purchase you want make.
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4: Click on the Category field. Select from the LOV. The Item Category
describes what you want to purchase. The description next to the item category
represents the Expenditure Type you will needed when entering the
distributions.
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5: Enter Description. (This can be anything you want in regards to the item
being purchase)
6: Enter UOM: (Select from the LOV) Each
7: Enter Quantity: 1
8: Enter Price: 1200
9: Enter Organization: University of Texas Pan American (will always be this
value).
10: Enter Location: Central Receiving (will always be this value).
11: Enter Supplier from the LOV (The Supplier is not a required field but a
selection can be made. The Supplier can be changed when creating the
Purchase Order if needed).
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12: Enter the Site. The Site is the supplier address. Sometimes Suppliers have
more than one address. Select the site that corresponds to the address you
need.
13: Save (A requisition number will automatically be generated.)

14: Select the Distribution button
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(The Project, Task, E-Type, Organization and Date (todays

date) are required fields).
Project: 100AUDT00
Task:
01 (will always be this value
E-Type: Computer Equipment (Expenditure Type)
Org:
Internal Audits (Will automatically be populated)
Date:
Todays Date
The Distributions can automatically be populated by using the Preference option.
(Refer to Requisition Preferences Setting at Form Level document)
15: Click on Save to Save your work
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16: Close the Distribution Form. (Close it by clicking on the X).

17: You should now be in the Line Tab of the Requisition Form.
18: Select the DETAILS tab. On the Note to Receiver enter the Building
name, number and the persons name who item will be delivered to. Example:
MATH101.1 Josie Lopez (Populating this field will help Central Receiving deliver
the item. The Note To Receiver field can also be automatically populated in the
Preference option. Refer to Requisition Preferences Setting at Form Level
document)
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19: Save the Requisition
20: Go back to Lines Tab. The Requisition is now ready to be approved.

Click the Approve button.
21: Make sure the Reserve and the Submit for Approval boxes are checked
then click Ok. (This process is sending a notification to the account manager for
Approval.
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Once the Requisition is approved, a notification will be sent to the requester on
the status of the Requisition.
To check the notification, navigate to the Notification Summary.
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6. Approval Notification of Requisition

Overview:
In this session, you will learn about the Approval Notification of Requisition.
Exercise:
1.
Navigate to Notification Summary window as the

approver.
2.
Select the requisition to be approved and select (B)

Open and Approve.
3.
Review the status of requisition approval.
4.
Navigate to Notification summary as the requestor and

select the requisition approval notification.
5.
Review the result of requisition approval notification and

close the window.
Exercise:
1. Navigate to worklist window to approve the purchase Requisition 6001.
2. Select the type Requisition and select (B) Open and approve the requisition.
As the Approver you have the following options:
3. Approve (The requester will receive a notification that the PO has been
approved. The PO status will change to Approved status.)
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4. Reject (A notification will be sent notifying the Buyer that it has been rejected.
The PO status will change to Incomplete
5. Reassign (The Purchase Order can be forward to someone else for
approval.)
6. Request Info (You can request the requester for more information before
approving the Purchase Order).
7. Review the status of Requisition approval.
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8. Requestor can review the Notification received about the result of the
requisition approval in the worklist.
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9. Review the requisition approval notification and close the window.
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7. Auto create a Purchase Order

Overview:
In this session, you will learn how to Auto Create PO. Purchasing provides
automatic creation capabilities for documents. Buyers can quickly create
standard purchase orders, planned purchase orders, blanket releases, RFQs,
and Oracle Sourcing negotiations from any available standard (not internal)
purchase requisition lines. Auto creating documents can be as simple as
selecting requisition lines and adding a supplier--and letting Purchasing do the
rest.
Exercise:
1.
2.
3.
4.
Purchasing > Navigation > AutoCreate

Click Open
Click Clear
On Requisition field, enter requisition number and Click FIND. (The
requisition number is the one you previously created)
5. Here you will see every line in a requisition. The example below shows only
one line because the requisition only had one line. If the requisition had more
than one line you will see all of them here.
6. Select the Line(s) that you want to include in this new Purchase Order (PO)
In this step, you can select to ADD TO an existing PO or Create a new PO
then click on Automatic.
7. Select Supplier if you need to change or add a supplier for the Purchase
Order. Click Create.
8. Go back to the Navigation screen and select the Purchase Order Summary
9. Click Open
10. Select the Related Documents
11. On the Requisition field enter the requisition number you were currently
working on and Click Find.
12. The Purchase Order number that was created should appear. Click Open
13. Review PO. (Make any changes if necessary). At this point the Purchase
Order is still in an Incomplete Status
14. Once all changes are made and ready to be approved Click on the
Approve button.
15. Make sure the Reserve box and Submit for Approval box are checked then
Click OK. (This will reserve funds in Projects as an obligation and send the
PO to appropriate person for approval.
You will get a message telling you that funds have been reserved. The Status
on the PO changes to Approved, Reserved
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Solution:
1: Purchasing > Navigation > AutoCreate
2: Click Open
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3: Click Clear (Always clear the form)
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4: On Requisition field, enter requisition number and Click FIND. (The

requisition number is the Approved Requisition you want to convert into a
Purchase Order)
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5: All the requisition lines will be listed. The example below shows only one
line because the requisition only had one line. If the requisition had more than
one line you will see all of them here.
Select the Line(s) that you want to include in this new Purchase Order (PO)
In Autocreating a Purchase order you have the option to ADD TO an existing PO

or Create a new PO
Click on Automatic.
When Adding to a PO is recommended to click on manually.
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6: Select Supplier to change or add a supplier to the Purchase Order. Click
Create. At this point, the Purchase Order has been created.
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7: To Review the New Purchase Order you have created, navigate to the
Purchase Order Summary.
8: Click Open
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9: Select the Related Documents.
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10: On the Requisition field enter the requisition number you converted into a
Purchase Order.
Click Find.
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11: The Purchase Order number that was created should appear. Click Open
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12: Review PO. (Make any changes if necessary). At this point the Purchase
Order is still in an Incomplete Status.
13: Once all changes are made and ready to be approved Click on the
Approve button.
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14: Make sure the Reserve box and Submit for Approval box are checked then
Click OK. (This will reserve funds in Projects as an obligation and send the PO
to appropriate person for approval.
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You will get a message telling you that funds have been reserved.
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The Status on the PO changes to Approved, Reserved
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8. Create and Approve of Purchase Order

Overview:
In this session, you will learn about Creation and Approval of Purchase Order.
You can enter standard and blanket purchase order.
Exercise:
1.
Navigate to the Purchase Order window, by selecting the New

button in the Find Purchase Order and Purchase Order summary
windows.
(N) Purchase Order > Purchase Orders
Or
(N) Purchase Order > Purchase Order Summary > (B) New PO
2.
Enter the Purchase Order details like Line, Shipment, Distributions

details and save the Purchase Order.
3.
Select (I) Save to save the purchase order.
4.
Purchase Order number is generated.
5.
Go to (M) File and select Close Form.
6.
Navigate to Notification Summary window.
7.
Select the required type and select (B) Open.
8.
Review the Purchase order details and select (B) Approve.
9.
Review the notification information and close the window.
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Exercise:
1. Navigate to the Purchase Order window, by selecting the New button in
the Find Purchase Order and Purchase Order summary windows.
(N) Purchase Order > Purchase Orders
Or
(N) Purchase Order > Purchase Order Summary > (B) New PO
2. Enter the Following Purchase Order details:

Parameter
Type
Supplier
Supplier Site
Ship To
Bill To
Value
Standard Purchase Order
CIELO OFFICE PRODUCTS
TX-MCALLEN-01
Central Receiving
Account Payables
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3. Select (T) Line and enter the following details

Line
Type
Small
Purchase
Order Good
Small
Purchase
Order Good
Item
Rev
Number
Item
Description
Chalk
UOM
Quantity
Each
Unit Price Line

Amount
150
150.00
Adaptor
Each
25
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4. Select (B) Shipments to view the Distributions button
5. Select (T) Project and enter the respective Project, Task, Type, Organization
and Date. Repeat the steps for all lines in the Purchase Order. Select (I) Save
to save the purchase order.
6. The Purchase Order number will be automatically generated.
7. Close all the forms to go to Purchase Order form. Select (B) Approve.
In the Approve Document form select Reserve and Submit for Approval
checkboxes. Uncheck the default E-mail transmission Methods. Select (B) OK.
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8. A warning message may appear. This is only an advisory to the users but
the Purchase Order will be submitted for approval once the (B) OK is
selected,
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9. Go to (M) File and select Close Form.
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10. Navigate to Notification Summary window to approve the purchase order 2.
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11. Select the type PO Approval Notification and select (B) Open.
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12. Review the notification information and Purchase order details and
select (B) Approve. The other available options are to reject the
Purchase Order or to Reassign to other approver(s) or request more
information from the Buyer. To view more details about the PO, select
Open Document at the bottom of the screen.
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13. The Buyer will receive a notification of approval or rejection.
14. Close the form.

Document Approval Status:
The following are the possible Approval Status:
Approved: A purchase order or requisition status that indicates a user with
appropriate authorization approved the purchase or requisition. Purchasing
verifies that the purchase order or requisition is complete during the approval
process
Preapproved: A document that has been approved by someone with final
approval authority, but then forwarded to yet another approver for additional
approval; or a document that has been authorized for approval but for which
funds have not yet been reserved (if your organization uses encumbrance). A
document with a status of PreApproved does not show up as supply until its
status changes to Approved.
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Cancelled: A document that has been cancelled.
In process: A document in the approval process. When the document is
in this status, you can approve, reserve, forward or reject the document.
Incomplete/Complete: A document created that is not submitted for
approval. Once it is submitted for approval the status changes to Complete
Rejected: A document that has been rejected by the approver.
Returned: The document is returned to the buyer by the approver.
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9. Approval Notification of Purchase Order

Overview:
In this session, you will learn about the Approval Notification of Purchase Order.
Exercise:
1.
Navigate to Notification Summary window as the

approver.
2.
Select the Purchase Order to be approved and select (B)

Open and Approve.
3.
Review the status of Purchase Order approval.
4.
Navigate to Notification summary as the requestor and

select the Purchase Order approval notification.
5.
Review the result

notification and close the window.
of
Purchase
Order
approval
Solution:
1. Navigate to worklist window to approve the Purchase Order R60001.
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2. Select the type Purchase Order and select (B) Open.

As the Approver you have the following options:
a. Approve (The requester will receive a notification that the PO has been
approved. The PO status will change to Approved status.)
b. Reject (A notification will be sent notifying the Buyer that it has been
rejected. The PO status will change to Incomplete
c. Reassign (The Purchase Order can be forward to someone else for
approval.)
d. Request Info (You can request the requester for more information before
approving the Purchase Order).
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3. Review the status of Purchase Order approval.
4.
Requestor can review the Notification received about the result of the
Purchase Order approval in the worklist.
5. Review the Purchase Order approval notification and close the window.
Special process Item Categories

Certain item categories like Food have a special approval process and can be
approved only by the Materials Management department as per the Handbook
of Operating Procedures. Users can create requisitions and Purchase Orders
but cannot approve it. It will be forwarded to Materials Management department
for approval and further process.
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10. UTPA Purchase Order Approval Workflow

Purchase Order Approval Workflow
Business processes today involve getting many types of information to multiple
people according to rules that are constantly changing. Whenever you submit a
purchase order or release for approval or take an action in the Notifications
Summary window, Purchasing uses Oracle Workflow technology in the
background to handle the approval process. Oracle Workflow lets you automate
and continuously improve business processes, routing information of any type
according to business rules you can easily change to people both inside and
outside your enterprise. Workflow uses the approval controls and hierarchies
you define to route documents for approval.
The PO Approval workflow is initiated at the following points in Purchasing:
When you choose Submit for Approval (and then choose OK) in the
Approve Document window.
When you respond to a reminder in the Notifications Summary window
reminding you to submit a document for approval that has not yet been
submitted.
UTPA Purchase Order Approval Workflow

Overview
Oracle Purchasing uses the Purchase Order Approval Workflow to route the
approval of purchase orders using standard functionality. This approval usually
uses Supervisor Employee hierarchy or the Position hierarchy. UTPA however,
needs to adjust this approval to evaluate the approver based on dollar amount
and commodity.
UTPA Basic Business Needs

Change the standard workflow to send an approval workflow notification to the
proper approver. The approval must adhere to the Delegation of Authority
document governing purchasing. The approval list will be affected by the dollar
amount of the purchase order and/or special requirements
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Business Rules
The following business rules are applied for approving a PO using UTPA PO
Approval Workflow:
If purchase order is routed to materials management, the buyer

associated with the item category on the first line will be assigned the
purchase order
Items requiring special approval are based on the Item categories

assignments in the descriptive flexfields on the item categories.
Purchase Orders where the total amount of the purchase order is

greater than $5,000 must be routed to materials management for
approval.
Purchase Order where there the total amount of the purchase is

greater than $25,000 and less than $500,000 must be routed to
Assistant director of MM.

greater than $500,000 and less than $1M must be routed to Director
of Materials Management and Vice President of Business Affairs,
however whoever approves first the PO will be approved and other
approval notifications will be cancelled.

greater than $1M must be routed to President for the approval.
If the PO is sponsored project a Workflow notification will be sent to

the Grants Department.
Approval List
Department Buyer up to $5,000
Asst. Director Materials Management $25,000 to $500,000
Director Materials Management $500,000 to $1,000,000
VP Business Affairs - $500,000 to $1,000,000
President over $1,000,000
Time Out timeframe: 1 day then return to the buyer with the message:
Contact <Approver> for Approval
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UTPA PO Approval Process
Description of the UTPA PO Approval Process
Step1
Department buyer autocreates the purchase order.
button
Buyer submits approval
User Procedures
Step1: Department buyer autocreates the purchase order.
approval button
Buyer submits
Step2: The Workflow send notification to the Grants Department if the PO is

sponsored project.
Step3: Workflow evaluates the amount of the purchase order and item
categories to determine if the purchase order should be routed to
materials management. If the purchase order is routed, then the buyer
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on the purchase order is reassigned to a buyer in materials management,
else the purchase order is approved.
Step4: Materials management reviews and modifies the purchase order as
needed and submits the purchase order for approval.
Step5: Workflow verifies the approval authority and routes appropriately.
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11. Receiving Transactions for end users from Receiving Department

Overview:
In this session, you will learn about Finding and Entering Receiving Transactions
for end users from Receiving Department. In the Receipt Transaction Summary
Window, all the receiving Transactions for the Receipt on the Current Line are
displayed and you can enter Receiving Transactions also.
Exercise:
1. Navigate to the Find Receiving Transaction window.
(N)
Receiving > Receiving Transactions Summary
2. Select Transactions option in the Results region.

3. Enter the Purchase Order Number and Select (B) Find.
4. Review Receipt Transaction Summary.
5. Enter Receiving Transactions and save your work.
Solution:
Finding Receiving Transactions
1.
Navigate to the Find window.

(N)
Receiving > Receiving Transactions Summary
2. Select the Transactions option from the Results region.

3. Enter the following parameters and Select (B) Find.
Parameter
Value
Purchase Order
R603082
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You can also use any of the following as selection criteria.

Parameter
Source Type
Requisition
Supplier
Receiving Location
Receipt
Shipment
Value
Internal, Supplier or All
Requisition Number
Supplier Name
Receiving location
Receipt Number
Shipment Number
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4. Review the Receipt Transaction Summary.
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Entering Receiving Transactions
1.
From the Receipt Transaction Summary window, Select

the line for which you want to enter a receiving transaction.
2.
Enter the transaction Quantity.
3.
Enter the UOM of the transaction.
4.
Enter
Receiving, or Shop Floor.
the
Destination
Type:
Expense,
Inventory,
5.
Enter the Location for the transaction.
6.
Enter the Person performing the transaction.
7.
For Inventory transactions enter the Sub-inventory.

If the item is under locator control, enter the stock
8.
Locator.
9.
Save your work.
10.
Navigate to the Details tabbed region.
11.
Enter the Packing Slip number.
12.
Enter the Transaction Date.
13.
Enter the Supplier Lot number.
14.
Enter the transaction Reason Code.
15.
Enter the Hazard class.
16.
Enter the UN Number.
17.
Select Receipt Exception if you want to enter a release

exception for this receipt.
18.
Save your work.
19.
Go to (M) File and select the Close Form.
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12. Review Supplier Information

In this session, you will learn how to review Supplier Information. By using
supplier name as the search criteria, you can review information pertaining to
the supplier.
1. Navigate to Find Suppliers window

(N) > Suppliers.
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2. Enter the Supplier name or a portion of it in the Supplier Name field and
select Find (B).
Reminder: You can enter a partial supplier name followed by a %.
Ex. 4-W%
This example will find all suppliers that begin with 4-W.
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3. Oracle Payables displays all vendors that match your criteria.

Select the supplier 4-W SPECIALTIES, INC. and then select (B) OK.
Note:
The Find will not return a name, if the supplier is not created in Oracle
Applications. To request a new supplier to be created, contact / send email to
Materials Management Department
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4. Select (B) Find to review the supplier Information.
Alternatively, the following details may be entered to review the supplier

information.
Field
Supplier Name
Supplier Number
Notes
Supplier Name, Supplier Number can be used to
retrieve the supplier information.
Alternate Name
Alternate name of the supplier can be optionally

used to find the supplier information.
Supplier Type
This field can be used to retrieve the list of

suppliers pertaining to a particular type, whose
information is being viewed.
Parent Supplier
Either of Parent Supplier or the Parent Number

can be used to restrict the search criteria for the
suppliers.
Parent Number
Reporting Name
Reporting Name is the criteria used to retrieve the

supplier information.
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Field
Notes
Payment Terms
Payment Terms specific to a particular supplier

can be used to find out the information of a
particular supplier.
Income Tax Type
Income Tax Type of a supplier can be entered to

restrict the search criteria and view the particular
supplier information.
Pay Group
Similarly Pay Group can be optionally used to list

the suppliers and thus view the information.
5. Review the Supplier information by selecting each tab.
Tab/ Button
Description
General
Provides Parent supplier name, number and customer number

pertaining to that Parent supplier of the Supplier
Classification
Provides the details like, type of supplier, employee name and

his number, standard industry code, and type of ownership of
that supplier
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Tab/ Button
Description
Accounting
Provides distribution set and general ledger account details

(like liability, prepayment and future dated payment
information)
Control
Provides invoice amount limit, invoice match option, hold (if

any) and payment hold reason (if on Hold)
Payment
Provides payment terms, pay group, payment priority, currency

details, term date basis, pay date basis, payment method and
discount details (if any)
Withholding
Tax
Provides information like allow withholding tax and withholding

tax group
Sites
Click to review the details like Site Name, Address, Alternate

Name and Address, Pay only or both Pay and Purchasing,
Procurement Card, Contact information, shipping network
location, and communication method
The Sites (B) displays the following information
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6. Go to (M) File and select the Close Form
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13. Export a Folder

Overview:
In this session, you will learn how to Exporting data to a Folder. You can export
data from a folder to another software application. In Purchasing, you can export
data from like Requisition Headers Summary folder window, Requisition Lines
Summary folder window, Requisition Distributions Summary folder window,
Purchase Order Headers results folder window, Purchase Order Lines results
folder window, Purchase Order Shipments results folder window, Purchase
Order Distributions results folder, etc.
Exercise:
1. Navigate to the Find Requisitions window.
(N) Requisitions > Requisition Summary
2. Enter the Requisition Number and select (B) Find.
3. Review the Requisition Headers Summary, select (M) File and select Export.
4. Review the Requisition Progress window.
5. The File Download dialog box will be displayed.
6. Select the Save this file to disk option and select (B) OK.
7. Enter a directory location and filename for the exported file. Make sure any
extension (i.e. .tsv) is removed from the file name.
8. Select the drop-down arrow next to the Save as type: field to select All Files.
The All Files type will allow the file to open with any software application.
9. Select Save to start the download. The Download Complete message box is
displayed when the process is complete. Close this window.
10. Once the data has been exported it can be open and imported into the
appropriate application. MS Excel will be the application demonstrated in this
example.
11. Open the application.
12. Select File > Open to locate the exported data file.
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13. Change the File Type to "All File" types in the folder.
14. Select the file name from the list and click Open.
15. Follow the instructions on the import wizard to complete the import process.
16. The file is now ready as a MS Excel spreadsheet
Solution:
2. Enter the Requisition Number 1 and select (B) Find.
Parameter
Value
Requisition preparer
Preparer
Approver or buyer name
Buyer
Enter the Reference Number
Reference Num
Enter the Line Type
Line
Type
Requisition type (Purchase or Internal).

Enter the Requestor
Requester
Select Yes or No to restrict the search to Modified requisitions.
Modified
Enter the Import Source
Import Source
Enter the Line Type
Line Type
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3. Review the Requisition Headers Summary, select (M) File and select Export.
4. Review the Progress window.

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5.
The File Download dialog box will be displayed.
6. Select the Save this file to disk option and select (B) OK.
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7. Enter a directory location and filename for the exported file. Make sure any
extension (i.e. .tsv) is removed from the file name.
8. Select the drop-down arrow next to the Save as type: field to select All Files.
The All Files type will allow the file to open with any software application.
9. Select Save to start the download. The Download Complete message box is
displayed when the process is complete. Close this window.
10. Once the data has been exported it can be open and imported into the
appropriate application. MS Excel will be the application demonstrated in this
example.
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11. Open the application.
12. Select File > Open to locate the exported data file.
13. Change the File Type to "All File" types in the folder.
14. Select the file name from the list and click Open.
15. Follow the instructions on the import wizard to complete the import process.
16. The file is now ready as a MS Excel spreadsheet.
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14. Checking the Funds Available

Online Funds Availability Checking (Requisitions)
Overview:
Purchasing lets you verify whether you have enough funds available in your
budget before you complete a requisition. You can check and reserve funds for a
requisition at any level of a requisition.
Exercise:
2. Select the Requisition Number as Req.No.09.
3. Select Status tab, select the Approval as Incomplete and select (B) Find.
4. Select (B) Open.
5. Select (M) Tools and select Check Funds.
6. Select (B) OK in the Decision Box.
7. Select (B) Details in the Decision Box to view the Encumbrance Results.
Solution:
2. Select the Requisition Number as Req.No.09.
3. Select Status tab and select Incomplete in the Approval field.
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4. Select (B) Find.
5. Select the Requisition to be reviewed in the Requisition Headers Summary

information and select (B) Open.
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6. Review the Requisition details, select (M) Tools and select Check Funds.
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Online Funds Availability Checking (PO)

You can check funds at the purchase order header, lines, shipments,
distributions, and release levels. You can also check whether funds are available
before you approve your purchase order.
Navigation:
(N) Purchase Orders > Purchase Order Summary
2. Select the Purchase Order Number as 1001.
3. Select Status tab, select the Order Approval as Incomplete and select (B)
Find.
4. Select (B) Open.
Solution:
2. Select the Purchase Order Number as 1001.
3. Select Status tab, select Incomplete in the Order Approval field as and
select (B) Find.
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4. Select (B) Open.
5. Review the Purchase Order Summary details.
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15. Folder Tools to Modify the Requisition Header Summary

Overview:
In this session, you will learn about Folder Tools to Modify the Requisition
Header Summary. With Folder tools in Requisition we can modify the Requisition
header summary window such as opening folder, saving folder etc.
Exercise:
1. Navigate to Requisition Summary window.
2. Select Requisition Number from List of Values and Select (B) Find
3. View Requisition Headers Summary window
4. Go to (M) Folder and Select option Folder Options
5. View Folder Tools bar
Solution:
1. Navigate to Requisition Summary window.
(N) Requisitions > Requisition Summary.
2. Select Requisition Number 1% and Select (B) Find
Note: Always enter as much information as known to help expedite the
Search. Use the Wild card % in the Name to enter partial Information.
Alternatively, the following details may be entered to retrieve requisitions and

thus view their details.
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Field Name
Notes
Preparer
Select the preparer from the list of values
Buyer
There are different buyers choose the required buyer

from list of values
Reference Num
Enter the reference number so that we can search

the exact requisition.
Line
The line number can be entered only when we enter

the requisition number.
Type
Select Requisition type (Purchase or Internal)
Requester
The requester can be select from list of values
Modified
Select Yes or No to restrict the search to modified

Requisitions.
Import Source
The import source can be selected from the list of

values.
Line Type
The line type such as amount, training, consulting etc

can be selected from list of values.
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3. Review Requisition Headers Summary window
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4. Go to (M) Folder and Select option Folder Options
5.
Review Folder Tools bar

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Tools Overview
These tools are used to scroll records.
This tool is used to shrink the width of a field.

This tool is used to expand the width of a field.
This tool is used to show a field.
This tool is used to hide a field.
This tool is used to Open a folder.
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This tool is used to Save a folder.

This tool is used to Add a folder.
This tool is used to Delete a folder.
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16. Requisitions Summary Overview

With online requisitions, you can centralize your purchasing department,
source your requisitions with the best suppliers, and ensure that you obtain the
appropriate management approval before creating purchase orders from
requisitions.
Purchasing provides you with the features you need to satisfy the following basic
requisition needs. You should be able to:
Create, edit, and review requisition information online. You should also
be able to enter suggested supplier information, delivery instructions,
multiple accounting distributions, and notes to buyers, approvers, and
receivers.
Review the current status and action history of your requisitions. You
should always know who approves requisitions and whether they are in
the approval, purchasing, receiving, or delivery stage.
Route requisitions according to your approval structure. You should also
be able to set authorization limits by amount, charge account, item
category, and location.
Review and approve requisitions that need your approval. You should
also be able to see the full requisition detail and review the action history
before you approve a requisition.
Print requisitions (with status Approved, Cancelled, Rejected, In Process,
PreApproved, and Returned) for offline review and approval. You
should always be able to track the status of requisitions through the
approval process.
Import requisitions from other systems such as material or distributions
requirement planning applications
Perform online funds checking before creating requisitions. You should
always know how your planned expenses compare to your budget.
Support flexible pricing rules
Create requisitions quickly and easily for commonly purchased items
Provide attachments as notes on requisition headers and lines
Review buyer assignments for requisition lines
Forward all requisitions awaiting approval from one approver to an
alternate approver. Within your security and approval constraints, you
should be able to reroute requisitions from one approver to another
whenever you want.
Major Features
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Eliminate Paper
With Purchasing, your requestors submit requisitions online. You therefore
eliminate the need for paper requisitions that you can misplace or lose during
the approval process.
Quick Online Entry
With Purchasing, you can easily create requisitions online. Complete a
requisition for any item by simply entering the requestor name, item description,
delivery location, price, delivery quantity, and project distribution. Purchasing
uses the Account Generator to enter the distribution automatically whenever
possible.
Approval Status
Purchasing automatically displays the approval status of your requisition and
informs you whether it is Approved, Cancelled, In Process, Incomplete, Pre
Approved, Rejected, or Returned. You know where your requisition is at all
times.
Action History
Purchasing lets you review the action history of requisitions as they move
through the approval process. Purchasing uses your security and approval
structure to help you forward requisitions. Online notifications keep your
requisitions moving. If someone rejects a requisition, you always know who and
why.
Easy Resubmission
Purchasing lets you resubmit a rejected requisition for reconsideration.
Depending on how you define system setup options, resubmitted requisitions
return either to the original approver for reconsideration or to an alternate
approver that you choose.
Easy Cancellation / Final Close
Purchasing lets you cancel or final close a requisition or requisition line before
your manager approves it or before a buyer places it on a purchase order. If you
are using encumbrance or budgetary control, Purchasing automatically creates
negative debit encumbrance entries for the cancelled requisitions. When you
final close a purchase order, Purchasing creates credit entries which reverse the
encumbrances.
Accurate Accounting
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Purchasing uses the Account Generator to automatically supply accounting
information as part of a requisition. You can allocate line item quantities to cost
centers, organizations, projects, or departments. You can also create multiple
distributions for a single item. For instance, you can allocate a computer system
purchase across more than one cost center or organization.
Maximum Flexibility
Purchasing provides maximum flexibility by letting requestors create requisitions
quickly and add details later. In the requisition header and on each line item,
Purchasing provides space for descriptions and notes to approvers, buyers, and
receivers.
Online Funds Availability Checking
Purchasing lets you verify whether you have enough funds available in your
budget before you complete a requisition. You can check and reserve funds for a
requisition at any level of a requisition.
Online Approvals
Purchasing lets you approve or reject requisitions online. You can access full
requisition detail and prior action history to review the full detail before making
an approval decision. Depending on your approval controls, you may be able to
update a requisition before you approve it.
Flexible Pricing
Pricing for your items can default in from the item definition or from negotiated
documents.
Requisition Printing
Purchasing provides a requisition printing capability to provide hard copy
requisitions. You can print requisitions after completing them, or have somebody
print and distribute all requisitions. Use the Printed Requisitions Report to print
the requisitions which have the following status: Approved, Cancelled, Rejected,
In Process, PreApproved, and Returned. The report does not include
requisitions with status Incomplete.
Quick Access to Particular Requisitions
You can place requisitions that you reference frequently in the Oracle
Applications Navigator. Placing documents in the Navigator is useful when you
need to query large documents with multiple lines, shipments, or distributions.
When the requisition is open, choose Place on Navigator from the Action menu.
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When you choose the Documents tabbed region in the Navigator, you can then
access that document directly from within the Navigator. You can also do this
with purchase orders.
Note: Once you place a document in the Navigator, it is the first thing you see in
the Navigator the next time you log into Purchasing. Choose Functions to return
to the Purchasing menu.
Requisition Import
Using Requisition Import, you can import requisitions from other Oracle
Applications or from nonOracle systems. Requisition Import lets you integrate
Purchasing with new or existing applications such as Material or Distribution
Requirement Planning systems. You can import requisitions as often as you
want. Then, you can review or place these requisitions on purchase orders.
Requisitions within Centralized Procurement
Requesters can create requisitions that are sourced to global agreements
(global enabled blanket purchase agreements or contract purchase
agreements). This is of particular benefit to large organizations in which
management wants other business units to use pricing or terms negotiated by a
business unit. This in turn increases the bargaining power of the negotiating
business unit with their supplier as they are negotiating on behalf of multiple
business units. To take advantage of these global agreements the buyer in the
negotiating operating unit must enable the other operating units that are to use
the global agreement.
Requisition Types
Purchase Requisitions
Use the Requisitions window to create requisitions. You must choose the
purchase requisition type (internal requisition is not enabled). You can also
provide a description, unlimited notes, and defaults for requisition lines. For each
requisition line, you choose the item you want to order along with the quantity
and delivery location. You can get sourced pricing from open blanket purchase
agreements. You can also choose a price from a list of historical purchase order
prices. In the Distributions window, you can charge the item to the appropriate
project. Once you complete the requisition, you send it through the approval
process.
Requisition Templates
Use the Requisition Templates window to define requisition templates for items
you purchase frequently. For example, if you frequently buy certain office
supplies, you can set up an office supplies template for your requestors. This
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template consists of a list of all items, prices, and sourcing information you want
available to the requestor.
Imported Requisitions
Purchasing lets you import or reschedule requisitions from other Oracle or non
Oracle systems. If you are using Inventory, you can send a requisition
requirement to Purchasing and then run Requisition Import in Purchasing to
create the requisition.
Paper Requisitions
You do not need to create a requisition online to purchase an item. Instead, you
can reference a paper requisition number directly on the purchase order
Distribution Details. Later, you can use the Purchase Orders window to review
the status of the purchase orders referencing the paper requisitions.
Reserving Funds for Requisitions

Purchasing lets you reserve or encumber funds for requisitions which are not
sourced to an encumbered blanket purchase agreement. If you are using
budgetary control, you can also check to see whether funds are available before
you encumber the requisition. If you have problems reserving funds for a
requisition, the Approval Errors window lets you review the reasons.
Purchasing automatically transfers the encumbrance from the requisition to the
purchase order when you successfully approve the purchase order on which you
placed the requisition. Purchasing also automatically transfers the encumbrance
back to the requisition when you cancel the purchase order.
Note: Even if someone with sufficient approval authority approves a requisition,
its status may still be PreApproved if funds were not able to be reserved at the
time of approval. A PreApproved requisition does not show up as supply until
its status changes to Approved. Once funds are reserved for the PreApproved
requisition, the requisitions status changes to Approved and shows up as
supply.
Reviewing Requisitions
After you create a requisition, you can query the requisition at any time to review
the status, Action history, or problems with encumbering funds. Use the
Requisition Summary windows to review requisitions. If a buyer has already
placed the requisition line onto a purchase order, you can review the purchase
order number. You can also review the changes that the buyer made to the
requisition and the quantity receivers have delivered.
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Use the View Action History window to review the action history of requisitions.
You can navigate to this window from the Tools menu in many entry windows.
You can see who has approved or rejected the requisition and the corresponding
notes the approvers provided.
Use the Approval Errors window to review reasons you could not completely
reserve funds for requisitions.
Managing Requisitions
Purchasing lets you manage requisitions to help buyers save money and time
when creating requisitions.
Sourcing Requisitions
You can suggest buyer and supplier information when creating a requisition.
Simply provide the appropriate information in the Source Details tabbed region
of the Requisitions window. A buyer can then query all requisition lines based on
this information to help consolidate purchase orders.
Assigning Requisitions to a Buyer
Purchasing lets you manage the buyers workload by reviewing how many
requisition lines are assigned to a particular buyer and reassigning them to
distribute the workload better. You can also review how many unassigned
requisitions are urgent or are needed within a certain time limit so that you can
assign them to the appropriate buyers for immediate ordering.
Returning Requisitions
A buyer can return a requisition line to the original preparer instead of placing it
onto a purchase order. Upon returning the requisition line, the buyer indicates
the reason for the return. For example, the purchase price may exceed the
requisition price, or the buyer may know that the requested item is no longer
being purchased. When a buyer returns an individual requisition line, Purchasing
automatically returns all other lines on the same requisition that are not currently
on a purchase order. Purchasing returns the other lines to let the preparer
decide whether it is still appropriate to order the rest of the requisition as is.
If you are using encumbrance and budgetary control and the requisition is not
sourced to an encumbered blanket purchase agreement, Oracle Purchasing
automatically creates negative debit encumbrance journal entries in your general
ledger system to reverse the encumbrance that corresponds to the requisition
you are returning.
Referencing Requisition Reports
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You can use the Buyers Requisition Action Required Report to review all current
requisition lines that are not currently on a purchase order. You can choose from
a number of report setup options to narrow the search to a particular list of
approved requisition lines. You can also print reports to review requisition status,
requisition distribution detail, and requisition import status.
Canceling Requisitions
With Purchasing, you can submit a requisition for approval and then cancel the
requisition or a requisition line if you no longer want to order the item. Use the
Control Documents window to cancel the entire requisition or specific requisition
lines. Once a buyer places a purchase requisition line onto a purchase order,
you can no longer cancel the requisition line or the corresponding requisition
header. Similarly, you cannot cancel a requisition line that has been modified
with the AutoCreate Documents window, or a line that is currently on a sales
order.
If you are using encumbrance or budgetary control, Purchasing automatically
creates negative debit encumbrance journal entries in your general ledger
system to cancel the encumbrance that corresponds to the requisition header or
lines you are cancelling (unless they were sourced to an encumbered blanket
purchase agreement).
Final Closing Requisitions
Use the Control Documents window to final close requisitions and requisition
lines when you no longer need the items. You cannot final close a requisition line
a buyer placed on a purchase order, a line that has been modified with the
AutoCreate Documents window, or a line that is currently on a sales order.
Purchasing automatically creates credit encumbrance journal entries to reverse
the encumbrance that corresponds to the requisition header or lines you are final
closing (unless they were sourced to an encumbered blanket purchase
agreement).
Updating Requisitions
Updating Incomplete Requisitions
As a requisition preparer, you can change the information on a requisition before
you send it through the approval process. To update a requisition you created
using the Requisitions window, simply navigate to the Find Requisitions window
and query up the requisition. Once you send a requisition through the approval
process, your access to it is determined by the security and approval structure.
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You may also
encumbrances.
unreserved
an
incomplete
requisition
to
reverse
any
Recreating Requisitions
When you cancel a purchase order line in the Control Documents window, you
have the option to either have the referencing requisition lines cancelled or
return them to the requisition pool for placement on another purchase order. If
you have already partially received the item, Purchasing recreates the
requisition line for the unreceived quantity.
Using Modify to Update Requisitions
A buyer may want to alter a requisition line before placing it onto a purchase
order. The buyer can either return the requisition line to the preparer for changes
or simply choose Modify from the Tools menu while in the AutoCreate
Documents window to update the requisition line. You can split the requisition
into multiple lines so that you can source the requisition across different
suppliers. Or, you can change the requisition line if the preparer did not request
the item correctly. For example, the preparer might order a computer, though
you know you buy computers by ordering the peripherals and keyboards
separately. The preparer can later review the requisition to see the original
requisition line and the changes the buyer made.
You can not modify, split, or return a requisition line that references a drop
shipped sales order.
Updating Requisitions During Approval
Instead of approving a requisition, the approver can reject the requisition and
send a note to the preparer to make specific changes. Alternatively, the approver
can make changes directly to the requisition without rejecting it. From the
Notifications Summary window or any of the requisitions summary windows, the
approver can navigate to the Requisitions window and make the appropriate
changes, if Approver Can Modify is enabled for the document type in the
Document Types window.
Entering Requisition Headers

Use the Requisitions window to:
Enter internal and purchase requisitions. Your approval and security setup
options determine which types of requisitions you can enter.
Take approval actions on individual requisitions online.
Edit requisitions. Your approval and security setup options determine which
requisitions you can edit. See: Controlling
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To enter requisition header information:

1. Navigate to the Requisitions window from the menu, by selecting the New
button in the Find
Requisitions and requisitions summary windows.
The upper part of the Requisitions window has the following displayonly fields:
Preparer Your employee name from the Application User window.
Status The requisition status:
Incomplete The requisition is incomplete, or the preparer has not yet
submitted the requisition to an approver.
Rejected The approver rejected the requisition.
Returned A buyer rejected the requisition. Purchasing returns to the preparer
all requisition lines within the same requisition that are not on a purchase order.
Total The currency code and the base currency total amount of all lines in this
requisition.
2. Enter a unique Requisition number. If automatic requisition number generation
is active, the
cursor does not enter this field and the number is generated when you save
your work.
3. Choose the Requisition Type:
Purchase Requisition The requisition lines are usually satisfied from an
outside supplier by means of a purchase order.
To take approval actions:
After completing a requisition, select the Approval button to open the

Approve Documents window.
To check funds:
Select Check Funds on the Tools menu.
To enter requisition preferences:

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Select Preferences on the Tools menu to open the Requisition

Preferences window.
To re-access a requisition quickly:
Choose Place on Navigator from the Action menu. Choose the

Documents tabbed region in the Navigator to later access the
requisition more quickly. See also: Using the Navigators Documents
Region,
Note: Once you place a document in the Navigator, it is the first thing
you see in the Navigator the next time you log into Purchasing.
Choose Functions to return to the Purchasing menu.
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Entering Requisition Lines

Use the Items tabbed region in the Requisitions window to enter requisition line
information. You can choose a predefined item or you can an enter an item
without an item number.
To enter requisition line information:
1. Navigate to the Items tabbed region in the Requisitions window.
2. Enter a line Type for the requisition line. Line types help you define how you
want to categorize your items. The default for this field is the Line Type from the
Purchasing Options window. If you change this line type; defaults from the Line
Types window appear in the Category, UOM and Price fields, and the cursor
moves to the Category field.
For purposes of requisition line entry, line types are handled in three classes:
amountbased, and quantitybased. The defaults that appear when you enter a
line type are cleared if you change the line type to a different class. Once you
have committed a line, you can change the line type only to another line type of
the same class.
3. For quantitybased line types and outside processing line types, enter the
Item you want to
request. Purchasing displays defaults for purchasing
category, item description, unit of measure and unit price for this item.
4. Enter the Revision (if any) that corresponds to the item you want to order.
5. Enter the purchasing Category. You cannot change the category if you provide
an item number in the Item field.
6. Enter the item Description to explain the item in further detail.
7. Enter the Quantity you want to request for the item. You can enter decimal
quantities, but you must enter a value greater than 0.
8. Enter the unit of measure you want to use for your requisition line. If you enter
an item number, Purchasing defaults the unit of measure for this item. If you
change this value, the quantity is rounded again if appropriate, and the price is
recalculated. If you enter a line type that is amount based, Purchasing uses the
unit of measure that you assigned to that line type in the Line Types window. You
cannot change the unit of measure of amount based items.
9. Enter the unit Price for the item. You can enter the price in decimal format.
You must enter a value greater than or equal to 0. If you enter an item number,
Purchasing defaults the list price for this item, but you can change this value. If
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you create a requisition line for an amount based line type, Purchasing sets the
price to 1, and you cannot change it. Unit prices are in the functional currency.
10. Enter the Need By date for the requested items. This is required only for
planned items. You must enter a date greater than or equal to the requisition
creation date.
The lower part of the screen below the Lines tabbed region consists of optional
fields for which the default can be set in the Requisition Preferences window
11. Enter or use the default Tax Code for taxable items.
The tax code defaults from the Tax Defaults region in the Purchasing Options
window.
Accept the default tax code or select another. You cannot override the tax code if
the profile option Tax: Allow Override of Tax Code is set to No, or the shipment
has been received.
If on the requisition you change a tax source, such as Supplier or Site, then
Purchasing does not re-default a new Tax Code on the current line, but does
default it on new lines. The same is true even after you override the Tax Code:
Purchasing does not redefault it on current lines when you change a tax source.
Note: If you change the Tax Code after already creating distributions for the line,
the associated Recovery Rate on those distributions is not redefaulted for the
new Tax Code.
12. Enter the Destination Type:
Expense The goods are delivered to the requestor at an expense location.
The destination sub-inventory is not applicable.
13. Enter the name of the employee who is requesting the item. You must
provide a Requestor before you can approve the requisition. The default is the
requisition preparer.
14. Enter the Organization.
15. Enter the delivery Location for the requested items.
16. Enter the Source type. The source type determines the source of the
requisitioned items. The choice you have in this field is dependent on the PO:
Legal Requisition Type profile option. You may be use the Supplier source type.
(Inventory sourcing functionality is not used)
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Note that if you have both options, you can source requisition lines
independently of the document type. You can even mix inventory and supplier
sourced requisition lines in the same requisition. Purchasing creates one internal
sales order for all inventory source type requisition lines on this requisition. The
supplier source type requisition lines are placed onto purchase orders with the
Auto Create Documents window.
Even if you are restricted to one type, Purchasing restricts the source type as
appropriate for the item. If you are restricted to Inventory but you are requesting
a Supplier item (Purchased Item attribute Yes, Internal Ordered Item attribute
No), the source type can be only Supplier. Conversely, if you are restricted to
Supplier requisitions and you ask for an Inventory item (Purchased Item attribute
No, Internal Ordered Item attribute Yes), the source type can be only
Inventory. This is allowed because a requestor may not know the item source
type.
17. For the Supplier source type, enter the suggested Supplier, Supplier Site,
Contact, and Phone. For the Inventory source type, enter the Organization and
Sub-inventory.
18. Save your work. If you save a requisition line without entering a distribution,
Distribution line needs top be entered before requisition is sent for approval. If
you want your distribution account numbers to be generated based on project
information, you must enter project information in the Requisition Preferences or
Requisition Distributions windows before committing the distribution line.
To enter line source details for the Supplier source type:
Navigate to the Source Details tabbed region. When the source type is
Supplier, you can enter the Note to Buyer, Buyer, RFQ Required, Supplier
Item number, source Document Type (Blanket or Quotation), source
Document, document Line Number, Contract Number, and contract Line
number.
To enter line details:
Navigate to the Details tabbed region. You can enter a Justification, Note
to Receiver, Transaction Nature, Reference Number, UN Number, and
Hazard class.
To enter requisition distributions:
Select the Distributions button to open the Distributions window.
To view tax information:
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After you have entered and saved all tax information, do either or both of
the following:
Choose Tax Code Summary from the Tools menu to see the total
recoverable and non recoverable tax for each tax code in your document.
Choose Tax Details from the Tools menu to see recoverable and non
recoverable tax details for each line and distribution.
To approve requisitions:
Select the Approval button to open the Approve Documents window.
To check funds:
Select Check Funds on the Tools menu.
To enter requisition preferences:
Select Preferences on the Tools menu to open the Requisition

Preferences window.
To re-access a requisition quickly:
Choose Place on Navigator from the Action menu. Choose the

Documents tabbed region in the Navigator to later access the requisition
more quickly.
Note: Once you place a document in the Navigator, it is the first thing you
see in the Navigator the next time you log into Purchasing. Choose
Functions to return to the Purchasing menu.
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Entering Requisition Distributions

Use the Distributions window to enter requisition distributions or to view
distributions that Purchasing has automatically created for you. You can charge
the cost of this requisition line to multiple projects or update the default values
you provided in the Requisition Preferences window. Note that if the line source
type is Inventory, you cannot approve the requisition if you enter more than one
distribution line.
To enter requisition distributions:
1. Navigate to the Distributions window by selecting the Distributions button in
the Requisitions window. Choose the Project tabbed region.
3. If you entered a Project number, select a Task number.
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4. Enter the Quantity you want to distribute. The quantity must be in decimal
format. Purchasing displays the quantity you have not yet assigned to a project.
Multiple distributions quantities must total to the requisition line quantity. Using
decimal quantities in this field, you can easily distribute costs across distributions
using percentages. For instance, you can have a simple quantity of one (1) on
your requisition line. If you want to charge one project for 30% of the cost of the
item and another project for 70% of the cost of the item, simply enter .3 and .7
as the respective quantities for the requisition distribution lines.
If you have a quantity different from one (1), you can use the Calculator to
perform the arithmetic, as illustrated by the following example:
Your requisition line quantity is 5000

You want to charge 35% of the cost to a first Accounting Flexfield
You want to charge 65% of the cost to a second Accounting Flexfield
Simply enter (5000x35)/100 = 1750 as the quantity for the first requisition
distribution and (5000x65)/100 = 3250 as the quantity for the second requisition
distribution.
5. Change or accept the default Recovery Rate for taxable items. The recovery
rate is the percentage of tax that your business can reclaim for credit. The
recovery rate defaults in based on the Tax Code on the line in the Requisitions
window and the setup in the
Financials Options window. You can change the recovery rate if the profile option
Tax: Allow
Override of Recovery Rate is set to Yes, and the shipment has not been
received. Depending on the setup in the Financials Options window and the type
of tax, only certain recovery rates may be allowed. If on the requisition you
change a tax source, such as Supplier, Site, or Tax Code, then Purchasing does
not redefault a new Recovery Rate on the current distribution, but does default it
on new distributions you create. You can choose to use a different recovery rate
for different distributions, even if they use the same tax code.
6. Enter the GL Date that you want to use when you reserve funds. You can
enter a GL Date only if you set up your financials options to use encumbrance
for requisitions. The Reserved check box indicates whether funds have been
reserved. The default is the current date. If you enter a date that belongs to two
separate accounting periods, Purchasing creates a journal entry in the first
accounting period that contains this date
7. Save your work.
8. Save your work.
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The Charge, Budget, Accrual, and Variance accounts in the Account Description
region are generated automatically
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17. Find Requisition Window

Overview:
In this session, you will learn about Find Requisition window. You can use the
Find Requisitions window to:
Access the Requisitions window

Perform requisitions inquiries at header, line and distribution levels.
Exercise:
2. Select Requisition Number Field and select (B) Find.
3. Review the Requisition Headers Summary window and select (B) Lines.
4. Review the Requisition Lines Summary window and select (B) Distributions.
5. Review the Requisition Distributions Summary window.
Solution:
2. Enter % in the Requisition Number Find field and select (B) Find.
Note: Use the Wild Card %in the Find field to expedite the search.
3. Select Requisition Number 10 and select (B) OK.
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4. Select (B) Find once the requisite parameters are entered.

Enter any of the following as selection criteria.
Parameter
Value
Preparer
Buyer
Reference Num
Enter the Line Type
Line
Type

Enter the Requestor
Requester
Modified
Import Source
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Enter the Line Type
Line Type
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5. Review the Requisition Headers Summary window and select (B) Lines.
6. Review the Requisition Lines Summary window and select (B) Distributions.
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18. Reviewing Requisition Header Information

Overview:
In this session, you will learn how to review Requisition Header Information. You
can review all the information pertaining to the Requisition Header like the
Requisition Number, Approval Status, Creation Date, Currency etc.
Exercise:
2. Select Requisition Number and select (B) Find.
3. Select (B) Find.
4. Review the Requisition Headers Summary window.
5. Go to (M) File and select the Close Form.
Solution:
1.
Navigate to the Find Requisitions window.

2. Enter % in the Requisition Number Find field and select (B) Find.
Note: Enter the Wild Card %in the Find field to expedite the search.
3. Select Requisition Number 1 and select (B) OK.
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4. Select (B) Find to find the requisition/s.

Parameter
Value
Preparer
Buyer
Reference Num
Enter the Line Type
Line
Type

Enter the Requestor
Requester
Modified
Import Source
Enter the Line Type
Line Type
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5. Review the Requisition Headers Summary window.
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19. Requisition Lines Summary Information

Overview:
In this session, you will learn how to review Requisition Lines Summary
Information. You can use the Requisition Lines Summary window to review
requisition line information, drill down to view requisition distribution information,
access the Requisitions, Requisition Preferences, Control and Action History
windows for maintenance of existing information.
Exercise:
1. Enter the Requisition Number and Select (B) Find
2. Select (B) OK
3. Select Lines option in the Results region and select (B) Find.
4. Review Requisition Lines Summary window.
Solution:
1.
Navigate to Find Requisitions window.

2. Enter % in the Requisition Number field and Select (B) Find.

3. Select (B) OK after selecting the Requisition Number as 1.
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4. Select Lines option in the Results region and select (B) Find.
You can also use any of the following as selection criteria
Parameter
Value
Preparer
Employee name.
Buyer
Buyer Name
Reference Num
Reference Number
Type
Requester
Requester Name
Modified
Yes or No.
Import Source
Import Source
Line Type
Line Type
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5. Review the Requisition Lines Summary window
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20. Drill - Down to Requisition Detail

Overview:
In this session, you will learn about Drill Down to Requisition Detail. You can
drill down to requisition details to review the line, shipment, and distribution
information.
Exercise:
1.
Navigate to Find Requisitions Window.

2.
Select the Requisition Type(Purchase) from the Pop-Up list and

select (B) Find.
Note: The common parameters are Requisition Number - if known,
Preparer Name of person who created the requisition,
Status Incomplete, Approved, Pre-Approved, In Process,
Date Ranges The date when the Requisition was created
3.
Select the required requisition number and Select (B) Lines.
4.
Review the details and select (B) Shipments.
5.
Review the details and select (B) Distributions.
6.
Solution:
1.
Navigate to Find Requisitions Window.

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2.
Review the details of the Requisitions Headers summary and

select the required Requisition number and select (B) Lines to view Line
Details.
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3.
Review the Requisition Lines and select (B) Distributions for

Project Detail Information.
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5. Review the Requisition Distributions.
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21. Find Requisition Line Tabbed Region

Overview:
In this session, you will learn about Requisition Item Region. In the Item region,
you can enter the following search criteria: Item number, Revision number,
Category, item Description, and Supplier Item number.
Exercise:
1. Navigate to Find Requisitions window.
2. Select the required Category from LOV and select (B) Find.
3. Review the Requisition Lines Window.
Solution:
2.
In the Category field select Computer Consumables from the LOV and
select (B) Find.
Enter any of the following as selection criteria:
Parameter
Values
Item, Rev
Item Name (Not used in UTPA)
Category
Item Category from LOV
Description
Description of Item
Supplier Item
Supplier item number
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3. Review the Requisition Lines Summary window.
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22. Find Requisition Status Tabbed Region

Overview:
In this session, you will learn how to review Requisition Headers Summary
through Status Tabbed region. You can limit the search for the Requisition/s
using Approval status (Approved, Incomplete, In Process, Pre-Approved,
Rejected, or Returned), Control status (Open, Cancelled, or Finally Closed), or
Reserved status (Yes or No) in the Status region,.
Exercise:
1. Navigate to the Find Requisitions Summary window.
2. Select (T) Status.
3. Select the search criteria and select (B) Find.
4. Review Requisition Headers Summary window.
Solution:
1. Navigate to the Find Requisitions Summary window.
2. Select (T) Status, select Approved in the Approval field.
Parameter
Control
Reserved
Value
You can select Open, Cancelled, Finally or
Closed in the Control field.
Select Reserved Status as Yes or No.
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3. Select (B) Find to review Requisition Headers Summary window.
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4. Review Requisition Headers Summary window.
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23. Find Requisition Date Ranges Tabbed Region

Overview:
In this session, you will learn how to review the Requisitions through the Date
Ranges Tabbed Region. You can restrict the search for the requisition/s by using
the Creation, Need By and Closed dates inn the Date Ranges region.
Exercise:
2. Enter the search criteria in the Find Requisitions window.
3. Select (B) Find.
Solution:
1.

2.
Select (T) Date Ranges and enter the following parameters.
Parameter
Creation
From Date
11-JUN-2003
To Date
30-JUN-2006

Parameter
Need- By
Closed
Value
`Need By Date'
Closed range
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3.
Select (B) Find once the parameters are entered.
4. Review the Requisition Headers Summary information.
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24. Find Requisition Related Documents Tabbed Region

Overview:
In this session, you will learn how to Review Requisition through Related
Documents tabbed region. In Related Documents Tabbed Region, you can limit
search by Document Type, Document Number and Line Number, Purchase
Order Number and Drop Shipment Sales Order Number.
Exercise:
2. Select (T) Related Documents.
3. Enter the Parameters, Select Results and select (B) Find.
Solution:
2. Select (T) Related Documents
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3. Enter the following parameters, Select Lines in the Results region and
Select (B) Find.
Parameter
Value
Purchase Order
T609663
You can also use the following as selection criteria:

Parameter
Value
Document Type
Document types- Select Blanket / Contract / Quotation
Document
The Document column will be enabled only when

Document Type is selected
Line Number
Enter Line Number
Sales Order
Sales Order Number
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25. Find Requisition Accounting Tabbed Region

Overview:
In this session, you will learn how to Review Requisition through Accounting
tabbed region. You can limit the search for the requisition/s by using Period, GL
Date, Charge Account, Budget Account, and presence of Active Encumbrances
(Yes or No) in the Accounting region.
Exercise:
2. Select the (T) Accounting.
3. Enter the Parameters and select (B) Find.
4. Review Requisition Distributions Summary window.
Solution:
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2. Select (T) Accounting from the available Tab list.
3. Enter the following parameters.

Parameter
Value
Period
SEP-FY1990 - ADJ-FY2012
GL Date is automatically reflected when the Period is selected.

You can also use any of the following as selection criteria:
Parameter
Value
Charge Account
Charge Account Combinations.
Budget Account
Budget Account Combinations
Active Encumbrances
YES / NO
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4. Select (B) Find after entering the required parameters.
5. Review Requisition Distribution Summary window.
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26. Find Requisition Project Tabbed Region

Overview:
In this session, you will learn how to Review Requisition through Project tabbed
region. You can limit the search for requisition/s using Project or Task Number in
Projects Region, .
Exercise:
a. Requisitions > Requisition Summary
2. Select (T) Projects from the available Tab list.
3. Enter the Parameters, Select Results and select (B) Find.
4. Review Requisition Distributions Summary window.
Solution:
2. Select (T) Projects from the available Tab list.
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3. Enter the following parameters, Select Distributions from the Results

region and Select (B) Find.
Parameter
Value
Project
140CHEM00

Parameter
Value
Task
Task Number
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4. Review Requisition Distribution Summary window.
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27. Reviewing Requisition Distribution Summary

Information
Overview:
In this session, you will learn how to review Requisition Distribution Summary
Information. You can use the Requisition Distribution Summary window to review
information like Number, Line, Distribution, Item, Charge Account etc and access
the Requisitions, Requisition Preferences, Control and Action History Document
windows for maintenance of existing information.
Exercise:
2. Select the Requisition Number and select (B) OK.
3. Select Distributions option in the Results region and select (B) Find.
Solution:
1.

2. Enter % in the Requisition Number field and select (B) Find.

3. Select (B) OK after selecting the Requisition Number as 1.
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4. Select Distributions option in the Results region and select (B) Find.
You can also use any of the following as selection criteria
Parameters
Values
Preparer
Requisition Preparer.
Buyer
Approver or Buyer Name.
Reference Num
Enter the reference number.
Line
Enter the Line Type.
Type
Requisition type (Purchase or Internal)
Requester
Enter Requester.
Modified
Import Source
Enter import source.
Line Type
Enter the Line Type.

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28. Purchase Order Summary Overview:

Purchasing provides the Purchase Orders window that you can use to enter
standard and planned purchase orders as well as blanket and contract purchase
agreements. You must be defined as a buyer to use this window. To create
purchasing documents more quickly, use the Auto Create Documents window.
Purchasing provides you the features you need to satisfy the following
purchasing needs. You should be able to:
Review all of your purchases with your suppliers to negotiate better

discounts
Create purchase orders simply by entering a supplier and item details
Create standard purchase orders and blanket releases from both online
and paper requisitions
Create accurate and detailed accounting information so that you charge
purchases to the appropriate departments
Check your funds availability while creating purchase orders
Review the status and history of your purchase orders at any time for all
the information you need
Print purchase orders flexibly by using a number of print options
Inform your suppliers of your shipment schedule requirements
Record supplier acceptances of your purchase orders. You always know
whether your suppliers have received and accepted your purchase order
terms and conditions.
Create your purchase orders by providing a quantity and price for each
item you are ordering. Alternatively, you should also be able to create
your purchase order simply by providing an amount if you are ordering a
service that you cannot break down by price and quantity
Copy purchase orders.
Purchase Order Types:

Purchasing provides the following purchase order types: Standard Purchase
Order, Planned Purchase Order, Blanket Purchase Agreement, and Contract
Purchase Agreement. You can use the Document Name field in the Document
Types window to change the names of these documents. For example, if you
enter Regular Purchase Order in the Document Name field for the Standard
Purchase Order type, your choices in the Type field in the Purchase Orders
window will be Regular Purchase Order, Planned Purchase Order, Blanket
Purchase Agreement, and Contract Purchase Agreement.
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Standard Purchase Orders

You generally create standard purchase orders for onetime purchase of various
items. You create standard purchase orders when you know the details of the
goods or services you require, estimated costs, quantities, delivery schedules,
and accounting distributions. If you use encumbrance accounting, the purchase
order may be encumbered since the required information is known.
Blanket Purchase Agreements
You create blanket purchase agreements when you know the detail of the goods
or services you plan to buy from a specific supplier in a period, but you do not
yet know the detail of your delivery schedules. You can use blanket purchase
agreements to specify negotiated prices for your items before actually
purchasing them. Blanket purchase agreements can be created for a single
organization or to be shared by different business units of your organization
(global agreements).
Global Agreements
You may need to negotiate based on an enterprises total global purchase
volume to enable centralizing the buying activity across a broad and sometimes
diverse set of businesses. Using global agreements (a special type of blanket
purchase agreement), buyers can negotiate enterprisewide pricing, business
by business, then execute and manage those agreements in one central shared
environment. Enterprise organizations can then access the agreement to create
purchase orders that leverage prenegotiated prices and terms.
Blanket Releases
You can issue a blanket release against a blanket purchase agreement to place
the actual order (as long as the release is within the blanket agreement
effectively dates). If you use encumbrance accounting, you can encumber each
release.
Contract Purchase Agreements
You create contract purchase agreements with your suppliers to agree on
specific terms and conditions without indicating the goods and services that you
will be purchasing. You can later issue standard purchase orders referencing
your contracts, and you can encumber these purchase orders if you use
encumbrance accounting.
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Planned Purchase Orders

A planned purchase order is a longterm agreement committing to buy items or
services from a single source. You must specify tentative delivery schedules and
all details for goods or services that you want to buy, including charge account,
quantities, and estimated cost.
Scheduled Releases
You can issue scheduled releases against a planned purchase order to place
the actual orders. If you use encumbrance accounting, you can use the planned
purchase order to reserve funds for long term agreements. You can also change
the accounting distributions on each release and the system will reverse the
encumbrance for the planned purchase order and create a new encumbrance
for the release.
Purchase Order Features:

Auto Create
Auto Create lets you compose a purchase order or a release from Online
requisitions in a few keystrokes.
Workflow for Automatic Purchase Order and Release Creation
Purchasing uses Oracle Workflow technology to create purchase orders and
releases automatically from approved requisition lines. Purchase orders and
releases are created automatically only if the approved requisition lines are valid
(for example, they contain valid source document information) and if theIs
Automatic Creation Allowed? attribute in the Oracle Workflow Builder is set to
Y for Yes.
Supplier Negotiation and Renegotiation using Oracle Sourcing
If you have Oracle Sourcing enabled, you can initiate supplier negotiations
directly from Auto Create or initiate renegotiations with a supplier from the
Purchase Order or Purchase Order Summary windows.
Accurate Accounting
You supply accounting information as part of your purchase order. You can
allocate order line quantities and costs to cost centers, projects, or departments.
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Online Funds Availability Checking

You can determine whether you have enough funds available in your budget
before you complete a purchase order. You can check funds at the purchase
order header, lines, shipments, distributions, and release levels. You can also
check whether funds are available before you approve your purchase order. You
can even set up your system setup options to prevent a buyer from approving a
purchase order until sufficient funds are available. To use online funds
checking, you need to implement budgetary controls. You can check funds at the
detail or summary level. You can also choose to check your funds for each
period, quarter, or year.
Revising Purchase Orders
To change a standard or planned purchase order, simply query this purchase
order and enter your changes. You can provide additional paper requisition
information to a standard purchase order. You can also revise blanket or contract
purchase agreements. When you make changes to a purchase order or release,
Purchasing change order workflow processes determine whether or not the
changes require re-approval and, if so, route the document for the necessary reapprovals. To add online requisition lines to an existing standard purchase
order or release, use Auto Create. You can add requisition lines as a new
Purchase order line or add to an existing purchase order line. When you change
a purchase order, purchasing automatically increments the revision number.
Shipment Schedules
You can create purchase order lines that have an unlimited number of shipto
locations and delivery dates. Each shipment line has a ShipTo Organization
and Location, PromiseBy Date, NeedBy Date, and Last Accept Date. You
receive goods and services against each shipment line.
Acceptances
You can enter purchase order acceptances to verify that your suppliers
have agreed to and accepted the details on the purchase orders you send to
them.
Line Types
Purchasing uses Line Types to distinguish between items you order by quantity
and price, and services that you order by amount. Line Types also serve to
identify outside processing services for which Work in Process creates
requisitions.
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Approving Purchase Orders

Purchasing checks purchase orders for accuracy and completeness before
printing. You can submit purchase orders to the approval process from the
Purchase Orders window before you print them. Also, you can use the
Notifications Summary window to submit purchase orders for approval.
You can also assign an authorization limit to each buyer and decide whether you
want to enforce this limit whenever any buyer approves a purchase order.
Printing Purchase Orders
You can print purchase orders at the time you approve them. You can reprint
Purchase orders as often as you want using the Submit Requests window You
can choose from the following options:
Print all new and changed purchase orders
Print all changed purchase orders
Print all new purchase orders
Print a particular purchase order or range of purchase orders
Print a test purchase order
Landscape or portrait format
You can also print purchase orders, change orders, and RFQs in other
languages; if you use Multilingual Support (MLS).You can send facsimiles of
printed purchase orders and change orders if Commerce Path is installed. You
can send the facsimiles at the time you approve the purchase orders, or when
you submit the printed purchase order or change order reports. See: Submitting
a Document for Approval.
Copying Purchase Orders
You can copy one purchase order to another. For example, if you want to renew
a blanket purchase agreement with hundreds of lines, you can copy the previous
agreement to a new document and change the effective dates. You can copy the
following purchase order types:
Standard purchase orders
Blanket purchase agreements
Planned purchase orders
Canceling Purchase Orders
Purchasing lets you cancel a purchase order or purchase order line after you
have approved it. When you cancel a purchase order or purchase order line, you
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pay only for those goods you received before cancellation, and you can
optionally reassign any unfilled requisitions
to another purchase order. If you are using encumbrance or budgetary control
and if you choose to cancel referencing requisitions, Purchasing creates
negative debit entries in your general ledger system to cancel the encumbrance
associated with the purchase order. Purchasing recreates requisition
encumbrances for the requisition lines you used to create the purchase order,
using the distributions from your cancelled purchase order.
Closing and Final Closing Purchase Orders
Purchasing lets you automatically close a purchase order once you have
received and paid for all items you ordered. This feature lets you concentrate on
those purchase orders that are overdue or partially received. You can also
manually close purchase orders at any time. Of course, you always have the
option to review or reopen a purchase order by adding new lines or creating
additional receipt transactions until the purchase order is final closed. If you
designate an invoice as the final match to a purchase order, Payables final
closes the purchase order shipment during Approval. You cannot update the
status of a finalclosed purchase order.
If you are using encumbrance or budgetary control and if you choose to cancel
referencing requisitions, Purchasing automatically creates credit entries in your
general ledger system to reverse the encumbrance that corresponds to the
purchase order are final closing.
Close for Receiving and Close for Invoicing
Purchasing automatically closes shipments for receiving and invoicing based on
controls that you specify in the Purchasing Options window. Once all shipments
for a given line are closed, Purchasing automatically closes the line. When all
lines for a given header are closed, Purchasing automatically closes the
document. You can specify closing controls including: Receipt Close Tolerance,
Receipt Close Point, and Invoice Close Tolerance.
Note: The Close for invoicing status does not prevent you from matching an
invoice to a purchase order or a receipt.
Holding and Freezing Purchase Orders
Purchasing lets you freeze a purchase order so that you can prevent changes or
additions to it, but still receive and pay for goods already ordered. You can easily
control your purchase order changes because you can freeze or unfreeze a
purchase order when appropriate. Likewise, you can place a purchase order on
hold to prevent all actions until you remove the order from hold.
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Notification Controls (Using Oracle Alert)

For planned purchase orders, blanket purchase agreements, and contracts, you
can establish expiration and release control notification conditions and specify
the number of days before the condition is met that you want to be notified. In
the Notification Controls window, accessible through the Purchase Orders
window, you can specify the following notification conditions:
Amount released by date
Amount not released by date
Amount not released
Amount released
Expiration date
When the notification conditions are met, Purchasing sends you an Alert (or
email) so that you can take appropriate action.
Quick Access to Particular Purchase Orders
You can place purchase orders that you reference frequently in the Oracle
Applications Navigator. Placing documents in the Navigator is useful when you
need to query large documents with multiple lines, shipments, or distributions.
When the purchase order is open, choose Place on Navigator from the Action
menu. When you choose the Documents tabbed region in the Navigator, you
can then access that document directly from within the Navigator. You can also
do this with requisitions.
Note: Once you place a document in the Navigator, it is the first thing, you see in
the Navigator the next time you log into Purchasing. Choose Functions to return
to the Purchasing menu.
Viewing Changes to Purchase Orders
You can view at a glance all past revisions made to archived purchase Orders
through the PO Change History menu item in the Oracle Purchasing Navigator.
Using the Purchase Order Headers Summary Window

Use the Purchase Order Headers results folder window to:
View purchase order header information.

Drill down to view purchase order line, shipment, and Distribution
information.
Access the Purchase Orders and Releases windows for entry and
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Update of documents.
Access other windows from the Tools and Inquire menus.
To navigate to the Purchase Order Headers results window:
In the Find Purchase Orders window, select Headers in the Results
region and select the Find button to open the Purchase Order Headers
folder window.
To drill down to view purchase order line information:
Select the Lines button to drill down to the Purchase Order Lines results
folder window. You can also select View Lines on the Tools menu to open
this window.
To enter a new release:
Select the New Release button to open the Releases window. If the
current record is a blanket purchase agreement or a planned purchase
order, then you can create a release against it.
Attention: Depending on how the Function Security is set for your user
responsibility, you may not have access to the New Release button. (With
Function Security, a system administrator can limit peoples access to this
function.)
To enter a new purchase order:
Select the New PO button to open the Purchase Orders window.
responsibility, you may not have access to the New PO button. (With
Function Security, a system administrator can limit peoples access to this
function.)
To open the Purchase Orders or Releases window for the current
order:
Select the Open button to open the Purchase Orders window and query
the purchase order on the current line. If the current order is for a blanket
or scheduled release, Purchasing opens the Releases window and
queries the current order. Your options in this window depend on the
status of the order and your approval and security options.
responsibility, you may not have access to the Open Purchase Orders
button. For example the Open button will be enabled for global
agreements only if they were created in your operating unit and if you
have Manage Global Agreements function security. (With Function
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Security, a system administrator can limit peoples access to this
function.)
To enter acceptances:
Select Enter Acceptances on the Tools menu to open the Enter
Acceptances window.
To enter purchase order control information:
Select Control on the Tools menu to open the Control Document window.
To enter purchase order preferences:
Select Preferences on the Tools menu to open the Purchase Order
Preferences window.
To renegotiate blanket agreements in Oracle Sourcing:
Select the blanket purchase agreement you wish to renegotiate in the
Purchase Order Headers window and then select either Create Buyers
Auction or Create Sourcing RFQ from the Tools menu.
To respond to supplier changes to a purchase order:
If you have selected a purchasing document for which there are pending
changes from the supplier, then select Respond to Changes on the Tools
menu.
To drill down to view purchase order shipment information:
Select View Shipments on the Inquire menu to open the Purchase Order
Shipments results folder window
To drill down to view purchase order distributions information:
Select View Distributions on the Inquire menu to open the Purchase
Order Distributions results folder window.
To view action history:
Select View Action History on the Inquire menu to open the Action History
window.
To view invoices:
Select Invoices on the Inquire menu to view invoice information.
To view receipts:
Select View Receipts on the Inquire menu to open the Find Receiving
Transactions window.
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Using the Purchase Order Lines Summary Window

Use the Purchase Order Lines results folder window to:
View purchase order line information.
Drill down to view purchase order shipment and distribution information.
Access the Purchase Orders and Releases windows for entry and update of
documents.
To navigate to the Purchase Order Lines results window:

In the Find Purchase Orders window, select Lines in the Results region and
select the Find button to open the Purchase Order Lines folder window. You
can also navigate to this window by selecting View Lines on the Tools menu
in the Purchase Order Headers results folder window.
To drill down to view purchase order shipment information:
Select the Shipments button to drill down to the Purchase Order Shipments
results folder window. You can also select View Shipments on the Tools
menu to open this window.
To enter a new release
Select the New Release button to open the Releases window. If the current
record is a blanket purchase agreement or a planned purchase order, then
you can create a release against it.
To enter a new purchase order
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To open the Purchase Orders or Releases window for the current line
Select the Open button to open the Purchase Orders window and query the
purchase order on the current line. If the current line is for a blanket or
scheduled release, Purchasing opens the Releases window and queries the
current line. Your options in this window Oracle Purchasing Users Guide
depend on the status of the order and your approval and security options.
Select Acceptances on the Tools menu to open the Enter
window.
Acceptances

Select Control on the Tools menu to open the Control Document
window.
Preferences window.
To drill down to view purchase order distributions information:
Select View Distributions on the Inquire menu to open the Purchase
Order Distributions results folder window.
To view acceptances:
Select View Acceptances on the Inquire menu to open the View Acceptances
window.
window.
To view invoices:
Select View Invoices on the Inquire menu to view invoice Information.
To view receipts:
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Using the Purchase Order Shipments Summary Window

Use the Purchase Order Shipments results folder window to:
View purchase order shipment information.

Drill down to view purchase order distribution information.
update of documents.
Access other windows from the Tools and Inquire menus. Note that this
window does not display price breaks.
To navigate to the Purchase Order Shipments results window

In the Find Purchase Orders window, select Shipments in the Results region
and select the Find button to open the Purchase Order Shipments folder
window. You can also navigate to this window by selecting View Shipments
on the Tools menu in the Purchase Order Headers and Purchase Order
Lines results folder Windows.
To drill down to view purchase order distribution information
Select the Distributions button to drill down to the Purchase Order
Distributions results folder window. You can also select View Distributions on
the Tools menu to open this window.
To enter a new release
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record is a blanket purchase agreement or a planned purchase order, then
you can create a release against it.
To open the Purchase Orders or Releases window for the current
Shipment
purchase order shipment on the current line. If the current shipment is for a
blanket or scheduled release, Purchasing opens the Releases window and
queries the current shipment. Your options in this window depend on the
status of the order and your approval and security options.
Select Acceptances on the Tools menu to open the Enter Acceptances
window.
Select Control on the Tools menu to open the Control Document window.
Preferences window.
window.
To view acceptances:
Select View Acceptances on the Inquire menu to open the View Acceptances
window.
To view invoices:
To view receipts:
Using the Purchase Order Distributions Summary Window

Use the Purchase Order Distributions results folder window to:
View purchase order distribution information.
update of documents.
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To Navigate to the Purchase Order Distributions results window

In the Find Purchase Orders window, select Distributions in the Results region
and select the Find button to open the Purchase Order Distributions folder
window. You can also navigate to this Window by selecting View Distributions on
the Tools menu in the Purchase Order Headers, Purchase Order Lines, and
Purchase Order Shipments results folder windows.
To enter a new release:
record is a blanket purchase agreement or a planned purchase order, then you
can create a release against it.
To open the Purchase Orders or Releases window for the current line:
purchase order on the current line. If the current line is for a blanket or
scheduled release, Purchasing opens the Releases window and queries the
current line. Your options in this window depend on the status of the order and
your approval and security options.
To view acceptances
Select View Acceptances on the Tools menu to open the View
window.
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To enter acceptances
Select Enter Acceptances
Acceptances window.
on
the
Tools
menu
to
open
the
Enter
To enter purchase order preferences

Select Preferences on the Tools menu to open the Purchase Order Preferences
window.
window.
To view invoices:
To view receipts:
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29. Purchase Order Summary Special Menu Option

(Tools and Inquire).
Overview:
In this session, you will learn about the Purchase Order Summary Special Menu
Option (Tools and Inquire). You can review details of Purchase Order Headers,
acceptances window, Control information document window, Preferences and
Copy Document by using Tools Menu. In Inquire Menu you can review the
details of Purchase Order view Lines, View shipments, Distributions and view
Approval through workflow.
Exercise:
1. Navigate to Find Purchase Orders window.
2. Enter % in the Number field select (B) Find.
3. Select the Purchase Order Number and select (B) OK.
4. Select the options Acceptances, Control, Preferences and Copy
document by selecting (M) Tools.
5. Select (M) Inquiry and thus select options View Lines, View Shipments,
View Distributions and View Approval through Work Flow.
Solution:
1.
Navigate to Find Purchase Orders window.

2. Enter % in the Number field and select (B) Find.

Note: Enter the Wild Card % in the Number field to help expedite the
search.
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3. Select the Purchase Order R602156 and select (B) OK.
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4.
Select (B) Find to review Purchase Order Headers information.

Alternatively, the following parameters may be entered to retrieve Purchase
orders and thus view their details.
Field
Type
Release
Currency
Supplier
Ship To Org
Bill To
Ship To
Buyer
Line Type
Line
Shipment
Notes
Select Type to retrieve the information pertaining to that
Purchase Order.
By Entering the Release, the Purchase Order pertaining to that
Release is listed for review.
By entering the currency, the Purchase Orders pertaining to that
currency are listed for review.
Supplier Name may be entered to restrict the search criteria in
finding the requisite Purchase Orders.
By Entering the Ship To Org, the Purchase Orders pertaining to
that Ship To Org are listed for review.
By Entering the Bill To, the Purchase Orders pertaining to that
Bill-To address are listed for review.
By Entering the Ship To, the Purchase Orders pertaining to that
Ship To address are listed for review.
By Entering the Buyer, the Purchase Orders pertaining to that
Buyer are Listed for review.
By Entering the Line Type, the Purchase Orders pertaining to
that line type are listed for review.
By Entering the Line, the Purchase Orders pertaining to that
Line are listed for review.
Shipment Name is one of the criteria used to retrieve the
Purchase Orders.
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5.
Review Purchase Order Headers and Select (M) Tools to view the options
Acceptances, Control, Preferences and Copy document by selecting.
Hence select the option Acceptances.
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6.
Review the Acceptances details, close the window and repeat the step 5
to select the option Control.
7.
Review the Control Document, close the window and repeat the step 5
to select the option Preferences.
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8.
Review the Purchase Order Preferences window, close the window and
repeat the step 5 to select the option Copy Document.
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9.
Review the Copy Document window and close the window.
10. Select (M) Inquire to view the options View Lines, View Shipments, View
Distributions and View Approval through Work Flow. And, select the
option View Lines.
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11.
Review the Purchase Order Lines window and repeat the step 10 to
select the option View Shipments.
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12.
Review the Purchase Order Shipments window and repeat the step 10
to select the option View Distributions.
13.
Review the Purchase Order Distributions window and repeat the step 10
to select the option View Approval through Work Flow.
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14. View Approval through Work Flow.
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30. Find Purchase Orders Window

Overview:
In this session, you will learn how to use the Find Purchase Orders window. You
can use the Find Purchase Orders window to access the Purchase Orders
window, access the Releases window and perform purchase order inquiries at
header, line, shipment, and distribution levels.
Exercise:
1. Navigate to the Find Purchase Orders window.
(N) Purchase Orders > Purchase Order Summary.
2. Enter the search criteria for finding Purchase Order/s and select (B) Find
3. Review Purchase Order Header window
Solution:
1. Navigate to Purchase Summary window.
Enter the Supplier as Tokenworks% and select (B) Find.
Note: Enter Partial Supplier Name with Wild Card % as the prefix and/or suffix
in the Find field to expedite the search.
2. Select the Supplier as TOKENWORKS, INC and Select (B) OK.
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3. Select Headers option in the Results region and select (B) Find.
Parameter
Supplier
Value
TOKENWORKS, INC.
You can also enter any of the following as selection criteria:
Parameter
Value
Number
Purchase Order Number.
Release
Select check box to include all associated

releases for Blanket Purchase Agreements and
Planned purchase orders.
Ship- To Org
Enter Ship to Organization(Address)
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Bill- To
Enter bill to Location (Address)
Ship- To
Enter Ship to Location(Address)
Line
Enter Line item which is default one.
Shipment
Shipment Document Number.
Type
Enter Purchase Order Type
Site
Enter the supplier site (can be entered only when

the supplier name is entered)
Show
External Check to include Locations not associated with
Locations
this Organization.
Line Type
Enter the line type for the item
View Releases
Review releases to determine How much are

remaining to be received and invoiced.
Consumption
Advice
Check to limit your results to purchase orders or

release.
Global Agreement
Check to limit your results to Global agreements

that were either created or enabled
in your
operating unit
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4. Review the details of the Purchase Order/s in Purchase Order Headers

window
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31. Reviewing Purchase Order Header Information

Overview:
In this session, you will learn about Purchase Order Header Information. You
can review purchase order header information, line, shipment, and distribution
information of purchase orders by using the Purchase Order Header window.
You can also access other windows from the Tools and Inquire menus of
Purchase Order Header window.
Exercise:
1. Navigate to the Find Purchase Order Window.
(N) Purchase Orders > Purchase Orders Summary
2. Select the Supplier and Select (B) OK
3. Select Headers in the Results Region and Select (B) Find
4. Review the Purchase Order Headers Window
Solution:
1. Navigate to the Find Purchase Order Window.
2. Enter the Supplier as Tokenworks% and select (B) Find.
Note: Enter Partial Supplier Name with Wild Card % as the prefix and/or
suffix in the Find field to expedite the search.
3. Select the Supplier as TOKENWORKS, INC and Select (B) OK.
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5. Select Headers option in the Results region and select (B) Find.
Parameters
Values
Number
Enter Purchase Order Number.
Release
Against Blanket Purchase Agreements only when this

option is selected
Ship- To Org
Enter Ship to Organization Address
Bill- To
Enter bill to Location Address
Ship- To
Enter Ship to Location Address
Line
Enter Line type for the item
Shipment
Enter Shipment Document Number
Type
Enter Purchase Order Type
Site
Enter the supplier site (can be entered only when the

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supplier name is entered)

Currency
Select the Currency Type
Buyer
Employees who will use purchasing as buyers or

managers must all be defined as buyers
Show External
Locations
Check Show External Locations to include Locations not

associated with this Organization.
Line Type
Enter the line type for the item
View Releases
Review releases to determine How much are remaining

to be received and invoiced.
Consumption
Advice
Purchase orders or releases which are created by the

transfer of ownership of consigned stock in Oracle
Inventory
Global Agreement
Global agreements that were either created in your

operating unit or enabled for use in Your operating unit.
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5. Review the Purchase Order Headers window.
6. Go to (M) File and select Close Form
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32. Reviewing Purchase Order Lines Summary

Overview:
In this session, you will learn about Reviewing Purchase Order Lines Summary
Information. you can review Purchase Order Lines details like item you want to
purchase, category of the item, buyer, quantity, price, promised date, need by
date, closure status, etc., in Purchase Order Lines Summary Window. You can
drill down to view purchase order shipment and distribution information and
access other windows from the Tools and Inquire menus.
Exercise:
(O)
Purchase Orders > Purchase Order Summary
2. Select the Supplier and Select (B) OK

3. Select Lines option in the Results region and select (B) Find
4. Review Purchase Order Lines Window.
Solution:
1.
Navigate to the Find Purchase Orders window.

(N)
Purchase orders > Purchase Order Summary
2. Enter the Search Criteria Supplier as TOKENWORKS, INC

And Select (B) Find.
Parameter
Supplier Name
Value
TOKENWORKS,INC
3. Select Lines option in the Results region and select (B) Find
Parameter
Values
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Number
Ship- To Org
Ship to Organization(Address)
Bill- To
Accounts Payable, Central Receiving and UTPA
Ship- To
Ship to Location(Address)
Shipment
Type
Purchase Order Type(Blanket Purchase Agreement,

Contract Purchase Agreement, Planned Purchase
Order, Standard Purchase Order, Blanket Release,
Scheduled Release)
Site
Supplier site
Show External Locations
Check or Uncheck
Line Type
Line Type
View Releases
Check or Uncheck
Consumption Advice
Check or Uncheck
Global Agreement
Check or Uncheck
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5. Review the Purchase Order Lines window.
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33. Drill - Down to Purchase Order Detail

Overview:
In this session, you will learn about Drill Down to Purchase Order Detail. You
can use drill down to purchase order to review the details like line, shipment, and
distribution information.
Exercise:
1. Navigate to Find Purchase Order Window.
(N) Purchase Order > Purchase Order Summary.
2. Enter the search criteria and Select (B) Find.
3. Select (B) Lines.
4. Review the details and select (B) Shipments.
5. Review the details and select (B) Distributions.
Solution:
1. Navigate to Find Purchase Order Window.
(N) Purchase Order > Purchase Order Summary.
2. Select the document type as Standard Purchase Order and select (B)
OK
Parameter
Document Type
Value
Standard Purchase Order
3. Select (B) Find in the Find Purchase Orders window.
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a.
Select the Purchase Order number to be reviewed and

select (B) Lines.
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b.
Review the Purchase Order Lines window and select (B)

Shipments.
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c.
Review the Purchase Order Shipments and select (B)

Distributions.
7. Review Purchase Order Distributions.
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34. Find Purchase Order Line Tabbed Region

Overview:
In this session, you will learn how to find Purchase Orders using Line Tabbed
Region. You can limit the search for the purchase orders by using Item number,
Revision number, Job, Category, item Description, Supplier Item Number, VMI
(Yes or No), and Consigned (Yes or No) in the Line region.
Exercise:
1. Navigate to Purchase Order Window.
2. Select (T) Line, Enter the Parameters for Category and Select (B) Find
3. Review Purchase Order Lines Window.
Solution:
b. Purchase Orders > Purchase Orders Summary
1. Enter the Parameters for the Category and Select (B) Find
Parameter
Value
Category
Computer consumables
You can also use any of the following as Selection Criteria:

Parameter
Values
Item, Rev
Item Name
Description
Description Field.
Supplier Item
Supplier Item Name
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VMI
Yes or No.
Consigned
Yes or No.
2. Review the Purchase Order Lines Window.
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35. Find Purchase Order Date Ranges Tabbed Region

Overview:
In this session, you will learn how to review Purchase Order through Date
ranges tabbed region. You can use the date ranges of Order, Approved,
Promised, Need By, and Closed dates in the Find Purchase Order/s window to
limit the search for the purchase order/s.
Exercise:
2. Enter (T) Date Ranges and select (B) Find.
Solution:
2. Select (T) Date Ranges and enter the parameters as specified below and
select (B) Find
Parameters
Values
High
Order
01-JUL-2003
Low
01-JUL-2006
Enter any of the following as Selection Criteria:

Parameter
Value
Approved
From and To Dates Range
Promised
From and To Dates Range.

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Need-By
Closed
3. Review the Purchase Order Headers Window.
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36. Find Purchase Order Status Tabbed Region

Overview:
In this session, you will learn about reviewing Purchase Orders using Status
tabbed region. You can limit the search of Purchase Order/s by using Order
Approval status (Approved, In Process, Incomplete, Pre-Approved, Rejected, or
Requires Reapproval), Control status (Open, Closed, Finally Closed, Closed for
Invoicing, Closed for Receiving, or Cancelled), Hold status (Yes or No) and
Frozen status (Yes or No) in the Status region,
Exercise:
2. Select (T) Status and select (B) Find.
Solution:
2. Select (T) Status, choose the following parameters and select (B) Find.
Parameter
Value
Order Approval
Approved
Control
Open
Hold
No
Frozen
No
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Firmed
No
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37. Find Purchase Order Related Documents Tabbed Region

Overview:
In this session, you will learn how to Review Purchase Order through Related
Documents region. You can limit the search for purchase order/s by using
Contract number, Receipt number, Invoice number, Requisition number, Paper
Requisition number, Supplier Quote number, and Source Document information
(Type, Number, Line) in the Related Documents region
Exercise:
3. Enter the parameters and select (B) Find.
4. Review the Purchase Order Distributions window.
Solution:
(N)
Purchase Orders > Purchase Order Summary.
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3. Enter the following parameters and select (B) Find.

Parameter
Value
Requisition
Q603428

Parameter
Value
Receipt
Enter the Receipt number
Invoice
Invoice of Purchase Order
Source Document Type
Global Agreement/
Quotation
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4. Review the Purchase Order Distributions window. Scroll to the right to

view more information
The PO can be opened if it is in approved state

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38. Purchase Orders Deliver to Tabbed Region

Overview:
In this session, you will learn about reviewing Purchase Order Distributions
Summary information using Deliver to Tabbed Region. You can limit the search
for the purchase order/s by using destination Type (Expense, Inventory, Shop
Floor), Deliver To Person, Organization, Location, and Subinventory in the
Deliver To region.
Exercise:
2. Select (T) Deliver To and Enter search parameters.
3. Select (B) Find.
4. Review the Purchase Order Distributions.
Solution:
2. Select (T) Deliver To, enter the following parameters and select (B) Find.
Parameter
Value
Destination Type
Expense
Organization
University of Texas Pan America.
Parameter
Value
Requestor to whom goods are delivered.
Requestor
Location
Show External
Locations
Ship-to location for the shipment.

Requisition lines from external locations.
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3. Review Purchase Order Distributions.
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39. Find Purchase Orders Accounting Tabbed Region

Overview:
In this session, you will learn about the Accounting Tabbed Region. You can limit
the search for the Purchase order/s by using Period, GL Date, Charge Account,
Budget Account, and the presence of Active Encumbrances (Yes or No) in the
Accounting region of Find Purchase Orders window.
Exercise:
1. Navigate to Find Purchase Orders window.
2. Select (T) Accounting.
3. Enter the Parameters and Select (B) Find.
Solution:
1.
Navigate to Find Purchase Orders window.

2.
Select (T) Accounting and Enter the Parameters to review the

Purchase order /s.
Parameters
Values
High
Low
Period
GL Date
SEP- FY1990
01-SEP-1989
JUL - FY2006
31-JUL-2006
You can also use any of the following as Selection Criteria:

Parameters
Charge Account
Values
Charge Account Combinations.
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Budget Account
Active
Encumbrances
Budget Account Combinations

Yes or No
3. Select (B) Find
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5.
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40. Find Purchase Order Project Tabbed Region

Overview:
In this session, you will learn how to find Purchase Orders using Project Tabbed
Region. You can limit the search for the purchase order/s by using Project
number or Task Number in the Projects Region.
Exercise:
2. Select (T) Project and Enter the Parameters and Select (B) Find
3. Review Purchase Order Distributions Window.
Solution:
(O)Purchase Orders > Purchase Orders Summary
2. Enter the Parameters for the Project and Select (B) Find
Parameter
Project
Value
140CHEM00

Parameter
Value
Task
Task Number
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3. Review the Purchase Order Distributions Window.
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41. Reviewing Purchase Order Distribution Summary Information

Overview:
In this Session, you will learn about Reviewing Purchase Order Distribution
Summary Information. You can use Purchase Order Distributions Summary
window to review purchase order distribution information like items, shipments,
destination type, requestor, quantity, budget, etc. You can access other windows
from the Tools and Inquire menus of Purchase Order Distributions Summary
window
Exercise:
1. Navigate to the Find Purchase orders window.
(O) Purchase orders > Purchase Order Summary
2. Enter the Parameters in Supplier Field.
3. Select the Distributions option in the Results field and Select (B) Find.
Solution:
1.
Navigate to the Find Purchase orders window.

(N) Purchase orders > Purchase Order Summary
2. Enter the Parameters in the Supplier Field and Select (B) Find
Parameter
Supplier
Value
TOKENWORKS, INC
You can also use any of the following as Selection criteria:

Parameter
Values
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Number
Ship- To Org
Bill- To
Accounts Payable, Central Receiving and UTPA
Ship- To
Shipment
Type

Scheduled Release)
Site
Supplier site
Check or Uncheck
Line Type
Line Type
View Releases
Check or Uncheck
Consumption Advice
Check or Uncheck
Global Agreement
Check or Uncheck
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4.
Select the Distributions option in the Results region in Find Purchase

Order Window and select (B) Find.
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42. Purchase Order Shipments Summary Information

Overview:
In this session, you will learn about Purchase Order Shipments Summary
Information. You can review purchase order shipment information like quantity,
shipto organization, location, date you want your supplier to deliver the items
on a purchase order line, and country of origin for the items in the Purchase
Order Shipments Summary Window. You can drill down to view purchase order
distribution information and access other windows from the Tools and Inquire
menus from this window.
Exercise:
1. Navigate to the Find Purchase Order window.
2. Enter the Supplier and select (B) Find.
3. Select Results option as Shipments and select (B) Find.
4. Review the Purchase Order Shipments window.
Solution:
1. Navigate to Find Purchase Order window.
2. Enter the parameters for Supplier.
Parameter
Supplier
Values
TOKENWORKS,INC
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You can also use any of the following as Selection Criteria.
Parameter
Values
Number
Ship- To Org
Bill- To
Bill to Location (Address)
Ship- To
Shipment
Type

Scheduled Release)
Site
Supplier site
Check or Uncheck
Line Type
Line Type
View Releases
Check or Uncheck
Consumption Advice
Check or Uncheck
Global Agreement
Check or Uncheck
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3. Select Shipments from Results region and select (B) Find.
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4. Review Purchase Order Shipments Window.
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43. Purchase Order History

Overview:
In this session, you will learn about reviewing Purchase Order History. You can
review the action historysuch as approvals, cancellations, and returnsfor
specific purchasing documents or document lines.
Navigate to the Action History window by selecting View Action History

from the Tools menu in the following windows:
o Releases
o Purchase Orders
o Purchase Order Shipments
o Purchase Order Distributions
o Purchase Order Headers (Summary)
o Purchase Order Lines (Summary)
o Purchase Order Shipments (Summary)
o Purchase Order Distributions (Summary)
o Requisition Headers Summary
o Requisition Lines Summary
o Requisition Distributions Summary
Purchasing displays the document approval action Sequence number, the Date
of the approval action, the Revision number, the Action performed (Accept,
Approve, Approve and Reserve, Cancel, Forward, Import, Reject, Reserve, or
Submit), the user whom the action was Performed By, and any Notes.
The Action History window displays only those actions that occurred at the
document header or that affected the header. For example, if you changed a
line, which incremented the document Revision number in the header, the Action
History window displays the new document Revision number, not the linelevel
change that caused it.
When the Action field is empty, the Performed By field displays the name of the
employee in whose approval queue the document currently resides.
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Exercise:
2. Select Number from List of Values and Select (B) Find
3.View Purchase Order Headers Window
4. Go to (M) Inquire and Select option View Action History
5. View Standard Purchase Order Window
Solution:
(O) Purchase Orders > Purchase Orders Summary
2. Select Number R602156 from List of Values and Select (B) Find
Note: Enter the partial Purchase Order number with Wild Card % as prefix
and/or suffix in the Find field to help expedite the search.
Alternatively, the following details may be entered to retrieve Purchase Order
and thus view their details.
Field Name
Notes
Release
Select the view releases check box to include all

associated
releases
for
Blanket
Purchase
Agreements and Planned purchase orders.
Supplier
Enter the Supplier. If you enter a Supplier, you can

also enter a Supplier Site.
Ship- To Org
Enter Ship to Organization(Address)
Bill- To
Enter bill to Location (Address)
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Ship- To
Enter Ship to Location(Address)
Line
Enter Line item which is default one. The Line item

will be highlighted only when the purchase order
number is given.
Shipment
Enter Shipment Document Number.
Type
Select Purchase Order Type (Standard Purchase

Order, Blanket Purchase Agreement, Planned
Purchase Order, Contract Purchase Agreement,
Blanket release or Scheduled release). Select
Blanket Purchase Agreement and Check the Global
Agreement box to find just your Global Agreements.
Currency
The Currencies are of different types. Select the

required currency for the purchase order
Site
The Supplier site can be entered only when the

supplier name is entered
Check Show External Locations to include Locations

not associated with this Organization.
Line Type
Select Line Type from List of Values either Amount

based, training, consulting, capital etc
Buyer
There are different Buyers in the List of Values.

Select the required buyer from the list.
View Releases
Check View releases to include releases with the

related blanket purchase agreement.
Consumption Advice
Check Consumption advice to limit your results

purchase orders or release which are created by the
transfer of ownership of consigned stock in Oracle
Inventory
Global Agreement
Check Global Agreement to limit your results to

Global agreements that were either created in your
operating unit or enabled for use in your operating
unit. This will automatically change the document
type to Blanket Purchase agreement
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3. Review Purchase Order Headers Window
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4. Go to (M) Inquire and Select option View Action History
5. Review Standard Purchase Order Window.
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44. Purchase Order Print Report

Overview:
The Printed Purchase Order Report prints your purchase orders. Purchasing lets
you specify the purchase orders you want to review or print on your preprinted
form. The printed purchase orders are the hard copy document you print on a
preprinted form and distribute through the mail or fax to confirm orders you have
requested or confirmed with your suppliers.
Navigation:
1. Navigate to the Find Requests Window.
(N) Control > Concurrent
2. Select Single Request Option and Click OK

3. Enter Report Name as %purchase% and select (B) Find.
Note: Enter Partial Report Name with Wild Card % as the prefix and/or
suffix in the Find field to help expedite the search.
4. Select Report Name Purchase Order Print Report and select (B) OK
5. Enter the query parameters
Parameters
Buyer
Purchase Order
Numbers From/To
Release Numbers From/To
Release Dates From/To
Approved
Values
Select a buyer name to restrict the
report to a specific buyer.
To restrict the report to a range of
purchase orders, select the beginning
and ending numbers.
To restrict the report to a range of
releases, select the beginning and
ending numbers.
To restrict the report to a release date
range, enter the beginning and
ending dates.
Select Yes or No to indicate whether
the report is restricted to approved
purchase orders.
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Test
Print Releases Option
Sort By
Select Yes or No to indicate whether

the report is a test.
Enter Y or N to indicate whether you
want Blanket and Planned Purchase
Order releases to be automatically
printed with the Blanket and Purchase
Order Agreements.
Select one of the following options:
Sort the report by buyer name and
purchase order
number.
Sort the report by purchase order
number.
Buyer Name
Purchase Order
Number
6. Review the Submit Request Window and Select (B) Submit.

Note: You can specify the Schedule and Completion Options for this
request from Schedule and options windows.
7. Select the Submitted request and Click (B) Refresh Data
8. Select (B) View Output to review the Report.
9. Review the Purchase Order Print Report
10. Go to (M) File and Select Close Form Option.
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45. Encumbrance Detail Report

Overview:
The Encumbrance Detail Report can be used to review requisition and purchase
order encumbrances for a range of accounts if you have enabled the
encumbrance option for requisitions or purchase orders, and have entered and
approved requisitions and purchases. You use this report to review the accounts
encumbered.
Navigations:

3. Enter Report Name as %encumbrance% and select (B) Find.
4. Select Report Name Encumbrance Detail Report and select (B) OK
Parameters
Accounts From/To
Values
Optionally enter the beginning and
ending accounts.
Cost Centers From/To

ending cost centers.
Encumbrance Dates From/To

ending encumbrance dates.
Document Type
Optionally enter Requisition or

Purchase Order
ending supplier names.
Suppliers From / To
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9. Review the Encumbrance Detail Report
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46. Report Name: Receiving Transaction Register

Overview:
In this session, you will learn about the report Receiving Transaction Register.
The Receiving Transactions Register lists detailed information about receiving
transactions. The register can be sorted by item, category, receipt number,
document number, and transaction date.
Exercise:
1. Navigate to Submit a New Request Window.
(N) Reports > Run
2. Select the required report name from LOV and Select (B) OK.
3. Enter the Query Parameters, Select (B) OK
4. Select (B) Submit.
5. Select the Request ID and Select (B) View Output.
6. Review the Receiving Transaction Register Report and close the window.
Solution:
1. Navigate to Submit a New Request Window.
(A) Reports > Run
2. Select Name as Receipt Transaction Register% and Select (B) OK.
Note: Enter the partial report name with Wild Card % as prefix and/or suffix
in the Find field to help expedite the search.
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3. Enter the following parameters to restrict the report and Select (B) OK.
Field Name
Value
Organization
OIM
Transaction Type
Accept
Receiver
Abrego, Mr. Mark Anthony
Suppliers From
4-w SPECIAL TIES,INC.
To
ZASHA ROMERO
Purchase Orders From
S500589
To
S603283
Buyer Name
Cabrera, Ms Elizabeth
Requisition Numbers From
10
To
IDT3
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Exception
Yes
Detail
Yes
Customers From
AVID Center
To
iVictor iGonzalez
Alternatively, the following details may be entered to retrieve requisitions and
thus view their details.
Field Name
Notes
Title
In the Title field we will enter the name of the report. It

is optional.
Transaction Dates From
Enter the beginning Transaction date.
To
The ending Transaction date can be entered.
Receipt Number From
The beginning receipt number is entered.
To
Enter the ending receipt number.
Items From
Enter the beginning items.
To
The ending items are entered.
Categories From
Enter the beginning purchasing categories.
To
The ending purchasing categories is entered.
Shipment Numbers From
Enter the beginning Shipment Number
To
Ending Shipment Number to be entered
RMA Numbers From
Enter beginning Return Material Authorization (RMA)

document numbers. An RMA is created in Order
Management to authorize a customer return to your
company.
To
Enter beginning Return Material Authorization (RMA)

document numbers. An RMA is created in Order
Management to authorize a customer return to your
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company.
4.
Review the displayed details and select (B) Submit.

Note: You can specify the Schedule and Completion Options for this request
using the Schedule and Options windows.
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5. Select the Request ID number as 348730 and select (B) View Output.
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6. Review the Receiving Transaction Register Report and close the window.
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47. Purchase Requisition Status Report

Overview:
The Purchase Requisition Status Report can be used to review the approval
status of the requisitions you create. By limiting the approval status, you can use
the report as a tool to plan and monitor the buyer workload. You can also use the
report to monitor requisitions in the approval process or returned and requiring
further attention.
The report can include requisitions with the following statuses:
1. Approved
2. Cancelled
3. In Process
4. Incomplete
5. PreApproved
6. Rejected
7. Returned
Navigation:

3. Enter Report Name as %purchase requisition% and select (B) Find.
4. Select Report Name Purchase Requisition Status Report and select (B) OK
Parameters
Requisition Numbers From/To
Creation Dates From/To
Requestor
Values
Enter the beginning and ending
requisition numbers.
Enter the beginning and ending
creation dates.
Enter a requestor name to restrict the
report to a specific requestor.
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Location
Dynamic Precision Option
Enter a deliver to location to restrict

the report to a specific location.
Enter the decimal precision for
quantities on the report.

9. Review the Purchase Requisition Status Report
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48. Requisition Activity Register

Overview:
The Requisition Activity Register shows requisition activity and monetary values.
Purchasing prints the requisitions in order of creation date and prepared name.
Navigation:

3. Enter Report Name as %requisition% and select (B) Find.
4. Select Report Name Requisition Activity Register and select (B) OK
Parameters
Creation Dates From/To
Preparer
Requisition Type
Values
Enter the beginning and ending requisition
creation dates.
Enter the preparer name to restrict the report to
a requisitions from a specific preparer.
Enter the requisitions document type (Purchase
Requisition or Inventory Requisition) to restrict
the report to a specific type.

9. Review the Requisition Activity Register
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Appendix A Leaders Guide
Oracle Purchasing
Course Description Summary
This training course is designed to explain and demonstrate the functions
required by a user in Oracle Purchasing.
Recommended Prerequisites for Participants
Windows NT
Oracle Navigation 11i
Working Knowledge on Purchasing in the Legacy System
Length
2 Hrs
Materials/Preparation for Instructor
Review this Leader Guide.
Ensure copy of Student Guide for each participant.
Supplies/Equipment
In-Focus Machine or other LCD
Flipchart, Markers, White board, White board makers
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INTRO TO CLASS
Self (& Assistant(s) if any)
PLACE AGENDA ON
WHITE BOARD, FLIP
CHART, OR USE
POWERPOINT
Agenda
Requisition to Pay Overview
Item Category Overview:
Supplier Sites and Supplier Summary Overview
PO and Requisition Preferences Setting at Form
Level
UTPA Purchasing Transaction Entry
UTPA Purchasing Inquiry
UTPA Purchasing Reports
The Student Guide is written to be a reference tool

EXPLAIN STUDENT
GUIDE ORGANIZATION that will refresh your memory when youre working
with the Applications. It is not necessary to
REMEMBER all of this.
As we go through each of the topics, take notes to
jog your memory later. Ill give you page numbers
as we progress. If you are unsure where in the
manual we are, please ask.
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EXPLAIN OVERVIEW
OF COURSE SUBJECT
OVERVIEW OF COURSE SUBJECT
HOUSEKEEPING
Breaks
Restrooms
Coffee & Vending
Cell phones
LOGINS
Oracle Application login information has been

handed over to you already. The very first time you
login to Oracle Applications, you will be asked you
to change the password.
Today, we plan to cover the required functions for a

user in General Ledger. The responsibility required
to perform these functions are:
1. UTPA Department Buyer
2. UTPA Requisitioner
Demo the login steps
Introduction
Write on the White
board
Introduction to Purchasing
Explain
Requisition to Pay Overview
Item Category Overview
Supplier Sites and Supplier Summary
Overview
PO and Req Preferences Setting at Form
Level
Page 272 of 301
Transaction Entry
Create a Purchase Requisition
Talk about Requisition Form

Navigate > Requisitions >
Requisitions
Talk about Line Type
Use
Talk about Item Category
UOM: Each
Quantity: 1
Price: 1200
Enter Organization: University
of Texas Pan American
Enter Location: UTPA
Site:TX-DALLAS-01
Distribution:
Project : 100AUDT00
Talk about Site

Talk about Distribution
Talk about selecting the (T) Details
Talk about Approving the Requisition
Talk about checking the Notification and
navigating to Notifications Summary
E-Type: Computer Equipment (Expenditure Org:

Internal Audits
Date: Todays Date
Details:MATH101.1 Josie Lopez
LAB Create a Purchase
Requisition
Transaction Entry
Navigate>
Notification Summary window
(As an approver)
Use
Purchase Requisition: 6001
After the Topic the students have a Lab

to do
Approval Notification of Requisition
Talk about Worklist window

Talk about Approver options
Talk about reviewing the status of Requisition
Approval
Talk about reviewing the Notifications received
Discuss about reviewing the Requisition
Approval Notification
Oracle Purchasing
LABApproval Notification of
Requisition
Transaction Entry
After the Topic the students have a Lab to

do.
AutoCreate Purchase Order
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Navigate > Purchase Order > Click Open and Clear form always
Autocreate
Enter requisition number and Click FIND.
( the one previously created)
Use
Purchase Order Details:
Type: Standard Purchase Order
Supplier: CIELO OFFICE
PRODUCTS
Supplier Site: TX-MCALLEN-01
Ship To: Central Receiving
Bill To: Account Payables
Select the Line(s) that you want to include

in this new Purchase Order (PO)
Lines(T):
Line: 1,2
Item Description: Chalk, Adaptor
UOM: Each, Each
Quantity: 1,1
Unit Price: 150,25
Line: 150,25
Go back to the Navigation screen and

select the Purchase Order Summary
In this step, you can select to ADD TO an

existing PO or Create a new PO then click
on Automatic.
Select Supplier
Select the Related Documents

On the Requisition field enter the requisition
numberand Click Find.
The Purchase Order number that was
created should appear. Click Open
Review PO. At this point the Purchase
Order is still in an Incomplete Status
Once all changes are made and ready to
be approved Click on the Approve button.
Make sure the Reserve box and Submit for
Approval box are checked then Click OK.
You will get a message telling you that
funds have been reserved. The Status
on the PO changes to Approved,
Reserved
LAB Create and Approve

Purchase Order

to do
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Transaction Entry
Create and Approve Purchase Order
Talk about Purchase Order

Navigate > Purchase Order >
Talk about entering Purchase order details
Purchase Orders
OR
Talk about (T) Project
Purchase Order > Purchase
Talk about Reviewing the notification
Order Summary > (B) New PO
information and Purchase order
Use
Purchase Order Details:
Type: Standard Purchase Order
Supplier: CIELO OFFICE
PRODUCTS
Supplier Site: TX-MCALLEN-01
Ship To: Central Receiving
Bill To: Account Payables
Lines(T):
Line: 1,2
Item Description: Chalk, Adaptor
UOM: Each, Each
Quantity: 1,1
Unit Price: 150,25
Line: 150,25
LAB Create and Approve

Purchase Order
Transaction Entry
Navigate>
Notification Summary window
(As an approver)
Use

to do
Approval Notification of Purchase Order
Talk about Worklist window

Talk about Approver options
Talk about reviewing the status of Purchase
Order Approval
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Purchase Order: R60001
Talk about reviewing the Notifications received

Discuss about reviewing the Purchase Order
Approval Notification
Discuss about Special process Item Categories
LABApproval Notification of
Purchase Order
Transaction Entry

Requisition
Summary

do.
UTPA Purchase Order Approval Workflow
Talk about Requisition and Requisition

window.
Talk about the required parameters.
Talk about (T) Date Ranges.
Talk about Requisition Headers Summary
information window.
Use
Creation : 11-JUN-2003 - 30-JUN-2006
LAB UTPA Purchase Order

Approval Workflow

do
Transaction Entry
Receiving Transactions for end users

from 'Receiving Department'
Navigate > Receiving >
Talk about how to enter values in Find

Receiving Transactions Window to review
the Receipt Summary Window
Receiving Transactions Summary

Use :
Talk about how to enter Receiving

Transaction for end users from Receiving
Department.
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Purchase Order : R603082

LAB Receiving Transactions for
end users from 'Receiving
Department'
Inquiry
NAVIGATE >
SUPPLIERS

to do.
Review Supplier Information

Use:
IN FIND SUPPLIER WINDOW: 4-W%
SELECT SUPPLIER AS: 4-W SPECIALTIES, INC.
Explain:
About Supplier Information and Find Supplier Window
About search criteria for finding a supplier and other

parameters to query
- Supplier Name, Supplier Number, Alternate Name,
Supplier Type, Parent Supplier, Parent Number, Reporting
Name, Payment Terms, Income Tax Type, Pay Group
DO LAB
Reviewing the supplier information using the different tabs
Have them do lab

Ex 1)Supplier Name: FOLLETT UTPA
BOOKSTORE
EX 2) Supplier Type: Employee
Inquiry
NAVIGATE > Requisitions >
Requisition Summary
Use
Requisition Number: 1
Exporting Folder
Talk about the exporting of data from a
folder to another software application.
Explain that in Purchasing, you can export
data from:
(i)
Requisition Headers
folder window,
Page 278 of 301
Summary
Oracle Purchasing
LAB Exporting Folder
Inquiry
(ii)
Requisition Lines Summary folder

window,
(iii)
Requisition
Distributions
Summary folder window,
(iv)
Purchase Order Headers results

folder window,
(v)
Purchase Order
folder window,
(vi)
Purchase
Order
results folder window
(vii)
Purchase Order
results folder, etc.
Lines
results
Shipments
Distributions

to do
Checking Funds Available
(N) Requisitions > Requisition Select the

Summary
Req.No.09.
Requisition
Number
as
Select Status tab, select the Approval as

Incomplete and select (B) Find.
Select (B) Open.
Select (M) Tools and select Check Funds.
Select (B) OK in the Decision Box.
Select (B) Details in the Decision Box to
view the Encumbrance Results.
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LAB Exporting Folder
Inquiry
NAVIGATE >
Requisitions > Requisition
Summary
Use

to do
Using the Folder Tools to Modify the

Requisition Header Summary
Explain that with Folder tools in Requisition
we can modify the Requisition header
summary window such as opening folder,
saving folder etc.
Talk about Requisition Headers summary
window.
Talk about Folder Tools bar mentioned as
follows:
These tools are used to scroll
records.
This tool is used to shrink the width
of a field.
This tool is used to expand the width
of a field.
This tool is used to show a field.
This tool is used to hide a field.
This tool is used to Open a folder.
This tool is used to Save a folder.
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This tool is used to Add a folder.

This tool is used to Delete a folder.
LAB Using the Folder Tools to
modify the Requisition Header
Summary
Inquiry
Inquiry

to do
Requisition Summary Overview

Explain:
Requisition Summary Window
Find Requisition Window
Talk about Requisition and Requisition window.

Requisition
Summary

Talk about Requisition Lines window.
Talk about Requisition Summary window.
Use
Talk about Requisition Distributions window.
LAB Find Requisition
Window
After the Topic the students have a Lab to do
Inquiry

Requisition
Summary
Use
Reviewing Requisition Header Information

window.
window.
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Requisition Number
: 1
LAB Reviewing Requisition

Header Information

do
Inquiry
Reviewing Requisition Lines Summary

Information

Requisition Summary
Talk about the usage of the Requisition

Lines Summary folder window to:
View requisition line information.
Use
Drill down to view requisition distribution

information
Access the Requisitions window for entry
of new documents
Access the Requisitions, Requisition
Preferences, and Control Document
windows for maintenance of existing
information.
View information in the Action History
window.
View purchase order and sales order
information, if the requisition has been
placed on a purchase or sales order.
Talk about the Requisition line Summary
window
LAB Reviewing Requisition

Lines Summary Information

to do
Inquiry
Drill-down to Requisition Detail
(N) Requisitions > Requisition

Summary.
Select the Requisition Type(Purchase)

from the Pop-Up list and select (B)
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Find.
Note: The common parameters are
Requisition Number - if known,
Preparer Name of person who
created the requisition,
Status Incomplete, Approved, PreApproved, In Process,
Date Ranges The date when the
Requisition was created
Select the required requisition number
and Select (B) Lines.
Review the details and select (B)
Shipments.
Review the details and select (B)
Distributions.
Find Requisition Line Tabbed Region
Inquiry

Requisition Summary
Use

window.
Talk about Requisition Lines summary
window.
Category field : Computer

Consumables
LAB - Find Requisition Item

Tabbed Region
Inquiry

to do
Find Requisition Status Tabbed Region
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Requisition Summary
Talk about Requisition Status summary

window.
Use
Category field : Computer
Consumables
LAB - Find Requisition Item

Tabbed Region
Inquiry

Requisition
Summary

to do
Find Requisition Date Ranges Tabbed

Region
window.
Talk about (T) Date Ranges.
information window.
Use
Creation : 11-JUN-2003 - 30-JUN-2006
LAB Find Requisition Date

Ranges Tabbed Region

do
Inquiry
Find Requisition Related Documents

Tabbed Region

Requisition

window.
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Summary
Use
Talk about (T) Related Documents.

Talk about Requisition Lines Summary
window.
Purchase Order : T609663

LAB Find Requisition-Related After the Topic the students have a Lab to
do
Documents Tabbed Region
Inquiry

Requisition
Summary
Find Requisition Accounting Tabbed

Region
window.
Talk about (T) Accounting.
Use
Purchase Order : T609663
LAB-Find Requisition
-Accounting Tabbed Region
Inquiry

Requisition
Summary
Talk about Requisition Distributions Summary

window.

do
Find Requisition Project Tabbed Region

window.
Talk about (T) Projects.
Use
Talk about Requisition Distributions Summary

window.
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Project
: 140CHEM00
do
LAB Find Requisition

Project Tabbed Region
Reviewing Requisition Distribution

Summary Information
Talk about the usage of the Requisition
Distributions Summary folder window to:
Inquiry
Requisition Summary
View requisition distribution information.

Access the Requisitions window for entry
of new documents.
Use
Access the Requisitions, Requisition

Preferences, and Control Document
windows for maintenance of existing
information.
View information in the Action History
window.
Talk about the Distributions Summary
Window.
LAB - Reviewing Requisition

Distribution Summary Information
Inquiry
Purchase Order Summary

Explain:
Purchase Order Summary window
Inquiry
Purchase Order Summary Special

Menu Option (Tools and Inquire)
NAVIGATE > Purchase Orders >

Use

to do
Show the details of Purchase Order

Headers, acceptances window, Control
information document window,
Preferences and Copy Document by
using Tools Menu
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Number R602156
Talk about Inquire Menu where in you can

review the details of Purchase Order view
Lines, View shipments, Distributions and
view Approval through workflow.
Talk about the reviewing of Approval
through workflow report.
LAB Purchase Order Summary

Special Menu Option(Tools and
Inquire)
After the Topic the students have a

Lab to do
Page 287 of 301
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Inquiry
Find Purchase Orders Window

Talk about Purchase Order Window
Navigate > Purchase Order

> Purchase Order Summary
Discuss about Lines, Distributions and

Shipment.
Talk about one field for Search criteria in
Purchase Order window for reviewing the
information.
Use
Supplier: TOKEN WORKS INC.
Talk about Purchase Headers.
LAB-Find Purchase Order window
Inquiry

do
Reviewing Purchase Order Header
Information
Talk about the usage of the Purchase
Order Headers results folder window to:
NAVIGATE >
Purchase Orders > Purchase
Order Summary
View purchase order header information.
Use
Supplier TOKENWORKS, INC
Drill down to view purchase order line,

shipment, and distribution information.
Access the Purchase Orders and
Releases windows for entry and update of
documents.
Access other windows from the Tools
and Inquire menus.
Talk about Purchase Orders header
information.
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LAB Reviewing Purchase Order
Header Information
Inquiry
After the Topic the students have a

Lab to do
Reviewing Purchase Order Lines

Summary Information
NAVIGATE > Purchase Orders >

Use
Talk about the usage of Purchase Order

Lines
results folder window to:
View purchase order line information.
Drill down to view purchase order

shipment and distribution information.
documents.
Access other windows from the Tools and
Inquire menus.
Talk about the Purchase Order Lines details
like item you want to purchase, category of
the item, buyer, quantity, price, promised
date, need by date, closure status, etc., in
Purchase Order Lines Summary Window
LAB - Reviewing Purchase Order

Lines Summary Information

to do
Inquiry
Drill-Down Purchase Order Detail

Talk about Drill Down Purchase Order Detail
NAVIGATE > Purchase Order

Talk about Purchase Order Lines window.
Use
Talk about Purchase Order Shipment window.
Document Type : Purchase Order
Talk about Purchase Order Distributions
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window.
LAB-Drill-Down Purchase Order
detail Inquiry
Inquiry

do
Find Purchase Orders Line Tabbed Region

Talk about Purchase Orders Item Tabbed
Region.
Navigate > Purchase Orders >

Use
Talk about Line Tabbed Region in Purchase

Order window.
Category : Computer Consumables

Item, Rev: Item Name.
Description: Description Field.
Supplier Item: Supplier Item.
VMI: Yes or No.
Discuss about the Category, Item, Rev

Description, Supplier item, VMI, Consigned in
the Line Tabbed Region.
Talk about Purchase Order Lines window.
Consigned : Yes or No
LAB - Find Purchase Orders Item
Tabbed Region
Inquiry
Navigate > Purchase Orders

Find Purchase Orders-Date Ranges tabbed

Region
Talk about Purchase Order Item Tabbed
Region.
Talk about (T) Date Ranges in Purchase Order
window.
Talk about Purchase Headers. Window.
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Use
Order : 01-JUL-2003 to 01-JUL-2006
Approved by: From and To Date Ranges.
Promised by: From and To Date Ranges.
Needed by: From and To Date Ranges.
Closed by: From and To Date Ranges.
LAB- Find Purchase Orders-Date
Ranges Tabbed Region
Inquiry
Find Purchase Orders Status Tabbed Region

Talk about Purchase Orders window Region.
Navigate > Purchase Order

Talk about (T) Status in Purchase Order

window.
Talk about Purchase Order Headers window.
Use
Order Approval: Approved.
Control
: Open
Hold
: No
Frozen
: No
Firmed
: No
LAB-Find Purchase Order Status

Tabbed Region
Inquiry


do
Find Purchase Orders Related Documents
Tabbed Region
Talk about Purchase Orders Related
Documents Tabbed Region.
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Oracle Purchasing
Use
Parameters :
Requisition : Q603428
Receipt: Receipt Number
Invoice : Purchase Order Number
Source Document Type: Global
Agreement/Quotation.
Discuss about the Contact Number, Receipt

Number, Invoice Number, Requisition
Number,
Paper Requisition Number, Supplier quotes
Number, Source Document Information.
Talk about Related Documents Tabbed Region
in Purchase Order window.
Talk about the Parameters.
Talk about Purchase Order Distribution
window.
LAB-Find Purchase Order Related

Documents Tabbed Region
Inquiry
Find Purchase Orders Delivered to Tabbed

Region
Talk about Purchase Orders Delivery to Tabbed
Region.

Talk about Delivery To Tabbed Region in

Purchase Order window.
Use
Destination Type: Expense
Organization: University of Texas
Pan America.
Location: Ship to location.
Talk about the Parameters.

window.
Show External Location: Requisition

Lines.
LAB - Find Purchase Orders
Delivery to Tabbed Region
Inquiry

Find Purchase Orders Accounting Tabbed
Region
Talk about Purchase Orders Accounting Tabbed
Page 292 of 301
Oracle Purchasing
Region.
Talk about Accounting Tabbed Region in
Purchase Order window.
window.
Use
Period: Sep-FY1990 JUL-FY2006.
GL Date: 01-Sep-1989 31-JUL-2006.
Charge Account: Charge Account
Combinations.
Budget Account: Budget Account
Combinations.
Active Encumbrances :Yes Or No
LAB - Find Purchase Orders

Accounting Tabbed Region
Inquiry

Find Purchase Orders Project Tabbed

Region
Talk about Purchase Orders Project Tabbed
Region.
Talk about Project Tabbed Region in Purchase
Order window.
Use
Project :140CHEM00
Task Number: Number
Discuss about the Project Number or Task

Number in Project Tabbed Region
window.
LAB-Find Purchase Orders Project After the Topic the students have a Lab to do
Tabbed Region
Page 293 of 301
Oracle Purchasing
Inquiry
Reviewing Purchase Order Distribution

Summary Information
NAVIGATE > PURCHASE ORDERS

> PURCHASE ORDER SUMMARY
Use
Talk about the usage of the Purchase

Order Distributions results folder window
to:
View purchase order distribution
information.

documents.
Access other windows from the Tools
and Inquire menus.
Show the Purchase Order Distributions
Summary window to review purchase
order distribution information like items,
shipments, destination type, requestor,
quantity, budget, etc.

Distribution Summary Information
Inquiry
NAVIGATE >
Purchase Orders > Purchase
Order Summary
Use

to do
Reviewing Purchase Order Shipments

Summary Information
Talk about the usage of Purchase Order
Shipments results folder window to:
View purchase order shipment information.
Drill down to view purchase order
distribution information.
Page 294 of 301
Oracle Purchasing
documents.
Access other windows from the Tools and
Inquire menus.
Show purchase order shipment information
like quantity, shipto organization, location,
date you want your supplier to deliver the
items on a purchase order line, and country
of origin for the items in the Purchase Order
Shipments Summary Window.

Shipments Summary Information
Inquiry
Purchase Order History
NAVIGATE > PURCHASE

ORDERS
> PURCHASE ORDER SUMMARY
Use
Number R602156
LAB Purchase Order History

to do
Talk about the Purchase Order History

where in you can review the action history
such as approvals, cancellations, and
returnsfor specific purchasing documents
or document lines.
Talk about View Action History.
Talk about Standard Purchase Order
window.
to do
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Oracle Purchasing
REPORTS
Reports
Purchase Order Print Report
Talk about Printing Purchase Orders

Navigate>
Talk about Find Requests Window
Control > Concurrent
Talk about querying for the required report
Use
Search Criteria for finding the
report: %purchase%
Talk about Purchase Order Print Report

Talk about the parameters of the report
Submitting a request Explain
Talk about viewing the output of the report
Discuss about reviewing the Purchase Order
Print Report
LABPurchase Order Print

Report
Report
Navigate>

do.
Encumbrance Detail Report
Explain Requisition and Purchase Order

Encumbrances
Talk about enabling the Encumbrance option for
Requisitions or Purchase Orders
Use
report: %encumbrance%

Talk about Encumbrance Detail Report
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Oracle Purchasing

Discuss about reviewing the Encumbrance
Detail Report
LABEncumbrance Detail
Report
Reports
Navigate :

do.
Receiving Transaction Register
Talk about the Receiving Transaction Register

Report
Talk about the New Request Window
Use :
Parameters
Organization
Transaction Type
Receiver
Anthony
OIM
Accept
Abrego, Mr. Mark
From
To
Suppliers
4-w SPECIAL TIES, INC.
ZASHA ROMERO
Purchase Orders S500589
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Oracle Purchasing
S603283
Requisition No
Customers
Gonzalez
Buyer Name
Exception
Detail
10
AVID Center
IDT3
Victori
Cabrera, Ms Elizabeth
Yes
Yes

LABReceiving Transaction
Register Report
Report
Discuss about reviewing the Receiving

Transaction Register Report
do.
Purchase Requisition Status Report

Approval Status of a Requisition Explain
Navigate>
Talk about various statuses of a Requisition
Explain how the report can be used as a tool to

plan and monitor the buyer workload
Use
report: % purchase requisition %

Talk about Purchase Requisition Status Report
Discuss about reviewing
Requisition Status Report
Page 298 of 301
the
Purchase
Oracle Purchasing
LABPurchase Requisition
Status Report
Report
Navigate>

do.
Requisition Activity Register Report

Explain - Requisition Activity and Monetary
Values
Talk about Requisition Activity Register Report
Use
report: %requisition%

Discuss about reviewing the Requisition Activity
Register Report
LABRequisition Activity
Register Report

do.
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Oracle Purchasing
Appendix B Q&A
1. What is Oracle Workflow?
Oracle Workflow delivers a complete workflow management system that
supports business process based integration. Its technology enables
modeling, automation, and continuous improvement of business
processes, routing information of any type according to userdefined
business rules. Oracle Workflow automates and streamlines business
processes both within and beyond your enterprise, supporting traditional
applications based workflow as well as ebusiness integration workflow.
Oracle Workflow is unique in providing a workflow solution for both internal
processes and business process coordination between applications.
2. When can we create the Standard and Planned Purchase Orders?
Once the requisitions are approved.
3. What are the UTPA specific responsibilities in Purchasing?
UTPA Departmental Buyer : This responsibility will be assigned to

UTPA employees under SPO to create Requisitions and Purchase
Orders
UTPA Requisitioner: The employees with this responsibility will be
able to create requisitions only.
4. Can we view the status of the Purchase Orders?

You can narrow down the search parameters by using any one of the
following statuses:
Order Approval Status ( Approved, In Process, Incomplete, PreApproved, Rejected or Requires Reapproval)
Control Status: (Open, Closed, Finally Closed, etc)
Hold Status: (Yes or No)
Frozen Status: ( Yes or No)
5. What should be known to review the PO distributions for a project?
Project #
Task #
6. How do you create defaults?
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Oracle Purchasing
You can use the Requisition Preferences window to enter requisition line
defaults including project, and sourcing default information). These
defaults are applicable to all new requisition lines you create after you set
the defaults. You can override these defaults for specific lines.
7. How do you auto create POs?
Purchasing provides automatic creation capabilities for documents.
Buyers can quickly create standard purchase orders, planned purchase
orders, blanket releases, RFQs, and Oracle Sourcing negotiations from
any available standard (not internal) purchase requisition lines. Auto
creating documents can be as simple as selecting requisition lines and
adding a supplier--and letting Purchasing do the rest.
8. Can we modify a requisition anytime?
Requisitions can only be modified if it is incomplete. Once it has been
submitted for approval, the status would indicate it as complete.
9. What is an incomplete document?
A document that has been created and not been submitted for approval
are the incomplete documents.
10. How can you take advantage of contract pricing?
Blanket purchase agreement in Blanket purchase order.
11. Can a completed order be cancelled?
Yes it can be cancelled.
12. Where can we print the reports?
The printers configured in Oracle can be selected to print; required
printers can be added for access purposes by the system administrator.
Page 301 of 301

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Typographic Convention in Oracle Applications Navigation Path

(N) Sub Tab

(M) Menu Bar

1. Requisition to Pay Overview

Oracle Workflow delivers a complete workflow management system that

Route the Information

Create, edit, and review requisition information online.

Create purchase orders simply by entering a supplier and item details

Use routing controls at the organization, supplier, item, or order level to

Use workflow to route invoices for approval

Oracle Responsibilities in Purchasing

2. Item Category Overview:

Define category sets.

Assign default category sets to each functional area.

Item Defining Attribute

Internal Ordered Item

Master Scheduling/ MRP

MRP Planning Method

MRP Planning, MPS Planning

Customer Ordered Item

Product Line Accounting

Item Defining Attributes

Assign items to categories.

3. Supplier Sites and Supplier Summary Overview

Record bank account information that Payables uses to generate an

Purchasing uses supplier and supplier site information to enter default

You can enter an alternate name for your supplier.

The defaults in the Supplier Payment region come

Bank Accounts Region

Use this region to record the supplier bank

Withholding Tax Region

Tax Reporting Region

All supplier receiving values default to new purchase

You can enter an alternate name for your supplier

Complete Address details of Supplier Site should be

The Supplier Site State should be provided.

The Supplier Site Province should be entered.

Date on which a supplier site will no longer appear

All the Supplier payment values default to new

Bank Accounts Region

Use this region to record the Supplier bank

Withholding Tax Region

Tax Reporting Region

4. PO and Requisition Preferences Setting at Form

2. Enter the Need By date and time.

Select the Expenditure Type.

PO Preferences Setting at Form Level

There must be an organization and a location.

The Account Generator must be able to supply the accounts. If the

Select the Expenditure Type.

Select the Apply button to apply your changes.

5. Create a Purchase Requisition

13: Save (A requisition number will automatically be generated.)

(The Project, Task, E-Type, Organization and Date (todays

15: Click on Save to Save your work

16: Close the Distribution Form. (Close it by clicking on the X).

19: Save the Requisition

20: Go back to Lines Tab. The Requisition is now ready to be approved.

6. Approval Notification of Requisition

Navigate to Notification Summary window as the

Select the requisition to be approved and select (B)

Review the status of requisition approval.