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2.Supplier Creation:
1)Attach the Responsibility called "Purchasing Vision Operations (USA)"
2)Goto the Supplier Form
Supply Base=>Suppliers
3)Enter the Supplier Name . Save supplier number will be created automatically.
4)Select the Sites button enter the supplier site address and other details
5)Goto the Contacts tab enter the Contact details
Name
Phno
Postion and so on.....
3.Buyer Creation:
Buyer Creation:
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1.REQUISITION:
Requisition: is one of the purchasing document will be prepared by the employee when
ever he required the materials or Services or Training and so on.
we have two types of Requisitions 1)Internal
2)Purchase
Internal requisition will be created if materials are receiving from another Inventory
inside of the organization.
Purchase requisition will be created while purchasing the materials from the Suppliers.
Requisitions=>Requisitions
Open the Requisition form enter the Reqno and select the type at Header level
Enter the Items information at line level like Item name,qty,unitprice,tax and so on
select Distributions button enter the Distributions details.
Save
Select the Button called Approve button to go for approving the Requisition Document
Open the Requisition summary form.
Enter the Reqno select find button we can find the Requisition status wether it is
approved or not.
select Tools menu => View Action History to find the history details
Select Tools Menu =>Control option to Cancel the requisition.
SELECT * FROM PO_REQUISITION_HEADERS_ALL WHERE SEGMENT1='5716' --
REQUISITION_HEADER_ID=56885
Once the Requisition is Approved Buyer will prepare thre RFQ document which will be
delivered to the supplier. Supplier will respond for that with quotation.
we have Three types of RFQ documents
BID RFQ:This will be prepared for the secific fixed quantity and there won't be any
PriceBraeaks(Discounts).
catalog RFQ: This will be create for te materials which we will purchase from the
suppliers regularley , and large number of quantity. Here we can specify the
Price Breaks.
Standard RFQ: This will be prepared for the Items which we will purchase only once
not very often,Here we can include the Discounts information at different
auantity levels.
RFQ Information will be entered at 3 Level
1)Headers
2)Lines
3)Price Breaks(CATALOG,STANDARD) or Shippments (Only for Bid RFQ)
Payment Terms: When Organization is going to make the payment and Interest rates
Fright Terms: Who is going to Bear the Tansportation chargers wether Buyer or Supplier
FOB(FreeOnBoard): If any materials damage or any missing quantity is there then the
the responsiboility of those materials.
Carrier : In which Transportation Company Organization Required Materials
Transportation company Name.
3.QUOTATION:
Quotation is another purchasing document we will receive from the Supplier which
contains the supplier quote details , Price, Payment terms and so on.
Whatever the quotations we have received from the supplier we will enter in the system
through form.
For Bid RFQ we will receive Bid quotation from the Supplier
For Catalog RFQ we will receive Catalog quotation from the Supplier
For Standard RFQ we will receive Standard quotation from the Supplier.
After enter all the quotations in the system management will do quote analysis as per
that one best quotation will be elected as Purchase Order.
Quotation Report
4.PURCHASE ORDER:
PO is one of the Main document which will be prepared and approved by the buyer and
send it to the supplier. which contains the following information
terms and Conditions
Items deails
Qty,Price
Distiribution and Shipment Details and so on.
AUTO CREATE:
It is one of the Purchasing feature to create the RFQ and PO documents automatically
by using requisition lines.
5.RECEIPTS:
Receipts are one of the documents it will be used to find out how much quantity Supplier has supplied.
We will find out Purchase Order status if it is successfully approved then we will create the Receipt. We will
give the PO Number select Findbutton check the PO lines right mark and save. It will create the Receipt
number select Header button it will shows the receipt number and date.
SELECT *
FROM RCV_SHIPMENT_HEADERS WHERE RECEIPT_NUM=7472 --SHIPMENT_HEADER_ID=61421
Once Receipt will created go Inventory module and check whether the requested items are received or not by
using these tables.
Match Approval Level :- While creating the Purchase Order we will mention the Match Approval Level
at Shipments we will have 3 types they are
2-way:- Purchase Order and Invoice Quantities must match within tolerance before the corresponding invoice
can be paid.
3-way:- Purchase Order, Receipts and Invoice Quantities must match with in tolerance before the
corresponding invoice can be paid.
4-way:- Purchase Order, Receipts, Inspection and Invoice Quantities must match with in tolerance before the
corresponding invoice can be paid.
From the company point of view a person or Organization who is going to receive amount we will call as
Supplier.
Types of Invoices:-
1. Standard
2. Credit Memo
3. Debit Memo
4. With Holding Tax
5. Po Default
6. Mixed
7. Pre Payment
8. Expense Report
9. Recurring Invoices
10. Quick Match
Standard Invoice:- We will create the Standard Invoice to particular Supplier and Supplier site we will enter
the invoice amount, invoice date and soon……..
Credit Memo & Debit Memo Invoices:- Both Invoices has got negative (-ve) amount and adjusted against
Standard Invoice. Credit Memo will be created whenever Supplier is giving discount. Debit Memo will be
created if buyer is going to deduct the amount.
With Holding Tax Invoice:- If supplier is not registered supplier then buyer will make the Income Tax to
the government on behalf of supplier.
Po Default Invoice:- Here we will create the Invoice as per Purchase Order amount. We will give the Po
number system will retrieve PO amount and Invoice will be created as per PO details.
Prepayment Invoice:- When ever we want make payment to supplier in advance that tome we will create
this Prepayment Invoice and we make the Payment.
Expense Reports Invoice:- It will be created for employee expenses as per the employee grade, position this
Invoices will be calculated.
Recurring Invoice:- For some of the Invoices we will not be having supplier invoice that time we will
create Recurring Invoices.
Ex:- For rent account we will be creating Invoice which has got fixed amount and fixed rate (duration).
Quick Match Invoice:- While creating Purchase Order we will be giving the match approval option as per that
match approval we will create the Invoice and the Invoice type is Quick Match Invoice.
Mixed Invoice:- Mixed Invoices will be created for miscellaneous expenses. Once we create the invoice you
have to do following 3 activities.
1. Validate Invoice
2. Approve the Invoice
3. Create Accounting entries for Invoice
INVOICES
Here we will select the Invoice type and we will give the Supplier number, name, site invoice date, invoice
number, invoice currencies, and amount. Select Distributions button to distribute the Invoice amount into
different accounts.
1. Invoice total should be equal to the distributions total then we will call it as Invoice validated successfully.
2. Select Actions…1 button chooses approve check box press OK then system will approve the Invoice.
3. Select Actions…1 button choose create accounting check box press OK button it will create the accounting
entries we can see all this accounting transactions from tools view accounting option.
Invoice Holds:- If invoice is not approved then that invoice will be keeping under hold status. By selecting
holds button in invoice form we can see the holds details.
PAYMENTS:
Payments:- Once the Invoice is approved then we can go for payments. The Payments are or 3 types. They
were
1. Manual
2. Quick
3. Refund
Manual:- Here we will issue the checks manually to the supplier and we will capture that information in the
payment scheme by using manual payment option.
Quick:- Through the Quick Payment type we can generate checks through the system and we can have the
transactions directly in the system.
Refund:- When ever company is going to give advance back to the customer that time we will select payment
type as Refund.
Navigation steps for Payments:-
payments ==> payments
For view list of payments:
Select * from ap_invoice_payments_all;
Select * from ap_payment_schedules_all;
For check’s information:
Select * from ap_checks_all;
For check format:
Select * from ap_check_formats;
Select * from ap_checkrun_conc_processes_all;
Distribution Set:- It is one of the option is available in Invoices Screen. While creating the Invoice we will
attach distribution set. System will automatically create the transactions in distributions forms as per the
distribution set.
Navigation:
To view posting:
After submitting the request select view output button. It will shows number of transactions has been
transferred to G.L. then select G.L Module (General Ledger, Vision Operations (USA)).