AIM Business Flow Accelerators

BF.16 APPLICATION SETUP

MOTHERSON SUMI SYSTEMS LIMITED

Procure to Pay

Author:

Vinod Menon

Creation Date: December 28, 2009 Last Updated: February 11, 2010 Document Ref: MOLT/300189505/P2P/BF162 Applications Set-Up

Version: Release:

1A 12.1.1

Approvals: Vandana Avantsa Sudhir Sharma Sandeep Gupta MSSL Project Head Oracle Corporation Project Manager MSSL Business Head

Copy Number _____

BF.16 Application Setup February 11, 2010

Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up

Document Control
Change Record
2

Date 28-Dec09

Author Vinod Menon

Version 1A

Change Reference No Previous Document

Reviewers

Name
Hitesh Tuteja

Position
OCS Solution Architect - SCM

Distribution

Copy No.
1 2 3 4

Name
Library Master

Location
Project Library Project Manager

Note to Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

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BF.16 Application Setup February 11, 2010

Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up

Contents

Document Control.......................................................................................ii Distribution............................................................................................ii Application Setup Control Sheet Procure to Pay.......................................4 Read Me First..............................................................................................5 PO: Define Profiles-System.........................................................................6 PO : Define Document Types Setup>Purchasing>Document Types.......................................................11 PO: Set up Purchasing Controls ...............................................................13 PO: Set up Receiving Controls .................................................................16 PO: Set up Financial Controls ..................................................................18 PO: Define Approval Groups / Approval Assignments / Position Hierarchy 20 PO: Define Buyers....................................................................................21 PO: Define Expense Account Rules...........................................................22 PO: Line Type...........................................................................................23 Open and Closed Issues............................................................................24 Open Issues.........................................................................................24 Closed Issues.......................................................................................24

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Application Setup Control Sheet Procure to Pay

Environment Name: CRP3
Workflow SubWorkflow Name Setup System Administration Setup Oracle Purchasing Setup Task

Machine:

Type (definition, execution, or both):

Due Date QA Responsibility QA Due Date Signature Approval

Responsibility System Administrator

SA: Profile Options / Set Profile Options PO: Seutp Purchasing Controls PO: Update Document Types

Purchasing Super User

Purchasing Super User

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Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up

Read Me First

Attention: All setup steps in this BF.162 document should be executed as SETUPUSER unless otherwise directed for a particular step.

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PO: Define Profiles-System System Administrator>Profile>System

Form N e am

System Profile Values

Procure To Pay
Business Area: Date:

MSSL Process:

Purchasing
Priority (H, M, L):

22-Jan-2010
Process Owner:

Control Number:

PO-01 <Priority (H, M, L)> Description: The system administrator sets and updates profile values. Attention: The navigation path for setting System Profile Options is accessed through the System Administration responsibility.
Profile Site Application Responsibility User

PO: Allow Auto-generate Sourcing Rules PO: Allow Autocreation of Oracle Sourcing Documents PO: Allow Buyer Override in Autocreate Find PO: Allow Referencing CPA Under Amendment PO: Allow Category Override in Autocreate Find PO: Allow Rate Override For User Rate Type PO: Allow Requisition Approval Forward Action PO: Allow Retroactive Pricing of POs PO: Amount Billed Threshold Percentage PO: Approval Timeout Value PO: Archive Catalog on Approval PO: Auto Apply Default Contract Template PO: AutoCreate GL Date Option PO: Automatic Document Sourcing PO: Automatically Deliver Drop Ship ASNs PO: Cache Time To Live PO: Change Supplier Site PO: Check open periods PO: Contractor Assignment Completion Warning Delay PO: Contracts Enabled PO: Convert Requisition UOM to Source Document
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CREATE AND UPDATE Yes Yes Yes Yes Yes Yes OPEN RELEASES 300 Yes AutoCreate Date No 15 Yes No

Yes
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Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up Profile Site Application Responsibility User

UOM PO: Create ASBN invoices using AP interface tables PO: Custom Measure Precedence PO: Default Need-By Time PO: Default PO Promise Date from Need By Date PO: Default Requisition Grouping PO: Default Supplier Item Catalog Option PO: Display VMI Warning PO: Display the Autocreated Document PO: Display the Autocreated Quotation PO: Document Builder Default Document Type PO: ERS Aging Period PO: ERS Invoice Number Prefix PO: Enable Direct Delivery To Shop Floor PO: Enable Services Procurement PO: Generate Amendment Documents PO: In File Path PO: Item Cross Reference Warning PO: Legal Requisition Type PO: Notification Lines Display Limit PO: Override Approved Supplier List Status PO: Price Tolerance (%) for Catalog Updates PO: Release During ReqImport PO: Restrict Requisition line modify to quantity split PO: Secondary Email address PO: Set Debug Concurrent ON PO: Set Debug Workflow ON PO: Supplier Consigned Enabled PO: Supplier Pricing Method PO: Terms and Conditions filename PO: UOM Class for Temp Labor Services PO: Use Need-by Date for Default Autocreate Grouping PO: Use P-Cards in Purchasing PO: Use Requisition Line Numbers on Autocreated Purchase Order Lines PO: Use Ship-to for Default Autocreate grouping PO: VMI Enabled PO: Validate Need-by Time For Requisition Submit
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OU, Commodity, Global 0:00 No Requisition Negotiated Sources Yes Yes Yes New Order 0 ERS No Yes

20

No No No Yes

No No Yes
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PO: Warn if RFQ Required before Autocreate PO: Write Server Output to File PO: cXML From Domain PO: cXML From Identity PO:Enable Sql Trace for Receiving Processor PO:Fax Output Directory for the PO Document PO:Override Funds Reservation PO:Use Document GL Date to Unreserve PO:Workflow Processing Mode RCV: Allow routing override RCV: Debug Mode RCV: Default Include Closed PO Option RCV: Fail All ASN Lines if One Line Fails RCV: Fail Item Transaction If Charge Fails RCV: Print Receipt Traveler RCV: Processing Mode HR: Security Profile MO: Operating Unit MO: Default Operating Unit Sign-On:Notification POS: ASL planning attribute updates from supplier approved by POS: ASN Shipment Display Period POS: Allow Invoice Backdating POS: Default Promise Date while acknowledgement POS: Default Responsibility for Newly Registered Supplier Users POS: Display AP AR Netting information POS: External Logon Path POS: External Responsibility Flag POS: External URL POS: Internal URL POS: Invoice Unit Price Change for Quantity-Based Matches POS: Limit invoice to single PO POS: OSN Hub POS: Product and Service Segments Definition POS: Use AME for Supplier Approval
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Yes

No

Online Yes No No On-line

Yes Buyer's approval required 365 Yes Yes

Not Allowed No 1.2.3 No

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PO : Define Document Types Setup>Purchasing>Document Types

Form N e am

Document Types
Business Area: Date:

HSCI Process: Purchasing

Control Number:

Purchasing
Priority (H, M, L):

03-feb-2010
Process Owner:

PO-02 <Priority (H, M, L)> Description: Use this form to define and change Document Types used in purchasing. Type
Purchase Agreement Purchase Agreement Purchase Order Purchase Order Quotation Quotation Quotation Release Request for Quotation Request for Quotation Request for Quotation Requisition Requisition

Subtype
Blanket Contract Planned Standard Bid Catalog Standard Blanket Bid Catalog Standard Internal Purchase

Name
Blanket Purchase Agreement Contract Purchase Agreement Planned Purchase Order Standard Purchase Order
Bid Quotation

Quotation Class

Catalog Quotation Standard Quotation Blanket Release Bid RFQ Catalog RFQ Standard RFQ Internal Requisition Purchase Requisition

Bid Catalog Catalog Bid Catalog Catalog

Approver Can Modify

Forward Method

Owner Can Approve

Archive on

Default Hierarchy

Workflow Startup Process

Can Change Forward-To

TypeApproval Transaction

Document Type

Subtype

Purchase Agreement

Blanket

Can Change ForwardFrom

Attributes

Public

Full

Hierarch y

Approve

MSSL Purcha sing PO Hierarc hy

PO Approval

PO Approval Top Process

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Approval Start Process

Can Change Approval Hierarchy

Approval Workflow

Security Level

Access Level

Autocreate Workflow

Autocreate Workflow Startup Proces

Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up Purchase Agreement Contract Y Y Y Y Public Full Hierarch y Approve MSSL Purcha sing PO Hierarc hy MSSL Purcha sing PO Hierarc hy MSSL Purcha sing PO Hierarc hy MSSL Purcha sing PO Hierarc hy MSSL Purcha sing IR Hierarc hy MSSL Purcha sing PR Hierarc hy PO Approval PO Approval Top Process PO Approval Top Process PO Approval Top Process PO Approval Top Process Main Requisiti on Approval Main Requisiti on Approval PO Create Documen ts PO Create Documen ts
Overall

Purchase Order

Planned

Public

Full

Hierarch y

Approve

PO Approval

Purchase Order

Standard

Public

Full

Hierarch y

Approve

PO Approval

Release

Blanket

Public

Full

Hierarch y

Approve

PO Approval

Release

Internal

Public

Full

Hierarch y

Approve

Requisition

Requisition

Purchase

Public

Full

Hierarch y

Approve

Requisition

Document Creation/La unch Approval Overall Document Creation/La unch Approval

Main Requis Approv

Main Requisi Approva

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PO: Set up Purchasing Controls Purchasing Super User > Organizations > Purchase Options
MSSL
Process:

Procure To Pay

Business Area:

Date:

Procure To Pay
Priority (H, M, L):

28th December 2009

Process Owner:

Control Number:

PO-03

<Priority (H, M, L)>

Description: Use this form to define Purchasing Options. Purchasing Options are default values and controls for functions throughout Purchasing Attention: Use SETUPxxx/xxxxxx for all the following steps unless mentioned otherwise. Attention: Purchasing Options must be defined for each Operating Unit. Users must be logged in using the appropriate responsibilities when setting up the following Purchasing Options parameters.
Form N e am

MSSL Purchasing Super User must be used when configuring the Operating Units.

Purchasing Options
0 0
0.0000 Enforce Price tolerance Enforce Price Tolerance Amount Display Disposition Messages Notify if Blanket PO Exists Allow Item Description Update Yes

Document Control
Price Tolerance (%) Price Tolerance Amount (Rs) Enforce Full Lot Quantity

Mandatory

Receipt Close Point

Delivered Optionally (Applies to requisitions auto created into purchase orders)

Cancel Requisitions

Yes

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Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up SBI Buying Company Identifier Output Format Maximum Attachment Size (in MB) Email Attachment Filename PDF 2 Enforce Buyer Name

No Yes No

Enforce Supplier Hold Gapless Invoice Numbering RFQ Required

Attachments.zip

No

Document Defaults
Requisition Import Group-By Internal Requisition Order Type Internal Requisition Order Source Receipt Close Tolerance (%) Invoice Close Tolerance (%) Quote Warning Delay All Line Type Raw Material

XXX - Internal

Rate Type

Corporate

Internal

Match Approval Level

4 Way

Price Break Type

Cumulative

Price Type

Variable

Minimum Release Amount (Rs)

1.00

Acceptance Required Flag

Document or Shipment

Receipt Accounting
Accrue Expense Items Accrue Inventory Items At Receipt At Receipt Automatic Offset Method None Expense AP Accrual Account XXXX.231031.0000.0000.0000.0000.0000

Document Numbering
Document RFQ Number Quotation Number File Ref: 96758317.doc (v. ) Entry Automatic Automatic Type Alphanumeric Alphanumeric Next Number Refer Data Template Refer Data Template PO: Set up Purchasing Controls 13 of 22

Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up

PO Number Requisition Number

Automatic Automatic

Alphanumeric Alphanumeric

Refer Data Template Refer Data Template

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PO: Set up Receiving Controls Purchasing Super User > Organizations > Receiving Options
MSSL
Process:

Procure To Pay

Business Area:

Date:

Procure To Pay
Priority (H, M, L):

28th December 2009

Process Owner:

Control Number:

PO-04

<Priority (H, M, L)>

Description: Use this form to define Purchasing Options. Purchasing Options are default values and controls for functions throughout Purchasing Attention: Use SETUPxxx/xxxxxx for all the following steps unless mentioned otherwise. Attention: Purchasing Options must be defined for each Operating Unit. Users must be logged in using the appropriate responsibilities when setting up the following Purchasing Options parameters.
Form N e am

MSSL Purchasing Super User must be used when configuring the Operating Units.

Receiving Options
0
Warning Allow Unordered Receipts Allow Express Transactions Allow Cascade Transactions Allow Blind Receiving Validate Serial Numbers on RMA Receipts Yes

Receiving Options
Enforce Ship-To

ASN Control Action

Warning

Yes

Receipt Days Early

5 5 Warning

Yes No No

Receipt Days Late Receipt Days Exceed Action

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Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up Over Receipt Tolerance (%) Over Receipt Action RMA Receipt Routing Receipt Routing Receipt Number Generation Receipt Number Type Next Receipt Number Validate Lots on RMA Receipts

0 Reject Direct Delivery Inspection Required

Automatic Alphanumeric 1 Restricted

Allow Substitute Receipts

No

Accounting
Receiving Inventory Account Clearing Account XXXX.131101.0000.0000.0000.0000.0000 XXXX.131609.0000.0000.0000.0000.0000 Retroactive Price Adjustment Account XXXX.320006.0000.0000.0000.0000.0000

Cost Factors
Interface to Advanced Pricing At Receipt Interface to Transportation Execution None

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PO: Set up Financial Controls Purchasing Super User > Organizations > Financial Options
Form N e am

Financial Options

MSSL

Process:

Procure To Pay

Business Area:

Date:

Procure To Pay
Priority (H, M, L):

28th December 2009

Process Owner:

Control Number:

PO-05

<Priority (H, M, L)>

Description: Use this form to define Purchasing Options. Purchasing Options are default values and controls for functions throughout Purchasing Attention: Use SETUPxxx/xxxxxx for all the following steps unless mentioned otherwise. Attention: Purchasing Options must be defined for each Operating Unit. Users must be logged in using the appropriate responsibilities when setting up the following Purchasing Options parameters. MSSL Purchasing Super User must be used when configuring the Operating Units.

Description: Use this form to define Financial Options. In the Financial Options window, select a tab that contains the options you want to define. Source : To be defined in Accounts Payable module Operating Unit : SBU5-OU
Tab : Accounting : Future Periods GL Accounts Liability Prepayment Bills Payabale Discount Taken File Ref: 96758317.doc : : : : (v. ) XXXX.719149.0000.0000.0000.0000.0000 PO: Set up Purchasing Controls 13 of 22 XXXX.231001.0000.0000.0000.0000.0000 XXXX.133227.0000.0000.0000.0000.0000 : 2

Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up PO Rate Variance Gain PO Rate Variance Loss Expenses Clearing Miscellaneous Retainage Tab : Supplier Purchasing : RFQ Only Site Ship-To Location Bill-To Location Inventory Organisation Ship Via FOB Freight Terms Tab : Encumbrance Use Requisition Encumbrance Reserve at Completion Use PO Encumbrance Tab : Tax VAT Registration Member State VAT Registration No. Tab : Human Resources Business Group Expense Reimbursement Adress Use Approval Hierarchies Employee Number Method Next Automatic Number : : Manual : : : MSSL India Office Yes : : India : : : : : : : No SBU5_LOC SBU5_LOC IMO - Item Master Organization : : : : : XXXX.520008.0000.0000.0000.0000.0000 XXXX.520009.0000.0000.0000.0000.0000

: : :

No No No

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PO: Define Approval Groups / Approval Assignments / Position Hierarchy

Refer to Data Template

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PO: Define Buyers Purchasing Super User>Setup>Personnel>Buyers

Refer to Data Template

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PO: Define Expense Account Rules Purchasing Super User> Setup:Financials:Accounting >Expense Account Rules
Form N e am

Expense Account Rule

Process:

MSSL

Procure To Pay

Business Area:

Date:

Purchasing
Priority(H, M, L):

22-Jan-2010
Process Owner:

Control Number:

PO-06 <Priority (H, M, L)> Description: Use the Buyers window to define Buyers. If The Category field is left blank the buyer can manage all the categories.

Rule
Account Rule Type ITEM CATEGORY ITEM CATEGORY ITEM CATEGORY ITEM CATEGORY ITEM CATEGORY ITEM CATEGORY ITEM CATEGORY ITEM CATEGORY Account Rule Value Segment Name Nominal Segment Value

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PO: Line Type Purchasing Super User>Setup>Purchasing>Line Types

Refer to Data Template

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Open and Closed Issues

Open Issues
1. <Description of issue>

Closed Issues
1. <Description of issue>

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