Professional Documents
Culture Documents
Oracle Internal & OAI Use Only: 11i Purchasing For End Users
Oracle Internal & OAI Use Only: 11i Purchasing For End Users
D16657GC10
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Edition 1.0
April 2003
D37960
ly
n
O
e
s
U
I
A
O
&
Author
Paul Scott, Todd Round, Deanna McMillian
Technical Contributors and Reviewers
Terri North, Jim Ammons, Vic Mitchell, Rachel Korte, Shridhar Acharya
ly
n
O
oracletutor
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
le
c
a
r
O
Table of Contents
Procure to Pay Purchasing Overview ............................................................................................................1-1
Procure to Pay Purchasing Overview ............................................................................................................1-2
Procure to Pay Lifecycle................................................................................................................................1-3
Objectives ......................................................................................................................................................1-4
Agenda...........................................................................................................................................................1-5
Overview of Purchasing Process ...................................................................................................................1-6
Overview of Requisitions ..............................................................................................................................1-8
Overview of Requisition to Order Document................................................................................................1-10
Overview of Purchase Order Process ............................................................................................................1-11
Overview of Receiving Process.....................................................................................................................1-13
Agenda...........................................................................................................................................................1-16
Overview of Purchasing Integration ..............................................................................................................1-17
Purchasing Integration with General Ledger .................................................................................................1-22
Purchasing Integration with Payables............................................................................................................1-23
Purchasing Integration with Cash Management ............................................................................................1-24
Purchasing Integration with Projects .............................................................................................................1-25
Purchasing Integration with ASCP/MRP ......................................................................................................1-26
Purchasing Integration with e-Commerce Gateway ......................................................................................1-27
Purchasing Integration with Human Resources.............................................................................................1-28
Purchasing Integration with Quality ..............................................................................................................1-29
Purchasing Integration with Inventory ..........................................................................................................1-30
Purchasing Integration with Alert..................................................................................................................1-31
Purchasing Integration with Workflow..........................................................................................................1-32
Purchasing Integration with iSupplier Portal.................................................................................................1-34
Purchasing Integration with Assets................................................................................................................1-36
Purchasing Integration with WIP...................................................................................................................1-37
Purchasing Integration with Order Management...........................................................................................1-38
Summary........................................................................................................................................................1-39
ly
n
O
e
s
U
I
A
O
&
Suppliers...........................................................................................................................................................2-1
Suppliers ........................................................................................................................................................2-2
Procure to Pay Lifecycle................................................................................................................................2-3
Objectives ......................................................................................................................................................2-4
Agenda...........................................................................................................................................................2-5
How Oracle Products Use Supplier Information ...........................................................................................2-6
Overview of Suppliers ...................................................................................................................................2-7
Flow of Default Values..................................................................................................................................2-8
Agenda...........................................................................................................................................................2-9
Supplier Record Structure..............................................................................................................................2-10
Entering Basic Supplier Header Information.................................................................................................2-11
Supplier Information - General Region .........................................................................................................2-13
Supplier Information - Classification Region ................................................................................................2-14
Supplier Information - Accounting Region ...................................................................................................2-16
Supplier Information - Control Region..........................................................................................................2-17
Supplier Information - Payment Region........................................................................................................2-19
Supplier Information - Bank Accounts Region .............................................................................................2-21
Supplier Information - EDI Region ...............................................................................................................2-22
Supplier Information - Invoice Tax Region...................................................................................................2-23
Supplier Information - Withholding Tax Region...........................................................................................2-24
Supplier Information - Tax Reporting Region...............................................................................................2-25
Supplier Information - Purchasing Region ....................................................................................................2-26
Supplier Information - Receiving Region......................................................................................................2-28
Supplier Site Settings.....................................................................................................................................2-30
l
a
n
r
e
t
n
I
e
l
c
a
r
O
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Approving Requisitions.................................................................................................................................6-51
Requisition Templates ...................................................................................................................................6-52
Requisition Actions .......................................................................................................................................6-53
Agenda...........................................................................................................................................................6-54
Reports...........................................................................................................................................................6-55
Summary........................................................................................................................................................6-57
Purchase Orders ..............................................................................................................................................7-1
Purchase Orders.............................................................................................................................................7-2
Procure to Pay Lifecycle................................................................................................................................7-3
Objectives ......................................................................................................................................................7-4
Agenda...........................................................................................................................................................7-5
Purchase Order Types....................................................................................................................................7-6
Purchase Orders.............................................................................................................................................7-8
Purchase Order Components and Record Structure.......................................................................................7-9
Overview of AutoCreated Purchase Orders...................................................................................................7-11
Agenda...........................................................................................................................................................7-13
Overview of Standard Purchase Orders.........................................................................................................7-14
Simplify the Entry of Purchase Orders: Preferences .....................................................................................7-15
Standard Purchase Order Elements................................................................................................................7-17
Structure of a Simple Standard Purchase Order ............................................................................................7-18
Structure of a More Complex Standard Purchase Order................................................................................7-19
Entering Standard Purchase Order Header Information ................................................................................7-20
Standard Purchase Orders Terms and Conditions .........................................................................................7-22
Entering Standard Purchase Order Lines Tabbed Regions............................................................................7-24
Standard Purchase Order Line Items Tabbed Region....................................................................................7-25
Standard Purchase Order Line Price Reference Tabbed Region ...................................................................7-27
Standard Purchase Order Line Reference Documents Tabbed Region..........................................................7-28
Standard Purchase Order Line More Tabbed Region ....................................................................................7-30
Entering Standard Purchase Order Shipments - Tabbed Regions..................................................................7-31
Standard Purchase Order Shipment Shipments Tabbed Region ....................................................................7-32
Standard Purchase Order Shipment More Tabbed Region ............................................................................7-34
Standard Purchase Order Shipment Status Tabbed Region ...........................................................................7-36
Standard Purchase Order Shipment Receiving Controls Button....................................................................7-37
Entering Standard Purchase Order Distributions - Tabbed Regions..............................................................7-38
Standard Purchase Order Distribution Destination Tabbed Region ..............................................................7-39
Standard Purchase Order Distribution More Tabbed Region ........................................................................7-41
Standard Purchase Order Distribution Project Tabbed Region......................................................................7-42
Approve Standard Purchase Order ................................................................................................................7-43
Guided Demonstration - Create a Standard Purchase Order (Required) ...................................................7-44
Practice - Create a Standard Purchase Order .............................................................................................7-50
Solution - Create a Standard Purchase Order.............................................................................................7-52
Agenda...........................................................................................................................................................7-64
When to Use a Blanket Purchase Agreement ................................................................................................7-65
Blanket Releases............................................................................................................................................7-66
Blanket Purchase Agreements Additional Information Entered....................................................................7-68
Blanket Purchase Agreements Additional Information - Header ..................................................................7-69
Blanket Purchase Agreements Additional Information - Lines .....................................................................7-71
Blanket Purchase Agreements Additional Information - Price Breaks..........................................................7-73
Notification Controls .....................................................................................................................................7-75
Approve Blanket Purchase Agreement..........................................................................................................7-77
Guided Demonstration - Create a Blanket Purchase Agreement (Required).............................................7-78
Blanket Purchase Agreement and Blanket Releases......................................................................................7-81
Blanket Releases Structure - Header .............................................................................................................7-82
Blanket Releases Structure Shipments and Distributions ..............................................................................7-84
Guided Demonstration - Create a Blanket Release (Required) .................................................................7-85
Practice - Create a Blanket Purchase Agreement and Blanket Release .....................................................7-86
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving ..........................................................................................................................................................9-1
Receiving.......................................................................................................................................................9-2
Procure to Pay Lifecycle................................................................................................................................9-3
Objectives ......................................................................................................................................................9-4
Agenda...........................................................................................................................................................9-5
Receiving.......................................................................................................................................................9-6
Overview of Receiving Locations .................................................................................................................9-8
Agenda...........................................................................................................................................................9-9
Overview of Receipt Routing ........................................................................................................................9-10
Direct Delivery ..............................................................................................................................................9-11
Copyright Oracle Corporation, 2003. All rights reserved.
Standard Receipt............................................................................................................................................9-12
Inspection Required.......................................................................................................................................9-13
Agenda...........................................................................................................................................................9-14
Receipt Processing Methods..........................................................................................................................9-15
Standard Receipt............................................................................................................................................9-17
Express Receipt .............................................................................................................................................9-18
Cascade Receipt.............................................................................................................................................9-19
ASNs and ASBNs..........................................................................................................................................9-20
Receiving in iProcurement ............................................................................................................................9-21
Receiving Open Interface ..............................................................................................................................9-22
Finding Expected Receipts ............................................................................................................................9-23
Receipt Header ..............................................................................................................................................9-25
Receipt Line...................................................................................................................................................9-27
Guided Demonstration - Create a Standard Purchase Order (Required) ...................................................9-29
Guided Demonstration - Create a Standard Receipt (Required)................................................................9-34
Guided Demonstration - Create an Express Receipt (Required) ...............................................................9-36
Guided Demonstration - Create a Cascade Receipt (Required).................................................................9-38
Practice - Create Items...............................................................................................................................9-40
Solution - Create Items ..............................................................................................................................9-43
Practice - Create a Standard Purchase Order .............................................................................................9-51
Solution - Create a Standard Purchase Order.............................................................................................9-54
Practice - Create a Standard Receipt..........................................................................................................9-61
Solution - Create a Standard Receipt .........................................................................................................9-63
Practice - Create an Express Receipt .........................................................................................................9-65
Solution - Create an Express Receipt.........................................................................................................9-67
Practice - Create a Cascade Receipt ..........................................................................................................9-69
Solution - Create a Cascade Receipt..........................................................................................................9-71
Control the Receiving Transaction Processor................................................................................................9-74
Receiving Tolerances ....................................................................................................................................9-76
Control Numbers ...........................................................................................................................................9-77
Agenda...........................................................................................................................................................9-78
Substitute Receipts ........................................................................................................................................9-79
Unordered Receipts .......................................................................................................................................9-80
Overview of Returns and Corrections ...........................................................................................................9-81
Entering Returns ............................................................................................................................................9-82
Entering Corrections......................................................................................................................................9-83
Difference between Returns and Corrections ................................................................................................9-84
Guided Demonstration - Inspect and Deliver a Receipt (Required) ..........................................................9-85
Guided Demonstration - Process a Return to Supplier (Optional).............................................................9-87
Guided Demonstration - Correct a Receiving Error (Optional).................................................................9-89
Practice - Inspect and Deliver a Receipt ....................................................................................................9-91
Solution - Inspect and Deliver a Receipt ...................................................................................................9-93
Practice - Process a Return to Supplier......................................................................................................9-96
Solution - Process a Return to Supplier .....................................................................................................9-98
Practice - Correct a Receiving Error..........................................................................................................9-100
Solution - Correct a Receiving Error .........................................................................................................9-102
Overview of Pay on Receipt ..........................................................................................................................9-105
Agenda...........................................................................................................................................................9-107
Reports...........................................................................................................................................................9-108
Summary........................................................................................................................................................9-111
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Preface
Profile
Prerequisites
Related Publications
Oracle Publications
Title
Part Number
A81180-03
A82913-01
A85343-02
A83507-03
Additional Publications
ly
n
O
e
s
U
I
A
O
&
A75314-02
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Installation and users guides
read.me files
Oracle Magazine
Typographic Conventions
Typographic Conventions in Text
Convention
Bold italic
Element
Glossary term (if
there is a glossary)
Example
The algorithm inserts the new key.
Caps and
lowercase
Buttons,
check boxes,
triggers,
windows
Courier new,
case sensitive
(default is
lowercase)
Code output,
directory names,
filenames,
passwords,
pathnames,
URLs,
user input,
usernames
Initial cap
Graphics labels
(unless the term is a
proper noun)
Italic
Arrow
Brackets
Commas
Emphasized words
and phrases,
titles of books and
courses,
variables
Interface elements
with long names
that have only
initial caps;
lesson and chapter
titles in crossreferences
SQL column
names, commands,
functions, schemas,
table names
Menu paths
Key names
Key sequences
Plus signs
Key combinations
Quotation
marks
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Uppercase
ly
n
O
e
s
U
I
A
O
&
Element
Oracle Forms
triggers
Column names,
table names
Example
When-Validate-Item
Passwords
SELECT last_name
FROM s_emp;
PL/SQL objects
Lowercase
italic
Uppercase
Syntax variables
1.
(N) From the Navigator window, select Invoice then Entry then Invoice Batches
Summary.
2.
3.
Notations:
(N) = Navigator
l
a
n
r
e
t
n
I
e
l
c
a
r
O
(M) = Menu
ly
n
O
e
s
U
I
A
O
&
(T) = Tab
(B) = Button
(I) = Icon
(H) = Hyperlink
In the navigation frame of the help system window, expand the General Ledger entry.
2.
3.
4.
Review the Enter Journals topic that appears in the document frame of the help system
window.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 1
Purchase Orders
Purchase Orders
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 2
Purchase
Orders
Ordering
RFQs/
Quotations
Receiving
Sourcing
Invoice/
Payment
Analysis
Supplier
management
Reporting
Supplier
Performance
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 3
Objectives
Objectives
After completing this module, you should be able to do
the following:
Create standard, blanket and contract
purchase documents
Create blanket purchase agreement releases
Maintain purchase orders
Identify key reports
Understand setup options
Understand additional implementation
considerations
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 4
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 5
Planned
Purchase
Order
Blanket
Agreement
Contract
Agreement
Header
Header
Header
Header
Line
Line
Line
Shipment
Shipment
Distribution
Distribution
Scheduled
Release
Standard PO
Blanket
Release
Header
Line
Shipment
Shipment
Distribution
Distribution
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 6
A master terms and conditions document. Typically use contract purchase agreements when
negotiating pricing on a volume of business to manage terms and conditions. Suppliers are
authorized to ship through standard purchase order lines referencing the contract. Contracts
can be coupled with a catalog quotation to reference pricing on a per item basis.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 7
Purchase Orders
Purchase Orders
Demand
Inventory
WIP
MRP
Order
Mgmt
Other
Systems
Import
Internal
Order Mgmt
sales order
Approval
Manually
create
Requisition
Requisition
pool
PO
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Demand for Goods or Services
Import requisitions from created from demand generated in Materials Requirements Planning
(MRP), Inventory, Work-in-Process (WIP), Order Management or other non-Oracle systems.
Demand can also be generated manually through detail entry, with the assistance of requisition
templates, or through the iProcurement module.
Sourcing
Goods or services can be sourced from external suppliers through the creation of purchase
orders or from within the organization through the creation of internal sales orders.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 8
Lines
Shipments
1
Distributions
1
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 9
You can enter multiple distributions per shipment line. You can also view the on-line
requisitions included on the purchase order or enter information about paper requisitions in this
window.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 10
Automatic
mode
Requisition
line
pool
Query available
requisition lines
Choose lines
from
query results
PO
Manual
mode
PO
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 11
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 12
Buyer
Supplier
Purchase Order
- binding agreement -
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 13
Preferences
PO Documents
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 14
Session preferences must be set each time you log into the applications or even change
responsibilities. While in a session, however, preferences remain in effect unless you
explicitly clear or change them.
Apply Preferences to Save
Once the desired preferences have been set, you must click the Apply button to save them. If
you simply close the Preferences window, either no preferences will be set or previously set
preferences will remain in effect.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 15
HEADER
LINE
SHIPMENT
DISTRIBUTION
ly
n
O
e
s
U
I
A
O
&
The Standard Purchase Order is complete and allows a supplier to locate and deliver the goods
or services ordered. All purchase order types represent some combination of the basic
elements of the standard purchase order.
Header - Contains the purchase order number, the suppliers name and address, basic
ship-to and bill-to addresses, and the status.
Line - Details of the goods or services ordered, including name, quantity and price.
Shipment - Details of when and where to deliver items.
Distribution - Details of charge accounts and requisition references.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 16
LINE 1
LINE 2
SHIPMENT 1
SHIPMENT 1
DISTRIBUTION 1
DISTRIBUTION 1
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 17
SHIPMENT 1
DISTRIBUTION 1
LINE 2
SHIPMENT 1
SHIPMENT 2
DISTRIBUTION 1
DISTRIBUTION 1
DISTRIBUTION 2
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 18
PO Type
Created Date
Supplier Name
Supplier Site
Supplier Contact
Ship To
Bill To
Currency
Buyer
Status
Total
Description
Line
Currency
Terms
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 19
Ship-to and Bill-to locations default based on the supplier and site you select. You can
override the values that default.
Currency
The functional currency defaults. Use the Currency button to change the functional currency if
you are using multiple currencies.
Buyer
The defaulted buyer is the employee name associated with the user name of the person creating
the purchase order. If the Enforce Buyer Name option in the Purchasing Options window is set
to Yes, you will not be able to override the default.
Status
The status of a newly created purchase order is Incomplete. The status will be updated by the
system based on actions taken by buyers or approvers.
Total
The total of the purchase order is displayed based on the extended line totals.
Description
You can enter comments in the 240 character description field. Although the description does
not print on the printed purchase order, suppliers can use it if they have access to the system
with iSupplier Portal.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 20
Special Conditions
Payment
Confirming Order
Freight
Firm
Carrier
Acceptance Required
FOB
Pay On
Notes
Supplier
Receiver
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 21
carrier) and Destination (indicating that ownership transfers at the point when the carrier
delivers the goods to you).
Pay On
Provides a default value of Receipt if the selected supplier site has been enabled for the Pay on
Receipt functionality. If Receipt is selected, an invoice will be automatically created for this
purchase order when receipt of the goods has been acknowledged and you run the Pay on
Receipt AutoInvoice process. If you do not want an invoice to be created, you can clear the
value that defaults into the field.
Special Conditions
Confirming Order - Indicates that youve already communicated the order to the supplier
and this purchase order is simply providing written confirmation. When you select the
Confirming Order option, the words This is a confirming order. Do not duplicate. will
be included on the printed purchase order.
Firm - This is a setting used with MRP to indicate to that module that it can neither
change the details nor suggest changes to the details of the purchase order based on
changed demands that have occurred since the order was originally created.
Acceptance Required - Indicates whether acknowledgement of receipt of the purchase
order is requested from the supplier. When the box is checked, the buyer can also
provide the date by which that acknowledgement is requested.
Notes:
Supplier Note - This field can be used to enter up to 240 characters which will print on
the purchase order sent to the supplier.
Receiver Note - This field also allows up to 240 characters to be entered, but will not be
printed on the purchase order. Notes to receiver are can be viewed by users entering
actual receipt transactions.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 22
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 23
Items
Num, Type, Item, Revision,
Category, Description,
UOM, Quantity, Price,
Promised, Need-By, Supplier
Item, Charge
Account, Amount
Price Reference
Reference Documents
More
HEADER
LINE
SHIPMENT
DISTRIBUTION
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 24
A required field populated either from the predefined items definition or manually. You
cannot change the purchasing category if you choose a system item.
Description
For system items, you can update the description only if that functionality has been enabled for
item attribute controlling descriptions. The full item description for the current line is
displayed beneath the Lines tabbed region. You must provide a description for one-time items.
UOM (Unit of Measure)
The UOM qualifies the quantity that will next be entered. Suppliers need to know whether
youre ordering 3 each, 3 boxes or 3 pounds. The value initially populates with the default set
up for the line type selected, and is then overridden by the value set on the item definition.
Quantity
Enter the total quantity to be ordered.
Promise/Need-By Dates
Enter the date that you have requested delivery from the supplier in the Need-By date field. If
you have communicated with the supplier who has committed to a delivery date, enter it in the
Promise field instead. Its important that only supplier-provided dates be entered in the
Promise field, and non supplier-provided dates be entered only in the Need-By date field.
These dates will be used to measure supplier performance related to delivery issues.
Supplier Item
If available, you can enter the number or name that the item has been assigned on the
suppliers item list. For example, our item master may have assigned a number/name in Oracle
of Pencils, Lead No. 2, but the suppliers number for the item in their system may be 127732.
Charge Account
If an item is distributed to a single charge account, the account number is displayed for
viewing purposes only, it cannot be updated directly in this window. If an item is being
distributed to multiple charge accounts, the word Multiple will be displayed, requiring you
to drill down to either the Shipment or Distribution level of the purchase order to see charge
account combinations.
Amount
This is a display field which holds the results of the quantity ordered multiplied by the price.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 25
Items
Price Reference
HEADER
Reference Documents
More
LINE
SHIPMENT
DISTRIBUTION
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 26
Items
Price Reference
Reference Documents
HEADER
LINE
More
SHIPMENT
DISTRIBUTION
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 27
Sourcing = No) or have active, unexpired quotations in the system (PO: Automatic Document
Sourcing = Yes). This catalog will be discussed later in this module.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 28
Items
Price Reference
Reference Documents
More
HEADER
LINE
SHIPMENT
DISTRIBUTION
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 29
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 30
More
Status
Num
Org/Ship-To
UOM/Quantity
Need-By
Promised Date/
Original
Promise
Charge
Account
Amount
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 31
shipment line on the next shipment line you create. The total quantity of scheduled shipments
for a particular line must sum to the quantity in the Items tabbed region.
Need-By
Enter a Need-By date. This field is optional unless the item is a planned item. This field is
used in several reports that relate to analyzing supplier performance.
Promised Date/Original Promise
Enter the date that the supplier promised delivery of the items. If you are subsequently
contacted by the Supplier with a different date, you will simply overwrite the previous promise
date with the new promise date. When this is done, Purchasing shifts the original promised
date into the Original Promise field so that supplier performance can be measured against these
dates. If the supplier again extends the delivery date promised, you can again overwrite the
promise date with the new promise date. The system will continue to maintain the promise
date initially provided in the original promise date field. Supplier performance can then be
measured for the time between the original promise date and the current promise date.
Suppliers can themselves update their promised delivery date through the iSupplier Portal.
Charge Account
If a shipment is purchased from a single charge account, the account number is displayed for
viewing purposes only, it cannot be updated directly in this window. If an item is being
purchased from multiple charge accounts, the word Multiple will be displayed, requiring you
to drill down to the Distribution level of the purchase order to see account numbers.
Amount
This is a display field which holds the results of the quantity ordered multiplied by the price.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 32
More
Status
Num
Receipt Close
Tolerance (%)
Invoice Close
Tolerance (%)
Invoice
Matching
Accrue on
Receipt
Firm
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 33
The receipt close tolerance can be set to 0% to allow the system to automatically close
fully received lines.
Three-Way: Purchase order, receipt, and invoice quantities as well as purchase order and
invoice unit process must match within tolerance before the corresponding invoice can be
paid.
Four-Way: Purchase order, receipt, accepted, and invoice quantities as well as purchase
order and invoice unit prices must match within tolerance before the corresponding
invoice can be paid.
Accrue on Receipt
Check box to indicate that the items on this purchase order line should be accrued on receipt.
Inventory destined items always accrue upon receipt. For expense items, if the Accrue
Expense Items flag in the Purchasing Options window is set to Period End, the items cannot
accrue upon receipt, and you cannot change the shipment level default. If the Accrue Expense
Items flag is set to At Receipt, the default is to accrue upon receipt, but you can change it to
Period End.
Firm
A setting used with MRP to indicate to that module that it cannot change or suggest changes to
the details of this purchase order based on changed demand that has occurred since the order
was originally created.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 34
More
Status
Num
Status
Ordered
Received
Canceled
Billed
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 35
SHIPMENT
DISTRIBUTION
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 36
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 37
More
Project
Num
Type
Requestor
Deliver-To/
Subinventory
Quantity
Charge Account
Accrual/Variance
Accounts
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 38
Deliver-To/Subinventory
Enter the Deliver To location for this distribution. If the destination type is Inventory, you can
also enter the Subinventory.
Quantity
Enter the Quantity of the purchase order shipment that you want to charge to the Accounting
Flexfield. The default value comes from the quantity you enter in the Shipments window. If
you decrease the default quantity, Purchasing automatically defaults on the next distribution
line the remaining quantity you have not yet assigned to a distribution line.
Charge Account
Enter the Charge Account. When you save your changes in this window, Purchasing uses the
Account Generator to automatically create the following three accounts for each distribution:
Charge - The account to charge for the cost of this item
Accrual - The AP accrual account
Variance - The invoice price variance account
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 39
More
Project
Num
Requisition
Number/Line
Online
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 40
More
Project
Num
Project
Task
Expenditure
Type
Expenditure Org
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 41
OK
Approval is the last step in creating a Purchase Order.
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 42
2.
3.
4.
(I) Attachments
5.
Category = To Supplier
6.
7.
8.
9.
Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 43
Num
Item
Quantity
Price
Promised Date
XXSoftware
10
450
Blank
XXMonitor
10
250
Blank
19. Save
Note: Need-by and Promised Date are only required for planned items. However, they are used
in supplier performance reports.
Enter Terms and Conditions
20. Navigate to the Terms and Conditions window:
21. (B) Terms
22. Payment = Immediate
23. Select the Confirming Order check box.
24. Acceptance Required = Checked
25. Acceptance is required by tomorrow.
ly
n
O
e
s
U
I
A
O
&
Note: The Send Notifications for Purchasing Documents concurrent request will send a
notification to you if acceptance has not been recorded prior to the date you specify in this field.
This request MUST be SCHEDULED to run in order for notifications to be sent!
26. Pay On = Blank
27. Add a note to the supplier. This note will be printed on the header of the purchase order.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
28. Save
29. Close the Terms and Conditions window to return to the Purchase Orders window.
Enter Shipments
Purchase Orders
Chapter 7 - Page 44
Num
Org
Ship-To
UOM
Quantity
Promised
M1
M1-Seattle
Each
In 1 month
M1
M1-Seattle
Each
In 2 months
M1
M1-Seattle
Each
In 3 months
33. Save
34. (T) More
35. Enter information according to the following table:
Num
Receipt Close
Tolerance (%)
Invoice Close
Tolerance (%)
Match Approval
Level
Invoice Match
Option
2-Way
PO
2-Way
PO
2-Way
PO
36. Save
ly
n
O
e
s
U
I
A
O
&
Note: This is will be a 2-Way match and I dont anticipate performing any formal receiving.
Setting the Receipt Close Tolerance to 0% is a good idea in this case. Once the invoice is
matched to this purchase order, the status of the each shipment will automatically change to
closed. Once all shipments are received, the status of the line will change to closed. As a result,
no buyer intervention will be necessary to manually change the status of the line.
37. Close the Shipments window to return to the Purchase Orders window.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Num
1
Org
Ship-To
UOM
Quantity
Promised
M1
M1-Seattle
Each
In 1 month
M1
M1-Seattle
Each
In 2 months
M1
M1-Seattle
Each
In 3 months
Purchase Orders
Chapter 7 - Page 45
41. Save
42. (T) More
43. Enter information according to the following table:
Num
Receipt Close
Tolerance (%)
Invoice Close
Tolerance (%)
Match Approval
Level
Invoice Match
Option
10
3-Way
PO
10
3-Way
PO
10
3-Way
PO
44. Save
45. Close the Shipments window to return to the Purchase Orders window.
46. Record your purchase order number.
Complete the Internal Distributions for the Expensed item
47. Click in the Item field for the XXSoftware item.
48. (B) Shipments
49. (B) Distributions
ly
n
O
e
s
U
I
A
O
&
Num
Type
Expense
Requestor
l
a
n
r
e
t
n
I
Your name
le
c
a
r
O
51. Save
Quantity
Charge
01-520-7530-0000-000
Purchase Orders
Chapter 7 - Page 46
Num
Type
Inventory
Requestor
Smith, Mr. Jonathon
Subinventory
Stores
Quantity
4
Note: The type of the item is Inventory. For Inventory items, the charge account cannot be
changed. Account generator builds it based on the accounts in the inventory organization!
59. Save
60. Close the Distributions window.
61. Repeat the steps above until EACH shipment has ONE AND ONLY ONE completed
internal distribution.
62. Save
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Note: The standard messages on the notes fields may be easily changed using the Application
Developer responsibility.
Place your Purchase Order on the Navigator
Copyright Oracle Corporation, 2003. All rights reserved.
Purchase Orders
Chapter 7 - Page 47
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 48
Create a standard purchase order for two defined items one expense item and one
inventory item.
Create multiple shipment lines and multiple distribution lines for one or both of the
items.
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
Create Standard Purchase Order header
Set Purchase Order preferences
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 49
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 50
2.
(B) Terms
Confirming Order = Check box
Acceptance Required = Check box
By = One week from today
Supplier Note = Add a note to your supplier
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 51
3.
4.
Save
ly
n
O
e
s
U
I
A
O
&
6.
Apply
7.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
(T) Items
Num = 1
Item = f30000
9.
Purchase Orders
Chapter 7 - Page 52
Enter shipments
10. Navigate to the Shipments window
(B) Shipments
Num
Org
Ship-to
UOM
ly
n
O
e
s
U
I
A
O
&
Quantity
M1
M1-Seattle
Each
M1
M1-Seattle
Each
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Need-By
In 1 week
In 2 weeks
Purchase Orders
Chapter 7 - Page 53
11. Save
Enter distributions for the first shipment
12. Place cursor on the first shipment line
13. Navigate to the Distributions window
(B) Distributions
Num = 1
Quantity = 2
Charge Account = Allow to default
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 54
15. Save
Enter distributions for the second shipment
16. Place cursor on the second shipment line
17. Navigate to the Distributions window
(B) Distributions
Num = 1
Quantity = 6
Charge Account = Allow to default
l
a
n
r
e
t
n
I
e
l
c
a
r
O
18. Save
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 55
Quantity = 10
Price = $1,400
Enter shipments
21. Navigate to the Shipments window
(B) Shipments
Num
Org
Ship-to
UOM
Quantity
Need-By
M1
M1-Seattle
Each
In 1 week
M1
M1-Seattle
Each
In 2 weeks
22. Save
Enter distributions for the first shipment
23. Place cursor on the first shipment line
24. Navigate to the Distributions window
(B) Distributions
Num = 1
Subinventory = Stores
Quantity = 4
Charge Account = Allow to default and try to override. Why cant you override?
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 56
25. Save
Enter distributions for the second shipment
26. Place cursor on the second shipment line
27. Navigate to the Distributions window
(B) Distributions
Num = 1
Subinventory = Stores
Quantity = 6
l
a
n
r
e
t
n
I
e
l
c
a
r
O
28. Save
ly
n
O
e
s
U
I
A
O
&
29. Close the Distributions window, then the Shipments window (returning to the Purchase
Orders window)
30. Navigate to the Submit for Approval window
(B) Approve
Submit for Approval = Check box
Copyright Oracle Corporation, 2003. All rights reserved.
Purchase Orders
Chapter 7 - Page 57
31. (B) OK
32. (B) OK
ly
n
O
e
s
U
I
A
O
&
33. Ensure that the status on the purchase order header is Approved
Run the Printed Purchase Orders Report (Landscape)
34. Navigate to the Submit Request window
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 58
35. (B) OK
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 59
37. (B) No
38. Monitor progress and view output when complete
42. (B) OK
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 60
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 61
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 62
Header
Details of goods/services
are known
Lines
Blanket
Release
Shipment
Distribution
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
A blanket purchase agreement is a type of purchase order you issue before you request actual
delivery of goods or services. You normally create a blanket purchase agreement to document
a long-term supplier agreement.
A blanket release is an actual order of goods or services you issue against a blanket purchase
agreement. The blanket purchase agreement determines the characteristics and the prices of
the items. The release can be created manually or automatically.
Purchase Orders
Chapter 7 - Page 63
Blanket Releases
Blanket Releases
Releases can be created:
Manually
Automatically
Manual
Demand
generated
outside
Purchasing
Requisition
Create Releases
Process
Blanket
Release
ly
n
O
e
s
U
I
A
O
&
Blanket Releases
Once you have an approved blanket agreement you need only create a release to authorize
delivery of goods or services. You can create blanket purchase agreement releases using the
following methods:
The Releases window
PO Create Documents workflow
AutoCreate window
The Create Releases process
Manually Created Releases
You can manually enter releases against active blanket purchase agreements. You can set up
purchasing to warn you if a blanket purchase agreement exists for items that you try to
requisition. Because the blanket purchase agreement is in place, you can create a blanket
release instead of submitting a requisition. If you choose not to enable to warn if a blanket
purchase agreement exists, can submit requisitions and the buyer can create the blanket release.
Automatically Created Releases
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 64
Buyers can expedite creation of releases using the AutoCreate window or by submitting the
Create Releases program. In addition, the PO Create Documents workflow can be set up to
automatically create blanket purchase agreement releases for requisitions that are submitted,
regardless of whether their origin is the Requisitions window or iProcurement.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 65
Standard Purchase
Order
HEADER
LINE
SHIPMENT
PRICE BREAKS
DISTRIBUTION
ly
n
O
e
s
U
I
A
O
&
Focus of discussion - Rather than reiterate the many fields that have already been discussed
during the creation of a standard purchase order, this section will highlight the differences
between the blanket purchase agreement and the standard purchase order. Your instructor will
review the previously discussed fields as needed during the demonstration of creating a blanket
purchase agreement.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 66
Lines
Price Breaks
Amount Agreed
Released
Terms and
Conditions
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 67
Minimum Release
You can also specify a Minimum Release dollar value which will require that the dollar
amount for individual releases exceeds the Minimum Release amount set. Often you establish
the Minimum Release amount based on your estimated costs of processing individual releases.
For example, if the estimated cost of processing releases is $25, then the user may set the
Minimum Release amount to $25.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 68
Lines
Price Breaks
Items
Price Reference
Reference
Documents
Agreement
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 69
the list price, then the field is checked as the default. You can accept the default value or
change it.
Reference Documents Tabbed Region
This tabbed region is generally not used on blanket purchase agreements unless the blanket
was created by copying a quotation. Copying purchasing documents will be discussed later in
this module.
Agreement Tabbed Region
You can establish controls at the line level if desired. Additional controls such as minimum
release amount, quantity agreed and amount agreed can be established for individual purchase
agreement lines. Whether or not you have agreed to minimum quantities or amounts, the
system will automatically keep track on this tabbed region of the quantities and amounts
actually released against the blanket. Internal quantity and amount targets not formally
negotiated as agreed to quantities or amounts with the supplier should not be entered in the
agreement. Entry of internal targets could be interpreted and enforced as legal binding to the
user.
The Cumulative Pricing check box will be enabled by default depending on a setup option in
the Purchasing Options of the default value hierarchy. The default may be changed depending
on the actual pricing negotiated with the supplier.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 70
Lines
Price Breaks
Quantity
Break Price
Discount (%)
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 71
Notification Controls
Notification Controls
1st
Amount Released
1st
$2M in the
three months
Expiration
Three months
before expiration
ly
n
O
e
s
U
I
A
O
&
Notification Controls
Use the Notification Controls window to enter notification controls for planned purchase
orders, contract purchase agreements, and blanket purchase agreements. For these documents,
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. When the notification
conditions are met, Purchasing sends you an alert, using Alert (or e-mail).
Amount Not Released
This control notifies you when the total planned amount released to date is less than a preset
amount or is less than the Amount Agreed on the blanket purchase agreement header
multiplied by a preset percentage. For example, a user can enter an Effective To date for the
Amount Not Released notification control of June 30. The user could further indicate a
percentage of 50% (which the system will further calculate the dollar amount of $2.5M for this
percentage and display it in the Amount field). The user would then be notified if on June 30,
the total amount of releases did not exceed $2.5M. Rather than indicating a percentage, the
user can provide a dollar amount and the system will calculate the percentage. Additionally,
specified percentages may be set based on prior spending trends rather than passage of time as
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 72
appears to be the case in the example provided. You may also wish to establish multiple
Amount Not Released notification controls throughout the period of the agreement.
Amount Released
This control notifies you when the total planned amount released to date is more than a preset
amount or is less than the Amount Agreed on the blanket purchase agreement header
multiplied by a preset percentage. For example, a user can enter Effective From/To dates for
the Amount Released notification control of January 1 to March 31. Assume the user entered
$2M as the amount (which the system will further calculate the percentage of 40% by relating
the $2M to the $5M Amount Agreed). The user would then be notified if and when between
January 1 and March 31, the total amount of releases exceeds the $2M. Similar to the
discussion for the Amount Not Released, you may instead specify a percentage, set the amount
based on prior spending trends rather than the passage of time, and may also establish multiple
Amount Released notification controls throughout the period of the agreement.
Expiration
This control notifies you that the agreement is approaching expiration. The notification is sent
at specified dates prior to the effective end date of the agreement. For example, the Warning
Delay could be set at 90 for an agreement with a one year length. The system will then send a
notification to the Buyer 90 days prior to the expiration of the one year agreement that the
expiration is approaching. You often will set multiple Expiration notification controls to
ensure that sufficient progress is being made toward negotiation of a new agreement with this
supplier or a new supplier(s). This control is especially effective for items that should never be
purchased outside of agreements.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 73
OK
Approval is the last step in creating a Blanket Purchase Agreement
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 74
2.
3.
4.
5.
Description = XXSupplies
(B) Terms
7.
8.
9.
Save
ly
n
O
e
s
U
I
A
O
&
Note: The Amount Limit is the REAL control of whether or not releases against this blanket
may be approved.
10. (T) Items
11. Select items according to the following table:
Num
1
2
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Item
Category
Description
UOM
XXSoftware
XX.COMPUTER
Expensed Item
Each
XXMonitor
XX.COMPUTER
Inventory Item
Each
Purchase Orders
Chapter 7 - Page 75
13. Enter the following price break information FOR EACH item!
Num
UOM
Quantity
Price
Org
Ship-To
Discount%
Each
10
Defaults
M1
M1 - Seattle
10
Each
25
Defaults
M1
M1 - Seattle
15
Each
50
Defaults
M1
M1 - Seattle
20
14. Save
15. Close the Price Breaks window.
Specify Notification Controls
16. Open the Notification Controls window:
17. (M) Tools > Notification Control
18. Condition = Expiration
Note: If the Warning Delay field does not become enabled, double check to make sure you
entered effective dates in the Terms and Conditions window!
19. In the From and To fields, set for 30, 60, and 90 days.
Condition
Warning Delay
From
Expiration
Defaults
Expiration
Defaults
Expiration
Defaults
l
a
n
r
e
t
n
I
e
l
c
a
r
O
20. Save
ly
n
O
e
s
U
I
A
O
&
To
Defaults
Defaults
Defaults
Note: These Notifications are controlled using Oracle Alerts. The alerts must be activated in
order for the conditions to be checked and the notifications to be sent.
22. Record your Blanket Purchase Agreement number.
23. (B) Approve
Purchase Orders
Chapter 7 - Page 76
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 77
Blanket Purchase
Agreement
Cumulative
Release $s
#101 $ 5,000
$ 5,000
#120 $12,000
$17,000
#208 $ 9,000
$26,000
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 78
Release Header
Shipment 1
Distribution 1
Blanket #
Release #
Supplier/Site
Buyer
Status
Total
Acceptance Reqd
Distribution 2
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
The status will be updated based on actions taken in the system. A total amount for the release
will be displayed as items are ordered in the Shipments window. You can further indicate to
MRP whether this release is firm or can be changed and whether acceptance is requested of the
supplier to acknowledge that they received the release.
Receiving Controls Button
Use the Receiving Controls window to enter receiving control information for purchase orders
and releases. Note that controls you enter here apply to specific purchase orders/releases and
override the receiving controls you enter in the Receiving Options window.
Agreement Button
Copyright Oracle Corporation, 2003. All rights reserved.
Purchase Orders
Chapter 7 - Page 79
You can access basic information regarding the blanket purchase agreement through the
Agreement button. For example, you will see amount agreed, buyer, amount released, status,
effective dates and various payment terms from the blanket purchase agreement.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 80
Tabbed Regions
Shipments
More
Status
Item
Tabbed Regions
Destination
More
Project
Shipment 1
Distribution 1
Distribution 2
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 81
In the PO, Rev field, use the list of values to select your blanket purchase agreement
number.
2.
(T) Shipments
3.
4.
5.
Note the lines you see are the two lines from your Blanket Purchase Agreement!
6.
7.
(B) OK
8.
Organization = M1
9.
Ship-To = M1-Seattle
10. Quantity = 10
11. Promised = Todays date
12. Save
13. (B) Approve
14. Submit for Approval = Checked
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
19. Note the total amount released against the blanket purchase agreement.
Purchase Orders
Chapter 7 - Page 82
Create a blanket purchase agreement for two items which will establish pricing for the
items, although the quantity and delivery dates/locations are not known.
Create a blanket release against the agreement for your first order of these items.
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
Create a blanket purchase agreement
Enter your first item - Paper
Enter price breaks for volume purchases
Enter your second item - Desk
Enter price breaks for volume purchases
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 83
Increase your quantity ordered to 3 so that the release will be above the minimum
release amount
Submit your blanket release for approval
Return to the Blanket Purchase Agreement to view how it was updated as a result
of the release
Run the Purchase Order and Releases Detail Report
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 84
2.
(B) Terms
Pay On = Blank
Agreement Controls/Effective Dates = Enter dates starting Today and extending for
one year
Amount Limit = $21,000
Minimum Release = $50
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 85
3.
4.
Save
(T) Items
Num = 1
Item = f20000
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Num
1
2
3
7.
Org
Ship-to
ly
n
O
e
s
U
I
A
O
&
Quantity
Break Price
M1
M1-Seattle
10
$19.00
M1
M1-Seattle
20
$18.00
M1
M1-Seattle
30
$17.00
Save
Copyright Oracle Corporation, 2003. All rights reserved.
Purchase Orders
Chapter 7 - Page 86
(T) Items
Num = 1
Item = f11000
Price = $1,000.00
Num
Org
Ship-to
ly
n
O
e
s
U
I
A
O
&
Quantity
Break Price
l
a
n
r
e
t
n
I
M1
M1-Seattle
$950.00
M1
M1-Seattle
10
$900.00
M1
M1-Seattle
15
$850.00
le
c
a
r
O
10. Save
Purchase Orders
Chapter 7 - Page 87
ly
n
O
e
s
U
I
A
O
&
Enter controls to warn you of upcoming expiration of the agreement 120 days prior and 60 days
prior to the effective end date.
Condition
Expiration
Warning Delay
120
From
Defaults
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Expiration
60
Defaults
To
Amount
Defaults
N/A
N/A
Defaults
N/A
N/A
Enter controls to warn you if by 6 months into the agreement, you havent released at least 50%
of the amount agreed.
Condition
Warning Delay
N/A
From
Today
To
Six Months from
Today
Purchase Orders
Chapter 7 - Page 88
%
50
Amount
Default
(B) Approve
Submit for Approval = Check box
Uncheck all other options
16. (B) OK
17. (B) OK
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
18. Ensure that the status on the purchase order header is Approved and record your blanket
number __________
Issue a blanket release to place your first order against the agreement
19. Navigate to the Releases window
Purchase Orders
Chapter 7 - Page 89
Line = open the list of values and select the f20000-Paper item
Quantity = 2
Need-By = One week from today
(B) Approve
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 90
(B) Approve
Submit for Approval = Check box
Uncheck all other options
27. (B) OK
28. (B) OK
Return to the Blanket Purchase Agreement to view how it was updated as a result
of the release
29. Navigate to the Purchase Orders window
ly
n
O
e
s
U
I
A
O
&
30. Using either find or query functionality, locate your blanket purchase agreement
31. Notice the value in the Released field is $60 the amount of your first release.
32. What would happen to this value if you issue another release with a value of $1,800?
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 91
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 92
34. (B) OK
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 93
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 94
Contract purchase
agreement
Standard PO 1
Delivery 1
Standard PO 2
Delivery 2
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Focus of discussion
Rather than reiterate the many fields that have already been discussed during the creation of a
standard purchase order, this section will highlight the differences between the contract
purchase agreement and the standard purchase order. Your instructor will review the
previously discussed fields as needed during the demonstration of creating a contract purchase
agreement.
Purchase Orders
Chapter 7 - Page 95
Contract Purchase
Agreement
Header
Standard PO
Header
Line
Shipment
Distribution
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 96
off list prices for all products the supplier sells or different discounts for different groups of
products. For example, maybe theyll give you a 10% discount on equipment and a 20%
discount on office supplies. You can optionally change the defaulted value for the Amount
Limit. Initially this value is equal to the Amount Agreed. You may provide a higher value in
the Amount Limit field which will allow the released amount to total in excess of the Amount
Agreed, but not higher than the Amount Limit. Compliance with agreed upon terms and
conditions will be monitored after purchases are made to ensure things like item pricing or
delivery times are in agreement with any discounts stated in the contract.
Line, Shipment and Distribution Windows
Although these windows appear as part of the Purchase Order form, you cannot enter these
details on a contract purchase agreement. These details will be provided once the contract is
approved as standard purchase orders are issued with reference to the contract.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 97
Items
Price Reference
Reference Documents
HEADER
LINE
More
SHIPMENT
DISTRIBUTION
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 98
2.
3.
4.
Ship-To = M1-Seattle
5.
6.
7.
Save
8.
(B) Terms
l
a
n
r
e
t
n
I
e
l
c
a
r
O
14. Save
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 99
19. (B) OK
20. (B) OK to close the note window.
Place your Purchase Order on the Navigator
21. Place your Purchase Order on the Navigator
22. (M) File > Place on Navigator
23. Close windows until you are back at the Navigator
Associate with Contract with Standard Purchase Order Lines
24. Create a standard purchase order.
25. Select the Reference Documents tab and enter the contract agreement number.
26. Save and approve your purchase order.
27. Record the number of your standard purchase order.
Note: If the total amount of the purchase orders associated with the contract exceeds the
contract, the purchase order cannot be approved.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 100
Create a contract purchase agreement to establish general terms and conditions with this
supplier. Items, quantities and delivery dates/locations are not known.
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
Create a contract purchase agreement
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 101
2.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
(B) Terms
Payment Terms = Immediate
Copyright Oracle Corporation, 2003. All rights reserved.
Purchase Orders
Chapter 7 - Page 102
Agreement Controls/Effective Dates = Enter dates starting Today and extending for
six months
Amount Limit = $10,000
3.
4.
Save
(B) Approve
Submit for Approval = Check box
Uncheck all other options
ly
n
O
e
s
U
I
A
O
&
6.
(B) OK
7.
(B) OK
8.
Ensure that the status on the purchase order header is Approved and record your contract
number __________
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 103
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
(B) Shipments
Org = M5
Ship-To = M5-Denver
Purchase Orders
Chapter 7 - Page 104
(B) Distributions
Subinventory = Stores
14. Save
Submit your standard purchase order for approval
15. Navigate to the Submit for Approval window
(B) Approve
Submit for Approval = Check box
Uncheck all other options
16. (B) OK
17. (B) OK
18. Ensure that the status on the purchase order header is Approved and record your contract
number __________
Return to the Contract Purchase Agreement to view how it was updated as a
result of the release
19. Navigate to the Purchase Orders window
20. Using either find or query functionality, locate your contract purchase agreement
ly
n
O
e
s
U
I
A
O
&
21. Notice the value in the Released field is $500 the amount of your first release.
22. What would happen to this value if you issue another release with a value of $2,000?
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 105
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
24. (B) OK
Purchase Orders
Chapter 7 - Page 106
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 107
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 108
Requisitions
Receipts
Invoices
Action History
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 109
viewing purchase order query results at the header level. Additionally, you can view a history
of activities performed on each document. This functionality is available through the Tools
menu, View Action History option on many windows. Activities will be listed in
chronological order with the most recent activity appearing first.
Use the Purchase Order Window
You can look for purchase order information using either query or find functionality.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 110
Reapproval Rules
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 111
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 112
At the time of
approval
At the time of
printing
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 113
Approval
Archive
Current
Revision Revision
Printing
Archive Current
Revision Revision
None
None
Step 2: Approve PO
Step 4: Reapprove PO
Step 5: Print PO
Step 7: Reapprove PO
Step 8: Print PO
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 114
Rejected
Incomplete
In Process
No
On Hold
Approve?
Yes
Pre-Approved
No
Frozen
Closed
Open
Approve?
Yes
Approved
Canceled
Finally Closed
Changes Made
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 115
Approved - A user with sufficient authority has reviewed and approved the document.
Rejected - Status of the document when the approver has denied approval.
Requires Reapproval - Status of the document when controlled changes have been made
to the document.
Frozen - You can freeze only at the header and release level. You freeze a purchase
order when you want to prevent any future modifications to the purchase order. When
you freeze a purchase order, you can still receive and pay for goods you already ordered.
On Hold -You can place a purchase order on hold only at the header level. This
unapproves the purchase order while preventing printing, receiving, invoicing, and future
approval until you remove the hold.
Closed - 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. Purchasing does not
include closed shipments in the Open Purchase Order reports.
- Closed for Receiving - You can close for receiving at the header, release, line, and
shipment levels. Note that if you close for receiving a purchase order header that is
currently open, Purchasing sets the status of all purchase order shipments to Closed
for Receiving, but the purchase order lines and header remain open.
- Closed for Invoicing - You can close for invoicing at the header, release, line, and
shipment levels. Note that if you close for invoicing a purchase order header that is
currently open, Purchasing sets the status of all purchase order distributions to
Closed for Invoicing, but the purchase order lines and header remain open. The
Close for Invoicing status does not prevent you from matching an invoice to a
purchase order or to a receipt. You can close and reopen documents and their
components for invoicing and receiving using the Control Document window.
Open - You can reopen documents (at the header, release, line and shipment levels) that
have been previously closed to allow additional actions to be performed.
Canceled - Purchasing lets you terminate an existing commitment to buy from a supplier
by canceling document headers, lines, shipments, or releases. When you cancel a
purchase order entity, you are unable to receive or pay for cancelled items and services,
however, you can pay for all previously received orders. Canceled actions are permanent
and can not be reversed. If you are using online requisitions, Purchasing returns unfilled
requisitions associated with cancelled purchase order entities to the requisition pool
based on the Cancel Requisitions control you specify in the Purchasing Options window.
Finally Closed - Prevent modifications to or actions against completed documents, lines,
and shipments by final closing them. Final-closed documents are not accessible in the
corresponding entry forms, and you cannot perform the following actions against finalclosed entities: receive, transfer, inspect, deliver, correct receipt quantities, invoice,
return to supplier, or return to receiving. You can approve documents that include finalclosed entities, but you cannot approve documents that are final closed at the header
level. Final closing documents is an internal control action that has no bearing on your
contractual relationship with the supplier. You cannot undo a final-close action.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 116
Note: Only documents that have never been approved can be deleted. Optionally, you can
delete unapproved lines, unapproved shipments and unapproved distributions added to
previously approved documents. Deleted records cannot be viewed once the action is saved.
If you are using automatic numbering, you cannot reuse document numbers that you delete
with this option. If you use online requisitions, Purchasing returns all requisitions associated
with your delete action to the requisition pool. You can reassign these unfilled requisitions to
other purchase orders or releases.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 117
Action
Action Date
Accepted By
Accepted
Acceptance Type
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 118
Accepted
Check this box to indicate that the supplier accepted the purchase order.
Acceptance Type
Select the acceptance type from the seeded options below.
Accepted All Terms - The supplier accepted all the terms of the purchase order.
On Schedule - The supplier agreed to meet the delivery dates on the purchase order.
Unacceptable Changes - The supplier made modifications to the terms of the purchase
order that you do not find acceptable.
You can define additional acceptance types through the Purchasing Lookup Codes.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 119
Workflow Notifications
Workflow Notifications
PO#325
Kevin Jones
Incomplete
Electronic
notification
PO#325 requires your attention.
Kevin
Its status is Incomplete.
REQ#577
Sue Smith
Requires
Reapproval
REQ#583
Joe Holt
Rejected
Electronic
notification
REQ#577 requires
your reapproval.
Sue
REQ#583 has
been rejected.
Joe
Electronic
notification
ly
n
O
e
s
U
I
A
O
&
Workflow Notifications
The workflow PO Send Notifications for Purchasing Documents notifies you of various
situations that have occurred with your purchasing documents. Among the situations for
which youll be notified include documents with statuses of incomplete, rejected, or requires
reapproval. This workflow will also notify you when the date supplier acceptances were
requested has passed without acknowledgement of their acceptance. You can view and
respond to these notifications through the Notifications Summary window. This workflow
process is initiated by submitting the Send Notifications for Purchasing Documents process.
You will normally schedule that process to run on at least a daily basis.
Opening a Document
From a notification that you have opened, you can also drill down to the document. Depending
on the function security assigned to your responsibility, you have varying levels of access to
information. After you modify a document opened through the notification, you must return to
the notification and choose Approve there, not in the document itself, so that Purchasing can
record your approval action and continue with or complete the approval process. Depending
on the notification message, recipients will be able to take actions such as approve, reassign,
forward, reject, ignore, or close.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 120
TO
Standard Purchase Order
Blanket Purchase Agreement
or RFQ
Planned purchase order
Standard or planned
purchase order
Standard or planned
purchase order
Blanket purchase agreement
Blanket purchase agreement
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 121
Purchasing creates and displays the new document. The document is an exact copy of the
original except for the Promised and Need-By dates; if these dates are past dates, they change
to todays date on the new document. Effectivity dates, if any, do not change. Modify the
document if needed. Save and approve the document. If information in the document you
have just copied is invalid or outdate. For example, if a supplier or account is inactive or
invalid, a message window appears after you choose Approve. Use this window to help you
identify and correct invalid or outdated fields in the new document you are creating. You
cannot approve the document until you update these fields appropriately. You cannot use the
Copy Documents window to modify documents by copying from one document to another
with the same document number.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 122
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 123
Reports
Reports
ly
n
O
e
s
U
I
A
O
&
Reports
Blanket and Planned PO Status Report
Review blanket and planned purchase orders and related releases.
Canceled Purchase Order Report
Review canceled purchase orders.
Contract Status Report
Review the status of contracts and list purchase orders regarding each contract.
Open Purchase Orders Report (by Buyer)
Review all or specific purchase orders for specific buyers.
Open Purchase Orders Report (by Cost Center)
Review all or specific purchase orders charged to one or more cost centers.
Printed Change Orders Report (Landscape)
Print changed purchase orders in landscape
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 124
Reports
Reports
Printed Change Orders Report (Portrait)
Printed Purchase Order Report (Landscape)
Printed Purchase Order Report (Portrait)
Purchase Agreement Audit Report
Purchase Order Commitment by Period Report
Purchase Order Detail Report
Purchase Order Distribution Detail Report
ly
n
O
e
s
U
I
A
O
&
Reports (continued)
Printed Change Orders Report (Portrait)
Print changed purchase orders in portrait format.
Printed Purchase Order Report (Landscape)
Print purchase orders in landscape format.
Printed Purchase Order Report (Portrait)
Print purchase orders in portrait format.
Purchase Agreement Audit Report
Review items purchased on a standard order that could have been purchased on a blanket.
Purchase Order Commitment by Period Report
Review the monetary value of commitments for the next six periods for one or all suppliers.
Purchase Order Detail Report
Review details for all or specific standard or planned purchase orders.
Purchase Order Distribution Detail Report
Review accounting distributions for purchase orders.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 125
Reports
Reports
Purchase Order and Releases Detail Report
Purchase Summary Report by Category
Purchasing Activity Register
ly
n
O
e
s
U
I
A
O
&
Reports (continued)
Purchase Order and Releases Detail Report
Review details (quantity ordered, received, billed and expected) for blanket purchase
agreements, planned purchase orders and associated releases.
Purchase Summary Report by Category
Review the number of orders placed with suppliers for a given category.
Purchasing Activity Register
Review purchase order monetary activity for a period of time.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Purchase Orders
Chapter 7 - Page 126
Summary
Summary
You should now be able to do the following:
Create standard, blanket and contract
purchase documents
Create blanket purchase agreement releases
Maintain purchase orders
Identify key reports
Understand setup options
Understand additional implementation
considerations
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase Orders
Chapter 7 - Page 127
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Automatic Document
Creation
Chapter 8
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Purchase
Orders
Ordering
RFQs/
Quotations
Receiving
Sourcing
Invoice/
Payment
Analysis
Supplier
management
Reporting
Supplier
Performance
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Objectives
Objectives
After completing this module you should be able to do
the following:
Use the AutoCreate window to automate the
creation of purchase documents
Use the Create Releases program to generate
blanket purchase agreement releases
Understand how the PO Create Documents
workflow can automatically create purchase
documents without buyer intervention
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Agenda
Agenda
Understand AutoCreate
Understand the Create Releases program
Understand the PO Create Documents workflow
Understand setup options
Understand additional implementation
considerations
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Requisition Pool
AutoCreate
Create
Releases
Workflow
Purchase Documents
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Overview of AutoCreate
Overview of AutoCreate
Automatic
creation
Requisition
line
pool
PO
Manual
creation
Query available
requisition lines
Choose lines
from
query results
PO
ly
n
O
e
s
U
I
A
O
&
Overview of AutoCreate
Purchasing Responsibility
(N) AutoCreate
Requisition Line Pool
To create blanket purchase releases, standard purchase orders or planned purchase agreements,
the requisition line must have a status of Approved and not be associated with an existing
purchase document. For RFQs the requisition lines do not need to have a status of Approved.
Externally sourced requisition lines can be for system items (including outside processing
items) or one-time items (a description and a category). Internally sourced requisition lines are
supplied by internal sales orders and are not available for AutoCreation.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Automatic Creation
Use Automatic Creation mode to create purchase orders, blanket releases, planned purchase
orders or RFQs with a minimum number of keystrokes.
Manual Creation
Use manual creation mode to create purchase orders, blanket releases, planned purchase orders
or RFQs and control the placement and grouping of requisition lines.
Note: Internally sourced requisition lines are supplied by internal sales orders, so they are not
available for autocreation. Internal requisitions will be covered in an advanced topic.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Approved
Buyer
Yes
Stock, Ms. Pat
Item
Status
Item, Rev
Category
Enter
search
Criteria
and
click
Find
Description
Clear
Find
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
You can find unapproved requisition lines by setting Approved to No. However, you will only
be able to create RFQs from unapproved requisition lines.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
|1
|1
Manual
Automatic
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Requisition - the autocreated documents parallel the structure of the requisition from
which they were created. If you select multiple requisition lines from the same
requisition, they will not be grouped (even if the lines are exactly the same) and will
create multiple lines on the resulting purchase document. For example 5 requisition lines
will create 5 lines on the resulting purchase document. When using requisition grouping,
you can select lines from one requisition only and you cannot use manual creation mode.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Select requisition
lines
|1
|1
Action: Create
Document Type: Standard PO
Grouping: Default
Manual
Automatic
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
|1
|1
Action: Create
Document Type: Standard PO
Grouping: Default
l
a
n
r
e
t
n
I
e
l
c
a
r
O
4
Manual
Click
Automatic
Automatic
ly
n
O
e
s
U
I
A
O
&
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Find requisitions
Select document creation criteria
Click Manual to open the Document Builder
Manually combine the requisition lines to build the
document line by line
Manual
creation
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Enter as many new lines as you need to represent the original requisition line. For each newly
created line, Purchasing automatically creates distribution lines and prorates quantities for the
new distributions based on the original requisition line distributions. When you return to the
AutoCreate Documents window, Purchasing displays the new requisition lines that are now
available for placement on a purchase order or RFQ if they meet your original search criteria.
The original requisition line is no longer available for purchase order or RFQ placement, but
your requester can easily review the modification status of a requisition line in the Requisitions
Summary window.
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Once a requisition submitted in Purchasing has been approved, the requisition must be returned
for the original submitter to make changes to it. If the requisition was submitted using
iProcurement, the requestor can use the Withdraw feature to make changes and re-submit the
requisition. The Withdraw feature is not available in Purchasing and can only be used in
iProcurement if no lines on the requisition are associated with purchase documents.
The Send Notifications for Purchasing Documents program will distribute notifications for
returned requisitions. This program should be scheduled to run periodically.
Copyright Oracle Corporation, 2003. All rights reserved.
2.
3.
4.
Responsibility = Checked
5.
6.
Profile
Site
Yes
7.
(B) Find
Return a Requisition
Application
User
No
ly
n
O
e
s
U
I
A
O
&
8.
9.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Responsibility
11. Requisition = Your purchase requisition created using the supplier item catalog
12. (B) Find to open the AutoCreate Documents window.
13. Open the Return Requisitions window:
14. (M) Tools > Return Requisition
15. In the Reason field, enter a reason for returning the requisition.
Note: The return reason can be viewed in the Action History window.
16. (B) OK
Note: This action returns ALL requisition lines associated with this requisition unless they have
been placed on a purchase document.
ReApprove your requisition
17. Open the requisitions window.
18. (N) Requisitions > Requisition Summary
19. Enter your requisition number in the Requisition Number field.
20. (B) Find
21. Note the approval status.
22. (M) View > Action History
23. Close the Action History window
24. (B) Open
25. (B) Approve
26. Submit for Approval = Checked
27. Uncheck all other options
28. (B) OK
29. (B) OK to close the note window.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
2.
3.
Action = Create
4.
5.
Grouping = Default
6.
7.
(B) Automatic
8.
9.
(B) Create
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
User Name = operations
Password = welcome
Responsibility = Purchasing, Vision Operations
Create an Expense Item
Create an expense item that will be purchased by the M1-Seattle Manufacturing inventory
organization. Set t he item attributes based on the following information.
1.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Create an inventory item that will be purchased by the M1-Seattle Manufacturing inventory
organization. Set t he item attributes based on the following information.
Item = XXMonitor
Description = Inventory Item
Purchased = Checked
Copyright Oracle Corporation, 2003. All rights reserved.
Purchasable = Checked
Use Approved Supplier = Unchecked
Default Buyer = Stock, Ms. Pat
List Price = 250
Inventory Item = Checked
6.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Use the AutoCreate form to query your requisition and return it. Supply a return reason.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
2.
3.
4.
5.
6.
(T) Purchasing
Purchased = Checked
Purchasable = Checked
Default Buyer = Stock, Ms. Pat
Use Approved Supplier = Unchecked
List Price = 450
Expense Account = 01-510-7530-0000-000
Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
8.
9.
Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
13. Save
ly
n
O
e
s
U
I
A
O
&
17. Close the Organization Assignment and the Master Item windows
l
a
n
r
e
t
n
I
e
l
c
a
r
O
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
20. Save
23. Save
24. Record your requisition number
l
a
n
r
e
t
n
I
e
l
c
a
r
O
26. OK
ly
n
O
e
s
U
I
A
O
&
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
User Name = operations
Password = welcome
Responsibility = Purchasing, Vision Operations
Autocreate a Standard Purchase Order
1.
Use the AutoCreate window to find the requisition you returned in the last practice. Use
automatic creation mode to create a standard purchase order.
Supplier = Advanced Network Devices
Site = SANTA CLARA
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
(N) AutoCreate
2.
(B) Clear
3.
4.
Action = Create
Document Type = Standard PO
Grouping = Default
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
5.
6.
(B) Create
8.
9.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
10. Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Summary
Summary
You should now be able to do the following:
Use the AutoCreate window to automate the
creation of purchase documents
Use the Create Releases program to generate
blanket purchase agreement releases
Understand how the PO Create Documents
workflow can automatically create purchase
documents without buyer intervention
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 1
Receiving
Receiving
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 2
Purchase
Orders
Ordering
RFQs/
Quotations
Receiving
Sourcing
Invoice/
Payment
Analysis
Supplier
management
Reporting
Supplier
Performance
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 3
Objectives
Objectives
After completing this module, you should be able to do
the following:
Describe the process of receiving goods
Understand receipt routing
Understand receipt processing methods
Create Standard, Express, and Cascade receipts
Understand Substitute receipts, Unordered
Receipts, Returns and Corrections
Understand Pay on Receipt
Identify key reports
Understand setup options
Understand additional implementation
considerations
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 4
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 5
Receiving
Receiving
Supplier
Inventory
Transfer
Shipment
Receive
Deliver
Shop floor
Order Entry
Inventory
Internal
shipment
Inspect
Expense
ly
n
O
e
s
U
I
A
O
&
Receiving
Receiving is a transaction that signals that the goods ordered on a purchase order have arrived.
Purchasing lets you control the items you order through receiving, inspections, transfer and
delivery. You can:
Define receiving tolerances and rules at the organization supplier, item and order level,
with the lowest level overriding previous levels.
Use Express Receipt to receive an entire purchase order with a few keystrokes.
Use the Cascade function to distribute a given quantity of an item from a single supplier
across multiple shipments and distributions.
Record receipt of unordered items, research receipt and match the delivery to an existing
purchase order.
Record delivery of items from receiving or inspection locations to their final destination
and also record transfers of items to different locations for inspection.
Define which of your items require inspection. You can accept or reject items and
provide detailed information about your inspection results.
Record returns to suppliers and customers.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 6
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 7
Receiving locations
Destination
Factory 1 receives
10 items
Cold storage A
20 items
Cold Sub A
Inspection
station 1
20 items
Locator 1
10 items
Paul
requester
10 items
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
It is the destination type that tells the system if the material is in the receiving space or its final
destination.
Receiving
Chapter 9 - Page 8
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 9
Direct Receipt
Inspection
One Step
Three Steps
Dock to Stock
Standard Receipt
Two Steps
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 10
Direct Delivery
Direct Delivery
1
Receive and
Deliver
Inventory
Shop floor
Expense
ly
n
O
e
s
U
I
A
O
&
Direct Delivery
Direct delivery allows receipt of items directly to their final delivery destination. This is
sometimes called a dock to stock transaction. The final destination type may be Expense,
Inventory, or Shop Floor.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 11
Standard Receipt
Standard Receipt
1
Receive
Optional
2
Inventory
Deliver
Shop floor
Expense
ly
n
O
e
s
U
I
A
O
&
Standard Receipt
Shipments are received into a receiving location and then delivered to an interim or final
destination. Goods are usually received and delivered in separate transactions. However, if the
RCV: Allow Routing Override profile option is set to Yes, users can override the default and
immediately deliver to the final destination. Setting the RCV: Allow Routing Override profile
to No forces a two step delivery process.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 12
Inspection Required
Inspection Required
1
Receive
Reqd
3
Inventory
Inspect
Deliver
Shop floor
Expense
ly
n
O
e
s
U
I
A
O
&
Inspection Required
Inspection is a procedure you perform to ensure that items received confirm to your quality
standards. Goods must be received and inspected before they can be delivered to their final
destination. The QA: PO Inspection Profile option can be set to either Purchasing or Quality.
If the profile option is set to Purchasing, a simple inspection window opens for recording
inspection results. If the profile option is set to Quality and a quality inspection plan exists, the
Quality form is opened and inspection results may be recorded based on a predefined
inspection plan.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 13
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 14
Standard receipt
Express receipt
Cascade receipt
ASNs or ASBNs - iSupplier Portal
ASNs or ASBNs - e-Commerce Gateway
Receiving in iProcurement
Receiving open interface
Receiving notification
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 15
You can give your employees limited ability to receive some types of items through a web
browser.
Receiving Open Interface
Use barcoding software to scan receipts and create a text file that can be loaded into the
Receiving Open Interface and processed by running the Receiving Transaction Processor.
Receiving Notification
The PO Confirm Receipts workflow can be scheduled to send notifications to requesters asking
them to confirm receipts against expected receipts.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 16
Standard Receipt
Standard Receipt
Qty
Item
10
CM13139
CM12458
DC21322
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 17
Express Receipt
Express Receipt
Item
10
CM13139
CM12458
DC21322
ly
n
O
e
s
U
I
A
O
&
Express Receipt
The express function is a quick method of entering receipts and receiving transactions. This
function is available if you have specified or inferred a source document. With a few
keystrokes you can receive the entire open order quantity of a purchase order. When you
search for expected receipts, either specify a single supplier or use search criteria that will
derive a single supplier.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 18
Cascade Receipt
Cascade Receipt
Qty expected
Qty
Item
10
10
CM13139
CM13139
CM13139
ly
n
O
e
s
U
I
A
O
&
Cascade Receipt
The cascade function facilitates the distribution of a given quantity of an item from a single
supplier across multiple shipments and distributions. This function is available if you have
specified or inferred a source (a specific supplier or customer) and an item when you search for
expected receipts.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 19
Enter
Confirm
iSupplier
Portal
Open
interface
Receiving
Transaction
Processor
e-Commerce
Gateway
Confirm
Receipts
Process
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 20
Receiving in iProcurement
Receiving in iProcurement
Receive
Confirm
ly
n
O
e
s
U
I
A
O
&
Receiving in iProcurement
Receive (1)
You receive the actual goods.
Confirm (2)
You can confirm physical receipt of goods using iProcurement as well as the Enter Receipts
form in Purchasing, provided you are using a receipt routing of Direct Delivery. You will not
find expected receipts if the receipt routing is set to Standard Receipt or Inspection Required.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
You can schedule the Confirm Receipts Workflow Select Orders process to run at regular
intervals. The Confirm Receipts Workflow Select Orders process runs the PO Confirm
Receipts workflow. The Confirm Receipts workflow sends notifications through the Web, email, or Notifications Summary window to requesters or buyers who create requisitions
through Purchasing or iProcurement. It lets people know they should have received an item.
The Confirm Receipts workflow sends notifications for items with a Destination or Deliver-To
Type of Expense, a Receipt Routing of of Direct Delivery, and a Need-By date that is equal to
or later than todays date.
Receiving
Chapter 9 - Page 21
Load
Confirm
Open
interface
Receiving
Transaction
Processor
Flat File
Confirm
Receipts
Process
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 22
Save
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 23
When no source document can be found, the order can be processed as an Unordered receipt
provided the Allow Unordered Receipts Receiving option is enabled on the scheduled
shipment.
Use the Find Expected Receipts window to find source documents. You can enter as many
criteria as desired to search for expected receipts. The more information you include, the more
restrictive the search is. The focus of this course is those receipts that are expected for a
supplier as a result of a purchase order or release that was issued. Other sources of goods to be
received are from either internal inventory organizations, or from customers.
Input receipt header (3)
Input receipt header details like freight carrier, comments and packing slip.
Choose processing mode (4)
Choose the most efficient method to process the invoice. Choose to process the receipt as a
standard, express or cascade receipt.
Input receipt details (5)
Input receipt details like quantity, unit of measure, location and subinventory (if necessary).
The method of receipt routing determines if the destination defaults to Receiving or a final
destination like Inventory, Expense or Shop Floor. You can override this option (for example,
when using Standard Delivery, the destination will default to Receiving but you override it to a
final destination) only if the RCV: Allow Routing Override profile option is set to Yes. Also
the Enforce Ship-To Receiving option determines whether the receiving location must be the
same as the Ship-To location. The Enforce Ship-To option can be set to allow the receipt,
allow the receipt but warn the receipt processor or not allow the receipt to be processed.
Save (6)
Save the receipt. Depending on the setting of the RCV: Processing Mode profile option, the
receipt will be processed immediately or submitted as a batch or deferred process.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 24
Receipt Header
Receipt Header
Receipt Number
Receiver Name
Date
Freight Carrier
Packing Slip/Air Bill
Number or Containers
Comments
Receipt
HEADER
LINE
ly
n
O
e
s
U
I
A
O
&
Receipt Header
Receipt Number
Enter a unique receipt number. If automatic receipt number generation is active, the system
will assign the next available receipt number. Numbering options are set one time for each
inventory organization. You can also add receiving transactions existing receipts.
Receiver Name
The receiver name will default in from the user id. You can override the default with the name
of another receiver.
Date
Todays date will default in from the system date. You can backdate a receipt if necessary, but
the accounting period that the receipt date fall into must be open to do so.
Freight Carrier
You may enter the carrier who delivered the goods using the list of values. This information
will default if an ASN was sent.
Packing Slip / Air Bill Number
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 25
You may enter the packing slip or air bill number that the goods came in on. This information
will default if an ASN was sent.
Number of Containers
You may enter the total number of containers that made up this shipment.
Comments
The receiver may enter any comments here. An example might be that the box was wet, etc.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 26
Receipt Line
Receipt Line
Quantity
Unit of Measure
Item
Description
Destination Type
Order Number
Receipt Type
Requestor
Subinventory
Note to Receiver
Receipt
HEADER
LINE
ly
n
O
e
s
U
I
A
O
&
Receipt Line
Quantity
Enter the quantity actually received. If you have allowed blind receiving in the inventory
organizations receiving options, this field will be empty.
Unit of Measure
The unit of measure for the receipt will default here.
Item
The system item number (if one exists) will display here.
Description
The description for the item will display here.
Destination Type
The final destination of the receipt (Expense, Inventory or Shop Floor) or Receiving is
displayed. For a direct receipt the destination will be either: inventory, expense or outside
processing. A standard or inspection receipt will have a destination type of receiving.
Order Number
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 27
The order number will default (purchase order number or sales order number).
Receipt Type
The receipt type for this order will default here. Either direct, standard or inspection.
Requestor
If the destination type is expense or inventory, and the order was created from a purchase
requisition, the name of the requestor will default.
Subinventory
If the destination type is inventory this field is required. If the sub inventory was specified on
the requisition or purchase order, it will default here. If no value defaults, the receiver will
have to fill in which subinventory the goods are to be delivered to.
Note to Receiver
If a note to the receiver was entered either on the requisition or the purchase order, it will
display here.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 28
2.
3.
Ship-to = M1-Seattle
4.
5.
7.
(B) Terms
8.
Payment = Immediate
9.
Pay On = Blank
10. Save
11. Close the Terms and Conditions window
12. (T) Items
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Num
1
2
3
Item
Quantity
Price
Promised
XXSoftware
10
450
Blank
XXMonitor
10
250
Blank
XXComputerPC
1200
Today + 7 days
Receiving
Chapter 9 - Page 29
Note: Need-by and Promised-by are only required for planned items. However, they are
necessary for some of the supplier performance reports.
14. Save
Enter Shipments
15. Place cursor in the Description field for the XXSoftware item
16. (B) Shipments
17. Enter the following shipments for the XXSoftware item.
Num
Org
Ship-To
UOM
Quantity
Promised
M1
M1-Seattle
Each
In 1 month
M1
M1-Seattle
Each
In 2 months
M1
M1-Seattle
Each
In 3 months
18. Save
19. (T) More
20. Match Approval Level = 2-way
21. Invoice Match Option = PO
22. Save
ly
n
O
e
s
U
I
A
O
&
23. Close the Shipments window to return to the Purchase Orders window.
24. Place cursor in the Description field for the XXMonitor item.
25. Navigate to the Shipments window:
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Num
1
2
3
Org
Ship-To
UOM
Quantity
Promised
M1
M1-Seattle
Each
In 1 month
M1
M1-Seattle
Each
In 2 months
M1
M1-Seattle
Each
In 3 months
Receiving
Chapter 9 - Page 30
28. Save
29. (T) More
30. Match Approval Level = 3-way
31. Invoice Match Option = PO
32. Save
33. Close the Shipments window to return to the Purchase Orders window.
34. Record your purchase order number.
Complete the Internal Distributions for the Expensed item
35. Click in the Description field for the XXSoftware item.
36. (B) Shipments
37. (B) Distributions
38. Complete the internal distribution according to the following table:
Num
Type
Expense
Requestor
Smith, Mr. Jonathon
39. Save
40. Close the Distributions window.
Quantity
Charge
ly
n
O
e
s
U
I
A
O
&
4
01-520-7530-0000-000
41. Repeat the steps above until ALL shipments have a completed internal distribution.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
42. Save
Receiving
Chapter 9 - Page 31
Num
Type
Inventory
Requestor
Subinventory
Stores
Quantity
4
Note: The type of the item is Inventory. For Inventory items, the charge account cannot be
changed. Account generator builds it based on the accounting in the inventory organization! If
the account combinations are not being built the way you need them to be, you can modify the
workflows to build them the way you need them to be built.
47. Save
48. Close the Distributions window.
49. Repeat the steps above until ALL shipments have a completed internal distribution.
50. Save
51. Close the Distributions and Shipments windows.
Complete the Internal Distributions for the Asset
52. Place cursor in the Description field for the XXComputerPC item.
53. (B) Shipments
54. (B) Distributions
ly
n
O
e
s
U
I
A
O
&
Num
Type
Expense
Requestor
Smith, Mr. Jonathon
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Quantity
Charge
01-000-1570-0000-000
Receiving
Chapter 9 - Page 32
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 33
2.
3.
Item = XXComputerPC
4.
(B) Find
6.
Note: The Receipt Header window opens on top of the Receipts window. When you have
completed the Receipt Header window, click in the Receipt window, which is located behind the
Receipt Header window to navigate to it.
Process a Standard Receipt
ly
n
O
e
s
U
I
A
O
&
7.
8.
9.
Quantity = 2
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 34
Note: You can use iSupplier Portal to allow your suppliers to record ASNs. Deliveries must still
be processed using this window, but much of the information will already be recorded and as a
result, receipt processing cost and time may be lower.
Note: You can only override the default destination type if the RCV: Allow Routing Override is
set to Yes. Also, the Enforce Ship-To option will determine if you can override the Ship-To
location on the expected receipt. You can set this Action for this option to Warning, Reject or
None. Set the RCV: Print Receipt Traveler to Yes in order to have a Receipt Traveller printed
automatically. The RCV: Processing Mode profile option determines how receipts are
processed:
Setting
Meaning
Online
The user will not be able to perform any other application activities until the
process completes.
Immediate
Batch
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 35
2.
3.
Item = XXSoftware
4.
(B) Find
Note: In order to process an express receipt, all expected receipts queried must be from the same
supplier!
Record Receipt Header Details
5.
6.
Note: The Receipt Header window opens on top of the Receipts window. When you have
completed the Receipt Header window, click in the Receipt window, which is located behind the
Receipt Header window to navigate to it.
Create the Express Receipt
7.
8.
(B) Express
9.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
10. (B) OK
ly
n
O
e
s
U
I
A
O
&
11. Save
Note: If the Destination Type is Final Destination, to process the receipt as an express receipt,
the requestor field must have been filled out on the purchase order or release!
Receiving
Chapter 9 - Page 36
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 37
2.
3.
Item = XXMonitor
4.
(B) Find
Note: In order to process a cascade receipt, you must query expected receipts for a specific
supplier and item.
Record Receipt Header Details
5.
6.
Note: The Receipt Header window opens on top of the Receipts window. When you have
completed the Receipt Header window, click in the Receipt window, which is located behind the
Receipt Header window to navigate to it.
Create the Cascade Receipt
7.
8.
9.
Cascade Quantity = 6
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
11. (B) OK
12. Note that the 6 items are applied to the expected receipt.
13. Save
Receiving
Chapter 9 - Page 38
Note: Because the routing type was Standard Routing, these inventory items will show a
destination type of Receiving. The items are delivered to inventory in a subsequent step.
Complete the Delivery for a Line of the Cascade Receipt (we will inspect the other
later)
16. Open the Receiving Transactions window:
17. (N) Receiving > Receiving Transactions (M1 - Seattle Manufacturing)
18. In the Receipt field, enter the number of the Cascade Receipt.
19. (B) Find
20. (T) Order Information
21. Select PO Line 2, Shipment 2 (quantity of 2 available to deliver) by selecting the checkbox
to the left of the Quantity field. We will inspect the other item in a later lab.
Note: If you did not fill in requestor and subinventory information on the purchase order, you
will need to do that now!
22. Save
23. Close the Receiving Transactions window.
Review Receiving Transactions
24. Open the Find Receiving Transactions window:
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 39
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
1.
3.
4.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
In the Receipt Date Control areas Action field, use the list of values to select Warning.
Days Early = 5
Days Late = 5
Allow Substitute Receipts = Yes
Receipt Routing = Standard
Enforce Ship-To = Warning
Receiving
Chapter 9 - Page 40
Org
Name
Assigned
M1
Seattle Manufacturing
Checked
M2
Boston Manufacturing
Checked
M3
Dallas Manufacturing
Checked
In the Receipt Date Controls areas Action field, use the list of values to select Warning.
Days Early = 5
Days Late = 5
Allow Substitute Receipts = Yes
Receipt Routing field = Standard
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Org
M1
M2
M3
Name
Assigned
Seattle Manufacturing
Checked
Boston Manufacturing
Checked
Dallas Manufacturing
Checked
Receiving
Chapter 9 - Page 41
In the Receipt Date Control areas Action field, use the list of values to select Warning.
Days Early and Days Late = 5
Allow Substitute Receipts = Yes
Receipt Routing = Inspection
Enable the Item in an Inventory Organization
Assign the item to the following inventory organizations:
Org
Name
Assigned
M1
Seattle Manufacturing
Checked
M2
Boston Manufacturing
Checked
M3
Dallas Manufacturing
Checked
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 42
2.
3.
4.
5.
(T) Purchasing
Purchased = Checked
Purchasable = Checked
Buyer = Stock, Ms. Pat
Use Approved Supplier = Unchecked
List Price = 450
Expense Account = 01-510-7530-0000-000
6.
Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 43
7.
(T) Receiving
8.
In the Receipt Date Control areas Action field, use the list of values to select Warning.
Days Early = 5
Days Late = 5
Allow Substitute Receipts = Yes
Receipt Routing = Standard
Enforce Ship-To = Warning
9.
Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 44
Org
Name
ly
n
O
e
s
U
I
A
O
&
Assigned
M1
Seattle Manufacturing
Checked
M2
Boston Manufacturing
Checked
M3
Dallas Manufacturing
Checked
l
a
n
r
e
t
n
I
e
l
c
a
r
O
12. Save
Receiving
Chapter 9 - Page 45
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
19. Save
Receiving
Chapter 9 - Page 46
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 47
Org
Name
ly
n
O
e
s
U
I
A
O
&
Assigned
M1
Seattle Manufacturing
Checked
M2
Boston Manufacturing
Checked
M3
Dallas Manufacturing
Checked
l
a
n
r
e
t
n
I
e
l
c
a
r
O
24. Save
25. Close the Organization Assignment and the Master Item windows.
Create an Item that will be Capitalized and Depreciated after Purchase
26. (N) Items > Master Items
Item = XXComputerPC
Description = High Speed Computer
Primary Unit of Measure = Each
Copyright Oracle Corporation, 2003. All rights reserved.
Receiving
Chapter 9 - Page 48
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
30. In the Receipt Date Control areas Action field, use the list of values to select Warning.
Days Early and Days Late = 5
Allow Substitute Receipts = Yes
Receipt Routing = Inspection
31. Save
Receiving
Chapter 9 - Page 49
Org
Name
Assigned
M1
Seattle Manufacturing
Checked
M2
Boston Manufacturing
Checked
M3
Dallas Manufacturing
Checked
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 50
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
1.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Enter Items
3.
Num
1
2
3
ly
n
O
e
s
U
I
A
O
&
Item
Quantity
Price
Promised
XXSoftware
10
450 Blank
XXMonitor
10
250 Blank
XXComputerPC
Receiving
Chapter 9 - Page 51
Enter Shipments
4.
Num
Org
Ship-To
UOM
Quantity
Promised
M1
M1-Seattle
Each
In 1 month
M1
M1-Seattle
Each
In 2 months
M1
M1-Seattle
Each
In 3 months
Num
Org
Ship-To
UOM
Quantity
Promised
M1
M1-Seattle
Each
In 1 month
M1
M1-Seattle
Each
In 2 months
M1
M1-Seattle
Each
In 3 months
ly
n
O
e
s
U
I
A
O
&
Num
Type
8.
Expense
l
a
n
r
e
t
n
I
Requestor
le
c
a
r
O
Quantity
4
Charge
01-520-7530-0000-000
Repeat the steps above until ALL shipments have a completed internal distribution.
Receiving
Chapter 9 - Page 52
Num
Type
Inventory
Requestor
Smith, Mr. Jonathon
Subinventory
Stores
Quantity
4
Note: The type of the item is Inventory. For Inventory items, the charge account cannot be
changed. Account generator builds it based on the accounts in the inventory organization!
If the accounts are not being built the way you need them to be, you can modify the account
generator to build them the way you need them to be built.
10. Repeat the steps above until ALL shipments have a completed internal distribution.
Approve the Document
11. Record your purchase order number.
Verify Distribution Information
12. Verify that each distribution for XXSoftware has requestor information recorded.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 53
(B) Terms
Payment = Immediate
Pay On = Blank
ly
n
O
e
s
U
I
A
O
&
4.
Save
5.
Close the Terms and Conditions window to return to the Purchase Orders window.
Enter Items
l
a
n
r
e
t
n
I
e
l
c
a
r
O
6.
(T) Items
7.
Num
1
2
3
Item
Quantity
Price
Promised
XXSoftware
10
450 Blank
XXMonitor
10
250 Blank
XXComputerPC
Receiving
Chapter 9 - Page 54
Note: Need-by and Promised-by are only required for planned items. However, they are
necessary for some of the supplier performance reports.
8.
Save
Enter Shipments
9.
ly
n
O
e
s
U
I
A
O
&
(B) Shipments
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Num
1
2
3
Org
Ship-To
UOM
Quantity
Promised
M1
M1-Seattle
Each
In 1 month
M1
M1-Seattle
Each
In 2 months
M1
M1-Seattle
Each
In 3 months
Receiving
Chapter 9 - Page 55
12. Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
15. Close the Shipments window to return to the Purchase Orders window.
Receiving
Chapter 9 - Page 56
16. Place cursor in the Description field for the XXMonitor item.
17. Navigate to the Shipments window:
(B) Shipments
Num
Org
Ship-To
UOM
Quantity
Promised
M1
M1-Seattle
Each
In 1 month
M1
M1-Seattle
Each
In 2 months
M1
M1-Seattle
Each
In 3 months
19. Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 57
22. Close the Shipments window to return to the Purchase Orders window.
23. Record your purchase order number.
Complete the Internal Distributions for the Expensed item
24. Click in the Description field for the XXSoftware item.
25. (B) Shipments
26. (B) Distributions
ly
n
O
e
s
U
I
A
O
&
Num
1
Type
Expense
Requestor
Smith, Mr. Jonathon
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Quantity
Charge
01-520-7530-0000-000
28. Save
30. Repeat the steps above until ALL shipments have a completed internal distribution.
31. Save
Receiving
Chapter 9 - Page 58
32. Place cursor in the Description field for the XXMonitor item.
33. (B) Shipments
34. (B) Distributions
35. Complete the internal distribution according to the following table:
Num
Type
Inventory
Requestor
Smith, Mr. Jonathon
Subinventory
Stores
Quantity
4
Note: The type of the item is Inventory. For Inventory items, the charge account cannot be
changed. Account generator builds it based on the accounts in the inventory organization!
If the accounts are not being built the way you need them to be, you can modify the account
generator to build them the way you need them to be built.
36. Save
37. Close the Distributions window.
38. Repeat the steps above until ALL shipments have a completed internal distribution.
39. Save
40. Close the Distributions and Shipments windows.
Approve the Document
41. Record your purchase order number.
42. (B) Approve
Submit for Approval = Checked
Uncheck all other options
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
46. Verify that each distribution for XXMonitor has requestor and subinventory information
recorded
Receiving
Chapter 9 - Page 59
47. Verify that each distribution for XXSoftware has requestor information recorded.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 60
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
Log on to the system using the following information.
User Name = operations
Password = welcome
Responsibility = Purchasing, Vision Operations
Find Expected Receipts
Open the Find Expected Receipts window:
Purchase Order = Your Purchase Order from Lab #1.
Supplier = Advanced Network Devices
Item = XXComputerPC
Fill in Receipt Header Details
Packing Slip = PS-XX
Freight Carrier = UPS
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Note: The Receipt Header window opens on top of the Receipts window. When you have
completed the Receipt Header window, click in the Receipt window, which is located
behind the Receipt Header window to navigate to it.
Process a Standard Receipt
Quantity = 2
Destination Type = Expense
Location = M1-Seattle
Requestor = Smith, Mr. Jonathan
14. Record your receipt number.
Receiving
Chapter 9 - Page 61
Note: You can use iSupplier Portal to allow your suppliers to record ASNs. Deliveries
must still be processed using this window, but much of the information will already be
recorded and as a result, receipt processing cost and time will be lower.
Note: You can only override the default destination type if the RCV: Allow Routing
Override is set to Yes.
Note: The RCV: Processing Mode profile option determines how receipts are processed:
Setting
Meaning
Online
The user will not be able to perform any other application activities until the
process completes.
Immediate
Batch
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 62
3.
(B) Find
ly
n
O
e
s
U
I
A
O
&
4.
5.
6.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Save
Receiving
Chapter 9 - Page 63
7.
(B) Header
8.
Setting
ly
n
O
e
s
U
I
A
O
&
Meaning
Online
The user will not be able to perform any other application activities until the
process completes.
Immediate
Batch
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 64
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
1.
ly
n
O
e
s
U
I
A
O
&
Note: In order to process an express receipt, all expected receipts queried must be from the
same supplier!
Record Receipt Header Details
Packing Slip = PS-XX
Freight Carrier = UPS
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Note: The Receipt Header window opens on top of the Receipts window. When you have
completed the Receipt Header window, click in the Receipt window, which is located
behind the Receipt Header window to navigate to it.
Create the Express Receipt
Destination Type = Final Destination
3.
Receiving
Chapter 9 - Page 65
Note: If the Destination Type is Final Destination, to process the receipt as an express
receipt, the requestor field must have been filled out on the purchase order or release!
Review Receiving Transactions
4.
5.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 66
5.
6.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
(B) OK
Receiving
Chapter 9 - Page 67
7.
Save
8.
(B) Header
9.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 68
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
1.
ly
n
O
e
s
U
I
A
O
&
Note: In order to process a cascade receipt, you must query expected receipts for a specific
supplier and item.
Record Receipt Header Details
Packing Slip = PS-XX
Freight Carrier = UPS
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Note: The Receipt Header window opens on top of the Receipts window. When you have
completed the Receipt Header window, click in the Receipt window, which is located
behind the Receipt Header window to navigate to it.
Create the Cascade Receipt
Cascade Quantity = 6
Unit of Measure = Each
Note: Because the routing type was Standard Routing, these inventory items will show a
destination type of Receiving. The items are delivered to inventory in a subsequent step.
Copyright Oracle Corporation, 2003. All rights reserved.
Receiving
Chapter 9 - Page 69
Complete the Delivery for the a Line of the Cascade Receipt (we will inspect the
other later)
3.
4.
5.
Select PO Line 2, Shipment 2 (qty of 2 available to deliver) by selecting the checkbox to the
left of the Quantity field. We will inspect the other item in a later lab.
Note: If you did not fill in requestor and subinventory information on the purchase order,
you will need to do that now!
7.
8.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 70
3.
(B) Find
Note: In order to process a cascade receipt, you must query expected receipts for a specific
supplier and item.
ly
n
O
e
s
U
I
A
O
&
Note: The Receipt Header window opens on top of the Receipts window. When you have
completed the Receipt Header window, click in the Receipt window, which is located
behind the Receipt Header window to navigate to it.
Create the Cascade Receipt
4.
5.
6.
(B) OK
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 71
7.
8.
Save
9.
(B) Header
ly
n
O
e
s
U
I
A
O
&
Note: Because the routing type was Standard Routing, these inventory items will show a
destination type of Receiving. The items are delivered to inventory in a subsequent step.
Complete the Delivery for the a Line of the Cascade Receipt (we will inspect the
other later)
l
a
n
r
e
t
n
I
e
l
c
a
r
O
12. In the Receipt field, enter the number of the Cascade Receipt.
13. (B) Find
Receiving
Chapter 9 - Page 72
15. Select PO Line 2, Shipment 2 (qty of 2 available to deliver) by selecting the checkbox to the
left of the Quantity field. We will inspect the other item in a later lab.
Note: If you did not fill in requestor and subinventory information on the purchase order,
you will need to do that now!
16. Save
17. Close the Receiving Transactions window.
Review Receiving Transactions
18. Open the Find Receiving Transactions window:
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 73
Online
Immediate
Batch
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 74
without errors. If an error occurs, the problem must be fixed. You use the Transaction Status
Summary form to delete errored transactions and force them to reprocess. This is important
especially for transactions destined for Inventory or Shop Floor. Until the receipt processes
successfully, no receipt accruals are generated and sent to the general ledger. If the problem is
not reconciled by period end, accruals will be out of balance and understated in General
Ledger.
Batch
The transaction goes to the interface table, where it will be picked up the next time the
Receiving Transaction Processor runs. Control is returned to the user immediately so other
application activities may be performed. Form response time is fast. The transaction will be
processed by running the Receiving Transaction Processor process. This program must be
scheduled to run periodically. The longer the interval, the more data the program will process
each time it runs. Errors are handled the same way they are handled when the mode is set to
Immediate. Typically, customers will run this program periodically based on their processing
and system requirements. For example, you may elect to run the process at a time when there
is relatively low database activity to help balance the load on system resources. Using this
method, receipt accruals are not processed until the concurrent process completes
successfully. Also, inventory value and on-hand quantities are not updated until the concurrent
request completes.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 75
Receiving Tolerances
Receiving Tolerances
ly
n
O
e
s
U
I
A
O
&
Receiving Tolerances
You can define days early and late that you will accept a shipment. You can also define what,
if any percentage above the quantity ordered you will receive.
You have three actions you can place to enforce those tolerances:
None - no action is taken
Reject - The receiver is unable to receive the shipment. The buyer will have to either
adjust the tolerances on the PO, or change either the quantity and need by date on the PO.
Warning - The receiver will see a pop up window if a tolerance is exceeded. The
receiver has the option of accepting the shipment or turning the shipment away.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 76
Control Numbers
Control Numbers
Purchasing uses three types of inventory control
numbers:
Lot Numbers
Serial Numbers
Stock Locators
ly
n
O
e
s
U
I
A
O
&
Control Numbers
Lot Numbers
A lot number is a unique number assigned to a certain batch or process run of a product. You
can assign expiration dates for each lot number. Lot number control is an item attribute that
can be found and set by choosing the Inventory tab in either the Master Items or Organization
Items windows.
Serial Numbers
A serial number is a unique number assigned to an individual item. When an item under serial
number control is received, the user performing the transaction will be forced to enter a unique
serial number for each item. Serial number control is an attribute on the inventory tab of the
item (either in Master Items or Organization Items).
Stock Locators
You use locators to identify physical areas where you store inventory items. Item quantities
can be tracked by locator. Items can also be restricted to specific locators. An example of a
stock locator might be Row, Rack, Bin number. You can require Stock Locator control at
the inventory organization level, the subinventory level, or the item level.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 77
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 78
Substitute Receipts
Substitute Receipts
Yes
Receive item B
instead of A
Return
Is B a valid
substitute?
Delivery
No
ly
n
O
e
s
U
I
A
O
&
Substitute Receipts
When entering items in the Item Master, you have the ability to identify parts that can be
substituted for each other. In Purchasing, you can receive predefined substitute items when
you allow suppliers to ship alternatives to the item you order. Within the group of planning
applications (MRP, DRP, ASCP), only ASCP can be set up to recognize substitute part
numbers.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 79
Unordered Receipts
Unordered Receipts
Yes
Unordered
receipt
Match to
PO?
Delivery
No
Requires matching
or return
ly
n
O
e
s
U
I
A
O
&
Unordered Receipts
You can receive items from a supplier when you do not have or do not know a corresponding
purchase order number. These items are tracked on the system while you wait for a buyer to
specify which purchase order should be used, or if the items are to be returned to the supplier.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 80
Return delivery
Corrections
Identify
error in
receiving
Correct as
many
transactions
as necessary
Receiving
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Corrections
Purchasing provides the capability to correct any receiving transaction, except another
correction and a return to a receiving transaction. Each transaction is done individually
correcting the previous transactions until all applicable transactions are corrected.
Receiving
Chapter 9 - Page 81
Entering Returns
Entering Returns
Return from
inventory
Return from
receiving
ly
n
O
e
s
U
I
A
O
&
Entering Returns
Use the Receiving Returns window to enter returns against receipts, deliveries, transfers,
acceptances, and rejections. You may enter an RMA number from your supplier, as well as
specify any user defined return reason. You can return delivered items to a receiving location
when they are routed to the wrong destination, require inspection, or require a return to a
supplier or a customer in a later transaction.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
When you perform a Return to Supplier transaction, Purchasing reopens the associated
purchase order for the return quantity by reducing the original receipt quantity. You cannot
perform a Return to Supplier transaction against a Finally Closed or Cancelled purchase order.
When you perform a Return to Supplier transaction, Purchasing automatically creates both a
Return to Receiving and a Return to Supplier transaction.
Receiving
Chapter 9 - Page 82
Entering Corrections
Entering Corrections
Quantity on Hand
Item Costs
ly
n
O
e
s
U
I
A
O
&
Entering Corrections
Corrections are entered by using the adjustment quantity, either positive or negative. To
reduce a ten-item delivery to nine, enter -1 in the Quantity field. To increase a ten-item
delivery to eleven, enter 1 in the Quantity field. You cannot create supply when none exists.
For example, if you receive and deliver 10 items before discovering that you actually delivered
11 items, you cannot simply increase the delivery quantity to 11. First you must increase your
receipt transaction from 10 to 11. Then you can increase your delivery transaction from 10 to
11.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 83
Receiving Correction
No physical return
to supplier
of goods to supplier
Updates cost
Updates cost
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving Correction
Purchasing provides the capability to correct any receiving transaction, except another
correction and a return to a receiving transaction. Each transaction is done individually
correcting the previous transactions until all applicable transactions are corrected.
Receiving
Chapter 9 - Page 84
2.
(B) Find
3.
(B) Inspect
Note: If Oracle Quality is installed and at least one inspection plan exists for the transaction,
both the Enter Quality Results option in the Tools menu and the Quality button on the menu bar
will be enabled. If the QA: PO Inspection Profile option is set to Quality, when you click the
Inspect button, it opens the Quality Inspection window that you defined, instead of the
Purchasing Inspection window.
4.
Item
Inspect
Result
Quantity
Quality Code
Reason
Comment
Code
XXMonitor
Accept
Above
Average
Blank
Passed
inspection
XXMonitor
Reject
Below
Average
CompDefect
Failed
inspection
5.
(B) OK
6.
Save
7.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
9.
Receiving
Chapter 9 - Page 85
Inspection
Qty
UOM
Destination
Item
Location
Type
Accepted
Defaults
Each
Inventory
XXMonitor
M1-Seattle
Note: Youll need to use this window carefully. Determine which record was the accepted item
and which was the rejected item!
13. Save
Review Receiving Transactions
14. Open the Find Receiving Transactions window:
15. (N) Receiving > Receiving Transactions Summary (M1-Seattle Manufacturing)
16. In the Receipt field, enter your receipt number.
17. (B) Find
18. (B) Transactions to open the Receipt Transaction Summary window.
19. Review your receipt.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 86
In the Receipt field enter your receipt number from the prior lab.
2.
3.
4.
(B) Find
5.
Click the line selector check box to the left of the Quantity field.
6.
Qty
Return-To
Supplier
7.
(T) Details
8.
Reason = CompDefect
9.
Save
Supplier
XXIBM Corporation
l
a
n
r
e
t
n
I
e
l
c
a
r
O
RMA Number
XXRMA
Item
XXMonitor
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 87
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 88
2.
3.
4.
(B) Find
5.
6.
Select shipment number 3 (the last shipment for the item on your purchase order)
7.
Quantity = -2
8.
9.
Save
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
17. Select shipment number 3 (the last shipment for the item on your purchase order)
18. Quantity = -2
Copyright Oracle Corporation, 2003. All rights reserved.
Receiving
Chapter 9 - Page 89
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 90
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
1.
ly
n
O
e
s
U
I
A
O
&
Note: If Oracle Quality is installed and at least one inspection plan exists for the
transaction, both the Enter Quality Results option in the Tools menu and the Quality button
on the menu bar will be enabled. If the QA: PO Inspection Profile option is set to Quality,
when you click the Inspect button, it opens the Quality Inspection window that you defined,
instead of the Purchasing Inspection window.
3.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Item
Inspect
Result
Quantity
Quality
Code
Reason
Comment
Code
XXMonitor
Accept
Above
Average
Blank
Passed
inspection
XXMonitor
Reject
Below
Average
CompDefect
Failed
inspection
Receiving
Chapter 9 - Page 91
5.
6.
Inspection
Qty
UOM
Destination
Item
Location
Type
Accepted
Defaults
Each
Inventory
XXMonitor
M1-Seattle
Rejected
Defaults
Each
Receiving
XXMonitor
M1-Seattle
Note: Youll need to use this window carefully. Determine which record was the accepted
item and which was the rejected item!
7.
Save
9.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 92
3. (B) Find
4. (B) Inspect
Note: If Oracle Quality is installed and at least one inspection plan exists for the
transaction, both the Enter Quality Results option in the Tools menu and the Quality button
on the menu bar will be enabled. If the QA: PO Inspection Profile option is set to Quality,
when you click the Inspect button, it opens the Quality Inspection window that you defined,
instead of the Purchasing Inspection window.
5.
Item
Inspect
Result
Quantity
ly
n
O
e
s
U
I
A
O
&
Quality
Code
Reason
Comment
Code
XXMonitor
Accept
Above
Average
Blank
Passed
inspection
XXMonitor
Reject
Below
Average
CompDefect
Failed
inspection
l
a
n
r
e
t
n
I
e
l
c
a
r
O
6.
(B) OK
7.
Save
Receiving
Chapter 9 - Page 93
8.
ly
n
O
e
s
U
I
A
O
&
Inspection
Qty
UOM
Destination
Type
Accepted
Defaults
Each
Inventory
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Rejected
Defaults
Each
Receiving
Item
Location
XXMonitor
M1-Seattle
XXMonitor
M1-Seattle
Note: Youll need to use this window carefully. Determine which record was the accepted
item and which was the rejected item!
13. Save
Receiving
Chapter 9 - Page 94
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 95
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
1.
3.
In the Receipt field enter your receipt number from the prior lab.
4.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Return-To
Supplier
Supplier
Advanced Network
Devices
ly
n
O
e
s
U
I
A
O
&
RMA Number
XXRMA
Reason = CompDefect
6.
Receiving
Chapter 9 - Page 96
Item
XXMonitor
7.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 97
3.
In the Receipt field enter your receipt number from the prior lab.
4.
5.
(B) Find
6.
Click the line selector check box to the left of the Quantity field.
Qty
Return-To
Supplier
Supplier
Advanced Network
Devices
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
RMA Number
XXRMA
Receiving
Chapter 9 - Page 98
Item
XXMonitor
7.
(T) Details
Reason = CompDefect
8.
Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 99
Assumptions
You must have access to an Oracle Application Vision database or comparable training
or test instance at your site on which to complete this practice.
Tasks
Log on to the System
1.
3.
4.
5.
Select shipment number 3 (the last shipment for the item on your purchase order)
Quantity = -2
Comments = Correct error in receiving transaction
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
7.
8.
Receiving
Chapter 9 - Page 100
9.
Select shipment number 3 (the last shipment for the item on your purchase order)
Quantity = -2
Comments = Correct error in receiving transaction
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 101
3.
4.
(B) Find
5.
6.
Select shipment number 3 (the last shipment for the item on your purchase order)
Quantity = -2
Comments = Correct error in receiving transaction
7.
Save
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 102
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Note that you should now have an expected delivery for the last shipment of the
XXSoftware item.
Review Receiving Transactions
Receiving
Chapter 9 - Page 103
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 104
Invoice consolidation
options:
By packing slip
Receipt
By receipt
Payables
Delivery
Invoice
By site
ly
n
O
e
s
U
I
A
O
&
l
a
n
r
e
t
n
I
e
l
c
a
r
O
You can setup your suppliers so the invoice can be based on receipt of goods or delivery of
goods to their final destination. The Invoice Summary Level, set at the Supplier Site, controls
the number of invoices generated.
Packing Slip - One invoice will be generated per packing slip. (highest number of
invoices)
Copyright Oracle Corporation, 2003. All rights reserved.
Receiving
Chapter 9 - Page 105
After receipt or delivery transactions are created, you must run the Pay on Receipt Autoinvoice
process to create invoices and automatically match them to their corresponding purchase
orders. The Pay on Receipt Autoinvoice process can be set up to run automatically. Set the
PO: Invoice Number Prefix to add a prefix of your choice to the invoice that is created. The
number is created based on the Invoice Summary Level.
Packing Slip - The packing slip number is used as a basis to generate the invoice number.
Receipt - The receipt number is used as a basis to generate the invoice number.
Site - The date is used as a basis to generate the invoice number.
Set the PO: ERS Aging Period profile option to a number of days after the receipt to actually
create the invoice when the Pay on Receipt Autoinvoice process runs. A delay will give you
time to enter corrections, adjustments and returns (if any) and will result in more accurate
invoices being created.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 106
Agenda
Agenda
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 107
Reports
Reports
Expected Receipts
Unordered Receipts
Substitute Receipts
Receiving Transactions Register
Receiving Exceptions
Receiving Value by Destination Account
ly
n
O
e
s
U
I
A
O
&
Reports
Expected Receipts Report
The Expected Receipts Report can be used to review all or specific supplier sourced expected
receipts or expected customer returns that have not yet been received for a particular date or a
range of dates. The report excludes purchase orders that are cancelled, closed, or closed for
receiving at the header, release, line, or shipment level. You can specify the expected receipts
you want to review.
Unordered Receipts
The Unordered Receipts Report lists all or selected unordered receipts. Unordered receipts
refer to received items that receivers could not match to purchase orders or return material
authorizations (RMAs).
Substitute Receipts Report
Use this report to review all or specific substitute receipts.
Receiving Transaction Register
The Receiving Transactions Register lists detail information about your receiving transactions.
The register is sorted by item, category, receipt number, document number, and transaction
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 108
date. The three-part document number represents purchase order number, purchase order line
number, and purchase order shipment number.
Receiving Exceptions Report
Use the Receiving Exceptions Report to review receipts for which there is a receipt exception.
These receipts cannot be automatically closed for receiving or invoicing. You can enter a
receipt exception when you receive the item.
Receiving Value by Destination Account Report
The Receiving Value Report by Destination Account lists received items by purchase order
destination and distribution account. If you accrue both inventory and expense at the time of
receipt, you may have both inventory and expense as part of your receiving valuation account.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 109
Reports
Reports
Receiving Value
Receipt Adjustments
Receipt Traveler
ly
n
O
e
s
U
I
A
O
&
Reports (continued)
Receiving Value
The Receiving Value Report shows item quantity, valuation, and detailed receipt information
for your receiving inspection location.
Receipt Adjustments Report
Use this report to review purchase order shipments or internal requisition lines with corrections
or returns to vendor.
Receipt Traveler
The Receipt Traveler facilitates receiving inspection and delivery of goods you receive within
your organization. After you receive the goods, you can print receipt travelers and attach these
tickets to the goods.
l
a
n
r
e
t
n
I
e
l
c
a
r
O
Receiving
Chapter 9 - Page 110
Summary
Summary
You should now be able be able to do the following:
Describe the process of receiving goods
Understand receipt routing
Understand receipt processing methods
Create Standard, Express, and Cascade receipts
Understand Substitute receipts, Unordered
Receipts, Returns and Corrections
Understand Pay on Receipt
Identify key reports
Understand setup options
Understand additional implementation
considerations
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 111
l
a
n
r
e
t
n
I
e
l
c
a
r
O
ly
n
O
e
s
U
I
A
O
&
Receiving
Chapter 9 - Page 112