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BR100 Purchasing Application Setup 1.0
BR100 Purchasing Application Setup 1.0
Author :
Creation Date : 19th June 2013
Last Updated :
Document Ref :
Version : Draft 1.0
Document Control i
349834792.doc
Company Confidential - For internal use only
Document Control
Change Record
19 th
June 2009 Vijaya Simha P 1.0 No Previous Document
Reviewers
Name Position
Distribution
Copy
Name Location
No.
Document Control.......................................................................................ii
Define Buyers............................................................................................. 8
Where relevant, the document also provides an overview of the significance of the set-up step that is being performed.
Open accounting periods to record purchasing activity. Oracle Purchasing application create journal entries only for transactions entered
in an open
Purchasing period. Also purchasing periods needs to be opened to create correct Receipt Accrual journal entries in the General Ledger,
only if the Accrual Option is perpetual. Use Control Purchasing Periods form to open or close Periods in Oracle Purchasing application .
Navigation: Purchasing Responsibility > Setup> Financials > Accounting> Control Purchasing Periods
Note: Inventory accounting periods should also be opened before receiving of goods, to enter PO Receipts.
XX_PO_HIERARCHY No 1 01-JUL-2009 -
Define document control rules for approval groups for the organisation. Document control rules are used to set approval limits for various
positions (and thereby employees) for requisitions, purchase orders and releases. Approval controls can be defined based on document
total, account range, location, item, category range and item range.
In HAAD, the approval groups are defined based on the Document Total and Account Range. Separate control groups have been defined
for Requisitions and Purchase Orders which are further divided by the Positions to which these rules apply.
Enabled Yes -
XX Section Head Procurement
Description -
Approval Group for PO Approval
Object Document Total Account Range
Inactive Date -
Enabled Yes -
Amount
50000.00 50000.00
Limit
Inactive
- -
Date
Inactive
- -
Date
Enabled Yes -
Amount
50000.00 9999999999.00
Limit
Inactive
- -
Date
For each position in the organisation authorized to approve purchasing documents, specific control group needs to be assigned to
individual document types. Employees who are assigned to these positions acquire the authorization abilities assigned to these positions.
For any new position, which will be created in the future & assigned to the employee, approval groups need to be defined & assigned by
the system administrator. This will be required only if the new position will be part of the approval hierarchy & needs to take the approval
action on any purchase document.
Effectiv Effect
Position Job Organization Document Type Approval Group e Date ive To
from Date
Senior Purchasing Administration. XX Group Approve Purchase Order XX Procurement 01-JAN- -
Officer.3002.Supply Supply Head 2008
Chain-Procurement- Chain.Senior
SCPSPS(Sec) Purchasing
Officer
Assistant Budget Administration.F XX Group Approve Purchase Order XX Section Head 01-JAN- -
Accountant.3001.Bud inance.Assistant Procurement 2008
get & Cash-GA- Budget
FNBCGA(Sec) Accountant
Assistant Purchasing Administration. XX Group Approve Purchase Order XX Sr. Officer 01-JAN- -
Officer.3001.Supply Supply Procurement 2008
Chain-Procurement- Chain.Assistant
SCPSPS(Sec) Purchasing
Officer
Senior Purchasing Administration. XX Group Approve Standard Purchase XX Procurement 01-JAN- -
Officer.3002.Supply Supply Orders Head 2008
Chain-Procurement- Chain.Senior
SCPSPS(Sec) Purchasing
Officer
Senior Purchasing Administration. XX Group Approve Blanket Purchase XX Procurement 01-JAN- -
Officer.3002.Supply Supply Agreements Head 2008
Chain-Procurement- Chain.Senior
Note: On Adding or Deleting any Position from any of the Approval Hierarchies, Run the Fill Employee Report. This report compiles the
Position Approval Hierarchy and ensures that all the Documents are routed through the relevant positions. If this report is not run then the
System is unable to route the Documents through the Approval Hierarchy as it fails to recognize the various positions included/deleted
from the Hierarchy
Fill Employee Hierarchy Run this report to compile the Position Approval Hierarchy. Any change to the Hierarchy is ineffective
until and unless this report is not run.
Depending upon the Access Level (User, Extensible & System) one can add their own codes to those initially provided .
Effective
Effective
Code Meaning Description Tag Dates Enabled
Dates To
From
ACCEPT Accepted
Accepted Purchase Order, changes 28-AUG-
WITH with - - Yes
are present 2002
CHANGES changes
ACCEPTED Accepted All
Accepted All Purchase Order Terms - - - Yes
TERMS Terms
28-AUG-
OPEN Open Open - - Yes
2002
ON
On Schedule Purchase Order On Schedule - - - Yes
SCHEDULE
UNACCEPTA
Unacceptabl Unacceptable Purchase Order
BLE - - - Yes
e Changes Changes
CHANGES
Document Control
Price Tolerance
- Enforce Price tolerance -
Percentage
Price Tolerance Amount - Enforce Price Tolerance Amount -
Enforce Full Lot
Advisory Display Disposition Messages Yes
Quantity
Receipt Close Point Received Notify if Blanket PO Exists Yes
Cancel Requisitions Always Allow Item Description Update Yes
PO Output Format PDF Enforce Buyer Name
SBI Buying Company
- Enforce Supplier Hold
Identifier
Maximum Attachment
10 Gapless Invoice Numbering -
Size (in MB)
Email Attachment
Attachments.zip RFQ Required -
Filename
Document Default
Receipt Accounting
Document Numbering
ValidateLots
on RMA 04.103.00000.0000000.1
Restricted Clearing Account
Receipts 2504.00000.00000
<Accounting>
Future Periods 1
Liability 04.103.00000.0000000.21201.00000.00000
Prepayment 04.103.00000.0000000.12709.00000.00000
Future Dated Payment 04.103.00000.0000000.42001.00000.00000
Discount Taken 10.0000.0000.0000.320050.0000
PO Rate Variance Gain 04.103.00000.0000000.57001.00000.00000
PO Rate Variance Loss 04.103.00000.0000000.57001.00000.00000
Expense Clearing -
Miscellaneous -
Retainage --
<Supplier Purchasing>
RFQ Only Site No
Ship-To Location XX Hospital Main Inventory Organization
Bill-To Location XX Hospital
Inventory Organization XX - XX Hospital Inventory Organization
Ship Via -
FOB -
Freight Terms
<Encumbrance>
Use Requisition Encumbrance Yes
Reserve At Completion Yes
Use PO Encumbrance Yes
<Tax>
File Ref: 349834792.doc Company Confidential - For internal use only
Member State -
VAT Registration Number -
<Human Resources>
Business Group XX BG
Expense Reimbursement Address Home
Use Approval Hierarchies Yes
Employee Number Method Manual
Next Automatic Number
Open Issues
ID Issue Resolution Responsibility Target Date Impact Date
Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date