Auto Create:

Purchasing provides automatic creation capabilities for documents. Buyers can quickly create standard
purchase orders, planned purchase orders, blanket releases, RFQs, and Oracle Sourcing
negotiations from any available standard (not internal) purchase requisition lines. The purchase
requisition lines can be for predefined items or one–time items as well as outside processing items.
AutoCreating documents can be as simple as selecting requisition lines and adding a supplier and letting
Purchasing do the rest.

 With a minimum number of keystrokes you can create new standard or planned purchase orders,
blanket releases, RFQs, quotations, and if Oracle Sourcing is enabled, draft buyer’s auctions
or sourcing RFQs.

 Add to existing blanket releases, planned purchase orders, standard purchase orders, RFQs, and
quotations.

 Split one requisition line into several requisition lines

 Use document security to control whether buyers can add to certain document types

Major Features

 You can place a requisition line on as many RFQs as you want before you place it on a purchase
order, after which it is no longer available in the requisition pool.

 Select the Automatic button to create the purchase order or RFQ. You have the option to group
requisition lines in a default manner based on the document type or you can autocreate
documents that parallel the structure of the requisition from which they were created.

 Choose the Grouping method:

Default – requisition lines are combined into individual lines based on Document Type.
Requisition – the autocreated documents parallel the structure of the requisition from which they
were created.

 When you autocreate new purchase orders, the requisition price is converted into a purchase
order price based on specified currency and rate information. You cannot specify currency
information in AutoCreate if you are adding requisition lines to an existing document . Purchasing
performs price tolerance verification for all currencies.

 Only Automatic mode can be used for creating Oracle Sourcing documents.

 In the Find Requisition Lines window, enter search criteria to narrow the selection of requisition
lines. Requisition lines for the same item and item category are grouped together, but they are
not necessarily in order alphabetically. Within each grouping of item and item category,
requisition lines are ordered by need–by date.

 Also, depending on your security criteria, you can add lines to an existing document. For
example, if standard purchase orders have an access level of View Only, you cannot add lines to
an existing standard purchase order unless you are the document owner.
Using Automatic Creation Mode

 When creating a purchase order, Purchasing combines the quantities of all requisition lines that
have the same item, item revision, line type, transaction reason, unit of measure, and
supplier item number onto a single document line.

 For RFQs, quantities of all requisition lines that have the same item, revision, and line type are
combined.

 The lowest unit price from the combined requisition lines becomes the actual price of the
purchase order line. If the items on the requisition lines you combine have different prices, you
may want to use Manual creation mode to ensure you get the price you want.

Try combining two requisition lines that belongs to different supplier and site?

 For purchase orders and releases, Purchasing combines shipment information only if the
requisition lines have the same need–by date, ship–to location, organization, Accrual type
(period–end or on–line), and shipment type. Each purchase order distribution corresponds to
only one requisition distribution. Purchasing does not add to an existing purchase order
shipment if that shipment has been encumbered.

Try creating a PO based on multiple requisition lines and see how many PO lines, distributions
and shipments has been created?

 For RFQs, Purchasing combines shipment information only if the requisition lines have the same
ship–to location, need–by date, and unit of measure.

 You can autocreate releases against blanket purchase agreements only if the requisition lines
match the lines on the agreement.

 For new documents, Purchasing places the items on document lines in the same order that
they are displayed, and the shipments will be ordered by need–by date if all requisition lines
share a common unit price. Additions to existing documents or document lines will be placed after
any existing lines or shipments.

 If the profile option PO: Display the Autocreated Document is set to Yes, Purchasing displays
the Purchase Orders, Releases, RFQ window, or Sourcing Create Negotiations Documents page,
as appropriate, after creating your document lines.

Using Manual Creation Mode

 Manual creation mode lets you take control of the actual placement of requisition lines on
purchase order lines.

 You can combine requisition lines that have the same predefined item and lines that have one–
time items onto a single document line. If you want to combine two requisition lines for the same
item, one with an item number and one without, use Modify on the Tools menu to add the
predefined item to the requisition line for the one–time item.

 You can always create new releases against blanket purchase agreements – even if your security
criteria do not permit you to access the document elsewhere in the system.
iProcurement Requisitions:

If you have iProcurement installed, note that, in addition to standard purchase requisitions, iProcurement
requisitions include emergency requisitions and requisitions that use a procurement card for the
purchase. You can use the PO Create Documents workflow or AutoCreate to create documents from
iProcurement requisitions.

Emergency Requisition Lines

 An emergency requisition is created in iProcurement only, by requesters who can order

from a supplier directly. Emergency requisitions have a purchase order number reserved for
them in advance.

 After the emergency requisition is entered in iProcurement, the PO Create Documents workflow
creates a standard purchase order from the approved requisition lines automatically, if you use
the workflow. If you don’t, you can use AutoCreate.

 You can view emergency requisition lines in the AutoCreate Documents folder window by
displaying the hidden field Emergency PO Number.

Procurement Card Requisition Lines

 Requisition lines that use a corporate (or procurement) credit card for the purchase are created in
iProcurement only.

 After the procurement card requisition is entered in iProcurement, the PO Create Documents
workflow creates a standard purchase order from the approved requisition lines automatically, if
you use the workflow. If you don’t, you can use AutoCreate.

 In the AutoCreate Documents folder window, you can view requisition lines that use a corporate
credit card by displaying the P–Card hidden field.

Finding Requisition Lines for AutoCreate:

Use the Find Requisition Lines window to specify search criteria for requisition lines that you will use to
autocreate purchase orders and RFQs.

 Select the Approved status: Yes or No. Only approved lines can be used when you autocreate
purchase orders. Either status can be used on RFQs.

 The suggested Buyer from the Enter Person window is displayed as the default. If the PO: Allow
Buyer Override in AutoCreate Find profile option is set to Yes, you can clear the default or
enter a different buyer.

 Select the Document Type to indicate that you want to include requisition lines sourced to a
Blanket purchase agreement or to a Quotation.

 Enter the Minimum Amount on the requisition line to include.

  Enter the Ship–To location to include requisition lines with this Deliver To location. The default is
the Ship–To Location for the buyer from the Enter Person window.

 In the Line region, you can enter the following search criteria: Item number, Revision number, Job
(Oracle Services Procurement), Category, item Description, and Supplier Item number. The
default Category is the category defined for the buyer from the Enter Person window. If the PO:
Allow Category Override in AutoCreate Find profile option is set to Yes, you can clear the
default or enter a different category.

Selecting AutoCreate Criteria:

AutoCreate does not copy descriptive flex fields from the requisition.

 In the Action field, select whether you want to Create a New document or Add To an existing
document.
Note: Only Create is supported for Oracle Sourcing documents.

 Select the Document Type you want to create: You can choose only Standard PO for
emergency requisition lines.

 Select the Grouping for requisition lines on the document:

Default: Combine requisition lines for the same item, revision, line type, unit of measure, supplier
item number, and transaction reason onto one purchase order line. Combine requisition lines for
the same item, revision, supplier item number, and line type onto one RFQ line.

You can add need–by date or ship–to organization and location to the default grouping by using
the profiles PO: Use Need–by Date for Default Autocreate grouping or PO: Use Ship–to
Organization and Location for Default Autocreate grouping.

Requisition: Create document with one line for each requisition line. Used only when you select
lines on a single requisition.

 For Automatic creation mode, use the check boxes to select the requisition lines that you want to
use on the document and then select the Automatic button. You can also use ’Select All’ or
’Deselect All’ in the Edit menu.

 For Manual creation mode, select the Manual button. Manual creation mode is available only
when you have chosen Default grouping for Standard and Planned Purchase Orders, Blanket
Releases, and RFQs.

Entering Document Information and Completing AutoCreate:

If the PO: Warn RFQ Required before AutoCreate profile option is set to Yes, and one or more of the
requisition lines selected for autocreation requires an RFQ and has not been placed on an RFQ, you will
be given a warning message and can cancel the autocreate.

To enter information in the Add To Document window:

 Select the Document Number. For blanket releases, you must also enter the Release Number.

 Select OK to go to the next step. If you are in Automatic creation mode, this completes all
required steps. Purchasing autocreates the document and displays the document entry window
 appropriate for the selected criteria if the PO: Display the AutoCreated Document profile option
is set to Yes. If you are in Manual creation mode, you go to the Document Builder.

To enter information in the New Document window:

 The Global Agreement field will be defaulted if all requisition lines are sourced from the same
global agreement and a standard purchase order is being created. Autocreate will fail if all
requisition lines are not from the global agreement. This field is greyed out if you are
creating a blanket release or RFQ. You can select a different global agreement from the Global
Agreement list of values providing all requisition lines can be sourced to that agreement.

 For RFQs, you must enter the RFQ Type, and you can enter the Supplier List Name. For
releases, you must enter the Release and the Release Date.

 For standard and planned purchase orders, you can enter the Supplier and Supplier Site. This is
filled in for releases.

 Enter the Currency Source:

Default – The currency is defaulted from the supplier site (if foreign currency), the supplier (if
foreign currency), or the functional currency.
First Requisition Line – The currency from the first requisition line is used.
Specify – If you select a Requisition and Requisition Line, the currency from that line is
autoselected; however, you can override this currency.

Using the Document Builder:

Use the Document Builder region in the AutoCreate Documents window to build documents for
autocreation in Manual creation mode.

In the upper region, select one requisition line for build placement. This enables the Add to Document
button.

Modifying Requisition Lines – Try modifying a requisition lines?

Use the Modify Lines window to split an existing requisition line into multiple requisition lines that
represent the same or different items.

For example, if the requisition line quantity is so large that a single supplier cannot fill the entire order by
the need–by date, and then you need to fill this order from more than one supplier. On the other hand, if
you have a requisition line item that contains parts that you want to order as unique items, you can
explode the requisition line into several lines.

 Enter as many new lines as you need to represent the original requisition line.

 Purchasing automatically creates new distribution lines and prorates quantities for the new
distributions from the original requisition line distributions.

 Except that you cannot update destination information (destination type, organization, location,
requestor, and sub inventory), the entry of information in the Lines, Source Details, Details, and
Currency tabbed regions is identical to entry of this information in the Requisitions window.
 If the profile option PO: Restrict Requisition Line Modify to Quantity Split is set to Yes you
can only modify the quantity.

 Changing the supplier for a line on a requisition with supplier p–card information will remove the
p–card number.

 Requestor can easily review the modification status of a requisition line in the Requisition Lines
Summary window.