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BP.080 DETAILED PROCESS DESIGN

Entertainment Company
Procure-to-Pay

Author: Beverley Baker- Harris

Creation Date: September 25, 2009
Last Updated: September 30, 2009
Document Ref: BP.080
Version: VERSION 1

Approvals:

P2P Client Lead Beverley Baker-Harris

SDI Project Manager

Email Approval Imbed Document

Distribution

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Document Control

Change Record
28

Date Author Version Change Reference

09-25-2009 Beverley Baker- Harris 1 No Previous Document

Reviewers

Name Position

Distribution

Copy No. Name Location

1 Library Master Project Library

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

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Contents

Document Control....................................................................................................................2
Overview...................................................................................................................................4
Purpose...............................................................................................................................4

Definitions (include SDI-specific terms used)..............................................................4

Objectives...........................................................................................................................5

Assumptions......................................................................................................................5

Process Flows..........................................................................................................................10
Process Flow Legend......................................................................................................10

Roles..................................................................................................................................10

Process Flow Diagram – Requisition-to-Pay for SDI Company...............................11

Process Narrative Description – Procure-to-Pay........................................................12

Purchasing Process Design for OPS/Services............................................................13

Process Narrative Description – Asset to Pay (PO to Pay).......................................14

Process Flow Diagram – Enter & Submit Requisition...............................................15

Process Narrative Description – Enter & Submit Requisition..................................15

Process Flow Diagram – Approve Requisition...........................................................17

Process Narrative Description – Approve Requisition.............................................18

Process Flow Diagram – Create PO..............................................................................19

Process Narrative Description – Create PO................................................................19

Process Flow Diagram – Transmit Purchase Order & Delivery..............................21

Process Narrative Description – Transmit Purchase Order......................................21

Process Flow Diagram – Enter Receipts, Returns and Corrections.........................22

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Process Narrative Description – Enter Receipts, Returns and
Corrections.......................................................................................................................22

Process Flow Diagram – Modify Requisition.............................................................24

Process Narrative Description – Enter Receipts, Returns and Corrections............24

Process Flow Diagram – Enter & Match Invoice........................................................25

Process Narrative Description – Enter & Match Invoice...........................................25

Process Flow Diagram – Resolve Holds – Qty Rec....................................................26

Process Narrative Description – Resolve Holds – Qty Rec.......................................26

Process Flow Diagram – Resolve Holds – Qty Ord...................................................27

Process Narrative Description – Resolve Holds – Qty Ord......................................27

Open and Closed Issues for this Deliverable.....................................................................28

Open Issues and Identified Gaps for WRICEP Development. Note that the exceptions to
standard Oracle functionality slated for development will be listed here and will be
matched to the Overall WRICEP listing and subsequently an MD050 (Functional Design
for Technical Development) document.......................................................................28

Closed Issues....................................................................................................................28

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Overview

Purpose

The purpose of this document is to outline the ‘to be’ process flows for the maintenance and
transactional processing of the Procure-to-Pay process for SDI Media Group Company.
Note: For Global Design, this document is the downstream from the analysis of the As-Is
documentation and subsequent Requirements Gap Fit Analysis. This document is a precursor
to the BR100 Configuration Document and Application Extensions Functional Design
(MD050) documents that are the most detailed deliverables documents required for each
system instance (versions such as CRP1). The MD050 documents are typically listed in this
BP080 and are precursors to technical designs that will fill any development gaps.

Definitions (include SDI-specific terms used)

Invoice Holds
Holds placed on an invoice either systemically by running invoice validation or manually by
the user.

Matching Hold
A type of invoice hold that is systemically placed on an invoice that has been matched to a
purchase order. The three primary matching holds are Qty Rec, Qty Ord and Unit Price.

Oracle Accounts Payable (AP)

The Oracle application/module that creates and processes supplier invoices and payments.

Oracle Fixed Assets (FA)

The Oracle application/module that stores asset and lease information and creates
depreciation (journal entries).

Oracle General Ledger (GL)

The Oracle application/module that stores AP journal entries.

Oracle Project Accounting (PA)

The Oracle application/module that collects PO Commitments and Actuals relative to a
project.

Oracle Purchasing (PO)

The Oracle application/module that requisitions procures and receives good/services.

Qty Rec Invoice Hold

A matching hold that occurs when the invoice (billed) quantity is greater than the received
quantity * (1 + tolerance).

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Qty Ord Invoice Hold
A matching hold that occurs when the invoice (billed) quantity is greater than the ordered
quantity * (1+ tolerance).

Procure-to-Pay (P2P)
The transactional process that begins with an individual within the SDI Media Group
Company organization requiring a good or service and ends with the posting of journal
entries in the general ledger.

Role
The individual, department or function within SDI Media Group Company that performs a
particular task or part of the process.

Tolerances
The acceptable degrees of variance you define for matched invoices and purchase orders.
Payables measures variance between quantities and item prices for invoices and purchase
orders. If any of the variances between a matched invoice and purchase order exceed the
tolerances you specify, Invoice Validation places the invoice on hold.

Unit Price Invoice Hold

A matching hold that occurs when the invoice (billed) unit price is greater than the purchase
order unit price * (1 + tolerance).

Objectives

We are tasked with redesigning SDI Media Group Company P2P processes for non-
production items to achieve the following goals:
1. Implement Oracle Purchasing and iProcurement applications.
2. Gain visibility and control of requisitions and purchases.
3. Derive efficiencies from centralized Purchasing and Account Payable shared services,
and integration of related business processes.
4. Develop a consistent requisitioning, purchasing and payables business process.
5. Establish approvals based on spending threshold levels.
6. Remediate governance and compliance issues, through improved software and
business process changes and controls.

Assumptions

1. The following Oracle modules will be used in the configuration:

a. General Ledger
b. Purchasing
c. Accounts Payable

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d. Human Resources
e. Workflow
f. System Administration
g. Discoverer
h. Project Accounting (Costing and Billing also Project Mgmt and Project
Resources)
i. Fixed Assets
2. The system will deliver the following capabilities
a. Requisitions
i. Ability to enter a requisition
ii. Ability to modify a requisition
iii. Ability to modify a requisition line
iv. Ability to cancel requisitions
v. Ability to cancel requisition lines
vi. Ability to ship good/service to a variety of ship-to locations
vii. Ability to find and view existing requisitions
viii. Ability to attach supporting documentation to requisitions
ix. Ability to print a requisition
x. Ability to extract requisition data
xi. Ability to report on requisition data
xii. Ability to copy a requisition
xiii. Ability to auto-generate requisition number
xiv. Ability to enter a requisition in foreign currency
b. Purchase Orders
i. Ability to auto-create the purchase order from the requisition or for OPS
be able to create a auto purchase order from purchasing
ii. Ability to consolidate requisitions into one purchase order for different
receiving locations, delivery times and different expense charge codes
iii. Ability to ship good/service to a variety of ship-to locations
iv. Ability to cancel purchase orders
v. Ability to cancel purchase order lines
vi. Ability to modify purchase orders
vii. Ability to modify purchase order lines(standard lines for subtiling and
dubbing or theatrical
viii. Ability to find and view existing purchase orders
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ix. Ability to attach supporting documentation
to purchase orders
x. Ability to print a purchase order
xi. Ability to email a purchase order
xii. Ability to extract purchase order data
xiii. Ability to report on purchase order data
xiv. Ability to auto-generate purchase order numbers
xv. Ability to auto-close a purchase order
xvi. Ability to manually close a purchase order
xvii. Ability to enter a purchase order in foreign currency
c. Approvals
i. Ability to route requisitions for approval based upon
employee/supervisor hierarchy
ii. Ability to route purchase order for approval based upon
employee/supervisor hierarchy
iii. Ability for the requisitioner to forward requisitions to the appropriate
approver
iv. Ability to automate the authority of an approver by dollar limit
v. Ability to manage approval notifications during approver absences
vi. Ability to approve requisitions either through email, blackberry or
through the Oracle application (worklist)
d. Accounting
i. Ability to default account code combinations to limit the number of
miscoding
ii. Ability to default expense account segment based upon the item category
selected
iii. Ability to distribute good/service to a variety of account code
combinations
iv. Ability to systemically perform at receipt accruals
v. Ability to account for gain/loss on foreign currency transactions
e. Receiving
i. Ability to enter a receipt against a purchase order
ii. Ability to enter a correction against a receipt
iii. Ability to enter a return against a receipt
iv. Ability to systemically control missing and inaccurate receipts,
inaccurate invoices and inaccurate purchase orders

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v. Ability to systemically release invoice holds
vi. Ability to limit the number of invoice holds placed due to unit price and
receipt variability
vii. Ability to attach supporting documentation to receipts
viii. Ability to do a “Pay on Receipt” which would trigger AP to setup for
Pay
f. Invoices
i. Ability to match purchase order and Pay On Receipt process for
transactions that require translation services
ii. Ability to enter a debit memo and match it to a purchase order
iii. Ability to enter and allocate miscellaneous charges (such as tax and
freight) when entering a PO-matched invoice (NON OPS)
iv. Ability to attach supporting documentation to invoices
v. Ability to perform 3-way match for NON OPS transactions
vi. Ability to enter an invoice that is NOT matched to a purchase order
vii. Ability to enter an invoice in foreign currency (TBD)
g. Workflow & Communication
i. Ability to systemically communicate the request for approval to the
appropriate approver
ii. Ability to systemically communicate the approval of a purchase order to
the employee
iii. Ability to systemically communicate the approval/rejection of a
requisition to the requisitioner
iv. Ability to systemically communicate the approval/rejection of a
purchase order to a buyer
3. The system will NOT be configured for the following:
a. Auto-calculation of taxes
b. Systemic creation of freight charges
4. Manual procedures outside of the Oracle system will be required.
a. Request good or service – employee to requisitioner

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Process Flows
This section documents the process flows and narrative description of the flows.
NOTE: For a Global Design effort, one generic archetype flow will be designed that will serve as a template for all
organizations with accompanying notes on variances identified between organizations. Functionality in the To-Be
design will point to existing and new processes/modules as appropriate for the target system environment.

Process Flow Legend

paper, source manual go to

data stored workflow
top level process performed document process concurrent sub-
decision end and process notification or
process in Oracle outside process/report process
completed email
Oracle

Roles

Accounts Payable

The individual within SDI Media Group Company that creates, maintains, corrects and
updates invoices (Standard, PO Default and Debit Memo invoice types).

Approver

The individual within SDI Media Group Company that approves or rejects requisitions.

Asset Admin (Administrator)

The individual within SDI Media Group Company that creates, maintains, corrects and
updates asset information.

Buyer

The individual within SDI Media Group Company that creates, maintains, corrects and
updates purchase orders. This individual will also manage the closure status of purchase
orders. Ex.schedulers for ops and one representative for each location will be setup as a
buyer.

Employee

The individual within SDI Media Group Company that determines the need for the purchase
of a product or service. In most cases, this will not be the requisitioner.

General Ledger

The individual within SDI Media Group Company that imports and posts accounts payable
journals.

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Project Admin (Administrator)

The individual within SDI Media Group Company that creates, maintains, corrects and
updates project information.

Requisitioner

The individual within SDI Media Group Company that creates, maintains, corrects and
updates requisitions and receipts. This individual will also manage the resolution of
matching invoice holds.

Process Flow Diagram – Requisition-to-Pay for SDI Company

Procurement High Level Process Flow For iProcurement 12i

Create Catalog
Requisitioner

Yes
Requisition
Shop Find Item or Submit Receive Goods
Start iProcurement Service in Requisition for or Services at End
Catalog Catalog? Approval Desk
Create Non-
No Catalog
Requisition
Purchase Order
Requisition or

Approve Purchase Order

Approver

Approve or
Receive Approval
Reject Reject End
Request
Document?

Approve Requisition
Buyer

AutoCreate Submit Purchase Provide Supplier

Search Approved
Requisition onto Order for with Approved
Requisition Pool
Purchase Order Approval Purchase Order
Supplier

Receive and Provide Invoice

Ship Goods or
Accept Purchase for Goods or End
Provide Services
Order Services
Receiver

Receive Goods Deliver Goods to

End
in Mailroom Requester

Create Change
Request

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Process Narrative Description – Procure-to-Pay for SDI Company

1. The P2P process begins when an employee has a need for a goods, items or service.
2. If the good/service is not for a project, the employee will submit a request to their
Requisitioner to enter and submit a requisition.
3. If the project is created and a Purchase Order is created to acquire the resource. The only
approval needed is from the resource. If the request is for goods or items then a
requisition has to be created in iProcurement and sent to approval mamanger for
approval.
4. Approver reviews and approves the submitted requisition using Oracle Worklist.
5. Purchase Order is automatically generated and automatically approved based upon the
approved requisition for goods and items. For services for a project the only approval is
the resource approval of thework to be performed.
6. Project Administrator will run processes to show project related purchase orders as
commitments in Oracle Projects.
7. Accounts Payable receives the invoices from suppliers and Pay on Receipt from
purchasing and sets them up for pay based on terms of PO and, enters them into Oracle
Accounts Payable and matches them to the appropriate PO.
8. Employee will notify the requisitioner when good/service is received.
9. Requisitioner will enter receipts, corrections and returns using Oracle iProcurement.
10. Requisitioner will resolve PO matching holds by entering receipts, corrections and
returns in Oracle iProcurement.
11. Project Administrator will run processes to show project related purchase order receipt
transactions as actuals in Oracle Projects.
12. Receipts will automatically create a journal entry in Oracle General Ledger to account for
the expense and accrual.
13. Accounts Payable will pay the invoice.
14. Accounts Payable will transfer invoice and payment journals to Oracle General Ledger.
15. After all the actual costs are collected for a capital project, Projects will transfer the data
to Oracle Fixed Assets.
16. Asset Administrator will create Mass Additions using Oracle Fixed Assets.
17. Asset Administrator will create Depreciation using Oracle Fixed Assets.
18. Asset Administrator will transfer journals to Oracle General Ledger.
19. Asset Administrator will transfer data to automatically generate lease invoices using
Oracle Fixed Assets.

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Purchasing Process Design for OPS/Services

Quote/Sales Order/Order Mgmt/Media Asset/Projects/Purchasing

Custom Ops
Front End

The custom front end will be split into two items; a SOA portion that will automatically create the project agreement
from the Order, and a UI that will store media meta data as well as some project data elements.

Quote in
Management

Order
Oracle OM Custom Cost Rate Table in
Management Customer Bill Rate for Orders Oracle to provide rates for
Order

Booked and will be stored and/or resources that is pulled on to

calculated in Advanced
Interfaced to Pricing
the PO by purchasing when a
Projects PO is created
Sales Order
Media Asset

Media Asset Received by email, Store Media

physical drop off Digitize and verify
Asset on
FTP Media condition
server
FAX

Project is created from a Log Media into custom Schedule Roles Project Work or
SOA creates Project Work can begin once a
template or existing project Oracle form and table (UI), and Resources task is resourced and Task is
Projects

agreement with data

elements from the criteria (Master Title) then attach file path to Once Chosen send asset location has completed or
Whether or not an asset oracle Projects and Tasks. Offer Letter been attached to a reviewed by SDI
Order in OM
project and task. Management
resides in the SDI System Once accepted
Purchasing

Purchase Order is created Run “Receive Open Interface Table

Automatic (custom) fill of Header Information Program that will automatically mark Everything flows to AP
and rates are pulled from custom rate table to Approved PO is received Project PO’s as “Received in for setup for pay for
compute a total PO amt owed the resource. from Resource Purchasing . resource based on PO
PO is approved and emailed out to Resource Run “Pay n Receipt” program to amts
or Vendor create invoices in Payables

Process Narrative Description – Asset to Pay (PO to Pay)

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1. Once a sales order is received from the customer and a project agreement is signed
and received in Oracle Projects
2. Manually create the project using a template (WBS –Project-Job –Task) based on Sales Order from Customer
3. Oracle Project Resource Management is used to search for and assign a role and resource to a project task
4. Offer Letter is sent out to ex. John Smith for a French and Spanish Translation ( this could be sent via”iSupplier”).
There is also the option to send the offer letter out or not (check box) on the form.
5. If there is not media asset available the project will remain in the oracle systems till it arrives
6. Media Asset arrives and is stored on the server and a SDI Media Services number is created and the path of it’s
location is sent to projects to be attached to the task
7. PO is automatically generated ( Header Info is automatically drawn from the supplier table in to the PO form)
8. PO Lines are predefined as to Subtitling, Dubbing, and Theartrical lines of work etc.
9. Send PO? Yes or NO (check box on the form)
10. The scheduler needs to populate the lines with rate ( stored in a custom rate table in Oracle) and with the actual
minutes or hours or Length of time
11. PO has a message line that says: THIS SERVES AS YOUR INVOICE for those 1500 or so translators that the US
SDI currently does for them.
12. When the translator/supplier notifies the Project Manager or Client Manager that the work is finished and ready
to be shipped. The status of the project is changed to “Delivered”
13. This triggers ( custom process) the “Oracle Receive Interface Table” process to automatically close specific
purchase orders which will b done by the scheduler or PM or Client Manager
14. Now the “Pay on Receipt” concurrent process in Oracle is ran which triggers AP to setup the invoice for
payment
15. Accounts Payable sets up the invoice for pay based on the terms of the contract with the translator ( ex. Net 30)
16. Net 30 a check run is done and payment is sent out to the Translator\Resource

Process Flow Diagram – Enter & Submit Requisition

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Enter & Submit Requisition

Create Create Approve
Supplier Project REQ
Employee

submits
request
No

enter REQ lines enter project

project exist? Yes
(non-catalog information
request or copy
No prior REQ)

Yes Yes review default

approver list

supplier/site enter charge

project related? No
exist? account

additions to
approval list?
Yes
Requisitioner

Yes
add requisition line add delivery
another item? No
(item) to cart information

No add additional
approvers

review REQ

submit REQ

Process Narrative Description – Enter & Submit Requisition For SDI Employees

1. The Enter & Submit Requisition process starts the P2P process. All employees should
have access to the Oracle Requisition form.
2. Requisitioner( an employee or manager ) receives request to create a requisition from an
employee.
3. Requisitioner begins to enter the requisition in iProcurement by entering requisition lines
via Non-Catalog Request page or by copying a prior requisition.
4. Requisition determines if the supplier and supplier site exists by entering/searching for
the supplier and supplier site on the Non-Catalog Request page.
5. If the supplier and supplier site does not exist, the requisitioner should discontinue
entering the requisition and follow the Create Supplier process.
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6. If the supplier and supplier site does exist, the requisition
selects the supplier and supplier site and additional non-catalog request information
(item description, quantity, unit price, unit of measure, category) and then adds
requisition line to shopping cart.
7. Requisition determines if there are additional items to add to the shopping cart.
8. If there are additional items to add to the shopping cart, the Requisitioner repeats steps 6
and 7.
9. If there are no additional items to add to the shopping cart, the Requisitioner selects
Checkout to proceed to delivery information.
10. Requisitioner modifies default delivery information (Requester, Deliver To, Need-By-
Date), if necessary.
11. Requisitioner determines if the items are project related.
12. If the items are project related, the requisitioner enters project information (project
number, task number, expenditure organization, expenditure date).
13. If the items are not project related, the requisitioner modifies the default charge account,
if necessary
14. Requisitioner reviews default approver list and determines if additional approvers are
required.
15. If additional approvers are required, the Requisitioner adds additional approvers.
16. If additional approvers are not required, the Requisitioner proceeds to review and the
requisition.
17. Once reviewed, the requisitioner proceeds by submitting the requisition for approval.
18. The P2P process continues with the Approve Requisition process.

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Process Flow Diagram – Approve Requisition

Approve Requisiton
Enter &
Modify Modify Create
Submit
REQ REQ PO
REQ
Approver

REQ approval
approved?
notification

Yes
No
Yes
System

No
last approver?

Yes
Requisitioner

REQ approved REQ rejection correct/adjust

notification notification REQ?

No cancel REQ END

Process Narrative Description – Approve Requisition

1. This process continues from either the Enter & Submit Requisition or Modify Requisition
process ex. Approvers are supervisors of each department in SDI

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2. Approver receives notification requesting their approval of
the requisition.
3. Does the approver agree with the requisition?
4. If the approver approves the requisition, the system will determine if this is the last
approver in the approver list.
5. If the last approver has not yet approved the requisition, the system will send an
approval notification to the next approver on the approver list.
6. If the last approver has approved the requisition, the system will mark the requisition
with an approved status and the P2P process continues with the Create PO process.
7. If any approver in the approver list rejects the requisition, the requisitioner receives a
notification that their requisition was rejected.
8. Requisitioner determines if the requisition can be adjusted.
9. If the requisition can be adjusted, the requisitioner corrects the requisition by following
the Modify Requisition process.
10. If the requisition cannot be adjusted, the requisitioner cancels the requisition.
11. The P2P process ends if the requisitioner cancels the requisition.

Process Flow Diagram – Create PO

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Create PO
Approve Transmit Modify
REQ PO REQ
System

sourced or
PO automatically PO automatically
emergency Yes
generated approved
REQ?

No No

concerns with
review REQ No auto-create PO submit PO
REQ?
Buyer

Yes

return REQ

Yes

correct/adjust
Requisitioner

REQ?

No cancel REQ END

Process Narrative Description – Create PO

1. This process continues from the Approve Requisition process.

2. The system will determine if the requisition can be sourced (blanket purchase agreement
or emergency requisition).
3. If the requisition can be sourced (aka the requisitioner has selected I Need an Emergency
PO checkbox on the shopping cart page of iProcurement), the purchase order will
automatically be generated from the requisition.
4. If the requisition cannot be sourced (aka the requisitioner has NOT selected I Need an
Emergency PO checkbox on the shopping cart page of iProcurement), the purchase order
cannot be automatically generated from the requisition, and thus buyer intervention will
be required.

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5. If the requisition cannot be sourced, the buyer will login to
Oracle Purchasing and review the requisition via the AutoCreate form.
6. Buyer determines if there are any concerns with the requisition.
7. If the buyer has concerns with the requisition, the buyer will return the requisition to the
requisitioner. The system will set the status of the requisition to Returned.
8. Requisitioner determines if the requisition can be adjusted.
9. If the requisition can be adjusted, the requisitioner corrects the requisition by following
the Adjust Requisition process.
10. If the requisition cannot be adjusted, the requisitioner cancels the requisition.
11. The P2P process ends if the requisitioner cancels the requisition.
12. If there are no concerns with the requisition, the buyer will auto-create the PO.
13. The buyer will submit the PO (for approval).
14. Once the PO is created (either automatically or by the buyer), the PO will be
automatically approved by the system.
15. The P2P process continues with the Transmit PO process.

Process Flow Diagram – Transmit Purchase Order & Delivery

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Transmit Purchase Order & Delivery

Create Enter
PO Receipts
System

email PO?

No
Yes

ship
Supplier

goods/
deliver
PO received as
PO received service
PDF attachment
Requisitioner

deliver PO to
PO has been sent PO must be sent
supplier (mail,
to supplier to supplier
email, fax)

Process Narrative Description – Transmit Purchase Order

1. This process continues from the Create PO process.

2. The system will determine if the purchase order can be directly sent to the supplier if the
supplier site chosen on the requisition/purchase order is set up with the Supplier
Notification Method = Email and the supplier site has an email address entered in the
Email field.
3. If the supplier notification method is email, the system will automatically send the
supplier an email with the PO as a PDF attachment.
4. The system will also send a notification to the Requisitioner informing them that the PO
has already been sent (emailed) to the supplier. This notification will contain the PO as a
PDF attachment.
5. If the supplier notification method is print, the system will automatically send the
requisitioner a notification with the PO as a PDF attachment. This notification will
instruct the requisitioner to send the PO to the supplier.
6. Requisitioner will send the PO to the supplier by whatever means is appropriate (email,
mail, fax, etc).
7. The supplier will then process and complete the purchase order by shipping the goods or
delivering the service.
8. The P2P process continues with the Enter Receipt, Return or Correction process.

Process Flow Diagram – Enter Receipts, Returns and Corrections

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Enter Receipts, Returns and Corrections

Resolve Enter &
Transmit
Invoice Match
PO
Holds Invoice

go to receiving enter receipt data

receipt? Yes find by REQ# select REQ line receipt entered
screen (date & qty)

No
Requisitioner

enter return data receipt

return? Yes go to return screen find by REQ# select REQ line
(date & qty) returned

No

go to correction enter corrected receipt

correction? Yes find by REQ# select REQ line
screen data (date & qty) corrected

No

END

Process Narrative Description – Enter Receipts, Returns and Corrections

1. This process continues from either the Transmit Purchase Order and Delivery process or
from the Resolve Invoice Holds Process.
2. Requisitioner determines if the receiving transaction is a receipt.
3. If the receiving transaction is a receipt, the requisitioner will go to the receiving screen.
4. Requisitioner will find the requisition by its number.
5. Requisitioner will select the appropriate requisition line.
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6. Requisitioner will enter the receipt details (like date and
quantity) and save the transaction.
7. The system will mark the goods or service as received.
8. The requisition-to-pay process continues with the Enter & Match Invoice process.
9. If the receiving transaction is a return, the requisitioner will go to the return screen.
10. Requisitioner will find the requisition by its number.
11. Requisitioner will select the appropriate requisition line.
12. Requisitioner will enter the return details (like date and quantity) and save the
transaction.
13. The system will mark the goods or service as returned.
14. The requisition-to-pay process continues with the Enter & Match Invoice process.
15. If the receiving transaction is a correction, the requisitioner will go to the receiving
screen.
16. Requisitioner will find the requisition by its number.
17. Requisitioner will select the appropriate requisition line.
18. Requisitioner will enter the correction details (like date and quantity) and save the
transaction.
19. The system will mark the goods or service as corrected.
20. The requisition-to-pay process continues with the Enter & Match Invoice process.
21. If the receiving transaction is NOT a receipt, return or correction, the P2P process ends.

Process Flow Diagram – Modify Requisition

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Modify Requisition
Approve Approve Create
REQ REQ PO

find requisition find requisition

enter changes & does invoice

Requisitioner

submit for does PO exist? and/or receipt

approval exist?
Yes

No
Yes

enter changes
(LIMITED) and
No END
submit for re-
approval

Process Narrative Description – Enter Receipts, Returns and Corrections

1. This process continues from either the Approve Requisition process where a requisition
is rejected by the approver or the Create Purchase Order process where a requisition is
returned to the requisitioner from the buyer.
2. Requisitioner finds the requisition to be modified.
3. Requisitioner make the necessary changes and resubmits requisition for re-approval.
4. The P2P process continues with the Approve Requisition process.
5. This process can also be initiated by the requisitioner should they determine that there is
a problem with the originally submitted requisition.
6. If a PO does not yet exist for the requisition, the Requisitioner can make the necessary
changes and resubmits requisition for re-approval with the P2P process continuing to the
Approve Requisition process.
7. If a PO does exist for the requisition, the Requisitioner can still make the necessary
changes and re-submit for approval with the P2P process continuing to the Approve
requisition process. It should be noted that the changes that a requisitioner can perform
are limited to the following:
a. Price
b. Quantity
c. Deliver To Location

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d. Need-By Date
8. If a receipt and/or invoice transaction exists against the requisition to be changed, the
requisition cannot be changed and the P2P process ends.

Process Flow Diagram – Enter & Match Invoice

Enter & Match Invoice

Create Resolve Import &
Enter
Debit Invoice Post
Receipts
Memo Holds Journals

receive invoice
from supplier perform match to
PO

run invoice
validation
Scan invoice into proces
MV170 Yes
Accounts Payable

invoices on
hold?

enter invoice as
PO Default invoice No
type
run Invoice
Approval
process

run
enter invoice run transfer to
accounting
header data GL process
process

Process Narrative Description – Enter & Match Invoice

1. This process continues from the Enter Receipts, Returns & Corrections process.
2. Invoice is received at scanning location and scanned into system (Mark view 170).
3. Accounts Payable retrieves the image from MV170 and enters the invoice as a PO Default
type including all necessary invoice header information.
4. Accounts Payable performs invoice match to PO process.
5. Accounts Payable runs the Invoice Validation concurrent process (schedule to run
automatically at periodic intervals).
a. The system determines if any matched invoices should be place on a matching
hold.

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b. If the system determines that an invoice should be
on an invoice matching hold, the P2P process continues with the Resolve Holds
process.
6. Accounts payable initiates the Invoice Approval process (only PO-matched invoices that
have distributions that are project-related will be flagged as needing approval). (Note:
An invoice will be in a status of “Validated” before it can be initiated for approval.)
7. Accounts Payable runs the Payables Transfer to General Ledger concurrent process
(schedule to run automatically at periodic intervals).
8. Projects runs the “PRC: Interface Supplier Costs” to pull project-related expenditures,
both from AP and from receiving, into the Projects (scheduled to run automatically at
periodic intervals).
9. The P2P process continues with the Import & Post Journals process.

Process Flow Diagram – Resolve Holds – Qty Rec

Resolve Invoice Holds – Qty Rec

Enter & Create
Enter
Match Debit
Yes Receipts No
Invoice Memo

Qty Rec is receipt is receipt qty is invoice qty inform AP to

No Yes No
notification missing? accurate? accurate? create debit memo
Requisitioner

Yes

END

Qty Rec hold

released

Process Narrative Description – Resolve Holds – Qty Rec

1. This process continues from the Enter & Match Invoice process.
2. Requisitioner determines if the receipt is missing by communicating with the employee.
3. If the receipt is missing, requisitioner enters the receipt (go to the Enter Receipts, Returns
& Corrections process).
4. If the receipt is not missing, the requisitioner determines if the receipt is inaccurate by
communicating with the employee.
5. If the receipt is inaccurate, the requisitioner performs a correction (go to Enter Receipts,
Returns& Corrections process).
6. If the receipt is accurate, the requisitioner determines if the invoice is accurate?

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7. If the invoice is inaccurate, the requisitioner informs
Accounts Payable and requests that a debit memo be created (go to the Create Debit
Memo process).
8. If the invoice is accurate, the P2P process ends.
9. The system will automatically release the Qty Rec invoice hold for returns, corrections
and debit memos.

Process Flow Diagram – Resolve Holds – Qty Ord

Resolve Invoice Holds

Enter & Create
Update
Match Debit
PO
Invoice Memo

Unit Price is invoice price is PO price

Yes END
notification accurate? accurate?

No No
Requisitioner

inform AP to inform buyer to

create debit memo update PO price

Unit Price hold

released

Process Narrative Description – Resolve Holds – Qty Ord

1. This process continues from the Enter & Match Invoice process.
2. Buyer determines if the invoice is accurate.
3. If the invoice is inaccurate, the buyer informs Accounts Payable and requests that a debit
memo be created (go to the Create Debit Memo process).
4. If the invoice is accurate, the buyer determines if the PO is inaccurate.
5. If the PO is inaccurate, the buyer to updates the PO (go to the Update PO process).
6. If the invoice is accurate, the P2P process ends.
7. The system will release the Qty Ord invoice hold for debit memos and PO updates.

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Open and Closed Issues for this Deliverable

Open Issues and Identified Gaps for WRICEP Development. Note that the exceptions to standard Oracle functionality slated for
development will be listed here and will be matched to the Overall WRICEP listing and subsequently an MD050 (Functional Design
for Technical Development) document.

ID Issue Resolution Responsibility Target Date Impact Date

1.0 Auto populate PO with Auto populate PO with header and line Vikas
header and line information information

2.0 Custom Rate Table for Custom Rate Table for Vikas
Resources/Translators Resources/Translators

3.0 Need to auto receive each Receive Interface Table should be able to Vikas
services PO because of identify those service PO’s that have
volume completed the work and mark PO Closed

Then run “Pay on Receipt” process

4.0 Capital Projects 3 questions added to the iProcurement Vikas nn

Requisition for

1 Is this a Capital Project ?

2 Has it been approved by steering

committee?

3 Please enter your project number _____

5.0 Subtitling wording for Custom wording for subtitling Bev/SDI Team
subtitling Purchase Orders

6.0 Dubbing wording for Custom wording for dubbing Bev/SDI Team
dubbing purchase orders

7.0 Ability for Oracle iSupplier Richard Kadeg

suppliers/resources to view
offer letter , update their
own information etc

Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

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ID Issue Resolution Responsibility Target Date Impact Date

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