Procure To Pay Purchasing

Procure to Pay Purchasing
Overview
Overview
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Procure to Pay Purchasing Overview
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Procure to Pay Purchasing Overview

Procure to Pay: Procurement

Objectives

Agenda

Overview of the Ordering Process
Overview of the Ordering Process

The ordering process flow within the Procure to Pay business flow focuses on procurement
activities from the request of goods and services to their eventual receipt.
Throughout the ordering process you are able to:
• Route transactions according to your approval structure. Approval authorization limits
are defined by amount, charge account, item category, and location. For documents that
require your approval, you can review and approve transactions on-line. Also, you can
see the full transaction detail and review the action history before you approve a
transaction.
• View Approval Status. Oracle Purchasing automatically displays the approval status of
your transaction and informs you whether it is Approved, Cancelled, In Process,
Incomplete, Pre-Approved, Rejected, or Returned. You know where your transaction is
within this flow at all times.
• Automatically generate distribution accounts. Oracle Purchasing uses Account Generator
to enter the distribution automatically whenever possible.
• Provide attachments as notes on transaction headers and lines.

Overview of Requisitions
Requisitions
A requisition is an optional starting point in the procurement process. Requisitions allow
employees to enter requests for products and services which are then transmitted to the
procurement staff. Requisitions within Oracle Purchasing contain information regarding the
accounts that should be charged for the purchase along with details such as delivery location
and approvals based upon company policies.
In addition to the manual creation of on-line requisitions, you can use Oracle Master
Scheduling/MRP to generate requisitions based upon the planning requirements of your
organization. Inventory can generate requisitions based upon replenishment requirements.
Outside processing requirements can be generated into requisitions by Oracle Work In Process.
Oracle Order Management generates requisitions based upon the need to drop ship goods to
customers directly from our suppliers.
Internal processes, such as internal sales orders are initiated from the requisition process as
well. The internal requisition document passes information to Order Management to allow for
the shipment of goods and services within our own company.
With Oracle Purchasing/iProcurement you can:

• Create, edit, and review requisition information on-line. You are also able to enter
suggested supplier information, delivery instructions, multiple accounting distributions,
and notes to buyers, approvers, and receivers. You always know who approves
requisitions and whether they are in the approval, purchasing, receiving, or delivery
stage.
• Route requisitions according to your approval structure. You are also able to set
authorization limits by amount, charge account, item category, and location. You can
review and approve requisitions that need your approval, and see the full requisition
detail and review the action history before you approve a requisition. If your business
process requires off-line review and approve, you can print requisitions (with status
Approved, Cancelled, Rejected, In Process, Pre-Approved, and Returned).
• Import requisitions from other systems such as material or distributions requirement
planning applications
• Transfer requisition information to the purchase order document via AutoCreate process

Overview of Requisition to Order Document
Requisition to Order Document

If your ordering process begins with a requisition, that document must be transformed within
Oracle Applications into either a Purchasing Document that is sourced externally or an Internal
Sales Order that is sourced internally.
AutoCreate
The AutoCreate process in Oracle Purchasing allows you to transfer information contained on
a requisition document to a purchasing document, so it may be sent to a supplier. AutoCreate
allows a buyer to add requisition lines to an existing purchasing document or create a new
document.
Internal Sales Orders
If the goods and services requested are to be sourced from within your own company, the
internal requisition will be passed to the Oracle Order Management application for fulfilment
via the Create Internal Sales Orders process. For more information on Internal Requisitions
and Internal Sales Orders please see the advanced topic: Internal Requisitions and Sales
Orders.

Overview of the Purchase Order Process
Overview of the Purchase Order Process

The creation of the purchasing document marks the beginning of the required steps within the
ordering process. Oracle Purchasing allows you to create several different types of purchasing
documents: standard and planned purchase orders, blanket and contract purchase agreements,
along with blanket and scheduled releases. These six documents allow maximum flexibility to
meet procurement team needs, while maintaining corporate policies and standards.
• Review all of your purchases with your suppliers to negotiate better discounts.
• Create purchase orders simply by entering a supplier and item details.
• Create standard purchase orders and blanket releases from both on-line and paper
requisitions.
• Create accurate and detailed accounting information so that you charge purchases to the
appropriate departments.
• Check your funds availability while creating purchase orders.
• Review the status and history of your purchase orders at any time for all the information
you need.

• Print purchase orders flexibly by using a number of print options .
• Inform your suppliers of your shipment schedule requirements.
• Record supplier acceptances of your purchase orders. You always know whether your
suppliers have received and accepted your purchase order terms and conditions.
• Create your purchase orders by providing a quantity and price for each item you are
ordering. Alternatively, you should also be able to create your purchase order simply by
providing an amount if you are ordering a service that you cannot break down by price
and quantity.
• Copy purchase orders.

Overview of Receiving Process
Receiving Process
Oracle Purchasing lets you control the items you order through receiving, inspection, transfer
and internal delivery. These features allow you to control the quantity, quality and internal
delivery of the items you receive.
• Use routing controls at the organization, supplier, item, or order level to enforce material
movement through receiving. For example, you can require inspection for some items
and dock-to-stock receipt for others.
• Define receiving tolerances at the organization, supplier, item, and order level, with the
lowest level overriding previous levels. You can define tolerances for receipt quantity,
on-time delivery, and receiving location. You can assign looser tolerances to low-value
items that you consume at high volumes. You can set enforcement options to ignore,
warn the user, or reject transactions that violate the tolerances.
• Specify match approval levels. You can specify two-, three-, and four-way match
approval levels on a purchase order line.Purchasing uses your receiving and inspection
information to ensure that you only accept and pay for the items you order, receive, or
inspect. Choose the three-way match approval level if you want to receive items before

you allow payment. Choose the four-way match approval level if you require inspection
and acceptance of receipts before authorizing payment.
• Use Advance Shipment Notices (ASNs) to enter receipts in the Enter Receipts window,
reducing data entry time.
• Print the receiving and inspection documentation you need. For example, you can prepare
for incoming receipts by printing the Expected Receipts Report to help you identify
items and quantities you expect to receive. You can use this report to plan your work,
identify receipts satisfying an urgent demand, and control unexpected receipts. Finally,
you can produce summary and detail receiving transaction reports by item, supplier,
purchase order number, and/or receiving date range.
• Track, update, and record the receipt of intransit and inter-organization shipments.
• Record receipt of unordered items based on your item, supplier, or organization defaults.
For example, if your organization does not allow receipt of unordered items, you should
not be able to enter a receipt unless it is matched to an order shipment.
• Automatically update related supply information, inventory balances, WIP operations,
requisition details, and purchase order details while entering a single receiving
transaction.
• Receive services, inventory, expense, and outside processing items using one screen. You
acknowledge receipt of services by receiving amounts of the service, generally related to
receipt of an invoice. You receive inventory items to expense or asset subinventories, you
receive expense items to the requestor, and you receive outside processing to the shop
floor (designated operations in your manufacturing process).
• Distinguish closed for invoicing from closed for receiving. Purchasing automatically
closes your purchase order for receipt when it is fully received. You can manually close
partially received purchase orders if you no longer expect any more receipts against them.
Close for invoicing and close for receiving are managed using tolerances. You can
specify that when you have received a certain percentage of a shipment, Purchasing will
close the receipt. This is a soft close, and you can reopen the receipt. Oracle Purchasing
rolls up closing to the line and header level, and Closed information does not show in the
Open Purchase Orders report. Also, if there is a remaining balance, closed quantities are
no longer visible as supply scheduled receipts to MRP/ATP.
• Decide how you accrue un-invoiced receipts. For instance, you can accrue receipts
perpetually or at period-end for expense items. Oracle Purchasing uses perpetual accrual
for your inventory and shop floor item receipts. Oracle Purchasing and Inventory together
provide you with perpetual visibility and control on your accrued liabilities for inventory
items. Inventory lets you maintain the value of your inventories on a perpetual basis.
Oracle Purchasing automatically records your accrued liability in your general ledger as
you enter receiving transactions. Oracle Purchasing also provides you with complete
visibility and control of your inventories values, accrued liabilities for inventory and non-
inventory items, purchase price variances, and invoice price variances. And Purchasing
provides you with the information you need to facilitate your period close and your
inventory, purchasing, and payables reconciliation process.
• Track the quantity and destination of internally delivered items You know exactly what
items you receive and where to deliver them within your organization.

• Define which of your items require inspection. Oracle Purchasing lets you inspect
received items before you move the items into stock or deliver them to the requestor. You
can accept or reject items and provide detailed information about your inspection results.
Purchasing lets you review your inspection results on-line. You can review your
inspection results by receipt number, purchase order number, supplier, item, and/or
transaction date range. Oracle Purchasing also provides summary and detail reports to
help you analyze your suppliers’ performance. You can produce supplier quality reports
by buyer, supplier, and item. You can use the receiving inspection register to review
your inspections by receipt.
• Correct receiving transaction errors. Purchasing automatically updates the inventory
balances if you correct the quantities of items that have already been moved into
inventory.

Agenda

Overview of Purchasing Integration

Oracle Payables
• Accounting for matched purchase orders
• Suppliers
• Procurement cards
• Purchase orders
Oracle Projects
• Project, task, expenditure type, expenditure organization
Oracle General Ledger
• Sets of books
• Exchange rates
• Accounting flexfield
• Currency
• Charge Account Combinations
Oracle Cash Management

• Cash forecasting
Oracle e-Commerce Gateway
• Inbound 856, 857 (Advance Shipping Notice, Advance Shipping and Billing Notice)
• Inbound 843 (Response to request for quotation)
• Inbound 832 (Quotation)
• Outbound 850, 860 (Purchase order, change order)
Oracle Advanced Supply Chain Planning (ASCP)/Material Requirements Planning
(MRP)
• Requisitions created based on actual and forecast demand

Overview of Purchasing Integration (Cont.)

Oracle Human Resources
• Employees (Requestors and Buyers)
• Organizations (Receiving)
• Locations
• Hierarchies (Approval)
Oracle Workflow
• Approval Process
• Account Generator
• Notifications
Oracle Alert
• Expiration and Release Alerts
Oracle Quality
• Inspection plans
• Inventory

• Units of measure
• Item information
Oracle Inventory
• Items
• Demand
• Receipts
Oracle iSupplier Portal (iSP)
• Record purchase order acknowledgments
• Reschedule Promised-By dates
• View agreed amounts and released amounts for blanket purchase agreements
• View purchase order and revision history
• View RFQs
• View expected deliveries
• Create and view ASNs and ASBNs
• View receipts, returns and overdue receipts
• View quality results and inspection details
• View and maintain order modifiers
• Set processing lead time, minimum order quantities and fixed lot multiples
• Forecast shipment schedules
• View invoice and payment information
• Search and view supplier items

Overview of Purchasing Integration (Cont.)

Oracle Assets
• Suppliers
Oracle WIP
• Receipts
• Requisitions generated from outside processing
Oracle Order Management
• Internal requisitions
• Demand
• Drop shipments
Oracle Sourcing
• Collaborative RFQs
• Auctions
Oracle CBC
• Commitment Budgetary Control (CBC)

• Dual Budgetary Control
• Enhanced funds checking and reservation
Oracle Consigned & Vendor Managed Inventory
• Supplier Consigned Inventory
• Vendor Managed Inventory
• Both enabled through iSupplier Portal

Purchasing Integration with General Ledger
Purchasing Integration with Oracle General Ledger

Payables Transfer (1)
Use the Receipt Accruals - Period-End process to transfer periodic accruals to the
GL_Interface table. Perpetual accruals are sent to General Ledger when the receipt is
processed.
Journal Import (2)
Use the Journal Import process, with a source of Purchasing, to transfer accrual accounting
from the GL_Interface table to General Ledger. The Journal Import process creates unposted
journals. The Post process in General Ledger updates account balances. Once journals are
posted, you can perform account analysis, subledger drill down and run financial statements.

Purchasing Integration with Payables
Oracle Payables Integration with Oracle Purchasing

Match and Update Qty Billed (1)
Enter an invoice and match it to a purchase order to update the quantity billed against the
purchase order.
Copy Accounting (2)
During the match process, accounting stored with the purchase order distribution is copied to
the invoice.

Purchasing Integration with Cash Management
Purchasing Integration with Oracle Cash Management

As requisitions are entered into the system, approved and used to create purchase documents,
the likelihood that goods or services will be received, an invoice entered into Payables and
payment made increase. Organizations can use Cash Management to create and use cash
forecasts to better assess the timing and amount of their cash needs.

Purchasing Integration with Projects
Purchasing Integration with Oracle Projects

Projects uses purchase order information in Purchasing to determine committed costs. All
projects start with a cost budget. As materials are purchased and invoices received, the actual
costs are accumulated for the project. Those project costs are interfaced to Projects from
Payables. Project managers then use Project Status Inquiry to view cost information for their
projects. However, if project managers were to wait until invoices were received to determine
the total cost of their project and and are asked to forecast if they will achieve their targeted
cost budget, they may not be able to act quickly enough if their project begins to have cost
overruns. Projects can use committed costs like purchase orders to help better assess project
status. Purchase orders are essentially orders for goods and services that will eventually lead to
an invoice and a project cost.

Purchasing Integration with ASCP/MRP
Purchasing Integration with Oracle ASCP/MRP

ASCP/MRP gives the ability to either manually or automatically load requisitions into the
Requisitions Interface based on planned demand.
Launch Planning (1)
You can launch the planning process for a material requirements plan (MRP) or a master
production schedule (MPS).
Release Planned Orders (2)
Release planned orders to generate requisitions for Buy items. Requisitions are interfaced to
the Requisitions open interface.
Run Requisition Import (3)
Requisition Import creates a requisition line and one or more requisition distributions for each
row it finds in the interface table. It then groups these lines on requisitions according to
parameters you define. You can create releases each time you run the Requisition Import
process.

Purchasing Integration with e-Commerce Gateway
Purchasing Integration with Oracle e-Commerce Gateway

Purchasing integrates with Oracle e-Commerce Gateway for exchanges of several EDI
transactions. The e-Commerce Gateway can extract purchase orders and change orders, load
catalogs, ASNs (Advance Shipping Notices) and ASBNs (Advance Shipping and Billing
Notices).

Purchasing Integration with Human Resources
Purchasing Integration with Oracle Human Resources

Employees defined using Human Resources are buyers and requesters in Purchasing.
Locations that are defined become Bill-To and Ship-To and Receiving locations.
Organizations defined in Human Resources become the operating units and inventory
organizations. Hierarchies like the position hierarchy or the employee/supervisor hierarchy
can be defined in Human Resources. Purchasing uses hierarchies for requisition and purchase
order approvals.

Purchasing Integration with Quality
Purchasing Integration with Oracle Quality

Quality is an integrated quality management application designed to support manufacturers in
the pursuit of total quality management (TQM), zero defects, continuous process improvement
(CPI), and ISO 9000 certification. It is designed to support the diverse data collection needs of
discrete, repetitive, assemble-to-order, and batch process manufacturers. Quality helps you
manage and distribute critical quality information throughout your organization.
Purchasing shares collection plans with Quality. Collection plans are similar to test or
inspection plans. They contain the collection elements that represent the specific data that you
want to collect and report on. Collection plans can include collection elements that collect data
on defect types, symptoms, causes, actions, critical measurements, or environmental
characteristics, as well as reference information such as item, lot number, serial number,
operation, department, subinventory, supplier and customer. You also can specify target values
and limits for collection plan elements, and mandate that certain actions be taken, based on the
quality results entered. For example, you can specify that an electronic mail notification be sent
when a temperature reaches a certain level.

Purchasing Integration with Inventory
Purchasing Integration with Oracle Inventory

Min/Max Planning (1)
Use the Min-Max Planning Report to show planning information for all items, or items with
on-hand balances either below or above their assigned minimum or maximum on-hand
quantities. You have the option to generate internal or purchase requisitions for Buy items that
are sent to the Requisitions Open Interface.
Requisition Import (2)
Use the Requisition Import process to import requisitions Inventory. Requisition Import
creates a requisition line and one or more requisition distributions for each row it finds in the
interface table. It then groups these lines on requisitions according to parameters you define.
You can create releases each time you run the Requisition Import process.

Purchasing Integration with Alert
Purchasing Integration with Oracle Alert

Alert offers predefined periodic Alerts to identify the following database exceptions:
• Approved Standard Purchase Orders
• Blanket Purchase Releases over Threshold
• No Receipt Required on Purchase Order Shipment
• Small Business Suppliers
• Standard Purchase Order over Threshold
• Blanket Purchase Releases over Threshold
• Suppliers on Hold
The following are available for Blanket Agreements, Contract Agreements and Planned
Purchase Orders:
• Notification Expiration
• Notification Not Released
• Notification Released

Purchasing Integration with Workflow
Purchasing Integration with Oracle Workflow

Requisition Approval
The PO Requisition Approval workflow is used for approving requisitions.
Purchase Order Approval
The PO Approval workflow is used for approving purchase orders.
Approve Change Orders
The Change Order workflow is used for controlling which changes to purchase orders require a
manual reapproval and which are automatically reapproved.
Create Purchase Orders and Releases
The PO Create Documents workflow for automatically creating purchase orders and releases.
Confirm Receipts
PO Confirm Receipts workflow for sending receipt notifications to requesters or buyers
notifying them that they should have received their order.
Send Notifications

PO Send Notifications for Purchasing Documents workflow for looking for documents that are
incomplete, rejected, in need of reapproval, or approaching expiration and sending
notifications to the appropriate people.
Price/Sales Catalog
PO Catalog Price Tolerance Exceeded Notifications workflow for sending a notification to the
buyer when the price/sales catalog information sent through the Purchasing Documents Open
Interface includes price increases that exceed a price tolerance that you set.
Generate Accounting
The PO Account Generator workflow and the PO Requisition Account Generator workflow
are used for generating Budget, Accrual, Charge, and Variance account combinations.

Purchasing Integration with iSupplier Portal
Purchasing Integration with Oracle iSupplier Portal

View document Information
• View agreed amounts and released amounts for blanket purchase agreements
• View purchase order and revision history
• View RFQs
Update system information
• Record purchase order acknowledgments
• Reschedule Promised-By dates
• Create and view ASNs and ASBNs
• Set processing lead time, minimum order quantities and fixed lot multiples
View receiving information
• View expected deliveries
• View receipts, returns and overdue receipts
• View quality results and inspection details
View and update planning information

• View and maintain order modifiers
• Forecast shipment schedules
• Search and view supplier items

Purchasing Integration with Assets
Purchasing Integration with Oracle Assets

Items for frequently purchased assets may be set up in the Master and Organization items
forms and associated with an asset clearing account and asset category. When these items are
purchased with a purchase order and the invoice and receipt are processed, payables has
enough information to interface the asset to Assets with description, quantity and asset
category information.

Purchasing Integration with WIP
Purchasing Integration with Oracle WIP

You can either manually enter requisitions for outside processing directly into Purchasing
Items or generate them in Work in Process (WIP) and interface them to Purchasing through the
Requisitions Open Interface.

Purchasing Integration with Order Management
Purchasing Integration with Oracle Order Management

You can use internal requisitions to requisition goods from one inventory organization and to
move to different inventory organization. After internal requisitions are approved, they are
interfaced to the Sales Order interface and eventually are used to create an Internal sales order.
Goods are shipped from one inventory organization to another. You can find expected receipts
in the destination inventory organization process the receipt.
Create Internal Sales Orders (1)
Use the Create Internal Sales Orders process to send requisition information from approved,
inventory-sourced requisition lines to the Order Management interface tables.
Order Import (2)
Then the Order Import process is run from within Order Management to generate the internal
sales orders.
Receive (3)
Find expected receipts and process receiving transactions when the goods are shipped.

Purchasing Integration with Sourcing
Purchasing Integration with Oracle Sourcing

Purchasing
• Create demand from manufacturing and employees
• Pass demand documents to Sourcing
• Create and deliver purchase orders upon Sourcing award
Sourcing
Oracle Sourcing offers sophisticated negotiation capabilities that reduce the time it takes
buyers to source new products and services, as well as optimize the value of existing contracts.
With Oracle Sourcing you can:
• Utilize collaborative preparation of negotiations, meaning several employees can work on
drafts of a negotiation.
• Conduct real-time, multi-round RFQs, auctions, and offers.
• Analyze negotiation responses (bids, quotes, and counteroffers).
• Award business

Purchasing Integration with Commitment Budgetary Control
(CBC)
Purchasing Integration with Oracle Commitment Budgetary Control (CBC)

To better support Dual Budgetary Control requirements for Oracle CBC, Oracle Purchasing
captures and stores relevant funds reservation data elements as part of the requisition and
purchase order transactions. All CBC information entered is validated during approval or funds
checking.

Purchasing Integration with Consigned and Vendor Managed
Inventory
Purchasing Integration with Oracle Consigned and Vendor Managed Inventory

Consigned Inventory
Most organizations benefit by deferring ownership of on-hand goods and materials until they
are truly needed. Oracle Purchasing, in combination with Discrete Manufacturing, supports the
ability to maintain supplier-owned inventory and transfer of ownership upon use.
Vendor Managed Inventory
Vendor Managed Inventory (VMI) refers to a business arrangement in which the buyer
delegates purchasing and planning activity for an item to the supplier. The supplier is
responsible for maintaining appropriate inventory levels for the buying organization. The
supplier initiates the purchasing process based on the buying organization’s forecast demand
patterns and current inventory levels.

Oracle Purchasing for Process Inventory
Oracle Purchasing for Oracle Process Inventory

Oracle Process Manufacturing (OPM) can perform all procurement related activities of
purchased goods and services through Oracle Purchasing screens. Additional OPM fields on
the requisition, purchase order, releases, and receiving forms default or capture relevant OPM
information. Similarly, Requisition Import, AutoCreate, Create Release concurrent program,
Create Internal Sales Orders concurrent program, and Receiving Open Interface accept and
pass OPM relevant information.

Agenda

Purchasing Documents Open Interface
Purchasing Documents Open Interface

Load (1)
The Purchasing Documents Open Interface receives price/sales catalog information and
responses to requests for quotation (RFQs) electronically from suppliers in the form of blanket
purchase agreement lines or catalog quotations. One way to import catalog data into the
Purchasing Documents Open Interface, and finally into Purchasing, is through Oracle e-
Commerce Gateway.
Process (2)
Run the Purchasing Documents Open Interface program to validate and import it into
Purchasing. The Purchasing Documents Open Interface program can be run from within e-
Commerce Gateway when you choose Import Program from the e-Commerce Gateway Process
menu. Or you can run this program separately, from within Purchasing. If you run it from
within Purchasing, you need to first import the price/sales catalog information into the
interface tables, using e-Commerce Gateway or a custom import program. Then use this
process to import the information into Purchasing.

Receiving Open Interface
Receiving Open Interface

Load (1)
The receiving open interface is used to process receipts loaded by the e-Commerce Gateway,
from a flat file (if bar-coding is used, for example), or ASNs and ASBNs loaded through the
iSupplier Portal.
Process (2)
After receipts are loaded run the Receiving Transaction Processor to validate them.
Confirm (3)
Receipts must be confirmed using the Confirm Receipts window or through a notification sent
by the Confirm Receipts workflow before they create accruals and can be delivered to their
final destination.

Requisitions Open Interface
Requisitions Open Interface

Load (1)
The Requisitions Open Interface is loaded from a variety of sources including Flat files,
Inventory, Work in Process (WIP), Material Requirements Planning (MRP) and Order
Management. iProcurement does not use the Requisitions Open Interface.
Import (2)
Use the Requisition Import process to import requisitions from other Oracle or non-Oracle
systems. Work in Process, Master Scheduling/MRP, Order Management, and Inventory (as
well as custom systems) can provide requisition information for the Purchasing requisition
interface table. For example, drop-ship orders from Order Management and Kanban orders
from Inventory are sent to the requisition interface table and converted into requisitions. Also,
project and task information from Master Scheduling/MRP are imported through the
Requisition Import process. Requisition Import creates a requisition line and one or more
requisition distributions for each row it finds in the interface table. It then groups these lines
on requisitions according to parameters you define. You can create releases each time you run
the Requisition Import process. For example, when you implement planned orders as
requisitions in the MRP Planner Workbench, you can automatically create the releases at the

same time you create the requisitions. Purchasing automatically creates (and optionally
approves) the releases for all blanket-sourced, approved requisitions as part of the Requisition
Import process, not just those created by the Requisition Import run. You can place
requisitions you imported on purchase orders just as you would any other requisition.
Purchasing automatically sources your requisition line to a blanket agreement or catalog
quotation number if the supplier for the item is in the Approved Supplier List and if sourcing
rules are set up for the item.
Process (3)
Once requisitions are loaded into Purchasing, use the AutoCreate form, the Create Releases
program or Workflow to create standard purchase orders or blanket purchase agreement
releases.

Summary


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