Professional Documents
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E-Shakti Procurement Mannual
E-Shakti Procurement Mannual
Oracle Sourcing
eShakti ERP Implementation
To change buyer
click on Reassign.
1.5 Click on create to auto create a Tender from requisition details .A new
Tendering Screen will open.
Requirements Section to
enter Commercial &
Technical requirements
c) Add the requirement along with Type as ‘Required’, Optional, Internal and display
only..
d) Add the value type as ‘Text’, Number or Date.
e) Select the Scoring method as Automatic or Manual .In case no scoring will be
done choose none.
f) Enter Target Scores in case you have potential target scores in mind for the
given requirement.
g) In the attachment Section, add drawings and Technical Specification Documents
if required.
2.1.8 In case a new clause needs to be added, click on add new clause.
a) Click on create Non-standard Clause.
b) Create the appropriate clause.
2.1.10 Check the suppliers that needs to be added and click on ‘add to invited
suppliers’ and then click on apply.
2.1.12 Click on review to review the tender and then submit for approval.
2.1.15 After the final approval, tender will be available to the buyer to be published .After the
user will Click on publish a notification will go to publish the tender in newspapers
and/or on OPTCL Website.
2.1.16 After the Tender has been published it will be available under the published
Negotiations Tab.
2.1.18 Keep adding the Suppliers to the Oracle System as and when Tender forms are sold.
To know how to create a new supplier in oracle system, please refer the ‘Purchasing
Training Manual’.
2.4.8 Select the Supplier that needs to shortlisted and click on Award .In case of
multiple suppliers have been shortlisted by different items or one line has
been awarded to multiple suppliers. Award can be done by Lines as well.
2.4.9 Click on the Award Radio Button in the screen and then go to Actions>Save
award to save the award shortlisted.
Supplier Set Up
2. ..................................................................................................Supplier Set Up
.........................................................................................................................................40
First Screen will show all the responsibilities assigned to the User.
2.1 Navigate: OPTCL Purchasing Super User -> Oracle Purchasing -> Supply Base ->
Suppliers
The above navigation will open an HTML Page for creating the Supplier.
From this page, user can Search an existing Supplier and/or Create a new Supplier
Click Here to
Create New
Supplier
Click on Apply
· If the Supplier Number Entry option in the Payables System Setup window is set to
Automatic, Payables automatically enters a Supplier Number for you.
· If this option is set to Manual, you must enter a unique Supplier Number.
To create sites for the supplier, go to the Suppliers: Address Book page
From this page, user can Search an existing Address of Supplier and/or create a new
Address
Click here to
create new
Address
Click on Create button to enter a new Address
1. Country
2. Address Line1
3. City
4. State
5. Address Name [This will be used as the Site name.]
6. Address Purpose:
a. Select Purchasing
b. Select Payment
· As soon as Address is created, System prompts user to create a Site for the address
created as shown in above navigation.
· Here, Site Name column as highlighted below uses the ‘Address Name’ created in
the previous screenshots.
Click here to
· A User can choose to have multiple sites using same address. Save the
Changes
Click on the Operating Units for which this Supplier Site will be available.
Click on Apply.
Click here to
update and
manage Sites
Update Address Screen can be used later for making any changes to the details of Address.
2.7 Manage Sites Screen (For creating multiple Sites using same address):
Click here to
create new Site
After entering Site Name and selecting Operating Unit, Click on Apply to Save the form.
Click here to
view all the
sites for this
Click here to
manage sites
· To allocate different liability accounts, we have created two different sites under
same address representing Construction Site with (C) and Non Construction Site
with (O).
· Example:
1. Site Name
2. Select
a. Purchasing
b. Pay
c. Primary Pay
Click here to
save the
changes
Note the highlighted area in the above screenshot. It defines the purpose of the Site.
· At the time of invoice creation Primary Pay site defaults for that supplier. If user wishes,
he/she can change it to other Pay site also from LOV.
· At least one of the sites for the supplier should be set as Pay or Primary Pay otherwise
the Supplier will not be listed at the time of creating invoice.
· Only those sites which are set as Purchasing will be listed at the time of Purchase Order
creation.
· If none of the site is Purchasing enabled, the Supplier will not be listed at the time of
Purchase Order Creation.
Click here to
enter Contact
Details
Select this
CheckBox
Click on the check box as shown above. And then Scroll down in this page, following fields will
be visible.
· Following Liability Accounts will default with values set in Financial Options-
>Accounting Tab.
· Note for Cuttack(C) and Cuttack (O) sites we have different liability accounts
assigned.
Click here to
save the
· Supplier Additional Information is entered for TDS purposes only for already existing
suppliers.
· This information is required to be captured for Supplier (null site) and Supplier Site(s)
both.
3.1 Navigate: OPTCL Purchasing Super User -> India Localization -> Suppliers -> Additional
Information Info
· Same navigation is used for entering Additional Information values for Supplier and
Supplier Site.
· For Supplier, the value in the field Site will remain null and for Supplier Site the value in
the same field will be the actual site value of that supplier.
Structure Information
Enter the following as applicable:
Fields above are set for other taxes like CST, VAT, Service Tax.
For entering PAN details for the purpose of TDS settings, click on ‘TDS Details’ as shown in
above screenshot.
Structure Information
Enter the following:
· TDS Vendor Type is important because TDS Thresholds are for a combination of TDS
Section Code and Vendor Type. And therefore the threshold limit for a particular TDS
Section Code applicable to a supplier is determined by this Vendor Type.
· After entering PAN No. Confirm Pan check box is selected, this ensures that the details
entered by the user are correct and cannot be modified ever again.
· List of TDS applicable to this supplier is populated when the details are saved and the
same supplier is queried again.
REVISION HISTORY
1.1 Log in to Oracle EBS and enter your user name and password............................. 71
2.1 Log in to Oracle EBS with your User name and Password. .................................... 78
2.2 Go to OPTCL CPC Contract Terms Super User > Contract Template. ................. 78
2.5 Click on Submit to submit the Contract template for approval. ............................... 87
2.6 Below is the approval Hierarchy for Contract template approval. ........................... 87
1.2.1 Click on ‘OPTCL CPC Contract Terms Super User’ > Clauses
1.2.9 After the text has been completed in the clause,click on Submit.
1.2.10 The clause will be submitted for approval and status of the clause
will change to ‘Pending for Approval’.
1. AGM(Fin), CPC
2. Sr. GM(CPC)
3. Director of Engineering
4. MD
2.1 Log in to Oracle EBS with your User name and Password.
2.2 Go to OPTCL CPC Contract Terms Super User > Contract Template.
2.4.9 For adding a clause, a section has to be added first and then
subsequent clauses will be added.
2.4.14 Click on Save. The clauses will be added to the contract template.
i. AGM(Fin), CPC
ii. Sr. GM(CPC)
iii. CGM(Const.)
iv. Director of Engineering
v. Director of Finance
vi. MD
Click
here
· If employee is logging in for first time system will ask for change of password.
Click
here
· List of responsibilities attached to the username will be seen. Responsibilities enable the
user to perform the necessary business functions in Oracle Applications. For e.g. Project
Managers will be assigned OPTCL basic or OPTCL Advanced,
· Oracle Applications are divided into two types of user interfaces – html based
applications and form-based applications.
· HTML based applications are like any other HTML portals and navigation through these
applications is very similar to navigation on any web based applications like bank
portals, air ticketing portal.
Basic Navigation
· Forms are visible in two modes – Entry mode (as in form above) and Query mode.
Query mode is achievable by pressing Function Key ‘F11’.
· Above shown query mode is known as ‘Query by example’ mode. ‘%’ is the wild
character that can be used to query for necessary data. For e.g. if AB% is entered in
· Another query mode available is ‘Query -> Find’ mode in which data can be searched on
the basis of ranges (amount range, date range, etc.). This mode is achievable on
clicking torch icon on menu bar.
Query
Find Torch
Define organizations that represent inventory entities (manufacturing facility, warehouse, branch
office) in your company.
Login as
24. Enter the Project Clearance, Deferred COGS, Cost Variance Account based on Finance
Team Inputs
Sub inventories are unique physical or logical separations of material inventory, such as
Organization (Other than Non-Inventory Items) is held in a sub inventory therefore, you must
define at least one sub inventory.
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Templates are defined sets of attributes that can be used to create items. Templates make
initial item definition easier. There are Standard Templates defined by Oracle and we can create
Custom ones as well. The standards templates which are widely used are Purchase Items,
Finished Goods, and Non-Stocked Items Etc.
13. After Saving the Item created or after querying an existing item, click on Tools and select
Categories (For the Relevant Category Set)
14. Assign the Relevant category set and categories (Category sets/Categories are used to
group the items for various reports and programs. A category is a logical classification of
items that have similar characteristics. In OPTCL we have defined Categories like
Transformers, Conductors etc.
15. Also attach the Relevant Categories(If it is Major Material Item)
You can enable your item in all organizations (Divisions) under the master organization, or you
can choose to enable your item in specific organizations (Divisions). You use the master item
window in each organization to enter or change organization level attributes
Transactions
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Miscellaneous Transaction is used to issue material or receive material from general ledger
account in the Organization. By doing miscellaneous transaction manual adjustment can be
done to general ledger by receiving material from one account to inventory and then issuing that
material from inventory to another account.
In case the transaction has an account alias then the user needs to select the transaction Type
as Account Alias Issue./Receipt – This can used as an User Defined transaction type ( Like
scrap Issue Etc)
In case the transaction is for Miscellaneous Receipt /issue then the user needs to select the
transaction Type as Miscellaneous Receipt /Issue
SCRAP ISSUE
Scrap Sales for Inventory is coordinated by Stores. On identifying the scrap material the
respective division will transfer the material in a logical Scrap Locator. After Scrap is sold, a
miscellaneous issue (Scrap Issue) will be done by the respective division to the Scrap
Account. Finance team has to be Coordinated for Respective Accounting Entries
· Login as
· Login as
8. Enter the Destination Sub inventory and locator (With Active or Other Applicable Status)
9. Save and Submit
10. Move Order Status Changes to Pending Approval
13. Query the Move Order in the Find Move order Screen and Press Find
16. Verify the On-hand Quantity for Source /Destination Sub inventory and locator
17. Generate the Gate Pass Report ( Based on the Transfer Need)
· Login as
• Date Ranges
• Item Number
• Item Category
• Sub Inventory
Steps to be followed
1. Enter the Transaction Date Interval for which you want to view the Material Transactions.
2. Select the Item Number from the LOV for which you want to query the Material
Transactions.
3. Click on Find Button.
6. Click on the Distribution Button if Distribution details need to be viewed for the
transaction selected in the Material transactions Window
· Login as
Oracle Inventory enables you to view on-hand quantities, reservations, and supply and demand
information.
Steps to be followed
OPTCL Sourcing Training Document - 135 -
1. Select the Inventory Organization
2. Enter the Sub inventory Name (Stores) Optional
3. Select the Item whose On-hand quantity is to be found from the drop down. Optionally if
we want to see all items in that Inv Org we need not choose any item
4. Click on Find Button.
5. Click on the Organizations/and drill Down further to the Items
6. Click on Availability
The Quantity of items those are available in the sub inventory in the primary UOM
OPTCL Sourcing Training Document - 137 -
.
The available quantity of an item that you can reserve across an organization in Primary
UOM
c) Available to Transact:
The available quantity of an item that you can transact across an organization in the
primary UOM.
· Login as
This transaction Query is normally used if we want to check whether the average cost of the
Item is getting updated as and when we perform certain transactions like Issue from Inventory
or Receipt into Inventory.(Only for Inventory Asset Items)
Steps to be followed
1. Select the Item for which Cost History is to be viewed from the dropdown in the Item
Field.
2. Choose the item and then Click on Find button.
3. Once the Item details gets listed , Click on Open Button
Min-max planning is used to maintain inventory levels for all of your items or selected items.
Here we can specify minimum and maximum inventory levels for our items. When the inventory
level for an item (on-hand quantities plus quantities on order) drops below the minimum, or
Maximum we need to Run the report and do the planning accordingly
1. Organization Level
When you min-max plan at the organization level, Oracle Inventory looks at inventory balances,
purchase orders and WIP jobs as supply and sales order and WIP job component requirements
as demand.
To use min-max planning at the organization level you must set the item attributes used by min-
max planning. You can start by setting the Inventory Planning Method item attribute to Min-max
planning. You establish your minimum and maximum levels used in the calculation using the
Min-Max Minimum Quantity and the Min-Max Maximum Quantity item attributes in the Planning
tab of the Item Definition Form
When you min-max plan at the sub inventory level, Oracle Inventory looks at inventory
balances, purchase order and internal order supply, and optionally, sales order demand for a
single sub inventory only. In addition, rather than using item attribute planning modifiers, Oracle
Inventory uses values and parameters set at the item/sub inventory level
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Query the Sub inventory for which Min Max Planning to be Updated
Click on ‘tem Sub inventory’ and enter the Item Details and Minimum /Maximum Quantity
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· Login as
· Login as
Steps to be followed
Create Accounting
· Login as
Steps to be followed
Finance has to be consulted accordingly for the Transaction getting posted to General Ledger
Physical Inventory
Physical inventory can be performed, whenever there is a need to verify the accuracy of system on-hand
quantities. This can be done for entire organization or for particular sub inventories within an organization.
Accurate system on-hand quantities are essential for managing supply & demand, maintaining high
service levels, effective planning, minimizing inventory investment and for audit purpose.
Physical inventory and cycle counting can both be a part of annual program to manage and
improve inventory record accuracy
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8. Snapshot must be completed before generating the tags. After taking the snapshot,
system will no longer allow to update header information of the physical inventory.
The snapshot saves all item on–hand quantities and costs and uses this information as the basis
for all physical inventory adjustments rather than the current on-hand quantity. System allows
resuming transaction activities even before running the adjustments program for the physical
inventory .Therefore need to procedurally coordinate snapshot of physical inventory with actual
counting and ensure that no transaction activity occurs in a particular location until adjustments
are launched and posted.
10. Physical inventory tags are used to record the count of inventory items. Tags are
referred by its alphanumeric identification code. Oracle Inventory can
automatically generate tag numbers that can be used to enter inventory counts.
Tags can be generated only after snapshot is completed. The system also
supports using numbers generated outside the Oracle Inventory. There should
be only one item on a tag but multiple tags can refer to the same item.
· Dynamic Tag: Determines whether manually created tags can be entered or not . If the
option is not to allow dynamic tag entry, all tags must be generated before the use.
Dynamic Tag Entry is allowed when tag numbers are generated outside the system. For
example when using third-party pre-numbered tags
· Blank Tags: Do not contain any information about the items in physical inventory
definition. Blank tags can be generated to enter counts for those items whose locations
are not currently recorded in the system
11. To generate the tags navigation is Counting -> Physical Inventory -> Tags Generation ->
Choose Generate button
i. Enter the name of the physical inventory.
ii. Select the type of tag to create.
12. Choose the Generate button to create the tag numbers and information
15. Navigate to the Physical Inventory Tag Counts window. Enter name of the employee that
performed the physical inventory in the Default Counter field. This is used as a default for the
Counted by field of each tag.
If the default tags are used, the system will display the tags with relevant item information.
User need to enter only the quantity counted for each tag. User can also query a subset of tags by any
combination of tag number, item, revision, subinventory, locator, lot and serial number.
If blank tags are used in the physical inventory, user can query up the tags by tag number. The
system displays the tags but no item information. Need to enter the count quantity as well as
the item information i.e. item name, sub inventory, locator, revision, lot and serial numbers.
If dynamic tags are allowed in physical inventory definition user can enter tag numbers
generated outside the system. User needs to enter the count quantity as well as the item
information.
After entering all the tag counts and approve the adjustments that need approval, user
can submit the process that posts the physical inventory adjustments. This will
automatically creates a material transaction, adjusting the item quantity and
debiting/crediting the adjustment account specified for the physical inventory. If the count
of an item matches with the snapshot system on–hand quantity, there will be no
adjustment transaction posted.
The Purchase requisition is an internal Document and can serve as an Indent for the Purchase
order Requisition can be created for the Following Purpose Like and to be likely procured from
External Entity
· Requesting a Material
· Requesting a Description based item (EAM)
· Requesting a Service
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15. Verify the Other Accounts which gets Defaulted like Accrual, Variance A/c which gets
defaulted
16. Save the Work and Requisition Number is generated automatically (If
Autonumbering)
Requisitions can have Multiple Status which are all explained above
Approval Hierarchy governs purchase document routing for approval. Each person in hierarchy
will have predefined Approval limits (in terms of INR value) and Approval will go through
accordingly
Requisitions can also be searched by the Following Criteria in Requisitions Summary Screen:
Login as
1. Enter the Requisition Number for which the Requisition Status has to be found.
2. Click on Find Button
3. The Requisition Status is shown in the Approval status field.
Purchasing provides you with the features for basic Purchasing needs like:
The Purchase orders can be created independently or can be auto created from awarded RFQ’s
/Tenders (from Sourcing module) or from Approved Requisitions created from earlier step
(Through Sourcing Module)
Login as
6. From the Drop Down select type as Standard Purchase Order.(Blanket for Rate
Contracts if Applicable)
7. Enter the Purchase Order Number Manually (if not auto populated)
8. Supplier – Enter the supplier from whom the material needs to be procured
9. Supplier site – Select the supplier where the material needs to be procured
10. For Creating Goods Type Line with Item Number, select the Type as ‘Goods’. For other
types Choose the Relevant Types Applicable
11. The Price is pulled either as Unit Cost or List price for an item. Price can manually be
entered on PO for an item
12. Select the Item from the list of values in Item field.
13. For Creating Service Type Line Select Service as the Line Type from the drop down in
the line Type Field. Enter other line details. For Creating Category Based PO’s, Choose
the Line type as Expense and directly click on the List of Values for Categories and
select a category combination. Line types can be User Created and are Value based on
Quantity or Amount
14. Enter the Quantity and Price Details and Need-By Date. Based on the Need-by date, the
budget for the corresponding financial year is blocked.
40. Click on OK -Purchase Order gets submitted for Approval. Once submitted the purchase
Order will be in “in process” status till the Final Approval is Done based on the Setup
Approval Hierarchy governs purchase document routing for approval. There will multilevel
Approval
To view the Successfully Created Purchase Orders/Blanket Purchase Orders (Rate Contracts),
we can use the Following
Purchase Orders can also be searched by the Following Criteria in Summary Screen:
Login as
1. Enter the Purchase Order Number (if not Known Search with Other Criteria) for which
the Status has to be found.
2. Click on Find Button
3. The Purchase Orders, Status is shown in the Approval status field.
6. Action field indicates the Action taken by various employees who are involved in
Purchase Order creation and approval. A blank value indicates pending action
Once the Purchase Orders/Rate Contracts are approved – based on the Business Requirement
– Inspections at the Supplier Locations for the Material which are getting Supplied can be
This is recorded in the Quality Module by Entering the Supplier Site Inspection Details (Refer
Section 4 Regarding the Quality Module Collection Plan Definition Details)
· Login as
Enter the Purchase Order and Inspection details by entering the following attributes:
1. Serial No.
2. Purchase Order Number
3. Purchase Order Line
4. Purcahse Order Line Description
5. Inspected Quantity
6. Inspected Result (Accept /Reject)
7. Material Serial Number
8. Inspected By
9. Inspected Date
10. Remarks
Item that needs to be receipted, if defined as inventory item and can be stocked in Sub
inventory then the destination type will be Inventory. In this case Sub inventory information is
mandatory when entering the Receipt.
Item that needs to be receipted, if defined as expense item (non stock able) then the destination
type will be expense. In this case Location will be mandatory when entering the Receipt.
Login as
1. Select the inventory Organization where you want to receive the item from the list of
values.
2. The Inventory organization corresponds to the Ship-to location specified for the item in
the Purchase Order. For e.g: Receiver in Bhubaneswar Stores Division will have
access to Bhubaneswar Stores Division Inventory org and can receive items shipped by
supplier for all the Purchase Orders corresponding to Bhubaneswar Stores Division.
· Receiving ,
· inspected and
· then delivered to inventory
24. Enter the PO number for which we need to do a delivery transaction and enter the Sub
inventory and Locator
This Process is used when Material needs to be purchased from the supplier based on an
agreement
1. By default operating unit column will be populated based on the responsibility selection.
In case of Multi OU structure select the OU from drop down list.
2. For ‘Type’ column, select from the list of values ‘Blanket Purchase Agreement’.
3. Select the following values for which the BPA needs to be created.
• Supplier
• Site
• Contact (if available)
4. Select the ‘Ship To’ and ‘Bill To’ locations from the list of values
5. By default the Buyer who is preparing the BPA will be displayed. If needed, enter
description for the BPA.
6. . Global check box indicates the usage of this agreement globally.
7. Enter the Applicable Flex Field (Issuing Division- As Explained in the Purchase Order
Process)
These are the Data field which will be used in all collection plan are collection elements.
You can define any number of collection elements as per the business needs like defect,
disposition, severity, inspection results, recording voltage, length, mass , weight , corrective
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1) Enter the collection element name. Special Characters are not allowed while defining the
collection element. One collection element can be used across many collection plans
Date and Time-This data type is used if the collection element is in Date and Time
format
5) Enter the Mandatory – This field represents whether this collection element to be
entered mandatorily in the collection plan.
6) Enter the Reporting Length- This length represents the field size in the collection plan
7) Enter the Default Value – In any value to be default in the collection plan, enter the
default value. This value can be over
8) Enter the Spec Limits (Optional) – Spec Limits are user to avoid deviation while
entering the quality results. While defining specification you can set upper and lower
limits of the collection elements. you can also set target value, which defaults in the
collection element while doing the inspection. You can also set actions based on the
specification.
9) Enter the Values – Enter the values, if there is any list of values to be defined for this
collection element.
10) Save the Work
Collection plan is like a inspection plan for transactions performed in oracle Group of collection
elements comprised of one collection plan. Same collection element can be used across in
different collection plans. Based on the set up some of the collection plans will be automatically
invoked while doing the transaction. By the collected collection plan you can take your own
customize reports and charts for analysis Depends on the collection plan, predefined collection
elements are assigned to the collection plan- These Plans once Created in a Particular
Inventory Organization – Can be Copied to Other Inventory Organization as well – Refer the
EAM training Manual for further Details
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Standalone collection plans- Irrespective of transactions ,you can create separate collection plan in
the quality module .Query the collection plan in the quality module and enter the results. Later you
can also update the results.