Basic Procure To Pay Cycle:
Internal Demand----Requisition-----Request For Quotation-----Quotation-----Auto Create----Purchase Order----Receipt-----Receiving----Invoice-----Payment----Bank Reconciliation
Tuesday, April 22, 2008
Sunday, April 6, 2008
ERP-Enterprise Resource Planning
ERP is often a confusing terminology but to put it in simple terms: ERP is an acronym meaning Enterprise Resource Planning. It is a software package/solution most often used within the manufacturing environment. ERP is a business tool that the management uses to operate the business for the day-in and day-out. It is usually comprised of several modules such as a financial module, a distribution module and a production module. Each of these modules share information that is housed within the database structures on which the ERP system was coded.
ERP helps to break down barriers between departments within a company. For example, many times the sales department may be selling 25% more product than the production department produces. By utilizing an ERP system, the sales department, production department, operations management, shipping, financial department, purchasing department all have access to the up-to-date information that is needed to operate smoothly within any manufacturing environment.
Thanks & Regards,
S.Grace Paul Regan
ERP helps to break down barriers between departments within a company. For example, many times the sales department may be selling 25% more product than the production department produces. By utilizing an ERP system, the sales department, production department, operations management, shipping, financial department, purchasing department all have access to the up-to-date information that is needed to operate smoothly within any manufacturing environment.
Thanks & Regards,
S.Grace Paul Regan
Saturday, April 5, 2008
Purchasing Overview
This flow diagram does not depict the process for receiving against purchase orders. But explains the general flow of Purchasing.
Step 1.0 Purchasing Maintenance
Purchasing Module Maintenance includes the setup and maintenance required to use Oracle Purchasing.
Step 2.0 Direct Enter PO or Agreement
Direct Enter PO or Agreement includes the process of creating, saving, and approving a purchase order or blanket agreement. These documents can be created manually or they can be “Auto Created” from an approved purchase requisition. Purchase requisition can be created manually or they can be generated by other modules in the system.
Step 3.0 Control Purchase Order
Control Purchase Order includes all of the purchase order control processes. These processes include: canceling purchase orders, closing purchase orders, closing purchase orders for invoicing, closing purchase orders for receiving, freezing purchase orders, or placing purchase orders on hold.
Step 4.0 Modify Purchase Order/ Create New PO
Modify Existing Purchase Order includes the processes for modifying, saving, and re-approving an existing purchase order or agreement. Creating a new purchase document involves entering
Step 1.0 Purchasing Maintenance
Purchasing Module Maintenance includes the setup and maintenance required to use Oracle Purchasing.
Step 2.0 Direct Enter PO or Agreement
Direct Enter PO or Agreement includes the process of creating, saving, and approving a purchase order or blanket agreement. These documents can be created manually or they can be “Auto Created” from an approved purchase requisition. Purchase requisition can be created manually or they can be generated by other modules in the system.
Step 3.0 Control Purchase Order
Control Purchase Order includes all of the purchase order control processes. These processes include: canceling purchase orders, closing purchase orders, closing purchase orders for invoicing, closing purchase orders for receiving, freezing purchase orders, or placing purchase orders on hold.
Step 4.0 Modify Purchase Order/ Create New PO
Modify Existing Purchase Order includes the processes for modifying, saving, and re-approving an existing purchase order or agreement. Creating a new purchase document involves entering
new suppliers, negotiating new prices, and entering the new document in the system.
These are the general Oracle purchasing cycle which in depth will lead to numerous counterparts. I will try to help you with the major and most important aspects of Oracle Purchasing on the other posts.
Let me know your valuable comments
Thanks & Regards,
S.Grace Paul Regan
Friday, April 4, 2008
Oracle Purchasing Approval
In PO there are two methods to route documents for approval.
1.Approval Hierarchies (uses position hierarchies, A tree of hierarchy more than one person above to approve)
2.Employee/Supervisor Relationships (use employee/supervisor relationship, Just one person above to approve)
Approval Hierarchies
Purchasing utilizes positions as a roadmap to determine how and where documents will be routed once the approval process has been initiated. It is first necessary to have created all positions that are going to be used in the system. Once all positions have been created, it is necessary to build the position hierarchy.
Each position has approval limits, so when a purchase order exceeds the limits of the position, the purchase order is forwarded onto the next position in the Hierarchy
Employee/Supervisor Relationships
This type of hierarchy does not use the Approval Hierarchy form,but is defined by the employee/supervisor relationship. The supervisor of an employee is defined on the Assignment region of the Employee form
If the purchase order entered by the employee exceeds the approval limits, the purchase order is forwarded onto the employees’ supervisor, as defined on the Employee form
To implement this form of approval routing, you need only to define JOBS. The JOB will then serve as the tie to the Approval group, and based on the approval limits from the Approval Group, the Document will either be Approved or Forwarded to the Employees’ Supervisor.
Thanks & Regards,
S.Grace Paul Regan.
Thursday, April 3, 2008
Period End Processing in Oracle Purchasing 11i
Dear All,
I have come across a documet which helped me lot in Purchasing Period End Processing, Hence I am posting with my editing to give the precise content...
Complete All Transactions for the Period Being Closed
Ensure that all transactions have been entered for the period being closed.
Completing all transactions for Oracle Purchasing:
1. Complete Requisitions
2. Complete Purchase Orders and Releases
3. Complete Receipts and Returns
Submit the Confirm Receipts Workflow Select Orders process in Purchasing to send notifications through the Web, e–mail, or Notification Details Web page (accessible through the Notifications Summary menu in Purchasing) to requestors or buyers who create requisitions in Purchasing or Oracle Self–Service Purchasing. It lets people know they should have received an item.
The Confirm Receipts workflow sends notifications for items with a Destination or Deliver–To Type of Expense, a Routing of Direct Delivery, and a Need–By date that is equal to or later than today’s date.
Requestors can create receipt transactions by responding to the notification.
1. Print all new Purchase Orders
2. Respond to all Workflow Notifications
Notifications may either require action e.g. notify approver approval required, or are FYI notifications only e.g. notify requestor requisition has been approved. Users should close all FYI notifications and respond to those that require a response.
Review the Current and Future Commitments (Optional)
Run the Purchase Order Commitment by Period Report
The Purchase Order Commitment By Period Report shows the monetary value of purchased commitments for a specified period and the next five periods. You can use the report sorted by buyer to monitor buyer performance. You can also use the report when negotiating with a supplier by limiting the commitments to a specific supplier.
Review the Outstanding and Overdue Purchase Orders (Optional)
Run the following reports:
Purchase Order Detail Report
Open Purchase Orders (by Buyer) Report
Open Purchase Orders (by Cost Center) Report
These reports can be used to review all, specific standard, or planned purchase orders. The quantity ordered and quantity received is displayed so the status of the purchase orders can be monitored.
Follow Up Receipts - Check With Suppliers
From the details obtained from the Purchase Order Detail Report regarding un-receipted purchase orders, the appropriate department can then follow up with the suppliers as to the status of the ordered items.
If the goods have been received, but the receipt has not entered into Oracle Purchasing, then the receipt transaction needs to be actioned by the appropriate personnel.
Attention: Where you have selected to accrue receipts at period end, make sure that all receipts have been entered for a specific period before creating receipt accruals for that period. It is not necessary to enter all the receipts for a period prior to closing that period. Simply backdate the receipt date when entering receipts for a closed period.
Warning: Where you have Oracle Inventory installed, it is not possible to process a receipt to a closed Purchasing period.
Identify and Review Un-invoiced Receipts (Period-End Accruals)
By running the Un-invoiced Receipts Report, all or specific un-invoiced receipts that can be accrued, can be reviewed. These are items that have been received that the supplier has not invoiced you for yet. Receipt accruals can be reviewed by account and by item. This report indicates exactly what has to be accrued, and for what amount, and helps in the preparation of accrual entries.
Follow Up Outstanding Invoices
For any items identified to have been received but not invoiced, the appropriate department can then follow up the details from the Un-invoiced Receipts Report with the supplier. Entering of invoices, matching of unmatched invoices, and resolution of any invoice holds, where possible, should be carried out at this point in the period-end process.
Complete the Oracle Payables Period-End Process
Complete the steps to close the Oracle Payables period, which corresponds to the Oracle Purchasing period being closed, to enablecreation of receipts accrual entries. Performing the Oracle Payables Period-End process, effectively prevents any further invoices or payments being entered into Oracle Payables for the closed period.
Run the Receipt Accruals - Period End Process
Run the Receipt Accruals - Period-End process to accrue receipts, as no journal entries are created when receipt transactions are entered. This process is used to create period-end accruals for un-invoiced receipts for Expense distributions for a specific purchasing period. Each time the process is run, Oracle Purchasing creates an un-posted journal entry batch in the General Ledger for the receipt accruals. Journal entries are created for the amount of the receipt liabilities, debiting the charge account and crediting the Receipt Accrual Liability Account.
If encumbrance or budgetary control are being used, another journal entries batch is created, corresponding to the encumbrance reversal entries for the un-invoiced receipts that were accrued. The accrual journal entries are then reversed out at the start of the new accounting period when you open the next Purchasing period. Oracle Purchasing creates accrual entries only up to the quantity the supplier did not invoice for partially invoiced receipts.
Attention: This step is only required if the Accrue Expense Items flag is set to Period End, on the Accrual tabbed region of the Purchasing Options window for the current Organisation.When the Accrue Expense Items flag is set to At Receipt, a reversal is not required.
If encumbrance or budgetary control is being used, Oracle Purchasing reverses the encumbrance entry when creating the corresponding accrual entry.
Identify the purchasing period for the receipt accrual entries. Oracle Purchasing creates receipt accruals for all receipts entered up to the end of the nominated period.
This process can be run as many times as needed.
Reconcile Accrual Accounts - Perpetual Accruals
Identify the period-end balances of the following accounts in the General Ledger:
Purchase Price Variance
A/P Accrual Account
Inventory Account - (Refer to Chapter 3 Period-End Procedures for Oracle Inventory)
Reconcile the balance of the Purchase Price Variance account using the Purchase Price Variance Report.
Manually remove the Invoice Price Variance amount from the A/P Accrual Account using your General Ledger.
Identify the Invoice Price Variances amount and Accrued Receipts amount in the A/P Accrual Account. Run the Invoice Price Variance Report for the current period. Identify the invoice price variance for all purchase orders charged to the Inventory A/P Accrual Account and compare it with the balance of the Invoice Price Variance account in the General Ledger.
At any given time, the balance of the A/P accrual accounts can account for the following transactions:
Uninvoiced Receipts
Over-invoiced Receipts
Errors(Invoices or inventory transactions charged to this Account by mistake)
You need to analyze the balance of the A/P accrual accounts, distinguish accrued receipts from invoice price variances, and identify errors.
The Accrual Reconciliation Report is used to analyse un-invoiced receipts and to reconcile the balance of the Accounts Payable accrual accounts.
This report enables you to identify the following problems in receiving, purchasing, inventory, work in process, or accounts payable transactions:
Quantities differ between receipts and invoices
Incorrect purchase order or invoice unit prices
Discrepancies in supplier billing
Invoice matched to the wrong purchase order distribution
Received against the wrong purchase order or order line
Miscellaneous inventory or work in process transactions that do not belong to the accrual accounts
Payables entries for tax and freight that do not belong to the accrual accounts
The Purchasing Options can be set to accrue both Expense and Inventory purchases as they are received. When this happens, an Accounts Payable liability is temporarily recorded to the Expense or Inventory Accounts Payable accrual accounts. When the invoice is matched and approved by Oracle Payables, the Accounts Payable accrual accounts are cleared, and the liability is recorded from the supplier site.
There are two versions of this report, detailed as follows:
The Accrual Reconciliation Rebuild Report
This version of the report selects the accounting entries from the appropriate source (sub-ledgers). This accounting information resides in a temporary table, and remains until this information is rebuilt again. Typically, this report is run at period end.
The Accrual Reconciliation Report
This version of the report uses the accrual information residing in the temporary tables that was selected the most recent time the Accrual Reconciliation Rebuild Report was run. This report is typically run throughout the accounting period, providing interim reports, whereas the rebuild report is used to select and report on current accrual information at period end.
These reports can be used to identify any discrepancies between PO receipts and AP invoices. The report will also detail any miscellaneous transactions erroneously posted to the accrual accounts.
After researching the reported accrual balances, the Accrual Write-Offs window can be used to indicate which entries are to be removed and written off from this report. After writing off these entries, the Accrual Write-Off Report can be used as supporting detail for the manual journal entry in General Ledger.
The Accrual Reconciliation Report can help in monitoring potential problems with purchasing and receiving activities that can affect the accuracy of the AP accrual accounts.
Ensure that prior to closing the period, quantity differences (i.e., when the quantity received for a purchase order shipment is smaller than the quantity invoiced) and price differences are resolved.
Prerequisites:
Oracle Payables and Oracle Purchasing installed.
If expense purchases are accrued on receipt, this report enables reconciliation with the accounts payable accrual account.
If expense purchases are accrued at period end, and inventory receipts are not performed, no information will be available to report.
Attention :Most commercial installations accrue expense receipts at period end, as the information is not required as the receipt occurs. If expense purchases are accrued on receipt, more entries must be reconciled in the Accounts Payable accrual accounts. If you also receive inventory, the Receiving Value Report by Destination Account must be run to break out the receiving/inspection value by asset and expense.
Attention: The Accrual Reconciliation Report requires transactions to appear on the report prior to creating records into the Oracle General Ledger interface tables.
Attention: For Oracle Purchasing, all transactions are automatically transferred to the General Ledger interface. For Oracle Inventory, and Oracle Work In Progress, a GL transfer or period close must first be performed for the transactions to appear on this report. For Oracle Payables, journal entries must be created for the invoices.
The Accrual Reconciliation Report requires the transactions to be transferred to the General Ledger interface to ensure the report balances to the General Ledger.
Perform Year End Encumbrance Processing (Optional)
Oracle Financials provides a number of facilities for the processing of outstanding encumbrances as part of year end processing.
The default processing for Oracle Financials at year end is to extinguish any outstanding encumbrances/ unused funds when you close the last period of the Financial Year within Oracle General Ledger.
The carry forward process enables managers to perform any of the following:
Carry forward encumbrances for existing transactions (purchases/requisitions).
Carry forward encumbrances, and the encumbered budget.
Carry forward the funds available as at the end of the year.
Other facilities available:
Use mass allocations to bring forward part of the funds available.
Carry forward budgets into the current appropriation budget, or to a separate budget to identify between current year and carry forward amounts if required. Mass budget processing also allows you to combine these budgets.
Attention: You must complete the Year End Encumbrance processing in Oracle Purchasing before commencing the year end Encumbrance processing in Oracle General Ledger.
(Refer to Period-End Procedures for Oracle General Ledger)
The steps required to complete Year end Encumbrance processing in Oracle Purchasing are:
Identify Outstanding Encumbrances
Print the Encumbrance Detail Report to review the requisition and purchase order encumbrances, if the encumbrance option for requisitions or purchase orders has been enabled, and requisitions and purchases have entered and approved. Use this report to review the accounts encumbered.
The Encumbrance Detail Report reflects activity from General Ledger, not Purchasing or Oracle Payables. Therefore, use the Encumbrance Detail Report in a way that matches the accounting method:
Receipt accrual: Generate the Encumbrance Detail Report as needed when the Accrue at Receipt option is used. Upon entering receipt information, an automated process transfers the receipt information to General Ledger using the Journal Import Process.
Period-end accrual: Generate the Encumbrance Detail Report at period-end. During the period, the encumbrance detail on the report is based on invoice matching information from
Payables, not on receiving information. After the Receipt Accruals - Period-End process is run, the Encumbrance Detail Report reflects the true period-end receipt information.
Cash basis: If cash-basis accounting is used, the encumbrances on the Encumbrance Detail Report remain until payment information from Payables is transferred to General Ledger. When cash-basis accounting is used and the Payables Transfer to General Ledger process is submitted, Payables transfers only accounting information for paid invoices to the General Ledger.
Based on this report you can identify those transactions that you wish to carry forward into the new financial year.
Refer below for the steps required to cancel transactions that are not to be to carried forward.
Perform MassCancel in Oracle Purchasing (Optional)
MassCancel enable the cancellation of requisitions and purchase orders on the basis of user selected criteria.
Define MassCancel
The Define MassCancel window is used to nominate a date range for transactions, as well as any of the following:
Document Type
Supplier Name
Accounting Flexfield Range
This process will automatically generate a MassCancel listing report identifying the following:
Unable to Cancel Requisitions (reasons provided)
Unable to Cancel Purchase Orders (reasons provided)
Partially in range Documents
Fully in Range Documents
Run MassCancel
When this process is run, Oracle Purchasing creates journal entries to zero out the encumbrances associated with the canceled requisitions and purchase orders.
Attention: If you wish to cancel both purchase orders and requisitions, you must initiate MassCancel twice. Note that when canceling a purchase order, you have the option of canceling the original requisition at the same time.
Close the Current Oracle Purchasing Period
Close the current Purchasing Period in the Control Purchasing Periods window. Oracle Purchasing automatically un-marks all the receipts previously accrued to ensure that these receipts can be accrued again if they are still not invoiced in the next accounting period (where you have selected to accrue receipts at period end).
Open the Next Oracle Purchasing Period
Open the next purchasing period in the Control Purchasing Periods window.
Run Standard Period End Reports (Optional)
Suppliers Quality and Performance Analysis Reports
Suppliers Report:
Use the Suppliers Report to review detailed information entered for a supplier in the Suppliers and Supplier Sites windows. This report also shows if a supplier is on PO Hold.
You have the option to include supplier site address and contact information. Payables lists your suppliers in alphabetical order, and you can additionally order the report by supplier number.
Suppliers Audit Report:
Use the Supplier Audit Report to help identify potential duplicate suppliers. This report lists active suppliers whose names are the same up to a specified number of characters. The report ignores case, spaces, special characters, etc.
The report lists all site names and addresses of each potential duplicate supplier. Payables inserts a blank line between groups of possible duplicate suppliers. After duplicate suppliers have been identified, they can be combined using Supplier Merge. If purchase order information is merged, then any references to the supplier in blanket purchase orders, quotations, and autosource rules are updated to the new supplier.
Supplier Quality Performance Analysis Report:
The Supplier Quality Performance Analysis Report can be used to review suppliers' quality performance, for percents accepted, rejected, and returned. This report is useful to identify suppliers with quality performance issues.
Supplier Service Performance Analysis Report:
The Supplier Service Performance Analysis Report lists late shipments, early shipments, rejected shipments, and shipments to wrong locations. This report can be used to derive a supplier service penalty by multiplying the days variance quantity by a percentage of the price.
The % Open Current is the percentage of the ordered quantity not yet received, but within the receipt tolerance days or not past due.
The % Open Past Due is the percentage of the ordered quantity not received by the promise date and beyond the receipt tolerance days.
The % Received On Time is the percentage of the ordered quantity received on the promise date or within the receipt tolerance days.
The % Received Late is the percentage of the ordered quantity received after the promise date and outside the receipt tolerance days.
The % Received Early is the percentage of the ordered quantity received before the promise date and outside the receipt tolerance days.
The Days Variance is calculated as the summation of the date differential (transaction date subtracted from promise date) multiplied by the corrected received quantity (the received quantity plus or minus corrections) for each shipment, all divided by the total corrected received quantity. The result is the quantity per day the supplier is in variance.
Supplier Volume Analysis Report:
The Supplier Volume Analysis Report shows the dollar value of items purchased from a supplier. The report prints the items that are assigned sourcing rules. Use the report to compare actual purchase percentages with sourcing percentage.
The Expenditure is the sum of the item line amounts for standard purchase orders for the supplier.
The Actual Percentage is the items expenditure as a percentage of the total expenditure for the date range of the report.
The Intended Commitment is the total expenditure multiplied by the split percentage entered in the sourcing rules.
Analyse Requisitions
Requisition Activity Register
The Requisition Activity Register shows requisition activity and monetary values. Purchasing prints the requisitions in order of creation date and prepared name.
Review Quotation, RFQ and Purchase Order Statuses
Purchase Order Statuses may optionally be reviewed early in the period close processing for Oracle Purchasing.
Blanket and Planned PO Status Report:
The Blanket and Planned PO Status report can be used to review purchase order transactions for items you buy, using blanket purchase agreements and planned purchase orders. For each blanket purchase agreement and planned purchase order created, Purchasing provides the detail of the releases created against these orders. Purchasing prints the blanket agreement or planned purchase order header information, if no release exists.
Savings Analysis Reports
Savings Analysis Report (by Category):
The Savings Analysis Report (By Category) shows buyer performance by category. Use the report to compare the market, quote, or list price to the actual price.
The Negotiated Amount is the product of the price on the quotation and the quantity ordered. If a quote is not defined, Purchasing prints the product of the market price of the item ordered and the quantity ordered. If the market price is not defined, Purchasing uses the list price.
The report includes a price type Legend at the bottom of each page for the price type. If the line price type is Q, the line price was from the Quote. If the line price type is M, the line price was from Market Price, and if the line price type is L, the line price was from List Price.
The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered.
The Amount Saved is the negotiated amount less the actual amount, with negative figures in parentheses.
Savings Analysis Report (by Buyer):
The Savings Analysis Report (By Buyer) shows buyer performance by purchase order.
The Negotiated Amount is the product of the price on the quotation and the quantity ordered. If a quote is not defined, Purchasing prints the product of the market price of the item ordered and the quantity ordered. If the market price is not defined, Purchasing uses the list price.
The report includes a price type Legend at the bottom of each page for the price type. If the line price type is Q, the line price was from the Quote. If the line price type is M, the line price was from Market Price, and if the line price type is L, the line price was from List Price.
The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered.
The Amount Saved is the negotiated amount less the actual amount, with negative figures in parentheses.
Encumbrance Accounting Reports
Encumbrance Detail Report
The Encumbrance Detail Report can be used to review requisition and purchase order encumbrances for a range of accounts if the encumbrance option for requisitions or purchase orders has been enabled, and there are entered and approved requisitions and purchases. Use this report to review the accounts encumbered.
Cancelled Purchase Orders Report
Cancelled Requisition Report
Use these reports to review all purchase orders and requisitions cancelled, particularly where you have defined multiple Mass Cancel batches.
You can use this as a golden refrence document at the time of Preiod End Processing of Oracle Purchasing
Feel free to come up with your comments over this document.
Thanks & Regards,
S.Grace Paul Regan
I have come across a documet which helped me lot in Purchasing Period End Processing, Hence I am posting with my editing to give the precise content...
Complete All Transactions for the Period Being Closed
Ensure that all transactions have been entered for the period being closed.
Completing all transactions for Oracle Purchasing:
1. Complete Requisitions
2. Complete Purchase Orders and Releases
3. Complete Receipts and Returns
Submit the Confirm Receipts Workflow Select Orders process in Purchasing to send notifications through the Web, e–mail, or Notification Details Web page (accessible through the Notifications Summary menu in Purchasing) to requestors or buyers who create requisitions in Purchasing or Oracle Self–Service Purchasing. It lets people know they should have received an item.
The Confirm Receipts workflow sends notifications for items with a Destination or Deliver–To Type of Expense, a Routing of Direct Delivery, and a Need–By date that is equal to or later than today’s date.
Requestors can create receipt transactions by responding to the notification.
1. Print all new Purchase Orders
2. Respond to all Workflow Notifications
Notifications may either require action e.g. notify approver approval required, or are FYI notifications only e.g. notify requestor requisition has been approved. Users should close all FYI notifications and respond to those that require a response.
Review the Current and Future Commitments (Optional)
Run the Purchase Order Commitment by Period Report
The Purchase Order Commitment By Period Report shows the monetary value of purchased commitments for a specified period and the next five periods. You can use the report sorted by buyer to monitor buyer performance. You can also use the report when negotiating with a supplier by limiting the commitments to a specific supplier.
Review the Outstanding and Overdue Purchase Orders (Optional)
Run the following reports:
Purchase Order Detail Report
Open Purchase Orders (by Buyer) Report
Open Purchase Orders (by Cost Center) Report
These reports can be used to review all, specific standard, or planned purchase orders. The quantity ordered and quantity received is displayed so the status of the purchase orders can be monitored.
Follow Up Receipts - Check With Suppliers
From the details obtained from the Purchase Order Detail Report regarding un-receipted purchase orders, the appropriate department can then follow up with the suppliers as to the status of the ordered items.
If the goods have been received, but the receipt has not entered into Oracle Purchasing, then the receipt transaction needs to be actioned by the appropriate personnel.
Attention: Where you have selected to accrue receipts at period end, make sure that all receipts have been entered for a specific period before creating receipt accruals for that period. It is not necessary to enter all the receipts for a period prior to closing that period. Simply backdate the receipt date when entering receipts for a closed period.
Warning: Where you have Oracle Inventory installed, it is not possible to process a receipt to a closed Purchasing period.
Identify and Review Un-invoiced Receipts (Period-End Accruals)
By running the Un-invoiced Receipts Report, all or specific un-invoiced receipts that can be accrued, can be reviewed. These are items that have been received that the supplier has not invoiced you for yet. Receipt accruals can be reviewed by account and by item. This report indicates exactly what has to be accrued, and for what amount, and helps in the preparation of accrual entries.
Follow Up Outstanding Invoices
For any items identified to have been received but not invoiced, the appropriate department can then follow up the details from the Un-invoiced Receipts Report with the supplier. Entering of invoices, matching of unmatched invoices, and resolution of any invoice holds, where possible, should be carried out at this point in the period-end process.
Complete the Oracle Payables Period-End Process
Complete the steps to close the Oracle Payables period, which corresponds to the Oracle Purchasing period being closed, to enablecreation of receipts accrual entries. Performing the Oracle Payables Period-End process, effectively prevents any further invoices or payments being entered into Oracle Payables for the closed period.
Run the Receipt Accruals - Period End Process
Run the Receipt Accruals - Period-End process to accrue receipts, as no journal entries are created when receipt transactions are entered. This process is used to create period-end accruals for un-invoiced receipts for Expense distributions for a specific purchasing period. Each time the process is run, Oracle Purchasing creates an un-posted journal entry batch in the General Ledger for the receipt accruals. Journal entries are created for the amount of the receipt liabilities, debiting the charge account and crediting the Receipt Accrual Liability Account.
If encumbrance or budgetary control are being used, another journal entries batch is created, corresponding to the encumbrance reversal entries for the un-invoiced receipts that were accrued. The accrual journal entries are then reversed out at the start of the new accounting period when you open the next Purchasing period. Oracle Purchasing creates accrual entries only up to the quantity the supplier did not invoice for partially invoiced receipts.
Attention: This step is only required if the Accrue Expense Items flag is set to Period End, on the Accrual tabbed region of the Purchasing Options window for the current Organisation.When the Accrue Expense Items flag is set to At Receipt, a reversal is not required.
If encumbrance or budgetary control is being used, Oracle Purchasing reverses the encumbrance entry when creating the corresponding accrual entry.
Identify the purchasing period for the receipt accrual entries. Oracle Purchasing creates receipt accruals for all receipts entered up to the end of the nominated period.
This process can be run as many times as needed.
Reconcile Accrual Accounts - Perpetual Accruals
Identify the period-end balances of the following accounts in the General Ledger:
Purchase Price Variance
A/P Accrual Account
Inventory Account - (Refer to Chapter 3 Period-End Procedures for Oracle Inventory)
Reconcile the balance of the Purchase Price Variance account using the Purchase Price Variance Report.
Manually remove the Invoice Price Variance amount from the A/P Accrual Account using your General Ledger.
Identify the Invoice Price Variances amount and Accrued Receipts amount in the A/P Accrual Account. Run the Invoice Price Variance Report for the current period. Identify the invoice price variance for all purchase orders charged to the Inventory A/P Accrual Account and compare it with the balance of the Invoice Price Variance account in the General Ledger.
At any given time, the balance of the A/P accrual accounts can account for the following transactions:
Uninvoiced Receipts
Over-invoiced Receipts
Errors(Invoices or inventory transactions charged to this Account by mistake)
You need to analyze the balance of the A/P accrual accounts, distinguish accrued receipts from invoice price variances, and identify errors.
The Accrual Reconciliation Report is used to analyse un-invoiced receipts and to reconcile the balance of the Accounts Payable accrual accounts.
This report enables you to identify the following problems in receiving, purchasing, inventory, work in process, or accounts payable transactions:
Quantities differ between receipts and invoices
Incorrect purchase order or invoice unit prices
Discrepancies in supplier billing
Invoice matched to the wrong purchase order distribution
Received against the wrong purchase order or order line
Miscellaneous inventory or work in process transactions that do not belong to the accrual accounts
Payables entries for tax and freight that do not belong to the accrual accounts
The Purchasing Options can be set to accrue both Expense and Inventory purchases as they are received. When this happens, an Accounts Payable liability is temporarily recorded to the Expense or Inventory Accounts Payable accrual accounts. When the invoice is matched and approved by Oracle Payables, the Accounts Payable accrual accounts are cleared, and the liability is recorded from the supplier site.
There are two versions of this report, detailed as follows:
The Accrual Reconciliation Rebuild Report
This version of the report selects the accounting entries from the appropriate source (sub-ledgers). This accounting information resides in a temporary table, and remains until this information is rebuilt again. Typically, this report is run at period end.
The Accrual Reconciliation Report
This version of the report uses the accrual information residing in the temporary tables that was selected the most recent time the Accrual Reconciliation Rebuild Report was run. This report is typically run throughout the accounting period, providing interim reports, whereas the rebuild report is used to select and report on current accrual information at period end.
These reports can be used to identify any discrepancies between PO receipts and AP invoices. The report will also detail any miscellaneous transactions erroneously posted to the accrual accounts.
After researching the reported accrual balances, the Accrual Write-Offs window can be used to indicate which entries are to be removed and written off from this report. After writing off these entries, the Accrual Write-Off Report can be used as supporting detail for the manual journal entry in General Ledger.
The Accrual Reconciliation Report can help in monitoring potential problems with purchasing and receiving activities that can affect the accuracy of the AP accrual accounts.
Ensure that prior to closing the period, quantity differences (i.e., when the quantity received for a purchase order shipment is smaller than the quantity invoiced) and price differences are resolved.
Prerequisites:
Oracle Payables and Oracle Purchasing installed.
If expense purchases are accrued on receipt, this report enables reconciliation with the accounts payable accrual account.
If expense purchases are accrued at period end, and inventory receipts are not performed, no information will be available to report.
Attention :Most commercial installations accrue expense receipts at period end, as the information is not required as the receipt occurs. If expense purchases are accrued on receipt, more entries must be reconciled in the Accounts Payable accrual accounts. If you also receive inventory, the Receiving Value Report by Destination Account must be run to break out the receiving/inspection value by asset and expense.
Attention: The Accrual Reconciliation Report requires transactions to appear on the report prior to creating records into the Oracle General Ledger interface tables.
Attention: For Oracle Purchasing, all transactions are automatically transferred to the General Ledger interface. For Oracle Inventory, and Oracle Work In Progress, a GL transfer or period close must first be performed for the transactions to appear on this report. For Oracle Payables, journal entries must be created for the invoices.
The Accrual Reconciliation Report requires the transactions to be transferred to the General Ledger interface to ensure the report balances to the General Ledger.
Perform Year End Encumbrance Processing (Optional)
Oracle Financials provides a number of facilities for the processing of outstanding encumbrances as part of year end processing.
The default processing for Oracle Financials at year end is to extinguish any outstanding encumbrances/ unused funds when you close the last period of the Financial Year within Oracle General Ledger.
The carry forward process enables managers to perform any of the following:
Carry forward encumbrances for existing transactions (purchases/requisitions).
Carry forward encumbrances, and the encumbered budget.
Carry forward the funds available as at the end of the year.
Other facilities available:
Use mass allocations to bring forward part of the funds available.
Carry forward budgets into the current appropriation budget, or to a separate budget to identify between current year and carry forward amounts if required. Mass budget processing also allows you to combine these budgets.
Attention: You must complete the Year End Encumbrance processing in Oracle Purchasing before commencing the year end Encumbrance processing in Oracle General Ledger.
(Refer to Period-End Procedures for Oracle General Ledger)
The steps required to complete Year end Encumbrance processing in Oracle Purchasing are:
Identify Outstanding Encumbrances
Print the Encumbrance Detail Report to review the requisition and purchase order encumbrances, if the encumbrance option for requisitions or purchase orders has been enabled, and requisitions and purchases have entered and approved. Use this report to review the accounts encumbered.
The Encumbrance Detail Report reflects activity from General Ledger, not Purchasing or Oracle Payables. Therefore, use the Encumbrance Detail Report in a way that matches the accounting method:
Receipt accrual: Generate the Encumbrance Detail Report as needed when the Accrue at Receipt option is used. Upon entering receipt information, an automated process transfers the receipt information to General Ledger using the Journal Import Process.
Period-end accrual: Generate the Encumbrance Detail Report at period-end. During the period, the encumbrance detail on the report is based on invoice matching information from
Payables, not on receiving information. After the Receipt Accruals - Period-End process is run, the Encumbrance Detail Report reflects the true period-end receipt information.
Cash basis: If cash-basis accounting is used, the encumbrances on the Encumbrance Detail Report remain until payment information from Payables is transferred to General Ledger. When cash-basis accounting is used and the Payables Transfer to General Ledger process is submitted, Payables transfers only accounting information for paid invoices to the General Ledger.
Based on this report you can identify those transactions that you wish to carry forward into the new financial year.
Refer below for the steps required to cancel transactions that are not to be to carried forward.
Perform MassCancel in Oracle Purchasing (Optional)
MassCancel enable the cancellation of requisitions and purchase orders on the basis of user selected criteria.
Define MassCancel
The Define MassCancel window is used to nominate a date range for transactions, as well as any of the following:
Document Type
Supplier Name
Accounting Flexfield Range
This process will automatically generate a MassCancel listing report identifying the following:
Unable to Cancel Requisitions (reasons provided)
Unable to Cancel Purchase Orders (reasons provided)
Partially in range Documents
Fully in Range Documents
Run MassCancel
When this process is run, Oracle Purchasing creates journal entries to zero out the encumbrances associated with the canceled requisitions and purchase orders.
Attention: If you wish to cancel both purchase orders and requisitions, you must initiate MassCancel twice. Note that when canceling a purchase order, you have the option of canceling the original requisition at the same time.
Close the Current Oracle Purchasing Period
Close the current Purchasing Period in the Control Purchasing Periods window. Oracle Purchasing automatically un-marks all the receipts previously accrued to ensure that these receipts can be accrued again if they are still not invoiced in the next accounting period (where you have selected to accrue receipts at period end).
Open the Next Oracle Purchasing Period
Open the next purchasing period in the Control Purchasing Periods window.
Run Standard Period End Reports (Optional)
Suppliers Quality and Performance Analysis Reports
Suppliers Report:
Use the Suppliers Report to review detailed information entered for a supplier in the Suppliers and Supplier Sites windows. This report also shows if a supplier is on PO Hold.
You have the option to include supplier site address and contact information. Payables lists your suppliers in alphabetical order, and you can additionally order the report by supplier number.
Suppliers Audit Report:
Use the Supplier Audit Report to help identify potential duplicate suppliers. This report lists active suppliers whose names are the same up to a specified number of characters. The report ignores case, spaces, special characters, etc.
The report lists all site names and addresses of each potential duplicate supplier. Payables inserts a blank line between groups of possible duplicate suppliers. After duplicate suppliers have been identified, they can be combined using Supplier Merge. If purchase order information is merged, then any references to the supplier in blanket purchase orders, quotations, and autosource rules are updated to the new supplier.
Supplier Quality Performance Analysis Report:
The Supplier Quality Performance Analysis Report can be used to review suppliers' quality performance, for percents accepted, rejected, and returned. This report is useful to identify suppliers with quality performance issues.
Supplier Service Performance Analysis Report:
The Supplier Service Performance Analysis Report lists late shipments, early shipments, rejected shipments, and shipments to wrong locations. This report can be used to derive a supplier service penalty by multiplying the days variance quantity by a percentage of the price.
The % Open Current is the percentage of the ordered quantity not yet received, but within the receipt tolerance days or not past due.
The % Open Past Due is the percentage of the ordered quantity not received by the promise date and beyond the receipt tolerance days.
The % Received On Time is the percentage of the ordered quantity received on the promise date or within the receipt tolerance days.
The % Received Late is the percentage of the ordered quantity received after the promise date and outside the receipt tolerance days.
The % Received Early is the percentage of the ordered quantity received before the promise date and outside the receipt tolerance days.
The Days Variance is calculated as the summation of the date differential (transaction date subtracted from promise date) multiplied by the corrected received quantity (the received quantity plus or minus corrections) for each shipment, all divided by the total corrected received quantity. The result is the quantity per day the supplier is in variance.
Supplier Volume Analysis Report:
The Supplier Volume Analysis Report shows the dollar value of items purchased from a supplier. The report prints the items that are assigned sourcing rules. Use the report to compare actual purchase percentages with sourcing percentage.
The Expenditure is the sum of the item line amounts for standard purchase orders for the supplier.
The Actual Percentage is the items expenditure as a percentage of the total expenditure for the date range of the report.
The Intended Commitment is the total expenditure multiplied by the split percentage entered in the sourcing rules.
Analyse Requisitions
Requisition Activity Register
The Requisition Activity Register shows requisition activity and monetary values. Purchasing prints the requisitions in order of creation date and prepared name.
Review Quotation, RFQ and Purchase Order Statuses
Purchase Order Statuses may optionally be reviewed early in the period close processing for Oracle Purchasing.
Blanket and Planned PO Status Report:
The Blanket and Planned PO Status report can be used to review purchase order transactions for items you buy, using blanket purchase agreements and planned purchase orders. For each blanket purchase agreement and planned purchase order created, Purchasing provides the detail of the releases created against these orders. Purchasing prints the blanket agreement or planned purchase order header information, if no release exists.
Savings Analysis Reports
Savings Analysis Report (by Category):
The Savings Analysis Report (By Category) shows buyer performance by category. Use the report to compare the market, quote, or list price to the actual price.
The Negotiated Amount is the product of the price on the quotation and the quantity ordered. If a quote is not defined, Purchasing prints the product of the market price of the item ordered and the quantity ordered. If the market price is not defined, Purchasing uses the list price.
The report includes a price type Legend at the bottom of each page for the price type. If the line price type is Q, the line price was from the Quote. If the line price type is M, the line price was from Market Price, and if the line price type is L, the line price was from List Price.
The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered.
The Amount Saved is the negotiated amount less the actual amount, with negative figures in parentheses.
Savings Analysis Report (by Buyer):
The Savings Analysis Report (By Buyer) shows buyer performance by purchase order.
The Negotiated Amount is the product of the price on the quotation and the quantity ordered. If a quote is not defined, Purchasing prints the product of the market price of the item ordered and the quantity ordered. If the market price is not defined, Purchasing uses the list price.
The report includes a price type Legend at the bottom of each page for the price type. If the line price type is Q, the line price was from the Quote. If the line price type is M, the line price was from Market Price, and if the line price type is L, the line price was from List Price.
The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered.
The Amount Saved is the negotiated amount less the actual amount, with negative figures in parentheses.
Encumbrance Accounting Reports
Encumbrance Detail Report
The Encumbrance Detail Report can be used to review requisition and purchase order encumbrances for a range of accounts if the encumbrance option for requisitions or purchase orders has been enabled, and there are entered and approved requisitions and purchases. Use this report to review the accounts encumbered.
Cancelled Purchase Orders Report
Cancelled Requisition Report
Use these reports to review all purchase orders and requisitions cancelled, particularly where you have defined multiple Mass Cancel batches.
You can use this as a golden refrence document at the time of Preiod End Processing of Oracle Purchasing
Feel free to come up with your comments over this document.
Thanks & Regards,
S.Grace Paul Regan
Wednesday, April 2, 2008
Complete Guide (Enter Requsition in Oracle Purchasing)
Entering Requisition Header
NOTE: Any navigation paths specified in this document can be performed using the Purchasing Super User responsibility, with the exception of the Subinventory field (#10), which can be performed using the Inventory Super User responsibility. Also, any and all profile options discussed in this document can be defined from the following responsibility and navigation within Oracle Applications:
Responsibility: System Administrator
Navigation: Profiles -> System
1. Field: Requisition Number
Navigation for Setup: Setup -> Organizations -> Purchasing Options, Numbering Alternate Region
Whether or not a Requisition number can be entered by a user depends on these settings. If automatic Requisition numbering is chosen, the cursor will not enter this field and the number is generated when the Requisition is saved.
2. Field: Document Type
Navigation for Setup: Setup -> Purchasing -> Document Types
The Requisition form allows for the following document types to be created and modified:
Internal Requisition - the requisition lines are usually satisfied from inventory by means of an internal sales order.
Purchase Requisition - the requisition lines are usually satisfied from an outside supplier by means of a purchase order.
The names and access, security and control specifications of these requisition types can be defined in the Document Types form.
The default is Purchase Requisition upon entering the Requisitions form. When an Internal requisition is submitted, a sales order is automatically created.
3. Field: Description (Optional)
Navigation for Setup: None required
Profile Option for Setup: None required
This field allows the user to enter a brief description or explanation of the requisition's purpose. Any information entered here is supplemental information (not required for requisition processing).
Entering Requisition Lines
Use the Items tabbed region in the Requisitions window to enter requisition line information.
You can choose a predefined item or you can an enter an item without an item number.
To enter requisition line information:
1. Navigate to the Items tabbed region in the Requisitions window.
2. Enter a line Type for the requisition line. Line types help you define how you want to categorize your items. The default for this field is the Line Type from the Purchasing Options window. If you change this line type, defaults from the Line Types window appear in the Category, UOM and Price fields, and the cursor moves to the Category field.
For purposes of requisition line entry, line types are handled in three classes: amount-based, quantity-based, and outside processing. The defaults that appear when you enter a line type are cleared if you change the line type to a different class. Once you have committed a line, you can change the line type only to another line type of the same class.
3. For quantity-based line types and outside processing line types, enter the Item you want to request. Purchasing displays defaults for purchasing category, item description, unit of measure, and unit price for this item.
4. Enter the Revision (if any) that corresponds to the item you want to order.
5. Enter the purchasing Category. You cannot change the category if you provide an item number in the Item field.
6. Enter the item Description to explain the item in further detail. When you enter an item number, Purchasing displays the item description from the Items window. You can change this description only if the Allow Description Update attribute for the item is enabled.
7. Enter the Quantity you want to request for the item. You can enter decimal quantities, but you must enter a value greater than 0. You can use the Catalog button to get price breaks for different quantities from catalog quotations or blanket purchase agreements.
If Quantity Rounding is enabled, Purchasing either displays the rounded quantity you should have entered in a warning message or it updates the quantity to the appropriate rounded quantity. The rounding is based on the Unit of Issue (or primary unit of measure if the Unit of Issue is not defined) and the Rounding Factor defined for the item in Inventory. Rounding is up or down to the nearest whole Unit of Issue/primary unit of measure using the rounding factor.
8. Enter the unit of measure you want to use for your requisition line. If you enter an item number, Purchasing defaults the unit of measure for this item. If you change this value, the quantity is rounded again if appropriate, and the price is recalculated. If you enter a line type that is amount based, Purchasing uses the unit of measure that you assigned to that line type in the Line Types window. You cannot change the unit of measure of amount based items.
9. Enter the unit Price for the item. You can enter the price in decimal format. You must enter a value greater than or equal to 0. If you enter an item number, Purchasing defaults the list price for this item, but you can change this value. If you create a requisition line for an amount based line type, Purchasing sets the price to 1, and you cannot change it. Unit prices are in the functional currency.
10. Enter the Need By date for the requested items. This is required only for planned items. You must enter a date greater than or equal to the requisition creation date.
The Charge Account is rolled up from a single distribution after the distribution is created. If more that one distribution is created for the line, Multiple is displayed.
The lower part of the screen below the Lines tabbed region consists of optional fields for which the default can be set in the Requisition Preferences window. See: Entering Requisition Preferences.
11. Enter or use the default Tax Code for taxable items.
The tax code defaults from the Tax Defaults region in the Purchasing Options window.
Accept the default tax code or select another. You cannot override the tax code if the profile option Tax: Allow Override of Tax Code is set to No, or the shipment has been received.
If on the requisition you change a tax source, such as Supplier or Site, then Purchasing does not redefault a new Tax Code on the current line, but does default it on new lines. The same is true even after you override the Tax Code: Purchasing does not redefault it on current lines when you change a tax source.
NOTE: If you change the Tax Code after already creating distributions for the line, the associated Recovery Rate on those distributions is not redefaulted for the new Tax Code.
12. Enter the Destination Type:
Expense - The goods are delivered to the requestor at an expense location. The destination subinventory is not applicable.
Inventory - The goods are received into inventory upon delivery.
Shop Floor - The goods are delivered to an outside processing operation defined by Work in Process. Purchasing uses this option for outside processing items.
13. Enter the name of the employee who is requesting the item. You must provide a Requestor before you can approve the requisition. The default is the requisition preparer.
14. Enter the Organization.
15. Enter the delivery Location for the requested items. Purchasing defaults the deliver-to location that you assign to the employee in the Enter Person window. You must provide a deliver-to location before you can approve the requisition. Before the source of the line can be Inventory, the deliver-to location must be linked to a customer address in the Customer Addresses window. See: Assigning a Business Purpose to a Customer Address.
16. Enter the Subinventory. This field applies only when the Destination Type is Inventory.
17. Enter the Source type. The source type determines the source of the requisitioned items. The choice you have in this field is dependent on the PO: Legal Requisition Type profile option. You may be able to use either the Inventory or the Supplier source type, or both types.
Note that if you have both options, you can source requisition lines independently of the document type. You can even mix inventory and supplier sourced requisition lines in the same requisition. Purchasing creates one internal sales order for all inventory source type requisition lines on this requisition. The supplier source type requisition lines are placed onto purchase orders with the AutoCreate Documents window.
Even if you are restricted to one type, Purchasing restricts the source type as appropriate for the item. If you are restricted to Inventory but you are requesting a Supplier item (Purchased Item attribute - Yes, Internal Ordered Item attribute - No), the source type can be only Supplier. Conversely, if you are restricted to Supplier requisitions and you ask for an Inventory item (Purchased Item attribute - No, Internal Ordered Item attribute - Yes), the source type can be only Inventory. This is allowed because a requestor may not know the item source type.
For Inventory source type lines, you can enter a default Organization and Subinventory. If you specify a subinventory for an internal requisition line, Order Management reserves the goods and uses only the specified subinventory for allocation. If the goods do not exist at the specified subinventory, Order Management backorders them, even if they do exist in another subinventory.
18. For the Supplier source type, enter the suggested Supplier, Supplier Site, Contact, and Phone. For the Inventory source type, enter the Organization and Subinventory.
19. Save your work. If you save a requisition line without entering a distribution, Purchasing tries to generate a distribution line for you, using the Account Generator based on the information you have entered. If you want your distribution account numbers to be generated based on project information, you must enter project information in the Requisition Preferences or Requisition Distributions windows before committing the distribution line.
To enter line source details for the Supplier source type:
Navigate to the Source Details tabbed region. When the source type is Supplier, you can enter the Note to Buyer, Buyer, RFQ Required, Supplier Item number, source Document Type (Blanket or Quotation), source Document, and document Line Number.
To enter line details:
Navigate to the Details tabbed region. You can enter a Justification, Note to Receiver, Transaction Nature, Reference Number, UN Number, and Hazard class.
To enter line currency information
Navigate to the Currency tabbed region.
1. Enter a suggested currency for the requisition line. This must be an enabled code from the Currency window. The cursor enters the remaining currency fields only if you have entered a currency here.
2. Purchasing supplies you with one of two predefined currency rate types: User or EMU Fixed. A rate type of User means that you can enter a conversion rate between the foreign currency (or transaction currency in a document entry window) and the base currency (or functional currency, defined in your set of books). A rate type of EMU Fixed means that if either your transaction currency or your functional currency is Euro (the European Monetary Unit currency) and the other is another European currency, Purchasing automatically enters a conversion Rate Date and Rate for you that you cannot change.
3. You can define additional currency rate types in the Define Daily Conversion Rate Types form, and you can enter User or one of your additional types.
4. Enter the currency rate date.
5. Enter the currency conversion rate. Purchasing overrides this default when you are entering requisition lines if the rate type is not User and if you have established a rate for the rate type and date.
To enter outside processing information:
Select the Outside Processing button to open the Outside Processing window for outside processing line types.
To open the Supplier Item Catalog:
With the cursor in a requisition line row, select the Catalog button to open the Supplier Item Catalog.
To enter requisition distributions:
Select the Distributions button to open the Distributions window.
To view tax information:
After you have entered and saved all tax information, do either or both of the following:
Choose Tax Code Summary from the Tools menu to see the total recoverable and non recoverable tax for each tax code in your document.
Choose Tax Details from the Tools menu to see recoverable and non recoverable tax details for each line and distribution.
To approve requisitions:
Select the Approval button to open the Approve Documents window.
To check funds:
Select Check Funds on the Tools menu.
To enter requisition preferences:
Select Preferences on the Tools menu to open the Requisition Preferences window.
To reaccess a requisition quickly:
Choose Place on Navigator from the Action menu. Choose the Documents tabbed region in the Navigator to later access the requisition more quickly.
NOTE: Once you place a document in the Navigator, it is the first thing you see in the Navigator the next time you log into Purchasing. Choose Functions to return to the Purchasing menu.
Entering Requisition Distributions
Use the Distributions window to enter requisition distributions or to view distributions that Purchasing has automatically created for you. You can charge the cost of this requisition line to multiple Accounting Flexfields or update the default values you provided in the Requisition Preferences window. Note that if the line source type is Inventory, you cannot approve the requisition if you enter more than one distribution line.
To enter requisition distributions:
1. Navigate to the Distributions window by selecting the Distributions button in the Requisitions window. You begin in the Accounts tabbed region.
2. Enter the Quantity you want to distribute. The quantity must be in decimal format. Purchasing displays the quantity you have not yet assigned to an Accounting Flexfield. Multiple distribution quantities must total to the requisition line quantity. Using decimal quantities in this field, you can easily distribute costs across distributions using percentages. For instance, you can have a simple quantity of one (1) on your requisition line. If you want to charge one Accounting Flexfield for 30% of the cost of the item and another Accounting Flexfield for 70% of the cost of the item, simply enter .3 and .7 as the respective quantities for the requisition distribution lines.
If you have a quantity different from one (1), you can use the Calculator to perform the arithmetic, as illustrated by the following example:
Your requisition line quantity is 5000
You want to charge 35% of the cost to a first Accounting Flexfield
You want to charge 65% of the cost to a second Accounting Flexfield
Simply enter (5000x35)/100 = 1750 as the quantity for the first requisition distribution and (5000x65)/100 = 3250 as the quantity for the second requisition distribution.
3. When you enter a Charge Account, Purchasing uses the Account Generator to automatically create the following accounts for each distribution:
Accrual: the AP accrual account
Variance: the invoice price variance account
If you are using encumbrance control, Purchasing also creates the following account for each distribution:
Budget: the encumbrance budget account
The Account Generator creates these accounts based on predefined rules. See: Using the Account Generator in Oracle Purchasing User's Guide.
With one exception, you cannot create or update these accounts manually. If the requisition line destination type is Expense, however, you can change the default charge account supplied by the Account Generator.
4. Change or accept the default Recovery Rate for taxable items.
The recovery rate is the percentage of tax that your business can reclaim for credit. The recovery rate defaults in based on the Tax Code on the line in the Requisitions window and the setup in the Financials Options window.
You can change the recovery rate if the profile option Tax: Allow Override of Recovery Rate is set to Yes, and the shipment has not been received. Depending on the setup in the Financials Options window and the type of tax, only certain recovery rates may be allowed.
If on the requisition you change a tax source, such as Supplier, Site, or Tax Code, then Purchasing does not redefault a new Recovery Rate on the current distribution, but does default it on new distributions you create.
You can choose to use a different recovery rate for different distributions, even if they use the same tax code.
5. Enter the GL Date that you want to use when you reserve funds. You can enter a GL Date only if you set up your financials options to use encumbrance for requisitions. The Reserved check box indicates whether funds have been reserved. The default is the current date.
If you enter a date that belongs to two separate accounting periods, Purchasing creates a journal entry in the first accounting period that contains this date.
6. Save your work.
To view tax information:
After you have entered and saved all tax information, do either or both of the following:
Choose Tax Code Summary from the Tools menu to see the total recoverable and non recoverable tax for each tax code in your document.
Choose Tax Details from the Tools menu to see recoverable and non recoverable tax details for each line and distribution.
To enter project information:
You see a Project tabbed region if one of the following is true:
Oracle Projects is installed, or
Oracle Project Manufacturing is installed and Project Reference Enabled is selected in the Project Manufacturing Organization Parameters window
The project information you enter is used by Oracle Projects for destination types of Expense, or by Oracle Project Manufacturing for destination types of Inventory or Shop Floor.
1. Choose the Project tabbed region.
2. Select a Project Number.
For a requisition line Destination Type of Inventory or Shop Floor, you can optionally enter a Project Number if the Project Control Level is set to Project in the Project Information tax region of the Organization Parameters window.
For a requisition line Destination Type of Expense, you can always optionally enter a Project Number.
3. If you entered a Project number, select a Task number.
You must enter a Task number for a requisition line Destination Type of Inventory or Shop Floor, if the Project Control Level is set to Task in the Organization Parameters window and if you have entered a Project number.
4. Enter Expenditure information. Expenditure information is required only if your Destination Type is Expense.
Select the Expenditure Type.
If you chose an Expenditure Type, enter an Expenditure Organization.
If you chose an Expenditure Organization, select the Expenditure Date.
5. Note that the distribution Quantity that will be charged to the project should already be entered for you.
You change the Quantity here, then the distribution Quantity on the requisition line changes as well.
6. Note that a Unit Number field is visible if Project Manufacturing is installed.
If the item is under model/unit effectivity control, you must select an end-item model Unit Number. This field is disabled if the item is not under model/unit effectivity control.
Note: You can also view the Unit Number as a hidden field in the Requisition Distributions Summary window.
7. Save your work.
The Charge, Budget, Accrual, and Variance accounts in the Account Description region are generated automatically.
Thanks & Regards,
S.Grace Paul Regan
NOTE: Any navigation paths specified in this document can be performed using the Purchasing Super User responsibility, with the exception of the Subinventory field (#10), which can be performed using the Inventory Super User responsibility. Also, any and all profile options discussed in this document can be defined from the following responsibility and navigation within Oracle Applications:
Responsibility: System Administrator
Navigation: Profiles -> System
1. Field: Requisition Number
Navigation for Setup: Setup -> Organizations -> Purchasing Options, Numbering Alternate Region
Whether or not a Requisition number can be entered by a user depends on these settings. If automatic Requisition numbering is chosen, the cursor will not enter this field and the number is generated when the Requisition is saved.
2. Field: Document Type
Navigation for Setup: Setup -> Purchasing -> Document Types
The Requisition form allows for the following document types to be created and modified:
Internal Requisition - the requisition lines are usually satisfied from inventory by means of an internal sales order.
Purchase Requisition - the requisition lines are usually satisfied from an outside supplier by means of a purchase order.
The names and access, security and control specifications of these requisition types can be defined in the Document Types form.
The default is Purchase Requisition upon entering the Requisitions form. When an Internal requisition is submitted, a sales order is automatically created.
3. Field: Description (Optional)
Navigation for Setup: None required
Profile Option for Setup: None required
This field allows the user to enter a brief description or explanation of the requisition's purpose. Any information entered here is supplemental information (not required for requisition processing).
Entering Requisition Lines
Use the Items tabbed region in the Requisitions window to enter requisition line information.
You can choose a predefined item or you can an enter an item without an item number.
To enter requisition line information:
1. Navigate to the Items tabbed region in the Requisitions window.
2. Enter a line Type for the requisition line. Line types help you define how you want to categorize your items. The default for this field is the Line Type from the Purchasing Options window. If you change this line type, defaults from the Line Types window appear in the Category, UOM and Price fields, and the cursor moves to the Category field.
For purposes of requisition line entry, line types are handled in three classes: amount-based, quantity-based, and outside processing. The defaults that appear when you enter a line type are cleared if you change the line type to a different class. Once you have committed a line, you can change the line type only to another line type of the same class.
3. For quantity-based line types and outside processing line types, enter the Item you want to request. Purchasing displays defaults for purchasing category, item description, unit of measure, and unit price for this item.
4. Enter the Revision (if any) that corresponds to the item you want to order.
5. Enter the purchasing Category. You cannot change the category if you provide an item number in the Item field.
6. Enter the item Description to explain the item in further detail. When you enter an item number, Purchasing displays the item description from the Items window. You can change this description only if the Allow Description Update attribute for the item is enabled.
7. Enter the Quantity you want to request for the item. You can enter decimal quantities, but you must enter a value greater than 0. You can use the Catalog button to get price breaks for different quantities from catalog quotations or blanket purchase agreements.
If Quantity Rounding is enabled, Purchasing either displays the rounded quantity you should have entered in a warning message or it updates the quantity to the appropriate rounded quantity. The rounding is based on the Unit of Issue (or primary unit of measure if the Unit of Issue is not defined) and the Rounding Factor defined for the item in Inventory. Rounding is up or down to the nearest whole Unit of Issue/primary unit of measure using the rounding factor.
8. Enter the unit of measure you want to use for your requisition line. If you enter an item number, Purchasing defaults the unit of measure for this item. If you change this value, the quantity is rounded again if appropriate, and the price is recalculated. If you enter a line type that is amount based, Purchasing uses the unit of measure that you assigned to that line type in the Line Types window. You cannot change the unit of measure of amount based items.
9. Enter the unit Price for the item. You can enter the price in decimal format. You must enter a value greater than or equal to 0. If you enter an item number, Purchasing defaults the list price for this item, but you can change this value. If you create a requisition line for an amount based line type, Purchasing sets the price to 1, and you cannot change it. Unit prices are in the functional currency.
10. Enter the Need By date for the requested items. This is required only for planned items. You must enter a date greater than or equal to the requisition creation date.
The Charge Account is rolled up from a single distribution after the distribution is created. If more that one distribution is created for the line, Multiple is displayed.
The lower part of the screen below the Lines tabbed region consists of optional fields for which the default can be set in the Requisition Preferences window. See: Entering Requisition Preferences.
11. Enter or use the default Tax Code for taxable items.
The tax code defaults from the Tax Defaults region in the Purchasing Options window.
Accept the default tax code or select another. You cannot override the tax code if the profile option Tax: Allow Override of Tax Code is set to No, or the shipment has been received.
If on the requisition you change a tax source, such as Supplier or Site, then Purchasing does not redefault a new Tax Code on the current line, but does default it on new lines. The same is true even after you override the Tax Code: Purchasing does not redefault it on current lines when you change a tax source.
NOTE: If you change the Tax Code after already creating distributions for the line, the associated Recovery Rate on those distributions is not redefaulted for the new Tax Code.
12. Enter the Destination Type:
Expense - The goods are delivered to the requestor at an expense location. The destination subinventory is not applicable.
Inventory - The goods are received into inventory upon delivery.
Shop Floor - The goods are delivered to an outside processing operation defined by Work in Process. Purchasing uses this option for outside processing items.
13. Enter the name of the employee who is requesting the item. You must provide a Requestor before you can approve the requisition. The default is the requisition preparer.
14. Enter the Organization.
15. Enter the delivery Location for the requested items. Purchasing defaults the deliver-to location that you assign to the employee in the Enter Person window. You must provide a deliver-to location before you can approve the requisition. Before the source of the line can be Inventory, the deliver-to location must be linked to a customer address in the Customer Addresses window. See: Assigning a Business Purpose to a Customer Address.
16. Enter the Subinventory. This field applies only when the Destination Type is Inventory.
17. Enter the Source type. The source type determines the source of the requisitioned items. The choice you have in this field is dependent on the PO: Legal Requisition Type profile option. You may be able to use either the Inventory or the Supplier source type, or both types.
Note that if you have both options, you can source requisition lines independently of the document type. You can even mix inventory and supplier sourced requisition lines in the same requisition. Purchasing creates one internal sales order for all inventory source type requisition lines on this requisition. The supplier source type requisition lines are placed onto purchase orders with the AutoCreate Documents window.
Even if you are restricted to one type, Purchasing restricts the source type as appropriate for the item. If you are restricted to Inventory but you are requesting a Supplier item (Purchased Item attribute - Yes, Internal Ordered Item attribute - No), the source type can be only Supplier. Conversely, if you are restricted to Supplier requisitions and you ask for an Inventory item (Purchased Item attribute - No, Internal Ordered Item attribute - Yes), the source type can be only Inventory. This is allowed because a requestor may not know the item source type.
For Inventory source type lines, you can enter a default Organization and Subinventory. If you specify a subinventory for an internal requisition line, Order Management reserves the goods and uses only the specified subinventory for allocation. If the goods do not exist at the specified subinventory, Order Management backorders them, even if they do exist in another subinventory.
18. For the Supplier source type, enter the suggested Supplier, Supplier Site, Contact, and Phone. For the Inventory source type, enter the Organization and Subinventory.
19. Save your work. If you save a requisition line without entering a distribution, Purchasing tries to generate a distribution line for you, using the Account Generator based on the information you have entered. If you want your distribution account numbers to be generated based on project information, you must enter project information in the Requisition Preferences or Requisition Distributions windows before committing the distribution line.
To enter line source details for the Supplier source type:
Navigate to the Source Details tabbed region. When the source type is Supplier, you can enter the Note to Buyer, Buyer, RFQ Required, Supplier Item number, source Document Type (Blanket or Quotation), source Document, and document Line Number.
To enter line details:
Navigate to the Details tabbed region. You can enter a Justification, Note to Receiver, Transaction Nature, Reference Number, UN Number, and Hazard class.
To enter line currency information
Navigate to the Currency tabbed region.
1. Enter a suggested currency for the requisition line. This must be an enabled code from the Currency window. The cursor enters the remaining currency fields only if you have entered a currency here.
2. Purchasing supplies you with one of two predefined currency rate types: User or EMU Fixed. A rate type of User means that you can enter a conversion rate between the foreign currency (or transaction currency in a document entry window) and the base currency (or functional currency, defined in your set of books). A rate type of EMU Fixed means that if either your transaction currency or your functional currency is Euro (the European Monetary Unit currency) and the other is another European currency, Purchasing automatically enters a conversion Rate Date and Rate for you that you cannot change.
3. You can define additional currency rate types in the Define Daily Conversion Rate Types form, and you can enter User or one of your additional types.
4. Enter the currency rate date.
5. Enter the currency conversion rate. Purchasing overrides this default when you are entering requisition lines if the rate type is not User and if you have established a rate for the rate type and date.
To enter outside processing information:
Select the Outside Processing button to open the Outside Processing window for outside processing line types.
To open the Supplier Item Catalog:
With the cursor in a requisition line row, select the Catalog button to open the Supplier Item Catalog.
To enter requisition distributions:
Select the Distributions button to open the Distributions window.
To view tax information:
After you have entered and saved all tax information, do either or both of the following:
Choose Tax Code Summary from the Tools menu to see the total recoverable and non recoverable tax for each tax code in your document.
Choose Tax Details from the Tools menu to see recoverable and non recoverable tax details for each line and distribution.
To approve requisitions:
Select the Approval button to open the Approve Documents window.
To check funds:
Select Check Funds on the Tools menu.
To enter requisition preferences:
Select Preferences on the Tools menu to open the Requisition Preferences window.
To reaccess a requisition quickly:
Choose Place on Navigator from the Action menu. Choose the Documents tabbed region in the Navigator to later access the requisition more quickly.
NOTE: Once you place a document in the Navigator, it is the first thing you see in the Navigator the next time you log into Purchasing. Choose Functions to return to the Purchasing menu.
Entering Requisition Distributions
Use the Distributions window to enter requisition distributions or to view distributions that Purchasing has automatically created for you. You can charge the cost of this requisition line to multiple Accounting Flexfields or update the default values you provided in the Requisition Preferences window. Note that if the line source type is Inventory, you cannot approve the requisition if you enter more than one distribution line.
To enter requisition distributions:
1. Navigate to the Distributions window by selecting the Distributions button in the Requisitions window. You begin in the Accounts tabbed region.
2. Enter the Quantity you want to distribute. The quantity must be in decimal format. Purchasing displays the quantity you have not yet assigned to an Accounting Flexfield. Multiple distribution quantities must total to the requisition line quantity. Using decimal quantities in this field, you can easily distribute costs across distributions using percentages. For instance, you can have a simple quantity of one (1) on your requisition line. If you want to charge one Accounting Flexfield for 30% of the cost of the item and another Accounting Flexfield for 70% of the cost of the item, simply enter .3 and .7 as the respective quantities for the requisition distribution lines.
If you have a quantity different from one (1), you can use the Calculator to perform the arithmetic, as illustrated by the following example:
Your requisition line quantity is 5000
You want to charge 35% of the cost to a first Accounting Flexfield
You want to charge 65% of the cost to a second Accounting Flexfield
Simply enter (5000x35)/100 = 1750 as the quantity for the first requisition distribution and (5000x65)/100 = 3250 as the quantity for the second requisition distribution.
3. When you enter a Charge Account, Purchasing uses the Account Generator to automatically create the following accounts for each distribution:
Accrual: the AP accrual account
Variance: the invoice price variance account
If you are using encumbrance control, Purchasing also creates the following account for each distribution:
Budget: the encumbrance budget account
The Account Generator creates these accounts based on predefined rules. See: Using the Account Generator in Oracle Purchasing User's Guide.
With one exception, you cannot create or update these accounts manually. If the requisition line destination type is Expense, however, you can change the default charge account supplied by the Account Generator.
4. Change or accept the default Recovery Rate for taxable items.
The recovery rate is the percentage of tax that your business can reclaim for credit. The recovery rate defaults in based on the Tax Code on the line in the Requisitions window and the setup in the Financials Options window.
You can change the recovery rate if the profile option Tax: Allow Override of Recovery Rate is set to Yes, and the shipment has not been received. Depending on the setup in the Financials Options window and the type of tax, only certain recovery rates may be allowed.
If on the requisition you change a tax source, such as Supplier, Site, or Tax Code, then Purchasing does not redefault a new Recovery Rate on the current distribution, but does default it on new distributions you create.
You can choose to use a different recovery rate for different distributions, even if they use the same tax code.
5. Enter the GL Date that you want to use when you reserve funds. You can enter a GL Date only if you set up your financials options to use encumbrance for requisitions. The Reserved check box indicates whether funds have been reserved. The default is the current date.
If you enter a date that belongs to two separate accounting periods, Purchasing creates a journal entry in the first accounting period that contains this date.
6. Save your work.
To view tax information:
After you have entered and saved all tax information, do either or both of the following:
Choose Tax Code Summary from the Tools menu to see the total recoverable and non recoverable tax for each tax code in your document.
Choose Tax Details from the Tools menu to see recoverable and non recoverable tax details for each line and distribution.
To enter project information:
You see a Project tabbed region if one of the following is true:
Oracle Projects is installed, or
Oracle Project Manufacturing is installed and Project Reference Enabled is selected in the Project Manufacturing Organization Parameters window
The project information you enter is used by Oracle Projects for destination types of Expense, or by Oracle Project Manufacturing for destination types of Inventory or Shop Floor.
1. Choose the Project tabbed region.
2. Select a Project Number.
For a requisition line Destination Type of Inventory or Shop Floor, you can optionally enter a Project Number if the Project Control Level is set to Project in the Project Information tax region of the Organization Parameters window.
For a requisition line Destination Type of Expense, you can always optionally enter a Project Number.
3. If you entered a Project number, select a Task number.
You must enter a Task number for a requisition line Destination Type of Inventory or Shop Floor, if the Project Control Level is set to Task in the Organization Parameters window and if you have entered a Project number.
4. Enter Expenditure information. Expenditure information is required only if your Destination Type is Expense.
Select the Expenditure Type.
If you chose an Expenditure Type, enter an Expenditure Organization.
If you chose an Expenditure Organization, select the Expenditure Date.
5. Note that the distribution Quantity that will be charged to the project should already be entered for you.
You change the Quantity here, then the distribution Quantity on the requisition line changes as well.
6. Note that a Unit Number field is visible if Project Manufacturing is installed.
If the item is under model/unit effectivity control, you must select an end-item model Unit Number. This field is disabled if the item is not under model/unit effectivity control.
Note: You can also view the Unit Number as a hidden field in the Requisition Distributions Summary window.
7. Save your work.
The Charge, Budget, Accrual, and Variance accounts in the Account Description region are generated automatically.
Thanks & Regards,
S.Grace Paul Regan
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