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Oracle Install Base Implementation Guide
Release 12.1
Part Number E13684-07
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Overview of Oracle Install Base

This chapter covers the following topics:

Summary of Oracle Install Base

Oracle Install Base is an item instance life cycle tracking application that facilitates enterprise-wide life cycle item management and tracking capabilities. Oracle Install Base tracks an item from the time that it is received in inventory, in work in process, in projects, at customer sites, and throughout the return and repair process. It records a history of changes to tracked items and supports the creation and maintenance of Oracle Install Base configurations.

Oracle Install Base is a centralized repository of information for an item instance and its tracking details including location, status, ownership, party relationships, account relationships, contact relationships, configuration data, and the change history of customer items or corporate assets. The application includes drill-down capability to obtain details of inventory, work in process, and order management transactions affecting an item's tracking attributes.

Additionally, Oracle Install Base provides links to detailed information from contracts, service requests, repair orders initiated for an item instance, and counters associated with the item instance.

Note: Oracle Install Base support is subject to rules, conditions, and limitations discussed in various sections of this guide. These are not exhaustive. Although most situations are covered, it is not possible to specify all rules, conditions, and limitations with regard to the functionality of the application.

Features of Oracle Install Base

Functional Overview

Oracle Install Base is capable of tracking serialized and non-serialized item instances including:

Oracle Install Base leverages existing Oracle applications and is fully integrated with the Oracle E-Business Suite.

Key features and functionality include the following:

Instance Maintenance

Oracle Install Base provides for creation, updating, querying, and copying of instances through Oracle Install Base user interfaces and through integration with other applications. These include Oracle applications such as:

Asset creation and maintenance can be invoked using Oracle Asset Tracking.

It provides tracking of location, status, addresses, contacts, business party relationships, inter-instance relationships, extended pricing, instance attributes, and a host of other item instance attributes.

Instance maintenance can be directly performed using robust HTML query, search, and edit capabilities.

Support for Inventory Transactions

Oracle Install Base supports creation and update of item instances and attributes for transactions originating in Oracle Inventory. These include internal transactions such as internal order shipments and subinventory transfers, discrete manufacturing transactions such as WIP component issue and WIP component return, and external transactions such as sales order shipments to external customers. Oracle Install Base also provides instance maintenance for transactions involving Oracle Purchasing, Contact Center, and e-Biz Center.

Note: Oracle strongly recommends that you set up the Inventory Install Base tracking parameter at the item master level. You must select items as Trackable for all organizations.

Similarly, you must set lot, locator, revision, serial, and others at the master level.

The Oracle Install Base User Guide provides a comprehensive list of all transactions that Oracle Install Base supports, including those that are triggered by Oracle Inventory.

Centralized Repository of Information

Here are examples of information that you can find in the centralized repository that is Oracle Install Base:

Multiple Party/Account Relationships

With Oracle Install Base you can relate an item instance to multiple entities called parties. The parties can be different party types. Thus an item instance may have been Sold To party A but is now Owned By party B. It may be Shipped To party C, and so on. The entities may have type values such as Party, Vendor, Employee. For each party type, you can define relationship types such as Owner and Service Provider. Each party can have multiple accounts.

This feature supports the multiple business relationships required by today's business globalization and outsourcing requirements.

Configuration Support and Instance-to-Instance Relationships

Oracle Install Base provides the ability to store configurations of item instances and to access the history of a configuration.

This functionality includes creating and maintaining configurations. It builds hierarchical configurations at WIP assembly completion by formulating Component-Of relationships between instances. It supports parent-child bill of material (BOM) structure at the point of sales order shipment.

Multiple types of relationships between instances are supported. For example, Oracle Install Base connects two or more components in a communications network by creating Connected-To relationships between item instances. This capability reflects Oracle Install Base integration with the Oracle Telecommunications Service Ordering solution of Oracle Configurator.

Open Interface Mass Load and Mass Update Capabilities

Oracle Install Base provides the Open Interface feature to mass load item instances. This is useful during initial conversion and for synchronizing multiple environments. It can be used to create new instances or to update existing item instances. It can also be used to create or update relationships between item instances including replacing instances in Component-Of configurations.

Additionally, Oracle Install Base provides the Mass Update feature. With this feature you can select a group of item instances based on a set of search criteria and invoke attribute changes for all item instances in the group. For example, you can quickly and conveniently change ownership, location or contacts for a group of instances. The transactions can also be set to run on a future date.

System Grouping of Item Instances

Oracle Install Base has the ability to group item instances under a construct called a system. For example, all copier machines on the fifth floor of a building or those belonging to a specific department can be grouped under a system. You can define, view, and invoke specific changes to item instances within the system, or grouping. Additionally, you can build hierarchies of systems and link multiple systems in parent-child hierarchies or relationships.

Extended Attributes

Oracle Install Base offers the flexibility of multi-level, user definable additional, or extended, attributes associated with an item instance to fit a variety of business requirements. The application also stores pricing attributes for an item instance and makes them available for subsequent use by Oracle E-Business Suite applications including Oracle Service Contracts. That application uses service programs or extended warranties where price is dependent on the attributes of a item.

Integration Points and Dependencies for Oracle Install Base

Integration with the Oracle E-Business Suite

Oracle Install Base has the following integration points within the Oracle E-Business Suite:

Note the following points with regard to integration with TCA and Oracle Quoting:

The application uses the Service Fulfillment Manager (SFM) event queue for communicating transactional updates from Oracle Inventory to Oracle Install Base.

Inventory Receipt and Purchase Order Receipt

If an item is set up as trackable in Oracle Install Base, then an inventory receipt such as miscellaneous receipt or PO receipt causes the creation or update of an Oracle Install Base instance. At the time the inventory transaction happens, a message is sent to the SFM Event Queue. It is automatically dequeued and processed to update Oracle Install Base.

For non-serialized items, if an instance already exists at the same subinventory location, then it is added to the quantity of the instance with the same subinventory location. If an instance for the same item subinventory location does not exist, then a new instance is created.

If an item is serial controlled at receipt or is predefined, then an instance is created for it with quantity of 1 with location in the subinventory location.

If an item is serial controlled at order issue, then it is treated as a non-serialized controlled item in inventory. Only at order-issue time, when it gets a serial number, is an instance with the serial number created.

Inventory Transactions

If an Oracle Install Base trackable item has been received into inventory and an Oracle Install Base instance has been created, then any subsequent inventory transactions will be tracked in Oracle Install Base as well.

Note: Oracle strongly recommends that you set up the Inventory Install Base tracking parameter at the item master level. You must select items as Trackable for all organizations.

Similarly, you must set lot, locator, revision, serial, and others at the master level.

For an inventory transfer or move order transaction, the location of an instance is updated to reflect the new location for a serialized item. For a non-serialized item, the quantity of the instance at the From location is subtracted, and the quantity of the instance at the To location is increased by the quantity being moved. If the item is issued to a WIP job, then the location of the item reflects the WIP job number. If it is issued to an asset, then it reflects the asset number. If it is issued to a project/task, then the location of the instance shows the project and task number. Refer to Oracle Asset Tracking documentation for more details.

The Oracle Inventory transactions associated with Oracle Install Base appear in Appendix A, Oracle Transactions Interfacing with Oracle Install Base, Oracle Install Base User's Guide.

The work-in-process inventory-sourced transactions are described in further detail in WIP Integration.

Oracle Order Management Integration

The integration with Oracle Order Management is the only integration that implements the functionality of the Oracle Install Base Transaction Details window. This includes RMA receipt, sales order shipment, and sales order fulfillment. The functionality of the Oracle Install Base Transaction Details window is not supported for internal sales orders.

RMA Receipt

An RMA return receipt generates an inventory receipt material transaction in the Inventory application. If a serialized item never existed in Oracle Install Base, then the RMA receipt creates a new instance with the location in inventory. For non-serialized items, first create the instance with the required quantity using the Oracle Install Base user interface and then reference it in the RMA. If the instance already exists in Oracle Install Base, then this return can cause a change of location to inventory and other changes such as status and owner as specified in the transaction type setup used to process the transaction.

In the sales return line, installation detail can be invoked to specify additional details for this instance and other related instances for this update to Oracle Install Base.

Oracle Install Base supports the Order Management RMA fulfillment process for non-shippable items under specific terms and conditions. Important conditions include the following:

Oracle Install Base supports RMA fulfillment by one or more of the following events:

Instance attributes are updated based on the associated transaction types in the transaction details window.

Refer to Use of Transactions Details for information on the use of transaction detail. To use transaction detail, the transaction types being used have to be previously set up. Refer to Set Up Transaction Subtypes for instructions on setting up transaction types.

Sales Order Shipment

For an Oracle Install Base trackable, shippable item, a shipping transaction generates an inventory issue transaction in the Oracle Inventory application.

For a serialized item already in inventory, this transaction causes a change of location and ownership, depending on the transaction type being used.

For items serialized at sales order issue, the first-time shipment transaction causes the creation of a new instance with the serial number. If it has trackable components, then the component instances and component-of configuration for these components are built as well.

For non-serialized items, the quantity is subtracted from the instance at the inventory location, and a new instance is created with the customer ownership and location.

Configuration Creation at Sales Order Shipment

Oracle Install Base supports Oracle Order Management integration based creation of configurations for the following:

It is important to note that items must be Oracle Install Base trackable, and non-shippable items must be fulfilled in order to be represented in a configuration.

BOM Based Configurations

Key Rule: Configurations are built only for a parent item instance with Quantity = 1.

Oracle Install Base supports the creation of BOM based configurations at initial shipment. Component-of relationships are created between trackable parent and component instances.

Notes Regarding PTO and ATO Models

The creation of a PTO model is supported as in previous versions of Oracle Install Base. At the time of sales order line processing, Oracle Configurator enables the selection of optional items to be put into the PTO model. As a result, additional sales order lines are created for the mandatory and optional items. If they are Oracle Install Base trackable, then at the time of sales order shipment, instances of the top model, the trackable components, and the component-of relationships are created in Oracle Install Base. The PTO model need not be serialized controlled.

In all cases, at the sales order line for a sales order, installation detail can be invoked to specify additional details for this instance and other related instances, for this update to Oracle Install Base. Refer to Section 1.3.9 for information on the use of installation detail.

To use the installation detail, the transaction types being used have to be previously set up. Refer to Section 2.5.24 for instructions on setting up transaction types.

The creation of an ATO model is supported as well. At the time of sales order line processing, Configurator enables the selection of optional items to be put into the ATO model. Then a WIP job can be created for the configured item to be built in WIP. At the time of WIP assembly completion, the configured item instance and its configuration are created with the location in inventory. When it is shipped, the location and ownership will be changed to that of the customer. The ATO model need not be serialized controlled.

Sales Order Fulfillment

Oracle Install Base supports sales order line fulfillment of shippable or non-shippable, Oracle Install Base trackable items. Workflow customizing is required. Details are provided in subsequent sections.

Fulfillment of an order line invokes the Oracle Install Base interface and appropriately creates or updates Oracle Install Base item instances.

Note: You can replace the Service Fulfillment Manager (SFM) queue with a concurrent program to process the MACD (Move, Add, Change and Disconnect) sales orders.

Use the CSI: Use Parallel Mode profile option to indicate which approach (SFM or Concurrent) to use in order to process order lines in Oracle Install Base. If you set the profile option value to Yes, the new concurrent program will process the transaction lines.

Concurrent programs are:

The IB Transaction Lines Import concurrent program is a manager which batches the lines and assigns workers to process them. The number of workers will be up to the maximum that you specify in the concurrent program. Schedule the IB Transaction Lines Import concurrent program to run every minute. In case you want to retain processed data, the Purge option is provided. Use Oracle Install Base Admin responsibility to run the IB Transaction Lines Import program.

In case of any errors, the current rows will be updated to an error status. The worker can resume processing other order lines. Error rows can be resubmitted through the Install Base - Transaction Errors Processing form.

Configuration Creation at Sales Order Fulfillment

Oracle Install Base supports creation of the following configurations based on integration with Oracle Order Management:

Key Rule: Configurations are only built for a parent item instance with Quantity = 1.

Oracle Install Base supports the creation of BOM-based configurations at fulfillment. Component-of relationships are created between trackable parent and component instances.

In all cases, at the sales order line for a sales order, transaction detail can be invoked to specify additional details for this instance and other related instances for this update to Oracle Install Base. Refer to Section 1.3.9 for information on the use of transaction details.

To use the transaction detail, the transaction subtypes being used must have been previously set up. Refer to Section 2.5.24 for instructions on setting up transaction subtypes.

Ordering Process for End Customers and Partners

Oracle Install Base is integrated with the Oracle Order Management end-customer or partner ordering process, and information that is specific to end customers can be automatically captured in Oracle Install Base from sales orders.

You set up order management default values to specify Oracle Install Base ownership and the current and installed location in sales orders.

Oracle Install Base populates the owner, owner account, current location, and the installed location in the transaction detail, based on the order management defaults or entries in the sales order line.

Following sales order fulfillment, these values are appropriately reflected in Oracle Install Base for an item instance.

The owner/account can come from the sold-to party/account or the end-user/account, the current location can come from the shipped-to location, end-user location, sold-to location, or deliver-to location, the installed location can come from shipped-to location, end-user location, sold-to location, or deliver-to location.

WIP Integration

Oracle Install Base supports and reflects the majority of inventory transactions sourced from WIP jobs and WIP transactions including component-of configuration creation at WIP assembly completion.

WIP assembly completion creates a receipt and a subsequent transaction in Oracle Inventory. The Oracle Install Base integration point with WIP is strictly through the inventory material transaction, not through any internal WIP transactions.

See Section 1.3.3 for more information about inventory transactions.

Assembly Completion and Allocation

The creation of Oracle Install Base configurations in the context of WIP integration is determined by several variables including auto allocate parameter, genealogy enabled, single versus multiple job assembly quantity, serial control, trackable components, and others.

In general configurations are created subject to Rule 1 below.

Rule 1

For auto allocate = ‘Y' and genealogy not enabled, configurations are built based on job requirements. Generally, excess component quantity is not attached to a configuration. Excess quantity is only attached if there is no job requirement.

Other considerations include the following:

For assembly quantity = 1, configurations are created and modified based on issued component quantities. An exception is the following repair/upgrade scenario: If item/serial number A is issued to a job and job completion creates the same item/serial number or the same item with a new serial number B, then the original serial number A is not created as a component of itself (original serial number A or new serial number B).

For multi-quantity assembly jobs, configuration creation is governed by the Auto Allocate install parameter: Auto Allocate = ‘Y' and genealogy not enabled.

For serialized components:

For non-serialized components:

For serialized components:

For non-serialized components:

At the time of sales order shipment, the ownership and location are changed to that of the customer, depending on the transaction being used. Key supported WIP transactions include:

Support for Internal Sales Orders

The internal sales order is one of the means for transferring items between internal organizations. Oracle Install Base supports the internal order process subject to specific rules and conditions. It updates item instances for internal order transactions including internal order pick, internal order in-transit shipment, internal order direct shipment and internal order in-transit receipts.

The key condition affecting Oracle Install Base support for internal sales orders requires selection of the Oracle Inventory Oracle Install Base tracking parameter at item master level. Items must be selected as Trackable for all organizations. Similarly, lot, locator, revision, and others must be set at the master level. Generally Oracle Install Base supports organization-level serial control combinations provided by Oracle Inventory. Specific conditions such as serialized at receipt item in Org A to serialized at sales order issue item in Org B are not supported.

In general, Oracle Install Base updates the following item attributes in the internal sales order process.

Serialized Items:

Inventory Location attributes (Organization ID, Sub-inventory, Location, Locator, Lot) are appropriately updated to reflect the transferred organization.

Non-Serialized Items:

Instances may be created and/or updated (quantity decreased/increased) appropriately based on whether instances exist, negative quantities are allowed, and so on.

In-Transit Internal Order Shipments:

Direct Internal Order Shipments:

Instance usage and location type are updated to ‘In-Inventory' subject to serial/no-control rules.

Inter-Organization Transfers:

These generally are subject to the same rules and processes listed earlier in this section.

Asset Integration

For information about asset integration, refer to Oracle Asset Tracking Implementation Guide and Oracle Asset Tracking User Guide.

Project Integration

For information about project integration, refer to Oracle Asset Tracking Implementation Guide and Oracle Asset Tracking User Guide.

Use of Transactions Details

The Transaction Details window is used to capture additional information that is used to update the instance, an RMA return line, and a sales order line.

The Transaction Details can be activated on the sales order line window by clicking Actions and selecting Installation Details. For a full description of this window, refer to "Using the Order Management Transaction Details Window" in Oracle Install Base User's Guide and online help.