Purchase Order Defaulting Rules (Oracle Purchasing Help)


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Purchase Order Defaulting Rules

Purchasing uses a comprehensive defaulting mechanism to provide most required purchase order information and minimize document creation time. For example, when you are entering a standard purchase order and you want only one shipment and distribution for each purchase order line, you do not need to navigate beyond the Lines alternative region unless you want to change the default information in the shipments and distributions that Purchasing automatically creates. If you are creating an outside processing line, you must go to the Distributions window to enter outside processing information. Finally, note that the Account Generator may be unable to build accounts for a number of reasons, for example, if you have entered a one-time item. In this case, you must enter distributions in the Distributions window.

Purchase Order Default Matrix Conventions

The Purchase Order Default Matrix uses the following conventions:

"Default" in this context means that Purchasing provides this information for you. It does not mean that you can always change the defaulted information.

When options are listed as 1-2-3, Purchasing looks first for the option specified as 1. If new information is provided, or if information is not available in the first source, Purchasing uses the next source. For example, when defaulting the currency to a standard purchase order header, Purchasing first provides the currency specified in the Financials Options window. When you specify a supplier, Purchasing updates the currency based on the supplier's default currency. Finally, when you specify a supplier site, Purchasing updates the currency accordingly.

For Releases, "Source Agreement" refers to Blanket Purchase Agreements or Planned Purchase Orders, as appropriate.

The Last Acceptance Date is calculated using the Promised Date if available. Otherwise, Purchasing uses the Need-By date.

Purchasing provides a GL Date only if you are using encumbrance.

The following abbreviations are used in the matrix:

OSP Outside Processing

PO Opt Purchasing Options

Purchase Order Defaulting Rules

Header Standard Planned Blanket Contract Release

Purchase Order Type Value = "Standard" Value = "Blanket"

Buyer User name (must be buyer) User name (must be buyer) User name (must be buyer) User name (must be buyer) User name (must be buyer)

Currency 1 Set of Books Set of Books Set of Books Set of Books Source Agreement (not changeable)

2 Supplier Supplier Supplier Supplier

3 Supplier Site Supplier Site Supplier Site Supplier Site

Supplier Source Agreement (not changeable)

Supplier Site From supplier if only 1 "Purchasing" site exists From supplier if only 1 "Purchasing" site exists From supplier if only 1 "Purchasing" site exists From supplier if only 1 "Purchasing" site exists Source Agreement (not changeable)

Supplier Contact From site if only 1 contact exists From site if only 1 contact exists From site if only 1 contact exists From site if only 1 contact exists

Confirm Order Value = "No" Value = "No" Value = "No" Value = "No"

Ship To Location 1 Financials Options Financials Options Financials Options Financials Options Source Agreement (not changeable)

2 Supplier Supplier Supplier Supplier

3 Supplier Site Supplier Site Supplier Site Supplier Site

Bill To Location 1 Financials Options Financials Options Financials Options Financials Options Source Agreement (not changeable)

2 Supplier Supplier Supplier Supplier

3 Supplier Site Supplier Site Supplier Site Supplier Site

Payment Terms 1 Financials Options Financials Options Financials Options Financials Options Source Agreement (not changeable)

2 Supplier Supplier Supplier Supplier

3 Supplier Site Supplier Site Supplier Site Supplier Site

Freight Terms 1 Financials Options Financials Options Financials Options Financials Options Source Agreement (not changeable)

2 Supplier Supplier Supplier Supplier

3 Supplier Site Supplier Site Supplier Site Supplier Site

Ship Via 1 Financials Options Financials Options Financials Options Financials Options Source Agreement (not changeable)

2 Supplier Supplier Supplier Supplier

3 Supplier Site Supplier Site Supplier Site Supplier Site

FOB 1 Financials Options Financials Options Financials Options Financials Options Source Agreement (not changeable)

2 Supplier Supplier Supplier Supplier

3 Supplier Site Supplier Site Supplier Site Supplier Site

Rate Type Purchasing Options Purchasing Options Purchasing Options Purchasing Options Source Agreement (not changeable)

Effective Date Source Agreement (not changeable)

Expiration Date Source Agreement (not changeable)

Minimum Release Amount Purchasing Options Purchasing Options

Notification Control Expiration Date Terms and conditions expiration date Terms and conditions expiration date Terms and conditions expiration date

Acceptance Required Value = "No" Value = "No" Value = "No" Value = "No" Source Agreement (not changeable)

Release Number Existing number + 1

Release Date Today's date

Table 1 - 18. (Page 2 of 2)

Header		Standard	Planned	Blanket	Contract	Release
Purchase Order Type	Value = "Standard"				Value = "Blanket"
Buyer	User name (must be buyer)	User name (must be buyer)	User name (must be buyer)	User name (must be buyer)	User name (must be buyer)
Currency	1	Set of Books	Set of Books	Set of Books	Set of Books	Source Agreement (not changeable)
2	Supplier	Supplier	Supplier	Supplier
3	Supplier Site	Supplier Site	Supplier Site	Supplier Site
Supplier					Source Agreement (not changeable)
Supplier Site	From supplier if only 1 "Purchasing" site exists	From supplier if only 1 "Purchasing" site exists	From supplier if only 1 "Purchasing" site exists	From supplier if only 1 "Purchasing" site exists	Source Agreement (not changeable)
Supplier Contact	From site if only 1 contact exists	From site if only 1 contact exists	From site if only 1 contact exists	From site if only 1 contact exists
Confirm Order	Value = "No"	Value = "No"	Value = "No"	Value = "No"
Ship To Location	1	Financials Options	Financials Options	Financials Options	Financials Options	Source Agreement (not changeable)
2	Supplier	Supplier	Supplier	Supplier
3	Supplier Site	Supplier Site	Supplier Site	Supplier Site
Bill To Location	1	Financials Options	Financials Options	Financials Options	Financials Options	Source Agreement (not changeable)
2	Supplier	Supplier	Supplier	Supplier
3	Supplier Site	Supplier Site	Supplier Site	Supplier Site
Payment Terms	1	Financials Options	Financials Options	Financials Options	Financials Options	Source Agreement (not changeable)
2	Supplier	Supplier	Supplier	Supplier
3	Supplier Site	Supplier Site	Supplier Site	Supplier Site
Freight Terms	1	Financials Options	Financials Options	Financials Options	Financials Options	Source Agreement (not changeable)
2	Supplier	Supplier	Supplier	Supplier
3	Supplier Site	Supplier Site	Supplier Site	Supplier Site
Ship Via	1	Financials Options	Financials Options	Financials Options	Financials Options	Source Agreement (not changeable)
2	Supplier	Supplier	Supplier	Supplier
3	Supplier Site	Supplier Site	Supplier Site	Supplier Site
FOB	1	Financials Options	Financials Options	Financials Options	Financials Options	Source Agreement (not changeable)
2	Supplier	Supplier	Supplier	Supplier
3	Supplier Site	Supplier Site	Supplier Site	Supplier Site
Rate Type	Purchasing Options	Purchasing Options	Purchasing Options	Purchasing Options	Source Agreement (not changeable)
Effective Date					Source Agreement (not changeable)
Expiration Date					Source Agreement (not changeable)
Minimum Release Amount		Purchasing Options	Purchasing Options
Notification Control Expiration Date		Terms and conditions expiration date	Terms and conditions expiration date	Terms and conditions expiration date
Acceptance Required	Value = "No"	Value = "No"	Value = "No"	Value = "No"	Source Agreement (not changeable)
Release Number					Existing number + 1
Release Date					Today's date
Table 1 - 18. (Page 2 of 2)

PO Preferences Standard Planned Blanket Contract Release

GL Date Today's date if in valid period; else null Today's date if in valid period; else null

Period Period currently open in PO & open or future in GL Period currently open in PO & open or future in GL

Ship-To Organization 1 Financials Options' Ship-To location's organization Financials Options' Ship-To location's organization

2 If 1 is null, Purchasing Options' Inventory organization If 1 is null, Purchasing Options' Inventory organization

3 PO Header's Ship-To Location's organization if not null PO Header's Ship-To Location's organization if not null

Table 1 - 19. (Page 2 of 2)

PO Preferences	Standard	Planned	Blanket
GL Date	Today's date if in valid period; else null	Today's date if in valid period; else null
Period	Period currently open in PO & open or future in GL	Period currently open in PO & open or future in GL
Ship-To Organization	1	Financials Options' Ship-To location's organization	Financials Options' Ship-To location's organization
2	If 1 is null, Purchasing Options' Inventory organization	If 1 is null, Purchasing Options' Inventory organization
3	PO Header's Ship-To Location's organization if not null	PO Header's Ship-To Location's organization if not null
Table 1 - 19. (Page 2 of 2)

Line Standard Planned Blanket Contract Release

Line Type Purchasing Options Purchasing Options Purchasing Options

Category 1 Line Type Line Type Line Type

2 Item Item Item

UOM 1 Line Type Line Type Line Type

2 Item Item Item

Unit Price 1 Line Type Line Type Line Type

2 List Price List Price List Price

3 Auto Sourcing Auto Sourcing Auto Sourcing

UN Number Item Item Item

Hazard Class Item Item Item

OSP UOM Type Item Item Item

List Price Item Item Item

Market Price Item Item Item

Price Type PO Preferences PO Preferences PO Preferences

Allow Price Override Value = "No" Value = "No"

Promised Date PO Preferences PO Preferences PO Preferences Source Agreement (not changeable)

Need-By Date PO Preferences PO Preferences PO Preferences Source Agreement (not changeable)

Transaction Nature PO Preferences PO Preferences PO Preferences

Price Break Type PO Preferences

Table 1 - 20. (Page 1 of 1)

Line	Standard	Planned	Blanket	Contract	Release
Line Type	Purchasing Options	Purchasing Options	Purchasing Options
Category	1	Line Type	Line Type	Line Type
2	Item	Item	Item
UOM	1	Line Type	Line Type	Line Type
2	Item	Item	Item
Unit Price	1	Line Type	Line Type	Line Type
2	List Price	List Price	List Price
3	Auto Sourcing	Auto Sourcing	Auto Sourcing
UN Number	Item	Item	Item
Hazard Class	Item	Item	Item
OSP UOM Type	Item	Item	Item
List Price	Item	Item	Item
Market Price	Item	Item	Item
Price Type	PO Preferences	PO Preferences	PO Preferences
Allow Price Override		Value = "No"	Value = "No"
Promised Date	PO Preferences	PO Preferences	PO Preferences		Source Agreement (not changeable)
Need-By Date	PO Preferences	PO Preferences	PO Preferences		Source Agreement (not changeable)
Transaction Nature	PO Preferences	PO Preferences	PO Preferences
Price Break Type			PO Preferences
Table 1 - 20. (Page 1 of 1)

Shipment Standard Planned Blanket Contract Release

Ship-To Organization 1 Financial System Options Financial System Options Agreement Header's Ship-To locations organization Source Agreement (not changeable)

2 PO Preferences - Validated against item PO Preferences - Validated against item Agreement Header's Ship-To locations organization Source Agreement (not changeable)

Ship-To Location PO Preferences - Validated against validated organization PO Preferences - Validated against validated organization Agreement Header Source Agreement (not changeable)

Promised Date 1 Lines Lines Lines Lines

2 PO Preferences PO Preferences PO Preferences PO Preferences

Need-By Date 1 Lines Lines Lines Lines

2 PO Preferences PO Preferences PO Preferences PO Preferences

Receipt Close Tolerance 1 Purchasing Options Purchasing Options Purchasing Options

2 Item Item Item

Invoice Close Tolerance 1 Purchasing Options Purchasing Options Purchasing Options

2 Item Item Item

Invoice Matching (2, 3, 4 Way)
1 Purchasing Options Purchasing Options Purchasing Options

2 Line Type Line Type Line Type

3 Item Item Item

Accrue on Receipt 1 Yes, if line type is OSP Yes, if line type is OSP Yes, if line type is OSP

2 Yes, if item is stockable in ship-to organization Yes, if item is stockable in ship-to organization Yes, if item is stockable in ship-to organization

3 No, if PO Opt expense accrual is "Period End" No, if PO Opt expense accrual is "Period End" No, if PO Opt expense accrual is "Period End"

4 Else = Receipt Required Value Else = Receipt Required Value Else = Receipt Required Value

Taxable 1 Purchasing Order Preferences Purchase Order Preferences Purchase Order Preferences

2 Ship to Organization/Item Ship to Organization/Item Ship to Organization/Item

3 Inventory Organization/Item Inventory Organization/Item Inventory Organization/Item

4 Purchasing Options System Default Purchasing Options System Default Purchasing Options System Default

Tax Name 1 Purchasing Order Preferences Purchase Order Preferences Purchase Order Preferences

2 Tax Name from planned purchase order shipment

3 Tax Defaults in Purchasing Options window Tax Defaults in Purchasing Options window Tax Defaults in Purchasing Options window

Enforce Ship-To Location 1 Receiving Options Receiving Options Receiving Options

2 Supplier Supplier Supplier

3 Item Item Item

Allow Substitute Receipts 1 Receiving Options Receiving Options Receiving Options

2 Supplier Supplier Supplier

3 Item Item Item

Receipt Routing 1 Receiving Options Receiving Options Receiving Options

2 Supplier Supplier Supplier

3 Item Item Item

Quantity Received Tolerance 1 Receiving Options Receiving Options Receiving Options

2 Supplier Supplier Supplier

3 Item Item Item

Quantity Received Exception 1 Receiving Options Receiving Options Receiving Options

2 Supplier Supplier Supplier

3 Item Item Item

Days Early Receipt Allowed 1 Receiving Options Receiving Options Receiving Options

2 Supplier Supplier Supplier

3 Item Item Item

Days Late Receipt Allowed 1 Receiving Options Receiving Options Receiving Options

2 Supplier Supplier Supplier

3 Item Item Item

Last Accept Date Promised Date or Need By Date + Late Receipt Tolerance Promised Date or Need By Date + Late Receipt Tolerance Promised Date or Need By Date + Late Receipt Tolerance

Receipt Date Exception 1 Receiving Options Receiving Options Receiving Options

2 Supplier Supplier Supplier

3 Item Item Item

Shipment Price Source Agreement (not changeable)

Table 1 - 21. (Page 3 of 3)

Distribution Standard Planned Blanket Contract Release

Destination Type 1 If line type is OSP = "Shop Floor" If line type is OSP = "Shop Floor" If line type is OSP = "Shop Floor"

2 If item stockable in ship-to org. = "Inventory" If item stockable in ship-to org. = "Inventory" If item stockable in ship-to org. = "Inventory"

3 If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense"

4 If item is NOT stockable = "Expense" If item is NOT stockable = "Expense" If item is NOT stockable = "Expense"

Requestor PO Preferences PO Preferences

Deliver-To Location 1 PO Preferences if valid for ship-to org and item PO Preferences if valid for ship-to org and item Requestor's location

2 Requestor's location Requestor's location Requestor's location

Project Details PO Preferences PO Preferences PO Preferences

Rate Date PO Header PO Header Source Agreement (not changeable)

GL Date PO Preferences PO Preferences Today's date if in valid period; else null

Accounts Account Generator Account Generator Account Generator

Requisition Information 1 PO Preferences PO Preferences

2 Source Requisition (Online) Source Requisition (Online) Source Requisition (Online)

Table 1 - 22. (Page 1 of 1)

Shipment		Standard	Planned	Blanket	Contract	Release
Ship-To Organization	1	Financial System Options	Financial System Options	Agreement Header's Ship-To locations organization		Source Agreement (not changeable)
Ship-To Organization	2	PO Preferences - Validated against item	PO Preferences - Validated against item	Agreement Header's Ship-To locations organization		Source Agreement (not changeable)
Ship-To Location		PO Preferences - Validated against validated organization	PO Preferences - Validated against validated organization	Agreement Header		Source Agreement (not changeable)
Promised Date	1	Lines	Lines	Lines		Lines
Promised Date	2	PO Preferences	PO Preferences	PO Preferences		PO Preferences
Need-By Date	1	Lines	Lines	Lines		Lines
Need-By Date	2	PO Preferences	PO Preferences	PO Preferences		PO Preferences
Receipt Close Tolerance	1	Purchasing Options	Purchasing Options			Purchasing Options
Receipt Close Tolerance	2	Item	Item			Item
Invoice Close Tolerance	1	Purchasing Options	Purchasing Options			Purchasing Options
Invoice Close Tolerance	2	Item	Item			Item
Invoice Matching (2, 3, 4 Way)	1	Purchasing Options	Purchasing Options			Purchasing Options
	2	Line Type	Line Type			Line Type
	3	Item	Item			Item
Accrue on Receipt	1	Yes, if line type is OSP	Yes, if line type is OSP			Yes, if line type is OSP
	2	Yes, if item is stockable in ship-to organization	Yes, if item is stockable in ship-to organization			Yes, if item is stockable in ship-to organization
	3	No, if PO Opt expense accrual is "Period End"	No, if PO Opt expense accrual is "Period End"			No, if PO Opt expense accrual is "Period End"
	4	Else = Receipt Required Value	Else = Receipt Required Value			Else = Receipt Required Value
Taxable	1	Purchasing Order Preferences	Purchase Order Preferences			Purchase Order Preferences
	2	Ship to Organization/Item	Ship to Organization/Item			Ship to Organization/Item
	3	Inventory Organization/Item	Inventory Organization/Item			Inventory Organization/Item
	4	Purchasing Options System Default	Purchasing Options System Default			Purchasing Options System Default
Tax Name	1	Purchasing Order Preferences	Purchase Order Preferences			Purchase Order Preferences
	2					Tax Name from planned purchase order shipment
	3	Tax Defaults in Purchasing Options window	Tax Defaults in Purchasing Options window			Tax Defaults in Purchasing Options window
Enforce Ship-To Location	1	Receiving Options	Receiving Options			Receiving Options
	2	Supplier	Supplier			Supplier
	3	Item	Item			Item
Allow Substitute Receipts	1	Receiving Options	Receiving Options			Receiving Options
	2	Supplier	Supplier			Supplier
	3	Item	Item			Item
Receipt Routing	1	Receiving Options	Receiving Options			Receiving Options
	2	Supplier	Supplier			Supplier
	3	Item	Item			Item
Quantity Received Tolerance	1	Receiving Options	Receiving Options			Receiving Options
	2	Supplier	Supplier			Supplier
	3	Item	Item			Item
Quantity Received Exception	1	Receiving Options	Receiving Options			Receiving Options
	2	Supplier	Supplier			Supplier
	3	Item	Item			Item
Days Early Receipt Allowed	1	Receiving Options	Receiving Options			Receiving Options
	2	Supplier	Supplier			Supplier
	3	Item	Item			Item
Days Late Receipt Allowed	1	Receiving Options	Receiving Options			Receiving Options
	2	Supplier	Supplier			Supplier
	3	Item	Item			Item
Last Accept Date		Promised Date or Need By Date + Late Receipt Tolerance	Promised Date or Need By Date + Late Receipt Tolerance			Promised Date or Need By Date + Late Receipt Tolerance
Receipt Date Exception	1	Receiving Options	Receiving Options			Receiving Options
	2	Supplier	Supplier			Supplier
	3	Item	Item			Item
Shipment Price						Source Agreement (not changeable)
Table 1 - 21. (Page 3 of 3)

Distribution		Standard	Planned	Release
Destination Type	1	If line type is OSP = "Shop Floor"	If line type is OSP = "Shop Floor"	If line type is OSP = "Shop Floor"
	2	If item stockable in ship-to org. = "Inventory"	If item stockable in ship-to org. = "Inventory"	If item stockable in ship-to org. = "Inventory"
	3	If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense"	If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense"	If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense"
	4	If item is NOT stockable = "Expense"	If item is NOT stockable = "Expense"	If item is NOT stockable = "Expense"
Requestor		PO Preferences	PO Preferences
Deliver-To Location	1	PO Preferences if valid for ship-to org and item	PO Preferences if valid for ship-to org and item	Requestor's location
Deliver-To Location	2	Requestor's location	Requestor's location	Requestor's location
Project Details		PO Preferences	PO Preferences	PO Preferences
Rate Date		PO Header	PO Header	Source Agreement (not changeable)
GL Date		PO Preferences	PO Preferences	Today's date if in valid period; else null
Accounts		Account Generator	Account Generator	Account Generator
Requisition Information	1	PO Preferences	PO Preferences
Requisition Information	2	Source Requisition (Online)	Source Requisition (Online)	Source Requisition (Online)
Table 1 - 22. (Page 1 of 1)

Purchase Order Defaulting Rules

Purchase Order Default Matrix Conventions

See Also