Oracle Purchasing User's Guide

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Preface

Setting Up

Overview of Setting Up

Defining Locations

Defining Buyers

Defining Approval Groups

Assigning Approval Groups

Annotating Purchasing Documents

Managing Attachments

Attaching Notes to Purchasing Documents

Defining Purchasing Options

Defining Receiving Options

Defining Requisition Templates

Purchasing Hazardous Materials

Regulation Background

Defining Hazard Classes

Defining UN Numbers

Defining Lookup Codes

Defining Quality Inspection Codes

Line Types in Purchasing Documents

Defining Line Types

Purchasing Services

Defining Document Types

Defining Document Styles

Purchase Order Communication Setup Steps

Center-Led Procurement Setup

Controlling Purchasing Periods

Expense Charge Account Rules

Choosing Workflow Options

iProcurement Setup Windows

Oracle Services Procurement

Define Job and Category Association

Approval, Security, and Control

Setting Up Document Approval and Security

Position Hierarchies

Document Security and Access

Approval Routing

Approval Authorization Control

Defining Approval Authorization Rules

Using Approval Assignments

Assigning Employees

The Document Approval Process

Approved Documents and Supply

Document Status Checks

Document Submission Checks

Viewing and Responding to Approval Notifications

Submitting a Document for Approval

Offline Approvers

Mass Forwarding Documents

Document Control Overview

Document Control Options

Purchase Order Control Matrices

Document Control Applicability Matrix

Document Control Status Check Matrix

Document Control Submission Check Matrix

Controlling Documents

MassCancel

Defining MassCancel

Define MassCancel Listing

Running MassCancel

Run MassCancel Listing

Requisitions

Overview of Requisitions

Requisition Types

Reserving Funds for Requisitions

Reviewing Requisitions

Managing Requisitions

Updating Requisitions

Overview of Internal Requisitions

Demand for Internal Requisitions

Internal Requisition Approvals

Creation of Internal Sales Orders

Management of Internal Sales Orders

Pick Release for Internal Sales Orders

Ship Confirmation for Internal Sales Orders

Management of Internal Requisitions

Internal Requisitions Processing Summary

Internal Requisitions Setup Overview

Minimum Order Management Setup for Internal Requisitions

Minimum Shipping Execution Setup for Internal Requisitions

Minimum Purchasing Setup for Internal Requisitions

Minimum Inventory Setup for Internal Requisitions

Online Processing Automation for Internal Requisitions

Internal Requisitions Example

Finding Requisitions

Using the Requisition Headers Summary Window

Using the Requisition Lines Summary Window

Using the Requisition Distributions Summary Window

Entering Requisition Preferences

Entering Requisition Headers

Entering Requisition Lines

Entering Requisition Distributions

Using Requisition Templates

Purchase Orders

Overview of Purchase Orders

Purchase Order Types

Purchase Order Features

Purchase Order Defaulting Rules

Finding Purchase Orders

Using the Purchase Order Headers Summary Window

Using the Purchase Order Lines Summary Window

Using the Purchase Order Shipments Summary Window

Using the Purchase Order Distributions Summary Window

Entering Purchase Order Preferences

Entering Purchase Order Headers

Entering Purchase Order Lines

Entering Purchase Order Price Reference Information

Entering Purchase Order Reference Document Information

Entering Purchase Order Miscellaneous Information

Entering Purchase Agreement Information

Entering Purchase Order Temporary Labor Information

Entering Currency Information

Entering Purchase Order Details Information

Entering Purchase Order Shipments

Entering Purchase Order Receiving Controls

Entering Purchase Agreement Price Break Information

Entering Purchase Order Distributions

Entering Outside Services Information

Entering Purchase Order Notification Controls

Entering and Viewing Purchase Order Acceptances

Entering Releases

Entering Release Headers

Entering Release Shipments

Entering Release Distributions

Automatic Release Generation

Copying Purchase Orders

Document Revision Numbering

Document Revision Rules

Document Reapproval Rules

Changing Encumbered Documents

Drop Shipments

Tax Information in Purchasing

Viewing Tax Information

Procurement Card Purchase Orders and Releases

Global Agreements

Supply Base Management

Overview of Sourcing, RFQs, and Quotations

RFQs and Quotations

Supplier Item Catalog

Finding Supplier Items

Using the Supplier Item Catalog Tabbed Regions

Entering Order Pad Options (from Requisitions)

Receiving Price/Sales Catalog Information Electronically

Setting a Price Tolerance in a Price/Sales Catalog Update

Monitoring Price Increases in a Price/Sales Catalog Update

Overview of Automatic Sourcing

Setting Up Automatic Sourcing

Defining Sourcing Rules

Assigning Sourcing Rules and Bills of Distribution

Approved Supplier List

ASL Repository Maintenance

ASL Business Needs

Defining Approved Supplier Statuses

Defining the Supplier and Item/Commodity Combination

Defining the Supplier-Item Attributes

View Approved Suppliers

Entering RFQs

Entering RFQ Headers

Entering RFQ Lines

Entering RFQ Supplier Information

Entering RFQ Terms Information

Entering RFQ Shipment Information

Entering RFQ Price Break Information

Entering Quotations

Entering Quotation Headers

Entering Quotation Lines

Entering Quotation Terms Information

Entering Quotation Shipment Information

Entering Quotation Price Break Information

Copying Quotations from RFQs

Approving Quotations

Finding Quotations for Approval

Approving Quotation Shipments

Approving Entire Quotations

Defining Supplier Lists

Managing Buyer Workload

Finding Requisition Lines for Review or Assignment

Reviewing Buyer Workload

Assigning Requisition Lines

AutoCreate

AutoCreate Documents Overview

AutoCreate Document Options

Additional AutoCreate Features

Oracle iProcurement Requisitions

Finding Requisition Lines for AutoCreate

Selecting AutoCreate Criteria

Entering Document Information and Completing AutoCreate

Using the Document Builder

Modifying Requisition Lines

Professional Buyer’s Work Center

Buyer’s Work Center Overview

Using the Demand Workbench: Requisitions

Requisitions: Demand Workbench

Purchase Orders

Finding Standard Purchase Orders

Entering Purchase Order Information

Purchase Agreements

Finding Agreements

Create And Update Agreements

Pricing Transparency for Standard PO and Global Blanket Purchase Agreement

Communication With Suppliers

Overview of Supplier Communication

Printed Purchase Orders Overview

Receiving

Overview of Receiving

Centralized Purchasing for Multiple Receiving Organizations

Receiving Locations

Movement Statistics

Receiving Controls, Options, and Profiles

Receipt Tolerances

Return Material Authorizations (RMAs)

Debit Memos

Drop Shipment Receipts

Receiving Open Interface

Advance Shipment Notices (ASNs)

Managing Receipts

Multiple Distributions

Cascading Receipts and Receiving Transactions

Express Receipts and Receiving Transactions

Entering Express Receipts

Finding Expected Receipts

Entering Receipt Header Information

Entering Receipt Lines

Unordered Receipts

Entering Unordered Receipts

Matching Unordered Receipts

Receiving Transactions

Finding Receiving Transactions (Summary)

Using the Receiving Headers Summary Window

Using the Receiving Transaction Summary Window

Viewing Accounting Lines

Using the Receipt Header Details Window

Finding Transaction Status Information

Viewing Transaction Status Information

Finding Receiving Transactions

Entering Receiving Transactions

Drilling Down to Purchasing from Oracle General Ledger

Inspections

Inspecting Received Items

Returns

Finding Returns

Entering Returns

Corrections

Finding Corrections

Entering Corrections

Finding Intransit Shipments

Managing Shipments

Control Numbers

Receiving Reports

Overview of Receipt Accounting

Setting Up Inventory Accruals

Accrual Process for Perpetual Accruals

Monitoring Price Variances

Reconciling AP Accrual Accounts Balance

Accrual Process for Period-End Accruals

Identifying Journal Entry Batches in General Ledger

Accrual Write Off

Automatic Offsets in Oracle Purchasing

Defining Purchase Order Receipt Accruals

Integration with Landed Cost Management

Inquiries

Viewing Action History

Viewing Purchase Order Changes

Reports

Accrual Write-Off Report

Advanced Shipment Notice Discrepant Receipts Report

AP and PO Accrual Reconciliation Report

Backordered Internal Requisitions Report

Blanket and Planned PO Status Report

Buyer Listing

Buyer's Requisition Action Required Report

Cancelled Purchase Orders Report

Cancelled Requisitions Report

Contract Status Report

Country of Origin Report (by Item)

Country of Origin Report (by Supplier)

Encumbrance Detail Report

Expected Receipts Report

Financials/Purchasing Options Listing

Internal Requisition Status Report

Internal Requisitions/Deliveries Discrepancy Report

Invoice Price Variance Report

Invoice Price Variance by Supplier Report

Item Detail Listing

Item Summary Listing

Location Listing

Matching Holds by Buyer Report

Miscellaneous Accrual Reconciliation Report

New Supplier Letter Report

Open Purchase Orders Report (by Buyer)

Open Purchase Orders Report (by Cost Center)

Overdue Supplier Shipments Report

Overshipments Report

Printed Change Orders Report (Landscape)

Printed Change Orders Report (Portrait)

Printed Purchase Order Report (Landscape)

Printed Purchase Order Report (Portrait)

Printed RFQ Report (Landscape)

Printed RFQ Report (Portrait)

Printed Requisitions Report

Purchase Agreement Audit Report

Purchase Order Commitment by Period Report

Purchase Order Detail Report

Purchase Order Distribution Detail Report

Purchase Order and Releases Detail Report

Purchase Price Variance Report

Purchase Requisition Status Report

Purchase Summary Report by Category

Purchasing Activity Register

Purchasing Interface Errors Report

Purge Purchasing Open Interface Processed Data

Quality Code Listing

Quotation Action Required Report

Receipt Adjustments Report

Receipt Traveler

Receiving Account Distribution Report

Receiving Exceptions Report

Receiving Interface Errors Report

Receiving Transactions Register

Receiving Value Report

Receiving Value Report by Destination Account

ReqExpress Templates Listing

Requisition Activity Register

Requisition Distribution Detail Report

Requisition Import Exceptions Report

Requisitions on Cancelled Sales Order Report

RFQ Action Required Report

Savings Analysis Report (by Buyer)

Savings Analysis Report (by Category)

Standard Notes Listing

Substitute Receipts Report

Summary Accrual Reconciliation Report

Supplier Affiliated Structure Listing

Supplier Price Performance Analysis Report

Supplier Purchase Summary Report

Supplier Quality Performance Analysis Report

Supplier Service Performance Analysis Report

Supplier Volume Analysis Report

Suppliers on Hold Report

Uninvoiced Receipts Report

Unit of Measure Class Listing

Unit of Measure Listing

Unordered Receipts Report

Integration with Other Applications

Integration for Engineering and Construction Industry

Landed Cost Management

Pricing Transparency

Processes

Accrual Load

ASL Upgrade Process

Confirm Receipts Workflow Select Orders Process

Create Internal Sales Orders Process

Create Releases Process

Fill Employee Hierarchy Process

Generate Sourcing Rules And ASLs From Blanket Agreements

Import Price Catalog

Import Standard Purchase Orders

Mass Update of Purchasing Documents

Mass Update of Requisitions

Mass Close of Purchasing Documents

Payment on Receipt

PO Output for Communication

Purchasing Database Administration

Purchasing Documents Open Interface

Receipt Accruals - Period-End Process

Receiving Transaction Processor

Requisition Import Process

Reset Period End Accrual Flags

Reschedule Requisitions Process

Retrieve Time from Oracle Time and Labor (OTL)

Retroactive Price Update on Purchasing Documents

Send Notifications for Purchasing Documents

Windows and Navigator Paths

Oracle Purchasing Windows and Navigator Paths

Oracle Purchasing Alerts

Using Oracle Alert in Oracle Purchasing

Predefined Purchasing Alerts

Oracle Purchasing Profile Options and Profile Option Categories

Profile Options and Profile Option Categories Overview

Profile Option Category and Profile Options Descriptions

Function Security for Purchasing

Function Security for Purchasing

Procurement Workflows

Overview of Procurement Workflows

Customization Guidelines

Using the Account Generator in

Decide How to Use the Account Generator

What the Account Generator Does in Oracle Purchasing

Customizing the Account Generator for Oracle Purchasing

The Default Account Generator Processes for Oracle Purchasing

Summary of the Generate Default Accounts Process

Generate Default Accounts Process Activities

Summary of the Generate Default Accrual Account Subprocess

Summary of the Generate Default Budget Account Subprocess

Summary of the Generate Default Charge Account Subprocess

Summary of the Generate Default Variance Account Subprocess

Summary of the Build Expense Charge Account Subprocess

Summary of the Build Inventory Charge Account Subprocess

Summary of the Build Shop Floor Charge Account Subprocess

Summary of the Build Inventory Budget Account Subprocess

Summary of the Build Project Account Subprocesses

Summary of the Get Charge Account for Variance Account Subprocess

Summary of the Get Variance Account from Organization Subprocess

Summary of the Generate Accounts Using FlexBuilder Rules Process

Using the Workflow Monitor with the Account Generator

Requisition Approval Workflow

Customizing the PO Requisition Approval Workflow

The PO Requisition Approval Workflow Item Type

Summary of the Main Requisition Approval Process

Main Requisition Approval Process Activities

Summary of the Start of Approve Requisition Process

Start of Approve Requisition Process Activities

Summary of the Verify Requisition Subprocess

Verify Requisition Subprocess Activities

Summary of the Reserve At The Start Subprocess

Reserve At The Start Subprocess Activities

Summary of the Verify Approval Authority Subprocess

Verify Approval Authority Subprocess Activities

Summary of the Approval List Routing Subprocess

Approval List Routing Subprocess Activities

Summary of the Reject Requisition Subprocess

Reject Requisition Subprocess Activities

Summary of the Return Requisition to Submitter Subprocess

Return Requisition to Submitter Subprocess Activities

Summary of the Notify Approver Subprocess

Notify Approver Subprocess Activities

Summary of the Response with Approve Action Subprocess

Response with Approve Action Subprocess Activities

Summary of the Response with Approve and Forward Action Subprocess

Response with Approve and Forward Action Subprocess Activities

Summary of the Response with Forward Action Subprocess

Response with Forward Action Subprocess Activities

Summary of the Response with Reject Action Subprocess

Response with Reject Action Subprocess Activities

Summary of the Reserve Before Approve Subprocess

Reserve Before Approve Subprocess Activities

Summary of the Approve Requisition Subprocess

Approve Requisition Subprocess Activities

Summary of the Print Document Subprocess

Print Document Subprocess Activities

Summary of the Verify Approval Authority for Approve and Approve/Forward Action Subprocesses

Verify Approval Authority Subprocess Activities

Purchase Order Approval Workflow

Customizing the PO Approval Workflow

The PO Approval Item Type

Summary of the PO Approval Top Process

PO Approval Top Process Activities

Summary of the PO Approval Process

PO Approval Process Activities

Summary of the Verify PO Subprocess

Verify PO Subprocess Activities

Summary of the Reserve Before Approve Subprocess

Reserve Before Approve Subprocess Activities

Summary of the Verify Approval Authority Subprocess

Verify Approval Authority Subprocess Activities

Summary of the Approve PO Subprocess

Approve PO Subprocess Activities

Summary of the Print, Fax, and Email Document Subprocesses

Print, Fax, and Email Document Subprocess Activities

Summary of the Approve and Forward PO Subprocess

Approve and Forward PO Subprocess Activities

Summary of the Notify Approver Subprocess

Notify Approver Subprocess Activities

Summary of the Find Approver Subprocess

Find Approver Subprocess Activities

Summary of the Forward PO Subprocess

Forward PO Subprocess Activities

Summary of the Return PO to Submitter Subprocess

Return PO to Submitter Subprocess Activities

Summary of the Reject PO Subprocess

Reject PO Subprocess Activities

Change Order Process Activities

Workflow Processes for Approving Change Orders

Customizing the Change Order Workflow

The Change Order Workflow Item Attributes

Summary of the Get All Document Changes Subprocess

Get All Document Changes Subprocess Activities

Summary of the Get All Blanket PO Changes Subprocess

Get All Blanket PO Changes Subprocess Activities

Summary of the Get All Contract PO Changes Subprocess

Get All Contract PO Changes Subprocess Activities

Summary of the Get All Planned PO Changes Subprocess

Get All Planned PO Changes Subprocess Activities

Summary of the Get All Release Changes Subprocess

Get All Release Changes Subprocess Activities

Summary of the Get All Standard PO Changes Subprocess

Get All Standard PO Changes Subprocess Activities

Summary of the Do Document Changes Require Reapproval? Subprocess

Do Document Changes Require Reapproval? Subprocess Activities

Summary of the Change Order Reserve Before Approve Subprocess

Change Order Reserve Before Approve Subprocess Activities

Summary of the Approve PO (Change Order) Subprocess

Approve PO (Change Order) Subprocess Activities

Summary of the Print and Fax Document Processes (Change Order)

Print and Fax Document Process (Change Order) Activities

Workflow for Creating Purchase Orders and Releases

Customizing the Automatic Document Creation Workflow

The PO Create Documents Item Type

Summary of Overall Document Creation / Launch Approval Process

Overall Document Creation / Launch Approval Process Activities

Summary of the Verify Req Line Information Process

Verify Req Line Information Process Activities

Summary of the Does Req Line Have Enough Information To Automatically Create A Document? Process

Does Req Line Have Enough Information To Automatically Create A Document? Process Activities

Summary of the Create and Approve Purchase Order Or Release Process

Create And Approve Purchase Order Or Release Process Activities

Summary of the Get Buyer Subprocess

Get Buyer Subprocess Activities

Using the Workflow Monitor for the PO Create Documents Workflow

Confirm Receipts Workflow

Customizing the Confirm Receipts Workflow

The Confirm Receipts Workflow Item Type

Summary of the Confirm Receipt Process

Confirm Receipt Process Activities

Summary of the Notify Requester Subprocess

Notify Requester Subprocess Activities

PO Send Notifications Workflow

Customizing the PO Send Notifications for Purchasing Documents Workflow

The PO Send Notifications for Purchasing Documents Item Type

Summary of the PO Document Approval Reminder Process

PO Document Approval Reminder Process Activities

Price/Sales Catalog Notification Workflow

Customizing the Issue Notifications Process

The PO Catalog Price Tolerances Exceeded Notifications Item Type

Summary of the Issue Notifications Process

Issue Notifications Process Activities

Debit Memo Notification Workflow

Customizing the Debit Memo Notification Workflow

The PO Debit Memo Notification Item Type

Summary of the Debit Memo Process

Process Navigator Workflows

PO Approval Error Workflow

Customizing the PO Approval Error Workflow

The PO Approval Error Item Type

Summary of PO Approval Error Workflow

21 CFR Part 11 Compliance: Oracle E-Records

21 CFR Part 11 Overview

E-records and E-signatures for Oracle Purchasing

Viewing Oracle E-Records and E-Signatures

Complex Work in the Procurement Suite

Complex Work in the Procurement Suite

GLOSSARY

Index

Oracle Purchasing User's Guide

Contents