This topic explains how to set up and manage the OPM System Administration functions. This includes Document Types, Users, and Organizations, as well as several others.
This chapter covers the following topics:
Documents are used to categorize transaction activity that is generated from many OPM functions including inventory, sales, purchasing, and production. OPM documents are categorized by type, each recording different kinds of information related to different transactions. Document types and organizations are defined before document ordering.
Note: Do not modify the document types supplied with OPM.
Use the Document Types window to query the following document types.
Navigate to the Find Document Types window.
Enter any of the following criteria to narrow the search:
Type to find documents of a specific type.
Description to find documents with a specific description.
English Description to find documents with a specific description in English.
Select Marked for Deletion as Yes to search for document types marked for deletion.
Click Find.
Navigate to the Document Types window.
The following information displays:
Type is the name of the document type.
Description is a brief description of the document type.
English Description is a description of the document in English.
Use the Document Ordering window to view the document number assignment for each type of document. A document is an online window that creates a financial, inventory, or resource transaction. Different document numbers are assigned for each document type and organization. All document numbers are prefaced with an organization code; therefore, multiple organizations can use the same number ranges and still uniquely identify their documents.
Numbers can be assigned to documents manually or automatically.
Navigate to the Find Document Orderings window.
Enter any of the following criteria to narrow the search:
Document Type as the code of the document type. You can select it from a list of document types that display on the Document Types window.
Organization as the code that identifies the organization with the document numbering system.
Select the Assignment Type as:
Manual to search for a manual document ordering system.
Automatic to search for an automatic document ordering system.
Select Marked for Deletion as Yes to search for document orders marked for deletion.
Click Find. The Document Ordering window displays the information.
Navigate to the Document Ordering window.
The following information displays:
Document Type is the code that identifies the document type to define this document numbering system.
Organization is the code that identifies the organization to define this document numbering system. Transactions generated from your documents are associated with the organization chosen here.
Assignment Type displays as:
Manual when the document numbers are assigned manually.
Automatic when the document numbers are assigned automatically.
Last Assigned Number is the last assigned document number.
Format Size is the maximum number of digits for the document type and organization. This can be any positive number between 1 and 10. For example, if the purchase order numbers assigned are from 1 to 999, then the value is 3.
Use the Geography Codes window to view geography codes. Geography codes are used to reference geographical areas on purchase orders, customer receipts, and other documents that contain addresses.
Navigate to the Find Geography Codes window.
Enter the Type which defines the type of geography code. Valid values are:
Country
State
Province
County
Enter the Code identifying the geographical area; for example, NY for New York.
Enter the Description describing the geography code.
Click Find.
Navigate to the Geography Codes window.
The following information displays:
Type is the geography code type and displays as Country, State, Province, or County.
Code is the geography code.
Description is a brief description of the geography code.
Organizations are entities for assigning resources, warehouses, general ledger accounts, and other cross-application items. An organization, can be a company, a plant, or both. A company is a legal entity that must maintain a balanced set of books. A plant is an organization that manufactures goods.
Both companies and plants are classified as organizations in OPM.
Parent organizations can have multiple child organizations. Child organizations can have independent resources and warehouses that are accounted for on the parent general ledger. You can also have independent organizations. Organizational setup accommodates multi-company accounting.
In setting up an organization, you must specify the organization's parent organization. In this way, organizational hierarchies can be constructed. For example, a company can have several subsidiary companies, and each company can have several plants.
Navigate to the Find Organizations window.
Enter any of the following criteria to narrow your search:
Organization to find an organization using the organization code.
Parent to find an organization using the parent organization code.
Company to find an organization using the name of the company.
Plant to find an organization using the plant code.
Tax Location to find an organization by specifying the tax location.
Select Marked for Deletion as Yes to search for organizations that are marked for deletion.
Click Find.
Navigate to the Organizations window.
The following fields are display only:
Organization is the code for the organization.
Name is the name of the organization.
Parent is the code for the parent organization.
Company is the unique code of the company if the organization is a company.
Plant displays as Manufacturing Plant, Non-Manufacturing Plant, or a Laboratory.
Resource Warehouse Code is the code for the resource warehouse of the organization.
Tax Location is the tax location code. The tax location code is set up on the Tax Location Code window. Default is None.
Manufacturing Calendar displays the calendar.
Paragraphs in Oracle Process Manufacturing (OPM) are structures that are used to store and categorize text. OPM is installed with one default paragraph per database table, the General Text paragraph. When you select Edit Text and access the Text Editor window, by default, the edited text is put into this General Text paragraph.
The Paragraph window lets you specify different paragraphs that can be associated with tables. After selecting Edit Text, a list of valid paragraphs displays in the Text Paragraph Selection window, even if the only available paragraph code is General Text. Choose one to proceed.
Paragraph codes control whether text prints on hardcopy documents such as orders or shipping forms or what language your text is stored in. The default General Text paragraph is set up as display only, but it can be changed to enable printing.
Most OPM windows enable you to associate text with the document or record you are working with. To add or update text, select Edit Text from the Actions menu, choose the Paragraph you want to associate the text with, and access the Text Editor window. You can display the entered text online and can be print on hard copies of documents.
If you are creating or editing a purchase order header on the Purchase Orders window, then you can select Edit Text from the Actions menu and add the text associated with the document. If you are creating or editing purchase order lines on the Purchase Order Lines window, then you can add text to each line, associated with each line of the document. The text you add is associated only with the purchase order line that was highlighted when you selected Edit Text.
When you display the Text Editor, the entered text is associated only with the paragraph code and record you are working with. For example, if you enter text for a line in an order using the General Text paragraph, then that text is associated only with that line on that order.
Note: Paragraph codes are linked to specific database tables when they are set up; therefore, you cannot see the same list of paragraphs from every OPM window.
For example, you can create a paragraph on the Batch Header table (pm_btch_hdr). When you select Edit Text from the Actions menu, this paragraph displays as an option on the Text Paragraph Selection window. If you have defined a paragraph for Routing Instructions, then select the Routing Instructions paragraph. The entered text is stored in this paragraph.
Navigate to the Paragraphs window.
Enter the database Table Name linking this paragraph.
Enter the Code that identifies this paragraph. If you are creating subparagraphs, then each subparagraph has the same paragraph code as the main paragraph.
Enter a Sub Paracode when you have one paragraph related to another paragraph. Subparagraphs are printed beneath the main paragraph in numerical order. Subparagraph codes must be integers, determining the order the subparagraphs are printed. The subparagraph code for the main paragraph is the default value 0.
Determine whether the paragraph text is to be included when documents are printed. Select the Nonprintable value as Yes if the text does not print, and the value No if the text does print.
Enter a maximum 40-character Description. This description displays when you select paragraphs when entering text.
Save the changes.
Reason codes provide information on increases or decreases in inventory. They are used to flag transactions and attach reasons to them.
For example, you have a batch of product that cannot be shipped because the color is wrong. If this is a common occurrence, then you can set up a reason code that identifies these situations.
Navigate to the Find Reason Codes window.
Enter any of the following criteria to narrow your search:
Code to find a reason code using the unique identification number.
Type to find the reason code using the type of effect it has on inventory quantity. You can select Type as:
Increases & Decreases to find a reason code that increases and decreases the inventory quantity.
Increases to find a reason code that increases the inventory quantity.
Decreases to find a reason code that decreases the inventory quantity.
Flow to find a reason code using the associated stock movement type.
Description to find a reason code using its description.
Comment to find a reason code by specifying an associated comment.
Authorization to find a reason code based on the authorization comments associated with the reason code.
Marked for Deletion to search for reason codes by specifying whether or not it is marked for deletion. Select Yes to find reason codes that are marked for deletion.
Click Find.
Navigate to the Reason Codes window.
The following fields are display only:
Code is the code that identifies the reason.
Type is the type of effect the reason has on the inventory quantity. Type displays as:
Increases and Decreases if the reason increases and decreases the inventory quantity. Reason codes for movement of inventory between warehouses have this reason type because there is a decrease in inventory at one warehouse and an increase at another.
Increases if the reason increases the inventory quantity.
Decreases if the reason code decrease the inventory quantity.
Flow is the type of stock movement. The corresponding inventory adjustment that results from stock movement can be related to the following: an inflow of goods, as in a purchase; an outflow of goods, as in a sale; the usage of goods, consumption; and to other miscellaneous reasons, for example, spillage. Valid values are Outflows, Usages, Inflows, and Exclude.
Description is a brief description of the reason code.
Comment is a short comment associated to the reason code. They are printed on reports and displayed on documents where the reason code is used.
Authorization are the authorization comments associated with the reason code.
To prevent or reduce the risk of using an incorrect reason code, reason codes are secured by:
Document Type
Oracle User Responsibilities
Any document type that has reason code functionality is required to let you assign which reason codes are valid for the specific document type. A reason code must be associated with both a Document Type and a Responsibility in order for the Reason Code to be used on a given window.
At least one of the Document Type fields and one of the Responsibility fields must have a value.
The Reason Code being secured always appears in the header block of the window. The fields in the detail block can be used as follows:
One or more document types is entered, with one or more responsibility entered. The reason code can be used for any of the document types entered, with any of the responsibilities entered.
All Document Types is checked and one or more responsibilities entered. The reason code can be used for all document types with any of the responsibilities entered.
One or more document types is entered and All Responsibilities is checked. The reason code can be used for the document types entered with any responsibility.
Navigate to the Reason Code Security window.
Reason code is the code that identifies the reason and displays with a brief description.
The following fields display in the Security Definitions section of the window:
All Document Types is selected if the reason code is set to all document types.
Document Type is the type of document associated to the reason code. This displays if the All Document Types indicator is not selected.
All Responsibilities is selected if the reason code is associated to all responsibilities.
Responsibility is the name of the responsibility that is associated to the reason code. This displays if the All Responsibilities indicator is not selected.
In addition to providing current system session information, the Session Parameters window enables you to change your default organization and default schedule by selecting the new entry using the List of Values and clicking OK. You can specify whether you want the change to affect only the current session or all sessions until the default organization value is changed.
Note: OPM lets you choose only an organization that you are authorized to specify as defined through the User Organizations window.
Navigate to the Sessions Parameter window.
Verify that the following fields are correct:
Session Number is a unique session ID, created automatically on a per session, per user basis.
Time displays the logon date and time.
Database displays the actual database name.
Username displays the user and user name of the current session's user.
Company displays the company code associated with the default organization.
Enter the Organization code for the default organization. You must be authorized to select this code as specified through the User Organizations window.
Enter the default Schedule for this session.
Save the changes.
Text tokens are codes or short descriptions that represent longer descriptions or messages. These tokens are set up on the Text Token window.
After selecting Edit Text from the Actions menu and invoking the Text Editor, specify a token instead of typing the full description of the text by entering a token preceded by a period. Press Tab, and the token is converted to the text it represents.
For example, you might set up a text token called Fragile that represents the text: Fragile, Handle with Care. Whenever you want to include these instructions on a document, you can type Fragile on the Text Editor window rather than typing the message text. You can also use the LOV function to select a text token. After selecting from the list of values, press Tab.
To record the text that is printed when you enter the token, select Edit from the Actions menu and enter the text on the Text Editor window.
Navigate to the Find Text Tokens window.
Enter the following criteria to narrow your search:
Token code to find a token using the code identifying a token.
Language to find a token in a specific language.
Description to find a token by its description.
Click Find.
Navigate to the Text Tokens window.
The following fields display:
Token is the code identifying the text token.
Description is a brief description of the text token.
The Unit of Measure window is used to add and maintain Units of Measure (UOM) definitions. A UOM definition consists of a UOM code, a description, a type, and the conversions between the reference UOM and all other UOMs of the same type.
Before you can maintain, purchase, or sell inventory, you must define the UOMs against the item quantities that are measured.
Note: The order you set up UOMs is of utmost importance. The first UOM value that you define for a given UOM type becomes the reference against all other UOMs of the same UOM type. All subsequent UOMs defined for the specified UOM type require conversion against this reference UOM.
All conversions specified on the Units of Measure window are conversions between the same UOM types. Conversions across UOM types must be defined individually for each item.
Refer to the Oracle Inventory User's Guide for more information.
After setting up UOM types, set up the actual UOM values on the Unit of Measure window. The first UOM that you set up for each UOM type becomes the reference UOM, also called base or standard UOM, for that type. All other UOMs of this type are defined in relation to the reference UOM.
For example, if you set up L (liters) as the first UOM for the UOM type VOL (volume), then you have to define each new volume UOM in terms of liters; therefore, if the new volume is GAL (gallons), then it must be defined in relation to liters. As such, you specify a two-way conversion between GAL (gallons) and L (liters) and L (liters) and GAL (gallons) in the Conversion column.
The two-way conversion equation is as follows:
One unit of new UOM = X unit of reference UOM
One unit of reference UOM = X unit of new UOM
The factor between the newly entered UOM, in this example GAL (gallons), and the reference UOM, L (liters), and vice versa, is entered in the Conversion Factor column. You only need to enter the conversion factor going “one way”; the other conversion factor is automatically calculated.
Note: Altering the UOM conversion once inventory has been created can corrupt inventory balances.
The new UOM is available to the session where you entered the UOM and to all users beginning OPM sessions after you enter it. If you change a conversion, then the change does not take effect in the current session. You must log out of OPM and then log in again. Note that this is not recommended.
Oracle Process Manufacturing (OPM) is now using the Oracle Inventory Unit of Measure windows for the creation of UOMs, as well as viewing existing UOMs. You can access these windows from either the Oracle Inventory menu or from the Oracle Process Manufacturing System Administration menu.
These windows let you use mixed case when creating your UOMs and their descriptions. All UOMs are three characters, the Oracle Financials standard. You can also create a 25 character name for each UOM in addition to the description.
The Unit of Measure Classes window in Oracle Inventory lets you set up new Base Units of Measure. This is the same as the OPM Unit of Measure Type window, with more information. The Oracle Inventory window lets you set both a name and a description for each UOM.
The Unit of Measure window is the same as the OPM Unit of Measure window, with additional information similar to the Unit of Measure Classes window, where you are able to have both a description and a name for each UOM.
The Unit of Measure Conversions window, also displayed by the Conversions button on the Unit of Measure Classes window, is used for setting the conversion factors. This window replaces the conversion section of the OPM Unit of Measure window.
The Unit of Measure LOVs have also changed. The LOV now features three columns to accommodate both new and existing UOMs. An LOV looks as follows:
| UOM | UOM Name | Description |
|---|---|---|
| CNT | CNT | Count Base |
| EACH | EACH | Each |
| Lbs | Pounds | Pounds (1kg = 2.2 pounds) |
In this example, the CNT and EACH are carried over from OPM, where there was no UOM Name. Therefore, the UOM duplicates into the name field. The Lbs UOM is from the Oracle Inventory application, and shows a different UOM Name. This carries forward with all new UOMs.
Refer to the Oracle Inventory User's Guide for details on the Oracle Inventory Unit of Measure windows.
Use the User Organizations window to view the number of organizations assigned to a user. Once assigned, a user can work only with an organization from among these authorized organizations.
Navigate to the User Organizations window.
User Name displays the name of the user for whom the organizations are assigned.
The following fields display in the Organizations section of the window:
Code is the organization that is authorized for selection by this user.
Description of the organization that is authorized for selection by this user.
TheUser Planning Classes window lets you view the planning classes associated to users.
Note: Refer to the Oracle Process Manufacturing Process Planning User's Guide for additional information on how User Planning Classes are defined and used.
Navigate to the User Planning Classes window.
User displays the user name with a brief description.
The following fields display in the Planning Classes section of the window:
Class is the code for the planning class associated to the user.
Description is a brief description of the planning class.
The Process Manufacturing Systems Lookups window lets you maintain lookups. Each Lookup has a code and a meaning. For example, Lookup type YES_NO has a code Y with meaning Yes, and a code N with a meaning No.
Navigate to the Process Manufacturing Systems Lookups window.
The following fields are display only:
Type is the name of the Lookup type.
Meaning is a brief explanation of the Lookup type.
Application is the name of the application associated with the Lookup type.
Description is a brief description of the Lookup type. If you use windows specialized for a particular Lookup type, then the window uses this description in the window title.
Access Level displays the level at which the changes to a Lookup type are restricted. Access Level displays as:
System, when no changes to the Lookup codes are allowed.
Extensible, when new Lookup codes can be added. However, you cannot modify seeded Lookup codes.
User, when you can change any Lookup code.
Code is the code value for the Lookup type. A maximum of 250 Lookups can be defined for a single Lookup type. When a valid Lookup meaning is entered into a displayed window field, Lookups stores this code into a corresponding hidden field. For example, the Lookup Y displays the meaning Yes but stores the code value Y in a hidden field.
Meaning is the brief explanation of the Code. When a valid Lookup meaning is entered into a displayed window field, Lookups stores the corresponding code into a hidden field. Lookups automatically display the meaning in the Lookups field whenever you query the window. For example, the Lookup Y displays the meaning Yes but stores the code value Y in a hidden field.
Description is a detailed description of the Lookup code.
Tag is the tag to describe the Lookup. This can be used to categorize Lookup values.
Effective Dates From and To is the date range in which the Lookup is active. If no dates are entered, then the Lookup is valid indefinitely. Once a Lookup expires, you cannot insert additional records using the Lookup, but can query records that already use the Lookup.
Enabled is selected if applications can use the Lookup.
From the Actions menu, the Edit Text option lets you edit information. You can edit text in the Edit Text window only if you navigate from the Paragraphs or the Text Tokens window.
If there is only one paragraph code associated with the table, then the Text Editor window appears. If there is more than one paragraph associated with the table, then the Select Text Paragraph window appears first.
Note: If you navigate to the Edit Text window from the Paragraphs or the Text Tokens window, then you can edit text.
Navigate to the Edit Text option from the Actions menu. If the Select Text Paragraph window displays, then select a line, and click Edit Text. If not, then the Text Editor window displays.
View the following fields for accuracy:
Table Name displays the table name that the text is stored in.
Description displays a description of the text.
Enter the appropriate Text.
Click Paragraph to return to the previous window to select another paragraph to edit.
From the Select Text Paragraph window, view the following fields for accuracy:
Non Printable is selected if the text is printable on the window.
Paragraph Description displays the description of the text.
During your implementation, you set a value for selected profile options to specify how your System Administration application is configured. System Administration uses the GMA: Workflow Delimiter profile option.
Your System Administrator sets user profile options at one or more of the following levels: Site, Application, Responsibility, and User. Use the Personal Profile Options window to view or set your profile options at the user level. Consult your Oracle E-Business Suite System Administrator's Guide for a list of profile options common to all Oracle Applications.