1. Using Procurement
  2. Close Purchase Order Schedules Using a Spreadsheet

Close Purchase Order Schedules Using a Spreadsheet

As a user with the Buyer role you can close or finally close approved purchase order schedules in batches using a spreadsheet.

For example, you can review open transactions that have been inactive for a long period of time. If they're overdue for closure you can update their status.

Follow these steps to close schedules using a spreadsheet:

  • Select and download purchase order schedules to a spreadsheet.

  • Review the schedules in the spreadsheet and update their status to closed or finally closed.

  • Upload the spreadsheet to update the application.

Before You Start

Before you can close schedules using a spreadsheet, you must install the Oracle ADF Desktop Integration client software on your computer. The add-in enables desktop integration with Microsoft Excel workbooks. Download the installation files from Navigator > Tools > Download Desktop Integrator Installer.

Select and Download Purchase Order Schedules

Follow these steps to select and download purchase order schedules to a spreadsheet:

  1. Navigator > Purchase Orders work area > Purchase Orders page.

  2. Task pane > Close Schedules in Spreadsheet task.

    Note: To see the task you must have the Close Purchase Order, or Final Close Purchase Order privilege.

  3. In the Close Schedules in Spreadsheet dialog, enter criteria to select the schedules you want to review for closure. This table lists the available selection criteria, whether or not the selection criteria is required, and additional comments.

    Selection Criteria

    Required?

    Comments

    Procurement BU

    Yes

    You must enter the procurement business unit for the purchase order schedules.

    The default value is derived from the following:

    1. The procurement business unit from your setup in the Manage Procurement Agents task, if you have only one business unit defined.

    2. Otherwise, the procurement business unit from the profile option Default Procurement Business Unit.

    3. Otherwise, no default value is displayed.

    Requisitioning BU

    Yes

    You must enter the requisitioning business unit for the purchase order schedules.

    The default value is derived from the following.

    1. The requisitioning business unit specified as a client of the procurement business unit, if there is only one requisitioning business unit specified.

    2. Otherwise, the requisitioning business unit from your setup in the Manage Procurement Agents task.

    3. Otherwise, no default value is displayed.

    From and To PO Creation Date

    No

    You can enter a date or date range during which the purchase orders were created.

    Days of Inactivity

    No

    You can enter the number of days since a purchasing document had receiving or invoice activity.

    Requester

    No

    You can select schedules containing distributions associated with a particular requester.

    From and To Budget Date

    No

    You can enter a date or date range for the budget period in the budget calendar. A schedule is included in the output if it has at least one distribution with a budget date within the given range.

    Exclude Project Related

    No

    You can opt to exclude purchase order schedules that have project-related distributions.

  4. Click Create in Spreadsheet. All schedules matching the selection criteria are downloaded to an ADFdi spreadsheet. In addition, the schedules downloaded include only those in the following statuses:

    • open

    • closed

    • closed for invoicing

    • closed for receiving

    • canceled

    • on hold

  5. In the Opening CloseSchedules.xlsx dialog, select Open with Microsoft Office Excel, then click OK.

  6. In the Connect dialog, click Yes.

  7. In the Oracle Fusion Applications Sign In dialog, enter your User ID and Password, and click Sign In.

Review the Schedules and Update Their Status

Follow these steps to use the Close Schedules spreadsheet to review the downloaded schedules and update their status:

  1. In the Close Schedules spreadsheet, there are two tabs: Instructions and Close Schedules.

  2. In the Close Schedules tab, the list of selection criteria used to download the rows of schedules displays at the top.

    1. Review the schedules in the spreadsheet to determine which to close, finally close, or to not act on.

    2. For each schedule in the spreadsheet, in the Action column, select one from the list of values: Close, Finally Close, or blank for those you choose not to act on.

    3. Optionally, you can enter a Reason for closing a schedule.

Upload the Spreadsheet to Update the Application

Follow these steps to upload the edited spreadsheet and update the application.

  1. In the Close Schedules tab on the spreadsheet ribbon, click the Upload icon.

  2. The Status column for each row displays the processing status for the uploaded purchase order schedule.

    1. Processed rows show the status: Row Updated Successfully. Click the Status Viewer icon on the spreadsheet ribbon. In the Status Viewer pane you can see the message: No Error.

    2. Rows with an upload error show the status: Update Failed. Click the Status Viewer icon on the spreadsheet ribbon. In the Status Viewer pane you can examine the error details.

You can work in small batches. Take action on a few rows and upload them. After successful processing, you can click the Download icon in the spreadsheet ribbon to download the updated schedules. The same combination of selection criteria used to create the original spreadsheet are used to retrieve the schedules. Any schedules that were updated to Finally Closed status are removed from the results.

Note: The maximum number of schedules that can be processed at one time using the spreadsheet is 5000. You can use the selection criteria on the Close Schedules in Spreadsheet dialog to process batches smaller than the maximum.

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