Online Purchase Order Creation (manual entry)

From the Dashboard, click the Toggle Menu, then click Receivables/Payables, then Purchase Order Management, and then Create Purchase Orders.

The Create Purchase Order screen appears.

In the Create Purchase Order screen, click Create New Purchase Order to create purchase order records manually.

The Create Purchase Order screen appears, starting with the New Purchase Order tab.

Figure 6-3 Create Purchase Order - New Purchase Order

Description of "Figure 6-3 Create Purchase Order - New Purchase Order"

Table 6-2 Create Purchase Order - New Purchase Order - Field Description

Field Name	Description
Party Name	Select the party name from the drop-down list in which the purchase order must be created. By default, the primary party/gcif of the logged-in user is selected. Note: Only accessible parties are displayed to the user.
New Purchase Order	This section displays the New Purchase Order tab details.
Facing difficulty in entering data for multiple Purchase Order? Use Bulk Upload	Click the Bulk Upload link to navigate to the File Upload screen for creating purchase orders in bulk.
Customer Purchase Order Number	Specify the corporate’s own reference number associated with the purchase order.
Associated Party	Select the associated party to link the purchase order from all on-boarded associated parties. The list of on-boarded associated party is categorized by: Anchor Buyer Anchor Supplier Counter Party Buyer Counter Party Supplier On selecting an associated party, the role of the party as Buyer or Supplier, appears below this field. Note: Selecting an associated party is restricted by the value of the ‘Allow PO Creation by Supplier’ flag in the corporate admin settings. If this flag is set to ‘No’, then only an associated party with the role of ‘supplier’ is allowed to be selected. If set to ‘Yes’, then an associated party with the role of ‘buyer’ or ‘supplier’ can be selected.
Purchase Order Amount	Select the currency and enter the amount of the purchase order. This purchase order amount should match with the total gross amount of the commodity grid.
Pre-acceptance	This toggle is set to ‘Yes’ and is disabled if the logged-in party is the supplier. It is set to ‘No’ and is disabled if the logged-in party is the buyer.
Program Name	Select the program under which the purchase order is to be created. Once you select a program, the Auto Accept and Auto Finance fields appear with the values that have been set in the program. This field is visible only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
Auto Accept	Displays ‘Yes’ if the purchase order will be auto-accepted, and ‘No’ otherwise. This parameter is set at the program-level.
Auto Finance	Displays ‘Yes’ if the purchase order will be auto-financed, and ‘No’ otherwise. This parameter is set at the program-level.
Purchase Order Date	Click the calendar icon and select the date on which the purchase order is created.
Requested Shipment Date	Click the calendar icon and select the date on which the buyer expects the shipment to get dispatched.
Funding Request Date	Click the calendar icon and select the date on which funding for the purchase order is requested.
Promised Shipment Date	Click the calendar icon and select the date agreed by the supplier to send the shipment.
Show Additional Details	Click Show Additional Details link to add additional details such as shipment address, reason of export, payment terms, country of origin, and terms of sale.
Disbursement Credit Account	User can provide the account details to receive the disbursement proceeds in case the purchase order is financed. These details should be belonging to the Supplier corporate.
Payment Mode	Select the payment mode to receive the finance proceeds for the purchase order. The options are: Within Bank Domestic Cross Border
Within Bank	If the Payment Mode is selected as Within Bank. The Account Number drop-down will be displayed. The drop-down will list all the accounts as fetched from the internal account mapping maintenance of host system. These accounts are maintained to credit the finance proceeds. The accounts fetched will be listed in the drop-down only if they have been mapped to OBDX. The following details will display. Account Name Branch Currency Note: These details will be displayed only when the New Account switch is Off.
Domestic	If the Payment Mode is selected as Domestic. The drop-down will list the accounts from external account mapping maintenance of the host system. The account details belong to some other bank in the country and maintained in the host system to receive the finance proceeds when the purchase is financed. The following details will display. Account Number Bank Name Branch Account Name Bank Code Currency Note: These details will be displayed only when the New Account switch is Off.
Cross Border	If the Payment Mode is selected as Cross Border. The drop-down will list all the corporate accounts as fetched from the external account mapping maintenance of the host system. The account details belong to the bank in another country and mapped in the host system to receive the finance proceeds when the purchase order is financed. The following details will display. Account Number Bank Name Branch Bank Code Currency Note: These details will be displayed only when the New Account switch is Off.
New Account	Switch this toggle On, if corporates are required to receive the finance disbursement funds into a new account which is not maintained with host SCF system. Note: If the Payment Mode is selected as Within Bank and New Account toggle is On, then the drop-down will list all the accounts present in the Bank. This list will not be restricted to accounts maintained in SCF host only. Note: If the Payment Mode is selected as Domestic and New Account toggle is On, the following details will display, and these are required to be entered. Account Number Account Name Bank Name Branch Bank Code Note: If the Payment Mode is selected as Cross Border and New Account toggle is On, user needs to enter the Account Number or IBAN as applicable as per within bank, domestic or cross border and Account Name. And select the Bank Details as SWIFT Code or Bank Address to enter the details.
Transfer Via Intermediary Bank	Switch this toggle ON, if the transfer is via intermediary bank. Intermediary Bank details can be provided by giving the SWIFT Code of the bank or by entering the Bank Name and Address. To provide the SWIFT Code, click on the Lookup Link. SWIFT Code can be searched using BIC Code or Bank Name.
Shipment Address Line 1 to 3	Specify the complete address to send the shipment to.
City	Specify the city to send the shipment to.
Country	Specify the country to send the shipment to.
Zip Code	Specify the pin code to send the shipment to.
Phone Number	Specify the contact number of the person who will receive the shipment.
Tax Id	Specify the unique tax ID if the shipment charge includes tax amount.
Reason for Export	Specify the reason for exporting the shipment.
Payment Terms	Specify terms of payments, if any.
Country of Origin	Specify the country from where the shipment will originate.
Terms of Sale	Select the relevant terms of sale: CFR – Cost and Freight CIF – Cost, Insurance and Freight CIP – Carriage and Insurance Paid To (Insert place of destination) CPT – Carriage Paid To (Insert place of destination) DAF – Delivered At Frontier DDP – Delivered Duty Paid (Insert place of destination) DDU – Delivered Duty Unpaid DEQ – Delivered Ex Quay EXW – Ex Works (Insert place of delivery) FAS – Free Alongside Ship (insert name of port of loading) FCA - Free Carrier (Insert named place of delivery) FOB – Free On Board
Filler Details	This section displays the Filler Details.
Filler 1 to 6	This section displays the Filler Label Fields. The bank can configure these fields on Day 0, based on their requirement.

Once you enter the above details, click Add in the Commodity Details section, to add the commodities being purchased.

The Add Commodity Details overlay window appears.

Figure 6-4 Add Commodity Details

Description of "Figure 6-4 Add Commodity Details"

Table 6-3 Add Commodity Details - Field Description

Field Name	Description
Name	Specify the name of the commodity being purchased.
Code	Select the code of the commodity. This value should be selected from the commodity code drop-down list. Note: This drop-down field displays the list of commodity code(s) maintained for the selected supplier party.
Quantity	Specify the commodity quantity required.
Weight/Unit	Specify the weight per unit of the commodity. Also select the unit of measurement to be used for weight.
Total Weight	Displays the total weight of the commodity. This value is automatically calculated and displayed. It is the product of the values in the Quantity and Weight/Unit fields.
Cost/Unit	Enter the cost per unit of the commodity.
Gross Amount	Displays the total cost of the commodity. This value is automatically calculated and displayed. It is the product of the values in the Quantity and Cost/Unit fields.
Discount	Specify any discount being offered on the purchase. You can either enter the percentage of discount (in the first field) or the actual discount amount (in the second field). When you enter any one of these values, the other value is automatically calculated and displayed. Click to reset the values.
Tax	Specify any tax being charged on the purchase. You can either enter the percentage of tax (in the first field) or the actual tax amount (in the second field). When you enter any one of these values, the other value is automatically calculated and displayed. Click to reset the values.
Net Amount	Displays the net amount (after application of discount and tax) of the commodity being purchased. Note: The Net Amount gets auto calculated as follows: Net Amount = Gross Amount - Discount amount + Tax amount
Create Copy	Select this check box, to make a copy of the commodity details entered.

Once the commodity details are recorded in the overlay window, click Add.

A record is created in the Commodity Details section.

Figure 6-5 Create Purchase Order - Commodity Details Section Updated

Description of "Figure 6-5 Create Purchase Order - Commodity Details Section Updated"

Table 6-4 Create Purchase Order - Field Description

Field Name	Description
Commodity Details	This section displays the commodity details, once you add them. Multiple commodities can be added.
Name	Displays the name of the commodity.
Code	Displays the code of the commodity.
Quantity	Displays the required quantity of the commodity.
Total Weight	Displays the total weight of the commodity, along with the weight per unit.
Cost/Unit	Displays the cost per unit of the commodity.
Gross Amount	Displays the gross amount of the commodity.
Discount	Displays the discount amount applicable, along with the discount percentage.
Tax	Displays the tax amount applicable, along with the tax percentage.
Net Amount	Displays the net amount of the commodity, after application of discount and tax.
Action	Indicates the actions that can be performed on the commodity record. : Click this icon to edit the commodity details. : Click this icon to remove the commodity details entered.
Gross Purchase Order Amount	Displays the total gross amount of the purchase order. This is the sum of the gross amounts of all added commodities. This value should be equal to the value in the Purchase Order Amount field. If not, you must adjust the value in the Purchase Order Amount field accordingly.
Discount (%) / Discount Amount	Displays the total discount amount of all the commodities added. The average discount percentage of all added commodities is also displayed. Click to reset the values. Discount % = (Total discount amount / Total gross purchase order amount) *100 Note: When commodity records are added, the discount value of each commodity is aggregated and populated here. This value cannot be modified. However, if commodity records are not added, then this field is editable, and the discount value or percentage can be entered here.
Tax (%) / Tax Amount	Displays the total tax amount of all the commodities added. The average tax percentage of all added commodities is also displayed. Click to reset the values. Tax % = (Total tax amount / Total purchase order amount) *100 Note: When commodity records are added, the tax value of each commodity is aggregated and populated here. This value cannot be modified. However, if commodity records are not added, then this field is editable, and the tax value or percentage can be entered here.
Miscellaneous Charges and Amount	Add the name and amount of any other miscellaneous charge applicable. Use to add another charge. A maximum of two miscellaneous charges can be added. Click to reset the values.
Net Purchase Order Amount	Displays the total net amount, after deducting the discount value and then applying the tax value. Net Purchase Order Amount = Gross Purchase Order Amount – Total Discount amount + Total Tax amount
Duplicate Purchase Order	Click this link to add another purchase order with the same details.
Add Purchase Order	Click this link to add another blank purchase order. You can create multiple purchase orders using this link.

Ensure that the amount in the Purchase Order Amount field is the same as the Gross Purchase Order Amount.

Click Save to save the purchase order. Or, to clear the fields, click the

icon in the top right side of the screen.

Note:

On clicking Save, the application validates the selected associated party, based on the corporate admin setting, ‘Allow PO Creation by Supplier’. If this flag is set to ‘No’, then the application allows purchase order creation only if the logged-in party is the buyer and the selected associated party is the supplier. If the flag is set to ‘Yes’, then there are no restrictions on purchase order creation.

Figure 6-6 Upon Clicking Save

Description of "Figure 6-6 Upon Clicking Save"

To create another purchase order in the transaction, with the same details as the current one, click the Duplicate Purchase Order link. The current purchase order is automatically saved and a duplicate one is added.

Note:

On clicking Duplicate Purchase Order, the application validates the selected associated party, based on the corporate admin setting, ‘Allow PO Creation by Supplier’. If this flag is set to ‘No’, then the application allows purchase order creation only if the logged-in party is the buyer and the selected associated party is the supplier. If the flag is set to ‘Yes’, then there are no restrictions on purchase order creation.

Click beside a purchase order to edit, copy, or delete it, if required.

To create another new purchase order in the transaction, click the Add Purchase Order link.

Add required details as mentioned in the steps above.

Click Submit to submit the transaction, once all required purchase orders have been added.

Click Cancel to cancel the transaction.
Click Back to navigate back to the previous screen.

The Review screen appears. Or, do one of the following:

Figure 6-7 Create Purchase Order – Review Screen

Description of "Figure 6-7 Create Purchase Order – Review Screen"

In the Review screen that appears, verify the details, and click Confirm. A confirmation message of request submission for purchase order creation appears along with the reference number and status. Or, do one of the following:

Click Cancel to cancel the transaction.
Click Back to navigate back to the previous screen.

Figure 6-8 Create Purchase Order – Confirmation Screen

Description of "Figure 6-8 Create Purchase Order – Confirmation Screen"

Click Save as Template to save the purchase order details as a template for future use. Or, do one of the following:

Click the link provided to view the status of the purchase order along with other details.
Click Go To Dashboard to go to the dashboard.
Click Create Purchase Order to create further purchase orders.

6.2.1 Online Purchase Order Creation (manual entry)