6.2.3 Create Purchase Order with Document Upload

This topic provides systematic instructions to a corporate user to create purchase orders online by uploading scanned copies of the physical purchase order document.

Using this option, corporate users can create purchase orders online by uploading scanned copies of the physical purchase order document.

The Banks have the option to choose the extraction tool for extracting the details of the uploaded instrument. Before uploading the purchase order document, make sure the maintenance Invoice/PO Data Extraction Tool is defined in the System Configuration screen, which can either be selected as NLP or Cohere. For more information, refer to Oracle Banking Digital Experience System Configuration manual.

User must have valid corporate login credentials.

To create a purchase order through document upload:

1. 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 displays.

   Figure 6-10 Create Purchase Order

   
   

   
   Description of "Figure 6-10 Create Purchase Order"

   
   

   Table 6-6 Field Description

   Field	Description
   Party Name	Displays the name of the logged-in corporate party.
   Online Purchase Order Creation	Indicates the option to create purchase order records by manual entry of purchase order details.
   Purchase Order Creation with Document Upload	Indicates the option to create a purchase order record by uploading the actual purchase order document.
   Bulk File Upload	Indicates the option to create purchase order records in bulk, through file upload.

2. In the Create Purchase Order screen, click Purchase Order with Document Upload.
   The Create Purchase Order screen appears, starting with the New Purchase Order tab.
3. Scan the physical purchase order and save it in one of the following formats: PDF, PNG, JPG, JPEG. Ensure that the file size does not exceed 2MB.
4. In the Create Purchase Order screen, click the Purchase Order Document Upload button.
   The Automatic Purchase Order Creation screen appears starting with the Upload Purchase Order step.

   Figure 6-11 Automatic Purchase Order Creation

   
   

   
   Description of "Figure 6-11 Automatic Purchase Order Creation"

   
   
5. In the Upload Purchase Order step, either click to browse and select the required file, or, drag and drop the file in the space provided.

   Note:

   To preview an uploaded file, click the link beside it. To remove an uploaded file, click .
6. Click Continue to go to the Create Purchase Order step. Or, do one of the following:
   • Click Cancel to cancel the transaction.
   • Click Back to go to the previous screen.
7. The data from the purchase order is automatically read and populated in the relevant fields. Check the details and add or modify any field, if required.

   Figure 6-12 Automatic Purchase Order Creation

   
   

   
   Description of "Figure 6-12 Automatic Purchase Order Creation"

   
   

   Table 6-7 Automatic Purchase Order Creation - Field Description

   Field Name	Description
   Party Name	Displays the name and ID of the logged-in corporate party.
   Create Purchase Order step	The values that have been extracted from the invoice image (except for commodity details) are automatically populated in the respective fields. You can edit these values, if required.
   Basic Details	This section displays the Basic tab details.
   Customer Purchase Order Number	Indicates the customer’s own reference number of the purchase order.
   Associated Party	Indicates the associated party with whom the purchase order is to be linked. A list of all on-boarded associated parties is available for selection. On selecting an associated party, the role of the party as Buyer or Supplier, appears below this field.
   Program Name	Indicates the program to which the purchase order needs to be linked. Programs linked to the selected associated party are listed. This field is visible only if the Oracle Banking Supply Chain Finance application is implemented by the bank.
   Auto Accept	Displays whether the purchase order will be auto accepted or not. It is populated based on the auto acceptance setting in the program definition and is non-editable. For more information, refer the Create Program section in User Manual Oracle Banking Digital Experience Corporate Supply Chain Finance.
   Auto Finance	Displays whether the purchase order will be auto financed or not. It is populated based on the auto finance setting in the program definition and is non-editable. For more information, refer the Create Program section in User Manual Oracle Banking Digital Experience Corporate Supply Chain Finance.
   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.
   Purchase Order Date	Indicates the date of creation of the purchase order.
   Requested Shipment Date	Indicates the date when the shipment is expected to take place. The Shipment Date should be greater than the Purchase Order Date.
   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.
   Payment Terms	Indicates the terms agreed for the payment of the purchase order.
   Purchase Order Amount	Indicates the total purchase order amount of all commodities being purchased, along with the currency.
   Additional Details	Click the Additional Details tab to add additional details such as shipment address, reason of export, payment terms, country of origin, and terms of sale.
   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.

8. The commodity details are extracted automatically and added in the Commodity section. To add more commodities, click Add in the Commodity Details section.
   The Add Commodity Details overlay window appears.

   Figure 6-13 Add Commodity Details

   
   

   
   Description of "Figure 6-13 Add Commodity Details"

   
   

   Table 6-8 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 dropdown list. Note: This dropdown 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.

9. Once the commodity details are recorded in the overlay window, click Add.
   A record is created in the Commodity Details section.

   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

10. Ensure that the amount in the Purchase Order Amount field is the same as the Gross Purchase Order Amount.
11. Click Submit to submit the purchase order. The Review screen appears. Or, do one of the following:
    • Click Cancel to cancel the transaction.
    • Click Back to go to the previous screen.

    Figure 6-14 Create Purchase Order – Review Screen

    
    

    
    Description of "Figure 6-14 Create Purchase Order – Review Screen"

    
    
12. In the Review screen, verify the details and click Confirm. A confirmation message appears, with the reference number and status of the transaction. Or, do one of the following:
    • Click Cancel to cancel the transaction.
    • Click Back to go to the previous screen.

    Figure 6-15 Create Purchase Order – Confirmation Screen

    
    

    
    Description of "Figure 6-15 Create Purchase Order – Confirmation Screen"

    
    

The purchase order is created and submitted for authorization.

• Bulk Purchase Order Creation
  This topic provides systematic instructions to corporates can create purchase orders in bulk by uploading a file. The file must contain the purchase order details in a specific format and sequence.