1. Using Receiving
  2. Confirm Receipt Process

Confirm Receipt Process

The Confirm Receipts workflow sends notifications through the Web or email to requesters or buyers who create requisitions in Oracle Fusion Cloud Self Service Procurement. The workflow informs the requesters or buyers that they should have received an item.

The most important aspects of the Confirm Receipts workflow process include:

  • Notification criteria

  • Notification options

  • Notification delivery

Notification Criteria

The Confirm Receipts workflow sends notifications for items with a destination type of Expense, a routing of Direct Delivery, and a need-by date that's equal to or later than today's date.

Notification Options

You can have notifications sent to the requester for them to respond to the receipt status of an order. These notifications are called confirm receipt notifications.

The options available to the requester who receives a purchase order notification include:

  • Fully received

  • Not received

  • Receive up to amount invoiced due to an invoice match in Oracle Payables

Note: If the requester selects Not Received, a notification can be sent to the buyer regarding the requester's failure to receive the items on the purchase order. Later, when the requested items are available to be received, the buyer can either receive the items or send a notification to the requester again to complete the receiving process at the requester's end.

The options available to the requester who receives a transfer order notification include:

  • Receive in full

  • Did not receive

Notification Delivery

When a purchase order is created, the line on the purchase order must have a matching level of 3-way matching. You must submit the Confirm Receipts Workflow Select Orders process to send the notifications to the requesters.

Workflow sends notifications when either of these occur:

  • At least one day must have lapsed from the need-by date on the order line.

  • An invoice is matched to the purchase order line in payables, and the invoice itself is on quantity or amount receiving hold.

More specifically, the Confirm Receipts workflow sends notifications when the purchase order fulfills the following criteria:

  • Purchase order has an expense destination

  • Match Approval Level is 3 Way

  • Receipt Routing is Direct delivery

  • Purchase order has a deliver-to person ID on the distributions

  • Purchase order past due date must be more than one day

  • If the profile value RCV_SSP_NOTIF_INCLUDE_PAST_DUE_ORDERS is set to Yes, then the workflow includes all POs which are past due

  • If the profile value RCV_SSP_NOTIF_INCLUDE_PAST_DUE_ORDERS is set to No, then the notification is raised only if:

    • There's an invoice corresponding to the PO schedule, and

    • The invoice is placed on hold and the hold code is QTY REC or AMT REC

Based on the need-by and run dates, here are examples of when workflow sends the notification for a purchase order:

  • If the need-by date on the PO schedule is 22 December and you run the Confirm Receipt process on 23 December, then workflow sends the notification.

  • If the need-by date on the PO schedule is 23 December and you run the Confirm Receipt process on 23 December, then workflow doesn't send the notification.

  • If the need-by date on the PO schedule is 15 December and you run the Confirm Receipt process on 23 December, then workflow sends the notification.

For transfer orders, notifications are only available for expense destination transfer orders sourced from a requisition line. The transfer order must also have direct receipt routing.

To use the Confirm Receipt notification workflow for transfer orders, enable the Transfer orders included for Confirm Receipt Process profile option.

In the Setup and Maintenance work area, use the following to set up your receiving profile options:

  • Offering: Manufacturing and Supply Chain Materials Management

  • Functional Area: Receiving

  • Task: Manage Receiving Profile Options