Questions and Answers (Accrual and Accounting)
What is the difference between 'Accrue On Receipt' and 'Accrue at Period End'?
Accrue On Receipt means that when a receipt is saved, accrual transactions are immediately recorded and sent to the general ledger interface. This is also known as "online" accruals. Accrue at Period End means that when a receipt is saved, the accrual transactions are not immediately recorded and sent to the general ledger; instead, the accounting entries are generated and sent at the end of the month by running the Receipt Accruals - Period-End Process.
All items with a destination type of either Inventory and Outside Processing are accrued on receipt. For items with a destination type of Expense, you have the option of accruing on receipt or at period end.
All items with a destination type of either Inventory and Outside Processing are accrued on receipt. For items with a destination type of Expense, you have the option of accruing on receipt or at period end.
Why are expense items typically accrued at period-end, and why are inventory
items always accrued on receipt?
One should accrue on receipt if perpetual inventory is adopted to facilitate reconciliation between inventory valuation reports and accounting entries. Expense items typically are not accounted for on a daily basis, and most companies find it easier to account for and reconcile these expenses at month-end rather than at the time each individual expense is incurred.
When both inventory and expense items are accrued on receipt, the following problems may be encountered:
A) Receiving inspection balances will include both inventory assets and expenses, so at the end of the month, they will need to be manually reclassified.
B) The number of entries needed to research and reconcile the perpetual A/P Accrual Account(s) becomes significantly increased. Since the expense receipts could double the number of accrual accounting entries to process, the Accrual Reconciliation Report could take twice as long to run. The amount of time required by your staff to research any discrepancies would also increase.
When both inventory and expense items are accrued on receipt, the following problems may be encountered:
A) Receiving inspection balances will include both inventory assets and expenses, so at the end of the month, they will need to be manually reclassified.
B) The number of entries needed to research and reconcile the perpetual A/P Accrual Account(s) becomes significantly increased. Since the expense receipts could double the number of accrual accounting entries to process, the Accrual Reconciliation Report could take twice as long to run. The amount of time required by your staff to research any discrepancies would also increase.
Which Purchasing report should be used to review period-end accruals?
The Uninvoiced Receipts Report should be used to view period-end accruals. This Report should be used to reconcile Period End Accruals with GL.
Which Purchasing report should be used to review online accruals?
The Accrual Rebuild Reconciliation Report should be used to view accrual transactions for inventory items and expense items which are set to accrue on receipt (online accruals). This is the Report that should be used to reconcile accrue on receipt transactions with GL.
After entering receipts and running the Receipt Accruals - Period-End Process, the new journals do not appear in the General Ledger. Should the transactions automatically appear in GL after performing these steps?
The transactions from Oracle Purchasing are only sent to the GL_INTERFACE table. In order to create the journals and see them in General Ledger, the Journal Import concurrent program must be run from a General Ledger responsibility. Be sure to review the output file from the Journal Import request to ensure that the records imported successfully.
How can one tell whether each journal in the general ledger is for period- end or on receipt (online) accruals?
Period-end and online accrual entries may be contained in the same GL batch, but there will be separate journals created for each. Journals created by the Receipt Accruals - Period-End Process will have a category of 'Accrual'; journals created for online accruals with have a category of 'Receiving'.
Here is some technical table-level information that may provide assistance:
Table: GL_INTERFACE
Column : USER_JE_SOURCE_NAME = Purchasing Column : USER_JE_CATEGORY_NAME = Accrual (for period-end accruals) - OR - USER_JE_CATEGORY_NAME = Receiving (for online accruals)
Table: GL_JE_HEADERS
Column : JE_SOURCE = Purchasing JE_CATEGORY = Accrual (for period-end accruals) - OR - JE_CATEGORY = Receiving (for online accruals)
Here is some technical table-level information that may provide assistance:
Table: GL_INTERFACE
Column : USER_JE_SOURCE_NAME = Purchasing Column : USER_JE_CATEGORY_NAME = Accrual (for period-end accruals) - OR - USER_JE_CATEGORY_NAME = Receiving (for online accruals)
Table: GL_JE_HEADERS
Column : JE_SOURCE = Purchasing JE_CATEGORY = Accrual (for period-end accruals) - OR - JE_CATEGORY = Receiving (for online accruals)
Does the process of reversing journals for period-end accruals occur automatically in GL?
The process of reversing the accrual journals does not occur automatically; they must be manually reversed in the general ledger.
For the Uninvoiced Receipts Report, what is the purpose of the parameter 'Accrued Receipts'?
A: This parameter should be set to 'No' to see only the uninvoiced receipts which have not yet been accrued by running the Receipt Accruals - Period-End process.
This parameter should be set to 'Yes' to see uninvoiced receipts which have already been accrued by running the Receipt Accruals - Period-End Process.
Records are appearing on the Uninvoiced Receipts report for expense items which have been received but not invoiced. How can these records be removed from the report and kept from accruing each month?
There are a couple of methods that can be used to remove records from the report and to keep them from accruing each month:
A) Close the purchase order shipment line. Closing the purchase order at the Header or Line level will also have the same effect. On the Purchase Order Summary form, select Special -> Control, then 'Close'.
NOTE: Selecting 'Cancel' will not keep receipts from accruing each month. Refer to question/answer #10 below for an explanation of this. Also, this solution only applies to PO shipments which are set to accrue at Period End. It will not remove PO shipments which are set to Accrue On Receipt ("online accruals").
B) Create an invoice in AP and match it to the purchase order for the entire received quantity. Some users choose to create a 'dummy' invoice for $0.00 in this case.
A) Close the purchase order shipment line. Closing the purchase order at the Header or Line level will also have the same effect. On the Purchase Order Summary form, select Special -> Control, then 'Close'.
NOTE: Selecting 'Cancel' will not keep receipts from accruing each month. Refer to question/answer #10 below for an explanation of this. Also, this solution only applies to PO shipments which are set to accrue at Period End. It will not remove PO shipments which are set to Accrue On Receipt ("online accruals").
B) Create an invoice in AP and match it to the purchase order for the entire received quantity. Some users choose to create a 'dummy' invoice for $0.00 in this case.
A purchase order shipment was received against, then canceled. It now appears on the Uninvoiced Receipts report and accrues each month when running the Receipt Accruals - Period-End process. Why is this happening?
When a purchase order is canceled (whether at the header, line, or shipment level), only the unreceived quantity is actually canceled. Cancellation does not effect quantities already received, as an obligation still remains for these receipts.
If the quantity received is equal to the quantity invoiced (billed), or if no receipts have been entered against the purchase order shipment, then cancellation sets the Canceled flag of the shipment to 'Yes' and the Closure Status to 'Closed'. In this case, no accrual transaction will be generated.
If the quantity received is not equal to the quantity invoiced, then cancellation sets the Canceled flag of the shipment to 'Yes' and the Closure Status remains in its current status (i.e., not 'Closed'). The difference between quantity received and quantity invoiced will appear on the Uninvoiced Receipts report, and will continue to accrue each month until an invoice is matched for the entire received quantity.
If the quantity received is equal to the quantity invoiced (billed), or if no receipts have been entered against the purchase order shipment, then cancellation sets the Canceled flag of the shipment to 'Yes' and the Closure Status to 'Closed'. In this case, no accrual transaction will be generated.
If the quantity received is not equal to the quantity invoiced, then cancellation sets the Canceled flag of the shipment to 'Yes' and the Closure Status remains in its current status (i.e., not 'Closed'). The difference between quantity received and quantity invoiced will appear on the Uninvoiced Receipts report, and will continue to accrue each month until an invoice is matched for the entire received quantity.
What is the difference between the Accrual Reconciliation Report and the Accrual Rebuild Reconciliation Report?
The report is available as two (2) separate concurrent programs: the Accrual Reconciliation Report and the Accrual Rebuild Reconciliation Report. Both reports run using the same report definition file: POXACREC.rdf.
When the Accrual Rebuild Reconciliation Report is selected, the following events occur:
The program will delete all records currently stored in the PO_ACCRUAL_RECONCILE_TEMP_ALL table
Accounting entries are selected from the appropriate sources (sub ledgers) based on the parameters entered at the time of report submission
The temporary table PO_ACCRUAL_RECONCILE_TEMP_ALL is repopulated with these accounting entries
Report output is generated based on this information
When the Accrual Reconciliation Report is run, the report does not reselect the information from the sub ledgers; instead, it reports only on the data currently stored in the PO_ACCRUAL_RECONCILE_TEMP_ALL table. This feature saves time and decreases the performance impact on the system, because the accrual information does not have to be regenerated from the original sources every time the report is submitted.
Typically, the Accrual Rebuild Reconciliation Report is run at the end of the period, and the Accrual Reconciliation Report is used for interim reporting. Note that the title showing on the report output remains the Accrual Reconciliation Report regardless of which process is actually submitted.
When the Accrual Rebuild Reconciliation Report is selected, the following events occur:
The program will delete all records currently stored in the PO_ACCRUAL_RECONCILE_TEMP_ALL table
Accounting entries are selected from the appropriate sources (sub ledgers) based on the parameters entered at the time of report submission
The temporary table PO_ACCRUAL_RECONCILE_TEMP_ALL is repopulated with these accounting entries
Report output is generated based on this information
When the Accrual Reconciliation Report is run, the report does not reselect the information from the sub ledgers; instead, it reports only on the data currently stored in the PO_ACCRUAL_RECONCILE_TEMP_ALL table. This feature saves time and decreases the performance impact on the system, because the accrual information does not have to be regenerated from the original sources every time the report is submitted.
Typically, the Accrual Rebuild Reconciliation Report is run at the end of the period, and the Accrual Reconciliation Report is used for interim reporting. Note that the title showing on the report output remains the Accrual Reconciliation Report regardless of which process is actually submitted.
How do transactions which have subtotals of $0.00 get removed from the Accrual Reconciliation Report?
When submitting the report, setting the following parameters as shown will allow for these transactions to not show on the report output:
Include All Transactions = No
Transaction Amount Tolerance = 0 (or higher)
Include All Transactions = No
Transaction Amount Tolerance = 0 (or higher)
Several transactions appear on the Accrual Reconciliation Report which were charged to the accrual account in error. Manual journal entries have already been created in GL to correct these transactions. How do these transactions now get removed from the report?
In Oracle Purchasing, go to the Accrual Write-Offs form.
Responsibility: Purchasing Super User
Navigation: Accounting/Accrual Write Offs
Select the lines that need to be removed from the report and save.
Then, run the Accrual Reconciliation Report again, setting the parameter 'Include Written-Off Transactions' to No. The written-off transactions will no longer be included in the report.
NOTE: You can run the Accrual Write-Off Report to review the transactions that were written off; this can be used to support the manual journal entry created in the general ledger.
Suppliers can be shared across sets of books , but supplier sites are defined at operating unit level.
Answer:
Release method is defined in Auto Source Rules Form . It is defined innsource document zone. In source document release method field has value in
LOV for the user to choose . Values are .a. Values are automatic release/review b. Release using auto create.
"APP -14720 conncurent program RVCTP returned error.
Cause : RVCTP encountered n=internal error parameters: RVCTP , immediate, 56224."
Answer:
To avoid the errors follow the steps given below..
- Inventory , po, and GL periods must be open.
- Open periods in open and close periods are in setup of purchasing module.
- In inventory module open periods in inventory accounting periods.
Now run the trAnsweraction manager the problem will not be replicated.
This is not the functionality in 10.7sc. The standard printed PO report is associated to the approval form and can be printed.
Ps4 is the purchase order Minipak 16M CD.
Ps4 is patchset 4.
Create a responsibility with access to view purchasing menu only do not associate an update function in it.
Use System Administration responsibility and go to system profiles. In system profile field enter %Concurrent% and click find button for finding 'Concurrent: report copies' profile and set the profile field to 1.
This is standard functionality of Oracle Applications. Invoices which are matched to closed or cancelled po's will be placed on a 'quantity order hold'by Auto approval. This hold will prevent payment of the invoice, until the payables module(user) can determine why the invoice has been matched to a closed or cancel po, and then resolve the problem.
This is not handled under purchasing , po only sets a taxable flag for the item to identify it as a taxable item which is calculated correctly upon being invoiced.
- Accounting payables handles this.
- Tax codes and freight costs are setup in AP.
- Tax code varies by state and freight costs may vary due to different packing methods , etc. And these costs are sumed when invoiced.
Use the supplier item catalog prior purchases region which can provide the following information.
Supplier name
Date of purchase
Price paid
Unit of measure
To Default the prior purchases region which can provide the following information.
Navigation :/Profile ->System
Query in the profile field = PO :%
Choose PO: Default supplier item catalog window to view previous purchase information for a specific item.
Vendor on hold report prints all vendors who are on hold and have unapproved po's with authorization status = incomplete for that vendor. This helps the user to change the status on the po and approve it.
This is the intended functionality of the report.
The vendors report would print all vendors and would also include the on hold information.
The ship-to field values are defaulting from the buyer setup in Requisition/ PO form.
The split percentage used for the vendors in requisitions is only for reporting purposes.This is used in supplier volume analysis report.
This report has been replaced by vendors volume analysis report.
If the item is defined as an inventory item in the item master window the item cannot have a destination type as expense in po screen. when we enter a requisition for an inventory item we change the destination type cannot be changed to 'expense'. This is Oracle Applications Functionality.
For a document to be approved by a user / originator follow the steps given below..
1.Ensure approval group setup is appropriate.
2.In order to approve a document the user/buyer/originiator of the document must choose 'document total' for the object field I the approval groups window.
3.For a document to be approved by the originator it is necessary to verify the amount entered is within the limit of the 'document total'.
4.This is defined in the approval group window.
5.Ensure relevant documents are appropriately defined in document type window.
For a document to be forwarded by a user/originator follow the steps given below..
1.Ensure that higher position is assigned to an employee in the position Heirarchy window.Position of the employee must be higher than the position of the user/originator of the document with greater limit of the 'document total'.
2.Use the reports form in the menu and submit a request for 'fill employee heirarchy ' report.
Now the purchase order can be approved if the po is within the user limit and can be forwarded if it is beyond the user limit.
When the po is partially received records are present in the MTL-Supply table. Records in MTL-supply are only deleted when the po is completely received and "finally closed".
If you want to see the last query performed by a form you can do this through the examine tool as follows:
Navigate to help-->tools-->examine
Block = system
Field = last query
The value returned is the last select statement performed by the form.
This problem is solved by applying patch 908129.
In order for the user to be able to populate the negotiated sources region of the supplier item catalog form, one of the following documents types will need to be created for the item in question :
Blanket purchase order
Catalog quotation
Planned purchase order
In order to have a specific requestor default onto the requisitions form , a user will have to set the following in the user will have to set the following in the user's requisition preferences.
Navigation: /Purchasing ->Requisitions -> Requisitions
Go to special ->preferences
Click in the requestor field
Choose a requestor from the list of values
Click the 'apply' button , a message ' new preferences now in effect.'
Close the requisitions form
Re-open the requisitions form
Click in the lines region , the requestor from requisition preferences should appear in the requestor field.The requisition preferences are only valid while working on it , user needs to re enter requisition preferences each time he starts the applications
Answer
The functionality for COST PLUS FEE price type is not in Oracle Purchasing at this point of time. PO does not do anything with this price type.
It is an enhancement request that is being looked at for future releases.
2-way matching verifies that Purchase order and invoice information match within your tolerances as follows:
Quantity billed <= Quantity Ordered
Invoice price <= Purchase order price
(<= sign is used because of tolerances)
3-way matching verifies that the receipt and invoice information match with the quantity tolerances defined:
Quantity billed <= Quantity received
4-way matching verifies that acceptance documents and invoice information match within the quantity tolerances defined:
Quantity billed <= Quantity accepted.
(Acceptance is done at the time of Inspecting goods).
Whether a PO shipment has 2-way, 3-way or 4-way matching can be setup in the Shipment Details zone of the Enter PO form (character)
Receipt required Inspection required Matching
YesYes4-way
YesNo 3-way
No No 2-way
In GUI, Shipments block, alternative region, click on More...this brings up a region with 'Invoice matching' column where you can choose 2-way, 3-way or 4-way match.
You can find more detailed information about matching in the Oracle Payables Reference Manual (Volume 3) Topical Essay on Integrating your Payables and Purchasing Information.
The legal document is the Purchase order not the quote and therefore the purchase order should reflect agreed upon price. Secondly if the discount comes after the PO then AP should handle it when invoicing. If you are using a blanket Purchase order then you can use price breaks.
The 'Created' date on the Purchase order is not an updateable field, due to it being a legal document once approved.
Requisition lines first meet search criteria determined by "find" screen, and then are grouped together by item and item category, then by need-by date.
After you choose an action, enter any search criteria to narrow the selection of requisition lines. Oracle Purchasing chooses requisition lines from the requisition pool that meet your search criteria. All requisition lines for the same item and item category are grouped together, but they are not necessarily in order alphabetically. Within each grouping of item and item category, requisition lines are ordered by need-by date.
The profile HR: User Type needs to be set.
Set the profile option 'HR: User Type' at the Responsibility level.
Why are the action options for creating receipts different in Inventory compared Purchasing?
Answer
Set the Profile option RCV: Allow routing override to 'YES' at the application level.
To purge any Purchase orders or Requisitions:
- assign the Payables Purge GUI responsibility to the user
- have the user choose that responsibility
- then choose Purge from the menu
- under the Category field do a List of Values and pick Simple Requisitions
for cancelled requisitions The choices are listed.
The attachments have replaced notes. The attachments are better because at the header level, the requisition notes were not coming over to the Purchase Order whereas the attachment does come over to the Purchase Order.
Answer
You cannot reject Requisitions submitted to yourself. You can only reject those from others.
Standard quote is one that you can tie back to a PO.
For all three types of Quotations and RFQs (Bid, Standard and Catalog), you can define affectivity dates at the header level. For Standard quotations and Catalog, you can specify affectivity dates for individual price breaks. You can also define your own RFQ or quotation types using the Document Types window
A Standard quotation or RFQ includes price breaks at different quantity levels.
You must approve or print a specific purchase order before you can see it in the history information.
Go to Setup --> Attachments -->Create attachment. Go to Purchase Order and attach the attachment to the Purchase Order. In GUI, notes are replaced by attachments.
The navigation path for GUI is:
Setup --> Organizations --> Purchasing Options, Numbering alternate region
The navigation path for Character is:
\ Navigate Setup Purchasing Options Purchasing, Numbering options
This code is a short abbreviation for the organization.
The original version of a revised PO cannot be viewed from the PO form or PO summary form. Information on the original PO can be obtained from the PO_HEADERS_ARCHIVE and PO_LINES_ARCHIVE tables using the PO_HEADER_ID column as a common reference using SQL only.
Answer
No, the system will not return the error, <item> and <UOM> not found on any price list. Functionality is if the item on the purchase order is not found on any price list with pricing transaction entity of PO, then the List Price - found on the Master Items form, Purchasing tab - will be returned to the PO.
Thus, the default for Price on purchase orders in 11.5.10 with the integration of Purchasing and Advanced Pricing will be List Price if the item is not found on any price lists with pricing transaction entity of PO.
This is documented in bug 5084798 PURCHASING & ADVANCED PRICING: ITEM AND UOM NOT ON PRICE LIST VS LIST PRICE.
1. Create a folder from a view where oracle synonyms are used like 'PO_HEADERS'
2. Login Discoverer Plus with some Application User.
3. Create an workbook with the same folder.
4. When executed, the workbook displays the message that no data to be displayed.
Answer:
Possible Cause: Data is not passed to Discoverer or SQL*Plus due to E-Business Suite r12 Multi-Organization
Control Access (MOAC) not being set in the session.
Since you are not logging into the application then you would have to set the Multi-Org context like customer have to do when running a custom API.
In R12 you have to also set the Multi-Org context.
begin
fnd_global.apps_initialize(&user_id,&responsibility_id,&responsibility_application_id);
mo_global.init('&product_short_name');
end;
- View and act upon requisition demand
- Create and manage orders, contracts and agreements
- Run negotiation events including Auctions RFxs (requires Oracle Sourcing)
- Manage supplier information
PO: Default Requisition Grouping : The default for grouping requisition lines onto a Sourcing RFQ/Auction or PO.
What are the documents not supported in PBWC?
Following document types are not supported in PBWC :
Planned PO
Local Blanket Agreement
Local Contract Agreement
Scheduled Releases
BPA Releases
Quotations
RFQs
Distribution level, after running Autocreate you will find that only the Distribution DFF Attributes are copied across to the PO Distribution.
This is expected behaviour, because the Distribution is the first level at which a one-to-one relationship between the Requisition and Purchase Order data can be guaranteed. (Multiple Requisition Headers and Lines can be summarized into one PO Header and one PO Line).
Please be aware also that the Distribution DFF Attributes are simply copied from the Requisition to the PO - that is to say, the Flexfield API code is not invoked. This means that if an Attribute on the Requisition side is empty but the corresponding Attribute on the PO side is defined as 'Mandatory', after Autocreate the mandatory Attribute on the PO Distribution will be empty, but no error or warning will have been reported.
Note: You cannot use Modify with outside processing items or if you are using encumbrance or budgetary control.
If using the Encumbrance for Requisitions, then this Profile Option can be set to either AUTOCREATE DATE or REQUISITION GL DATE. If not using Encumbrance, then you may set it to NULL. This will solve the problem.
The Profile Option PO: AUTOCREATE GL DATE is applicable only if you are using Encumbrance for Requisitions.
For Autocreate to find these requisition lines from MRP, the Blanket PO line type must be set to Goods because the MRP Purchase Requisition is always created with a line type of Goods. The reason that MRP uses the line type of Goods is because Goods is seeded data and because the MRP Planner Workbench uses MRPPRELB.pls to insert a record into the PO_REQUISITION_INTERFACE table.
If the profile is set to 'No', Requisition lines with different need by dates or ship to information will be autocreated into a single line with multiple shipments and if there is any source document on the PO line the pricing will be determined using the ship to and need by information from the first shipment.
This happens when a requisition number is entered in the Find Requisition Lines window and document is autocreated. But if you enter the requisition number and supplier details in the Find Requisition Lines window and autocreated the document to purchase order. The purchase order now contains supplier details in the purchase order header. Supplier information at the requisition level is actually a suggested Supplier, and the buyer has an option to decide which supplier to pick on the PO header. Also, if you try to Autocreate multiple requisitions with different Suppliers Autocreate would not know which supplier to use. Hence the vendor information cannot be defaulted. This is the standard functionality of Oracle Applications. Workarounds: 1 - Enter the suggested supplier on the 'Find Requisition Lines' Search Criteria window and this is populated on PO header when autocreated. 2 - Enter the supplier information in the 'Select Purchase Order' zone.
In this case, the funds are checked at the Requisition Level. You cannot change the Price and Quantity once the requisition has been approved. This is the Standard functionality of Oracle Applications.
After Autocreating a Purchase Order, you can change the quantity and price.
Using your SysAdmin responsibility, navigate to Security-->User-->Define and perform a query on the Person field using the employee name of the approver you are trying to forward the document to.
This should return a record for only 1 user. If the employee is assigned to more than 1 user name, Workflow will not know who to deliver the notification to and the document will hang with a status of 'in process'.
SQL>select can_preparer_approve_flag, default_approval_path_id
from po_document_types_all
where document_type_code = 'REQUISITION';
If the results return a NULL value for can_preparer_approve_flag then you need to perform the following: Navigation: Purchasing -> Setup -> Purchasing Document Types. In the document window type window use Requisition in the type field. Enable "Owner Can Approve" check box save it disable it save it and enable it. This is to set the flag accordingly. Now save the record. Now when you enter a requisition and forward the requisition for approval you can have LOV in the forward field.
Step-by-step solution:
GUI - Query the item in the Item Master
- Choose the General Planning sub-region
- Make the item planned
Char - Navigate - Items - Update
- Query item
- In Item Details region choose select
- Make the item planned
In 11.5.10/R12, Global Agreements can be either Blanket Purchase Agreements or Contract Purchase Agreements with a supplier that can shared between operating units. These documents can then be used for automatic sourcing of requisition demand from any enabled business units. As Receipting occurs in different operating unit to the Purchase Order, transactions such as receipts, invoice matches or payments automatically initiate the appropriate cost transfer or inter-company invoicing accounting transactions based on the rules defined in the financial relationship between the Procuring and Requesting operating units.
(i) In Oracle Inventory, define transaction flows. Transaction flows define the procurement relationship between different operating units. See 'Transaction Setup' in the Oracle Inventory User Guide.
(ii) Set HR: Cross Business Groups profile to Yes.
(iii) Define a supplier site for the supplier in both Requesting and Procuring Operating Units.
(iv) Create an approved Global Agreement in the Procuring or Negotiating Operating Unit.
(vi) Create a Requisition against your global agreement in any organization that is enabled.
Responsibility: Purchasing Super User
Navigation: Accounting/Accrual Write Offs
Select the lines that need to be removed from the report and save.
Then, run the Accrual Reconciliation Report again, setting the parameter 'Include Written-Off Transactions' to No. The written-off transactions will no longer be included in the report.
NOTE: You can run the Accrual Write-Off Report to review the transactions that were written off; this can be used to support the manual journal entry created in the general ledger.
Purchasing Integration With E-Business Tax:
How to view the Tax information from the Purchase Order Entry Form?
To view the tax information from the Purchase Order Form navigate to:
Actions menu > Manage Tax .
Actions menu > Manage Tax .
What will happen to the 11i Tax Code after upgrade to release 12?
11i Tax Codes will be maintained as Tax Classification Codes.
After upgrade to release 12 we cannot find the Defaulting Hierarchy defined under Purchasing Options?
11i Defaulting Hierarchies from AR/AP/PO/PA system options will be upgraded as ‘Tax Classification Code’ defaulting hierarchy in Application Tax Options in the context of OU and application product (AR/AP/PO/PA).
Navigation to Application Tax Options:
A- Login to Tax responsibility > Defaults and Controls > Application Tax Options
B- Query for the Operating Unit and Application Name.
Navigation to Application Tax Options:
A- Login to Tax responsibility > Defaults and Controls > Application Tax Options
B- Query for the Operating Unit and Application Name.
Oracle Purchasing:
Does Oracle purchasing and Oracle payables allow sharing of supplier and supplier sites across sets of books ?
Answer:Suppliers can be shared across sets of books , but supplier sites are defined at operating unit level.
Where is release method define in auto source rules form ?
Answer:Release method is defined in Auto Source Rules Form . It is defined innsource document zone. In source document release method field has value in
LOV for the user to choose . Values are .a. Values are automatic release/review b. Release using auto create.
Why are errors displayed when a receiving transaction manager is run ?
errors are given below.."APP -14720 conncurent program RVCTP returned error.
Cause : RVCTP encountered n=internal error parameters: RVCTP , immediate, 56224."
Answer:
To avoid the errors follow the steps given below..
- Inventory , po, and GL periods must be open.
- Open periods in open and close periods are in setup of purchasing module.
- In inventory module open periods in inventory accounting periods.
Now run the trAnsweraction manager the problem will not be replicated.
Can you print a custom PO report from the approval screen ?
Answer:This is not the functionality in 10.7sc. The standard printed PO report is associated to the approval form and can be printed.
What is PS4 ?
Answer:Ps4 is the purchase order Minipak 16M CD.
Ps4 is patchset 4.
How to query po without update access ?
Answer:Create a responsibility with access to view purchasing menu only do not associate an update function in it.
In order to print the printed purchase order report what is setup required?
Answer:Use System Administration responsibility and go to system profiles. In system profile field enter %Concurrent% and click find button for finding 'Concurrent: report copies' profile and set the profile field to 1.
Why does a cancelled po be available for matching on Invoice Entry form ?
Answer:This is standard functionality of Oracle Applications. Invoices which are matched to closed or cancelled po's will be placed on a 'quantity order hold'by Auto approval. This hold will prevent payment of the invoice, until the payables module(user) can determine why the invoice has been matched to a closed or cancel po, and then resolve the problem.
How to generate a po that includes tax and freight ?
Answer:This is not handled under purchasing , po only sets a taxable flag for the item to identify it as a taxable item which is calculated correctly upon being invoiced.
- Accounting payables handles this.
- Tax codes and freight costs are setup in AP.
- Tax code varies by state and freight costs may vary due to different packing methods , etc. And these costs are sumed when invoiced.
How to view previous purchase information for a specific item ?
Answer:Use the supplier item catalog prior purchases region which can provide the following information.
Supplier name
Date of purchase
Price paid
Unit of measure
To Default the prior purchases region which can provide the following information.
Navigation :/Profile ->System
Query in the profile field = PO :%
Choose PO: Default supplier item catalog window to view previous purchase information for a specific item.
What does vendor on hold report do ?
Answer:Vendor on hold report prints all vendors who are on hold and have unapproved po's with authorization status = incomplete for that vendor. This helps the user to change the status on the po and approve it.
This is the intended functionality of the report.
The vendors report would print all vendors and would also include the on hold information.
Where does the ship-to field get populated from in Requisition/ PO form ?
Answer:The ship-to field values are defaulting from the buyer setup in Requisition/ PO form.
Why does auto source rules create requisitions for only one vendor even though ASL is defined for 2 vendors?
Answer:The split percentage used for the vendors in requisitions is only for reporting purposes.This is used in supplier volume analysis report.
This report has been replaced by vendors volume analysis report.
In a po screen why does destination type allows only to choose inventory type but not expense type ?
Answer:If the item is defined as an inventory item in the item master window the item cannot have a destination type as expense in po screen. when we enter a requisition for an inventory item we change the destination type cannot be changed to 'expense'. This is Oracle Applications Functionality.
When you try to approve a po you get an error "documents total exceeds document total limit rule please enter forward to" how to resolve?
Answer:For a document to be approved by a user / originator follow the steps given below..
1.Ensure approval group setup is appropriate.
2.In order to approve a document the user/buyer/originiator of the document must choose 'document total' for the object field I the approval groups window.
3.For a document to be approved by the originator it is necessary to verify the amount entered is within the limit of the 'document total'.
4.This is defined in the approval group window.
5.Ensure relevant documents are appropriately defined in document type window.
For a document to be forwarded by a user/originator follow the steps given below..
1.Ensure that higher position is assigned to an employee in the position Heirarchy window.Position of the employee must be higher than the position of the user/originator of the document with greater limit of the 'document total'.
2.Use the reports form in the menu and submit a request for 'fill employee heirarchy ' report.
Now the purchase order can be approved if the po is within the user limit and can be forwarded if it is beyond the user limit.
When a po is "finally closed" records are deleted from MTL-Supply table.What happens to Records in MTL-Supply when po is partially received?
Answer:When the po is partially received records are present in the MTL-Supply table. Records in MTL-supply are only deleted when the po is completely received and "finally closed".
How can I see the last query performed by a form ?
Answer:If you want to see the last query performed by a form you can do this through the examine tool as follows:
Navigate to help-->tools-->examine
Block = system
Field = last query
The value returned is the last select statement performed by the form.
When 'pay on receipt' for 'unordered items' are being processed invoices are not being created ?
Answer:This problem is solved by applying patch 908129.
How can you populate negotiated sources region within supplier item catalog window ?
Answer:In order for the user to be able to populate the negotiated sources region of the supplier item catalog form, one of the following documents types will need to be created for the item in question :
Blanket purchase order
Catalog quotation
Planned purchase order
How can you have specific requestor defaulted on requisition form ?
Answer:In order to have a specific requestor default onto the requisitions form , a user will have to set the following in the user will have to set the following in the user's requisition preferences.
Navigation: /Purchasing ->Requisitions -> Requisitions
Go to special ->preferences
Click in the requestor field
Choose a requestor from the list of values
Click the 'apply' button , a message ' new preferences now in effect.'
Close the requisitions form
Re-open the requisitions form
Click in the lines region , the requestor from requisition preferences should appear in the requestor field.The requisition preferences are only valid while working on it , user needs to re enter requisition preferences each time he starts the applications
What is the COST PLUS FEE price type? How is Purchase Order treating this price type?
In the Price type quickpick in the Purchase Order Lines zone in enter Purchase Order form, there is a value called COST PLUS FEE. What is the COST PLUS FEE price type? How is Purchase Order treating this price type?Answer
The functionality for COST PLUS FEE price type is not in Oracle Purchasing at this point of time. PO does not do anything with this price type.
It is an enhancement request that is being looked at for future releases.
What is 2-way, 3-way, 4-way matching? How is this set-up?
Answer2-way matching verifies that Purchase order and invoice information match within your tolerances as follows:
Quantity billed <= Quantity Ordered
Invoice price <= Purchase order price
(<= sign is used because of tolerances)
3-way matching verifies that the receipt and invoice information match with the quantity tolerances defined:
Quantity billed <= Quantity received
4-way matching verifies that acceptance documents and invoice information match within the quantity tolerances defined:
Quantity billed <= Quantity accepted.
(Acceptance is done at the time of Inspecting goods).
Whether a PO shipment has 2-way, 3-way or 4-way matching can be setup in the Shipment Details zone of the Enter PO form (character)
Receipt required Inspection required Matching
YesYes4-way
YesNo 3-way
No No 2-way
In GUI, Shipments block, alternative region, click on More...this brings up a region with 'Invoice matching' column where you can choose 2-way, 3-way or 4-way match.
You can find more detailed information about matching in the Oracle Payables Reference Manual (Volume 3) Topical Essay on Integrating your Payables and Purchasing Information.
How do you reflect discount from a supplier on a Purchase orders?
AnswerThe legal document is the Purchase order not the quote and therefore the purchase order should reflect agreed upon price. Secondly if the discount comes after the PO then AP should handle it when invoicing. If you are using a blanket Purchase order then you can use price breaks.
How do you change the created date on a Purchase Order?
AnswerThe 'Created' date on the Purchase order is not an updateable field, due to it being a legal document once approved.
What is the sorting order for requisition lines in autocreation of a Purchase Order?
AnswerRequisition lines first meet search criteria determined by "find" screen, and then are grouped together by item and item category, then by need-by date.
After you choose an action, enter any search criteria to narrow the selection of requisition lines. Oracle Purchasing chooses requisition lines from the requisition pool that meet your search criteria. All requisition lines for the same item and item category are grouped together, but they are not necessarily in order alphabetically. Within each grouping of item and item category, requisition lines are ordered by need-by date.
What does the error 'APP-50022: Oracle Human Resources could not retrieve a value for User Type profile option' mean?
AnswerThe profile HR: User Type needs to be set.
Set the profile option 'HR: User Type' at the Responsibility level.
Why are the action options for creating receipts different in Inventory compared Purchasing?
In the Enter Receipts (RCVRCERC) form and using different responsibilities produces different values in the action required field.The Purchasing Responsibility shows Direct and Standard while the Inventory Responsibility shows just Direct.Why are the action options for creating receipts different in Inventory compared Purchasing?
Answer
Set the Profile option RCV: Allow routing override to 'YES' at the application level.
How do you purge Cancelled Requisitions?
AnswerTo purge any Purchase orders or Requisitions:
- assign the Payables Purge GUI responsibility to the user
- have the user choose that responsibility
- then choose Purge from the menu
- under the Category field do a List of Values and pick Simple Requisitions
for cancelled requisitions The choices are listed.
Where does this information on the quickpick come from and how can this information default in?
On the requisition form in the source details zone, there is a field labeled supplier item. Where does this information on the quickpick come from and how can this information default in?
Answer
The supplier item field on the requisition can be populated by using either the supplier item catalog or ASL. Take an item from the supplier item catalog that has an associated supplier item, add it to the order pad and then add it to the requisition. After doing this go to the source details zone. The supplier item is defaulted in for that item you choose from the catalog.
Navigation: --> Purchasing --> Supplier Item catalog
Answer
The supplier item field on the requisition can be populated by using either the supplier item catalog or ASL. Take an item from the supplier item catalog that has an associated supplier item, add it to the order pad and then add it to the requisition. After doing this go to the source details zone. The supplier item is defaulted in for that item you choose from the catalog.
Navigation: --> Purchasing --> Supplier Item catalog
You are entering a requisition and are unable to find the header or line note fields. Was this replaced in GUI by attachments?
AnswerThe attachments have replaced notes. The attachments are better because at the header level, the requisition notes were not coming over to the Purchase Order whereas the attachment does come over to the Purchase Order.
How does the approver reject a requisition?
When you select the Notifications form to review approvals and click on approve button for a Requisition waiting for approval, the 'Reject' box is greyed out. How does the approver reject a requisition?Answer
You cannot reject Requisitions submitted to yourself. You can only reject those from others.
What are standard Quotations used for?
AnswerStandard quote is one that you can tie back to a PO.
For all three types of Quotations and RFQs (Bid, Standard and Catalog), you can define affectivity dates at the header level. For Standard quotations and Catalog, you can specify affectivity dates for individual price breaks. You can also define your own RFQ or quotation types using the Document Types window
A Standard quotation or RFQ includes price breaks at different quantity levels.
When do you see the status of a Purchase order as Archived?
AnswerYou must approve or print a specific purchase order before you can see it in the history information.
Where are standard notes in GUI?
AnswerGo to Setup --> Attachments -->Create attachment. Go to Purchase Order and attach the attachment to the Purchase Order. In GUI, notes are replaced by attachments.
In Oracle Purchasing, where is the automatic numbering for Purchase Order defined and maintained?
AnswerThe navigation path for GUI is:
Setup --> Organizations --> Purchasing Options, Numbering alternate region
The navigation path for Character is:
\ Navigate Setup Purchasing Options Purchasing, Numbering options
There is a field for the organization code. What is this code?
AnswerThis code is a short abbreviation for the organization.
Can the original Purchase Order can be viewed in any way without resorting to SQL, for a revised Purchase Order?
AnswerThe original version of a revised PO cannot be viewed from the PO form or PO summary form. Information on the original PO can be obtained from the PO_HEADERS_ARCHIVE and PO_LINES_ARCHIVE tables using the PO_HEADER_ID column as a common reference using SQL only.
What happens if a purchase order is created with an item that does not exist on any price list with pricing transaction entity of PO?
In 11.5.10, Purchasing and Advanced Pricing can be integrated. (To setup this integration, please refer to MetaLink Document 455778.1 Questions about using Advanced Pricing in Purchase Orders and Requisitions.) Price lists can now be created with pricing transaction entity of PO. What happens if a purchase order is created with an item which does not exist on any price list with pricing transaction entity of PO? Will the system return the error, <item> and <UOM> not found on any price list?Answer
No, the system will not return the error, <item> and <UOM> not found on any price list. Functionality is if the item on the purchase order is not found on any price list with pricing transaction entity of PO, then the List Price - found on the Master Items form, Purchasing tab - will be returned to the PO.
Thus, the default for Price on purchase orders in 11.5.10 with the integration of Purchasing and Advanced Pricing will be List Price if the item is not found on any price lists with pricing transaction entity of PO.
This is documented in bug 5084798 PURCHASING & ADVANCED PRICING: ITEM AND UOM NOT ON PRICE LIST VS LIST PRICE.
Why there is no Data Found In Discoverer Workbooks When Views Are Used Instead Of '%_ALL' Tables?
When views are used like PO_HEADERS instead of PO_HEADERS_ALL, data is not getting populated in the workbook. That means MOAC is not working. The global temporary table mo_glob_org_access_tmp contains no data even when logged in Discoverer Plus1. Create a folder from a view where oracle synonyms are used like 'PO_HEADERS'
2. Login Discoverer Plus with some Application User.
3. Create an workbook with the same folder.
4. When executed, the workbook displays the message that no data to be displayed.
Answer:
Possible Cause: Data is not passed to Discoverer or SQL*Plus due to E-Business Suite r12 Multi-Organization
Control Access (MOAC) not being set in the session.
Since you are not logging into the application then you would have to set the Multi-Org context like customer have to do when running a custom API.
In R12 you have to also set the Multi-Org context.
begin
fnd_global.apps_initialize(&user_id,&responsibility_id,&responsibility_application_id);
mo_global.init('&product_short_name');
end;
PBWC:
What is PBWC?
Oracle Purchasing Release12.0 speeds up daily purchasing tasks with and enhanced Professional Buyer's Work Center (PBWC). Based on web-based user interface models, the WorkCenter is a central 'launch pad' from which buyers can efficiently perform their daily tasks:- View and act upon requisition demand
- Create and manage orders, contracts and agreements
- Run negotiation events including Auctions RFxs (requires Oracle Sourcing)
- Manage supplier information
What are the Requisition Management – Profile Options?
PO: Document Builder Default Document Type: The document type that is defaulted into the document builder region.| Profile Value | Description |
|---|---|
| Add to PO | Add to an existing Purchase Order |
| New RFQ | Create a new Sourcing RFQ |
| New Auction | Create a new Sourcing Auction |
| New PO | Create a new Purchase Order |
PO: Default Requisition Grouping : The default for grouping requisition lines onto a Sourcing RFQ/Auction or PO.
| Profile | Value Description |
|---|---|
| Default | Group requisition lines using the default grouping. One or more requisition lines can be associated with one purchase order line. |
| Requisition | Group requisition lines using requisition grouping. One requisition line can be associated with one purchase order line |
What are the Purchase Orders – Profile Options ?
PO: Auto Apply Default Contract Template : Default Contract template in the PO.What are the documents not supported in PBWC?
Following document types are not supported in PBWC :
Planned PO
Local Blanket Agreement
Local Contract Agreement
Scheduled Releases
BPA Releases
Quotations
RFQs
Are Preferences supported in PBWC?
Preferences are not supported in PBWCDoes Autocreate copy descriptive flexfield attributes from the requisition to the created document?
No - if you have Descriptive Flexfields (DFF) set up against the Requisition at Header, Line andDistribution level, after running Autocreate you will find that only the Distribution DFF Attributes are copied across to the PO Distribution.
This is expected behaviour, because the Distribution is the first level at which a one-to-one relationship between the Requisition and Purchase Order data can be guaranteed. (Multiple Requisition Headers and Lines can be summarized into one PO Header and one PO Line).
Please be aware also that the Distribution DFF Attributes are simply copied from the Requisition to the PO - that is to say, the Flexfield API code is not invoked. This means that if an Attribute on the Requisition side is empty but the corresponding Attribute on the PO side is defined as 'Mandatory', after Autocreate the mandatory Attribute on the PO Distribution will be empty, but no error or warning will have been reported.
Does Autocreate copy Notes from the requisition to the document you are creating?
Yes, Notes are copied from the requisition lines and the corresponding requisition header.What are the columns on which Autocreate combines multiple requisition lines into a single document line?
For purchase order, Purchasing combines the quantities of all requisition lines that have the same item, item revision, line type, transaction reason, and unit of measure onto a single document line. For RFQs, quantities of all requisition lines that have the same item, revision, and line type are combined.What price becomes the actual price in the case where multiple requisition lines with different prices are combined to a single PO line?
The lowest unit price from the combined requisition lines becomes the actual price of the purchase order line.What are the columns based on which Shipping information is combined by Autocreate?
For purchase orders and releases, Purchasing combines shipment information only if the requisition lines have the same need-by date, ship-to location, organization, Accrual type (period-end or on-line) and shipment type .Does Autocreate add to an existing PO shipment that has been encumbered?
Purchasing does not add to an existing purchase order shipment if that shipment has been encumbered even though all the grouping columns necessary to combine shipping information are there.What can be done to open the created document directly once Autocreate is done successfully?
Set the profile option PO: Display the autocreated Document to Yes, Purchasing displays the Purchase Orders, Releases, or RFQ window, as appropriate, after creating your document lines.Can requisition line with item number and without item number [one time item] be combined to single document line in Autocreate?
If you want to combine two requisition lines for the same item, one with an item number and one without, you have to manually autocreate the document and use Modify on the Tools menu to add the predefined item to the requisition line for the one-time item.Note: You cannot use Modify with outside processing items or if you are using encumbrance or budgetary control.
Can you autocreate a release if the description of the requisition created in PO is different of the description of the Blanket?
No, If we do not choose an item, that is if the requisition and blanket are created with one time/expense items the autocreate process tries to match the descriptions as item id's are null. The only differentiating factor in one time items (item id null) is the description.How do you prevent Autocreate from seeing requisitions from another organization?
Requisitions and Purchase Orders are not organization specific. If you do not want to be able to see or access requisitions across different organizations, then you need to set up different operating units with different responsibilities tied to each one.Can you autocreate from a quotation and tie the PO to the associated quotation and requisition?
Yes, you can autocreate from a Quotation.
Navigation:
1. Create and approve a requisition.
2. Go to the AutoCreate Screen, chose the requisition form the pool of approved requisitions.
3. Change the Document Type field to RFQ and click the automatic button.
4. The RFQ is created and appears on the screen.
5. Enter the required fields on the RFQ (quote affectivity), click on the Supplier button and choose the list of suppliers.
Change status to active and save.
6. To enter the vendor responses a Quote must be created.
Go to the RFQ screen and query up the RFQ you just created.
Click Special on the Tool bar and choose Copy Document.
This will create your quotation.
7. Go to the Quotation screen and query up the new quotation and enter
the price break information. Change the description (if PO attribute is set to allow the description to be changed).
8. Approve the quotation.
9. AutoCreate the PO from the requisition.
Delete the description if the quote has a description different than the requisition
Click on the catalog button - Receive message
Your can update only the price for the saved record.
Open the Catalog to select price only
Click YES
10. Select the quote.
11. You will now have both the requisition and quote tied to the PO.
Where does the 'note to buyer' show on an autocreated PO?
On the AutoCreate form, go to the Folder menu and choose Show Field. Select Note to Buyer and click OK. The field will now be displayed.
If you would like this field to be displayed every time you use autocreate, go to Folder -> Save As... Give the folder a name and check the Open as Default box.
If you would like this field to be displayed every time you use autocreate, go to Folder -> Save As... Give the folder a name and check the Open as Default box.
Does the supplier name from a requisition get carried over to an autocreated purchase order?
The standard functionality is that if the requisition has a the "suggested supplier name" field populated, it would carry over to the autocreated PO. The "suggested supplier name" field will only carry to the autocreated PO if it was selected from the list of values on the requisition. If it is typed in manually, it will not carry over.
What causes the APP-14090 error when autocreating a requisition?
There are several things that must be performed to address this issue:
* Profile Option in MRP must be set as follows:
- MRP: Sourcing Rule Category Set value must be set to Purchasing in the Purchasing application.
* AutoCreate Blanket PO
- Revisions do not default for Items when autocreating Blanket PO and the Item Revision # must be entered.
- The Item Revision number on the requisition must match the Item Revision number on the PO.
* Navigate: Setup -->Organization -->Financial Options; and in the Alternate Region ENCUMBRANCE, verify if the REQUISITION ENCUMBRANCE checkbox is checked.
* In the Sys Admin Responsibility navigate to:
Profiles=> query for the Profile Option PO: AUTOCREATE GL DATE.
If using the Encumbrance for Requisitions, then this Profile Option can be set to either AUTOCREATE DATE or REQUISITION GL DATE. If not using Encumbrance, then you may set it to NULL. This will solve the problem.
The Profile Option PO: AUTOCREATE GL DATE is applicable only if you are using Encumbrance for Requisitions.
How do you autocreate a requisition with a document type as blanket release when requisitions were imported from a 3rd party system?
Ensure the line types selected for Requisitions are appropriate. You need to have Requisition Line types and PO Line types correctly associated. Rerun the process and verify that the system does not error out.
Submit the request for requisition import and use the AutoCreate window to create document with type as Blanket Release against the requisition.
Submit the request for requisition import and use the AutoCreate window to create document with type as Blanket Release against the requisition.
Navigation:
Purchasing -> Reports -> Submit a request for Requisition Import
Purchasing -> AutoCreate
How do you autocreate MRP generated requisitions to a blanket purchase order?
First initiate the Release Purchase Requisitions from the Planners Workbench.
Navigation:
Material Planning -> MRP -> Workbench
Second, in the Purchasing Responsibility, AutoCreate the requisition to a Blanket PO.
Navigation: AutoCreate
For Autocreate to find these requisition lines from MRP, the Blanket PO line type must be set to Goods because the MRP Purchase Requisition is always created with a line type of Goods. The reason that MRP uses the line type of Goods is because Goods is seeded data and because the MRP Planner Workbench uses MRPPRELB.pls to insert a record into the PO_REQUISITION_INTERFACE table.
Can you autocreate more than one standard PO in one autocreate session?
Yes,
1. Find the requisition lines to be autocreated.
2. Choose a line.
3. Autocreate the purchases order using the automatic button.
4. Do not leave the requisition lines screen.
5. Choose a different line.
6. Try to autocreate another standard purchase order by clicking the automatic button.
7. The system gives the message: app-14090: no requisition lines were autocreated.
Try to autocreate, but the system hangs, how to cancel the requisition that are locked?
Check if there is a lock on the PO related tables.
Select object_id, session_id, oracle_username, os_user_name,
Process, locked_mode
From sys.v_$locked_object;
Select a.object_name, b.oracle_username
From all_objects a, v$locked_object b
Where a.object_id = b.object_id
And a.object_name like 'po%';
If you have any records returned, you have a lock. To disable the lock, kill the session. Regenerating the form and bouncing the database will unlock all the objects.
What is the package or procedure that stores the autocreate process?
POXBWP1B.pls - autocreate po package body.
Description: this package contains all the functions to create purchase orders, releases and rfq's from data stored in the po_headers_interface, po_lines_interface and po_distributions_interface tables. When a user selects a line to be autocreated, it loads the above interface tables. At that point the functions which are part of this package are called and move to create the req line into a release or purchase order.
Description: this package contains all the functions to create purchase orders, releases and rfq's from data stored in the po_headers_interface, po_lines_interface and po_distributions_interface tables. When a user selects a line to be autocreated, it loads the above interface tables. At that point the functions which are part of this package are called and move to create the req line into a release or purchase order.
What does the grouping method 'Default' indicate in the autocreate form?
With the grouping method 'default' requisition lines for the same item, revision, line type, unit of measure, and transaction reason are combined into individual purchase order lines; and requisition lines for the same item, revision, and line type are combined into individual rfq lines.
There are two new profiles added to control the requisition line grouping using autocreate. :-
There are two new profiles added to control the requisition line grouping using autocreate. :-
Requisition lines with different need by dates or ship to information will be autocreated into two PO lines with one shipment each if the corresponding profile is set to 'Yes' or if it is unset.PO: Use Need-by Date for Default Autocreate grouping
PO: Use Ship-To Organization and Locationfor Default Autocreate grouping
If the profile is set to 'No', Requisition lines with different need by dates or ship to information will be autocreated into a single line with multiple shipments and if there is any source document on the PO line the pricing will be determined using the ship to and need by information from the first shipment.
I autocreated a PO with two lines. When I go to the purchase order entry screen and query the PO, instead of showing the lines created, it only shows a new line with number 3. Why?
Make sure Inventory organization field is populated in Financial Options.
Why is there no category displayed or list of values for the category field in the purchase order you are creating?
You must also create category codes for your items. Then create a Category set for Purchasing controlled at the master level. Assign your items to a category code and the Purchasing category set you have created. Confirm that in Default Category Sets the Purchasing application points to the Purchasing Category set. This will populate the category and description when the item number is selected at the PO line level.
I have enabled PO_LINES DFF with a context field capital_expense_flag as reference. I now receive APP-FND-00676 error in Enter Quotations form.
This DFF is based on PO_LINES_ALL table. The Quotation lines as well as the PO lines share this table as the base, as well as share the same DFF. Field capital_expense_flag is not present in Quotations form. Therefore you may not use this field as the reference field for PO Lines DFF. Other fields which you may not use include: Inspection_Required_Flag, Item_Class_Lookup_Code, List_Price_Per_Unit, Negotiated_By_Preparer_Flag, Reference_Num, Taxable_Flag.
What is the difference between the agreed amount and the amount limit fields while entering a contract purchase agreement and issues related to these fields?
1. The agreed amount field at the header level is copied to the amount limit in the terms and conditions block. This is also the amount that is printed on the blanket agreement and represents the contract amount between you and the vendor.
2. The amount limit field will restrict the cumulative releases applied to this purchase agreement from exceeding the specified dollar amount entered here. The value of this field must be equal to or greater than the agreed amount field. This column is used for release approval amount validation. If the total cumulative releases exceed this amount approval will fail. The purpose of this field is to allow user to set a higher approval amount limit than the amount agreed.
2. The amount limit field will restrict the cumulative releases applied to this purchase agreement from exceeding the specified dollar amount entered here. The value of this field must be equal to or greater than the agreed amount field. This column is used for release approval amount validation. If the total cumulative releases exceed this amount approval will fail. The purpose of this field is to allow user to set a higher approval amount limit than the amount agreed.
You are unable to view the PO from the Invoice Match window. It gives an error: APP-14122: NO RECORDS MEET YOUR SEARCH CRITERIA.
This could happen if the document security setup of PO does not allow this user to access the PO. - You need to ensure that user is set to Buyer in the Purchase Order, or - You need to alter the setup (Security Level) to Public.
What is the difference between PO_LINE_ID and LINE_NUM in the table PO_LINES_ALL?
PO_LINE_ID is the unique system generated line number invisible to the user. LINE_NUM is the number of the line on the Purchase Order.
What's the difference between the due date and close date on the RFQ?
Enter the Due Date when you want your suppliers to reply. Purchasing prints the reply due date on the RFQ. Purchasing notifies you if the current date is between the RFQ reply due date and the close date and if the RFQ is Active. Purchasing knows that a supplier replied to an RFQ if you enter a quotation for this supplier referencing the RFQ. Enter the Close Date for the RFQ. Purchasing prints the close date on the RFQ. Purchasing notifies you if the current date is between the RFQ reply due date and the close date and if the RFQ is Active. Purchasing warns you when you enter a quotation against this RFQ after the close date.
When does a Purchase Order line get the closure status of 'Closed for Receiving'?
Purchasing automatically closes shipments for receiving and invoicing based on controls that you specify in the Purchasing Options window. Once all shipments for a given line are closed, Purchasing automatically closes the line.
When does a Purchase order get the status of 'Closed'?
When all lines for a given header are closed, Purchasing automatically closes the document.
What is the use of list price and market price on Purchase Order?
If you have entered an item, Purchasing displays the list price for the item. You can accept the default list price or change it. You can use this field to help evaluate your buyers. Purchasing uses the list price you enter here in the savings analysis reports. Savings Analysis Report (By Buyer) and Savings Analysis Report (By Category). If you enter an item, Purchasing displays the market price for the item. Use this field to help evaluate your buyers. Purchasing uses the price you enter here in the savings analysis reports if you do not provide a value in the List Price field.
What is the significance of the fields 'Allow Price override' and 'Price limit'?
For planned purchase orders and blanket purchase agreements only, check Allow Price Override to indicate that the release price can be greater than the price on the purchase agreement line. If you allow a price override, the release price cannot exceed the Price Limit specified on the line. If you do not allow a price override, the release price cannot exceed the Unit Price. You cannot enter this field if the line type is amount based. If you allow price override, enter the Price Limit. This is the maximum price per item you allow for the item on this agreement line.
What is the difference between the control actions 'On Hold' and 'Freeze' for a Purchase order?
You can place a Purchase order 'On hold' only at the header level. This un-approves the purchases order while preventing printing, receiving, invoicing, and future approval until you remove the hold. You can 'Freeze' only at the header and release level. You freeze a Purchase order when you want to prevent any future modifications to the Purchase order. When you freeze a Purchase order, you can still receive and pay for goods you already ordered.
What is the difference between the Field 'Firm' in the 'Terms and Conditions' window and in the alternate region 'more' in the PO shipments?
The Field 'Firm' in the 'Terms and Conditions' indicates that the Purchase order is firm. Firm your purchase order when you want to indicate to Master Scheduling/MRP or your manufacturing application that it should not reschedule this purchase order. The Field 'Firm' in the alternate region 'more' in the PO shipments indicates that the Purchase order shipment is firm. Firm your purchase order shipment when you want to indicate to Master Scheduling/MRP or your manufacturing application that it should not reschedule this purchase order shipment.
Unable to open the Purchase Orders form due to error: You are not setup as an employee.
The error is referring to the Buyer form setup in the Purchasing module. The employee setup might state that they hold a Buyer position or job. However, in order to access the Purchase Orders or Autocreate form you must define the employee in the Buyer form (Setup/Personnel/Buyers). Also, ensure the employee name is defined in the employee's login information (System administrator/Security/User/Define)
Also ensure the following profile options at the site, application, responsibility and user level are set to the correct value:
Also ensure the following profile options at the site, application, responsibility and user level are set to the correct value:
HR: Security Profile
HR:Business Group
MO: Operating Unit
How do I change the Supplier on a saved or approved PO?
The system does not allow Supplier update on a saved or approved PO. You will need to cancel the PO and create a new PO with the correct Supplier.
I have accidentally cancelled a PO. How can I uncancel?
The System asks for your confirmation before canceling a PO. Canceling is not a reversible process. You cannot retrieve back a cancelled PO.
Can I setup a different Purchase Order type default for the PO form?
The Purchase Orders form always defaults a PO type of 'Standard Purchase Order', and there is no setup, which can change this. Although the default value cannot be changed, the user can overwrite the defaulted type once the Enter PO form is opened.
The Item is setup in the item master but is missing from the item List of Values.
You should check the Financial Options setup and ensure in the alternate region zone Supplier-Purchasing that you have in the Inventory Org the correct organization. The majority of Oracle customers have this set to their Item Master for the best results. Selecting another organization limits items and related activity to that specific org. With the broad selection of item master the client will have greater functionality across multiple organizations.
How do you change the unit price on a PO line once the line has been received or invoiced?
Oracle Purchasing will not allow unit price update on Inventory line items when the line is received or billed because accounting transactions have already taken place. The difference between the PO price and invoice price will be recorded in the Invoice Price Variance Account, which will show up on the Invoice Price Variance report. If you have mistakenly entered the incorrect price on the PO, then you can workaround this by canceling or backing out the invoice and processing a return on the receipt, which will allow unit price update.
Can the original Purchase Order can be viewed in any way, for a revised Purchase Order?
The original version of a revised PO cannot be viewed from the PO form or PO summary form. Information on the original PO is stored in the PO_HEADERS_ARCHIVE and PO_LINES_ARCHIVE tables, and can be obtained through SQL, using the PO_HEADER_ID column as a common reference.
Where is the automatic numbering for Purchase Orders defined and maintained?
It is defined in Purchasing Options window. The navigation is: Setup/Organizations/Purchasing Options, Numbering alternate region.
Why is my Purchase Order closing before a receipt is processed?
Check the Receipt Closed Tolerance and the Matching setup. If Matching is set to equal 2-way, the PO will close once the Purchase Order is approved. If the line of the Purchase Order is received within the tolerance the line will close.
Create a Purchase Order. Input the Header and Line information and find that the Shipments button at the bottom of the form is grayed out.
Setup the Receiving Options to enable the Shipment Button in the Purchase Order form. Navigation: Setup --> Organizations --> Receiving Options. Once set-up these options for your Organization you will have the Shipments button enabled. Ensure that the Purchasing Options and Financial Options are defined for your Organization.
Accessing the Purchase Order entry screen and getting the error: APP-14142 GET_WINDOW_ORG_SOB 040 ORA-1403 No Data Found.
Attach the correct Operating Unit to the responsibility B. Define Purchasing Options C. Define Financial Options.
When I enter a new PO, the Preparer is always defaulted as the buyer. Why am I unable to change it?
Uncheck the check box 'Enforce Buyer Name in the Purchasing Options. Setup ->Organization -> Purchasing Options (Alternative region 'Control') .
Why is there no category displayed or list of values for the category field in the purchase order you are creating?
You must also create category codes for your items. Then create a Category set for Purchasing controlled at the master level. Assign your items to a category code and the Purchasing category set you have created. Confirm that in Default Category Sets the Purchasing application points to the Purchasing Category set. This will populate the category and description when the item number is selected at the PO line level.
I have enabled PO_LINES DFF with a context field capital_expense_flag as reference. I now receive APP-FND-00676 error in Enter Quotations form.
This DFF is based on PO_LINES_ALL table. The Quotation lines as well as the PO lines share this table as the base, as well as share the same DFF. Field capital_expense_flag is not present in Quotations form. Therefore you may not use this field as the reference field for PO Lines DFF. Other fields which you may not use include: Inspection_Required_Flag, Item_Class_Lookup_Code, List_Price_Per_Unit, Negotiated_By_Preparer_Flag, Reference_Num, Taxable_Flag.What are the different authorization_status can a requisition have?
Approved, Cancelled, In Process, Incomplete, Pre-Approved, Rejected, or Returned.Can an approved requisition be viewed in the Requisition form?
No, an approved requisition cannot be viewed in the Requisition form. Approved or In Process requisitions can only be viewed in the Requisition Summary form. Only Requisitions, which have Incomplete, Returned, and Rejected status, can be viewed from Enter Requisition form.Can an approved requisition be revised?
An approved requisition can be revised using the Change Requisition process in iProcurement.Why is there no list of values for items in the requisition form after they have been defined in the item master?
The list of values should be available. Please review Supplier-Purchasing information for the Financial Options to ensure the correct organization has been selected for the Inventory Org. Setup-> Organizations->Financial Options->Supplier-PurchasingIs the Supplier item field a validated field?
No, the supplier item field is not a validated field. It is for reference only.How can you have specific Requestor defaulted on Requisition form?
In order to have a specific requestor default onto the requisitions form, the user will have to set the following in the user will have to set the following in the user's requisition preferences. Navigation: /Purchasing -> Requisitions -> Requisitions Go to special ->preferences Click in the requestor field Choose a requestor from the list of values Click the 'apply' button, a message ' new preferences now in effect.' Close the requisitions form Re-open the requisitions form Click in the lines region, the requestor from requisition preferences should appear in the requestor field. The requisition preferences are only valid while working on it , user needs to re enter requisition preferences each time he starts the applications.Can I change the item number in requisition lines after saving the record?
User is not allowed to change the item number of a saved record in Oracle Purchasing Requisition Form. If user finds that the item entered by him in a saved record is wrong then he has to delete that record and enter a new record for the required item. User is allowed to change the Type, Description, UOM, Quantity, Price, Need by date in a saved record in the Enter Requisition form. Also he can change the item category if item number of the saved record in the Enter Requisition Form is NULL.What all control actions I can perform on a requisition through Document control window?
Cancel and Finally close.What is the authorization_status of a requisition after Finally closing it?
When we finally close the requisition from Requisition Summary form the authorization_status of the requisition does not change. Instead it's closed_code becomes 'FINALLY CLOSED'.Can I cancel or finally close any requisition from Document Control Window?
No. Purchasing lets you cancel or final close a requisition or requisition line before your manager approves it or before a buyer places it on a purchase order. No control actions can be performed on an Incomplete requisition. You cannot Finally close a 'Pre-Approved' Requisition.What happens if the requisition cancelled of finally closed through Document Control Window and encumbrance is on?
If you are using encumbrance or budgetary control, Purchasing automatically creates negative debit encumbrance entries for the cancelled requisitions. When you final close a purchase order, Purchasing creates credit entries which reverse the encumbrances.How can I confirm that my requisition has sufficient funds?
Go to (M) Special->Check for funds.How to find out which sales orders are linked to a Purchase Order?
In Requisition Summary form (M) Special-> View Purchase Order. In the 'Special' Menu itself you can see the option' View Sales Order'.What does the status Pre-Approved mean, and how does a document reach this status?
The status of Pre-Approved is the outcome of a person forwarding a document for approval even though the forwarding person has the necessary authority to approve it. The document may have been forwarded by mistake or for business reasons. It is not possible to perform a receipt against a document with a status of Pre-Approved.When you try to 'Save' a requisition, the following message appears: PO_ALL_POSTING_NA.
This happens when you do not have a valid code combination for the accounts defaulting on the distribution account. Ensure that the account has a valid code combination.While forwarding requisition for approval, error APP-14056: User exit po find_forward returned error.
There is no Forward Method specified in the setup. The FIND_FORWARD function cannot find any rules to determine the forward to person. Navigate to the Document Types Form (POXSTDDT) in Purchasing Responsibility. Setup -> Purchasing -> Document Types. Select the document type of Requisition (Internal or Purchase) and make sure that the field 'Forward Method' is not blank. If it is blank, set it to either Hierarchy or Direct, then save.Unable to enter Project information on the Distribution line of a Requisition.
You cannot enter project information for inventory destinations (unless you have Project Mfg installed). Setting Destination Type = Expense will resolve the problem. You will then be able to enter information in the remaining Project related fields.
When a requisition is autocreated to a purchase order, supplier information is not populated in the purchase order header.
This happens when a requisition number is entered in the Find Requisition Lines window and document is autocreated. But if you enter the requisition number and supplier details in the Find Requisition Lines window and autocreated the document to purchase order. The purchase order now contains supplier details in the purchase order header. Supplier information at the requisition level is actually a suggested Supplier, and the buyer has an option to decide which supplier to pick on the PO header. Also, if you try to Autocreate multiple requisitions with different Suppliers Autocreate would not know which supplier to use. Hence the vendor information cannot be defaulted. This is the standard functionality of Oracle Applications. Workarounds: 1 - Enter the suggested supplier on the 'Find Requisition Lines' Search Criteria window and this is populated on PO header when autocreated. 2 - Enter the supplier information in the 'Select Purchase Order' zone.The system does not allow you to change the Price and / or quantity of an approved Requisition line before AutoCreating a Purchase Order.
When you are using Encumbrance Accounting, by enabling the Budgetary Control flag for a set of books, the system automatically creates encumbrances from Requisitions, Purchase Orders and other transactions originating from modules such as Purchasing & Payables.In this case, the funds are checked at the Requisition Level. You cannot change the Price and Quantity once the requisition has been approved. This is the Standard functionality of Oracle Applications.
After Autocreating a Purchase Order, you can change the quantity and price.
Cannot find a Document in the Notifications form which has been forwarded by an intermediate Approver.
Several things with Oracle Workflow can cause documents to be stuck 'in process', however, this particular issue deals with duplicate data in your HR system.Using your SysAdmin responsibility, navigate to Security-->User-->Define and perform a query on the Person field using the employee name of the approver you are trying to forward the document to.
This should return a record for only 1 user. If the employee is assigned to more than 1 user name, Workflow will not know who to deliver the notification to and the document will hang with a status of 'in process'.
You are allowed to update 'Destination Type' from 'Inventory' to 'Expense' in the requisition form.
If you setup destination type as "Inventory" in the item setup and in the Requisitions form if you change the destination type to "Expense", then this will override the destination type setup in item setup. The Destination type will carry over from the Requisition into the Purchase Order when autocreating.Clicking on the LOV to select an employee to forward the document gives error:FRM-41830: List Of Values contains no entries.
You need to run the following sql:SQL>select can_preparer_approve_flag, default_approval_path_id
from po_document_types_all
where document_type_code = 'REQUISITION';
If the results return a NULL value for can_preparer_approve_flag then you need to perform the following: Navigation: Purchasing -> Setup -> Purchasing Document Types. In the document window type window use Requisition in the type field. Enable "Owner Can Approve" check box save it disable it save it and enable it. This is to set the flag accordingly. Now save the record. Now when you enter a requisition and forward the requisition for approval you can have LOV in the forward field.
The requisition can be saved without the need-by date field being populated.
Line items that are put on requisitions must be planned. It is necessary that the items are planned in order for the need-by date to be enforced.Step-by-step solution:
GUI - Query the item in the Item Master
- Choose the General Planning sub-region
- Make the item planned
Char - Navigate - Items - Update
- Query item
- In Item Details region choose select
- Make the item planned
In the Enter Purchase Order form and in the Enter Requisitions form, the List of Values in the Items field is not retrieving some of the items.
In the Enter Purchase Order form and the Enter Requisitions forms, the List of Values (LOV) in the Items field is not based on what organization your purchasing responsibility is pointing to. Instead, it is based on the Inventory Organization entered in the Financial Options form under Supplier - Purchasing. In the Enter Purchase Order form and the Enter Requisitions forms, the List of Values (LOV) in the Items field is not based on what organization your purchasing responsibility is pointing to. Instead, it is based on the Inventory Organization entered in the Financial Options form under Supplier - Purchasing. Changing the Inventory Organization defined in the Financial Options to the Item Master organizations will permit you to select those items.The items with destination type as Inventory have the destination type as Expense defaulting in the Enter Requisitions form.
The defaults do not come in for a requisition, if the inv_organization_id column is blank in HR_LOCATIONS table and does not get populated. The inv_organization_id is linked to location and this in turn is linked to employee and which explains why when you enter the item in requisition form the organization and Ship-To Location field were not get populated and therefore the destination type was not coming as inventory. You have to populate inv_organization_id in HR_locations table which will resolve the problem.What is Center-Led Procurement?
Center-Led or Centralized Procurement is new functionality delivered in 11.5.10 or Supply Chain Family Pack J. In 11.5.9 or Procurement Family Pack I, buyers are able to leverage Blanket Purchase Agreement prices across operating units but Purchase Order creation is only possible in the operating unit where demand originated.This new functionality allows procurement operations to be run and maintained from a single location sometimes referred to as a Shared Service Center. Purchase Order creation can be performed in one central operating unit and then received by another operating unit where the requisition was raised.In 11.5.10/R12, Global Agreements can be either Blanket Purchase Agreements or Contract Purchase Agreements with a supplier that can shared between operating units. These documents can then be used for automatic sourcing of requisition demand from any enabled business units. As Receipting occurs in different operating unit to the Purchase Order, transactions such as receipts, invoice matches or payments automatically initiate the appropriate cost transfer or inter-company invoicing accounting transactions based on the rules defined in the financial relationship between the Procuring and Requesting operating units.
What are the setups steps required for Center-Led Procurement?
The following setups are required:(i) In Oracle Inventory, define transaction flows. Transaction flows define the procurement relationship between different operating units. See 'Transaction Setup' in the Oracle Inventory User Guide.
(ii) Set HR: Cross Business Groups profile to Yes.
(iii) Define a supplier site for the supplier in both Requesting and Procuring Operating Units.
(iv) Create an approved Global Agreement in the Procuring or Negotiating Operating Unit.
- Create a blanket purchase agreement or contract purchase agreement with Global checked.
- Enable the Requesting organizations that can reference the global agreement (Tools > Enable Organizations).
- For each requesting organization, specify the Purchasing Organization and the supplier site for the supplier.
(vi) Create a Requisition against your global agreement in any organization that is enabled.
What are the Supported setups for Center-Led Procurement?
Cross-Operating Unit Procuring is NOT supported when:- Inter-Company Transaction Flow are not defined or valid
- Encumbrance is 'ON' in either Requesting or Purchasing Operating Units.
- Project/Task is specified with expense destination.
- Requisition line is VMI enabled (see Oracle Inventory User Guide).
- Requisition shipment has a consigned relationship (see Oracle Inventory User Guide).
- Destination inventory organization is OPM enabled (See Oracle Process Manufacturing User Guide)
- Item is not defined in the requesting or purchasing operating unit, destination inventory organization, or logical inventory organization (as defined in Transaction Flow)
- Items must have attributes as documented as per Intercompany Invoicing Setup section in Inventory User Guide ( ie inventory item enabled, stockable, transactable, cost enabled, etc)
Is there any additional setup required for iProcurement?
No. iProcurement uses Purchasing setups to correctly source requisitions raised. Bulkloaded catalog items in iProcurement can leverage Center-Led functionality when suppliers are associated with Global Contract Agreements.Q1. What are Reminder notifications?
Once an approver does not respond to an approval notification for quite sometime, then a reminder notification can be sent out to the approver. You can send up to two reminders to an approver using the Timeout feature. You can also specify that after a certain period of time, the document be forwarded automatically to the next approver in the hierarchy. This feature is setup by changing the Purchase Order (PO) and/or Requisition approval workflow in Oracle Workflow Builder.
Q2. How do you setup the timeout feature?
In Oracle Workflow Builder, open the "PO Approval" workflow (for purchase orders) or the "PO Requisition Approval" workflow for requisitions. To enable the Timeout feature in the PO Approval workflow, modify the following activities in the Notify Approver sub process by entering a Timeout period in their Properties windows:
Approve PO Notification, PO Approval Reminder 1, and PO Approval Reminder 2.
To enable the Timeout feature in the PO Requisition Approval workflow, modify the following activities in the Notify Approver sub process by entering a Timeout period in their Properties windows: Approve Requisition Notification, Requisition Approval Reminder1, and Requisition Approval Reminder2. Refer to Note 124695.1 for more details on the implementation steps.
Q3. Any prerequisite for timeout to work?
The Workflow Background Process must be running for the reminder notifications to be generated. The background process must be set to run periodically if you want the reminders to be regularly generated. Run this program with parameter "Timeout" set as "Yes", and "Item Type" parameter as "PO Approval Process" or "PO Requisition Approval Process" whichever is appropriate.
Q4. How do you generate the notifications for the documents that need to be started up in approval yet?
You can run the Send Notifications For Purchasing Documents program to search for documents that are incomplete, rejected, or in need of re-approval and send notifications to the appropriate people informing them about the documents' status. A new notification will not be generated if a previous one is still active.
Q5. What are the different types of reminders that the notifications can be sent for?
When the Send Notifications For Purchasing Documents program is run, notifications are generated regarding the following situations:
- POs and requisitions are Incomplete, Rejected or may require re-approval.
- POs and Releases require acceptance and acceptance is not yet received. "Acceptance past due" notifications is sent if the acceptance required date is over and no acceptance is entered by this date.
- RFQ's and Quotations are in status of In Process.
- Active RFQ approaching expiration i.e. current date is between Due Date and Close Date.
- Active Quotation approaching expiration.
Q6. Are the documents automatically forwarded to the next approver in the hierarchy when an approver does not respond to the final reminder notification?
The purchase order approval will look for the next approver in the hierarchy. This does not work the same way in requisitions. The Requisition Approval process builds a list of approvers when a requisition is submitted for approval. When the notification times out it only look at this Approval list and not the PO hierarchies as in the case of purchase orders.
Q7. Why the Send notifications for Purchasing documents program generates "Acceptance past due" notifications when purchase orders have already been accepted?
In order for the "Send Notifications for Purchasing Documents" program to not send reminder notifications that documents have not been accepted by their acceptance due date, the purchase order or release must have its latest revision accepted.
Q8. Does the Send notifications for Purchasing documents program generate a notification to the preparer indicating a specific action to take?
This program is designed to pick up all the documents which are Incomplete, Requires Reapproval, Rejected and Returned and send a standard notification reminding user that the document is pending for his action. The notification message is displayed irrespective of the status of the document. What action the user needs to take can be determined only after opening the document.
Where does Receiving Account information get derived from?
There are 2 new fields: Destination Charge Account and Destination Variance Account, in the Purchase Order and Purchase Order Summary forms at Distribution level. These 2 accounts are derived by the PO Account Generator Workflow, they correspond to accounts valid to the Receiving Organization (Requesting Organization). Inter-company invoice transactions will occur automatically after receipt and deliver.Is it possible to manually Autocreate Requisitions using the Autocreate Form?
Yes. Requisitions that are available for Autocreation are viewable only in a responsibility tied to the operating unit where Requisition is created. You can select to manually autocreate and choose the Global Blanket Purchase Agreement(BPA) to autocreate against. The Purchasing Org (where Purchase Order will be created) can be selected however this will depend on Supplier Site on Requisition and Enabled Organizations on the BPA.Why is the Purchasing Organization LOV in Autocreate Form showing no values?
Encumbrance is enabled in the current operating unit (Requesting Organization). Encumbrance must be disabled for Center-Led Procurement. ( Note this is also true for Release 12)
Q. Do we need to perform additional setups in MOAC after upgrade to R12 to retain the multi-org setups that existed prior to the upgrade?
A: If you do not wish to implement the features provided in R12 by MOAC, there are no additional setups required. MO:Operating Unit is preserved through the upgrade, so if it was set in a previous release, it will still be set in R12.
A: If you do not wish to implement the features provided in R12 by MOAC, there are no additional setups required. MO:Operating Unit is preserved through the upgrade, so if it was set in a previous release, it will still be set in R12.
Q. Do we need to perform additional setups in MOAC after upgrade to R12 to retain the single-org setups that existed prior to upgrade?
A: Multi-org is required for Release 12. You will be required to enable multi-org to upgrade to Release 12. This does not mean you will need to create multiple operating units. You must enable multi-org and define at least one operating unit. Once you enable multi-org, Operating Unit ID (org_id) will be populated in all the relevant tables.
A: Multi-org is required for Release 12. You will be required to enable multi-org to upgrade to Release 12. This does not mean you will need to create multiple operating units. You must enable multi-org and define at least one operating unit. Once you enable multi-org, Operating Unit ID (org_id) will be populated in all the relevant tables.
Q3. If MO: Security Profile is configured, does the user also need to set MO: Operating Unit, or is it optional? If both are set then what would be the implication?
A: MO: Security Profile takes precedence over MO:Operating Unit. So, if you set MO:Security Profile, that is what will be used. If MO:Security Profile is not set, then MO:Operating Unit will be used.
A: MO: Security Profile takes precedence over MO:Operating Unit. So, if you set MO:Security Profile, that is what will be used. If MO:Security Profile is not set, then MO:Operating Unit will be used.
Q. The security profile was modified, why did the user's access not change per the modification?
A: This could happen if value of MO:Security Profile references another security profile and/or 'Security List Maintenance' concurrent program was not run after modifying the security profile. Also, HR: Security Profile takes precedence over MO:Security Profile. If the organization included in the security profile is a operating unit as well as a business group, kindly un-check the option 'Exclude Business Group' from the security profile.
A: This could happen if value of MO:Security Profile references another security profile and/or 'Security List Maintenance' concurrent program was not run after modifying the security profile. Also, HR: Security Profile takes precedence over MO:Security Profile. If the organization included in the security profile is a operating unit as well as a business group, kindly un-check the option 'Exclude Business Group' from the security profile.
Q. When attempting to navigate to form/page, the application shows the error 'you do not have access privilege to any operating unit' even though you had set the users security profile.
A: Error is because the security profile has not been set correctly for the user. Please verify the following again.
1. MO:Security Profile assigned to the user's responsibility
2. Operating units have been assigned to the security profile
3. 'Security List Maintenance' concurrent program has run successfully.
A: Error is because the security profile has not been set correctly for the user. Please verify the following again.
1. MO:Security Profile assigned to the user's responsibility
2. Operating units have been assigned to the security profile
3. 'Security List Maintenance' concurrent program has run successfully.
Q6. Does MOAC enable users to create purchase orders in another operating unit simply by choosing an operating unit while querying the AutoCreate form, and choosing a requisition from another operating unit, without having defined a transaction flow between the procuring organization and the receiving organization?
A: It is mandatory to define a transaction flow between the procuring organization and the receiving organization before using this feature.
A: It is mandatory to define a transaction flow between the procuring organization and the receiving organization before using this feature.
Q. How is Receiving supported across multiple operating units in Release 12?
A:When the Receipts form is opened, the list of values (LOV) will be displayed of the inventory organizations which are available to the user through the security profile. Receiving forms unlike other transaction entry forms in Oracle Purchasing, does not make it mandatory for the user to choose an operating unit even after selecting the inventory organization to receive the shipment. User will still be allowed to change to an operating unit which may not necessarily include the inventory organization chosen initially. For eg. if M1 is an inventory organization which is not included in an operating unit 'Vision Communications (USA)', and if M1 is chosen initially as the receiving inventory organization, user is still allowed to select the operating unit context as Vision Communications (USA). This is an intended feature in Release 12.
A:When the Receipts form is opened, the list of values (LOV) will be displayed of the inventory organizations which are available to the user through the security profile. Receiving forms unlike other transaction entry forms in Oracle Purchasing, does not make it mandatory for the user to choose an operating unit even after selecting the inventory organization to receive the shipment. User will still be allowed to change to an operating unit which may not necessarily include the inventory organization chosen initially. For eg. if M1 is an inventory organization which is not included in an operating unit 'Vision Communications (USA)', and if M1 is chosen initially as the receiving inventory organization, user is still allowed to select the operating unit context as Vision Communications (USA). This is an intended feature in Release 12.
Q. Why is it that the Receiving Transaction Processor, unlike other Purchasing concurrent requests, enforces operating unit as a mandatory parameter in Release 12?
A:The Receiving Transaction Processor is a multi-org concurrent program. A single receipt can be created for shipment lines destined for the same ship-to organization and belonging to different operating units. A purchase order, for example, is from a single operating unit.
A:The Receiving Transaction Processor is a multi-org concurrent program. A single receipt can be created for shipment lines destined for the same ship-to organization and belonging to different operating units. A purchase order, for example, is from a single operating unit.
Q. If a transaction is entered by mistake in an incorrect operating unit (the security profile of the user allows transaction entry in multiple operating units), what should be the next step?
A:Please cancel/delete/reverse the transaction. This is a user error. System is behaving as intended.
A:Please cancel/delete/reverse the transaction. This is a user error. System is behaving as intended.
. Why are some customizations not working after upgrading to Release 12?
A: The Virtual Private Database (VPD) feature has replaced CLIENT_INFO (Org Context) function in multi-org Architecture. All calls made to Org Context function will no longer work in R12. Please refer to the Note.374398.1 and Note.396750.1 for additional R12 resources and custom code migration. This may not address all your requirements for writing custom code for MOAC or VPD. Please also review the public API's (starting key words mo_global) available in Oracle Integration Repository for additional information.
A: The status of Pre-Approved is the outcome of a person forwarding a document for approval even though the forwarding person has the necessary authority to approve it. The document may have been forwarded by mistake or for business reasons. It is not possible to perform a receipt against a document with a status of Pre-Approved. The approver to whom the document was forwarded must first approve it.
Also Pre-Approved status can be achieved when using Encumbrance accounting and the document is authorized for approval but funds have not yet been reserved for it. Even if someone with sufficient approval authority approves the document, its status will still be Pre-Approved if funds were not able to be reserved at the time of approval. Once funds are reserved for the approved document, the document status changes to Approved.
Another cause for Pre-Approved status is by importing 'Approved' requisitions with encumbrance on. The requisition import process will force status to 'Pre-Approved', requiring user to take the reserve action.
Responsibility: Purchasing Super User
Navigation: Setup -> Purchasing -> Document Types
The two choices for the document forwarding method are Direct and Hierarchy; both options are always available regardless of whether Position Hierarchies (positions) or Employee-Supervisor Relationships (jobs) are being used.
A. Direct Forwarding Method : Using this forwarding method, at the time which a document is submitted for approval, validation will occur up the approval chain until an approver is located that has the ability to approve the document in question.
The key difference between the two options is that Direct forwarding will move the document to the first person with authority to approve, whereas Hierarchy will simply move the document to the queue of the next employee in the approval chain, whether that person has the approval authority or not. For more detailed information on topic refer to the Purchasing Setup of Approval Hierarchies Troubleshooting Note:134947.1.
The Account Range also allows for a document total which is then tied to a specific range of accounts listed on the same line. It is possible to have different account ranges with different amount Limits. This allows the same user to have a different dollar/account limit. It is mandatory to have an account range specified in each approval group defined. By default, if there is not an account range defined, all accounts will then be excluded from the document approval process, which means that the documents will not have an ability to become approved.
Note: Within the account ranges called out in the Approval Groups form the format and number of places within a segment must match the charge account segment structure. For example, the segment "0000" is not going to match segment "00000" as the number of places are not equal.
Navigation: Setup -> Organizations -> Financial Options select the Human Resources alternate region
If the option Use Approval Hierarchies is checked, then positions and position hierarchies are going to be utilized for the operating unit in question; if left unchecked, employee/supervisor relationships will be used for the approval hierarchy routing path.
Note: If positions are being used, then position hierarchies will need to be created as they are going to be the roadmap for document approvals. If jobs are being used, then the employee/supervisor relationship will serve as the roadmap.
The following graph illustrates the difference between the two settings. The Archive Rev columns denote the highest revision of the purchase order currently residing in the purchase order archive tables. The Current Rev columns denote the current revision level of the purchase order, as seen in the header region of the Purchase Orders form.
A: Sometimes, a document may still have a status of Incomplete after an attempt to approve the document has been made; this indicates a failure in the validation of the approval authority for the document creator, along with the inability to locate an employee with the proper authority to forward the document. See Troubleshooting Purchasing Document For Incomplete Approval Status Note:295153.1 .
A: In Oracle Applications 11.5.10 Procurement has integrated with another Oracle Product called Approvals Management Engine (AME) that can be used for Requisition Approvals. The functionality is available only when using Employee Supervisor method for routing documents and is only available for Purchasing Requisitions at this time and only for applications release 11.5.10. AME is a conditional and rules based system, where you define the rules and conditions on how a document approval routes to the next supervisor. For more information on AME and Oracle Procurement please refer to the following Metalink Notes and Documentation: 11.5.10 FAQ for Approvals Management (AME) Integration For iProcurement and Purchasing Note:293315.1
A: The Virtual Private Database (VPD) feature has replaced CLIENT_INFO (Org Context) function in multi-org Architecture. All calls made to Org Context function will no longer work in R12. Please refer to the Note.374398.1 and Note.396750.1 for additional R12 resources and custom code migration. This may not address all your requirements for writing custom code for MOAC or VPD. Please also review the public API's (starting key words mo_global) available in Oracle Integration Repository for additional information.
What does the status Pre-Approved mean, and how does a document reach this status?
A: The status of Pre-Approved is the outcome of a person forwarding a document for approval even though the forwarding person has the necessary authority to approve it. The document may have been forwarded by mistake or for business reasons. It is not possible to perform a receipt against a document with a status of Pre-Approved. The approver to whom the document was forwarded must first approve it.
Also Pre-Approved status can be achieved when using Encumbrance accounting and the document is authorized for approval but funds have not yet been reserved for it. Even if someone with sufficient approval authority approves the document, its status will still be Pre-Approved if funds were not able to be reserved at the time of approval. Once funds are reserved for the approved document, the document status changes to Approved.
Another cause for Pre-Approved status is by importing 'Approved' requisitions with encumbrance on. The requisition import process will force status to 'Pre-Approved', requiring user to take the reserve action.
What is the difference between DIRECT and HIERARCHY forwarding methods?
A: The document forwarding method is selected in the Document Types form:Responsibility: Purchasing Super User
Navigation: Setup -> Purchasing -> Document Types
The two choices for the document forwarding method are Direct and Hierarchy; both options are always available regardless of whether Position Hierarchies (positions) or Employee-Supervisor Relationships (jobs) are being used.
A. Direct Forwarding Method : Using this forwarding method, at the time which a document is submitted for approval, validation will occur up the approval chain until an approver is located that has the ability to approve the document in question.
- If Position Hierarchies are being used, then the validation will occur against positions listed in the position hierarchy specified in the document approval window. Once a position that has approval authority has been located, the system will locate the employee assigned to this position and designate him as the Forward-To. The selection of the employee is based on alphabetical context.B. Hierarchy Forwarding Method Using this forwarding method, validation is not performed to locate the next possible approver with sufficient authority; the documents will simply route to each person in the approval chain. The document, once submitted for approval, will move to either the person assigned to the next position in the position hierarchy if positions are being used, or the employee's supervisor if employee/supervisor relationships are being used.
- If Employee/Supervisor Relationships are being used, then validation will occur against, first, the supervisor's job of the employee submitting the document for approval; then, if that supervisor does not have authority, the system will look to the supervisor's supervisor. The validation process will continue up this employee/supervisor chain until an approver with the proper authority is located.
The key difference between the two options is that Direct forwarding will move the document to the first person with authority to approve, whereas Hierarchy will simply move the document to the queue of the next employee in the approval chain, whether that person has the approval authority or not. For more detailed information on topic refer to the Purchasing Setup of Approval Hierarchies Troubleshooting Note:134947.1.
What is the significance of the Document Total and Account Range types on the Approval Groups form?
A: The Document Total type sets the maximum limit for any approval actions taken by the user whom the approval group applies to. If multiple Document Totals are specified, the restriction will be to the Document Total, which is the lowest.The Account Range also allows for a document total which is then tied to a specific range of accounts listed on the same line. It is possible to have different account ranges with different amount Limits. This allows the same user to have a different dollar/account limit. It is mandatory to have an account range specified in each approval group defined. By default, if there is not an account range defined, all accounts will then be excluded from the document approval process, which means that the documents will not have an ability to become approved.
Note: Within the account ranges called out in the Approval Groups form the format and number of places within a segment must match the charge account segment structure. For example, the segment "0000" is not going to match segment "00000" as the number of places are not equal.
What is the significance of using jobs or positions, and what effect will choosing one or the other have on the document approval routing?
A: The choice of whether or not jobs or positions are going to be used is made at the operating unit level within the Financial Options form. Responsibility: Purchasing Super User :Navigation: Setup -> Organizations -> Financial Options select the Human Resources alternate region
If the option Use Approval Hierarchies is checked, then positions and position hierarchies are going to be utilized for the operating unit in question; if left unchecked, employee/supervisor relationships will be used for the approval hierarchy routing path.
Note: If positions are being used, then position hierarchies will need to be created as they are going to be the roadmap for document approvals. If jobs are being used, then the employee/supervisor relationship will serve as the roadmap.
What is the difference between archiving on Approve versus Print?
A: The archiving method determines at which point revision data will be written to the document archive tables. Archive on Approve designates an update to the Purchasing archive tables at the time of document approval; each time a revision is made to a document and the document enters a Requires Re-approval state, the new revision information will be archived at the time the document is approved again. Archive on Print designates an update to the document archive tables at the time the purchase order is printed.The following graph illustrates the difference between the two settings. The Archive Rev columns denote the highest revision of the purchase order currently residing in the purchase order archive tables. The Current Rev columns denote the current revision level of the purchase order, as seen in the header region of the Purchase Orders form.
| Step # | Action | Archive on Approve | Archive on Approve | Archive on Print | Archive on Print |
|---|---|---|---|---|---|
| Archive Revision | Current Revision | Archive Revision | Current Revision | ||
| 1 | Create purchase order | None | 0 | None | 0 |
| 2 | Change controlled information | None | 0 | None | 0 |
| 3 | Approve Purchase order | 0 | 0 | None | 0 |
| 4 | Change controlled information | 0 | 1 | None | 0 |
| 5 | Approve Purchase order | 1 | 1 | None | 0 |
| 6 | Print Purchase order | 1 | 1 | 0 | 0 |
| 7 | Change controlled information | 1 | 2 | 0 | 1 |
| 8 | Approve Purchase order | 2 | 2 | 0 | 1 |
| 9 | Print Purchase order | 2 | 2 | 1 | 1 |
| 10 | Change controlled information | 2 | 3 | 1 | 2 |
| 11 | Print Purchase order | 2 | 3 | 2 | 2 |
| 12 | Approve Purchase order | 3 | 3 | 2 | 2 |
In Release 11.X and higher, every time attempting to approve a document it remains in the status of 'Incomplete' - why?
A: Sometimes, a document may still have a status of Incomplete after an attempt to approve the document has been made; this indicates a failure in the validation of the approval authority for the document creator, along with the inability to locate an employee with the proper authority to forward the document. See Troubleshooting Purchasing Document For Incomplete Approval Status Note:295153.1 .How is it possible to approve a blanket release when the blanket purchase agreement is showing that the full amount has already been released?
A: The validation of a release dollar amount is not against the amount agreed on the header of the blanket purchase agreement; instead, it validates against the Amount Limit specified in the Terms and Conditions window of the Purchase Orders form. If this field is left blank, then the release can be for any amount. Therefore, it is imperative that the Amount Limit field be populated with the same dollar amount as the Amount Agreed field in the header region of the Purchase Orders form, depending on the business needs. It should also be noted that Release 11i also has introduced an Amount Limit field that can be defined at the line level of the blanket agreement.I am delegating the approval of a PO to someone who does not have access to open this PO. Would he be able to approve it?
A: Since he has been 'delegated' the approval authority from you, his approval actions would be adjudged as if you were taking those actions on this document. However, the document would remain inaccessible to him. This is because by 'Delegating', you are only allowing him to act on approval decisions on your behalf, rather than also delegating him the access authority.I have heard about something called AME for approvals in 11.5.10, what is it and can I use it on my earlier release?
A: In Oracle Applications 11.5.10 Procurement has integrated with another Oracle Product called Approvals Management Engine (AME) that can be used for Requisition Approvals. The functionality is available only when using Employee Supervisor method for routing documents and is only available for Purchasing Requisitions at this time and only for applications release 11.5.10. AME is a conditional and rules based system, where you define the rules and conditions on how a document approval routes to the next supervisor. For more information on AME and Oracle Procurement please refer to the following Metalink Notes and Documentation: 11.5.10 FAQ for Approvals Management (AME) Integration For iProcurement and Purchasing Note:293315.1
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