Answers - Purchasing
Answers for Purchasing Questions.
Q1. What is the difference between 'Accrue On Receipt' and 'Accrue at Period End'?A: 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.[top]
Q2. Why are expense items typically accrued at period-end, and why are inventoryitems always accrued on receipt?A: 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.[top]
Q3. Which Purchasing report should be used to review period-end accruals?A: The Uninvoiced Receipts Report should be used to view period-end accruals. This Report should be used to reconcile Period End Accruals with GL[top]
Q4. Which Purchasing report should be used to review online accruals?A: 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 [top]
Q5. 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? A: 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. [top]
Q6. How can one tell whether each journal in the general ledger is for period- end or on receipt (online) accruals?A: 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) [top]
Q7. Does the process of reversing journals for period-end accruals occur automatically in GL?A: The process of reversing the accrual journals does not occur automatically; they must be manually reversed in the general ledger.[top]
Q8. 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. [top]
Q9. 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?A: 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.[top]
Q10. 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? A: 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, or until the received items are returned to the Supplier. [top]
Q11. What is the difference between the Accrual Reconciliation Report and the Accrual Rebuild Reconciliation Report?
A: 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.
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Q12. How do transactions which have subtotals of $0.00 get removed from the Accrual Reconciliation Report? A: 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) [top]
Q13. 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? A: In Oracle Purchasing, go to the Accrual Write-Offs form.Responsibility: Purchasing Super UserNavigation: Accounting/Accrual Write OffsSelect 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.
FAQ: Fill Employee Hierarchy
FAQ Details
Q1. Will end-dating a position with approval authority have no affect on the employees who are tied to that position in terms of their ability to approve?A: End-dating a position would not directly affect the approval capability of the employees who still have active assignments to that position. Basically the approval activities are meant to revolve around the position assignments rather than the position itself. The integration coupling point of HRMS and PO is at the position assignment level. Until the assignments are also modified, end-dating a position would not immediately change the forwarding hierarchy.
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Q2. What impact, therefore, would end-dating a position have? The customer knows that in HR they cannot assign employees to end-dated positions.A: End-dating a position would prevent new assignments to be made to this position. Besides, this position should not be used in new hierarchies that customers might design. The System gives a warning if the end-dated position is chosen in a new hierarchy. But end dating a position would not directly translate into the position assignments becoming end-dated that has to be done by customers. Now, since the assignments are still active, employees should be enabled in continuing to do the tasks (e.g. approval) pertaining to those assignments.
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Q3. What does the status 'INVALID' do to the position?A: This is same as what end dating does to the position.
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Q4. The errors in the log file of the Fill Employee Hierarchy report are a result of employees not being tied to a position. In the hierarchy, won't there be positions with no Employees tied to them from time to time? Does it mean that the customer has to disassociate the employees from the end-dated positions manually? Wouldn't this cause this type of error?A: Yes there can be positions which are vacant. That is perfectly valid. But having employees with assignments on expired positions is different and not so desirable. Therefore, you should indeed terminate the existing assignments and make new ones for the employees on an expired position. This need not be done manually. Check the 'Mass Move' functionality.
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Q5. What are the actions for which we need to run the Fill Employee Hierarchy process?A: You
must run this process before any of the following changes can take effect: - Add or delete an employee. - Change an employee name or an employee position. (See: the online help for the Enter Person window.) - Add, delete, or modify a position. (See: Representing Jobs and Positions, Oracle Human Resource Management Systems User's Guide.) - Add, delete, or modify a position hierarchy. (See: Representing Jobs and Positions, Oracle Human Resource Management Systems User's Guide.)
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Q6. Why does the Fill Employee Hierarchy report take a long time to complete? A: There have been lot of performance improvements done to this process. The Fill Employee Hierarchy report first deletes all the records from the po_employee_hierarchies table and then recreates the hierarchies and this process will take some time.
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Q7. Is the PO_EMPLOYEE_HIERARCHIES_ALL table defined at the operating unit level or at the Business Group level?A: Before the bug fix 2058578, we used to define the data in this table at the operating unit level. But we have changed the design and populate the data at the Business Group level. This is because Positions and Employees are defined at the Business Group level but not at the operating unit level, therefore now we define the data in the PO_EMPLOYEE_HIERARCHIES_ALL table at Business Group level.
Subject: FAQ: Document Approval and Routing
FAQ Details
Q1. 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.[top]
Q2. 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.
[1] - [2] 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.
[3] - [4] 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.
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.
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.[top]
Q3. 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.
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Q4. 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. [top]
Q5. 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.
Q6. In Release 11.X, 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 .
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Q7. 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. [top]
Q8. 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. [top]
Q9. 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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Q10. I have heard of POERROR for improved error handling. What is this feature?A: Introduced in 11.5.6 POERROR setup can be used for improved document error handling. This feature automatically resubmits documents stuck in the status of 'in-process' and failing because of Document Management failures. The failures include Doc Mgr Error 1 (Document Approval Manager Timout) or Doc Mgr Error 2 (Document Approval Manager Not Active). This does not handle Doc Mgr Error 3 failures (Exception in the Document Approval Manager code). See Oracle Purchasing POERROR Workflow Setup and Usage Guide White Paper – Note 224028.1.
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Q11. Is it possible to define position hierarchies, which span across multiple operating units?A: Not before 11.5.9 and also only for employee/supervisor based approval routing, position hierarchy based document approvals cannot go across operating units. See Position Hierarchy: Approvals Span Across Multiple Operating Units – Note 280012.1 for more details. [top]
Q12. 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. [top]
Q13.What is global supervisor and how can I utilize that for approvals across business groups? A: This feature allows the user to forward a document (PO or Req) to a supervisor in a different business group than the user. This is enabled when the profile 'HR:Cross Business Groups' is set to yes. The action history will also show the details including the name of the person from the different business group. This functionality is available on Procurement Family Pack F (11i.PRC_FP.F) and above. For more information please refer to: Purchase Requisition Approval Across Business Groups - Note 291046.1. [top]
Q14. I have end-dated a position but still have the employees assigned to this position. These employees continue to be able to approve the POs as before. Why?A: They would continue to be able to approve as long as they have valid assignments. When you are altering your organization structure by expiring a position, you MUST also make alternatives for the open assignments on this position. This should be a part of your organization structure migration process. Once you have migrated completely to the new Position Structure, including the proper employee-position assignments, run the Fill Employee Hierarchy program. This would affect the PO Approval accordingly.
Subject: FAQ: Autocreate Purchase Orders
FAQ Details
Q1. Does autocreate copies descriptive flexfields from the requisition to the document you create? A: Yes, but it does not validate the information. For example: If in the requisition desc flex is not mandatory and in the purchase order it is mandatory, autocreate will not error out. It will just copy as is.[top]
Q2. Does autocreate copy Notes from the requisition to the document you are creating?A: Yes, Notes are copied from the requisition lines and the corresponding requisition header. [top]
Q3. What are the columns on which autocreate combines the requisition lines into a single document lines?A: 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 RFQ’s, quantities of all requisition lines that have the same item, revision, and line type are combined.[top]
Q4. What price becomes the actual price in case multiple requisition lines with different prices are combined to single PO line?A: The lowest unit price from the combined requisition lines becomes the actual price of the purchase order line. [top]
Q5. What are the columns based on which Shipping information is combined in case of autocreate? A: 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 [top]
Q6. Does autocreate add to an existing PO shipment that has been encumbered? A: 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. [top]
Q7. What can be done to open the created document directly once autocreate is done successfully?A: 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. [top]
Q8. Can requisition line with item number and without item number [one time item] be combined to single document line in autocreate?A: 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. [top]
Q9. Can you autocreate a release if the description of the requisition created in PO is different of the description of the Blanket? A: 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. [top]
Q10. How do you prevent autocreate from seeing requisitions from another organization? A: 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. [top]
Q11. Can you autocreate from a quotation and tie the PO to the associated quotation and requisition?A: 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. [top]
Q12. Where does the note to buyer show on an autocreated PO? A: 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. [top]
Q13. Does the supplier name from a requisition get carried over to an autocreated purchase order? A: 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. [top]
Q14. What causes the APP-14090 error when autocreating a requisition?A: 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. [top]
Q15. How do you autocreate a requisition with a document type as blanket release when requisitions were imported from a 3rd party system?A: 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. Navigation: Purchasing -> Reports -> Submit a request for Requisition Import Purchasing -> AutoCreate[top]
Q16. How do you autocreate MRP generated requisitions to a blanket purchase order? A: 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. [top]
Q17. Can you autocreate more than one standard PO in one autocreate session? A: 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. [top]
Q18. Try to autocreate, but the system hangs, how to cancel the requisition that are locked? A: 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. [top]
Q19. What is the package or procedure that stores the autocreate process?A: 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.[top]
Q20. What does the grouping method 'Default' indicate in the autocreate form?A: 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.[top]
Q21. 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? A: Make sure Inventory organization field is populated in Financial Options.
Q1. What is the difference between 'Accrue On Receipt' and 'Accrue at Period End'?A: 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.[top]
Q2. Why are expense items typically accrued at period-end, and why are inventoryitems always accrued on receipt?A: 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.[top]
Q3. Which Purchasing report should be used to review period-end accruals?A: The Uninvoiced Receipts Report should be used to view period-end accruals. This Report should be used to reconcile Period End Accruals with GL[top]
Q4. Which Purchasing report should be used to review online accruals?A: 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 [top]
Q5. 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? A: 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. [top]
Q6. How can one tell whether each journal in the general ledger is for period- end or on receipt (online) accruals?A: 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) [top]
Q7. Does the process of reversing journals for period-end accruals occur automatically in GL?A: The process of reversing the accrual journals does not occur automatically; they must be manually reversed in the general ledger.[top]
Q8. 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. [top]
Q9. 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?A: 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.[top]
Q10. 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? A: 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, or until the received items are returned to the Supplier. [top]
Q11. What is the difference between the Accrual Reconciliation Report and the Accrual Rebuild Reconciliation Report?
A: 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.
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Q12. How do transactions which have subtotals of $0.00 get removed from the Accrual Reconciliation Report? A: 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) [top]
Q13. 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? A: In Oracle Purchasing, go to the Accrual Write-Offs form.Responsibility: Purchasing Super UserNavigation: Accounting/Accrual Write OffsSelect 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.
FAQ: Fill Employee Hierarchy
FAQ Details
Q1. Will end-dating a position with approval authority have no affect on the employees who are tied to that position in terms of their ability to approve?A: End-dating a position would not directly affect the approval capability of the employees who still have active assignments to that position. Basically the approval activities are meant to revolve around the position assignments rather than the position itself. The integration coupling point of HRMS and PO is at the position assignment level. Until the assignments are also modified, end-dating a position would not immediately change the forwarding hierarchy.
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Q2. What impact, therefore, would end-dating a position have? The customer knows that in HR they cannot assign employees to end-dated positions.A: End-dating a position would prevent new assignments to be made to this position. Besides, this position should not be used in new hierarchies that customers might design. The System gives a warning if the end-dated position is chosen in a new hierarchy. But end dating a position would not directly translate into the position assignments becoming end-dated that has to be done by customers. Now, since the assignments are still active, employees should be enabled in continuing to do the tasks (e.g. approval) pertaining to those assignments.
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Q3. What does the status 'INVALID' do to the position?A: This is same as what end dating does to the position.
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Q4. The errors in the log file of the Fill Employee Hierarchy report are a result of employees not being tied to a position. In the hierarchy, won't there be positions with no Employees tied to them from time to time? Does it mean that the customer has to disassociate the employees from the end-dated positions manually? Wouldn't this cause this type of error?A: Yes there can be positions which are vacant. That is perfectly valid. But having employees with assignments on expired positions is different and not so desirable. Therefore, you should indeed terminate the existing assignments and make new ones for the employees on an expired position. This need not be done manually. Check the 'Mass Move' functionality.
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Q5. What are the actions for which we need to run the Fill Employee Hierarchy process?A: You
must run this process before any of the following changes can take effect: - Add or delete an employee. - Change an employee name or an employee position. (See: the online help for the Enter Person window.) - Add, delete, or modify a position. (See: Representing Jobs and Positions, Oracle Human Resource Management Systems User's Guide.) - Add, delete, or modify a position hierarchy. (See: Representing Jobs and Positions, Oracle Human Resource Management Systems User's Guide.)
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Q6. Why does the Fill Employee Hierarchy report take a long time to complete? A: There have been lot of performance improvements done to this process. The Fill Employee Hierarchy report first deletes all the records from the po_employee_hierarchies table and then recreates the hierarchies and this process will take some time.
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Q7. Is the PO_EMPLOYEE_HIERARCHIES_ALL table defined at the operating unit level or at the Business Group level?A: Before the bug fix 2058578, we used to define the data in this table at the operating unit level. But we have changed the design and populate the data at the Business Group level. This is because Positions and Employees are defined at the Business Group level but not at the operating unit level, therefore now we define the data in the PO_EMPLOYEE_HIERARCHIES_ALL table at Business Group level.
Subject: FAQ: Document Approval and Routing
FAQ Details
Q1. 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.[top]
Q2. 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.
[1] - [2] 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.
[3] - [4] 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.
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.
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.[top]
Q3. 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.
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Q4. 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. [top]
Q5. 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.
Q6. In Release 11.X, 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 .
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Q7. 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. [top]
Q8. 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. [top]
Q9. 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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Q10. I have heard of POERROR for improved error handling. What is this feature?A: Introduced in 11.5.6 POERROR setup can be used for improved document error handling. This feature automatically resubmits documents stuck in the status of 'in-process' and failing because of Document Management failures. The failures include Doc Mgr Error 1 (Document Approval Manager Timout) or Doc Mgr Error 2 (Document Approval Manager Not Active). This does not handle Doc Mgr Error 3 failures (Exception in the Document Approval Manager code). See Oracle Purchasing POERROR Workflow Setup and Usage Guide White Paper – Note 224028.1.
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Q11. Is it possible to define position hierarchies, which span across multiple operating units?A: Not before 11.5.9 and also only for employee/supervisor based approval routing, position hierarchy based document approvals cannot go across operating units. See Position Hierarchy: Approvals Span Across Multiple Operating Units – Note 280012.1 for more details. [top]
Q12. 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. [top]
Q13.What is global supervisor and how can I utilize that for approvals across business groups? A: This feature allows the user to forward a document (PO or Req) to a supervisor in a different business group than the user. This is enabled when the profile 'HR:Cross Business Groups' is set to yes. The action history will also show the details including the name of the person from the different business group. This functionality is available on Procurement Family Pack F (11i.PRC_FP.F) and above. For more information please refer to: Purchase Requisition Approval Across Business Groups - Note 291046.1. [top]
Q14. I have end-dated a position but still have the employees assigned to this position. These employees continue to be able to approve the POs as before. Why?A: They would continue to be able to approve as long as they have valid assignments. When you are altering your organization structure by expiring a position, you MUST also make alternatives for the open assignments on this position. This should be a part of your organization structure migration process. Once you have migrated completely to the new Position Structure, including the proper employee-position assignments, run the Fill Employee Hierarchy program. This would affect the PO Approval accordingly.
Subject: FAQ: Autocreate Purchase Orders
FAQ Details
Q1. Does autocreate copies descriptive flexfields from the requisition to the document you create? A: Yes, but it does not validate the information. For example: If in the requisition desc flex is not mandatory and in the purchase order it is mandatory, autocreate will not error out. It will just copy as is.[top]
Q2. Does autocreate copy Notes from the requisition to the document you are creating?A: Yes, Notes are copied from the requisition lines and the corresponding requisition header. [top]
Q3. What are the columns on which autocreate combines the requisition lines into a single document lines?A: 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 RFQ’s, quantities of all requisition lines that have the same item, revision, and line type are combined.[top]
Q4. What price becomes the actual price in case multiple requisition lines with different prices are combined to single PO line?A: The lowest unit price from the combined requisition lines becomes the actual price of the purchase order line. [top]
Q5. What are the columns based on which Shipping information is combined in case of autocreate? A: 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 [top]
Q6. Does autocreate add to an existing PO shipment that has been encumbered? A: 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. [top]
Q7. What can be done to open the created document directly once autocreate is done successfully?A: 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. [top]
Q8. Can requisition line with item number and without item number [one time item] be combined to single document line in autocreate?A: 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. [top]
Q9. Can you autocreate a release if the description of the requisition created in PO is different of the description of the Blanket? A: 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. [top]
Q10. How do you prevent autocreate from seeing requisitions from another organization? A: 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. [top]
Q11. Can you autocreate from a quotation and tie the PO to the associated quotation and requisition?A: 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. [top]
Q12. Where does the note to buyer show on an autocreated PO? A: 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. [top]
Q13. Does the supplier name from a requisition get carried over to an autocreated purchase order? A: 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. [top]
Q14. What causes the APP-14090 error when autocreating a requisition?A: 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. [top]
Q15. How do you autocreate a requisition with a document type as blanket release when requisitions were imported from a 3rd party system?A: 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. Navigation: Purchasing -> Reports -> Submit a request for Requisition Import Purchasing -> AutoCreate[top]
Q16. How do you autocreate MRP generated requisitions to a blanket purchase order? A: 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. [top]
Q17. Can you autocreate more than one standard PO in one autocreate session? A: 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. [top]
Q18. Try to autocreate, but the system hangs, how to cancel the requisition that are locked? A: 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. [top]
Q19. What is the package or procedure that stores the autocreate process?A: 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.[top]
Q20. What does the grouping method 'Default' indicate in the autocreate form?A: 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.[top]
Q21. 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? A: Make sure Inventory organization field is populated in Financial Options.
posted by Adarsh Krishna at 2:27 PM
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