purchase requisition in oracle apps

Oracle Purchase Order Documentation (P2P)

Purchase Requisition in Oracle Apps:

Purchase Requisition is a formal request intended to procure/buy something that is needed by the organization. It is created and approved by the department requiring the goods and services.

A purchase requisition typically contains the description and quantity of the goods or services to be purchased, a required delivery date, account number and the amount of money that the purchasing department is authorized to spend for the goods or services. Often, the names of suggested supply sources are also included.

Internal requisition and Purchase requisitionInternal Requisitions are created if the Items are to be obtained from one Inventory location to another location within the same organization. Here the source of the requisition would be INVENTORY. There is no approval process for internal requisition.Purchase Requisitions are created if the goods are obtained from external suppliers. Here the source of the requisition would be SUPPLIERS. The purchase requisitions are sent for approvals.

Create a Purchase Requisition:Navigation: Purchasing Vision Operations (USA) >> Requisitions >> Requisitions

Requisition is divided into two parts: header and lines.The header holds the general information about the requisition that is related to all the lines where as the lines have the specific information about the item to be purchased.Choose the requisition type (here it is purchase requisition). Preparer is the default person who is creating the requisition and cannot be changed. Item requester can be different from preparer. You can give the description in the description field.Navigate to lines tab and select the item that you wanted to purchase and enter the quantity and need by date.

In the Source details tab, you can input detailed information. You can give a specific note to the buyer which might give particular information related to this purchase. You can also add buyer’s name.RFQ required check box denotes that the purchase of the item requires a request for quoteDocument type, document and line are all completed by EBS automatically when a requisition is created from a blank order, a contract or a quotation.Global is checked when a blanket purchase agreement for the entire organization exists for the item being purchased

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Owning organization displays the organization who owns the agreement. This feature is usually seen when an organization is using a centralized purchasing model.Contract num along with rev references the associated contract agreement with the supplier for specific terms and conditionsYou can further add extra description in the details tab. You can notify supplier that the item is needed urgently by checking urgent checkbox. Note to receiver might give some information to the receiver when he receives the item. Transaction nature describes the nature of transaction. You can enter a reference number which provides a reference to a document in another system such as a work order. You can select UN number and hazardfrom list of values.Requisitions can be added in any currency set up in EBS by identifying the currency code and exchange rate type on currency tab.

Select the Distributions tab and enter the charge account.

Close the form and save your work. You will now notice that ‘Approve’ button is highlighted. Click the ‘Approve’ button to submit this requisition for approval.

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Click ‘OK’ button to send the Approval notification to the concerned person. Approval Hierarchies are used to route the documents to the concerned person for Approval. The document can be ‘approved’ or ‘rejected’.

You can always check the ‘Status’ of your ‘requisition’ by navigating to ‘Requisition summary’. Here you can get your ‘requisition’ details by entering your requisition number.

Requisitions>> Requisition Summary

Click on Clear button. Enter the Requisition Number, Click on Find button.

Here, our requisition is approved. You can also view the ‘Action History’ of the requisition by navigating to Tools menu >> Action History.Here the sequence of the steps involved (who has submitted the requisition, and who has approved/ rejected the requisition) is shown:

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Base tables for Purchase Requisition in Oracle Apps1. PO_REQUISITION_HEADERS_ALL (SEGMENT1 column in this table represents the requisition number)This table stores Header information of a Purchase Requisition.Important columns of this table:REQUISITION_HEADER_ID: It is a unique system generated Requisition identifierPREPARER_ID: It is a unique identifier of the employee who prepared the requisitionSEGMENT1: It is the Requisition numberAUTHORIZATION_STATUS: Authorization status typeTYPE_LOOKUP_CODE: Requisition typeORG_ID: Unique Operating unit unique identifierYou can get REQUISITION_HEADER_ID by executing the following command:Select REQUISITION_HEADER_ID FROM PO_REQUISITION_HEADERS_ALL WHERE SEGMENT1= '14461';; –14461is our Requisition NumberResult: REQUISITION_HEADER_ID = 182371REQUISITION_HEADER_ID is the link between PO_REQUISITION_HEADERS_ALL and PO_REQUISITION_LINES_ALL.

2.PO_REQUISITION_LINES_ALLThis table stores information about Requisition lines in a Purchase Requisition. This table stores information related to the line number, item number, item category, item description, item quantities, units, prices, need-by date, deliver-to location, requestor, notes, and suggested supplier information for the requisition line.Important columns of this table:REQUISITION_HEADER_ID: It is a unique system generated Requisition identifierREQUISITION_LINE_ID: Link between PO_REQUISITION_LINES_ALL And PO_REQ_DISTRIBUTIONS_ALLLINE_NUM: Indicates the Line numberLINE_TYPE_ID: Indicates the Line typeCATEGORY_ID: Unique Item category identifierITEM_DESCRIPTION: Description of the ItemQUANTITY NUMBER: Quantity orderedSELECT REQUISITION_LINE_ID FROM PO_REQUISITION_LINES_ALL WHERE REQUISITION_HEADER_ID=182371;

Result: REQUISITION_LINE_ID = 209599

3. PO_REQ_DISTRIBUTIONS_ALLThis table stores information about the accounting distributions of a requisition line. Each requisition line must have at least one accounting distribution. Each row includes the Accounting Flexfield ID and Requisition line quantity.Important columns of this table:DISTRIBUTION_ID: Unique Requisition distribution identifierREQUISITION_LINE_ID: Unique Requisition line identifierCODE_COMBINATION_ID: Unique General Ledger charge account identifierDISTRIBUTION_NUM: Distribution number SELECT DISTRIBUTION_ID FROM PO_REQ_DISTRIBUTIONS_ALL WHERE REQUISITION_LINE_ID= 208442;Result: DISTRIBUTION_ID= 208179You can view results by executing the following SQL commands:SELECT CREATION_DATE, AUTHORIZATION_STATUS, SEGMENT1, TYPE_LOOKUP_CODE from PO_REQUISITION_HEADERS_ALL where SEGMENT1= '14461';

SELECT CREATION_DATE, CREATED_BY, ORG_ID, REQ_LINE_QUANTITY FROM PO_REQ_DISTRIBUTIONS_ALL WHERE REQUISITION_LINE_ID=209599;

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Purchase Order:A Purchase order is a commercial document and first official order issued by the buyer to the supplier, indicating types, quantities, and agreed prices for products or services the supplier will provide to the buyer.

There are four types of Purchase Orders.

Standard Purchase Order

Used for One-time purchases for goods and services. Here you know the item, price, payment terms an delivery schedule

Planned Purchase Order

Created when you have long-term agreement with the supplier. You must specify the details of goods and services, payment terms and the tentative delivery schedule

Blanket Purchase Agreement

Created when the details of items and services, payment terms are known but not specific about the delivery schedule

Contract Purchase Agreement

Created when the terms and conditions of a purchase are known but specific goods and services are not.

Create a Standard Purchase Order.we will Auto Create a Purchase Order based on Approved Requisition.Navigation: Purchasing Vision Operations (USA)>> Auto Create.Click on Clear button. Enter requisition number and click Find to navigate to Auto Create documents window.

Select your Requisition Line by ticking the check box next to the Requisition LineAction: CreateDocument Type: Standard POGrouping: DefaultClick Automatic button and click create button in the New Document form. By clicking Automatic button, a standard PO is created based on the details provided in the Purchasing requisition.You can select Supplier either in the New Document form or in the Purchase Order form.

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Select the Supplier and Supplier Site. Click on Create button.

Status represents the status of the document. Incomplete is the default status for all purchase orders until they are submitted for the first time for approval.

Click Shipments button.Shipment number, Org, Ship-to, UOM, Quantity and Need-by-date are shown by default. These fields can be edited as needed. You can split the lines and can change the ship-to Organization, quantity of items to be shipped and delivery date.[you can request the supplier to supply some of the quantities to be supplied by the need-by date you provided and rest of the quantities (to the same ship-to address or a different address) to a different need-by-date]

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Click More tab. The default values are generated, Select the Match Approval Level is 2-Way.

Receipt Close Tolerance (%) determines when this line will close for receiving.Invoice Close Tolerance (%) determines when this line will close for invoicing.A Purchase Order has three main close points: Closed for Receiving, Closed for Invoicing(these two relate to a specific line) and Purchase Order itself has a closed status.The entire order will not close automatically if all the lines are not closed for both receiving and invoicing. A tolerance of 0% indicates that it will close when the total amount received or invoiced equals the amount on the order, whereas a close tolerance of 100% indicates that no receipts or invoices are required for this order, which will close the lines for receiving as soon as the order is approved. Reviewing these default close tolerances on a regular basis is a good idea to ensure orders are properly controlled and closed with minimal intervention by the purchasing agent.

Select an option at Match approval LevelThis determines the close point for an order.2-way determines Purchase Order and Invoice quantities must match with in the tolerance before the corresponding invoice can be paid.Quantity Billed = Quantity OrderedInvoice Price = Purchase Order Price3-way determines Purchase order, receipt, and invoice quantities must match within tolerance before the corresponding invoice can be paid.Quantity Billed = Quantity OrderedInvoice Price = Purchase Order PriceQuantity Billed = quantity Received4-way determines Purchase order, receipt, accepted, and invoice quantities must match within tolerance before the corresponding invoice can be paid.Quantity Billed = Quantity OrderedInvoice Price = Purchase Order PriceQuantity Billed = quantity ReceivedQuantity Billed= Quantity AcceptedSelect an Invoice Match OptionThe Invoice Match Option determines whether the invoice will be matched to the Receipt or the PO when using 3-Way matchingSelect PO when using 2-way and select PO or Receipt for 3-Way.Enter the Receiving control information by clicking Receiving Controls button.

Click on Ok button.

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Enter distributions for the shipments by clicking Distributions button.

Click on More tab. The Requisition number from which this Purchase Order has been created is shown by default.Close the Distributions window, Shipments window.Click Terms to enter terms, conditions, and control information for purchase orders.Click Currency button to enter and change currency informationSave your work and click Approve button for Approval process.

Click OK and check the status in the Purchase Order.

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Base tables for Purchase Order are as follows:1. PO_HEADERS_ALL (SEGMENT1 column in this table represents the Document number)This table stores header information of a Purchasing Document. You need one row for each document you create.The following are the documents that use PO_HEADERS_ALLRFQ’s, Quotations, Standard Purchase Order, Planned Purchase Order, Blanket Purchase Order and ContractsImportant columns of this table:PO_HEADER_ID, SEGMENT1, TYPE_LOOKUP_CODE, VENDOR_ID, VENDOR_SITE_ID, CLOSED_CODEPO_HEADER_ID is a unique system generated primary key and is invisible to the users.SEGMENT1 is the document numberYou can uniquely identify a row in PO_HEADERS_ALL using ORG_ID, SEGMENT1, and TYPE_LOOKUP_CODE, or using PO_HEADER_ID.Sample queries:SELECT PO_HEADER_ID, TYPE_LOOKUP_CODE FROM PO_HEADERS_ALL WHERE SEGMENT1= ‘311’;SELECT PO_HEADER_ID, AGENT_ID, TYPE_LOOKUP_CODE, CLOSED_CODE FROM PO_HEADERS_ALL WHERE SEGMENT1= ‘6044’;2. PO_LINES_ALLThis table stores the line information of a Purchasing Document.Important columns of this table:PO_LINE_ID: Unique identifier of the Document LinePO_HEADER_ID: Unique identifier of the Document Header (with reference to PO_HEADERS_ALL, PO_LINE_ID)LINE_TYPE_ID: Unique identifier of Line_Type (with reference to PO_HEADERS_ALL, PO_LINE_ID and PO_HEADER_ID)LINE_NUMBER: Line NumberITEM_ID: Unique Item IdentifierORG_ID: Unique Identifier of the Operating UnitCLOSED_CODE: Status of the DocumentSample Queries:SELECT PO_LINE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334;SELECT LINE_TYPE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334 AND PO_LINE_ID= 173263;3. PO_LINE_LOCATIONS_ALLThis table contains the information related to purchase order shipment schedules and blanket agreement price breaks. You need one row for each schedule or price break you attach to a document line.There following are the seven documents that use shipment schedules:

1. RFQs2. Quotations3. Standard purchase orders4. Planned purchase orders5. Planned purchase order releases6. Blanket purchase orders7. Blanket purchase order releases

Each row includes the location, quantity, and dates for each shipment schedule. Oracle Purchasing uses this information to record delivery schedule information for purchase orders, and price break information for blanket purchase orders, quotations and RFQs.The following are the important columns of this table:LINE_LOCATION_ID: Unique Identifier of Document shipment schedulePO_HEADER_ID: Unique Identifier of Document header. (with reference to PO_HEADERS_ALL.po_header_id.)PO_LINE_ID: Unique Identifier of Document line (with reference to PO_LINES_ALL.po_line_id)QUANTITY: Quantity ordered for Purchase Orders, RFQs and QuotationsQUANTITY_RECEIVED: Quantity received until todayQUANTITY_ACCEPTED: Quantity accepted after inspectionQUANTITY_REJECTED: Quantity rejected after inspectionQUANTITY_BILLED: Quantity invoiced by Oracle PayablesQUANTITY_CANCELLED: Quantity cancelledTAXABLE_FLAG: indicates whether the shipment is taxableORG_ID: Operating unit unique identifierSHIP_TO_ORGANIZATION_ID: Unique identifier of Ship-to organizationSample Queries:SELECT LINE_LOCATION_ID FROM PO_LINE_LOCATIONS_ALL WHERE PO_HEADER_ID= 110334 AND PO_LINE_ID= 173263;

SELECT QUANTITY, QUANTITY_RECEIVED, QUANTITY_ACCEPTED, QUANTITY_BILLED, QUANTITY_REJECTED, ORG_ID FROM PO_LINE_LOCATIONS_ALL WHERE LINE_LOCATION_ID= 264421;

4. PO_DISTRIBUTIONS_ALL

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This table contains the information related to accounting distribution of a purchase order shipment line. You need one row for each distribution line you attach to a purchase order shipment. There are four types of documents using distributions in Oracle Purchasing:

1. Standard Purchase Orders2. Planned Purchase Orders3. Planned Purchase Order Releases4. Blanket Purchase Order Releases

Each row includes the destination type, requestor ID, quantity ordered and deliver-to location for the distribution.Important columns of this table:PO_DISTRIBUTION_ID: This is the primary key for this table. It is a unique Document Distribution identifier.PO_HEADER_ID, PO_LINE_IDLINE_LOCATION_ID: Unique Identifier of the Document Shipment Schedule (with reference to PO_LINE_LOCATIONS_ALL, LINE_LOCATION_ID)CODE_COMBINATION_ID: Unique Identifier of General Ledger Charge Account (with reference to GL_CODE_COMBINATIONS.CODE_COMBINATION_ID)REQ_DISTRIBUTION_ID: Unique Identifier of a Requisition distribution (with Reference to PO_REQ_DISTRIBUTIONS_ALL.DISTRIBUTION_ID)Sample Queries:SELECT PO_DISTRIBUTION_ID FROM PO_DISTRIBUTIONS_ALL WHERE PO_HEADER_ID= 11033;

SELECT CODE_COMBINATION_ID FROM PO_DISTRIBUTIONS_ALL WHERE PO_DISTRIBUTION_ID= 13033;

5. VENDORS_ALLThis table stores the general information about the suppliers.6. PO_VENDOR_SITES_ALLThis table stores information about the supplier sites. Each row includes the site address, supplier reference, purchasing, payment, bank, and general information.7. PO_RELEASES_ALLThis table stores information related to planned and blanket Purchase Order releases. Each row includes the buyer, date, release status, and release number. Each release must have at least one purchase order shipment.8. PO_VENDOR_CONTACTSThis table stores information about contacts related to Supplier site. Each row includes contact name and site.9. PO_ACTION_HISTORYThis table stores information about the approval and control history of a Purchasing Document. This table stores one record for each approval or control action an employee takes on a purchase order, purchase agreement, release or requisition.

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Creating Receipts in Oracle AppsReceipts are created to receive the items based on a Purchase Order.Navigation>> Receiving>> Receipts.

It will display Organizations window, Enter the V1 for Vision Operations.It will display Find Expected Receipts (V1) window. Enter your Purchase Order number, Click on Find button.

It will display Receipt Header (V1) window, click on Lines window, bottom Screen of Header window.

Click on Lines Screen.

Check the Lines you want to receive.In the lower part of the screen, Purchasing displays the following detail information for the current shipment line: Order Type, Order Number, Source, Due Date, Item Description, Hazard class, Destination, UN Number, Receiver Note, and Routing.

Click on Save button.Click on Header and save the receipt to get the receipt number.

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Navigate back to Purchase Order, query for your Purchase Order and select Shipments button and click on Status tab to verify that the quantity ordered items match the quantity received and status should be ‘Closed for Receiving’Steps. 1. Purchasing, Vision Operations (USA) => Purchase Orders => Purchase Orders. 2. Press F11 for Query Mode, Enter your Purchase Order Number in PO, Rev Column, Press Ctrl + F11. 3. Click on Shipments button, click on Status button. 4. It will display Ordered and Received Quantity.

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Verify Items in Inventory:

After Receiving the goods then only we can give the Receipt. Once Receipt is done we have to check those goods in Inventory.

Navigation:1. Select Inventory, Vision Operations (USA) responsibility.2. Double click on On-hand, Availability, On-hand, Quantity, Choose V1 Vision Operation.3. Enter your Item Name, Click on Find button. (OR) Click on Receipt tab. Enter your Receipt Number click on Find button.

Click on Find button.Double click on Organizations => V1 => On-hand => Stores => NOKIA 1122 => Availability.

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Invoice Creation:After receiving the Good into Inventory We have to pay the Amount Using Invoice.Steps:

1. Switch Responsibility to Payable, Vision Operations (USA).2. Invoice => Entry => Invoices.3. Enter the PO Number, Press Tab key.4. Invoice Date (Today) and Invoice Number (N400).5. Enter the Invoice Amount.

6. Click on Save.7. Click on Match Button. Click on Find button.8. Choose the Match Check box.

9. Click on Match button.

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10. Select the Total Amount Copy and Paste it in Invoice Amount text box.11. Click on Save button.12. Select Actions..1 button.13. Select Validate Checkbox, Click on Ok button.

14. Select the Total Amount Copy and Paste it in Invoice Amount text box.15. Click on Save button.16. Select Actions..1 button.17. Select Validate Checkbox, Click on Ok button.18. Now Status will be displayed as Validated Message.19. Select Actions..1 button. Click on Force Approval Check box. Click on Ok.20. Select Actions..1 button. Create Accounting Check box. Select Draft, Click on Ok.

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21. Select Actions..1 button. Create Accounting Check box. Select Final Radio button, Click on Ok.

22. Click on Save button.23. Select Actions..1 button. Click on Pay in Full. Check box. Click on Ok.

24. Enter the Payment Date, Bank Account (BofA-204), Payment Method (Check), Payment Process Profile (Check – USD), Payment Document (Check 204), Document Number automatically generated.

25. Click on Save button.

26. Click on Actions...1, Create Accounting Check box, Select Draft Radio button. Click on Ok.

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27. Click on Actions...1, Create Accounting Check box, Select Final Post Radio button, Click on ok.28. Automatically within the Background Concurrent programs will be executed for Posting Payments (AP) to

General Ledger (GL).29. Select View=>Requests => Find button. After Finish all the Concurrent programs execution.30. Select Journal Import, Click on View Output button. It will displays Journal Import Execution Report.

31. Close all the Windows.32. Switch Responsibility to General Ledger, Vision Operations (USA).33. Double Click on Journals => Enter.34. Enter the Period Sep-13, Click on Find button.

35. Select your Journals, Click on Review Journal button. It will display the Journal.

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purchase requisition in oracle apps

Documents

requisition type

purchase requisitionsare

blanket purchase agreement

item requester

specific information

entire organization

detailed information

particular information