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Copyright © 2009, Oracle. All rights reserved. Appendix A - Setup Steps Chapter 15 - Page 1 Appendix A - Setup Steps Chapter 15 Oracle University and Egabi Solutions use only THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY. COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED

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Page 1: R12 Oracle Purchasing Fundamentals Table of Contentsdbmanagement.info/Books/MIX/D49874GC20_chap15.pdf · balance at the legal entity level to have a consolidated Trial Balance for

Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 1

Appendix A - Setup Steps Chapter 15

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Page 2: R12 Oracle Purchasing Fundamentals Table of Contentsdbmanagement.info/Books/MIX/D49874GC20_chap15.pdf · balance at the legal entity level to have a consolidated Trial Balance for

Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 2

Appendix A - Setup Steps

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 3

Objectives

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 4

Agenda

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Page 5: R12 Oracle Purchasing Fundamentals Table of Contentsdbmanagement.info/Books/MIX/D49874GC20_chap15.pdf · balance at the legal entity level to have a consolidated Trial Balance for

Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 5

Setting Up Purchasing

Setting Up Purchasing

The following setup steps are basic setups. One person or a large team of people working concurrently may perform setups. In an implementation, common application setups are generally performed first, followed by shared setups for each product family (procure to pay, order to cash) and finally application specific setups. The intent of this module is to provide a setup overview to key setup tasks and the sequence in which they should be performed. Some of the steps included here may have already been performed while implementing other Oracle Applications. For more information, refer to the Oracle Purchasing User’s Guide.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 6

Define Users for Setup Tasks

Set Up System Administrator (Required)

Create one or more users who will be performing setup tasks and assign them the required setup responsibilities. In a small implementation, one user could perform all setups so assign all of the required responsibilities to that user. In a larger implementation, create users and assign the appropriate responsibilities to them. You do not need to assign an employee to a responsibility at this time. You will assign the following responsibilities:

• General Ledger Super User - Define set(s) of books • System Administrator - Set system profile options, create responsibilities, set up printers

and other system administration related tasks. • Payables - Perform payables related setups • Purchasing Super User - Perform purchasing related setups. • HRMS Manager - Set up employees, hierarchies, locations, and organizations. You do not

need this responsibility if Human Resources is not installed.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 7

Note: If you are implementing multiple operating units, there’s no need to assign the Purchasing Super User or Payables Manager responsibility at this point in time. Wait to assign them until the appropriate operating units are assigned to the responsibility.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 8

Define a Ledger

Define a Ledger (Required)

Define accounting key flexfields and Cross Validation rules. You may not need to perform this step if you have already installed and set up Oracle General Ledger or performed a common–applications setup. Prior to defining Period and Historical rates, you must use the System Administrator responsibility to set the GL: Ledger Name profile option to the appropriate Ledger. Set this profile option at the Responsibility level. You will also have to have at least one period with a status of Open in the Ledger attached to your responsibility before you will be able to set up Period and Historical rates.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 9

Define Human Resources Key Flexfields

Define Human Resources Key Flexfields (Required)

You may not need to set up Human Resources key flexfields if you have already installed and set up Oracle Human Resource Management Systems.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 10

Set Address Style Default

Set Address Style Default (Optional)

You can update country and territory information including the name, description, VAT member state code, or address style for any of the more than 200 predefined countries or territories. Address styles determine how locations and address styles are displayed on forms and printed on documents like purchase orders and payments.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 11

Define Locations

Define Locations (Required)

You are required to set up at least one location for now. You can set up the remaining locations after you define inventory organizations and tax codes. You may need to revisit this step after you set up organizations, if you want to link a location to an inventory organization. If you set up default Ship-To and Bill-To locations now, they will be available to set as default values when you define Financial Options. It is a good idea to set up Locations now; however the setup can be performed any time from here forward.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 12

Define Organizations

Define Organizations (Required)

You may not need to perform this step if you have already performed a common–applications setup. Define business groups (BG) You will need to set up at least one business group first or use the default business group. You will need the Human Resources key flexfields to do this. A business group is a Human Resources organization to which you assign employees. After creating your business groups, use the System Administrator responsibility to set the HR:Business Group profile option. Once you’ve done this, log out, then back in to the system, and continue defining the legal entities, operating units and inventory organizations that will roll up to the business group attached to the responsibility you use. Ledger Although the Ledger is not an organization, it is important to show that is a part of the organization hierarchy. Legal entities you define are associated with one and only one Ledger. Define legal entities (LE) Set up your legal entities. Make sure you specify the Ledger that the legal entity rolls up to in the Legal Entity Accounting window. To open the Legal Entity Accounting window, click the

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 13

button labeled Choose. Click Others for your GRE/Legal Entity, then select Legal Entity Accounting from the list of values. If you do not specify the Ledger here, you will not be able to create and save operating units later! Legal entities provide flexibility for reporting, especially statutory tax compliance reporting. For many Oracle reports, you can report across operating units at the legal entity level. For example, you can run an Accounts Payable trial balance at the legal entity level to have a consolidated Trial Balance for all operating units that roll up into the legal entity. The legal entity generally becomes the balancing segment; however, that is not always the case. Define operating units (OU) When operating in a Multi-Org environment, it is a good idea to create one operating unit and perform the necessary setups for that operating unit. If you change your mind in the future, you can add additional operating units fairly easily. Note: If you are using multiple operating units, you must use the System Administrator responsibility and run the Replicate Seed Data concurrent request for each additional operating unit you define (the ADADMIN utility is used for the first one). Define inventory organizations (IO) Define at least one inventory organization. This is a required step regardless of whether or not you will be managing inventory and processing receiving activities. You will need to specify a master inventory organization when you set up Financial Options. Be prepared to specify the following account combinations:

• Material (defaults to new subinventories but you can override it) • Purchase Price Variance • Invoice Price Variance • Inventory AP Accrual • Sales • Cost of Goods Sold

Note: All Oracle Applications users access the system through a responsibility that is linked to a security group and a security profile. The security group determines which Business Group the user can access. The security profile determines which records (related to organizations, positions and payrolls) the user can access within the Business Group. For more information, refer to Using Oracle HRMS - The Fundamentals. O

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 14

Create Responsibilities

Create Responsibilities (Required)

Create the responsibilities you’ll need to perform setup. Each responsibility will be linked to a business group and operating unit (if you’re using them) and a Ledger. You do not need to create all of your responsibilities at this time, just the ones that are necessary to perform system setups.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 15

Set Key Profile Options

Set Key Profile Options (Required)

The following profile options should be set prior to entering setups. • HR: Business Group • HR: Security Profile • GL: Ledger Name • HR: User Type • Printer • Concurrent: Report Copies • MO: Operating Unit • PO: Workflow Processing Mode

Note: Not all profile options are available to be set at all levels.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 16

Convert to Multi-Org

Convert to Multi-Org (Required)

After creating your first operating unit, you will need the system administrator to run the ADADMIN utility to convert to Multi-Org. This is only necessary for the first operating unit you add. When adding additional operating units, use the System Administrator responsibility and run the Replicate Seed Data process for each additional operating unit you create.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 17

Set Up Descriptive Flexfields

Set Up Descriptive Flexfields (Optional)

Set up descriptive flexfields now so you will be able to capture any setup data that must be stored in a descriptive flexfield. For example, if you need descriptive flexfield information stored with suppliers, the descriptive flexfield should be set up prior to entering suppliers. O

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Appendix A - Setup Steps Chapter 15 - Page 18

Define Purchasing Lookups and Codes

Define Lookups and Codes (Optional)

If you need these lookup codes, create them now in the Oracle Purchasing Lookups window so they are available when you specify default values for Financial Options.

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Appendix A - Setup Steps Chapter 15 - Page 19

Define Payment Terms

Define Payment Terms (Required)

Set up at least the default payment terms you will specify when you set up Financial Options. You can delay this setup step but should complete it prior to entering suppliers. You will need to perform this setup only one time even if you have multiple operating units. O

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Appendix A - Setup Steps Chapter 15 - Page 20

Define Tax

Define Tax (Optional)

If you need to specify a default tax code when you set up Financial Options, set it up now. Additional tax related setups may be performed later. If you have defined multiple operating units, you will need to perform this step for each one. For more information, refer to the Oracle Payables User’s Guide.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 21

Define Freight Carriers

Define Freight Carriers (Optional)

Define freight carriers if you want to specify the freight carrier that a supplier should use on a purchase document. You must perform this step for each inventory organization. You select in Financials Options, the Ship Via field. O

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 22

Define Financials Options

Define Financials Options (Required)

Use the Financials Options window to set the following information: • Employee numbering • Position approval hierarchies option (whether to use position approval hierarchies) • Inventory organization • Business group (Make sure a business group is specified.) • Supplier numbering • Employee numbering

You must first use the Choose Ledger window to specify your primary Ledger before you will be able to enter the Financial Options window. This step must be performed for each operating unit. The following account combinations should be set up in advance (if you have not enabled dynamic insertion for your Ledger) or at least the segment values. Be prepared to enter the following accounts:

• Liability • Prepayment

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Appendix A - Setup Steps Chapter 15 - Page 23

• Discount Taken In addition, be prepared to optionally enter the following accounts:

• Future Dated Payment • PO Rate Variance Gain • PO Rate Variance Loss • Expenses Clearing

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Page 24: R12 Oracle Purchasing Fundamentals Table of Contentsdbmanagement.info/Books/MIX/D49874GC20_chap15.pdf · balance at the legal entity level to have a consolidated Trial Balance for

Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 24

Define Inventory Key Flexfields

Define Inventory Key Flexfields (Required)

Even if you do not use any of the above flexfields, you must still enable at least one flexfield segment for each and compile them because Oracle Inventory transactions (such as the Define Items window), inquiries, and reports require a frozen flexfield definition. The Stock Locator flexfield is an optional flexfield. The rest are required. Note: Define any Shorthand Aliases you want to use prior to compiling your flexfields. This is an optional step.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 25

Set Up Shorthand Aliases

Set Up Shorthand Aliases (Optional)

Shorthand aliases are nicknames for key flexfield combinations. Users can choose from values that are easily recognized to default key flexfield combinations. Using Shorthand Aliases can sometimes speed data entry and increase accuracy. Shorthand Aliases are commonly defined for long account combinations. Set the Flexfields: Shorthand Entry profile option to determine when the list of values opens. For example, some users may not want the list of values to be displayed when they enter a key flexfield that has a Shorthand Alias. You can enable them for some users and disable them for others.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 26

Define Units of Measure

Define Units of Measure (Required)

You may not need to perform this step if you have already installed and set up Oracle Inventory or performed a common-applications setup. Initial definition is performed one time, regardless of how many operating units you have. O

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 27

Define Standard Attachments

Define Standard Attachments (Optional)

Define any standard attachments. After you define your standard attachments, you can reference them on your documents. You can reference as many standard attachments from your documents as you want. If you want a text attachment to print on a purchase document, make sure you designate the usage for that attachment to be Supplier. You can provide attachments at the header and line level for the following documents:

• Requisitions • Standard and Planned Purchase Orders (also shipment level) • Blanket Purchase Agreements • Releases (header and shipment levels) • Contract Purchase Agreements (header level only) • RFQs • Quotations • Receipts (line level only) • Receiving Transactions (line level only)

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Appendix A - Setup Steps Chapter 15 - Page 28

You can also provide attachments for your items. When you create an attachment, you designate whether you want the attachment to be available to the supplier, receiver, approver, or buyer. Or, you can designate that you want the attachment to appear to anyone who has access to that particular document on–line.

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Copyright © 2009, Oracle. All rights reserved.

Appendix A - Setup Steps Chapter 15 - Page 29

Define Item Attributes, Codes, and Templates

Define Item Attributes, Codes, and Templates

Item Attribute Controls (Required with defaults) Most item attributes default to Item Master–level control. The rest default to the Organization-level. Container type QuickCodes (Optional) Define container type QuickCodes. Status codes (Required with defaults) Define status codes. Default status codes include basic statuses such as Active, Inactive, Obsolete, and Prototype. Item type QuickCodes (Required with defaults) Define item type QuickCodes. Default QuickCodes include Finished Goods, Option Class, Kit, Purchased Item. Item commodity codes (Optional) Define customer item commodity codes. These can be used to group customer items.

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Appendix A - Setup Steps Chapter 15 - Page 30

Item templates (Optional) Define item templates. You can define an item template if many items share the same values for multiple attributes.

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Appendix A - Setup Steps Chapter 15 - Page 31

Define Category Codes and Category Sets

Define Category Sets and Category Codes

You may already have performed this step, if you set up Inventory. Define Category Codes (Required) Define category codes. Define Category Sets (Required with defaults) Define category sets. Examples of category sets are Inventory and Purchasing. Also, assign each functional area (Purchasing, Inventory, and so on) a default category set.

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Appendix A - Setup Steps Chapter 15 - Page 32

Define Catalog Groups

Define Catalog Groups (Optional)

A catalog group consists of descriptive elements for items to which you assign sets of values such as type, size, or color. You may already have performed this step, if you set up Oracle Inventory.

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Appendix A - Setup Steps Chapter 15 - Page 33

Define Subinventories

Define Subinventories (Optional)

You can define your own subinventories such as Inspection, Cold Storage, or Reject-Disposition. Subinventories are defined separately for each inventory organization.

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Appendix A - Setup Steps Chapter 15 - Page 34

Define Cross-Reference Types

Define Cross-Reference Types (Optional)

Cross-reference types are links between inventory items and other pieces of information. Examples of other pieces of information are old item numbers and supplier item numbers.

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Appendix A - Setup Steps Chapter 15 - Page 35

Define Jobs, Positions, and Position Hierarchies

Define Jobs, Positions, and Position Hierarchies

You might not need to perform this step if you have already installed and set up Oracle Human Resource Management Systems or performed a common–applications setup. Define Jobs (Required) Define jobs. Define Positions (Optional) You must define positions if you plan to use position hierarchies. Define Position Hierarchies (Optional) You can define one or more position hierarchies to meet your needs. You must define positions if you plan to use Position Hierarchies. Make sure you run the Fill Employee Hierarchy process after defining position approval hierarchies.

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Appendix A - Setup Steps Chapter 15 - Page 36

Define Personnel

Define Personnel (Required)

You may not need to perform this step if you have already installed and set up Oracle Human Resource Management Systems or performed a common applications setup. If you use Oracle Purchasing without Oracle Human Resource Management Systems, use the setup window from within Purchasing for defining employees. If you use Purchasing with Human Resource Management Systems, use the setup window for defining employees from within the Human Resource Management Systems application. Purchasing users must have user names, which is a later setup step. These Purchasing user names must be linked to an employee name.

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Appendix A - Setup Steps Chapter 15 - Page 37

Define Approval Groups and Assignments

Define Approval Groups and Assignments

This step needs to be performed for each operating unit. Define Approval Groups (Required) Once you have defined an approval group you can then use it to assign approval functions to jobs or positions in the Approval Assignments window. Assign Approval Groups (Required) Approval groups will be associated with document types for either positions or jobs. If you are using a position hierarchy, you will associate approval groups with documents added to positions and if you are using an employee/supervisor hierarchy, you will associate approval groups with documents added to jobs.

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Appendix A - Setup Steps Chapter 15 - Page 38

Define Buyers

Define Buyers (Required)

Use the Buyers window to define and maintain your buyers. Buyers can review all requisitions using the Requisitions window, and only buyers can use the AutoCreate window to create purchasing documents. You need to perform this setup step once for each Business Group you define. You will only see buyers associated with your operating unit on many lists of values.

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Appendix A - Setup Steps Chapter 15 - Page 39

Set Up Document Types

Document Types (Required)

Navigation: Set up : Purchasing > Document Types Set up document types for each purchase document you will be using. This step must be performed for each operating unit. O

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Appendix A - Setup Steps Chapter 15 - Page 40

Define Lookup Codes and Classes

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Appendix A - Setup Steps Chapter 15 - Page 41

Define Line Types

Define Line Types (Required)

The default line types that Purchasing provides include Goods, Services, and Outside Processing. Oracle Purchasing comes with one line type defined and you must set up any additional line types you want to use. Perform this step once, regardless of how many operating units you have. Create additional Line Types prior to defining Purchasing Options in case you want to specify one as a default Line Type. Note: These Line Types are used by Oracle iProcurement as well as Oracle Purchasing.

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Appendix A - Setup Steps Chapter 15 - Page 42

Define Purchasing Options

Define Purchasing Options (Required)

Define Purchasing Options for each operating unit. Be prepared to provide the following account:

• AP Expense Accrual Account Ora

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Appendix A - Setup Steps Chapter 15 - Page 43

Define Receiving Options

Define Receiving Options (Required)

Define Receiving Options. This step needs to be performed for each inventory organization. Use the Change Organization function in the Purchasing menu to switch inventory organizations. O

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Appendix A - Setup Steps Chapter 15 - Page 44

Set Address Style Default

Set Address Style Default (Optional)

You can update Country and Territory Information including the name, description, VAT member state code, or address style for any of the more than 200 predefined countries or territories. Address styles determine how locations and address styles are displayed on windows and printed on documents like purchase orders and payments.

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Appendix A - Setup Steps Chapter 15 - Page 45

Define Suppliers

Define Suppliers (Required)

Set up suppliers any time from this point forward. Suppliers are set up only once but supplier sites are set up for each operating unit.

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Appendix A - Setup Steps Chapter 15 - Page 46

Set Up Credit Card Programs

Set Up Credit Card Programs (Optional)

You only need to perform this step if you are using procurement cards. This step must be performed separately for each operating unit.

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Appendix A - Setup Steps Chapter 15 - Page 47

Define Items

Define Items (Optional)

This step needs to be performed for each inventory organization and involves the following tasks:

• Define items at the master level. • Update the default categories assigned to the items. • Assign items at the organization level. • Define item relationships.

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Appendix A - Setup Steps Chapter 15 - Page 48

Modify Account Generator

Modify Account Generator (Optional)

The Account Generator process in Oracle Purchasing builds a charge, accrual, and variance account for each purchase order, release, and requisition distribution based on the distribution’s Expense, Inventory, or Shop Floor destination type. Budget accounts are built only if you are using Encumbrances. You must review the default process that Purchasing uses to see if it meets your accounting requirements. You can optionally customize the Account Generator to build the accounts differently if that is a business requirement. If you are using Projects, you must modify the Purchasing and Payables Account Generator workflows. There are no defaults to build project-related accounts. Note: Account Generator workflows can be modified by Ledger

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Appendix A - Setup Steps Chapter 15 - Page 49

Set Up Workflow Options

Set Up Workflow (Required)

If you will be using the PO Create Documents workflow to automatically generate standard purchase orders and blanket purchase agreement releases, verify the settings of the following attributes:

• Is Automatic Creation Allowed? • Should Workflow Create the Release? • Should Contract be used to AutoCreate Doc? • Is Automatic Approval Allowed?

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Appendix A - Setup Steps Chapter 15 - Page 50

Start Concurrent Managers

Start Concurrent Managers

• Start the Receiving Transaction manager (Required) • Start the PO Document Approval manager (Required)

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Appendix A - Setup Steps Chapter 15 - Page 51

Schedule Background Processes

Start Background Processes (Required)

Schedule the Send Notifications for Purchasing Documents process (Required) The Send Notifications for Purchasing Documents process starts the workflow process that sends notifications about purchase documents. Schedule the Workflow Background Process (Required) The Workflow Background Engine must be running if you are using the following options:

• Background mode for purchasing approvals (as specified by the PO: Workflow Processing Mode profile)

• The Timeout feature in any workflow. The Timeout feature sends reminder notifications • The Background mode for the item attribute Send PO Autocreation to Background in the

PO Requisition Approval workflow. When the PO Create Documents workflow is submitted, if the item attribute Send PO AutoCreation to Background is set to ‘Y’, document creation will occur in Background mode.

The Confirm Receipts Workflow Select Orders process. This is a process you submit through the Submit Request window. If you submit it, the Workflow Background Engine must also be running.

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Appendix A - Setup Steps Chapter 15 - Page 52

Start the Purchasing Database Administration process (Required) Use the Purchasing Database Administration process to initiate concurrent processes that purge obsolete records in Purchasing interface tables and other temporary tables. The purging of obsolete data helps reduce memory load and improve system performance. You need to run this process only once because the AutoSubmit process resubmits itself daily after you submit it the first time. Fill Employee Hierarchy process Run the Fill Employee Hierarchy process if you are using Position Hierarchies Activate Periodic Alerts If you are using any of the standard Purchasing alerts (Notification Controls assigned to blanket purchase agreements, for example) use the Alert Manager responsibility to activate the appropriate alerts. Schedule other processes Schedule other processes including:

• Purchase order print processes • Workflow Agent Listener

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Appendix A - Setup Steps Chapter 15 - Page 53

Set Up Sourcing Rules and Assignments

Set Up Sourcing Rules and Assignments (Optional)

You can set up Purchasing to automatically default source document information from a blanket purchase agreement or catalog quotation onto a requisition or purchase order line for a particular item and supplier. Or you can default just a supplier and optionally a supplier site. You can set up automatic sourcing now or at any time on an ongoing basis. Set up any Approved Supplier Lists as well. Note: Purchasing will choose to default the supplier with the highest allocation regardless of rank.

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Appendix A - Setup Steps Chapter 15 - Page 54

Open Accounting Periods

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Appendix A - Setup Steps Chapter 15 - Page 55

Perform Additional System Administration

Perform Additional System Administration (Optional)

Set up additional responsibilities, users and any printers you will be using.

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Appendix A - Setup Steps Chapter 15 - Page 56

Create Folders

Create Folders (Optional)

Create folders on key forms to: • Show fields that are not shown by default. If you don’t see a field on a form that you think

should be there, try using Folder Tools to see fields that are hidden by default. • Hide fields that you do not need to enter data into and that you do not want to see. Note

that not all fields can be hidden. • Change column names on folders. • Sort records displayed in folders in different orders. For example, you can sort orders by

descending date to see the most recent orders first. • Save a query with a folder. • Change field lengths for columns in a folder. • Move fields that you seldom or occasionally use to the right so data entry personnel do not

needlessly tab through them. You can use the System Administrator responsibility to administrate folders. You can have specific folders default for different responsibilities or users. Set the Folders: Allow Customization profile option to allow or prevent customization of folders.

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Appendix A - Setup Steps Chapter 15 - Page 57

Note: Be careful with the positioning of dependent fields, in cases where: • Fields have default values • Fields have controls for later fields

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Appendix A - Setup Steps Chapter 15 - Page 58

Agenda

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Appendix A - Setup Steps Chapter 15 - Page 59

Reports

Reports

Employee Listing Use this report to create a list of employees that meet criteria you specify. Payment Terms Listing Use the Payment Terms Listing to review a complete list of the payment terms you have defined in the Payment Terms window. Tax Names Listing Use the Tax Names Listing to review rate and account information for tax names you defined in the Tax Names window. Tax Recovery Rules Listing Use the Tax Recovery Rules Listing to review all the tax recovery rules and rates that you defined in the Tax Recovery Rules window. The report lists all of the rates for each tax rule. Buyer Listing The Buyer Listing shows the buyer name, default purchasing category, ship-to location, and effective dates of all buyers or a selected set of buyers. You can also use the report to isolate buyers who are assigned to a category of procurement items.

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Appendix A - Setup Steps Chapter 15 - Page 60

Financials/Purchasing Options Listing The Financials/Purchasing Options Listing can be used to review the options set for your system in the Financials Options and Purchasing Options windows. This report also displays your receipt numbering options in the Receiving Options window, for each inventory organization.

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Appendix A - Setup Steps Chapter 15 - Page 61

Reports

Reports

Location Listing The Location Listing shows internal organizations locations and addresses. Purchasing lets you specify which locations you want to review: Ship To, Bill To, Office, Internal, and Receiving. Use this report to isolate locations which are only for a specific function, such as locations where receiving is permitted. This document can be used as a resource when entering purchase order receiving locations. Quality Code Listing The Quality Code Listing shows inspection quality codes. You can use this listing to help assign quality codes when inspections are performed. Standard Notes Listing The Standard Notes Listing shows your standard notes and their start and end dates. Unit of Measure Class Listing The Unit Of Measure Class Listing shows the classes of measurement you have defined. A unit of measure class is a grouping of common units of measurement. For example, the standard

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Appendix A - Setup Steps Chapter 15 - Page 62

measurement for distance is inch, yard, foot, or mile. Units of distance are assigned to the class Distance. The units assigned to a class are reviewed in the Unit Of Measure Listing. Unit of Measure Listing The Unit of Measure Listing shows the unit conversions you have defined in the Unit of Measure Conversions window. A unit of measure is assigned to a class.

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Appendix A - Setup Steps Chapter 15 - Page 63

Agenda

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Appendix A - Setup Steps Chapter 15 - Page 64

Profile Options (Required)

Profile Options (Required)

These are a few key profile options. Refer to product user guides for more complete lists. PO: Set Debug Concurrent On This profile option is used, usually by technical support staff only, for finding problems with ReqImport. The default value is No. The user can view and update this profile option. It can also be updated at the user, responsibility, application, and site levels. PO: Set Debug Workflow On This profile option is used, usually by technical support staff only, for finding problems with Purchasing workflow processes. The default value is No. The user can view and update this profile option. It can also be updated at the user, responsibility, application, and site levels. PO: Workflow Processing Mode Affects the performance of the Purchasing approval workflow processes:

• Online - Completes an entire approval workflow process before letting you proceed to the next activity, but provides you with an updated Status (for purchase orders) as soon as it finishes.

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Appendix A - Setup Steps Chapter 15 - Page 65

• Background - Enables you to proceed to the next activity while the approval process completes in the background. When this profile option is set to Background, you must start the Workflow Background Engine, which you access through the System Administrator responsibility. It is recommended that you set this process to run frequently, if you are using it for Background mode approvals.

PO: Write Server Output to File Yes or No indicates whether log details are written to a flat file rather than to the standard concurrent manager details log viewable through the View Log button in the Submit Request window when running the Purchasing Documents Open Interface program. Audit Trail: Activate If you want to keep track of the changes made to your data by application users, you should set up AuditTrail for the relevant tables. Defining AuditTrail for your site involves defining Audit Groups, which are groups of tables and columns for which you intend to track changes. You then define Audit Installations to instruct AuditTrail which ORACLE IDs you want to audit. Finally, you run the Audit Trail Update Tables Report, which allows your AuditTrail definitions to take effect. Default Country This is the default source for the Country field for all address zones and is used by the Flexible Address Formats feature, the Flexible Bank Structures feature and the Tax Registration Number and Taxpayer ID validation routines.

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Appendix A - Setup Steps Chapter 15 - Page 66

Profile Options (Recommended)

Profile Options (Recommended)

Folders: Allow Customization Your system administrator controls whether you can create or customize a folder definition layout in folder block. MO: Operating Unit Determines the operating unit associated with your responsibility. Printer You can select the printer which prints your reports. HR: User Type Use this profile option to limit field access when sharing HR and Payroll. GL: Ledger Name Specify your Ledger. This option also associates a Ledger with a responsibility.

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Appendix A - Setup Steps Chapter 15 - Page 67

Profile Options (Review)

Profile Options (Review)

HR: Security Profile Enter the security profile for the responsibility.This must be set up at responsibility level, otherwise the default view– all security profile is used. Using Standard HRMS security you can only set up one security profile for a responsibility. Do not set this profile for Cross Business Group responsibilities (like service centers). HR: Business Group Associate a business group with a responsibility. Flexfields: Shorthand Entry If shorthand flexfield entry is defined for your flexfield, you can use a shorthand alias to automatically fill in values for some or all of the segments in a flexfield. Flexfields: Open Descr Window Controls whether a descriptive flexfield window automatically opens when you navigate to a customized descriptive flexfield. Flexfields: Open Key Window Controls whether a key flexfield window automatically opens when you navigate to it.

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Appendix A - Setup Steps Chapter 15 - Page 68

Concurrent Report Access Level Determines access privileges to report output files and log files generated by a concurrent program. This profile option can be set by a System Administrator to User or Responsibility. For example, if you want all holders of a responsibility to see report output generated by a holder of that responsibility, set the value to Responsibility.

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Appendix A - Setup Steps Chapter 15 - Page 69

Profile Options (Overlooked)

Profile Options (Overlooked)

Viewer: Text The Viewer: Text profile option has been enhanced to allow you to send report output directly to a browser window. Enter ”Browser” in this profile option to take advantage of this feature. Concurrent: Report Copies You can set the number of output copies that print for each concurrent request. Account Generator: Purge Runtime Data ”Yes” ensures that the Oracle Workflow data used to generate accounting flexfield code combinations using the Account Generator is purged after the Account Generator has completed. This profile option should always be set to ”Yes” unless you are debugging the Account Generator. Running the Account Generator with this profile set to ”No” fills up the workflow tables and slows performance.

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Appendix A - Setup Steps Chapter 15 - Page 70

Summary

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