ProcuretoPayCycle

TablesinPOalongwiththeirlinks:

ThebasicP2P(ProcuretoPay)Cyclecanbeexplainedas:

Thefirststepinthisistogathertherequisitionfromvariousmodulesusingthe
RequisitionImportconcurrentprogram.Forexample,whenwerunaminmaxplanningininventory,
wegetthelistofitemswhichisbelowthereorderlevel.Inthesamereportthereisanoptiontocreate
requisitionaswell.Whenthatoptionisenabled,thesysteminternallycreatesarequisitionforthat
particularitemwhichisbelowthereorderlevel.ThisrequisitioncanbeviewedinPurchasing
responsibility.NotetheRequisitionnumberandthencreateanRFQ(RequestForQuotation)usingthis
Requisitionasthereference.OncethisRFQiscreated,itissenttothevarioussuppliers.Oncethe
suppliersreceivethesequotations,theythensendtheirbid/quotationforapproval.ThentheBuyerssit
andanalyzethesequotationsandfinallyzeroinonaparticularquotationwhichisapprovedasit
satisfiesthevariousconditions.Whenthisquotationisapproved,itisthenconvertedtoaPurchase
Document(therearefourtypesofPurchaseDocuments).AfterthecreationofPurchasedocuments,itis
thenapprovedfollowingtheapprovalhierarchy.OncethisPurchaseorderisapproved,itisthensentto
thesupplierwhointurnshipsthematerialstothelocationspecifiedinthePODocument.Oncethe
materialisshipped,itisthentransferredtothesubinventoryaspertherulesetinReceivingControlsof
theparticularPurchasedocument.Oncethematerialisreceivedthenthenextstepistoprocessthe
paymentforthereceivedmaterials.Fordoingthis,anInvoiceiscreatedandthisinvoiceissenttothe
PayablesdepartmentwhichpaysthesupplierbasedonthepurchaseOrder.Finally,thetransactionis
postedtoGeneralLedger.

Requisition:
TherearetwotypesofrequisitioninPO,InternalandPurchasingRequisitions.
RequisitionTables:
HeaderSection:
PO_REQUISITION_HEADERS_ALL(REQUISITION_HEADER_ID)
ColumnLink:

REQUISITION_HEADER_ID

DocumentTypeColumn:

TYPE_LOOKUP_CODE(valueiseitherInternalorPurchase)

ApprovalFlag:

AUTHORIZATION_STATUS(valueisApproved,

Cancelled,Inprocess,Incomplete,Preapproved,Rejected,
System_saved)

Createdby:PradeepB

ProcuretoPayCycle

LineSection:
PO_REQUISITION_LINES_ALL (REQUISITION_LINE_ID)
ColumnLink:

REQUISITION_HEADER_ID(from
PO_REQUISITION_HEADERS_ALL)

Distributions:
PO_REQ_DISTRIBUTIONS_ALL(DISTRIBUTION_ID)
ColumnLink:

REQUISITION_LINE_ID(fromPO_REQUISITION_LINES_ALL)

RequestForQuotation:

TherearethreetypesofRFQsandtheyareBid,CatalogandStandardQuotations.

P.S:AblanketPurchaseAgreementcanalsobecopiedandcreatedasanRFQ(SourcingRFQ).
o

Catalog:Usedforhighvolumeitemsoritemsforwhichyoursuppliersendsyou
informationregularly.ACatalogquotationorRFQalsoincludespricebreaksatdifferent
quantitylevels.

Standard:Usedforitemsyou'llneedonlyonceornotveryoften,butnotnecessarilyfor
aspecific,fixedquantity,location,anddate.Forexample,youcoulduseaCatalog
quotationorRFQforofficesupplies,butuseaStandardquotationorRFQforaspecial
typeofpenyoudon'torderveryoften.AStandardquotationorRFQalsoincludesprice
breaksatdifferentquantitylevels.

Bid:Usedforaspecific,fixedquantity,location,anddate.Forexample,aBidwouldbe
usedforalargeorexpensivepieceofequipmentthatyou'veneverorderedbefore,or
foranitemthatincurstransportationorotherspecialcosts.Youcannotspecifyprice
breaksforaBidquotationorRFQ.

WecanusetheAutoCreateoptiontocreateanRFQfromRequisition.Autocreatecanalsobeusedto
createaPurchaseOrderdirectlyfromanRequisition
TablesInvolved:
HeaderSection:

PO_HEADERS_ALL

(PO_HEADER_ID)
Createdby:PradeepB

ProcuretoPayCycle

LineSection:

ColumnLink:

PO_HEADER_ID

DocumentType:

TYPE_LOOKUP_CODE (valuesincludeRFQ,QUOTATION,
BLANKET,CONTRACT,STANDARD,PLANNED)

RFQType:

QUOTE_TYPE_LOOKUP_CODE(ValuesincludeSTANDARD,
BID,CATALOG)

RFQStatus:

STATUS_LOOKUP_CODE
Active,InProcess,Close)

(ValuesincludeA,I,Cviz.

PO_LINES_ALL (PO_LINE_ID)

ColumnLink:

PO_HEADER_ID(fromPO_HEADERS_ALL)

PriceBreaks/Shipments:

PO_LINE_LOCATIONS_ALL(LINE_LOCATION_ID)

ColumnLink:

PO_HEADER_ID(FromPO_HEADERS_ALL)

PO_LINE_ID(FromPO_LINES_ALL)

TypeofShipment:

SHIPMENT_TYPE

ClosedStatus:

CLOSED_CODE(ThevaluesincludeCLOSED,

CLOSEDFORINVOICE,CLOSEDFORRECEIVING,FINALLY
CLOSED,OPEN)

Terms:

AP_TERMS_TL(TERM_ID)

ColumnLink:

TERM_ID(inPO_HEADERS_ALL)

Quotation:

UsethesameRFQandgotoTOOLS=>CopyDocumentandcreateaNewQuotationspecifying
thesupplierintheCopyDocumentform.

Createdby:PradeepB

ProcuretoPayCycle

HeaderSection:

PO_HEADERS_ALL(PO_HEADER_ID)

IftheoriginisaCopyDocumentthenthefollowingcolumnswillgetpopulated

FROM_HEADER_ID

(HasthePO_header_IdofRFQ)

FROM_TYPE_LOOKUP_CODE

(Storesthetype_lookup_codeofthe
from_header_id)

DOCUMENT_CREATION_METHOD

(Storesthewaythedocwascreated.Valuesare
COPY_DOCUMENT,AUTOCREATE,ENTER_PO,
PDOI)

LinesSection:

PO_LINES_ALL(PO_LINE_ID)

PriceBreaks/Shipping:

PO_LINE_LOCATIONS_ALL(LINE_LOCATION_ID)

ColumnLink:

PO_HEADER_ID(FromPO_HEADERS_ALL)

PO_LINE_ID(FromPO_LINES_ALL)

ColumnLink:

PO_HEADER_ID(fromPO_HEADERS_ALL)

TypeofShipment:

SHIPMENT_TYPE

ClosedStatus:

CLOSED_CODE(ThevaluesincludeCLOSED,
CLOSEDFORINVOICE,CLOSEDFORRECEIVING,FINALLY
CLOSED,OPEN)

Distributions:

PO_DISTRIBUTIONS_ALL(PO_DISTRIBUTION_ID)

ColumnLink:

PO_HEADER_ID(FromPO_HEADERS_ALL)

PO_LINE_ID(FromPO_LINES_ALL)

LINE_LOCATION_ID(FromPO_LINES_ALL)

PO_RELEASE_ID(FromPO_RELEASES_ALL)
Createdby:PradeepB

ProcuretoPayCycle

QuotationApprovals:

PO_QUOTATION_APPROVALS_ALL(QUOTATION_APPROVAL_ID)

ColumnLink:

LINE_LOCATION_ID(FromPO_LINE_LOCATIONS_ALL)

PurchaseorderCreation:

OncetheQuotationisapproved,usethecopydocumentfeaturetocreateaPurchaseOrder
fromthetoolsmenu.

Whenthisisdone,thePurchaseAgreementcreatedusingStandardQuotationresultsina
BLANKETPURCHASEAGREEMENT.(Thefieldisfrozen,socannotchangethetypeofPO)
HeaderSection:

PO_HEADERS_ALL(PO_HEADER_ID)
AmountAgreed:

BLANKET_TOTAL_AMOUNT(HoldstheAmountAgreedvalueof
BPA)

AmountLimit:

AMOUNT_LIMIT(holdstheLimitofaPOinthetermswindow)

POnumber:

Segment1

P.S:WecanonlyreviseaPurchaseOrderafterithasbeenapproved.AfterrevisingthePurchase
Order,thestatusofthePObecomesRequiresReApprovalandinthebackend,the
Authorization_statusreadsasREQUIRESREAPPROVALandtheApproved_FlagreadsasR.
LineSection:

PO_LINES_ALL(PO_LINE_ID)

ColumnLink:

PO_HEADER_ID(fromPO_HEADERS_ALL)

PriceBreaks/Shipment:

PO_LINE_LOCATIONS_ALL(LINE_LOCATION_ID)

ReleaseofthecreatedPurchaseOrder:

Createdby:PradeepB

ProcuretoPayCycle

OncethePurchaseorderiscreatedandapproved,thenextstepintheprocessistoreleasethe
purchaseorder.

HeaderSection:

PO_RELEASES_ALL(PO_RELEASE_ID)

ColumnLink:

AuthorizationStatus:

PO_HEADER_ID(FromPO_HEADERS_ALL)
AUTHORIZATION_STATUS(thevaluesforthe
Authorization_statusofaReleaseareApproved,InProcess,
RequiresReApproval,Incomplete)

LinesSection:

PO_LINE_LOCATIONS_ALL(LINE_LOCATION_ID)

ColumnLink:

PO_RELEASE_ID(FromPO_RELEASES_ALL)

ApprovalStatus:

APPROVED_FLAG

Distribution:

PO_DISTRIBUTIONS_ALL(PO_DISTRIBUTION_ID)

ColumnLink:

PO_RELEASE_ID(FromPO_RELEASES_ALL)

ReceivingItemsintheInventory:

AfterthereleaseofthePurchaseorder,theitemsarethenreceivedinInventory.Theseare
receivedbasedontheReceivingcontrolsspecifiedinthePurchaseagreement.
Therearethreewaysinwhichanitemisreceivedandtheyare
a) DirectTransfer
Heretheitemisdirectlyreceivedintheinventory.
b) StandardTransfer
Heretheitemisfirstreceivedandisthentransferredtotheconcerned
subinventory.HerewehavetoperformtheReceivingtransactions.
c) Inspection
Heretheitemsarefirstreceivedandthenitisinspectedandaccepted
orrejectedbasedontheinspectionresults.Hereagain,wehaveto
performthereceivingtransactionsandapproveordisapprovethe
items.
Createdby:PradeepB

ProcuretoPayCycle

P.S:WhentheReceivingcontrolhastheoptionasDirectthenwedothereceivingreceipts
alone.
Receiving=>Receipts:
TablesInvolved:
RCV_SHIPMENT_HEADERS(SHIPMENT_HEADER_ID)

ColumnLink:

SHIPMENT_HEADER_ID

RCV_SHIPMENT_LINES (SHIPMENT_LINE_ID)
ColumnLink:

SHIPMENT_HEADER_ID(From
RCV_SHIPMENT_HEADERS)
PO_HEADER_ID(fromPO_HEADERS_ALL)
PO_RELEASE_ID(FromPO_RELEASES_ALL)
PO_LINE_ID(FromPO_LINES_ALL)

PO_LINE_LOCATION_ID(From
PO_LINE_LOCATIONS_ALL)
PO_DISTRIBUTION_ID(FromPO_DISTRIBUTIONS_ALL)
REQUISITION_LINE_ID(From
PO_REQUISITION_LINES_ALL)
REQ_DISTRIBUTION_ID(from
PO_REQ_DISTRIBUTIONS_ALL)

WhentheReceivingcontrolsisofStandardorInspectiontype,thenwedotheReceiving
transactions.Thereisanextratableinvolvedforallthetransactionsthattakesplaceupondoinga
Receivingtransactionormerelyreceipts.

RCV_TRANSACTIONS (TRANSACTION_ID)
ColumnLink:

SHIPMENT_HEADER_ID(From
RCV_SHIPMENT_HEADERS)
SHIPMENT_LINE_ID(FromRCV_SHIPMENT_LINES)

PO_HEADER_ID(fromPO_HEADERS_ALL)
Createdby:PradeepB

ProcuretoPayCycle

PO_RELEASE_ID(FromPO_RELEASES_ALL)
PO_LINE_ID(FromPO_LINES_ALL)

PO_LINE_LOCATION_ID(From
PO_LINE_LOCATIONS_ALL)
PO_DISTRIBUTION_ID(FromPO_DISTRIBUTIONS_ALL)
REQUISITION_LINE_ID(From
PO_REQUISITION_LINES_ALL)
REQ_DISTRIBUTION_ID(from
PO_REQ_DISTRIBUTIONS_ALL)
Oncethisisdone,theitemsaresuccessfullyreceivedintheinventoryandtheonHandquantity
increases.
ThiscanbecheckedfromthetableMTL_ONHAND_QUANTITIES_DETAILS
Invoice:
Thisisthenextstepafterreceivingthematerials.Inthis,aninvoiceiscreatedforthequantityreceived.
TablesInvolved:

AP_INVOICES_ALL(INVOICE_ID)

AP_INVOICE_DISTRIBUTIONS_ALL(INVOICE_DISTRIBUTION_ID)

ColumnLink:

INVOICE_ID(FromAP_INVOICES_ALL)

PO_DISTRIBUTION_ID(FromPO_DISTRIBUTIONS_ALL)

AP_INVOICE_PAYMENTS_ALL(INVOICE_PAYMENT_ID)

ColumnLink:

ColumnLink:

PO_HEADER_ID(FromPO_HEADERS_ALL)

INVOICE_ID(FromAP_INVOICES_ALL)

GeneralLedger:
Thisisthefinalstep;herewetransferthetransactionstoGeneralLedgerusingaconcurrentprogram

Createdby:PradeepB

ProcuretoPayCycle

MiscellaneousTables:

PO_DOCUMENT_TYPES_ALL

FND_LOOKUP_VALUES

PO_HEADERS_ARCHIVE_ALL(PO_HEADER_ID)

(EverythingthathasaPrefixPOrelatestoPurchasing)

[Storestheinformationaboutthepreviousversions,i.e.theolderversionsofaPurchase
Order.Incontrast,thePO_HEADERS_ALLonlyhasthelatestrevisedversionofa
PurchaseOrder.ToviewanyolderversionsofaparticularPO,querythistable.]

PO_VENDORS(VENDOR_ID)

PO_HEADERS_GT
[ThisisaGlobalTemporarytableusedinpurchasingmoduleforintermediate
transactions.Thisistransactionspecificandtherecordsgetdeletedaftereverycommit
]

PO_APPROVED_SUPPLIER_LIST(ASL_ID)

PO_HAZARD_CLASSES (HAZARD_CLASS_ID)

Createdby:PradeepB