How To Reset a Purchase Order or Requisition From In Process or Pre-Approved To

Incomplete/Requires Reapproval For Isolated Cases [ID 390023.1]

Modified 12-AUG-2011

Type HOWTO

Status PUBLISHED

In this Document
Goal
Solution
Instructions:
Scope:
References

Applies to:
Oracle Purchasing - Version: 11.5.9 to 12.1 - Release: 11.5 to 12.1
Information in this document applies to any platform.

Goal
Purchasing uses different document statuses to indicate different stages of approval of a document. 'In
process' and 'Pre approved' stages indicate the document is undergoing approval and therefore in these
states, the document is not available for editing and can only be viewed by the user in the summary
screens.
During approval, sometimes purchasing documents get stuck in workflow, due to
1. Temporary approval workflow error. There is no error for new documents.
2. Workflow being purged even when the po approval is active. There is no workflow activity for the
item type and item key associated to the document. Enhancement Request Bug 10390644 FEATURE TO PREVENT IN PROCESS / PRE-APPROVED DOCUMENTS WITH CANCELLED
WORKFLOWS has been logged to help address this area. This enhancement request is asking
for logic to prevent or provide feature to automatically address POs that have workflows cancelled
while they are still IN PROCESS. Once they are cancelled they can be purged which can lead to
the PO being IN PROCESS with no workflow data situation.
3. A data corruption existing on the document. If there is some incorrect data entered in the
document which needs correction and there is no notification in the worklist so the document can
be rejected.
A example of temporary approval workflow error occurs when a workflow related package is invalid. In
such a case the workflow errors out. However the same can be revoked after the package is made valid
and the erroring workflow activity is retried.
For cases where there is NOT a pending notification and the workflow cannot be progressed using
wfretry, is there any other alternative?

Solution
For cases where there is NOT a pending notification and the workflow cannot be progressed using
wfretry, use the reset scripts provided in these patches:

Patch:5549427 for release 11.5.9 and 11.5.10. (See Scope section for restrictions on encumbrance
documents.)
Patch:9707155:R12.PO.A for release 12.
Patch:9707155:R12.PO.B for release 12.1
These scripts allow the user to resubmit the document for approval by resetting the authorization status
when documents are stuck in 'In-Process' or 'Pre-Approved' statuses. The scripts are:

poxrespo.sql - to reset Standard, Blanket, Planned and Contract purchase orders

poresrel.sql - to reset Blanket and scheduled releases

poresreq.sql - to reset Internal and purchase requisitions

In order to obtain the scripts apply the proper patch. The scripts will be available in the $PO_TOP/sql
directory.
It is strongly encouraged to use these reset scripts where there are single (or few) occurrences of
documents getting stuck. It is not necessary to submit a Service Request for authorized use of these
scripts and if any issues arise after proper use of one of the reset scripts the issues will be fully supported
by Oracle Support.
Often where there are single occurrences that cannot be replicated, root cause investigations cannot be
performed. But if there are continued repetitive occurrence of such issues, then these should be reported
to Oracle Support.

Instructions:
The script prompts the user for :

Document number
Organization id. (Important: This prompt should never be entered with a null value as the
organization id is never null at the table level and must be entered or else the query to find the
document to reset will not find the document). Use these scripts to identify the organization id:
o

Requisition:
SQL > select hr.name, prh.segment1, prh.org_id
from po_requisition_headers_all prh,
hr_all_organization_units hr
where prh.org_id = hr.organization_id and
prh.segment1 = '&Enter_Req_Number';

Purchase Order:
SQL > select hr.name, poh.segment1, poh.org_id
from po_headers_all poh,
hr_all_organization_units hr
where poh.org_id = hr.organization_id and
poh.segment1 = '&Enter_PO_Number';

Purchase Order Release:

SQL > select hr.name, poh.segment1, por.release_num, por.org_id

from po_headers_all poh,
po_releases_all por,
hr_all_organization_units hr
where poh.org_id = hr.organization_id and
por.org_id = poh.org_id and
poh.po_header_id = por.po_header_id and
poh.segment1 = '&Enter_PO_Number' and
por.release_num = '&Enter_Release_Num';

With poxrespo.sql and poresrel.sql an option to delete or update the action history since the last
submission of the document for approval. On selecting update, if there is an action pending on a
particular user, the scripts will update the action code as 'No Action Taken'. If the action history
does not contain a record with pending user action, the update action will have no effect on the
action history. On selecting the delete option, the action history for the unsuccessful approval
cycle would be deleted.
For example.: for Standard PO Number 5211
Revision Sequence Action Employee
0 1 Submit A
0 2 forward A
0 3 Approve B
0 4 Reserve B
1 5 Submit A
1 6 forward A
17

Here the document is stuck after 1 successful approval for Revision 0. Hence if you choose the
Delete action for action history, the sequence number 5,6,7 will be deleted and the document
would be set to Requires reapproval. If you choose the Update option for this case then the action
at sequence 7 would be updated to 'No Action Taken' and the note field would indicate 'Updated
by reset script on <date>'.

Scope:

These script picks up documents, which are:

o
o

Not canceled
Not finally closed

In statuses - 'IN PROCESS' or 'PRE-APPROVED'

Perform the following checks before proceeding to reset the PO:

1. If open notification is present, warn the user.
2. If a change request is associated with the document abort the script.
3. Reset requisition script aborts if the requisition is found to be associated with a purchase
order or internal Sales Order.
4. If USSGL Transaction codes are being used and/or Federal Purchasing, the script
aborts.

5. If you are on 11.5.10 and the document that you wish to reset is sourced to an
encumbered blanket agreement or an encumbered global agreement, do not use this
script.
6. If you are on 11.5.10 run the program 'Import Journals' from the GL responsibility before
running this script. This is required for the encumbrance diagnostics performed by this
script. Failing to run the program may result in incorrect information coveyed by the
script.
7. Do not apply the script to releases prior to 11.5.9.
8. For release 12 and 12.1 the script will take care of encumbered documents, but it will
abort if any of the document distributions has a wrong encumbrance amount.

If the above check pass the scripts:

9. Abort all the workflow processes associated with the document Approval.
10.
Updates action history.
11.

Updates the PO tables to set the status correctly.

12.

For 11.5.10, the script corrects encumbrance entries if encumbrance is used.

For 11.5.10, the script suggests any Manual postings that may be required to
correct encumbrance entries in GL. These manual postings appear in the table
po_manual_postings_temp.

13.

Additional Search Terms: A purchase requisition is not getting approved and stuck in PO Req
workflow, PO hangs in process, Release hangs in process, REQAPPRV Errored Out, resend
notification that has already been purged, resend purged notifications

References
BUG:10390644 - FEATURE TO PREVENT IN PROCESS / PRE-APPROVED DOCUMENTS WITH
CANCELLED WORKFLOWS
Related
Products

Oracle E-Business Suite > Procurement > Procurement > Oracle Purchasing
Keywords
APPROVAL; CANCEL; IN PROCESS; PO APPROVAL; PO REQUISITION APPROVAL; PO STUCK
IN PROCESS; PRE-APPROVED; PURCHASE ORDER
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How to fix a Document That Fails Funds Reservation And Is in Process or Pre-Approved. [ID
461104.1]
Modified 26-NOV-2008

Type HOWTO

Status PUBLISHED

In this Document
Goal
Solution

Applies to:
Oracle Purchasing - Version: 11.5.10.2
Information in this document applies to any platform.
POXPOVPO

Goal
To assist users having documents in INPROCESS or Pre-Approved status.

Solution
Please use the script provided in patch 5398037, if the following steps are unsuccessful.
1. Navigate to PO Summary form and query PO.
2. Go to Inquire/View Action History. The last action sequence should show a blank action. Note the
employee name next to this blank action.
3. Employee from #2 should log into application and go to Notification Summary screen.
4. There should be an Unable to Reserve notification. Open this and select Return to Preparer.
This will set the PO status to Rejected and allow the needed changes to be made.

Related
Products
Oracle E-Business Suite > Procurement > Procurement > Oracle Purchasing

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