P2P - Oracle Procure To Pay Life Cycle Training Manual

P2P - Oracle Procure To Pay Life Cycle Training Manual
OracleApps88
Procure To Pay Cycle-Overview

Procure to Pay cycle in Oracle is the cycle which is concerned with the procurement of
the raw materials from suppliers to prepare the finished goods to the step of payment to
the supplier for the goods purchased. The process flow remains the same across various
versions of Oracle Apps viz. 11i, R12 with slight variations in the options that are present in each version.
In P2P cycle the primary modules included are PO, AR, AP, CM and GL with an integration with other modules like iProcurement, iSupplier, iExpenses, Services Procurement, Sourcing, Procurement Contracts, Approval Management, EBTax, and Payments. Sometimes considered as an another module, SubLedger Accounting is a functionality which is integrated into other modules to generate accounting entries for transactions generated for those modules.
P2P In Simple?
Procuring raw materials from suppliers which are required to manufacture the final
or finished goods. Paying the supplier from whom the material was purchased.
Fig.1. P2P flow diagram
The requirement arises from requirements for items, and company places order for items
needed. The vendor supplies the items. Once items are received payment will be made
i.e an invoice will be raised and payment will be made to the vendor. The payment can
be of cash, cheque etc. This is governed under cash management and finally the transaction details will be accounted in GL.
1.
2.
3.
4.
5.
6.
7.
8.
9.
This article discusses the steps involved in a Procure to Pay (P to P) cycle applied in
many business organizations.
Organization Structure to understand Procure to Pay cycle process flow
How to create a Purchase Requisition in Oracle Apps.
Steps to create a Request for Quotation (RFQ) in Oracle Apps
How to create Quotation and Perform Quote analysis in Oracle Apps
Steps to Create Purchase order (PO) in Oracle Apps
Creating Receipts in Oracle Apps
Verify Items in Inventory
Creating and Making Payments for an Invoice in Oracle Apps
Create Journal entries in General Ledger and post
OracleApps88
The following is a high level process flow diagram of Procure to Pay cycle. It details the
series of transactions from procurement to payment and final accounting.
Fig.2. Process Flow Diagram of P2P
OracleApps88
2. Organization Structure to understand Procure to Pay cycle process flow

The Procure to pay cycle is tightly linked to the organizational structure. Hence, it is
important to first understand the organization structure of the business (also referred to
as Org Structure in ERP consulting parlance) to understand the business process flows.
The organization structure specified in this article is based on the Multi-Organization
concepts as applicable to Oracle Apps R12 version.
To give an illustration of why this is important, consider the following example.
When there is a requirement for a specific item to be procured, it is essential to know
which inventory organization (say Chicago manufacturing plant) in the Organization
Structure has the requirement for that item. It is also essential to know the Operating
Unit corresponding to the Inventory Organization for which the requisition is being
made.
While creating a requisition, the details of both Operating Unit and Inventory Organization would have to be provided. Hence, having a pictorial representation of the organization structure as follows helps.
1.
2.
3.
4.
5.
6.
The Organization Structure represented in the diagram below can be interpreted

as follows:
There is a single Business Group which is like a parent group for all the legal entities. A
Business Group is not a legal entity and is not a register enterprise.
There can be one or more Legal Entities. Legal Entities require compliance with local
laws both legal and accounting related.
The Primary Ledger is required for recording all the financial transactions.
Operating Units are defined for each Legal Entity.
A Legal Entity can have one or more Operating Units. The transactions in each Operating Unit are recorded in the Primary Ledger tagged with that Operating Unit.
Inventory Organizations are defined for each Operating Unit. These represent the units
where actually production/manufacturing/Processing may take place.
OracleApps88
4. Pre Requisites for Purchase Order:

1. Item Creation
2. Supplier Creation
3. Buyer Creation
------------------------------------------------1. Item Creation:
a. Attach the Responsibility called "Inventory Vision Operations (USA)"
b. Open the Items form
i. Items=>Master Item
c. Select the Organization name - Vision Operations
d. Enter the Item Name, Item Description
i. Go to Inventory tab check the checkbox called Inventory Item
ii. Go to purchasing tab check the check box called Purchasable
e. Save
f. Go to Tools Menu => Organization Assignment option to assign for the multiple Organizations.
Select * FROM MTL_SYSTEM_ITEMS_B
where SEGMENT1='APACHE';
-- INVENTORY_ITEM_ID=20817
2.
a.
b.
c.
d.
e.
i.
ii.
iii.
Supplier Creation:
Attach the Responsibility called "Purchasing Vision Operations (USA)"
Go to the Supplier Form
Supply Base=>Suppliers
Enter the Supplier Name. Save. Supplier number will be created automatically.
Select the Sites button enter the supplier site address and other details
Go to the Contacts tab enter the Contact details
Name
Phno
Position and so on.....
Select * FROM AP_SUPPLIERS
where SEGMENT1='20067'
--VENDOR_ID= 4128
Select * FROM AP_SUPPLIER_SITES_ALL
where VENDOR_ID= 4128
--VENDOR_SITE_ID=5193
Select * FROM PO_VENDOR_CONTACTS
where VENDOR_SITE_ID IN=5193
3.
a.
b.
c.
Buyer Creation:
Attach the Responsibility called "US HRMS Manager"
Create Employee
People => Enter and Maintain=>Select New button
Enter EMP name

d.
e.
f.
g.
h.
i.
j.
k.
Select action option select "create Employment" select the option is "Buyer"
Enter Data of Birth
Save => Ok => Employee number will be generated.
Go to System Administrator open the User form create or query user
Select the Person field attach the EMP name (Which we have created)
Save.
Go to Purchasing Responsibility
Open the Buyers form
Enter the employee name and save the transactions.
Setup => Personal =>Buyers
Select * FROM PER_ALL_PEOPLE_F
where PERSON_ID='25'
--EMPLOYEE_NUMBER='1289'
--PERSON_ID=13496
OracleApps88
OracleApps88
4. How to create a Purchase Requisition in Oracle Apps

What is Purchase Requisition?
Requisition is nothing but a formal request to buy something. Requisitions represent the demand for any goods or services that an organization needs. It is created and
approved by the department requiring the goods and services.
Fig.4. Purchase Requisition Flow
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.
Requisitions for goods and services:
Are generated by applications including Inventory, Work in Process (WIP), Material
Requirements Planning (MRP) and Order Management.
May be entered manually through Purchasing windows.
May be entered using iProcurement.
May be imported from external systems.
There are two types of Requisitions

Internal 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.
With Oracle Purchasing module, you can create, edit, and review requisition information on- line. Then the Requisitions will go for approvals from proper authorities.
OracleApps88
2. Functional Flow
Navigation: Purchasing responsibility >> 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.
Fig.5. Purchase Requisition
Header
Lines
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 buyers name.RFQ required check box denotes that the purchase of the
item requires a request for quote
Document type, document and line are all completed by EBS automatically when a
requisition is created from a blank order, a contract or a quotation.
Fig.6. Source Details Tab
Global is checked when a blanket purchase agreement for the entire organization exists
for the item being purchased.
OracleApps88
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 conditions
You 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 hazard from list of values.
Fig.7. Details Tab
Requisitions can be added in any currency set up in EBS by identifying the currency
code and exchange rate type on currency tab.
Fig.8. Currency Tab
OracleApps88
Select the Distributions tab and enter the charge account

Fig.9. Entering 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.
Fig.10. Approving the Requisition
OracleApps88
Fig.11. Submit for Approval
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
Fig.12. Requisition Summary
OracleApps88
Here, our requisition is approved. You can also view the Action History of the
requisition by navigating to Tools>> Action History.
Here the sequence of the steps involved (who has submitted the requisition, and
who has approved/ rejected the requisition) is shown:
Fig.13. Action history of Purchase Requisition
OracleApps88
4. Base tables for Purchase Requisition in Oracle Apps

1. 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 identifier
PREPARER_ID:
It is a unique identifier of the employee who prepared
the requisition
SEGMENT1:
It is the Requisition number
AUTHORIZATION_STATUS:
Authorization status type
TYPE_LOOKUP_CODE:
Requisition type
ORG_ID:
Unique Operating unit unique identifier
You can get REQUISITION_HEADER_ID by executing the following command:
Select REQUISITION_HEADER_ID
from PO_REQUISITION_HEADERS_ALL
where SEGMENT1= 14373;
-- REQUISITION_HEADER_ID = 181283 (14373 is our Requisition Number)
REQUISITION_HEADER_ID is the link between PO_REQUISITION_HEADERS_ALL
and PO_REQUISITION_LINES_ALL
2.
PO_REQUISITION_LINES_ALL
This 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.
REQUISITION_HEADER_ID:
identifier
REQUISITION_LINE_ID:
PO_REQ_DISTRIBUTIONS_ALL
LINE_NUM:
LINE_TYPE_ID:
CATEGORY_ID:
ITEM_DESCRIPTION:
QUANTITY NUMBER:
It is a unique system generated Requisition

Link between PO_REQUISITION_LINES_ALL and
Indicates the Line number
Indicates the Line type
Unique Item category identifier
Description of the Item
Quantity ordered
Select REQUISITION_LINE_ID
From PO_REQUISITION_LINES_ALL
Where REQUISITION_HEADER_ID=181283;
-- REQUISITION_LINE_ID = 208463
3.
This 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.
OracleApps88

DISTRIBUTION_ID:
Unique Requisition distribution identifier
REQUISITION_LINE_ID:
Unique Requisition line identifier
CODE_COMBINATION_ID:
Unique General Ledger charge account identifier
DISTRIBUTION_NUM:
Distribution number
Select DISTRIBUTION_ID
from PO_REQ_DISTRIBUTIONS_ALL
where REQUISITION_LINE_ID= 208463;
-- DISTRIBUTION_ID= 206987
REQUISITION_LINE_ID is the link between the PO_REQUISITION_LINES_ALL and
Viewing results by executing SQL commands:
Select CREATION_DATE, AUTHORIZATION_STATUS, SEGMENT1,
TYPE_LOOKUP_CODE
from PO_REQUISITION_HEADERS_ALL
where SEGMENT1= 14373;
Select CREATION_DATE, CREATED_BY, ORG_ID, REQ_LINE_QUANTITY

from PO_REQ_DISTRIBUTIONS_ALL
where REQUISITION_LINE_ID=208463;

5
OracleApps88
Steps to create a Request for Quotation (RFQ) in Oracle Apps

Once the Requisition is Approved Buyer will prepare the RFQ document which will
be delivered to the supplier.
Request for Quotation (RFQ) is a formal request sent to the suppliers to find the pricing and other information for an item or items. Based on the information supplied, the
supplier quotes a quotation against the RFQ form.
In general, RFQs are created before purchasing any item to actually know the price
quotes from one or more suppliers.Supplier will respond for that with quotation.
We have Three types of RFQ documents

Bid RFQ: This will be prepared for the specific fixed quantity and there won't be any
PriceBreaks(Discounts).
Catalog RFQ: This will be created for the materials which we will purchase from the
suppliers regularly, and large number of quantity. Here we can specify the PriceBreaks.
Standard RFQ: This will be prepared for the Items which we will purchase only once
not very often, Here we can include the Discounts information at different quantity levels.
RFQ Information will be entered at 3 Level:
1)Header
2)Lines
3)Price Breaks(CATALOG,STANDARD) or Shippments (Only for Bid RFQ)
5.1
Terms And Conditions:

While creation of the RFQ documents we will select the Terms button and we will enter
the terms and condition details.
Payment Terms: When Organization is going to make the payment and Interest rates
Fright Terms: Who is going to Bear the Transportation chargers whether Buyer or
Supplier
FOB (FreeOnBoard): If any materials damage or any missing quantity is there then the
responsibility of those materials.
Carrier : In which Transportation Company Organization Required Materials Transportation company Name.
Functional Flow
In Oracle EBS, RFQs can be auto created from an existing Purchase Requisition or can
be a fresh RFQ.
Lets auto create RFQ from an existing Purchase Requisition.
(Note: by selecting Auto Create, the system automatically fills the data in the form
based on the details provided in the Purchase Requisition form. For a new RFQ, we
need to enter the data manually)
Navigate to Purchasing>> Requisitions>> Requisitions Summary to find a requisition
number.
Fig.14. Requisition Headers Summary
OracleApps88
I will auto create RFQ from an existing Purchase Requisition (here it is 14373).
Navigate to Purchasing>> Auto Create
Press Clear button and enter your Requisition number and click find.
Fig.15.Find Requisition Lines
Your Requisition summary is shown in the next screen.

Check box your Requisition line and in the Document Type, select RFQ and click Automatic button to Auto Create RFQ.
Fig.16. Auto Create documents
OracleApps88
It will navigate to a new window. Here the RFQ Type is Standard RFQ and click create
button.
Fig.17. New Document
In the next window, RFQ form is auto created from an existing Purchase requisition.
Fig.18. Auto Create RFQ
OracleApps88
Click Suppliers button and enter the details of the Suppliers to whom you want to send
this RFQ.
Fig.19. RFQ Suppliers
Click on Terms button and add payment terms and freight terms.
Fig.20.RFQ Terms
Click Price Breaks button

The Price Breaks form is generally used to enter pricing information for the RFQ
and to negotiate/bargain with the suppliers by asking a discount. You can also provide
multiple price breaks to receive a different quotation from the suppliers by altering
payment terms, quantity etc.
Fig.21. RFQ Price Breakdowns
OracleApps88
In the above picture, the first line shows the actual quantity is 250 and the actual price is
25. In the second line, we have asked for a discount of 2% and the price has changed to
24.5. This way the above form is used for negotiation and price break up. Close the form.
Change the status to Active and save the RFQ.
Fig.22. RFQ
Now the RFQ is Auto Created from an existing Purchase Requisition and now we need
to send this form to the Suppliers we selected in the above RFQ form.
Run the Concurrent Request called Printed RFQ Report to print this RFQ to send it to
the suppliers
5.2
Base Tables and links in the backend

--RFQ query
Select * from PO_HEADERS_ALL
where SEGMENT1='309' AND TYPE_LOOKUP_CODE='RFQ'
--PO_HEADER_ID= 110407
Select * from PO_LINES_ALL
where PO_HEADER_ID=110407
-- PO_LINE_ID=173282
Select * from PO_LINE_LOCATIONS_ALL
where PO_LINE_ID= 173301

--LINE_LOCATION_ID= 264455
OracleApps88

7
OracleApps88
How to Create Quotation and Perform Quote Analysis in Oracle Apps

A quotation is a suppliers response to RFQ. In this article we will discuss how a
quotation can be prepared from RFQ form.
7.1
Functional Flow
Fig.23.Completed RFQ
The above picture shows a completed RFQ form. Now we will create quotations
based on the response from the suppliers with relevant to this RFQ form.
You should get two new quotations against the two suppliers. (Here my quotation numbers are 504 and 505).
Now, the corresponding supplier will send the quotation to quote for the
RFQ using
two ways:
1. Purchasing -> RFQs and Quoatations -> Quotations and entering the quotation with
the supplier name as the one which we specified in the RFQ suppliers.(Fig.19.)
Fig.24. Quotations entered by Supplier
2. The second method is to create quotation directly from the RFQ:

Now we will create quotations based on the response from the suppliers with relevant to this RFQ form.
Navigate to Tools>> Copy Document
Fig.25. Copy RFQ Document
OracleApps88
Here we have selected the second supplier and entering the quotation sent by the supplier. Click OK button.
Fig.26. Quotation Number
Navigate to RFQs and Quotations>> Quotations and query for Quotation (504)
Fig.27.a.Quotation(1)
Notice that the quotation has been created from RFQ number 308. Change the status to
Active. Similarly repeat the steps for Quotation number 505 and save it.
Fig.27.b Quotation(2)
OracleApps88
Quote Analysis
Quote analysis is the process of reviewing the quotations given by the suppliers.
The best quotation will be selected by analyzing certain factors like price, quality, delivery time etc.
Navigate to RFQs and quotations>> Quote Analysis
Query by RFQ number and click Find button.
Fig.28. Find Quotations
Fig.29. Analyze Quotations
OracleApps88
Here you can analyze all the quotations sent by the suppliers and select the best supplier
and click Approve Entire Quotation button.
Fig.30.Approve Quotation
Click OK.
Fig.31. Approval Status
The next step is create a Purchase Order based on this Quotation
OracleApps88
Steps to create a Purchase order (PO) in Oracle Apps

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.
Basically, there are four types of Purchase Orders, viz
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 AgreeCreated when the details of items and services, payment terms
ment
are known but not specific about the delivery schedule
Contract Purchase AgreeCreated when the terms and conditions of a purchase are known
ment
but specific goods and services are not.
9.1
Functional Flow
Lets create a Standard Purchase Order.
Here, we will Auto Create a Purchase Order based on Approved Requisition.
Navigation: Purchasing>> Auto Create
Enter requisition number and click Find to navigate to Auto Create documents window
Fig.32. Find Requisition Lines
Fig.33. Auto Create Document
Select your Requisition Line by ticking the check box next to the Requisition Line
Action:
Create

Document Type:
Grouping:
OracleApps88
Standard PO
Default
Click 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
Fig.34. New Document
Fig.35. Auto Create a PO
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]
Fig.36. Shipments
OracleApps88
Click More tab. The default values are generated.

Fig.37. Shipments
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 Level.This 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 Ordered
Invoice Price = Purchase Order Price
OracleApps88
3-way determines Purchase order, receipt, and invoice quantities must match within tolerance before the corresponding invoice can be paid.
Quantity Billed = quantity Received
4-way determines Purchase order, receipt, accepted, and invoice quantities must match
within tolerance before the corresponding invoice can be paid.
Quantity Billed = quantity Received
Quantity Billed= Quantity Accepted
Select an Invoice Match Option
The Invoice Match Option determines whether the invoice will be matched to the Receipt or the PO when using 3-Way matching
Select PO when using 2-way and select PO or Receipt for 3-Way.
Enter the Receiving control information by clicking Receiving Controls button
Fig.38. Receiving Controls
Enter distributions for the shipments by clicking Distributions button

Fig.39. Distributions
OracleApps88
Click on More tab. The Requisition number from which this Purchase Order has been
created is shown by default.
Fig.40. Distributions
Click Terms to enter terms, conditions, and control information for purchase orders.
Fig.41. Terms
OracleApps88
Click Currency button to enter and change currency information

Save your work and click Approve button for Approval process.
Fig.42. Approve Document
Click OK and check the status in the Purchase Order

9.2
Base tables for Purchase Order (PO) in Oracle Apps

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_ALL
RFQs, Quotations, Standard Purchase Order, Planned Purchase Order, Blanket Purchase Order and Contracts
OracleApps88
PO_HEADER_ID, SEGMENT1, TYPE_LOOKUP_CODE, VENDOR_ID, VENDOR_SITE_ID, CLOSED_CODE

PO_HEADER_ID is a unique system generated primary key and is invisible to the users.
SEGMENT1 is the document number
You 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, AGENT_ID, TYPE_LOOKUP_CODE, CLOSED_CODE
from PO_HEADERS_ALL where SEGMENT1= 6044;
--PO_HEADER_ID=110415
2. PO_LINES_ALL
This table stores the line information of a Purchasing Document.
PO_LINE_ID:
Unique identifier of the Document Line
PO_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 Number
ITEM_ID:
Unique Item Identifier
ORG_ID:
Unique Identifier of the Operating Unit
CLOSED_CODE:
Status of the Document
Sample Queries:
Select PO_LINE_ID
from PO_LINES_ALL
where PO_HEADER_ID= 110415;
-- PO_LINE_ID= 173312
3. PO_LINE_LOCATIONS_ALL
This 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.
1.
2.
3.
4.
5.
6.
There following are the seven documents that use shipment schedules:
RFQs
Quotations
Standard purchase orders
Planned purchase orders
Planned purchase order releases
Blanket purchase orders
OracleApps88
7. 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 schedule
PO_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
Quotations
QUANTITY_RECEIVED:
Quantity received until today
QUANTITY_ACCEPTED:
Quantity accepted after inspection
QUANTITY_REJECTED:
Quantity rejected after inspection
QUANTITY_BILLED:
Quantity invoiced by Oracle Payables
QUANTITY_CANCELLED:
Quantity cancelled
TAXABLE_FLAG:
Indicates whether the shipment is taxable
ORG_ID:
Operating unit unique identifier
SHIP_TO_ORGANIZATION_ID: Unique identifier of Ship-to organization
Sample Queries:
Select LINE_LOCATION_ID
from PO_LINE_LOCATIONS_ALL
where PO_HEADER_ID= 110415 AND PO_LINE_ID= 173312;
--LINE_LOCATION_ID=264473
Select QUANTITY, QUANTITY_RECEIVED, QUANTITY_ACCEPTED, QUANTITY_BILLED, QUANTITY_REJECTED, ORG_ID
from PO_LINE_LOCATIONS_ALL
where LINE_LOCATION_ID= 264473;
1.
2.
3.
4.
4. PO_DISTRIBUTIONS_ALL
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:
Standard Purchase Orders
Planned Purchase Orders
Planned Purchase Order Releases
Blanket Purchase Order Releases
OracleApps88
5.
Each row includes the destination type, requestor ID, quantity ordered and deliver-to
location for the distribution.
PO_DISTRIBUTION_ID:
This is the primary key for this table. It is a unique
Document Distribution identifier.
PO_HEADER_ID, PO_LINE_ID
LINE_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 * FROM PO_DISTRIBUTIONS_ALL
WHERE LINE_LOCATION_ID=264440
--PO_DISTRIBUTION_ID=270905
**Here when we need to find the purchase order for a particular Requisition, Follow this
order of querying
**you will know the requisition number through the segment1 of the
po_requisition_headers_all**
select requisition_header_id,last_update_date,segment1,created_by
from po_requisition_headers_all
where SEGMENT1='14373'
--requisition_number --segment1=14352
--requisition_header_id=181283
select * from po_requisition_lines_all
where requisition_header_id=181283
--requisition_line_id = 208463
select * from po_req_distributions_all
where requisition_line_id=208463
--distribution_id = 206987
select * from po_distributions_all
where req_distribution_id = 206987
--po_header_id=110414
select * from po_headers_all
where po_header_id=110415
--segment1=6055 --PO Number
5. AP_SUPPLIERS
This table stores the general information about the suppliers.
OracleApps88
Select * from AP_SUPPLIERS

where VENDOR_NAME like 'IN070sup%'
--VENDOR_ID=35201
6. AP_SUPPLIER_SITES_ALL
This table stores information about the supplier sites. Each row includes the site address,
supplier reference, purchasing, payment, bank, and general information.
Select * from AP_SUPPLIER_SITES_ALL
where VENDOR_ID=35201
--VENDOR_SITE_ID=6939
7. PO_RELEASES_ALL
This 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. AP_SUPPLIER_CONTACTS
This table stores information about contacts related to Supplier site. Each row includes
contact name and site.
9. PO_ACTION_HISTORY
This 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.
OracleApps88
10 Creating Receipts in Oracle Apps

Receipts are created to receive the items based on a Purchase Order
10.1 Functional Flow
Navigation>> Receiving>> Receipts
Enter the PO number and click Find button or you can simply click on Find button to
see the expected receipts.
Fig.43. Finding a receipt
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.
Fig.44. Receipt
Click on Header and save the receipt to get the receipt number
Fig.45. Receipt Header
OracleApps88
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
Fig.46. Shipments
10.2 Base tables for Receipts in Oracle Apps

1)RCV_SHIPMENT_HEADERS
2)RCV_SHIPMENT_LINES
3)RCV_TRANSACTIONS
Note:
SHIPMENT_HEADER_ID is the link between RCV_SHIPMENT_HEADERS and
RCV_SHIPMENT_LINE
PO_HEADER_ID is the link between RCV_SHIPMENT_HEADERS and
RCV_TRANSACTION
Queries
Select * from RCV_SHIPMENT_HEADERS
where RECEIPT_NUM='8462' and VENDOR_ID=35201
--SHIPMENT_HEADER_ID=4811913
Select * from RCV_SHIPMENT_LINES
where SHIPMENT_HEADER_ID=4811913
-- SHIPMENT_LINE_ID=4802475
--ITEM_ID=87618
OracleApps88
Select QUANTITY_SHIPPED, QUANTITY_RECEIVED,

UNIT_OF_MEASURE,ITEM_DESCRIPTION,ITEM_ID,SHIPMENT_LINE_STATUS_CO
DE
from RCV_SHIPMENT_LINES
where SHIPMENT_HEADER_ID=4811913
SELECT * FROM RCV_TRANSACTIONS

WHERE SHIPMENT_HEADER_ID=4811913

11 Verify Items in Inventory
Navigate to Inventory>>On-Hand, Availability>>On-Hand Quantity
Query by your Item number and click Find
Fig.47. Query Material
Fig.48. Material Workbench
Click Availability
Fig.49. Availability
OracleApps88
OracleApps88
11.1
Base tables for Inventory items in Oracle Apps
1) MTL_SYSTEM_ITEMS_B
2) MTL_ONHAND_QUANTITIES
Note:
INVENTORY_ITEM_ID is the link between MTL_SYSTEM_ITEMS_B and
MTL_ONHAND_QUANTITIES
Queries
Select * from MTL_SYSTEM_ITEMS_B
where SEGMENT1='U1029'
and ORGANIZATION_ID=204
--INVENTORY_ITEM_ID=87618
Select * from MTL_ONHAND_QUANTITIES
where INVENTORY_ITEM_ID=87618
12
Creating and Making payments for an Invoice in Oracle Apps

Entering the Supplier Invoice
This is the first step in creating an invoice. You can manually enter the details in
the Invoice or you can generate Invoices from PO. Receipts (you need to run a Concurrent Request names Pay on Receipt AutoInvoice Program from Purchasing Module)
12.1 Functional Flow

Navigate to Payables>>Invoices>>Entry>>Invoices
Select your Operating Unit
Type: Standard
Enter PO number and press tab. Supplier details should be populated automatically. Enter the Invoice date, Invoice number and Amount.
OracleApps88
Fig.50. Invoice Header
Matching the Invoice to either a Purchase Order or a Receipt

If your Invoice has a Purchase Order associated with it, then you can match the invoice
quantity and price to that Purchase Order. If your Purchase Order is setup as a 2 way
match, then you match the Invoice to the Purchase Order lines. If your Purchase Order
is setup as a 3-way match, then you match the Invoice to the Receipts.
Click on (B) Quick Match to match the Item related details to the Lines tab
Now, Enter the amount to be invoiced for the item, Po line number and shipment number in the Lines tab and save your work.
Now calculate tax for the amount you have to pay to the Supplier using Calculate Tax
button.
Fig.51. Invoice Lines
You will get the Tax amount in the Lines information along with their distributions for
reviewing.
Fig.51. Tax Lines
OracleApps88
The total amount to be paid will be generated along with the Taxation in the Generals
Tab. Now you need to change the header amount to equivalent with this total to get
your invoice validated.
Fig.52. Total Amount
Validating the Invoice

Once the invoice is entered into the system, you will need to run the Invoice Validation
Process to validate the Invoice. This can be done by clicking Actions button or running
an Invoice Validation Process.
The validation process performs a couple of processes. First, it checks to see if it should
apply any matching holds. Then it will calculate and apply taxes, verify the GL period
status, verify exchange rates, and verify distribution information is valid.
Go to Actions, select Validate and click Ok.
Fig.53. Invoice Actions
The status should be Validated. Here my status shows Validated.

In case if the status shows as Needs Revalidation it is because after Validating the Invoice, the tax has been calculated and the price is updated which included the calculated
price. So we need to update the price at the top(Header) and do validation again.
Fig.54. Invoice Validated
OracleApps88
Now the Invoice has been Validated, its time to make payment to the Supplier.
Click Actions, Pay in Full and OK.
Fig.55. Invoice Actions
Enter the Payment date, Bank Account, Payment Method, Payment Process Profile,
payment Document and Document Number and save your work.
Fig.56. Payments
Click Invoice Overview to view the Invoice details.

Fig.57. Invoice Overview
OracleApps88
Click Invoice Workbench and click Actions button and select Create Accounting and
select Final Post and click OK.
Fig. 58. Create Accounting
The status of Accounted should be Yes. This step should transfer the details into the
General Ledger
Fig.59. Accounting Status
Go to Tools and click View accounting Events to see the result.

Fig.60. Accounting Events
OracleApps88
Go to View>> Request>> Find to see the Concurrent Programs that are generated.
Fig.61. Requests
12.2
1)
2)
3)
Base tables for Invoices in Oracle Apps

AP_INVOICES_ALL
AP_INVOICE_LINES_ALL
AP_INVOICE_DISTRIBUTIONS_ALL
Invoices
SELECT * FROM AP_INVOICES_ALL
WHERE INVOICE_NUM='121342'
--INVOICE_ID=212192
--VENDOR_ID(LINK B/W AP INVOICE AND PO_VENDORS)=35201
SELECT * FROM AP_INVOICE_LINES_ALL WHERE INVOICE_ID=212192
SELECT * FROM AP_INVOICE_DISTRIBUTIONS_ALL
WHERE INVOICE_ID=212008
--ACCCOUNTING_EVENT_ID=3324070
--INVOICE_DISTRIBUTION_ID BETWEEN 3431484 AND 3431487
Invoice Holds if any
SELECT * FROM AP_HOLDS_ALL --INVOICE_ID
Release for Holds
SELECT * FROM AP_HOLDS_RELEASE_NAME_V
Payments
SELECT * FROM AP_INVOICE_PAYMENTS_ALL
OracleApps88
--INVOICE_PAYMENT_ID=157479
--CHECK_ID=77758
--ACCTS_PAY_CODE_COMBINATION_ID=12854
SELECT * FROM AP_PAYMENT_SCHEDULES_ALL
--BATCH_ID=161884
Accounting Entries
SELECT *FROM AP_ACCOUNTING_EVENTS_ALL
SELECT * FROM AP_AE_HEADERS_ALL
SELECT * FROM AP_AE_LINES_ALL
Check Information
SELECT * FROM AP_CHECKS_ALL
WHERE CHECK_ID=77758
--CHECKRUN_NAME=QUICK PAYMENT: ID=77758
Check Format
SELECT * FROM AP_CHECK_FORMATS;
SELECT * FROM AP_CHECKRUN_CONC_PROCESSES_ALL
13 Flow of Accounting Entries from AP to GL:
Oracle Table links to find out the payment Entries in GL for the invoice that has been
validated and Posted
--TO VIEW THE INVOICE DETAILS
SELECT * FROM AP_INVOICES_ALL
WHERE INVOICE_NUM='11113'
--INVOICE_ID=212192
SELECT * FROM AP_INVOICE_DISTRIBUTIONS_ALL
WHERE
INVOICE_ID=212192
--INVOICE_DISTRIBUTION_ID between 3432322 and 3432325
SOURCE_DISTRIBUTION_ID_NUM_1 in XLA_DISTRIBUTION_LINKS
--TO VIEW THE SUB LEDGER ACCOUNTING DETAILS FOR THE INVOICE
SELECT * FROM XLA_DISTRIBUTION_LINKS
WHERE SOURCE_DISTRIBUTION_ID_NUM_1 IN (3432322,3432323,3432324, 3432325)
--AE_HEADER_ID=4947840
SELECT * FROM XLA_AE_LINES
WHERE AE_HEADER_ID=4947840
--GL_SL_LINK_ID BETWEEN 6865867 AND 6865868
OracleApps88
--TO VIEW THE ENTRY IN GL FROM XLA THROUGH GL_SL_LINK_ID

SELECT * FROM GL_IMPORT_REFERENCES
WHERE GL_SL_LINK_ID BETWEEN 6865867 AND 6865868
--JE_BATCH_ID=(2928906 AND 2928907)
SELECT * FROM GL_INTERFACE
WHERE JE_BATCH_ID IN
( 2928906,2928907)
--TO VIEW JOURNAL IMPORT DETAILS:
SELECT * FROM GL_JE_HEADERS
WHERE JE_BATCH_ID IN (2928906,2928907)
--JE_HEADER_ID = 4682985 AND 4682986
SELECT * FROM GL_JE_LINES
WHERE JE_HEADER_ID IN (4682985,4682986)
--CODE_COMBINATION_ID=12854
--PERIOD_NAME=Feb-14
--LEDGER_ID=1,650
SELECT * FROM GL_JE_BATCHES
WHERE JE_BATCH_ID IN (2928906,2928907)
--TO VIEW POSTING IN GL
SELECT * FROM GL_BALANCES
WHERE CODE_COMBINATION_ID=12854 AND CURRENCY_CODE='USD'
AND PERIOD_NAME='Feb-14'
AND LEDGER_ID=1

P2P - Oracle Procure To Pay Life Cycle Training Manual

Загружено:

Сведения о документе

Оригинальное название

Авторское право

Доступные форматы

Поделиться этим документом

Поделиться или встроить документ

Параметры публикации

Этот документ был вам полезен?

Это неприемлемый материал?

Авторское право:

Доступные форматы

P2P - Oracle Procure To Pay Life Cycle Training Manual

Загружено:

Авторское право:

Доступные форматы

P2P - Oracle Procure To Pay Life Cycle Training Manual

Procure To Pay Cycle-Overview