Training Manual - Purchasing - Cotton

Training Handouts
Purchasing
COTTON DEPARTMENT
By
A. F. FERGUSON & CO.
CHARTERED ACCOUNTANTS
a member firm of
Learning Objectives
Training of the Procurement activity is organized in four sessions. At the end of these
sessions the user will be able to perform the following functions:
1 Cotton Bargain (Soda)............................................................1

2 Auto Generation of Purchase Order for Bargain Contracts....7
3 Submit PO for Approval.......................................................13
4 Approve a Purchase Order / Planned Release......................15
5 Canceling a Purchase Order / Release..................................16
6 Check PO/Release Status......................................................24
12 Cotton Future Purchases.......................................................31
15 Run a Report.........................................................................36
TATA INDUSTRIES TRAINING MANUAL – PURCHASING
(COMMERCIAL)
FOR ERP IMPLEMENTATION
1 Cotton Bargain (Soda)

Enter a Cotton Bargain (Soda)
A Cotton Bargain (Soda) is entered by Cotton Department to record Soda Details for Cotton Purchases
for all the Textile Based Companies in the Group.
Manual Creation Method
RFQ may be created manually irrespective of Purchase Requisition. In such a case all the information on
the RFQ will be entered.
Steps Summary:
Creating an RFQ manually is seven steps process as described below:
2.1- Navigate to the “Enter Contract Details”
2.2 – Select “Bargain Details”
2.3 – Enter Bargain Details
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A. F. FERGUSON & CO. a member firm of
Chartered Accountants
(COMMERCIAL)
Menu Path
The Navigation Path to the Requisition form is:
Authorized Purchasing Responsibility Enter Contract Details
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Select Bargain Details
The Authorized user shall select the Collection Plan for “Bargain Details”.
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Enter Bargain Details
User will enter the following information on Bargain Details:
 Supplier Name;
 Contract Date;
 Agent Name;
 Commission;
 Station;
 Number of Bales;
 Rate Per Mound;
 Item Code;
 Crop Year;
 Agreed Moisture;
 Trash;
 Status
1. User will select the suppliers from the list of values available in the system. In order to restrict the
Supplier List, the user may specify relevant information between “ % “
2. User will select the Contract Date from the list of values available in the system;
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3. User will select Agent Name from the List of values available in the system and additionally specify
the Commission Percentage and Station and Item Code.
4. Additionally enter the Crop Year, Agreed Moisture, Trash and Specify the Status of the Bargain.
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5. Save the Bargain Contract and Automatic System Generated number shall be assigned to the Bargain
Contract.
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TATA INDUSTRIES TRAINING MANUAL- PURCHASING
(COMMERCIAL)
2 Auto Generation of Purchase Order for Bargain

Contracts
When against particular Cotton Bargain, the company to which the shipment is being made is confirmed, the
Cotton Department shall initiate and submit Auto-Creation for Purchase Order request.
Navigation Path for Auto Generation of Purchase Order for Bargain Contracts is;
Authorized Purchasing Responsibility Reports  Run
1. User will select the “Run” request and select Single Request;
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2. The user shall select Program “PO Auto Creation – Customized Program” specify the Contract
Number and the number of Bales to be issued for Purchase Order.
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2.1 3.1 Searching Auto-Created Purchase Order

Navigation Path for searching Auto-Created Purchase Order from Bargain Contracts is:
Authorized Purchasing Responsibility Purchase Order  Purchase Order Summary
The user will enter the search criteria to find out a Purchase Order. In this regards, specification of Supplier
Name and Order Date Ranges shall help in this regards.
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The window will be show the Auto-created Purchase Order and the authorized user in Cotton Department
shall specify / update the required Details.
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The User of Cotton Department shall specify the Ginner Lot # in Supplier Item field.
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3 Submit PO for Approval

Click on the “Approve” button after saving the PO
Following window will appear
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1. Check the ‘Submit for Approval’ button.
2. Check the ‘Forward’ button if you want to see or change the approval hierarchy
and
3. Select Approval Path for the requested item. Click on OK to submit a document
for approval.
4. Enter “Note” for the upper authority in the approval hierarchy.
5. Click the “OK” button to complete the procedure for submission for approval.
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4 Approve a Purchase Order / Planned Release

Only authorized user can take approval action on a purchase order. Approving a purchase
order is only a two steps process as described below:
Steps Summary:
4.1 –Navigate to the Notification window
4.2 – Take approval action
4.1 Navigate to the Notification window
4.2 Take approval action
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5 Canceling a Purchase Order / Release
Steps Summary:
Canceling a Purchase Order is only a four steps process as described below:
6.1 - Navigate to the Purchase Order Summary window
6.2 - Enter search criteria
6.3 - Select control documents window from Tools
6.4 - Choose Actions
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5.1 Menu path

The Navigation Path to the Purchase Order form is
Authorized Purchasing Responsibility Purchase Orders  Purchase Order Summary
Canceling a Purchase Order involves the searching of the purchase order from the “PO
Summary” window.
So, we have to move to the PO Summary window using following steps.
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5.2 Enter search criteria:
1. On clicking the “PO Summary”, the above mentioned window will appear.
2. The user can enter different search criteria to find the Purchase Order. He may
find the Purchase Order by:
 Name of Supplier
 Name of Preparer
 Name of buyer
 Items mentioned in the purchase order etc
3. Enter the PO number and click on “Find” button.
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5.3 Control Document Window
System will show the PO Header information. User will be able to take different actions on
different levels of PO like PO Header, PO Line, PO Shipment.
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5.4 Different Actions on PO
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Following are different types of Actions that can be taken on PO:
Cancel: on canceling a purchase order, you will not be able to receive or pay for
the purchase order at all. You can specify whether to cancel the relevant PR or not.
Close - User can close at the header, release, line, and shipment levels.
Close for Invoicing – User can close for invoicing at the header, release, line, and
shipment levels. This status will not prevent user from matching an invoice to the
purchase order or to the receipt.
Close for Receiving - You can close for receiving at the header, release, line, and
shipment levels.
Finally Close – User can final close at the header, release, line, and shipment
levels. System will automatically close fully billed and received purchase orders.
However, to prevent further actions on the purchase order, user can use this
window to final close purchase orders.
Freeze – User will be able to freeze only at the header and release level. User will
freeze a purchase order when he wants to prevent any future modifications to the
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purchase order. On freezing a purchase order, user will still be able to receive and
pay for goods already ordered.
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6 Check PO/Release Status
Steps Summary:
Checking a PR status is a seven step process as described below:
8.1 - Navigate to the Purchase Order Summary Screen
8.2 - Enter search criteria
8.3 - View Purchase Order Header Information
8.4 - View the Purchase Order Line Information
8.5 - View the Purchase Order Shipment
8.6 - View the Purchase Order Distribution
8.7 – View Action History
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6.1 Menu Path

The Navigation Path to the Purchase Order form is
Authorized Purchasing Responsibility Purchase Orders  PO Summary
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6.2 Enter Search Criteria
1. On clicking the “PO Summary”, the above mentioned window will appear.
2. The user can enter different search criteria to find the Purchase Order. He may
find the PO by:
 PO Number
 Name of Preparer
 Name of buyer
 Items mentioned in the Purchase Order
3. Enter the PO number and click on “Find” button.
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6.3 View Header Information
The status of purchase order can be checked from the above screen.
To view the Purchase Order Header details, user will scroll the window from right to left.
To view the Line data in a Purchase Order, click on “Lines”
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6.4 View the Line Information
To view the details, the user will scroll the window from right to left.
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6.5 View Purchase Order Shipment
To view the details, the user will scroll the window from right to left.
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6.6 View Action History
To view the action history on the Purchase Order, user will move to Inquire>View
Action History.
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12 Cotton Future Purchases

TATA Industries purchases American Cotton through Cotton Futures (Derivative
Financial Instruments). Oracle Purchasing does not support maintenance and processing
of data relating to Derivative Financial Instruments. However, the required information
will be maintained in Oracle through Quality Module.
Oracle Quality Module is used to create forms for memorandum record keeping and
Purchase Order (PO) will be processed in Oracle once the Letter of Credit (L/C) is
opened against the futures.
Following Information will be maintained in Oracle Quality module in respect of Cotton

Futures:
 Contract Number / Purchase Order Number
 Contract Purchase Date
 Agent Name
 Bales
 Shipment Date
 Variety
Navigate to Oracle Quality Module and Query the Collection Plan in Oracle Quality and
select the Collection Plan.
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Select the Child Plan “Cotton Fixation Lines”.
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Press “Enter” to continue.
Press “OK” and transaction will be saved.
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15 Run a Report
To initiate reports, follow the navigation path
Other: Requests: Run.
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Purchasing ask you whether you want to submit a Single Request or a Request Set.
Select the Single Request option
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Enable Single request and Click on the OK button. This will take you to the Submit
Request form.
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In the Name field select the Required Report from List of Values.
1 In the Parameter field enter the required parameter related to the Report.
Click on the schedule button to schedule the reports. Different Parameters are provided by the Oracle to
schedule the reports.
Click on Option button to define the Print of the Report. Following Window will appear:
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2 In the Printer column select the Printer

3 In the Copies field enter the No of Copies Required
4 In the Style field Enter the Style of Print ( Portrait, Landscape)
5 Click Ok for Print request
6 Now click on Submit Request for Report Run. A dialog box appears with the concurrent request ID
and asks the question whether you want to submit another request. Click on the No button for this
exercise.
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7 Go to View menu and then select Requests.
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8 The following window will appear: Press ‘Find’ button
The following screen will appear:
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This screen shows the status of each and every report run by all the users. The Status
column is important. User can view the output of a report only when its status has
become “Normal”. This status means that the report has run successfully. The ‘Refresh
Data’ button will be used to update the status of a pending report.
Click View Output button to view the result of report.
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Training Handouts

1 Cotton Bargain (Soda)............................................................1

1 Cotton Bargain (Soda)

Manual Creation Method

Creating an RFQ manually is seven steps process as described below:

2.1- Navigate to the “Enter Contract Details”

2.2 – Select “Bargain Details”

2.3 – Enter Bargain Details

Authorized Purchasing Responsibility Enter Contract Details

Select Bargain Details

Enter Bargain Details

User will enter the following information on Bargain Details:

 Rate Per Mound;

2 Auto Generation of Purchase Order for Bargain

Authorized Purchasing Responsibility Reports  Run

2.1 3.1 Searching Auto-Created Purchase Order

Authorized Purchasing Responsibility Purchase Order  Purchase Order Summary

3 Submit PO for Approval

Following window will appear

1. Check the ‘Submit for Approval’ button.

4. Enter “Note” for the upper authority in the approval hierarchy.

4 Approve a Purchase Order / Planned Release

4.1 –Navigate to the Notification window

4.2 – Take approval action

4.1 Navigate to the Notification window

4.2 Take approval action

5 Canceling a Purchase Order / Release

Canceling a Purchase Order is only a four steps process as described below:

6.1 - Navigate to the Purchase Order Summary window

6.2 - Enter search criteria

6.3 - Select control documents window from Tools

6.4 - Choose Actions

5.1 Menu path

Authorized Purchasing Responsibility Purchase Orders  Purchase Order Summary

So, we have to move to the PO Summary window using following steps.

5.2 Enter search criteria:

3. Enter the PO number and click on “Find” button.

5.3 Control Document Window

5.4 Different Actions on PO

Following are different types of Actions that can be taken on PO:

6 Check PO/Release Status

Checking a PR status is a seven step process as described below:

8.1 - Navigate to the Purchase Order Summary Screen

8.2 - Enter search criteria

8.3 - View Purchase Order Header Information

8.4 - View the Purchase Order Line Information

8.5 - View the Purchase Order Shipment

8.6 - View the Purchase Order Distribution

8.7 – View Action History

6.1 Menu Path

Authorized Purchasing Responsibility Purchase Orders  PO Summary

6.2 Enter Search Criteria

3. Enter the PO number and click on “Find” button.

6.3 View Header Information

To view the Line data in a Purchase Order, click on “Lines”

6.4 View the Line Information

6.5 View Purchase Order Shipment

6.6 View Action History

12 Cotton Future Purchases

Following Information will be maintained in Oracle Quality module in respect of Cotton

Select the Child Plan “Cotton Fixation Lines”.

Press “Enter” to continue.

Press “OK” and transaction will be saved.

2 In the Printer column select the Printer