PO Document Final PDF

ORACLE
PURCHASING
Training Documentation
for Departments
Version 11.5.9
Financial
Management
Systems
FINANCIALMANAGEMENT SYSTEM
PURCHASING MODULE
PREPARED BY:
Treasury Board Secretariat
June 2004
TABLE OF CONTENTS
Introduction About this Manual ..........................................................................................i
Manual Conventions ..............................................................................i
Purchasing Tool Bar...............................................................................iii
Function Keys .......................................................................................v
Chapter 1 Requisitions.....................................................................................................1-1
Enter a Requisition ................................................................................1-2
Enter Requisition Header .............................................................1-2
Enter Requisition Lines ...............................................................1-3
Alternate Region - Items ................................................1-3
Alternate Region - Source Details.....................................1-5
Alternate Region - Details................................................1-6
Alternate Region – Currency ...........................................1-7
Enter Requisition Distributions.....................................................1-8
Alternate Region - Accounts (Distributions) ......................1-9
Alternate Region – Projects .............................................1-10
Approve a Requisition.............................................................................1-11
Step One - Preparer ...................................................................1-11
Step Two - Approver .................................................................1-12
Modify a Requisition .............................................................................1-13
Incomplete Status ......................................................................1-13
In Process Status ......................................................................1-13
Approved Status .......................................................................1-13
Rejected and Returned Status .....................................................1-13
Resubmitting a Requisition .............................................1-14
Cancel/Finally Close a Requisition ............................................................1-15
Requisition Preferences .........................................................................1-17
Set Requisition Preferences .........................................................1-18
Find a Requisition ..................................................................................1-20
Enter Requisition Search Criteria..................................................1-20
Chapter 2 Request for Quotations (RFQ = s) .....................................................................2-1

Overview of RFQ=s ................................................................................2-2
AutoCreate a RFQ .................................................................................2-3
Enter Search Criteria .................................................................2-3
Select Required Requisition Lines.................................................2-5
Select AutoCreate Criteria ..........................................................2-6
Create a New RFQ........................................................2-6
Add to an Existing RFQ ................................................2-7
Enter a RFQ..........................................................................................2-8
Enter RFQ Header .....................................................................2-8
Enter RFQ Lines ........................................................................2-10
Alternate Region - More .................................................2-11
Enter Currency Information ........................................................2-11
Enter Terms Information ............................................................2-12
Enter Shipment Information ........................................................2-13
Alternate Region - Shipments .........................................2-14
Select Suppliers for Sourcing .................................................................2-17
Select Individual Suppliers ..........................................................2-17
Add Suppliers from Supplier List .................................................2-18
Issue, Print and Close a RFQ ..................................................................2-19
Issue a RFQ..............................................................................2-19
Print a RFQ...............................................................................2-19
Close and Cancel a RFQ ............................................................2-20
RFQ Query ...........................................................................................2-21
Chapter 3 Purchase Orders ..............................................................................................3-1

AutoCreate a Purchase Order ..................................................................3-2
Select Required Requisition Lines.................................................3-4
Select AutoCreate Criteria ...........................................................3-5
Create a New PO..........................................................3-5
Add to an Existing PO ...................................................3-6
Enter a Purchase Order ..........................................................................3-7
Enter PO Header ........................................................................3-8
Enter PO Lines ..........................................................................3-10
Alternate Region - Price Reference...................................3-11
Alternate Region - Reference Documents..........................3-12
Alternate Region – Agreement .........................................3-12
Enter Currency Information ........................................................3-12
Enter Terms Information ............................................................3-13
Enter Shipment Information ........................................................3-15
Alternate Region - Shipments .........................................3-16
Alternate Region - More..................................................3-17
Alternate Region - Status ................................................3-17
Enter Receiving Controls ................................................3-18
Enter PO Distributions................................................................3-19
Alternate Region - Destination .........................................3-19
Alternate Region – Project...............................................3-21
Approve a Purchase Order ..........................................................3-22
Approve........................................................................3-22
Forward for Approval ....................................................3-23
For Preparer.....................................................3-23
For Approver ...................................................3-23
Reject Approval.................................................3-24
Check Funds Availability.................................................3-25
Print an Approved Purchase Order ..................................3-25
Modify a Purchase Order............................................................3-26
Incomplete Status ..........................................................3-26
Approved, Reserved Status .............................................3-26
Rejected Status ..............................................................3-28
Resubmitting a Purchase Order ..........................3-28
In Process Status...........................................................3-28
Print Change Orders.......................................................3-28
Cancel a Purchase Order ............................................................3-29
Encumbrance Adjustments
/Canceling Purchase Orders ....................................................3-31
Changing Charge Account
(incl. Tracking Code).............................................3-31
Decreasing Encumbrance ..............................................3-32
Increasing Encumbrance - Amount-Based
Line Types .........................................................3-32
PO Tolerance............................................................................3-33
Return a Line that Exceeds Tolerance...............................3-33
Find Purchase Orders and Releases..............................................3-35
Enter Purchase Order Search Criteria ...............................3-35
Select Results....................................................3-37
Purchase Order Preferences........................................................3-38
Set Purchase Order Preferences ......................................3-39
Purchase Order Change History...............................................3-41
Copying Purchase Orders .......................................................3-43
Chapter 4 Blanket and Contract Agreements...................................................................4-1

Overview of Standing Offer Agreements ..................................................4-2
Build a Blanket Agreement.......................................................................4-3
Enter Blanket Agreement (PO) Header .........................................4-3
Enter Blanket Agreement (PO) Lines ............................................4-4
Enter Blanket Agreement Terms & Conditions ..............................4-5
Terms ..........................................................................4-6
Agreement Controls .......................................................4-6
Approve a Blanket Agreement .....................................................4-6
Set Notifications ........................................................................4-6
Build a Contract Agreement.....................................................................4-8
Enter Contract Agreement (PO) Header ......................................4-8
Enter Contract Agreement (PO) Terms ........................................4-9
Terms ..........................................................................4-10
Supplier Note ...............................................................4-10
Agreement Controls .......................................................4-10
Approve a Contract Agreement....................................................4-10
Chapter 5 Releases Against Agreements..........................................................................5-1

Overview of Standing Offer Agreements ..................................................5-2
Search Supplier Item Catalog ..................................................................5-3
Finding Blanket Agreements ........................................................5-3
Enter Search Criteria ......................................................5-3
Alternate Region - Negotiated Sources .............................5-4
Alternate Region – Prior Purchases ..................................5-5
Enter a Release......................................................................................5-6
Enter Release Header ..................................................................5-6
Enter Release Lines ....................................................................5-6
Enter Shipments ........................................................................5-7
Alternate Region - Shipments ..........................................5-7
Alternate Region - Status ...............................................5-7
Alternate Region – Item ..................................................5-7
Enter Distributions ................................................................. 5-8
Alternate Region - Destination .........................................5-8
Approve a Release......................................................................5-8
Enter a Purchase Order Against a Contract Agreement...............................5-9
Enter Header .............................................................................5-9
Enter Lines ...............................................................................5-9
Approve a Purchase Order Against a Contract Agreement .............5-10
Chapter 6 Receipts...........................................................................................................6-1
Overview of Receipts ............................................................................6-2
Enter and Add to a Receipt......................................................................6-3
Enter Search Criteria ..................................................................6-3
Enter Receipt Header ..................................................................6-4
Enter Receipt Lines ....................................................................6-5
Alternate Region - Lines..................................................6-6
Alternate Region - Details ...............................................6-7
Alternate Region - Currency............................................6-7
Alternate Region - Order Information ...............................6-8
Alternate Region – Outside Services .................................6-8
Alternate Region – Shipment Information..........................6-8
Footer Section - Below Lines ......................................................6-8
Enter Receiving Transactions ..................................................................6-9
Enter Inspection Results for Selected Shipment ............................6-10
Deliver a Shipment.....................................................................6-12
View Receiving Transactions ......................................................6-12
Return Items ........................................................................................6-14
Finding Returns .........................................................................6-14
Enter Returns ............................................................................6-15
Alternate Region - Transactions .......................................6-15
Alternate Region - Details ...............................................6-16
Alternate Region - Return From.......................................6-17
Alternate Region - Outside Services .................................6-17
Correct Transactions..............................................................................6-18
Find Corrections ........................................................................6-18
Enter Corrections ......................................................................6-19
Alternate Region - Transactions ......................................6-20
Alternate Region - Details................................................6-21
Alternate Region - Currency............................................6-21
Alternate Region - Outside Services .................................6-22
Footer Section - Below Lines ......................................................6-22
Example of Receipt Correction ....................................................6-23
Chapter 7 Attachments....................................................................................................7-1
Overview of Attachments .......................................................................7-2
Enter an Attachment in the Document Catalog...........................................7-3
Enter Document Header..............................................................7-3
Enter Document Text.................................................................7-4
Attach Notes to a Purchase Document .....................................................7-5
Access Document Catalog .........................................................7-5
Create a New Attachment ...........................................................7-5
Attach a Note from the Document Catalog....................................7-6
Templates ..........................................................................................7-7
Chapter 8 Manage Buyer Workload.................................................................................8-1

Find Assigned Requisitions......................................................................8-2
Enter Search Criteria ...........................................................................8-2
Alternate Region - Status ................................................8-3
Alternate Region - Item...................................................8-3
Assign or Reassign Requisitions...............................................................8-4
Review Buyer Workload .........................................................................8-5
Chapter 9 Notifications ....................................................................................................9-1

View Documents in the Notifications Form...............................................9-2
Other........................................................................................9-3
Open a Document......................................................................9-4
Notifications Detail.....................................................................9-5
View Approval History ...............................................................9-6
Perform Approval Action............................................................9-7
View and Modify/Edit Documents ...............................................9-7
Chapter 10 Suppliers .........................................................................................................10-1

Overview of Supplier Lists......................................................................10-2
Build a Supplier List ...............................................................................10-3
Enter Supplier List Header...........................................................10-3
Add Suppliers to Supplier List .....................................................10-3
Modify Supplier List...............................................................................10-5
Chapter 11 Mass Buyer Update .........................................................................................11-1

Mass Buyer Update .............................................................................11-2
Glossary
Appendix A Navigating Oracle Applications

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About this Manual
This manual was developed as part of a complete series of manuals to support the training
requirements for users of Government=s Financial Management System. Where possible
terminology and naming conventions remain consistent throughout the documentation.
Manual Conventions
The following conventions are used throughout the manual:
$ Italic characters represent terms, field names, LOV and drop box choices.
$ Bold italic characters represent menu options, toolbar options and button names.
$ AClick@ indicates that you point your cursor to the area in question, and single/double
click one of the mouse buttons.
• Above is a sample Abutton@ similar to buttons used in this manual. These buttons are
found throughout the various Oracle applications.
$ AField@ refers to a specific area or cell that contains default information or where
information is to be entered.
$ The phrases Adrop box@ or Apop-up window@ refer to fields (descriptive or flex) with
pre-defined options. Usually identified with up or down arrows at the right of the
field.
$ The AList of Values@ icon, illustrated above, located on the right of each applicable
field, is referred to as LOV in this manual. By clic king this icon or pressing Control
+ L, a list of values applicable to the current field, is displayed. You can select one
of the values to populate the field. If a LOV is available for a field, the word >List of
Values= appears in the message bar at the bottom of the form.
$ A ABlue Box@ is located to the far left of a line. When you click in a ABlue Box@ you
open a window/form that is related to the line containing the ABlue Box@.
Government of Newfoundland and Labrador

Financial Management System` Page i
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Below are examples of pop-up windows that indicate there is a long list of values available Notes
for the current field. If you do not wish to view the entire list you should enter reduction
criteria and click Find or OK. For example, if you are in the supplier field and you know the
name of the supplier begins with the letter >S=, your reduction criteria would be S%. This
would narrow the list of values to only those suppliers whose names begin with the letter >S=.
If you want to view the entire list, enter % and click Find or OK.
$ An AAlternate Region@ is a collection of regions that occupy the same space but only
one region can be displayed at any time. You can identify an alternate region by a
selecting the region tab that displays the current region title (see below). You can
choose to display another alternate region by clicking on the appropriate region tab
and selecting another region name from the list (see figure 2 below). The region
updates to display the fields of the new alternate region you chose.
Figure 1
Figure 2

Financial Management System` Page ii
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Purchasing Toolbar Notes
Icon Description
New - Opens a new record in the active form.
Find… - Displays the Find window to retrieve records.
Show Navigator - Displays the Navigator window.
Save - Saves any pending changes in the active form.
Next Step - Updates the Process workflow in the Navigator by advancing

to the next step in the process.
Print... - Prints your current window. An application may override this

action to allow printing of one or more specific reports instead.
Close Form - Closes all windows of the current form.
Cut - Cuts the current selection to the clipboard.
Copy - Copies the current selection to the clipboard.

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Icon Description
Paste - Pastes the contents of the clipboard into the current field.
Notes
Clear Record - Erases the current record from the window.
Delete - Deletes the current record from the database.
Edit Field... - Displays the Editor window for the current field.
Zoom - Invokes custom-defined zooms.
Translations... - Displays the Translations window.
Attachments... - Displays the Attachments window.
Folder Tools - Displays the folder tool palette.
Window Help - Displays help for the current window.

Financial Management System` Page iv
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Function Keys Notes
Function Key
Block Menu Ctrl+B
Clear Block F7
Clear Field F5
Clear Form F8
Clear Record F6
Commit Ctrl+S
Count Query F12
Delete Record Ctrl+Up
Display Error Shift+Ctrl+E
Down Down
Duplicate Field Shift+F5
Duplicate Record Shift+F6
Edit Ctrl+E
Execute Query Ctrl+F11
Exit F4
Function 0 Shift+Ctrl+F10

Financial Management System` Page v
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Function Key
Function 9 Shift+Ctrl+F9 Notes
Help Ctrl+H
Insert Record Ctrl+Down
List of Values Ctrl+L
List Tab Pages F2
Next Block Shift+PageDown
Next Field Tab
Next Primary Key Shift+F7
Next Record Down
Next Set of Records Shift+F8
Previous Block Shift+PageUp
Previous Field Shift+Tab
Previous Record Up
Print Ctrl+P
Return Return
Scroll Down PageDown
Scroll Up PageUp
Show Keys Ctrl+K
Up Up
Update Record Ctrl+U

Financial Management System` Page vi
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Chapter 1 - Requisitions
Objectives
The objective of this chapter is to familiarize you with the requisition process.
Upon successful completion of this chapter, you should be able to:
$ Enter a requisition
$ Approve a requisition
$ Modify a requisition
$ Cancel/Finally Close a requisition
$ Enter requisition preferences
$ Find a requisition

Financial Management System Page1-1
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Enter a Requisition Notes
To create a requisition navigate to the Requisitions Form (figure 1). There are three steps to
completing a requisition:
ì Enter Header information

í Enter Lines information (including alternate regions)
î Enter Distributions
Navigation: Requisitions > Requisitions
Figure 1
Enter Requisition Header
The requisition header must be completed prior to entering the requisition lines. Each field of
the requisition header is explained below:
Number: This is the actual requisition number. It will automatically be generated by

the system when you save your requisition.

Financial Management System Page 1-2
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Type: Select Purchase Requisition (defaults). If your requisition will be used to
acquire stocked inventory items (Department of Transportation and Works Notes
only) select Internal Requisition.
Preparer: Your name defaults.
Description: Enter information about your requisition (e.g. office supplies). You may
enter a maximum of 240 characters.
Status: Defaults.
Total: The currency (CAD for Canadian) defaults into the left of this field. The
total estimated cost of the requisition defaults into the right of the field and is
updated as each item is added to the requisition.
Flexfields: Applicable to Inventory users. Refer to Inventory Manual for more

information.
At this point you have completed the requisition header. You may now save the information
you have entered and the system will generate a requisition number or you may continue until
the requisition is complete. It is preferable to save information once the requisition is
complete. You may also enter Requisition Preferences (see Requisition Preferences, p. 1-
17).
L Note: If you close the Requisition Form without saving it you will
lose all of the information you have entered.
Enter Requisition Lines
The Requisitions Lines section is located directly under the Requisition Header. It consists of
four Alternate Regions, each containing multiple fields. The fields for the Items Alternate
Region can be seen above (figure 1). The remaining alternate regions can be seen in the
forms below. Each field is explained under the corresponding form.
Alternate Region - Items
Num: Defaults when you press the tab key or click into the field. Refers to the line
number.
Type: Mandatory - Identifies the type of acquisition, for example, goods (defaults),
services, grants and contributions, professional services, construction or
lease. Select the appropriate line type from your LOV. For the goods
acquisitions you can use two way or three way matching depending on
which line type you choose. You must choose AGoods@ line type to invoke
three way matching and AGoods-Two Way Match@ to invoke two way
matching.

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The terms Amount and Quantity located under the value basis in the flexfield
refer to the following: Notes
Quantity based line types: use when you know quantity and estimated unit
price.
Amount based line types: generally refers to service type requisitions. The
price for amount based line types is always 1 and the total cost of the
acquisition is the quantity. For example, the acquisition of $10,000 of
consulting services would be entered as line type Services - Amount Based
with a price of 1 and a quantity of 10,000.
Item: Optional - The LOV contains all items that have been set up in the system
with a standard description and associated item number. These items
generally refer to inventory items stocked by the Department of
Transportation and Works. However, if you are requesting advertising
services you will find a corresponding item number in this LOV.
Rev: Optional - If you selected an item in the previous field and you know the
item has been revised, you should enter the revision number in this field.
Otherwise, leave the field blank.
Category: Mandatory - If you selected an item in the item field, this field will
automatically populate. If not, and you do not know the applicable category
number, select one from the LOV. In the find field of the LOV, you may
enter a partial description surrounded by the wildcard (e.g. %office%) this
will shorten the list to categories containing the partial description you
specified.
Description: Mandatory - If you selected an item in the item field, this field will
automatically populate. If not, type in the description of the item you wish
to acquire. You may type a maximum of 240 characters. If your description
exceeds 240 characters you may create an attachment in the system (refer
to Attachments, p.7-1) or you may create and forward the description
outside of the system using, for example, a Word file.
UOM: Mandatory - If you selected an item in the item field, this field will
automatically populate. If not, select the applicable unit of measure from
your LOV.
Quantity: Mandatory - Enter the quantity of items you are requesting.
Price: Mandatory - Enter the estimated unit cost. If you refer to the Total field
in the upper right hand corner of the form you will see that the total
cost of the items requested is updated as you enter the unit price for
each line item. A tolerance level has been established between an estimated
requisition price and the actual purchase price. If the actual purchase price

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exceeds the estimated requisition price by greater than the estimated
tolerance, a purchase order cannot be approved. Therefore, it is Notes
necessary to be as accurate as possible when estimating the requisition
price.
Flexfield: Applicable to Inventory users only. Refer to Inventory Manual for more
information.
Need-by: Optional - Enter, or use the LOV to select, the date by which you require the
requested items to be delivered.
Not Applicable: Tax Code, Charge Account, Amount, Secondary UOM, Secondary Quantity,
Grade, Reserved
Alternate Region - Source Details
The form for the Source Details Alternate Region can be seen in figure 2.
Figure 2

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Note to Buyer: Optional - enter special instructions or notes that you want the buyer to be Notes
aware of but do not want to print on the requisition. Also, if the bill-to
location is different than the deliver-to location specified for this line you
should enter the appropriate bill-to location in the Note to Buyer. You may
enter a maximum of 480 characters.
Buyer: Mandatory – GPA Buyer defaults. If you wish to select a different buyer
name, you may choose the appropriate buyer from the LOV.
RFQ Required: Not Applicable - leave this box blank.
Supplier Item: Optional - enter the supplier item number.
Document Type: Not Applicable - leave this field blank.
Not Applicable: Document, Line, Global, Owning Org, Contract Num, Rev
Alternate Region - Details
The form for the Details Alternate Region can be seen in figure 3.
Figure 3

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Urgent: Optional - If the item for this line is urgently required, click on this box to Notes
enable it, if not, tab to the next field.
Justification: Optional - Use this field to explain why the item is urgently required. Also, if
the item for this line is sole source you should enter the reason in this field.
Note to Optional
Receiver:
Transaction Not Applicable - leave this field blank.

Nature:
Reference #: Optional - You may enter any document numbers pertaining to this
requisition. For example, if you are keying a requisition that was created
using a manual requisition you should enter the manual requisition number in
this field.
UN Number : Not Applicable - leave this field blank
Hazard: Optional
Flexfields: Applicable to Department of Transportation and Works only.
Alternate Region - Currency
Not Applicable
To complete the requisition line go to the lower part of the Requisition form (figure 1).
Following is an explanation of each field contained in this area.
Destination Mandatory - Select Expense (defaults). If you are buying an inventory

Type: item for stock (Department of Transportation and Works) select Inventory.
Requestor: Your name will default in this field. If you are not the requestor, select the
appropriate name from the LOV.
Organization: This will default if there is a location code on the Employee File of the
requestor. If not, click on the LOV and the field will automatically populate.
Location: This will default if there is a location code on the Employee File of the
requestor. If not, use your LOV to select the appropriate deliver-to location
code.
Subinventory: This field is only applicable to inventory items.

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Source: This will default to Supplier. Enter Inventory if this is an Internal
Requisition. Notes
Supplier: Optional - If you wish to suggest a supplier for the requested item you may
enter the name of the Supplier. If you are requesting an item that is only
available from one supplier, identify the supplier in this field. Note, you must
also enter the reason why it is sole source in the Justification field (in the
Details tab).
Site: Conditional - You should specify the site if you selected a supplier for the
Supplier field.
Contact: Optional - refers to contact name for suggested Supplier.
Phone: Optional - refers to phone number for suggested Supplier.
Ø Note: If you want to purchase the same item, but have it shipped to multiple
locations, provide the shipment details in an attachment (see Attachments, p.7-1).
Enter Requisition Distributions
To navigate to the Distributions form (figure 4) click the distributions button at the bottom of
the form. The Distributions form is where you enter the charge account information
associated to each line. It is possible to have multiple distributions for one line, but together
they must equal the line amount.
Navigation: Requisitions > Requisitions > (B) Distributions
Figure 4

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Alternate Region - Accounts (Distributions) Notes
Num: Each distribution line has its own number. If there is only one distribution
this number will be one. If there are multiple distributions you may enter
each line number consecutively. Alternately, if you tab to the next field the
line number will be populated automatically.
Quantity: Mandatory - Enter the quantity you want to charge to a particular charge
account, this will default from the requisition line information. If you want
to charge to more than one account (multiple distributions) complete the
remainder of the distribution line then proceed to the next distribution line(s).
The total of all distribution quantities must equal the requisition line
quantity.
Charge Mandatory - To enter your financial coding.

Account:
ì Tab into the “Charge Account” field (Charge Account Window,
figure 5).
í Click into the segment of the Charge Account flexfield.
î Click into the LOV in this window (middle button, top left corner of
the Charge Account flexfield).
ï Select the appropriate code.
ð Repeat steps 2 to 4 until all segments are complete.
ñ Click OK.
L Note: you may enter the coding without using the LOV if you are sure of the
values.
Figure 5
For a detailed explanation of the Charge Account refer to the General Ledger User Guide.

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Recovery Rate: Not Applicable Notes
GL Date: The General Ledger date will default with the current date.
Budget Automatically populated with default account.

Account:
Accrual Automatically populated with default account.

Account:
Variance Automatically populated with default account.

Account:
Reserved: Not Applicable
L Important: Save your work before you close the Distributions form
and return to the Requisitions form.
Alternate Region – Projects
Not Applicable.
You have now completed line one of the requisition. If you wish to add additional lines repeat
the process outlined above. You may also add notes or attachments to your requisition (see
Attachments, p.7-1). Once you have entered your requisition proceed to Approve a
Requisition (p.1-11).

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Approve a Requisition Notes
Approving a requisition is a two-step process completed by two different people using the
Approve Document form (figure 6). Step one is completed by the preparer and step two is
completed by the approver.
Figure 6
Step One - Preparer:
If you are the person that prepared the requisition you must forward the requisition to
someone else for approval by completing the following:
1. Click on the Approval button located to the lower right of the Requisition form to
open the Approve Document form.
2. The Submit for Approval button on the ‘Approve Document’ form will automatically
populate.
3. Click in the Forward box. The Forward From box will automatically populate with
the Preparer’s name.
4. Click in the Forward To field and use your LOV to select the person you want to
approve your requisition.
5. If you have any special instructions for the approver, type them into the Note field.

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If a printed copy of unapproved requisition is required, click on the ‘Print’ button. Notes
6. Click OK. A note will appear indicating that the document has been submitted for
approval. Click OK.
7. The requisition has been removed from your screen and will automatically appear on
the Notifications screen of the person to whom you forward the requisition. Close
the Requisition form.
The status of your requisition has changed from Incomplete to In Process, or Pre-Approval
(depending on if the preparer has requisition approval status).
Step Two - Approver:
To find out what requisitions are awaiting your approval, navigate to Notifications (see
Notifications, p. 9-1 for explanation on how to use the Notifications form).
For requisitions that have been forwarded to you for approval the message APurchase
Requisition XXXXX for (preparer’s name) ($CAD) Requires Approval” will appear on the
Subject column. Click in Subject field and Notifications Details screen will appear. The
Notifications Detail on this screen will indicate the requisition lines and the approval
sequence, including who created the requisition.
To approve the requisition directly from this screen:
1. Ensure ‘Action’ field at the at the bottom of the form is populated with ‘Approve.’
Approve will automatically default into this field.
2. Click on the ‘Submit’ button. This will approve the requisition.
3. A message will appear in the preparer’s notifications indicating that the requisition
has been approved.
If you wish to view the document prior to approving, see Open a Document, p. 9-4.

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Modify a Requisition Notes
L Note: If you are the preparer of the requisition you can only make
changes if the requisition is Incomplete, Rejected or Returned.
Navigate to the Requisition Summary form to check the status of your requisition (See Find
a Requisition, p.1-20.).
Incomplete Status
If you know the status of your requisition is incomplete you may open the requisition via the
Requisition Summary form. If you know the requisition number, navigate directly to the
Requisitions form and open your document using the query function as follows:
ì Place your cursor in the Requisition Number field and press F11 (or from the menu
screen (M)View>Query by Example> Enter) to activate the query function.
í Enter the requisition number.
î Press Ctrl +F11 (or from the menu screen (M) View>Query by Example> Run) to
execute the query, or F4 to cancel the query.
You should now have the appropriate requisition open in front of you. From this stage, the
preparer can make changes to any part of the requisition.
In Process Status
The status of In Process means that the requisition is complete and forwarded to an
approver. This approver is the only person who can make changes at this time. If you are
the approver you may access the requisition via your Notifications form.
Approved Status
Once a requisition has been approved it cannot be modified. If changes are required contact
the Government Purchasing Agency or applicable buyer to have the requisition returned to
you.
Rejected and Returned Status
A ‘rejected’ requisition is one that has been sent back to the preparer by the approver. A
‘returned’ requisition is one that has been sent back to the preparer by the buyer. Changes
can be made when the requisition has a status of rejected or returned. To access your
requisition, navigate to the Notifications form, or to the Requisition Summary form if you
know the requisition number.

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Resubmitting a Requisition Notes
To resubmit a requisition that was rejected or returned to you follow the same process as
you would if you were forwarding a new requisition to the approver.

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Cancel/Finally Close a Requisition Notes
L Note: The preparer may cancel or finally close all requisitions except
when it is in a status of Incomplete, or Cancelled.
If you are the preparer and you need to cancel a requisition that is in a status of In Process
have the Approver reject the requisition back to you. If you need to cancel a requisition that
is in a status of Approved, refer to 1-13.
To cancel a requisition navigate to the Requisition Summary form and perform the following:
ì Place your cursor on the line containing the requisition you want to cancel.
í Click Tools on the Menu Bar and a pop-up window will appear (figure 7).
î Double click on the word Control and the Control Document pop-up window will
appear (figure 8).
Figure 7 Figure 8
ï Click on Cancel Requisition or the Finally Close in the Actions field.
ð Enter the reason you are canceling or finally closing the requisition.
ñ Click OK.
You will get a message telling you that once the document is canceled or finally closed it
cannot be undone – see figures 9 and 10 below. Click OK; your requisition is now canceled
or finally closed.

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Figure 9
Notes
Figure 10

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Requisition Preferences Notes
You use requisition preferences to enter defaults for your requisition lines. The preferences
will apply to all requisition lines you create after you set your preferences. These defaults
are applicable during the user session to all new requisition lines you create after you set the
defaults until you exit Oracle Applications. You can override the preference defaults at the
line level.
To open the Requisition Preferences form:
ì Navigate to the Requisitions form.

í Click Tools, on the Menu Bar and a pop-up window will appear (figure 7).
î Double click on the word Preferences and the Requisition Preferences pop-up
window will appear (figure 11).
Figure 11

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Set Requisition Preferences
Notes
You may enter preferences for any of the fields as explained below. Notes
Need by: Use your LOV to enter the Need By date.
GL Date: Not applicable - leave this field blank.
Charge Use your LOV or enter directly the charge account you want the
Account: requested items to be charged against.
Justification: You may enter the reason why the items are required, urgent, or sole source
as applicable. Buyers and approvers will see this message.
Note to Applicable to internal and purchase requisitions.

Receiver:
Reference #: Enter any numbers pertaining to your requisition lines (eg. manual
requisition number).
Transaction Not applicable - leave this field blank.

Nature:
Urgent: Click in this field if items are urgently required.
Destination Select Expense from the drop box list unless you are creating a
Type: requisition for Inventory items.
Requestor: Enter or select from the LOV the name of the Requestor.
Organization: Select the default from the LOV.
Location: Enter or select from the LOV the delivery location for all requisition lines.
Subinventory: Applicable to inventory items.
Currency: The system default is Canadian currency.
Rate Type: Not applicable.
Rate Date: Not applicable (defaults).
Rate: Not applicable.

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Source: If you are creating a Purchase Requisition select Supplier. Source type of
Inventory only applies to Internal Requisitions. Notes
Buyer: If you are creating a requisition to be forwarded to the Government

Purchasing Agency select GPA Buyer from the LOV.
Note to Enter any comments or special instructions you want to send to the
Buyer: attention of the buyer. You may enter up to 480 characters.
RFQ Not applicable, leave this field blank.

Required:
Supplier: You may enter a suggested supplier for your requisition lines.
Site: If you selected a supplier above enter the appropriate site.
Contact: You may enter a contact person for your suggested supplier.
Phone: You may enter a phone number for the suggested supplier.
L Note: To save your preferences click the Apply button located at the
lower right corner of the Preferences form.
Your preferences are now in effect and will be applied to all requisition lines you enter in this
session from this point forward. Lines that have already been created will not be updated by
these preferences.
You may change your preferences at any time during the session. To change an individual
preference, change the field and click the Apply button located at the lower right corner of
the Preferences form. To clear all preferences, while still in the same session, select the
Clear>Form option from the Edit menu while still in the Preferences form, then click the
Apply button located at the lower right corner of the Preferences form.

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Find a Requisition
Notes
If you want to >find= a particular requisition that you created previously or you wish to check
the status of all your requisitions navigate to Requisitions Summary. This will open up the
Find Requisitions Form (figure 12).
Navigation: Requisitions > Requisition Summary > Find Requisitions > (B) Find
Figure 12
L Note: All search criteria are optional. You may click directly on the
Find button to locate all requisitions.
L Note: You may specify as many as desired of the search criteria explained
below. However, the more search criteria you enter, the narrower the
search will become.
Enter Requisition Search Criteria
Requisition #: Enter the requisition number.
Type: From the drop box options, select Purchase for requisitions to be forwarded
to GPA. Select Internal if you are searching for an internal request for a
stocked inventory item.
Preparer: Select the name of the Preparer.
Requestor: Select the name of the Requestor.

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Buyer: Select the name of the Buyer. Notes

Modified: Select No unless you want to restrict the search to modified requisitions.
Reference #: Enter the reference number if applicable.
Import Source: Not applicable - Leave this field blank.
Line: Select the Line Number. This field is only available if you specified a
Requisition Number.
Line Type: Select the Line Type from the LOV.
You May Also Use The Alternate Regions To Further Restrict Your Search
Item Region: You may enter the Item and Revision Number, Category,
Description and Supplier Item.
Status Region: You may enter an Approval Status of: Approved, Incomplete, In
Process, Pre-Approved, Rejected or Returned. You may select a Control
Status of: Open, Cancelled, or Finally Closed. You can enter a Reserved
status of yes or no.
Date Ranges: You may enter Creation Date ranges, Need-by date ranges, and
Closed date ranges.
Sourcing In the Source field, you may enter Supplier or Inventory. If

Region: you enter Supplier, you may further restrict by Supplier, Site and
Currency. If you enter Inventory, you can enter Organization or
Subinventory.
Deliver In the Deliver To field, you may enter a destination type of

To Region: Expense or Inventory. You can specify a Location, Organization or
Subinventory.
Related Docs You may enter the related Document Type, Document,
Region: Line Number, Purchase Order number and Sales Order number (Internal
requisitions only).
Accounting You may enter the Period, GL Date, Charge Account,

Region: Budget Account, or Active Encumbrances - yes or no.
Projects Region: You may enter Project or Tasks.

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Results: ì Click next to the results you wish to obtain, your options are Notes
Headers, Lines or Distributions.
í Click (B) Find.
If you specified Requisition Headers, the Requisition Headers Summary form (figure 13) will
open. If you specified Requisition Lines, or if you entered line specific search criteria, the
Requisition Lines Summary form will open (figure 14). If you specified Requisition
Distributions, the Requisition Distributions Summary form will open (figure 15).
Figure 13
Figure 14

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Figure 15
Notes
As you can see, a multitude of information is available to you in the Requisitions Summary
Forms. If you want to drill down further into the requisition:
ì Click the Open or Lines button on the Requisition Headers Summary form; or
í Click the Distributions button on the Requisition Lines Summary screen.
Note: The Open button is only available for requisitions with a status of Returned,
Rejected or Incomplete.
Clicking the New button will open the New Requisitions Form where you may enter a new
requisition if desired.

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Chapter 2 - Request For Quotations (RFQ== s)
Objectives
The objective of this chapter is to familiarize you with the RFQ process. Upon successful
completion of this chapter, you should be able to:
$ AutoCreate a RFQ
$ Enter a RFQ
$ Select Suppliers for Sourcing
$ Issue Print and Close a RFQ
$ RFQ Query

PURCHASING
Overview of RFQ== s Notes
A Request for Quotation (RFQ) is used to request quotes from suppliers. You may use
various methods to request the quotes via public tender or written quote.
A RFQ may be AutoCreated from requisition lines or may be entered directly.
The steps involved in the RFQ process are as follows:
ì AutoCreate or Enter RFQ header, lines and shipments.

í Select suppliers for sourcing.
î Issue the RFQ.
ï Print and distribute the RFQ to suppliers.
ð Close the RFQ.

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Notes
AutoCreate a RFQ
L Note: When you AutoCreate a RFQ you are creating from approved
requisition lines. Because you are creating from lines, not the entire
requisition, notes that have been attached at the header level will appear as
line level notes on the RFQ (See Attachments, p.7-1).
To AutoCreate a RFQ, navigate to AutoCreate. This will take you to the Find Requisition
Lines form (figure 1). There are four steps to autocreating a RFQ:
ì Find approved requisition lines.

í Select required requisition lines.
î Select AutoCreate criteria (Create or Add To).
ï Enter RFQ Number.
Navigation: AutoCreate > Find Requisition Lines > (B) Find
Figure 1
Enter Search Criteria
The search criteria you enter applies to requisitions. The result of your search will be
approved requisition lines from which you may create a RFQ.
Approved: Select Yes to find approved requisition lines.

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Buyer: Suggested buyer will default but you may clear this field or enter a different
Notes
buyer.
Requisition: Enter the requisition number if you know it.
Requestor: Optional.
Emergency PO Not Applicable

Number:
Preparer: Optional - name of the person who prepared the requisition.
Supplier
Sourcing: Optional - sourced or unsourced.
Supplier List: Optional.
Supplier: Optional.
Supplier Site: Only required if you entered a supplier name in the supplier field.
Document Optional - use if you want to include requisition lines sourced to a

Type: blanket agreement or quotation.
Document: If you selected a document type, select the corresponding document

number from the LOV.
Global: Not Applicable
VMI Only: Not Applicable
Show External Not Applicable

Locations:
Ship-To: Optional
Minimum Optional.
Amount:
Currency: Optional.
Rate Type: Optional.

PURCHASING
Notes
You May Also Use the Alternate Regions To Further Restrict Your Search
Item Region: Optional - you may enter the Item/Revision Number, Category, Description
and/or Line Type.
Status Region: Optional - you may limit the search by Late (yes or no), Urgent (yes or no),
Assigned ( yes or no), RFQ Required (yes or no), or Need-by Days from
Today (e.g. enter 5 if you want to locate all requisition lines with a need-by
date within the next 5 calendar days)
After you have entered your search criteria click on the Find button. This will take you to
the AutoCreate form (figure 2). If you wish to clear the search criteria click on the
Edit>Clear>Form button.
The AutoCreate Documents form displays the requisition lines that met your search criteria.
Figure 2
Select Required Requisition Lines
To select a single line, select the item box for each line required for the RFQ, which will
cause the lines to highlight. Multiple lines can be selected through the same procedure or
you can select all lines by choosing select all under edit in the tool bar. To deselect lines,
unclick the selected line box or go to edit, deselect all.

PURCHASING
Notes
Notes
Select AutoCreate Criteria
Create a new RFQ
Action: Create
Document Select RFQ.

Type:
Grouping: Select Requisition to create a RFQ with one line for each requisition line.
Requisition is only used when you select lines on a single requisition.
When you have entered your criteria, click Automatic or Manual to create the RFQ.
Manual: Allows you to control requisition line placement and combination on the
RFQ. Only available if you chose Default as the Grouping.
Automatic: Automatically creates the RFQ. This is the one you will use most often.
Clicking this button will take you to the New Document window (figure 3)
if you chose Create in the Action field.
Figure 3
Global Not applicable.

Agreement:
Document: Enter the RFQ number. This will be the same as the requisition number,
preceded by TP (tender public) or TN (tender non-public ) as applicable.
RFQ Type: From the LOV select one of the following RFQ types:

PURCHASING
Bid RFQ: The RFQ is for a specific fixed quantity, location and date. Notes
This is the type you will use most often.
Standard RFQ: Not Applicable - Do not use.
Catalog: Not Applicable - Do not use.
Click the Create button and a pop up window will appear to indicate the RFQ was created
successfully. The AutoCreate to RFQ form (figure 5) will then appear complete with the
RFQ number you just entered and the lines you chose from the AutoCreate form. This form
is explained in the section entitled Enter a RFQ (p. 2-8).
Add To An Existing RFQ
Action: Add To an existing RFQ.
L Note: If you are adding to an existing RFQ (you chose add to in the Action field on
the AutoCreate form), clicking the Automatic or Manual button in the AutoCreate
form will prompt the >Add to Document= pop-up window (figure 4).
Figure 4
Document Number: Enter the number of the existing RFQ to which you want to add
more lines and click the OK button.
L Note: Whether you created a new RFQ or added to an existing RFQ you will
automatically see the AutoCreate To RFQ form. Now you can complete your RFQ.
Refer to the section entitled Enter a RFQ (p. 2-8).

PURCHASING
Enter a RFQ Notes

If you AutoCreated your RFQ (whether to a new RFQ or an existing RFQ) you will get the
form shown below (figure 5). You should now enter the remaining information on the RFQ.
If the AutoCreate was an addition to an existing RFQ, most of the information will already
be entered.
You may enter a RFQ without autocreating from a requisition.
L Note: To add clauses, terms and conditions to your RFQ refer to

Attachments (p. 7-1).
Figure 5
If you are entering a RFQ without a corresponding requisition the same form will appear but
it will be titled RFQ=s.
Enter RFQ Header
Each field of the RFQ header is explained below:
Number: If you AutoCreated from a requisition, the RFQ number defaults into this
field. If you did not use AutoCreate to create your RFQ, enter the
originating document number preceded by TP (tender public) or TN (tender
non-public ).

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Type: The type can be changed at this point if the RFQ has been autocreated. If Notes
you are just entering the RFQ, select the type of RFQ: The choices, as in
the >New Document= window, are Bid, Catalog, and Standard.
Created: Created Date automatically defaults when the RFQ=s/AutoCreate to RFQ=s

form is open.
Ship-To: Use the LOV to select the address to which you want the good(s) sent or
service(s) provided.
Bill-To: Use the LOV to select the address to which you want the invoice sent.
Status: Use default (in process) at this time.
Due Date: Do not complete at this time.
Reply Via: Optional - Use the LOV to select the method by which you wish the supplier
to reply.
Description: Enter a brief description of the items for which you are preparing this RFQ.
Close Date: Enter the date you want the RFQ to close.
Quote Optional - If this option is enabled it will force the approval of any
Approval quote that is associated with this RFQ before the quote can be used for
Required: a purchase order.
Buyer: Your name, as buyer, will default in this region. If you wish to forward this
RFQ to another buyer you can choose another buyer from the LOV.
Quote Optional - The beginning and ending effective dates of the supplier=s
Effectivity: quotation may be entered here via the LOV. This is not a required field and
should only be completed if you have enabled the quote approval required
option.
Currency: Defaults.
Flexfield: When you tab or click in the flexfield a pop- up window will appear. Use
the LOV to enter the segments of the flexfield:
Document Type - enter RFQ.
Tender Method - enter method by which the quotes will be solicited.
Award Reason - Enter Not Applicable. This field applies to the

purchase order.

PURCHASING
Notes
Emergency - You can indicate that this purchase is an
emergency by choosing Yes, otherwise enter No.
Contract Agreement #- Optional
Context - Optional, if ‘WST PARTS Data’ selected from

LOV, then enter a ‘Contract No.’
Enter RFQ Lines
If you have AutoCreated the RFQ from a Requisition, the lines information will be brought
over from the requisition.
If you did not AutoCreate the RFQ, fill in the following fields:
Num: Mandatory - This is a sequential number automatically assigned by the

system. A unique number will be assigned to each line or one can be
entered that will override the generated number.
Type: Mandatory - Enter or use LOV to select the type of purchase you are
making, for example; goods (default), services, leasing, etc.
Item: Enter or use LOV to select the item number if it is an item that is catalogued.
If the item has not been catalogued, tab to the category field.
Rev: Enter the item revision number if applicable.
Category: Mandatory - Enter or use LOV to select the purchasing category for the
item on this RFQ line. If you entered a catalogued item, the category field
will be populated with the information contained on the item file.
Description: Mandatory - Enter the description of the item. Up to 240 characters can be
entered here. If you have chosen a catalogued item, this field will be
populated by the information contained on the item file.
UOM: Mandatory - Enter or use LOV to select the Unit of Measure. If you entered
a catalogued item, the UOM field will be populated with the information
contained on the item file.
Target Price: Not applicable.
Supplier Item: Optional - Enter the supplier=s number for the item if applicable

PURCHASING
Notes
Alternate Region - More
UN Number: Optional - A UN Number is an identifier for a hazardous material. Use LOV

to select a UN Number if it is applicable to the item on this RFQ line.
Hazard: Optional - Use LOV to select the Hazard class for the item on this line. If you
entered a UN Number, the corresponding hazard class will be displayed (if
one has been defined).
Order Not applicable.

Quantity, Min:
Order
Quantity Max: Not applicable.
Project #: Optional
Note to If you have additional information regarding the item on this RFQ line
Supplier: you may enter it in this field. The note will print on the applicable RFQ line
(up to 240 characters can be entered).
Not Applicable: Task Number, Contract Number, Rev
Enter Currency Information
The Currency form is used to enter and change currency information for the RFQ. The
default currency is Canadian. If you wish to change the default currency, click on the
Currency . . . button at the bottom of the RFQ. This will cause the Currency pop-up window
to appear (figure 6).

PURCHASING
Figure 6 Notes
The Currency CAD will automatically appear. You can accept this currency by clicking
Done. Or you can change the currency by first clicking in the Currency field.
Currency: Defaults
Rate Type: Not applicable.
Rate Date: Not applicable.
Rate: Not applicable.
Click Done to apply the rate you have selected.
Enter Terms Information
You may enter Terms and Conditions via the Terms and Conditions pop-up window (figure
7). To open this window click on the Terms button at the bottom of your RFQ.
Figure 7

PURCHASING
Payment Mandatory - The payment terms will default to On Invoice Approval.

Terms:
Notes
Freight Terms: Mandatory - The freight terms will default to Prepaid (freight is paid by
Vendor). Use your LOV if you wish to choose one of the following freight
terms: Collect (freight is billed to Department by carrier) and Prepay and
Bill (freight is billed to Department by Vendor).
Carrier: Optional - use LOV to select method of shipment you wish to be used to
send the goods. The options available are: Air (Air Carrier), Courier (Courier
Company), Mail (Post Office), Most Economical (Most Expedient and
Economical), Parcel Post (Post Office - Parcel Rates), Road (Road
Carrier), and Ship (Sea Carrier).
FOB: Mandatory - The FOB will default to Destination (Ownership transfers on

Receipt). Use the LOV to select another FOB option. Available options are:
Origin (Ownership transfers on shipment) and Other (Ownership transfers
in mid-shipment).
Note to Optional - You may enter a note to supplier in this field. This note will
Supplier: print on the RFQ in the space before the lines. You can enter up to 240
characters in this field.
Enter Shipment Information

The RFQ Shipments form (figure 8) is only available when the RFQ type is Bid. This field is
used to request bids for an item(s) with multiple ship-to locations.
Figure 8

PURCHASING
Alternate Region - Shipments Notes
Num: A unique sequential number will default to this field.
Org: Mandatory - Enter the Organization (01 defaults).
Ship To: Mandatory - Enter the ship-to address for the shipment. The ship-to
address will default from the RFQ header which would have defaulted from
the Requisition if the RFQ was AutoCreated. You may use the LOV to
change the ship-to location.
Qty: Mandatory - Enter the Quantity for this shipment.
UOM: Mandatory - Enter the UOM for this shipment. The UOM will default from
the RFQ line; however you may change it. You may want the supplier to
ship the items in different units from that ordered. For example, if you
ordered two Dozen of an item on one RFQ line and you wanted three
shipped to one location and 21 shipped to another location, the UOM on the
RFQ line would be Dozen, but the UOM on the shipment would be Each.
Price: This field should be blank. If you autocreated from a Requisition there may
be a value in this field, if so delete it.
Last
Accept Date: Optional - use the LOV to select the last date goods will be accepted.
Need By: Optional - use the LOV to select your need by date.
Firm: Optional - indicates that the Supplier will hold the bid.
Approved: Optional - indicates that an approved quotation shipment referencing this line
exists.
Footer Section – Below Lines
Item: If you had entered an item number, it would have been displayed in the first
block. The description relating to the item is displayed in the longer box.

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Notes
To enter additional shipment information for this line, click the More alternate region (figure
9).
Figure 9
Num: The number corresponding to the shipment line defaults in this field.
Taxable: The default is non-taxable.
Tax Code: Optional - The default will be the tax that corresponds to the ship-
to location. However, several other types of tax are available in the LOV.
Match A default has been set at the Line Type level. You may override the
Approval default if necessary. The choices are as follows:
Level
2-way - purchase order and invoice quantities must match (within
tolerance).
3-way- purchase order, receipt, and invoice quantities must match
(within tolerance) – this value defaults.
4-way - purchase order, receipt, inspection, and invoice quantities
must match (within tolerance).
Quantity
Received
Tolerance: The default quantity received tolerance is 0. This means that you will not
accept a higher quantity than you have ordered. If you require a higher
quantity tolerance enter it in this field. A number (not a percentage) must be
entered here.

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Quantity Notes
Received
Exception: Not Applicable.
Note: Save your work.

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Select Suppliers For Sourcing Notes

Notes
To select the suppliers to whom you want to send the RFQ, navigate to the RFQ Suppliers
form (figure 10). You may select individual suppliers or you may choose from a pre-defined
list based on purchase categories.
Navigation: RFQ = s & Quotations > RFQ > (B) Suppliers
Figure 10
Select Individual Suppliers
Seq: A unique Sequence number automatically be defaults to this field.
Supplier: Use LOV to select the name of the supplier you wish to add to the RFQ
Suppliers list. When selecting suppliers, choose supplier ‘Vendor’ in
addition to the others that have been selected so that a copy of the
document will be printed for the GPA file.
Site: Use LOV to select the applicable supplier site for the supplier you selected.
Contact: Use LOV to select a contact name for this supplier site, if applicable.
Include In Next
RFQ Printing: This option is automatically enabled (checked) when you first add a
supplier. If you do not want the RFQ to print at this time, you can deselect
this option. To print the RFQ for this supplier, you must go back to this
screen and enable the Include In Next RFQ Printing box.
Printed: The date the RFQ was printed will automatically populate this field.
Count: The number of times you print a RFQ for this supplier will automatically
populate this field.

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Notes
Responded: The date recorded on the Quotation for this supplier. This date will
automatically populate from information entered on the Quotation if you
choose to enter quotations.
Quote: The supplier quote number entered on the Quotation window. This number
will automatically populate from information entered on the Quotation if you
choose to enter quotations.
Add Suppliers From Supplier List
The process for adding suppliers from a Supplier List is as follows:
ì Click on the Add From List . . . button at the bottom of the RFQ Suppliers form to
open the Supplier List form (figure 11). All available lists will be displayed. You
may query on the List or Description fields to limit the number of lists displayed.
For example, if you know the description includes the word Chair: 1)
press F11
2) click in the Description field
3) enter %Chair%
4) press Control + F11
í Click in the box next to the Supplier List you wish to add to your RFQ.
î Click the Apply button and the list will be applied to your RFQ (figure 12).
Figure 11

Issue, Print and Close a RFQ Notes
Issue a RFQ Notes
After you have completed the RFQ headers and lines and selected your suppliers you must
issue the RFQ. When you issue a RFQ you assign a RFQ issue date and set the status to
active. This must be done prior to printing the RFQ.
The steps required to issue a RFQ are as follows
ì Navigate to the RFQ header.

í Use the LOV to enter Active in the Status field
î Use the LOV to enter today=s date in the Due Date field. The Due Date field is used
by Government as the RFQ issue date.
ï Save your RFQ and close the form.
Print a RFQ
When you select the suppliers and add them to the RFQ the Include in Next RFQ Printing
box is automatically enabled (figure 12). To print the RFQ, navigate to the Run Reports
form and select the Gov’t Printed RFQ Report (Jetform Central). Before you can print the
same RFQ again you must requery the RFQ and enable the Include in Next RFQ Printing
box again for those vendors to whom you want to reprint the RFQ.
Note: Save your work.
Figure 12
Once an RFQ has been printed, the status of the RFQ changes to Printed.

Close and Cancel a RFQ Notes
Once you have issued a purchase order for, or canceled, all the items on the RFQ you must
close the RFQ by performing the following steps. You must also follow this process to
cancel a RFQ.
ì Navigate to RFQ header.

Ù Use your LOV to change the Status to Closed.
î If you are canceling the RFQ include the reason in the Description field of the
header (status should now be Closed.
ï Save your work.
ð Close the form.

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RFQ Query Notes
The RFQ Query function permits Departments to see the status of tender documents relating
to the requisitions sent by the Department to the Government Purchasing Agency. Figure 1
shows the RFQ Query form available to Departments.
NAVIGATION: RFQ Query
Figure 1
This function provides ‘read-only’ access to Departments, allowing the Department to

review applicable information, e.g., tender close date. To query this document, departments
need to press F11 to enter the query screen. From this screen (as noted in figure 2),
departments are able to search based on any of the highlighted fields. Departments are also
able to use wildcard searches through the use of % indicators. To execute the query once
the applicable search information is entered, press Ctrl+F11 once the applicable search
criteria are entered.

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Figure 2 Notes

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Chapter 3 - Purchase Orders
Objectives
The objective of this chapter is to familiarize you with the process of creating and editing a
standard Purchase Order. Upon successful completion of this chapter, you should be able
to:
$ AutoCreate a purchase order
$ Add to a purchase order
$ Enter a purchase order
$ Approve a purchase order
$ Modify a purchase order
$ Cancel a purchase order
$ Enter purchase order preferences
$ Find a purchase order
$ Purchase Order Change History

Purchasing
AutoCreate a Purchase Order Notes
When you AutoCreate a PO you are creating from approved requisition lines.
L Note: Because you are creating from lines, not the entire requisition, notes that have
been attached at the header level will appear as line level notes on the PO (See
Attachments, p. 7-1).
L Note: Since you are creating the PO from the requisition, not the RFQ, any
notes, clauses or changes you made to the RFQ will have to be entered again
on the PO, if you require them to be part of the RFQ.
To AutoCreate a PO, navigate to AutoCreate, this will take you to the Find Requisition Lines
form (figure 1). There are four steps to AutoCreating a PO:
Navigation: AutoCreate > Find Requisition Lines > (B) Find
ì Find approved requisition lines.

í Select required requisition lines.
î Select AutoCreate criteria (New or Add To).
ï Enter Supplier.
Figure 1

Purchasing
Notes
The search criteria you enter applies to requisitions. The result of your search will be
approved requisition lines from which you may create a PO.
Approved: Select Yes to find approved requisition lines.
Buyer: Optional - Suggested buyer will default but you may clear this field or select
a different buyer from the LOV.
Requisition: Optional - Enter the requisition number if you know it.
Requestor: Optional.
Emergency Not applicable

PO Number:
Preparer: Optional - name of the person who prepared the requisition.
Supplier
Sourcing: Optional - sourced or unsourced.
Supplier List: Optional.
Supplier: Optional.
Supplier Site: Only required if you entered a supplier name in the supplier field.
Document Optional - use if you want to include requisition lines sourced to a

Type: blanket agreement or quotation.
Document: If you selected a document type, select the corresponding document

number from the LOV.
Not Applicable: Global, VMI Only, Show External Locations
Ship-To: Optional - will default but may be cleared or changed.
Minimum Optional.
Amount:
Currency: Optional.
Rate Type: Optional.

Purchasing
You May Also Use the Alternate Regions To Further Restrict Your Search Notes
Ø Item Region: Optional - you may enter the Item/Item Revision, Category,
Description and/or Line Type.
Ø Status Region: Optional - you may limit the search by Late (yes or no), Urgent
(yes or no), Assigned ( yes or no), RFQ Required (yes or no), or the Need-by Days
from Today (e.g. enter 5 if you want to locate all requisition lines with a need-by
date within the next 5 calendar days).
After you have entered your search criteria click on the Find button. This will take you to
the AutoCreate Documents form (figure 2). If you wish to clear the search criteria click on
the Edit>Clear button.
Figure 2
The AutoCreate Documents form displays the requisition lines that met your search criteria.
Select Required Requisition Lines
To select a single line, select the item box for each line required for the RFQ, which will
cause the lines to highlight. Multiple lines can be selected through the same procedure or
you can select all lines by choosing select all under edit in the tool bar.. To deselect lines,
unclick the selected line box or go to edit, deselect all.

Purchasing
Select AutoCreate Criteria Notes
Create a new PO
Action: Create a New PO
Document Select Standard PO.

Type:
Grouping: Select Default to combine requisition lines for the same item, revision and
line type onto one PO line. Select Requisition to create a PO with one line
for each requisition line. This is only used when you select lines on a single
requisition.
When you have entered your criteria, click Automatic or Manual to create the PO.
Manual: Allows you to control requisition line placement and combination on the PO.
Only available if you chose Default as the Grouping.
Automatic: Automatically creates the PO. This is the one you will use most often.
Clicking this button will take you to the New Document form (figure 3) if
you chose Create in the Action field.
Figure 3

Purchasing
To create the PO perform the following: Notes
1. Supplier: Select the Supplier name from the LOV.

2. Supplier Site: Select the applicable Site from the LOV.
3. Click Create.
A pop-up window will appear to indicate the PO was created successfully. The AutoCreate
to PO form (figure 5) will then appear complete with a PO number generated by the system
and the lines you selected from the AutoCreate form. The PO form is explained in the
section entitled Enter a Purchase Order (p. 3-7).
Add To An Existing PO
Action: Select Add To an existing PO.
If you are adding to an existing PO (you chose add to in the Action field on the AutoCreate
form) clicking the Automatic or Manual button in the AutoCreate form will prompt the >Add
to Document= pop-up window (figure 4).
Figure 4
Document Number: Enter the number of the PO to which you want to add more lines
and click the OK button.
L Note: Whether you created a new PO or added to an existing PO you will

automatically see the AutoCreate To PO form. Now you can complete your PO.
Refer to the section entitled Enter a Purchase Order (p. 3-7).

PURCHASING
Enter a Purchase Order Notes
If you AutoCreated your PO (whether to a new PO or an existing PO) you will get the form
shown below (figure 5). You should now enter the remaining information on the PO. If the
AutoCreate was an addition to an existing PO, most of the information will already be
entered.
Figure 5
If you are creating your purchase order without using the AutoCreate form, navigate to the
Purchase Orders form.
Navigation: Purchase Orders > Purchase Orders
There are 5 steps to completing a Purchase Order:
ì Enter Header information (including flexfield) - you may also enter PO preferences
(p. 38).
í Enter Lines information (including alternate regions).
î Enter Shipments.
ï Enter Distributions.
ð Perform Approval Process.

PURCHASING
Notes
L Note: To add clauses, attachments and conditions to your PO refer
to Attachments (p. 7-1).
If you are entering a PO without a corresponding requisition the same form will appear (see
figure 6). It will be entitled Purchase Orders and it will have the same layout and content.
Figure 6
Enter PO Header
Each field of the PO header is explained below:
PO, Rev: If you AutoCreated from a requisition, the PO number will default into this
field. If you did not use AutoCreate the PO number will be generated when
you save your document.
Type: Mandatory - Select Standard Purchase Order (default).
Created: Created Date will automatically default.
Supplier: Select the Supplier. If you autocreated, this field will be populated.

PURCHASING
Site: Select the appropriate Supplier Site. If you autocreated, this field will be Notes
populated.
Contact: Optional
Ship-To: Use the LOV to select the address to which you want the good(s) sent.
Bill-To: Use the LOV to select the address to which you want the invoice sent.
Currency: Defaults to CAD.
Buyer: Mandatory - Your name defaults into this field but may be changed.
Status: Automatically defaults.
Total: Total dollar value of the PO defaults. Total is updated as each line is added
to the PO.
Description: Optional - Enter a brief description of the items for which you are preparing
this PO.
Flexfield: When you tab or click in the flexfield a pop-up window will appear. Use
the LOV to enter the segments of the flexfield:
Document Type - Enter type of purchasing document that will be

used to purchase the goods/services.
Tender Method - Enter method by which the quotes were solicited.
Award Reason - Enter reason for awarding to the vendor you have
selected.
Emergency - You can indicate that this purchase is an

emergency by choosing Yes, if not select No.
Contract Agreement - Optional
SRO Number - ‘Shop Repair Number’ is applicable to Inventory

users only, refer to Inventory Manual for more
information.
Contact Person - Inventory users only, refer to Inventory Manual

for more information.

PURCHASING
Equipment Info - Inventory users only, refer to Inventory Manual
for more information.
Notes
Context - Applicable to the Department of Transportation
and Works only - If ‘WST PARTS Data’ is
selected, then enter the applicable information in
the ‘Contract No’ field.
Enter PO Lines
If you have AutoCreated the PO from a Requisition, the lines information will be brought
over from the requisition.
L Note: The estimated price from the requisition has been AutoCreated to
your PO. Be sure to enter the appropriate unit prices !
If you did not AutoCreate the PO, fill in the following fields:
Num: This is a sequential number automatically assigned by the system. A unique

number will be assigned to each line or one can be entered that will override
the automatically generated number.
Type: Mandatory - Enter or use LOV to select the type of purchase you are
making. For example; goods, services, leasing, etc. For the goods
acquisitions, you can use two-way or three-way matching depending on
which line type you choose. You must choose a AGoods@ line type (default)
to invoke three way matching and AGoods-Two Way Match@ to invoke two
way matching.
Item: Optional - Enter or use LOV to select the item number if it is an item that is
catalogued. If the item has not been catalogued, tab to the next field.
Rev: Enter the revision number of the catalogued item, if applicable.
Category: Mandatory - Enter or use LOV to select the purchasing category for the
item on this PO line. If you entered a catalogued item, the category field will
be populated with the information contained on the item file.
Description: Mandatory - Enter the item, and applicable description, you wish to
purchase. Up to 240 characters can be entered here. If you have chosen a
catalogued item, this field will be populated by the information contained on
the item file.

PURCHASING
UOM: Mandatory - Enter or use LOV to select the Unit of Measure. If you entered
a catalogued item, the UOM field will be populated with the information
contained on the item file.
Quantity: Mandatory - Enter the quantity of items you are purchasing on this line.
Price: Mandatory - Enter the unit price of the item on this line. Notes
Promised: Optional - Enter the delivery date specified by the supplier in his/her bid.
This date will print on the PO.
Need By: Optional - Enter the date when the Requestor needs the items. This date
will print on the PO if you have not entered a Promised date.
Supplier Item: Optional - Enter the supplier=s number for the item if applicable.
Charge Acct: Defaults from requisition (if autocreated), or when distribution lines are
entered.
Amount: Defaults from price
Reserved: Not applicable – defaults when funds are reserved.
Not Applicable: Secondary UOM, Secondary Quantity, Grade
Alternate Region - Price Reference
List Price: Not Applicable - will default from Price in the Item tab (see above).
Market Price: Not Applicable - leave this field blank.
Price Type: Optional – will default as ‘Fixed.’
Allow Price Not Applicable - leave this field blank.

Override:
Price Limit: Only applicable if you Allow Price Override - leave this field blank.
Negotiated: Not Applicable - leave this field blank.

PURCHASING
Alternate Region - Reference Documents Notes
Contract: Conditional - enter the Contract Agreement number if this is a
purchase order against a contract agreement.
Line: Not Applicable - only applies if you are entering quotations.
Supplier Quotation: Optional.
Not Applicable: Document Type, Document, Line, Global, Owning Organization,

Contract Number, Rev
Note To Supplier: Optional - enter a note to the supplier. You may enter up to 240
characters in this field.
UN #: Optional - enter the UN identification number.
UN # Conditional on choosing UN #. It will default if UN # chosen.

Description:
Hazard Class: Optional - enter the hazard class.
Capital Expense: Not applicable - leave this field blank.
Transaction Nature: Not applicable - leave this field blank.
Flexfield: Applicable to the Department of Transportation and Works only.
Alternate Region – Agreement
Not applicable.
Enter Currency Information
The Currency window is used to enter and change currency information for the PO. The
default currency is Canadian. The Currency pop-up window is presented below (figure 7).

PURCHASING
Figure 7 Notes
The Currency CAD will automatically appear. You can accept this currency by clicking
done.
Enter Terms Information
You may enter Terms and Conditions via the Terms and Conditions pop-up window (figure
8). To open this window click on the Terms button at the bottom of your PO.

PURCHASING
Figure 8 Notes
Payment: The payment terms will default to On Invoice Approval.
Freight: The freight terms will default to Prepaid (freight is paid by Vendor). Other
freight terms: Collect (freight is billed to Department by carrier) and
Prepay and Bill (freight is billed to Department by Vendor) may be
selecting using the LOV. Or you may clear this field and enter the freight
terms in the Supplier Note.
Carrier: Optional - use LOV to select method of shipment you wish to be used to send the
goods. The options available are: Air (Air Carrier), Courier (Courier
Company), Mail (Post Office), Most Economical (Most Expedient and
Economical), Parcel Post (Post Office - Parcel Rates), Road (Road
Carrier), and Ship (Sea Carrier).
FOB: The FOB will default to Destination (Ownership transfers on Receipt). Use
the LOV to select another FOB option. Available options are: Origin
(Ownership transfers on shipment) and Other (Ownership transfers in mid-
shipment).
Pay-On Not applicable.
Supplier/ You may enter a note to the supplier or the receiver in these fields. A
Receiver Note: maximum of 240 characters is allowed.

PURCHASING
Confirming You may indicate that the PO is >confirmation only= by clicking in the Notes
Order: box next to this field. A >confirmation= message will print on the PO.
Firm: Optional - indicates price is firm.
Acceptance Not Applicable - leave this field blank.

Req=d By:
Supply Not Accessible at this time

Agreement:
Supplier Note: Not Applicable.
Receiver Note: Not Applicable.
Agreement Applicable to Blanket and Contract Agreements (see p. 4-1).

Controls:
Enter Shipment Information
The PO Shipments form (figure 9) may be used to order item(s) with multiple ship-to
locations.
Figure 9

PURCHASING
Alternate Region - Shipments
Notes
Num: A unique sequential number defaults to this field; it refers to the shipment
number. There may be more than one shipment per PO line.
Org: Defaults to 01.
Ship-To: Mandatory - Enter the Ship-To location. This defaults from the PO line but
you may change it.
UOM: Enter the applicable UOM. This defaults from the PO line but you may
change it.
Quantity: Mandatory – Defaults from the purchase order line. The total quantity of
all shipments associated to a PO line must be equal to the PO line
quantity.
Promised Date: Optional - Enter the date the supplier promised to deliver the items. This
date prints on the PO
Need - By: Optional - Enter the date the requestor needs the item to be delivered. This
date prints on the PO if you did not enter a promise date.
Original Defaults if applicable.

Promise:
Note to You may enter a Note to the Receiver – this field is 480 characters long.
Receiver:
Country of Not applicable.

Origin:
Taxable: Not applicable.
Tax Code: Not applicable.
Charge Defaults when you enter distributions.

Account:
Amount: Defaults total dollar value of this shipment.
Reserved: Defaults when you reserve the funds.
Secondary Not applicable.

UOM

PURCHASING
Secondary Not applicable. Notes
Quantity:
Grades: Not applicable.
Receipt Close Defaults to zero - this means the shipment will not be closed for
Tolerance: receiving until the total quantity ordered is received.
Invoice Close Defaults to zero - this means the shipment will not be closed for
Tolerance: invoicing until the total quantity ordered is received.
Match Defaults based on the line type. You may change the default using the
Approval drop-box options as explained below:
Level: 2 - way - PO and invoice quantities must match (within tolerance)
3 - way - PO, receipt, and invoice quantities must match (within
tolerance)
4 - way - PO, receipt, inspection and invoice quantities must match
(within tolerance)
Invoice Match Not applicable - defaults

Option:
Accrue on Not applicable - leave this field blank.

Receipt:
Firm: Not applicable - leave this field blank.
VMI: Not applicable – leave this field blank.
Consigned: Not applicable – leave this field blank.
Alternate Region - Status
The fields in the Status region are Status, Quantity Ordered, Received, Cancelled, and Billed.
These fields are automatically updated as the status of the items ordered on the PO changes.

PURCHASING
Enter Receiving Controls Notes
If applicable, receiving controls can be selected through the (B) ‘Receiving Controls’ on the
Shipments form. The ‘Receiving Controls’ form is presented in figure 10.
Figure 10
Receipt Date: If appliable, enter the maximum acceptable number of Days Early
and Days Late for receipts.
Enter the Action for receipt date control. This field determines how
Purchasing handles receipts that are earlier or late than the allowed number
of days selected above. Choose one of the following options:
• None – Receipts may exceed the allowed days early or late.
• Reject – Purchasing does not permit receipts outside the number of
days early or late.
• Warning – Purchasing displays a warning message but permits
receipts outside the selected number of days early or late.
Purchasing accepts the Last Accept Date, which is the last date when the
shipment can be received. This is the promised date plus the number of
days allowed.
Over Receipt Not applicable.

Quantity:

PURCHASING
Miscellaneous: Not applicable. Notes
Enter PO Distributions
To navigate to the Distributions form (figure 11) click the Distributions button at the bottom
of the form. The Distributions form is where you enter the charge account information
associated to each PO shipment line. It is possible to have multiple distributions for each PO
line and/or each PO shipment as long as the total quantity of the distributions is equal to the
quantity of the PO line.
Figure 11
Alternate Region - Destination
Num: Defaults from shipment line but you may enter a different number.
Type: Mandatory - Enter Expense unless you are ordering a stocked item for
inventory.
Requestor: Optional - Defaults from requisition line if PO is autocreated, otherwise

enter here.
Deliver-To: Optional - Defaults from requisition line, if PO is autocreated, but may be

changed. If not defaulted, enter here.
Subinventory: Conditional - Applies to inventory items.

PURCHASING
Quantity: Enter the quantity you want to charge to a particular charge account. If Notes
you want to charge to more than one account (multiple distributions),
complete the remainder of the distribution line then proceed to the next
distribution line(s). The total of all distribution quantities must equal
the shipment line quantity.
Charge This is where you enter your financial coding. Click the LOV to open
Account: the Accounting Flexfield (Charge Account form) seen in figure 12. Click
into each segment of the Charge Account flexfield, then click into the LOV
in this form and select the appropriate code.
Figure 12
For a detailed explanation of the Charge Account refer to the General Ledger User Guide.
Recovery Rate: Not applicable.
GL Date: The General Ledger default date is the current date. This date may be
changed as long as the appropriate Purchasing Period is open.
Reserved: Defaults when funds are reserved.

PURCHASING
Alternate Region - More Notes
Additional fields in the PO Distributions form are as follows:
RQ Number: If you AutoCreated your PO the requisition number defaults into this field.
RQ Line: If you AutoCreated your PO the associated requisition line number defaults
into this field.
Online: Indicates whether the distribution originated from an online requisition.
Rate Date: Applicable to foreign currency (see Enter Currency Information, p. 3-13).
Rate: Applicable to foreign currency (see Enter Currency Information, p. 3-13).
Accrual Automatically populated with default account.

Account:
Budget Automatically populated with default account.

Account:
Variance Automatically populated with default account.

Account:
Alternate Region – Project Not applicable
L Important: Save your work before you close the Distributions form and return to the
PO form.

PURCHASING
Approve a Purchase Order Notes
To approve your purchase order navigate to the Purchase Order form and click the Approve
button. This will open up the Approve Document form (figure 11).You may also approve
your purchase order using the Notifications window (Notifications, p. 9-1).
Navigation: Purchase Orders > Purchase Orders > (B) Approve
Figure 13
Approve
If you have sufficient approval authority to approve the purchase order:
1. Click Reserve (to reserve your funds).

2. Click Submit for Approval (if you have the authority, this will approve the purchase
order through Workflow).
3. Enter approval notes in the Note field if applicable.
4. Click the ‘Print’ box to print the purchase order on approval.
5. Click OK.
Not Applicable: Fax, E-mail, Fax Number, and E-mail Address.
The status of your PO has changed from In Process to Approved, Reserved.

PURCHASING
Forward for Approval
Notes
For Preparer
If you do not have sufficient approval authority to approve the purchase order you must
forward to someone who does:
ì Click in Forward to open the Forward To field. Forward From populates with
name.
í Click in the Forward To field and use your LOV to select the name of the person
you want to approve your purchase order.
î Enter approval notes in the Note field if applicable.
ï Click OK.
The status of your purchase order has changed from Incomplete to In Process.
For Approver
The Notifications of the Approver will open into the ‘Worklist’ (see figure 13)
Figure 14
By clicking on the subject of the applicable line, it will open into the ‘Notifications Details.’
Purchase orders can only be approved through the Action menu. Selecting the ‘Open
Document’ button will open the document; however, the approver will only be able to
reserve the document – not approve it.

PURCHASING
Figure 15 Notes
Reject Approval
If a purchase order has been forwarded to you for approval but, for some reason you do not
wish to approve it, you may reject it back to the preparer (see figure 15).
ì Click in the box next to Reject.

í Enter the reason for the rejection in the Note field.
î Click OK.
Figure 16

PURCHASING
Check Funds Availability
Notes
You can determine whether you have enough funds available before you approve your
purchase order. You can check at the purchase order header, lines, shipments and
distributions level. This only tells you the purchase order has passed funds approval, but it
does not show the actual amounts available. The steps to checking funds availability are as
follows:
ì Open your purchase order.

í Select Tools on the menu bar (see figure 17).
î Select Check Funds.
Figure 17
Print an Approved Purchase Order
There are two ways to print a purchase order.
1. You may navigate to Reports>Run and print the PO.

2. To print automatically on approval, the preparer must select the ‘Print’ box when
submitting for approval. When the approver approves the purchase order from its
‘Notifications Details’, then the print will occur automatically.

PURCHASING
Modify a Purchase Order Notes
When you modify a purchase order you create a revision (change order). If you are the
preparer (Buyer) of the purchase order you can only make changes if the purchase order has
a status of:
ì Incomplete
í Approved, Reserved
î Rejected
If you are the approver of the purchase order you can make changes if the purchase order
has a status of In Process.
Navigate to the Purchase Order Summary form to check the status of your purchase order
(Refer to Find Purchase Orders and Releases, p. 3-35).
Incomplete Status
If you know the status of your purchase order is incomplete you may open the purchase
order via the Purchase Order form. If you know the purchase order number, navigate
directly to the Purchase Order form and open your document using the query function as
follows:
ì Place your cursor in the Purchase Order Number field and press F11 to activate the
query function.
í Enter the purchase order number.
î Press Ctrl + F11.
You should now have the appropriate purchase order open in front of you for you to make
your changes. Be sure to save your work prior to closing.
Approved, Reserved Status
There are two options for making changes to an Approved, Reserved purchase order:
1. Once a purchase order has been approved, only certain fields may be modified
unless you cancel the applicable line. You may increase the quantity but you may
not decrease it. If you increase the quantity you must add a new shipment line and
new distribution. You may also change the line type, category, description, and ship-
to. When you make any of these changes you must save your changes and the PO
must be approved again. This will create a PO revision number. See 3-31 for
instructions on adding a shipment line.

PURCHASING
To change the item or charge account or to decrease the quantity you must cancel Notes
the PO shipment. To do this perform the following:
ì Navigate to the Purchase Order Summary form.

í >Find= the purchase order line(s) you wish to modify (select the Lines
button).
î Select the Shipments button at the bottom of the PO Lines form to open
your PO shipments.
ï Select Tools from the menu and you will see a drop-box (figure 18).
ð Select Control and you will see a pop-up window (figure 19).
ñ Select Cancel PO Shipment.
ò Click OK.
ó Click OK for the next three pop-up windows that ask you if you want to
proceed, tell you your transaction passed funds adjustment and control
action is complete.
Figure 18
Figure 19

PURCHASING
Add new line, ship and distribution for correct amount. Your purchase order has Notes
changed from Approved, Reserved to Requires Reapproval. Follow the standard
approval process to re-approve the PO.
2. Another method of modifying the purchase order would be to unencumber the

purchase order and then make the necessary changes. To unencumber the purchase
order, open the purchase order and click on the Approval button. Once on the
‘Approve Document’ screen, the ‘Unreserve’ box will be selected, then click OK. A
note will occur stating that the transaction has adjusted funds. At this point,
changes can be made to the Type, Category, Description, Quantity Price, Charge
Account and Ship-To location fields.
Rejected Status
A rejected purchase order is one that has been returned to the Buyer by the Approver. Only
a buyer can make changes when the purchase order has this status. To access your
purchase order, navigate to the Notifications form or the Purchase Order Summary form if
you know the purchase order number.
Resubmitting a Purchase Order
To resubmit a purchase order that was rejected to you, follow the same process as you
would if you were forwarding a new purchase order to the approver.
In Process Status
The status of In Process means that the purchase order is complete and forwarded to an
approver. This approver is the only person who can make changes at this time. If you are
the approver you may access the purchase order via your Notification form.
Print Change Orders
When you approve or reapprove a purchase order after modifying it, the revision number on
the Purchase Order header is automatically generated. You may now run the Gov’t Printed
Change Order Report (Jetform Central) to print the changes that were made since the last
revision. If the changes you made only affect the shipments, then only the shipments and
header information prints on the change order; for line changes, the line and header prints;
for header changes, only the header prints.

PURCHASING
Cancel a Purchase Order Notes
If you are the preparer (Buyer) of the purchase order and the goods have not been received
you may cancel the purchase order if it has a status of:
ì Approved
í In Process
î Rejected
L Note: If a PO is in Incomplete or Rejected status it does not need to

be cancelled, it can simply be deleted by querying the PO and
selecting the delete key from the Tool Bar and then save the changes.
The process for cancelling a purchase order is as follows:
Navigation: Purchase Orders > Purchase Order Summary >select PO to be canceled
ì Select Tools on the menu bar to open drop-box (figure 18).

í Select Control to open pop-up window (figure 20).
î Select Cancel PO.
ï Click in the box next to cancel requisition if you wish to cancel the requisition
line from which you AutoCreated your purchase order. A reason should be entered
for the cancellation.
ð Click OK.
ñ Click OK for the next four pop-up windows that tell you that your action cannot be
undone, your transaction passed funds adjustment and control action is complete
and re-query to see changes.
Figure 20

PURCHASING
Notes
L Note: The procedure to be followed for canceling a purchase order
shipment line is noted in the Modify a Purchase Order section (page 3-
27). A similar process would be followed for canceling a distribution
line. The Buyer would need to select the Distributions button from the
Purchase Order Shipments form and then follow the procedures noted
on page 3-27.

PURCHASING
Encumbrance Adjustments/Canceling Purchase Orders Notes

There are several ways to adjust encumbrances. Primarily, it depends on the situation. If
the adjustment you require is for a GPA created document, a brief email to the buyer (you
can get this information from the PO) explaining the adjustment required will get the job
done.
Following is a brief overview of how to do the most commonly requested adjustments to

Purchase Orders created within your Department (i.e., contract agreements, DPO=s).
Before you attempt to cancel Purchase Orders, Purchase Order Lines, or Purchase Order
Shipments you must ensure you are the ABuyer@ on the document. If you intend to add
another line or shipment, the PO must be reapproved before canceling the entire PO, or it
will cause the PO to remain in the status of Requires Reapproval. This status can be viewed
through PO Summary on the >PO Headers= from (Approval Status Column/Field).
Also, it is important to ensure that no receipts have been entered (that you do not intend to
pay) or that no invoices have been matched (that you do not intend to pay) against this line
before you cancel. If a line or shipment is cancelled while a receipt has been entered or an
invoice is matched, that received/matched amount of funds will not be freed up by the cancel
and the funds will not be able to be released through purchasing. An encumbrance JV is
required to disencumber the funds.
Changing Charge Account (including Tracking Code) – Cancel Shipment Line and
Create a New Shipment Line
P Ensure you are the Buyer

P Find Purchase Order through Purchase Order Summary
P Click on >lines= button (bottom of form). This takes you to the >PO Lines= form
P Ensure cursor is on line you wish to change
P Click on >shipments= button. This takes you to the >PO Shipments= form
P Ensure cursor is on the shipment for which you wish to change its charge account
P Click on > Tools= from the menu bar (top of screen)
P Click on >Control= from within the drop-down box
P Click on >Cancel PO Shipment= and enter reason in the >Reason= field
P Click >OK= to the next three dialog boxes
P Open PO using the >Open= button on the bottom of the form
P Ensure cursor is on the line for which you now need to add correct charge account
P Enter quantity information and any other required information on this form
P Click on >Shipments= button
P Click on >Distributions= button
P Enter correct charge account
P Save
P Forward for Approval or Reserve and Approve

PURCHASING
Decreasing Encumbrance – Cancel Shipment Line, Create New Shipment Line (If
Notes
Necessary)
P Ensure you are the Buyer

P Click on >lines= button (bottom of form)
P Ensure cursor is on line you wish to decrease
P Click on >shipments= button
P Ensure cursor is on the shipment for which you wish to decrease the encumbrance
P Click on >Tools= from the menu bar (top of screen)
P Click on >Control= from within the drop-down box
P Click on >Cancel PO Shipment= (this will cancel the remaining balance on this
shipment
P Click >OK= to the next three dialog boxes
P If a new shipment line is necessary, open PO using the >Open= button on the bottom of
the form
P Ensure cursor is on the line for which you now need to enter correct encumbrance
amount
P Enter quantity information. If there is quantity and price already in the fields, you
will need to increase the quantity (this could be total price if this is an amount-
based line type) by the amount you wish to have remaining on the PO
P Click on >Shipments= button
P Click on >Distributions= button
P Enter charge account and any other required information on this form
P Save.
Increasing Encumbrance - Amount-Based Line Types
This process can also be used for quantity based line types if you wish to increase the
quantity on the order.
P Open PO using the >Open= button on the bottom of the form
P Increase the quantity by the amount extra you require.
P Click on >shipments= button.
P Create a new shipment line - enter the amount of your increase in the quantity field and
any other required
information on this form.
P Click on >Distributions= button and enter a charge account
P Save

PURCHASING
PO Tolerance Notes
You cannot approve an autocreated purchase order line if the price on the purchase order
exceeds the estimated price on the requisition by more than the tolerance. If you try to do
this you will get an error message that says your Ashipment line does not fall within price
tolerance (figure 23).@ The tolerance is set in the system and will default. If you select a
catalogued item number, there may be a different tolerance than the system default. If the
tolerance is exceeded you must return the line(s) to the preparer for action.
Return a Line that Exceeds Tolerance
ì Click on the PO line that you want to return.

í Click the delete icon (red >X= on the tool bar) to delete the PO line.
î Click OK when asked if you want to delete the record.
ï Navigate to AutoCreate.
ð Query the original requisition.
ñ Select Tools on the menu bar; a drop-box will open (figure 21).
ò Select Return Requisition to open the Return Requisitions pop-up window (figure
22).
ó Enter the reason you want to return the line(s).
ô Click OK.
The line has now been returned to the preparer. If the preparer adjusts the requisition
estimated price so that the PO tolerance is not exceeded you will be able to autocreate the
line again. You may then add the line to your original PO or create a new PO.
Figure 21

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Figure 22
Notes
Figure 23

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Find Purchase Orders and Releases Notes
If you want to >find= a particular purchase order that you created previously or you wish to
check the status of all your purchase orders, navigate to Purchase Order Summary. This
will open up the Find Purchase Orders form (figure 24).
Navigation: Purchase Orders > Purchase Order Summary
Figure 24
Enter Purchase Order Search Criteria
L Note: All search criteria are optional. You may click directly on the
Find button to locate ALL purchase orders.
L Note: You may specify as many as desired of the search criteria explained
below. However, the more search criteria you enter, the narrower the
search will become.
Number: Enter the purchase order number. You may also enter a Release,
Line and Shipment number for the purchase order.
Type: Select from Standard Purchase Order, Blanket Agreement,

Contract Agreement, Scheduled Release (not applicable), Planned
Purchase Order (not applicable) and Blanket Release.

PURCHASING
Release: Enter the release number if you are searching for a particular
release.
Notes
Currency: Enter the currency.
Supplier: Enter the Supplier name.
Site: If you entered a supplier, enter the applicable supplier site.
Ship-To Org: Select from LOV.
Show External Not applicable.

Locations:
Bill-To: Select from LOV.
Line Type: Enter the Line Type.
Ship-To: Select from LOV.
Buyer: Enter the buyer.
Line: Not Accessible at this time
View Releases: Conditional – enter a Blanket Agreement number in PO Number and

select view releases
Consumption Not applicable.

Advice:
Global Agreement: Not applicable.
You May Also Use The Alternate Regions to Further Restrict Your Search
Item Region: You may enter the Item and Revision Number, Category, Item Description
and Supplier Item Number. VMI and Consigned not applicable.
Date Ranges You may enter date ranges for the following dates: Order,
Region: Approved, Promised, Need By and Closed.
Status Region: You may enter the following:
Order Approval: Approved, In Process, Incomplete, Pre-Approved,

Rejected, Requires Reapproval.

PURCHASING
Notes
Control: Open, Closed, Finally Closed, Closed for Invoice, Closed for
Receiving, Cancelled.
Hold: Yes, No
Frozen: Yes, No
Firmed: Yes, No
Related You may enter the Contract Number, Receipt, Invoice,

Documents Requisition, Paper Requisition. Source Document is not applicable.
Region:
Deliver To You may enter the Destination Type, Requestor, Organization, Location
Region: Subinventory
Accounting: You may enter the Period, GL Date, Charge Account, Budget Account,
Active Encumbrance (yes, no).
Projects Not applicable.

Region:
Select Results
Select the results you wish to obtain from your search. Your options are Headers,
Lines, Shipments, and Distributions.
After you have entered your search criteria click on the Find Button. This will take you to
the Purchase Order Headers form, Purchase Order Lines form, Purchase Order Shipments
form or Purchase Order Distributions form depending on your search criteria.
A multitude of information is available to you in the Purchase Order Summary forms. If you
want to drill down further into the purchase order:
Purchase Order Headers form: Click the Lines button.
Purchase Order Lines form: Click the Shipments button.
Purchase Order Shipments form: Click the Distributions button.
Clicking the New Release or New PO Button will open the Releases and Purchase Order
forms respectively. You may enter a new release or new purchase order.

PURCHASING
Purchase Order Preferences Notes
You use PO preferences to enter defaults for your purchase order lines. The preferences
apply to all PO lines you create after you set your preferences. Once you exit Oracle
Applications, your preferences are no longer in effect. You can override the preference
defaults at the line level.
To open the Purchase Order Preferences form:
ì Navigate to the Purchase Order form.

í Click Tools on the Menu Bar and a drop-box will appear.
î Click on the word Preferences and the Purchase Order Preferences pop-up window
will appear (figure 25).
NAVIGATION: Purchase Orders > Purchase Orders > Tools > Preferences
Figure 25

PURCHASING
Set Purchase Order Preferences Notes
From the Main Tab, you may enter preferences for any of the fields explained below:
Confirming Order: Select if you are entering confirmation orders.
Price Type: Not Applicable - leave this field blank.
Minimum Release Applicable to Blanket Agreements - enter the minimum release

Amount: amount for the line.
Contract: Applies to standard PO issued against a Contract Agreement - enter

the Contract Agreement number. The contract must be in effect at
this time.
Transaction Nature: Not Applicable - leave this field blank.
Need-By: Use your LOV to enter the date when the requestor needs the item.
Promised: Use your LOV to enter the date when the supplier promised to
deliver the items.
Tax Code: Not Applicable - leave this field blank.
Requisition: Enter the Manual requisition number.
Requisition Line: Conditional - you may enter the Manual requisition line number.
GL Date: Defaults.
Charge Account: Use your LOV or enter directly the charge account you want the
items to be charged against.
Organization: The LOV displays valid receiving organizations.
Ship To: Enter the ship to location for the shipment.
Destination Type: Select Expense from the drop box list unless you are creating a
requisition for inventory items.
Requestor: Enter the name of the person who requested the items.
Location: Enter the deliver to location for all distributions. The default is the
Requestor== s deliver to location.

PURCHASING
Subinventory: Conditional - enter if you selected Destination Type Inventory. Notes

The information in the Project Information tab is not applicable.
L Note: To save your preferences click the Apply button located at the
lower right corner of the Preferences form.
Your preferences are now in effect and will be applied to all PO lines you enter in this
session from this point forward. Lines that have already been entered will not be updated by
the Preferences. Close this form to go back to the PO form.
You may change your preferences at any time during the session. To change an individual
preference, change the field and click the Apply button located at the lower right corner of
the Preferences form. To clear all preferences, while still in the same session, select the
Clear>Form option from the Edit menu while still in the Preferences form, then click the
Apply button at the lower right corner of the Preferences form.

PURCHASING
PO Change History Notes
The PO Change History menu item on the Oracle Purchasing Navigator provides detail about
all past revisions made to purchase orders. This feature provides changes made to header,
line, shipment and distribution
To search for past revisions made to a purchase order, there are a number of criteria needed
to perform a ‘simple search’ (see figure 26):
Navigation: Purchase Orders >PO Change History
PO Number: This is the number of the applicable purchase order that is being
searched.
Release Number: This is the applicable release number relating to the purchase order.
Revision: This is the revision number of the revision that will be compared to
the original purchase order.
Document Type: There are a number of types available, including: Blanket

Agreement, Blanket Release, Contract, Global Blanket Agreement,
Planned Purchase Order, Planned Release, Standard Purchase
Order.
Creation Date: This is the creation date of the purchase order.
Revised Date: This is the revised date of the purchase order.
Figure 26

PURCHASING
An advanced search option is also available which allows the searcher to expand its search Notes
beyond one condition, e.g., one purchase order, through selecting search criteria that
expands the search, e.g., a purchase order search can be expanded by using conditions on
the LOV to the left of the number field, such as ‘is’, ‘contains’, ‘starts with’ or ‘ends with.’
Similar conditions can be used for release number, revision number, and document type (see
figure 27).
Figure 27
Once the criteria has been selected, a comparison can be viewed which shows a comparison
to the original PO (see figure 28), the previous purchase order, or all PO changes.
Comparisions are sorted by revision number, header, line, shipment and distribution.
Figure 28

PURCHASING
Copying Purchase Orders Notes
The following types of purchase orders can be copied from one document to another:
1. Standard Purchase Order to Standard Purchase Order
2. Blanket Purchase Agreement to Blanket Purchase Agreement
3. Blanket Purchase Agreement to Request for Quotation (for example, if you wish to
renew a blanket purchase agreement that contains hundreds of lines, you can copy the
previous agreement to a new agreement and change the effectivity dates.)
To copy a document,
a. Query the document you want to copy from the Purchase Orders or Purchase Order
Summary Screen.
b. With the document selected, choose Copy Document from the Tools menu (see
figure 29).
Figure 29
c. Select the applicable To > Document Type.

PURCHASING
d. Select other options if needed: Notes

Ø Document Number – Enter a document only if using manual numbering. If you
are using automatic numbering, a document number will be created for you
after you choose OK. You cannot use the Copy Documents window to modify
documents by copying from one document to another with the same document
number.
Ø Copy Attachments – Check this box to copy an attachment from any level of
the document.
Ø Copy Blanket Price to RFQ – Check this box to copy the purchase price to the
target price when copying a blanket agreement to an RFQ.
e. Choose OK.
Purchasing creates and displays the new document. This document is an exact copy
except for the Promised By and Need By; if these dates are past dates, they change to
today’s date on the new document. Effectivity dates, if any, do not change. If you are
copying a cancelled document, the Note to Supplier field will be blank. This is because a
cancelled document changes the Note to Supplier to an explanation that the document
was cancelled.

PURCHASING
Chapter 4 - Blanket and Contract Agreements
Objectives
The objective of this chapter is to provide you with the knowledge to build a Blanket
Agreement and a Contract Agreement. Upon successful completion of this chapter, you
should be able to:
$ Build a Blanket Agreement
$ Set Blanket Agreement Notification Controls
$ Build a Contract Agreement

PURCHASING
Overview of Standing Offer Agreements Notes

There are two types of standing offer agreements: Blanket Agreements and Contract
Agreements.
A blanket agreement contains individual lines that specify the type and price of goods or
services that you will order at some future date. A blanket release may be issued against a
blanket agreement.
A contract agreement is a contract issued as a result of a tender which does not contain
individual lines. These agreements are supplemented by an attachment (paper copy) of the
terms and prices set against each item. A purchase order referencing the contract agreement
number may be issued against a contract.

PURCHASING
Build a Blanket Agreement Notes
To build a blanket agreement, use the same process as you use for standard purchase orders
(Enter a Purchase Order, p. 3-7). Navigate to the Purchase Order Form and enter the
header information as outlined below. The Purchase Order form for a Blanket Agreement
will look a little different than the one for a Standard Purchase Order (figure 1).
NAVIGATION: Purchase Orders > Purchase Orders

Figure 1
Enter Blanket Agreement (PO) Header
PO, Rev.: Defaults when you save your Agreement.
Type: Select Blanket Purchase.
Created: Defaults to today=s date.
Supplier: Select appropriate supplier.
Site: Select appropriate supplier site.
Contact: Optional - select supplier contact from LOV if available.
Ship-To: Select AAA003 for Master Agreement (multiple users). If an individual

agreement, use the specific location (single user); however, if there are
multiple users within a Department, select AAA003.
Notes
PURCHASING
Bill-To: Select AAA003 for Master Agreement (multiple users). If an individual
Currency: Defaults to Canadian.
Buyer: Defaults.
Status: Defaults.
Amt Agreed: Optional - Enter the value of the Agreement. This amount prints on the
Agreement.
Description: Enter a description for the Blanket Agreement.
Released: The dollar amount issued against this agreement defaults as releases are
issued against this agreement.
Flexfield: Pop-up window will appear. Enter the following:
Document Type - Blanket – Standing Offer

Tender Method - Public Tender
Award Reason - Enter appropriate award reason
Emergency - No
Context - Not applicable
L Note: To add clauses, attachments and conditions to your blanket

agreement refer to Attachments (p. 7-1).
Enter Blanket Agreement (PO) Lines
Num: Defaults.
Type: Mandatory - Select appropriate line type.
Item: Enter if applicable.
Rev: Enter item revision number if applicable.
Category: Mandatory - Select appropriate category.

PURCHASING
Description: Mandatory - Describe item you are ordering. Notes
UOM: Mandatory - Select appropriate unit of measure.
Quantity: Not Applicable.
Price: Mandatory - Enter unit price supplier has agreed to.
Promised: Not Applicable.
Need By: Not Applicable.
Supplier Item: Optional - Enter if Applicable.
Charge Acct: Not Accessible
Not Applicable: Amount, Reserved, Secondary UOM, Secondary Quantity, and Grade
Enter Blanket Agreement Terms and Conditions
Click the Terms button to open the pop-up window in figure 2.
NAVIGATION: Purchase Orders > Purchase Orders > (B) Terms
Figure 2

PURCHASING
Terms Notes
Payment, Freight and FOB defaults but may be changed.
Not Applicable: Carrier, Pay on, Confirming Order, Acceptance Required, and
Supply Agreement
Supplier Note: Optional - enter a note to the supplier. This note will print at the
top of the Blanket Agreement and Release.
Receiver Note: Optional - enter a note to the receiver. This note will print on the
Expected Receipts report.
Agreement Controls
Effective: Enter the agreement issue and expiry dates.
Amount Limit: Defaults - total estimated value of the blanket agreement.

This is the Areal@ limit for the agreement and may be
different than the amount agreed that you entered in the
header. Releases against this agreement may not exceed
this amount. This amount does not print on the agreement.
Minimum Release: Optional - enter minimum amount for a blanket release. A

release may not be less than this amount.
Price Update Not applicable.

Tolerance:
L Save your document and return to the Purchase Orders form.
Approve a Blanket Agreement
The approval process for a blanket agreement is the same as for a standard purchase order.
Refer to Approve a Purchase Order, p. 3-22.
Set Notifications
If you wish to be alerted prior to the expiration of the blanket agreement you must specify an
expiration date for the purchase agreement in the Terms and Conditions form and you must
enter a notification control (figure 3).

PURCHASING
NAVIGATION: Tools > Notifications Control (blanket agreement must be open)
Figure 3 Notes
Condition: Select Expiration.
Warning Delay: Enter number of days prior to expiration you wish to be alerted.
Effective: Effective date is calculated based on your warning delay and the
expiration date.
%: Not Accessible
Amount: Not Accessible
L Click the Done button and return to the Purchase Order form.

PURCHASING
Notes
Build a Contract Agreement
Since there are no line items on a Contract Agreement it is relatively simple to build. Navigate
to the Purchase Order Form and enter the header information as outlined below. The
Purchase Order form for a Contract Agreement will look a little different than the one for a
Standard Purchase Order (figure 4).
Navigation: Purchase Orders > Purchase Orders

Figure 4
Enter Contract Agreement (PO) Header
PO: Defaults when you save your Agreement.
Type: (Mandatory) Select Contract Agreement.
Created: Defaults to today=s date.
Supplier: Select appropriate supplier.
Site: Select appropriate supplier site.
Contact: (Optional) Select Supplier contact from the LOV, if applicable.
Ship-To: Select AAA003 for Master Agreement (multiple users). If an individual

Bill-To: Select AAA003 for Master Agreement (multiple users). If an individual

Currency: Defaults to Canadian but may be changed.
Buyer: (Mandatory) Defaults.
Status: Defaults.

PURCHASING
Notes
Amt Agreed:Enter the value of the Agreement. This amount prints on the Agreement.
Released: Defaults as PO=s are issued against this agreement.
Description: Enter a description for the Contract Agreement.
Flexfield: Pop-up window will appear. Enter the following:
Document Type - Contract – Standing Offer

Tender Method - Public Tender
Award Reason - Enter appropriate award reason
Emergency - No
Context - Not Applicable
L Note: To add clauses, attachments and conditions to your blanket

agreement refer to Attachments (page 7-1)
Enter Contract Agreement (PO) Terms
To set the effectivity dates for the contract agreement and to enter notes to supplier open the
terms pop-up box (figure 5) by clicking the terms button at the bottom of the Purchase
Order form.
NAVIGATION: Purchase Orders > Purchase Orders > (B) Terms
Figure 5

PURCHASING
Terms Notes
Payment, Freight and FOB values default, but may be changed.
Not Applicable: Carrier, Pay on, Confirming Order, Firm, Acceptance Required,
and Supply Agreement
Supplier Note
Enter the description of the contract in this field. If you are going to issue contract
agreements to more than one supplier you may copy the note to supplier to each
Contract Agreement by using your Copy and Paste functions. This note will print at
the top of the Agreement.
Agreement Controls
Effective: Enter the agreement issue and expiry dates.
Amount Limit: Defaults - total estimated value of the blanket agreement.

This is the Areal@ limit for the contract and may be different
than the amount agreed that you entered in the header.
Purchase Orders issued against this agreement may not
exceed this amount.
Minimum Release: Not applicable - leave this field blank.
L Save your document and return to the Purchase Orders form.
Approve a Contract Agreement
The approval process for a contract agreement is the same as for a standard purchase order
except that reserving the funds is not applicable. Refer to Approve a Purchase Order, p. 3-
22.

PURCHASING
Chapter 5 - Releases Against Agreements
Objectives
The objectives of this chapter are to demonstrate how to check the system to see if your
required item is available on Blanket Agreement and to issue a release against an Agreement.
Upon successful completion of this chapter you should be able to:
$ Search Supplier Item Catalog
$ Issue a Release Against a Blanket Agreement
$ Enter a Purchase Order Against a Contract Agreement

PURCHASING
Overview of Standing Offer Agreements Notes
There are two types of standing offer agreements: Blanket Agreements and Contract
Agreements.
A blanket agreement contains individual lines that specify the type and price of goods or
services that you will order at some future date. A blanket release may be issued against a
blanket agreement.
A contract agreement is a contract issued as a result of a tender which does not contain
individual lines. These agreements are supplemented by an attachment (paper copy) of the
terms and prices set against each item. A purchase order referencing the contract agreement
number may be issued against a contract number.

PURCHASING
Search Supplier Item Catalog

Finding Blanket Agreements
The Supplier Item Catalog provides an easy way to determine what is available on Blanket
Agreement. Navigate to the Supplier Item Catalog to open the Search Supplier Item Catalog
form (figure 1). In this form you may enter search criteria to determine if the item you want
to buy is available on Blanket Agreement.
NAVIGATION: Supplier Item Catalog
Figure 1
To find everything available on Blanket Agreement click the Find button without
entering any search criteria. To narrow your search enter any of the following
search criteria.
Commodity: Enter the applicable category.
Item, Rev: Enter item number and revision number if applicable.

PURCHASING
Notes
Description: Enter the exact description of the item if it is known.
Item Description Enter key words associated to the item you require. For
Contains the Words example, if you want to know if map of Newfoundland
in Sequence Only is available on Blanket Agreement you may enter any
of the following: map, map of Newfoundland, MAP, etc.
NOTE: if you enter maps but the description on the Blanket
Agreement is map, your search will not be successful.
Other available search criteria are Supplier, Supplier Site, Due Date, Line
Type, UOM, Deliver-To Organization, Deliver-To Location and Currency.
After you have entered your search criteria click the Find button. This will bring you to the
Negotiated Sources region of the Supplier Item Catalog form (figure 2).
NAVIGATION: Supplier Item Catalog > (B) Find

Figure 2
Alternate Region - Negotiated Sources
If there are any Blanket Agreements that match your search criteria they will be
displayed here. The main fields of this form are explained below.
Document: Blanket Agreement number - be sure to record this #.

PURCHASING
Notes
Supplier: Supplier to whom the Blanket Agreement is issued.
Item: Defaults item number if item has been catalogued.
Commodity: Defaults appropriate category.
Description: Description of the item available on the Blanket Agreement.
Line Price: Defaults unit price of the item.
Supplier Item: Defaults if applicable.
Line UOM: Defaults.
Break Quantity: Defaults if applicable.
Break Price: Defaults if applicable.
Alternate Region – Prior Purchases
The Prior Purchases tab will outline the items purchased which meet the search criteria
specified earlier.
L Record the Document number of the Blanket Agreement for the item you
require and close this form.
If you want to issue a release against this Blanket Agreement refer to Enter a Release
p. 5-6.

PURCHASING
Notes
Enter a Release
To enter a release against a Blanket Agreement navigate to the Releases form (figure 3).
The steps to entering a release are:
ì Enter the blanket agreement number - you may also enter PO Preferences p. 3-38.
í Select lines from blanket agreement.
î Complete lines.
ï Enter the distributions, then save.
ð Approve the release.
NAVIGATION: Purchase Orders > Releases
Figure 3
Enter Release Header

Enter the Blanket Agreement number in the PO field and press tab, the remaining fields will
default.
Enter Release Lines
ì Place your cursor in the Line field and open the LOV.
í Select the line you want to place on your release.
î Click OK.
This will open the Shipments Alternate Region, however, if you select the Item Alternate
Region you will see that the category, description and item number (when applicable) have
been brought over from the Blanket Agreement.

PURCHASING
Enter Shipments
Notes
Alternate Region - Shipments
Some of the fields have defaulted from the Blanket Agreement, however, you must
modify or enter the following fields:
Ship-To: Enter the appropriate Ship-To address.
Quantity: Enter the quantity you want to order.
Note to Receiver, promised or need-by date can be entered here. Country of Origin,
Taxable and Tax Code are not applicable.
This region provides default information about the Receipt Close tolerance, Invoice
Close Tolerance and Match Approval Level. If you are not receipting, then you
must change from 3-way to 2-way.
Invoice Match Option, Accrue at Receipt, Firm and VMI are not applicable.
In this region you may check the status of your order, including quantity ordered,
received, cancelled and billed.
Alternate Region – Item
Not applicable.

PURCHASING
Enter Distributions
Notes
Click the Distributions button at the bottom of the form to open the Distributions form.
Alternate Region - Destination
Charge Account: Enter the charge account to which the item will be
charged. Refer to Alternate Region - Destination, p. 3-19,
for details on how to complete the charge account.
Save: - Add Attachment re Bill to Address (for information on Attachments, see p.7-1)
Approve a Release
The approval process for a blanket release is the same as for a standard purchase order.
Refer to Approve a Purchase Order, p.3-22.

PURCHASING
Enter a Purchase Order Against a Contract Agreement Notes

The process for entering a purchase order against a contract agreement is virtually the same
as entering a standard purchase order, with the exception of recording the contract
agreement number in the appropriate field. Refer to Enter a Standard Purchase Order, p. 3-
7.
To enter a purchase order against a contract agreement navigate to the Purchase Order form
and enter the Header and Lines and Approve the Purchase Order as outlined below.
Enter Header
ì Ensure you select the supplier who has been issued the contract agreement.
í In the description field indicate this is a purchase order issued against a contract
agreement.
î Complete remaining fields as outlined in Enter PO Header, p. 3-8.
Enter Lines
ì Complete fields as outlined in Enter PO Lines, p. 3-10.
í Open the Reference Documents Alternate Region (figure 4) and enter the contract
number in the Contract field. If you already entered the contract number in your
PO Preferences before you created the line(s) this step is not necessary.
Figure 4

PURCHASING
Approve a Purchase Order Against a Contract Agreement Notes
The approval process for a purchase order against a contract agreement is the same as for a
standard purchase order. Refer to Approve a Purchase Order, p. 3-22.

PURCHASING
Chapter 6 - Receipts
Objectives
The objective of this chapter is to familiarize you with the process of entering receipts into
the system. Upon successful completion of this chapter, you should be able to:
$ Enter and add to a standard receipt
$ Enter and add to a direct receipt
$ Enter receiving transactions
$ Enter inspection results
$ Receive a substitute item
$ Process corrections and returns

PURCHASING
Overview of Receipts Notes
There are two types of receipts in the system: Direct and Standard.
Direct Receipt: Shipments are received directly to the final destination. Receiving
and delivering functions are performed simultaneously. Specify
Destination Type of Expense on the receipt.
Standard Receipt: Shipments are received into a receiving location in one transaction
and then delivered in a separate transaction. Specify Destination
Type of Receiving on the receipt.
Unless 2-way matching has been specified on the purchase order, a receipt must be entered
into the system before an invoice may be paid for that purchase order. Once a receipt is
entered, the status of the purchase order is automatically updated by the system. Once all
items have been received, the purchase order is automatically Closed for Receiving.
If 4-way matching has been specified on the purchase order, both a receipt and inspection
information must be entered into the system. A direct receipt cannot be issued for any
shipments where inspection is required.
The following is a list of options available to you via the receiving function:
1. enter multiple receipts against a purchase order

2. add to an existing receipt
3. limit over receipt to the specified tolerance
4. process returns and corrections
5. enter inspection results for a shipment

PURCHASING
Enter and Add to a Receipt

Receipts must be entered through a Departmental receiver responsibility.
To enter, or add to, a receipt for a shipment that originated from a purchase order navigate
to the Find Expected Receipts form (figure 1).
The steps to entering a receipt are:
ì >Find= applicable receipt.

í Enter receipt header.
î Enter receipt lines.
Navigation: Receiving > Receipts > Find Expected Receipts
Figure 1
Enter Search Criteria To Locate The Shipments You Want To Receive:
L Note: Limit the search criteria to a minimum. If you are too

specific, you may not get the required results.
Source Type: Select Supplier (Internal applies to internal inventory shipments).
Specify Search Enter the PO number, supplier, item, receiving location, date items
Criteria: expected (date range), or any other available search criteria, to narrow your
search. The requisition and shipment fields apply to internal shipments.

PURCHASING
The >Item= and >Date Ranges= Alternate Regions can also be used to limit Notes
your search. For example, if you wish to search by purchase order
number, enter the number in the Purchase Order field; the Source Type and
Supplier fields will then be populated with the applicable information. You
may then enter the applicable Line and Shipment.
After entering the search criteria click the find button at the bottom of the form to open the
Receipt Header form (figure 2). Use this form to enter header information for all types of
receipts.
Figure 2
Enter Receipt Header
New Receipt/
Add To Receipt To add to an existing receipt click the Add to Receipt flag; to create a new
receipt click the New Receipt flag. If you are adding to an existing receipt
you must enter the applicable receipt number when prompted.
Receipt: This is the Receipt number. It automatically generates when you save the
document.
Receipt Date: Today=s date automatically defaults but may be changed.
Shipment: Enter the shipment number if you are receiving this order in partial
shipments.
Shipped Date: Optional - Enter the shipped date from the packing slip or waybill.
Packing Slip: Optional - Enter the packing slip number.
Waybill/
Airbill : Optional - Enter the waybill/airbill number.

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Notes
Freight Optional - Enter the method by which the goods were sent to you.
Carrier:
Bill of Lading: Optional - Enter the bill of lading number.
Containers: Optional - Enter the number of containers.
Received By: Defaults to your name but may be changed.
Supplier: The supplier will default if you have entered a PO number on the >Find
Expected Receipts= window. If you need to enter a supplier, select from the
LOV.
Comments: Optional
L Save your work. Minimize the header, once the receipt lines are entered and saved
on the Receipts form (figure 3), maximize the header to view the receipt number.
Enter Receipt Lines
The Receipts form displays all outstanding shipments that meet your search criteria from the
>Find Expected Receipts= window. A >+= between the UOM field and the Destination Type
field indicates that there are multiple shipments. To view these shipments, click on the >+=.
The total shipment will be greyed out and the individual shipments will be displayed.

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Notes
Figure 3
Alternate Region - Lines
Select the shipment you want to receive by clicking in the box on the far left of the line. The
quantity outstanding will be displayed.
L Note: If you are trying to receive a late shipment; that is a

shipment received after the receipt tolerance date, you will see a pop-
up box with the message PO Receipt Date Tolerance Exceeded. This is
a warning message only. If you wish to receive the shipment anyway
click OK and proceed with the receipt.
Quantity: Total amount defaults; however, enter the quantity received.
UOM: Defaults but may be changed.
Destination Defaults but may be changed. This refers to the final destination of the
Type: items received. Select Expense if you are entering a direct receipt.
Select Receiving if you are entering a standard receipt.
Item: Defaults if an item was specified on the purchase order. If a substitute item
has been defined you may receive the substitute by selecting it from the
LOV.
Rev: Optional - Enter item revision number if applicable.

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Description: Defaults from the purchase order. Notes

Location: For destination type >Expense= enter the location where the items are
received. For destination type >Receiving= the ship-to address will default
from the purchase order. However, if the items are received in a different
location, this can be changed here.
Requestor: Defaults from the purchase order.
Subinventory: Conditional - Applies to destination type >Inventory=. Enter the subinventory

into which the goods will be delivered.
Locator: Conditional - Locator control must be enabled. Enter the stock locator.
Applies to destination type >Inventory.=
Category: Defaults from the purchase order.
Not ASN Type, Country of Origin, Secondary Quantity, Secondary UOM

Applicable:
Packing Slip: Optional - Enter the packing slip number.
Supplier Lot: Conditional - Applies to destination type >Inventory.=
Reason Code: Not applicable.
Comments: Optional - Enter comments if necessary.
Receipt
Exception: Optional - Enable this option if you want to enter a receipt exception for this
receipt. A receipt exception indicates to Accounts Payable that you want to
place the corresponding invoice on hold until further notice.
Not applicable.

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Notes
Alternate Region - Order Information
Navigate to this region if you need to find information about the shipment. The following
type of information is contained in this section: Order Type, (order) Number, Release
(number), Line (number), Shipment (number), Project Number, Task, Charge Account,
Kanban Card Number, Supplier (name), Customer, Quantity Ordered, Unit of Measure, Due
Date, Supplier Item (number), Customer Item, Manufacturer Name, and Source Inspected.
Alternate Region - Outside Services
Not applicable.
Alternate Region – Shipment Information
Not applicable.
Footer Section - Below Lines
These fields contain summary information from the purchase order. For information
purposes only.
Ø Important: Save your work.

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Enter Receiving Transactions Notes
The Receiving Transactions form is used to record inspections, deliveries and material
movements within >receiving and inspection=. To determine what shipments require
inspection or have not been delivered, navigate to the Receiving Transactions form (figure
4). If a standard receipt was entered, destination type must be Receiving.
L Note: The majority of receipts will be Direct, therefore, very few will
require more than one step before final delivery.
L Note: When creating a PO, the receiving controls on the shipment
line must be changed from ‘direct delivery’ to ‘inspection required’.
Also note that a 4-way match must be selected on the shipment line.
Navigation: Receiving > Receiving Transactions > Find Receiving Transactions
Figure 4
Ø Enter search criteria in any of the available fields to narrow your search
Ù Use the alternate regions to further narrow your search if desired; or
Ú To find all available shipments do not enter any search criteria
Û Click Find to open the Receiving Transactions form (figure 5)

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Figure 5 Notes
The Receiving Transactions form displays the results of your search. The top portion of this
form is the lines section. This is where you choose the item to be inspected and/or
delivered.
The only shipments that appear in the Receiving Transactions form are those that have a
Receipt Routing type of Inspection Required or Standard on the purchase order, or if a
Destination type of Receiving was specified for the shipment on the corresponding receipt.
If a standard receipt was entered (destination type is receiving) a Receiving Transaction is

required to deliver the shipment. If inspection is required two receiving transactions must be
processed, one to enter inspection results and one to deliver the shipment.
A >+= between the UOM field and the Destination Type field on the Receiving Transactions
form indicates that there are multiple shipments or multiple distributions. To view these
shipments, click on the >+=. The total shipment will be greyed out and the individual
shipments will be displayed.
Enter Inspection Results for Selected Shipment

The steps to enter inspection results are:
Ø >Find= received shipments

Ù Click in the box on the far left of the shipment you want to inspect
Ú Click the Inspect button to open the Inspection Details form (figure 6)
Û Accept or reject the shipment as explained below.

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Notes
Figure 6
Status: Mandatory - Select Accept or Reject to indicate if you are accepting or

rejecting this line of goods.
Quantity: Mandatory - Enter the quantity accepted or rejected. The quantity received
defaults into this field. However, you can change that amount to identify
the quantity you will accept and then enter the balance in the next row to
reject.
UOM: Mandatory - Defaults from the receipt
Quality Code: Select the applicable quality code from the LOV.
Reason Code: Not Applicable.
Supplier Lot: Not Applicable.
Date: Mandatory - Refers to inspection date - Defaults to current date
Secondary Not Applicable.

Quantity:

UOM:

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Comment: Optional - Enter comments, such as why you rejected a shipment, if Notes
applicable
Click OK to return to the Receiving Transactions form.
L Save your work.
Deliver a Shipment
To indicate the delivery of a shipment to the appropriate Deliver-To location navigate to the
Receiving Transactions form (figure 5) and perform the following:
Ø Click in the box on the far left of the shipment you want to deliver
Ù Enter the quantity that was delivered
Ú Enter the appropriate Delivery location in the Location field
Û Save your work
View Receiving Transactions
To view the receiving transactions that have been processed against a shipment(s) on a
specified purchase order, open the Receipts Transactions Summary form. To open this
form:
Ø Navigate to the Find Receiving Transactions form (figure 4)

Ù Enter the purchase order or receipt number as your search criteria; to find all
transactions do not enter any search criteria
Ú Click Find to open the Receipt Headers Summary form (figure 7)
NAVIGATION: Receiving > Receiving Transaction Summary > Find Receiving

Transactions > (B) Find
Figure 7

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Û Click on the line corresponding to the receipt of which you want to view the Notes
transactions.
Ü Click the Transactions button to open the Receipt Transaction Summary form
(figure 8)
NAVIGATION: Receiving Transactions Summary > Find Receiving Transactions >

(B) Find > Receipt Headers Summary > (B) Transactions
Figure 8
The Receipt Transaction Summary form displays all the receiving transactions for the
purchase order or receipt you specified. It indicates the quantity received, accepted, rejected
and delivered. To view the corresponding receipt header click the Header button located at
the bottom of the form.
Ø Note: It takes a few moments for transactions to be processed through the

Concurrent Processor. You will not be able to see your transactions on this form
until all concurrent processes are complete.

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Notes
Return Items
You may return items that have been received only, and items that have been both received
and delivered. You may return the items to the receiving location or to the supplier. When
you return items to the supplier, a Return to Receiving transaction, and a Return to Supplier
transaction are created. In addition, the associated purchase order is reopened and the
original receipt quantity is automatically reduced by the quantity of items returned.
Finding Returns
To find source documents, such as requisition, purchase order, and receipt, for which you
can enter Returns, navigate to Find Returns (figure 9).
Navigation: Receiving > Returns > Find Returns
Figure 9

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Enter Search Criteria Notes
ì Enter search criteria in any of the available fields to narrow your search.
í Use the Item, Date Ranges and Transaction Details alternate regions to further
narrow your search if desired; or
î To find all available transactions do not enter any search criteria.
ï Click Find to open the Receiving Returns form (figure 10).
Enter Returns
You use the Receiving Returns form to enter returns against receipts, deliveries, transfers,
acceptances and rejections. To enter a return, enter the quantity you wish to return in the
quantity field of the appropriate line. This selects the line by placing a check mark in the box
to the far left of the line. To complete the return, enter the applicable fields as explained
below.
Figure 10
Alternate Region - Transactions
Quantity: Enter quantity of items you are returning.
Return To: Select Receiving to return to the receiver. Select Supplier to return
to the supplier.

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Supplier/Customer/ If you are returning to the supplier, the name defaults. If you are Notes
Location: returning to receiving enter the receiving location.
RMA #: Optional - Some companies issue Return Material Authorization

number. You may enter the RMA # in this field.
Item: Defaults if applicable
Parent Quantity: Defaults the quantity that was received or delivered as applicable.
Transaction Type: Defaults.
Rev: Defaults the item revision number if applicable.
Item Description: Defaults.
Credit/Debit Memo: Not applicable.
Secondary Quantity: Not applicable.
Secondary UOM: Not applicable.
Transaction Date: Defaults to today=s date but may be changed.
Reason: Not Applicable.
Supplier Lot: Applies to inventory.
Comments: Optional - Enter reason for return or any other comments.
Packing Slip: Defaults if applicable.
Supplier Item: Defaults if applicable.
Hazard: Defaults if applicable.
UN Number: Defaults if applicable.
Receipt Exception: This field will be enabled if a Receipt Exception has been applied.
You may remove the Receipt Exception by clicking in the box to
delete the check mark.

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Alternate Region - Return From Notes
Destination Type: Defaults.
Location: Defaults.
Person: Defaults if applicable and destination type is Expense. Not

Applicable if destination type is Inventory.
Subinventory: Applies to Inventory.
Locator: Applies to Inventory.
Order Type: Defaults the purchase order type.
Order: Defaults the purchase order number.
Rel: Defaults the release number if applicable.
Line: Defaults the purchase order or release line number.
Shipment: Defaults the purchase order or release shipment line number.
Project: Not applicable.
Task: Not applicable.
Charge Account: Defaults from PO.
Kanban Card Number: Not applicable
Supplier: Defaults, if applicable.
Customer: Defaults, if applicable.
Quantity Ordered: Defaults purchase order quantity.
UOM: Defaults purchase order UOM.
Not Applicable.
L Important: Save your work.

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Correct Transactions Notes
You may modify receiving transactions to correct errors in receiving. You may correct any
receiving transaction except another Correction and a Return to Receiving transaction. You
may enter positive or negative corrections, but you cannot enter correction quantities greater
than the outstanding supply.
Example
ì You have entered a receipt for, and delivered 5 items.

í You realize you actually received and delivered 6 items.
Required Action:
Ø Correct the receive transaction from 5 to 6.

í Correct the deliver transaction from 5 to 6.
You may also make corrections to Return to Supplier transactions.
Example
ì You have entered a transaction to return 5 items to a supplier. The items were
received and delivered.
í You realize you only need to return 4 items.
Required Action:
ì Adjust the Return to Supplier transaction by -1. This will reduce the open purchase
order supply by 1 and add it to the receiving supply.
í Adjust the Deliver transaction by 1. This will reduce the receiving supply by 1 and
add it to delivered items.
Find Corrections
To find source documents, such as requisition, purchase order, and receipt, for which you
can enter Corrections, navigate to Find Corrections (figure 11).

PURCHASING
Navigation: Receiving > Corrections > Find Corrections Notes
Figure 11
ì Enter search criteria in any of the available fields to narrow your search.
í Use the Item, Receipt Details, Transaction Details, Shipments, and Destinations
alternate regions to further narrow your search if desired; or
î To find all available transactions do not enter any search criteria.
ï Click Find to open the Receiving Corrections form (figure 12).
Enter Corrections
Navigate to the Receiving Corrections form (figure 12) to enter a correction against a
receiving transaction. An explanation of each field contained in the Receiving Corrections
form is provided below. Following that is an example of a correction against a receiving and
a delivery transaction.

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Figure 12 Notes
Alternate Region - Transactions
9: You must check this box to select this line to perform transaction
Quantity: Enter quantity of items you are correcting. For example, if you
received 10 items when really there were only 9 enter -1 in the
quantity field next to the applicable line.
Transaction Type: Defaults.
Parent Quantity: Defaults the quantity that was received or delivered as applicable.
Item: Defaults if applicable.
Rev: Defaults if applicable
Item Description: Defaults.
Destination Type: Defaults.
Location: Defaults.
Person: Not Applicable.

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Subinventory: Applies to Inventory. Notes

Locator: Applies to Inventory.

Quantity:

UOM:
Transaction Date: Defaults to today=s date but may be changed.
Reason: See LOV.
Comments: Optional - Enter reason for correction or any other comments.
Packing Slip: Defaults if applicable
Supplier Lot: Applies to inventory.
Hazard: Defaults if applic able.
UN Number: Defaults if applicable.
Receipt Exception: This field will be enabled if a Receipt Exception has been applied.
You may remove the Receipt Exception by clicking in the box to
delete the check mark.
Currency: Defaults
Rate Type: Not Applicable.
Rate Date: Defaults
Rate: Defaults as 1.
Order Type: Defaults the purchase order type.
Order: Defaults the purchase order number.

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Rel: Defaults the release number if applicable. Notes

Line: Defaults the purchase order or release line number.
Shipment: Defaults the purchase order or release shipment line number.
Project: Not Applicable
Task: Not Applicable
Charge Account: Defaults from purchase order.
Kanban Card Number: Not Applicable
Supplier: Defaults.
Quantity Ordered: Defaults purchase order quantity.
UOM: Defaults purchase order UOM.
Due Date: Defaults when applicable.
Not Applicable.
Footer Section - Below Lines

These fields contain summary information from the purchase order. For information
purposes only.

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Example of Receipt Correction Notes
Navigation: Receiving > Corrections > (B) Find > Transactions
In the example, 24 items were received and delivered. A correction decreases the
quantity received and delivered by 1.
ì Find the transactions that require correction.

Ù Select the deliver transaction by clicking in small box to left side and enter -
1 in the quantity field (figure 13). Note the parent quantity of the associated
receive transaction is 0.
î Save your correction and close the form. This removes the item from
delivery and sends it to receiving.
Û Find the receive transaction that requires correction.
Ü Select the receive transaction and enter -1 in the quantity field (figure 14).
Note that the parent quantity is now 1.
Ý Save your correction and close the form.
Figure 13

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Notes
Figure 14
L To view your corrections navigate to the Receiving Transactions Summary form.
L Note: To correct a Return to Vendor follow the process above, however,

where it says to correct the deliver transaction, you correct the return to
vendor transaction instead. Also, instead of adjusting the receive transaction
by -1, you adjust the deliver transaction by 1.

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Chapter 7 - Attachments
Objectives
The objective of this chapter is to outline where and how to create and attach notes, clauses,
terms and conditions to your purchasing documents. Upon successful completion of this
chapter, you should be able to:
$ Enter an attachment in the document catalog
$ View contents of the document catalog
$ Attach a note to purchase document headers, lines and shipments

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Overview of Attachments
You may provide additional text to your purchase documents using either brief notes or
attachments. You enter brief notes directly into the document using the Note to Buyer, Note
to Approver, Note to Receiver, Note to Supplier or Comments fields. You should use brief
notes when your attachment is 240 characters or less, you do not want to reuse the
attachment on another document or you do not want to format the attachment.
Otherwise, you should use attachments to provide additional text for your documents.
Using attachments you can provide as much text as you want for your documents. You can
provide attachments for the following documents:
• Requisitions – header and line levels
• Purchase Orders – header, line and shipment levels
• Blanket Agreements – header and line levels
• Releases - header and shipment levels
• Contract Agreements - header level only
• RFQ=s – header and line levels
• Receipts - line level only
• Receiving Transactions - line level
You can also provide attachments for items.
When notes have been attached to a purchase document the attachments icon (paperclip
icon) will appear to contain a piece of white paper. If you click on this icon you can view
the attachments.

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Notes
Notes
Enter an Attachment in the Document Catalog
To enter an attachment in the Document Catalog navigate to the Documents form
(figure 1)
NAVIGATION: Setup > Attachments
Figure 1
Enter Document Header
Category: Select from the LOV the applicable category to which your
attachment applies. For example, if you are creating a clause that
you wish to appear on your purchase order for the attention of the
supplier, select To Supplier.
Description: Enter a unique description for the attachment. Make the

description meaningful to the content of the attachment because
you can search on this field to locate your attachment.
Data Type: Short Text: use if there are less than 2000 characters in your
text
Long Text: use if there are more than 2000 characters in your
text

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Document Not applicable
Reference:
Notes
File: A file requires other server applications to view,

such as Microsoft Word or Microsoft Excel,
image files such as .JPG files, or other types of
files. When you attach or create a File type
document, the document is loaded into the
database. When a File document is selected, the
lower half of the Attachments window displays an
“Open Document” button that invokes a web
browser and passes the file to the browser.
Web Page: Web page attachment - requires your web

browser to be defined in the profile option Web
Browser
File: Only applies if you selected data type Image or Web
Usage: Select One-Time if you do not intend to use again. Select Standard if you
intend to use the attachment on other documents. If you select One-Time
but you use it again, it will become a Standard note.
Template: Not Applicable
Security Type: Defaults None.
Owner: Not Applicable
Share: Not Applicable
Effective Optional - enter the dates for which you want the attachment to be
Date: effective.
Enter Document Text
Enter the text in the document block located just below the header. You may enter as much
text as you like.
L Save your work before closing the form.

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Attach Notes to a Purchase Document Notes
There are two ways to attach a note to a purchase document. You may create one as you
are entering the document or you may attach one that is already in the document catalog.
Both methods are explained below.
Access Document Catalog
ì Open the purchase document to which you want to attach a note

í Ensure your cursor is in the section of the document where you want the
attachment. For example, if you want the attachment to apply to the whole
document place your cursor in the header. If the attachment applies to line one,
place your cursor on line one.
î Click the Attachments icon (paperclip) in the tool bar to open the Attachments form
(figure 2)
Figure 2
Create a New Attachment
To attach a note that does not exist in the document catalog enter the following fields in the
Attachments form:
Seq: Defaults
Category: Select appropriate category from the LOV
Description: Enter a unique description pertaining to the note you are going to attach.

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Notes
Data Type: Enter Short Text.
May Be Click in this box if you want to be able to change the note
Changed:
Enter the text in the document block located directly below the header. Save your work. If
you want to add additional notes in the same location, click in the Seq field directly below the
one you just entered and repeat the above process. Be sure to save your work.
To see that the note has been added, click in the items region (if your attachment was to the
header) then click back into the header. You should see a piece of paper in the paperclip of
the attachment icon. Alternately, if you attached your note to a line, click in the header
region and then click back on the line. This action refreshes the screen and the attachment
icon.
Attach a Note from the Document Catalog
To attach an existing note:
ì Do not fill in any of the fields on the Attachments form. Click the document catalog
button on the bottom of the Attachments form to open the Document Catalog form.
(figure 3)
Figure 3

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í To view all the notes in the document catalog, click the Find button; or
î To view a specific note(s) enter search criteria in any of the available fields and click Notes
the Find button. For example, if you know the word tender is in the description of
the note, enter %tender% in the description field and click the Find button. You
should also enter Standard in the Usage field to avoid finding One-Time notes.
ï Place your cursor on the line of the note you want to attach.
ð Click the Attach 1 button.
Ý Do NOT save your work
Þ Close the form
L Note: To verify that your notes are attached click in the appropriate
section of the purchase document (header, line or shipment) and click the
attachments (paperclip) icon.
Templates
Pre-defined templates are available in the document catalogue for:

• Advertising Order
• Aircraft Flight Authorization
• Printing Requisition
• Travel Order
To access these templates from the Document Catalogue, click on the usage block and select
‘Template.’ Press Find (see figure 3).
Once you select the template you wish to use, click in any field and press ‘Attach.’ You
may now enter your information on the template and SAVE your work

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Chapter 8 - Manage Buyer Workload
Objectives
The objectives of this chapter are to describe how to assign requisition lines and how to
review requisition assignments. Upon successful completion of this chapter, you should be
able to:
$ Query approved requisition lines
$ Assign requisition lines
$ Reassign requisition lines
$ Review buyer workload

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Find Assigned Requisitions Notes
Find Assigned Requisitions
To determine what requisition lines have been approved and are ready to be assigned or
reassigned to a specific buyer, navigate to the Find Requisition Lines form (figure 1).
Navigation: Management > Manage Buyer Workload
Figure 1
Action: To review buyer workload select review. To assign or reassign

requisition lines select assign.
Requisition: Optional - enter if you want to find a specific requisition.
Requestor: Optional - enter if you want to find requisitions from a specific

requestor.
Supplier Sourcing: Not applicable.
Buyer: Enter GPA Buyer if you want to find all requisitions sent to GPA
for processing. Enter a specific buyer name if you want to find
requisitions that have been assigned to that buyer. Leave this field
blank to view all assigned requisitions.

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Supplier: Not applicable.
Notes
Supplier Site: Not applicable.
Ship-To: Optional - enter if you want to find requisitions applicable to a

specific ship-to address.
Currency: Optional, enter if you want to find requisitions for a specific

currency.
Rate Type: Conditional - enter if you used the Currency field.
Need By: Optional.
Late: Optional.
Urgent: Optional.
Assigned: Enter yes to find requisitions that have been assigned to GPA or a
specific buyer. Enter no to find requisitions that have not been
assigned to any buyer. When doing so, ensure the Buyer field is
blank.
RFQ Required: Not applicable.
Approval Status: Enter Approved to find approved requisitions.
Alternate Region - Item
You may further restrict your search by entering item, revision, category,
description or line type in the Item Alternate Region.
L Click the Find Button to open the Assign Requisition Lines form (figure 2) if your
selected action was Assign. The Buyer Workload form (figure 3) will open if your
selected action was Review.

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Assign or Reassign Requisitions Notes
Navigation: Management > Manage Buyer Workload > Action: Assign > (B) Find
Figure 2
To assign requisition lines to a new buyer:
ì Select the requisition line(s) you wish to assign by clicking in the box to the far left
of the line(s).
í Enter the name of the buyer in the New Buyer field.
î Save your work.

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Review Buyer Workload Notes
Navigate to the Buyer Workload form (figure 3) to review requisition assignments. You can
analyze buyer workload in this form.
L Ensure that in the Status region you have entered yes in the assigned field.
Navigation: Management > Manage Buyer Workload > Action: Review > Buyer>
Status, Assigned: Yes > Buyer Name > (B) Find
Figure 3
The following information is displayed for each buyer:
Assigned: Number of requisition lines currently assigned to the buyer.
Urgent: Number of urgent requisition lines currently assigned to the buyer.
Late: Number of requisition lines for which today=s date is later than the
Need By date.
Needed: Number of requisition lines that have a Need By date within the Need By
search criteria you used.
Open PO=s: Number of open purchase orders referencing the buyer.
Unassigned: Number of unassigned requisition lines and how many are urgent,
late and needed.

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Notes
L Close the form to return to the Find Requisition lines form.

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Chapter 9 – Notifications
Objectives
The objectives of this chapter are to outline the functions of the Notifications form. Upon
successful completion of this chapter, you should be able to:
$ View documents that require your approval
$ View documents that require your attention
$ Approve documents from the Notifications form
$ Enter Signature approvals on behalf of an off-line user
$ View the Action History of documents in your Notifications form
$ Open documents from your Notifications form for review and modification

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View Documents in the Notifications Form Notes
To view documents in that require your approval or attention, navigate to the Notifications
form (figure 1).
Figure 1
The following information is available to you in your Notifications form:

Select: Select the appropriate line through selecting the associated box.
Priority: A high or low priority icon represents the urgency of the Notification.
Type: The item with which the notification is associated; e.g., purchase order
approval, requisition, etc.
From: The person from whom the document was sent.
Subject: A description of the notification. If a notification is Open and

requires a response, a Response Required icon appears next to its Subject
link.
Sent: Date when the notification was delivered.
Due: Date by which the notification should be completed.

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At the bottom of the form is a “Close” and “Reassign” button is available.
Notes
Close: The worklist lets you simultaneously close multiple FYI – type notifications
that do not require a response. Check select for each notification you wish
to close and then select the “Close” button.
Reassign: If it is necessary to reassign a single notification or a group of notifications

then you may use this option. Check select for the notification you wish to
reassign, then choose “Reassign.” A Reassign page appears that lets you
specify to whom and how you wish to reassign the notification(s) (see
figure 2).
Figure 2
Other
You may check on any column heading to sort your notifications by that column in
ascending order.
A find icon (flashlight) in the toolbar lets you navigate back to the Find Notifications screen
at any time so you can use search criteria to reduce the Worklist to a smaller subject of
Notifications (see figure 3).

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Figure 3
Notes
Open a Document
To open a document in the notifications form, click on the specific document you wish to
open in the ‘Subject’ area. This will open a ‘Notifications Details’ form (see figure 4 and 5).
Figure 4

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Figure 5
Notes
Notifications Details
The full details of the notification appears in the upper frame of the screen. The following
information is available on this screen:
• Status of the Purchasing Document:
• PO Amount:
• Preparer:
• Note:
• PO lines: The first 20 lines of the document are summarized.
• Approval Sequence: Users may review the approval history for the document.
• Open Document Icon: This allows the opening of the document.
The lower frame of the screen provides the option to return back to the Worklist to view all
of your Notifications. This frame also indicates whether a response is required for the
notification. Further, you may close the notification or reassign the document on this screen
(see figure 6).

PURCHASING
Figure 6 Notes
View Approval History
The last 20 Approval History details are summarized in the Approval Sequence section on the
upper frame of the Notification Details screen.
If information on additional lines is required, click on the Open Document icon. To view the
Action History of a requisition, navigate to ‘Tools’ on the menu bar then select ‘View Action
History.’ To view the Action History on a purchase order, navigate to ‘Inquire’ on the menu
bar and select ‘View Action History.’
Figure 7

PURCHASING
Perform Approval Action Notes
To perform an approval action, select the document you want to approve from your
Notification ‘Worklist’ and click in the ‘Subject’ field for the appropriate document. The
Notification Detail window will be displayed and you may perform the desired approval
action. For more information on approving your document, refer to the approval section of
the type of purchasing document you want to approve.
View and Modify/Edit Documents
To view or modify a document on your Notifications, select the document from your
Notification ‘Worklist,’ by clicking in the Subject area of the document you wish to action.
Once your document is selected, choose the ‘View Requisition Details’ or ‘Edit Requisition’
function located under the requisition lines section (see figure 7).
For more information on modifying your document, refer to the modify section of the
chapter applicable to the type of purchase document you want to modify.

PURCHASING
Chapter 10 - Suppliers
Objectives
The objective of this chapter is to provide you with information to register suppliers against a
category. Upon successful completion of this chapter, you should be able to:
$ Build a Supplier List
$ Modify a Supplier List

PURCHASING
Overview of Supplier Lists Notes

A supplier list is used to register suppliers against a category for which they have indicated
they can supply goods and/or services. The name of the supplier list is the category code
and the description of the supplier list is the description of the category.
A supplier list contains the name of the supplier and the supplier site.
A supplier list may be copied to a RFQ (see Add Suppliers From Supplier List p. 2-18).

PURCHASING
Build a Supplier List Notes

To build a supplier list navigate to the Supplier List form (figure 1).
Navigation: Supply Base > Supplier Lists

Figure 1
Enter Supplier List Header
List Name: Enter the name of the category for which you are building the list.
Use UPPER CASE.
Description: Enter the description applicable to the category you have entered.
Use UPPER CASE.
Inactive Date: Optional - enter a date after which the supplier list is no longer
applicable.
Flexfield: Not Applicable.
Add Suppliers to Supplier List
Name: Use the LOV to select the supplier name.
Site: Use the LOV to select the supplier site. If there are multiple sites
that you want to include on the Supplier List, add the same supplier
again and select the next site until you have included all of the
applicable sites.

PURCHASING
Contact: Optional - Use the LOV to select the supplier contact. Notes
L Important: Save your work.

PURCHASING
Modify Supplier List Notes

To modify a supplier list perform the following:
ì Navigate to the Supplier Lists form.
í Query the Supplier List you want to modify. You may query on the List Name or
Description. To Query a Supplier List:
1 Click in the List Name field.

1 Press F11.
1 Enter the Name or Partial Name surrounded by the wild card (eg. %N52%;
or
1 Click in the Description field and enter the description or partial description
surrounded by the wild card (eg. %Tools%).
1 Press Control + F11.
Ú Use your tool bar to delete a supplier. You may also add a new supplier or change
the Name or Description of the Supplier List.
Û Save your Work.

PURCHASING
Chapter 11 - Mass Buyer Update
Objectives
The objectives of this chapter are to outline the Mass Buyer Update function (GPA and
System Administration only). Upon successful completion of this chapter, you should be
able to:
$ Replace the buyer name associated with particular documents to another buyer
name.

PURCHASING
Mass Buyer Update Notes

NAVIGATION: Reports>Run
The mass update of the buyer name is a process which allows the mass change of the buyer
name on existing purchasing documents. This process will replace the existing buyer name
with another specified buyer name. Documents will remain the same status after the buyer
name update.
The following Purchasing documents can be updated: standard purchase order, blanket
purchase agreements, blanket agreements, planned purchase orders (not applicable), planned
releases (not applicable), and contract agreements.
A report is produced as output from the concurrent program, which lists the document
number and document type of the Oracle purchasing documents that were updated by the
program. As noted in figure 1, this report is a concurrent request (submitted through
Reports> Run) entitled “Mass Update of Buyer Name on Purchasing Documents.”
Figure 1

PURCHASING
The parameters for this report are: Notes
Old Buyer: Mandatory - Enter or select the buyer name that needs to be
changed. This must be a buyer name that is currently in the
system (active or inactive).
New Buyer: Mandatory – Enter or select the buyer name that is to be updated
on all the documents that match the old buyer. This will show all
the current buyers with the exception of the one that is entered as
the old buyer.
Commit Interval: Optional – This field specifies how many records should be
updated before they are committed.
A report is produced as output from the concurrent program. This report provides the
document numbers and types that have been changed in Purchasing.

GLOSSARY
Accounting Flexfield Structure used to define financial coding for accounting

distributions. The structure segments correspond to the General
Ledger, Responsibility Centre, Appropriation Category,
Activity Element, Line Object and Department Tracking Code.
Action History History of approval action performed on a purchasing

document. Includes the date and type of action, who
performed the action and any applicable notes.
Agreement Controls Controls you set for each blanket agreement. Consists of issue
and expiry dates, blanket agreement limit and minimum release
for a blanket release.
Alternate Region A collection of regions that occupy the same space in a window
where only one region can be displayed at any time. You can
identify an alternate region by a title noted on the Region tab
that displays the current region title. The title is displayed in a
horizontal line across the top of the region. You can choose to
display another alternate region by clicking on another tab from
the list.
Amount Based Line Type Generally used to identify the acquisition of a service. The price
is always $1.00 and the quantity is equal to the total cost of the
acquisition.
Amount Based Order An order you place, receive and pay based solely on the amount of the
service that you purchase.
Approved Status A purchase order or requisition status that indicates a user with
the appropriate authorization approved the document. The
system verifies that the purchase order or requisition is complete
during the approval process.
Attachment Contains additional text pertaining to your purchase document.

You may build your own attachment or choose one from the
document catalog.

Financial Management System Glossary 1
AutoCreate Automatically create a purchase order or RFQ from existing
requisition lines.
Blanket Release Order of goods or services against a blanket agreement. The

blanket agreement determines the characteristics and prices of
the items. The blanket release specifies the quantities and dates
ordered for the items.
Blanket Agreement A type of purchase order documenting a long-term supplier

agreement. Used to specify agreed prices and delivery
stipulations before you request actual delivery of goods or
services.
Category Logical grouping of items (not necessarily catalogued items) that

have similar characteristics and are defined by a category code.
Each category code consists of 3 digits equating to a group and
7 digits equating to a class. Categories are based on the
Federal Government NAFTA codes.
Charge Account Financial coding to which you will charge your acquisition.
Consists of company, responsibility centre, appropriation
category, activity element, line object, department tracking code
and a segment designated for future use.
Concurrent Manager Monitors and runs time consuming tasks without tying up your terminal.
When you submit a task, such as running a report, a concurrent
manager does the work for you, letting you perform many tasks
simultaneously. Each concurrent manager has a queue of
requests waiting in line to be run.
Concurrent Request A request to the concurrent manager to complete a task for

you. Concurrent managers process your request according to
when you submit the request and the priority assigned.
Contract Agreement An agreement with a supplier for unspecified goods or services.

You reference contract purchase agreements directly on
standard purchase order lines.

Corporate Rate Rate to be used when creating a document in US currency.
This rate will be input by Government and updated on a regular
basis.
Correction A modification to a receiving transaction to correct an error.

You can correct any receiving transaction except another
correction and a return to receiving transaction. You can enter
a positive or negative correction to any receiving transaction.
Deliver-To A location where you deliver goods, you have previously

received from a supplier, to an individual requestor.
Destination Type Determines the final destination of the purchased goods and
services. Destination type expense applies to goods and
services delivered to the requestor at an expense location.
Destination type Inventory applies to goods received into
inventory upon delivery.
Direct Receipt Shipments are received directly to the final destination.

Receiving and delivery functions are performed simultaneously.
Destination type is expense.
Distribution Where you indicate the quantity of goods and services and the
account to which they will be charged (distributed).
Document Catalog Contains all standard and one-time notes. You may access this
catalog through the attachments icon on the menu bar of your
purchase document. You may create your own note and add it
to the document catalog. You may also attach a note that
already exists in the document catalog.
Due Date Field on the RFQ header that applies to the RFQ issue date.
Referenced on the printed copy of the RFQ as issue date
instead of due date.

Express Receipt Option that allows you to receive an entire purchase order or
blanket purchase agreement release with one keystroke.
Flexfield There are two types of flexfields. A key flexfield appears as a

normal field in your form until the flexfield window pops up.
The accounting flexfield is an example of a key flexfield. A
descriptive flexfield provides extra fields for information
applicable to a particular form. The same descriptive flexfield
may be shared by multiple forms, such as the flexfield on the
RFQ and PO header. Brackets [ ] indicate the presence of a
descriptive flexfield.
Folder A special form whose field and record layout you can
customize. You know your form is a folder if: an Open Folder
button appears in the upper left corner of the form, an enabled
Folder Tools button appears on the toolbar, an enabled Folder
menu appears in the main menu bar.
Folder Tools Used to customize a folder to retrieve just a subset of records

and display those records in a different layout. Options
available within folder tools include hide, widen shrink and
move a field.
GL Date General Ledger date. This is the date your action will be
posted to the General Ledger. Generally this will be the current
date, however, for year-end transactions you may need to
change the GL date.
Hazard Class Part of Government defined classification system for classifying

hazardous materials. The hazard class categorizes the hazard
material. Most hazardous materials only belong to one hazard
class, however, some belong to more than one.
In Process Status Purchase document has been forwarded to an approver for

approval action. The approver is the only person who can
make changes to the document when it is in this status.

Incomplete Status No approval action has been taken on the purchase document.
The document is still with the preparer.
Inspection A procedure you perform to ensure that items received conform

to your quality standards. You can use inspections to prevent
payment for goods and services that fail to meet your quality
standards. You must perform the inspection before internal
delivery.
Invoice Close Tolerance A percentage set against the quantity of goods and services
ordered. A shipment will automatically be closed for invoicing if
it is within the Invoice Close Tolerance at billing, when an
invoice is matched to a purchase order.
Invoice Matching Determines whether a PO shipment must be received and/or

inspected before the corresponding invoice can be paid. The
options are: 2-way, no receipt required; 3-way, receipt
required; 4-way, receipt and inspection required.
Item Catalog On-line listing of items available on blanket agreement. Also

contains purchase price history. Searchable by various criteria,
including description, via the Search Item.
Item Pre-defined and catalogued within the system. When you select
an item on your purchase document, various fields, such as
category, uom and description, are automatically populated.
Most items refer to stockable, inventory items applicable to the
Works, Services and Transportation.
Line Type Determines whether a purchase document line is for goods,

services, construction, lease or grants. Also determines
whether the document line is based on price and quantity or on
amount.
LOV Predefined List of Values from which you may select to

populate a field. If a LOV exists for a field, the word <List of
Values> appears in the message line at the bottom of your form.

Navigate Move from one form to another. The first window you see
after logging on and choosing a responsibility is the Navigation
Window. From here you can navigate to a form that allows you
to perform a specific business flow.
Need By Date The date by which the requestor requires the goods or
services to be delivered.
Negotiated Sources Long-term agreements with a supplier used for repetitive buys.
A blanket agreement is a negotiated source.
Notification Controls For blanket purchase agreements and contracts, you can establish
expiration and release control notification conditions and specify
the number of days before the condition is met that you want to
be notified. When the notification conditions are met,
Purchasing sends you an Alert (or email) so that you can take
appropriate action.
Notifications A window that displays information for all documents requiring

you to perform an approval action as well as documents for
which a notification condition requires your attention. An
example of a notification condition is a RFQ that is approaching
it=s close date.
One-Time Note A long note you define as you create the document where you
want the note to appear. Once created, one-time notes are
stored in the Document Catalog.
Organization Government of Newfoundland is the organization for all

departments, however, there are multiple organizations for
inventory organizations such as Transportation and Works
depots.
Outstanding Supply Amount remaining on a parent receiving transaction. For

example, if you order and receive 10 items but only deliver 8,
your outstanding supply for delivery is 2. If you ordered 10
items, but only received and delivered 8 items, there would be
an outstanding supply of 2 for receiving but 0 for delivery.

Parent Quantity Remaining available quantity of a parent transaction. You
cannot enter a quantity for a receiving transaction that is greater
than the parent transaction=s available quantity.
Parent Transaction Transaction linking one or more child transactions. A child

transaction can have only one parent transaction. Parent
transaction information helps you determine the status of the
shipment for which you are entering a receiving transaction.
You can view a shipment=s transaction history, including parent
and all child transactions, using the Receiving Transactions
Summary form.
Pre-Approved Status Status of a purchase document indicating that the document has
been forwarded to someone for approval and this person, in
turn, has forwarded the document to someone else for
approval.
Preferences Used to enter defaults for requisition, purchase order and

release lines. Preferences apply to all lines you create after you
set your preferences. Once you conclude your session your
preferences are no longer in effect.
Preparer Person who enters data, including; header, lines, shipments,

distributions and attachments, on a purchase document.
Promised By Date Delivery date specified by the supplier in his/her bid. This date
prints on the purchase order.
Quality Code Inspection code, used when you receive and inspect a
shipment, to indicate the quality of the goods/services received.
Each quality code has a numerical ranking which provides an
inspection scale.
Quantity Based Line Type An order you place, receive and pay based on the quantity,
uom, and price of the goods or services that you purchase.

Quantity Received Tolerance Percentage by which the quantity received may exceed quantity
ordered.
Query Function that allows you to search for, and retrieve, existing
records. To initiate a query press F11 or select Query, enter
from your menu bar. To complete a query press Ctrl+F11 or
select Query, run from your menu bar.
Receipt Routing A method of simplifying transaction entry by specifying routing

steps for receipts. Receipt routing may be direct, standard or
inspection required.
Receipt Exception Indication to Payables to put the corresponding invoice on hold

until further notice.
Receipt Close Tolerance A percentage set against the quantity of goods and services
ordered. A shipment will automatically be closed for receiving
if it is within the Receipt Close Tolerance at the receipt close
point.
Receiving Controls Determine whether you will accept late shipments, a higher
quantity than ordered and/or substitute items. Also determines
receipt routing.
Receiving Transaction Used to record inspections, deliveries and material movements

within receiving and inspection. Receiving transactions provide
a history that allows you to track a shipment from it=s source to
it=s destination.
Rejected Status Status of a purchase document indicating that the document has
been rejected by the approver. Rejected requisitions are
returned to the preparer. Rejected purchase orders are
returned to the buyer.
Requestor Person who requests goods or services to be purchased. A

LOV containing valid names of requestors is provided.

Reserve An action that you take to encumber funds for your purchase
order and blanket release. If the document passes the
submission tests and if you have sufficient authority, the funds
are reserved (encumbered) for the document.
Returned Status Status of a requisition indicating that the document has been
returned to the preparer by the buyer.
Ship-To A location where you request to have services provided, or

goods shipped, by a supplier.
Shipment Specifies the quantity, ship-to location and organization, and

date you want the supplier to deliver the goods/services on a
purchase order line.
Site (Supplier) Contains supplier address and other information such as contact
name and number. Each site is identified by a unique code
containing part of the site address, as well as a 1 character
symbol representing a geographic region. When you enter a
supplier that does business from multiple locations, you store
supplier information only once, and you enter supplier sites for
each location. You can designate supplier sites as pay sites,
purchasing sites, or RFQ only sites.
Standard Purchase Order A purchase order you issue when you order delivery of goods
or services for specific dates and locations. Each standard
purchase order line can have multiple shipments and you can
distribute the quantity of each shipment across multiple
accounts. A standard purchase order is used to purchase
goods and services pertaining to various types of purchase
authorities; such direct purchase orders, work orders, GPA
issued orders, travel orders. etc.
Standard Receipt Shipments are received into a receiving location and then
delivered in a separate transaction. Destination type on the
receipt is receiving.

Standard Note A long note that you define for reference on purchase
documents. The note is stored in the document catalog and
may be referenced on as many documents as you want.
Substitute Item A predefined relationship between items that allows you to

receive an item in place of an originally ordered item. Only
items that have been defined as substitutes for the item you have
ordered, can be received in place of the original item. To
receive a substitute item correctly, you should ensure that the
ordered item and the substitute item share the same
base unit of measure.
Supplier Item The number your supplier assigns to an item. You and your
supplier can have different naming conventions. You can
identify the item with one number (item) while your supplier
identifies this item using another number (supplier item). By
referencing a number your supplier knows you can help your
supplier to understand your purchase orders better.
Supplier Item Catalog See Item Catalog.
Supplier List Used to register suppliers against a category that they have
indicated they can supply. The name of the supplier list is the
category code and the description is the same as the category
description. A supplier list may be copied to a RFQ.
UN Number An identifier for a hazardous material. The description of a UN

identification number is appropriate for international shipments.
Wildcard Can be used in your search criteria to search for particular

patterns in your data. You can use the percent '%' wildcard
within a field to represent any number of characters including no
characters. For example, if you want to retrieve all records that
contain the word "Central" in a specific field, you would enter
the search criterion %Central% in that field.

Appendix A - Navigating Oracle Applications
Overview
Oracle Applications is a tightly-integrated family of application products that share a common look and feel.
Using the menus and windows of Oracle Applications, you have access to all the functions you need to
manage your business information.
Oracle Applications is highly responsive to users, supporting a multi-window graphical user interface (GUI)
that provides you with full point-and-click capability. You can use your mouse or keyboard to operate
graphical controls such as pull-down menus, buttons, poplists, and check boxes.
In addition, Oracle Applications offers many other features such as field-to-field validation and list of values
to help you simplify data entry and maintain the integrity of the data you enter.
Logging On
After hitting the Oracle Applications desktop icon the first window you will see is Citrix ICA login window.
A pop-up sign in window (Microsoft Windows) will then appear. Enter your Username only and hit the
OK button.
You will then be brought to the Oracle E-Business Suite Sign-in window. You will also need to log-in at this
window. Again enter your Username and password and hit the Login button.
You need an Oracle Applications username and password, also known as an Oracle Applications sign-on,
to log on to Oracle Applications. It is different from the username and password you use to log on to your
computer. If you are not sure of your Oracle Applications sign-on, consult your system administrator.
Oracle Applications security is based on your Oracle Applications sign-on. Your sign-on connects you to
your responsibilities, which control your access to applications, functions, reports, and data.
Choosing A Responsibility
Once you log-in you will be brought to the Oracle E-Business Suite Homepage also known as your
personal homepage. Note: This Webpage will also remain open during your session in Oracle.
There are three regions on the page:
1. Worklist
At the top of the page is your Worklist. This list provides a list of work that has been forwarded to you for
some action or for your review.
2. Favorites
Beside the Worklist area is an area called Favorites. You can use the Edit Favorites button in this region to
specify a ‘top 10’ list of Forms that you would normally access through your Navigator but can access
through this quick access feature.
3. Applications
In the Applications area, you will find a list of the responsibilities you have been assigned. Your
responsibility is a level of authority that lets you access only those Oracle Applications functions and data
that you need to perform your job.
To choose the applicable responsibility for your task, click on the name of the responsibility. The system
will bring your responsibilities up on your homepage.
Again choose the applicable responsibility for your task, click on the name of the responsibility. Doing this
will open the following screen briefly. Note: This screen will remain in the background during your Oracle
session.
The Oracle Applications Navigator window for the responsibility you have chosen will also open.
You can now begin your work. You can close this form by hitting the icon to the left of the window name
and hitting close. You will be brought to the Application Navigator within the Application.
Applications Navigator
Once you have logged in, chosen a responsibility and closed a form, you are transferred to the Navigator
window. The forms that you can navigate to are displayed in a navigation list on the left-hand side of the
Navigate window. The navigation list is organized much like the hierarchy of a file system, where you can
expand items that begin with a plus sign (+) to further sub-levels until you find your form of interest. Sub-
levels appear indented below the items from which they are expanded. Items that are expanded are
preceded by a minus sign (-). You can expand no further when an item displays neither a plus or minus sign.
Expand the list by double-clicking on the list items or by using the + or – signs to the left of the forms.
Using the Top Ten List

If there are forms that you use frequently, you can copy them over to a navigation top ten list located on the
right-hand side of the Navigate window. The top ten list displays your forms numerically so you can choose
them instantly without having to search for them in the navigation list. You can add a maximum of ten forms
to the top ten list and you can create a different top ten list for each responsibility you have access to. Note:
A top ten list is unique for the responsibility and user sign-on combination you use.
To create a navigation top ten list:

1. Select a frequently used form from the navigation list.
2. Choose Add. The form now appears in the navigation top ten list preceded by a top ten list
number.
3. If you wish to remove a form from the top ten list, select that form in the top ten list and choose
Remove.
Documents Region
On the Navigator window, depending on your responsibility, you will notice there is a Documents tab as
well as a functions tab. If you have a document, such as a particular purchase order, invoice, or sales order
that you want to access later, you can create a link to the document using the Navigator's Document feature.
The Navigator's Document feature allows you to create as many links as you want and save them in the
Documents region. The links can be represented as icons in the window or may be viewed as a list. When
you use a link to open a document, Oracle Applications opens the document in the appropriate form
window. You can access the Document region using the tab control.
Adding new Documents to the Navigator

1. Forms that support adding documents to the Navigator enable the Place on Navigator menu item
in the File menu. Use this menu item to add your document to the Navigator.
Opening the Navigator's Document Region

1. Choose Documents from the tab control in the Navigation window.
Once you create a link to a document, the Document region will open by default when you log on.
To open a form from the Document Region

1. Select the document link you want to open.
2. Choose Open or double-click it.
Renaming Documents in the Navigator

1. Select the document link you want to rename.
2. Choose the Rename... button, or double-click the label.
3. Enter the new name, then press OK.
Removing Documents from the Navigator

1. Select the document link to be discarded.
2. Choose Remove.
Removing the document link from the Navigator has no effect on the actual document. However, if
a record such as a purchase order is deleted in the "Enter Purchase Orders" form, the link in your
Navigator displays a message letting you know that your link is now invalid.
Using the Navigator's Processes Region
The Processes region of the Navigator (the "Process Navigator") automates business flows across Oracle
Applications forms. It allows you to model and execute complex business processes through an easy-to-
use, graphical user interface. The Process Navigator guides you step-by-step through each required
function in a business process. In addition to providing a visual map of a business process, the Process
Navigator can launch the appropriate Oracle Applications forms or standard reports at each step. Note:
the ability to view this tab depends on the responsibility you have.
Each time you start a business process, you create an "instance" of that process. You can create as many
instances as you need. Each instance maintains its own version of the process diagram identified by a name
you assign. As you complete each form or "step" within your process, you can save the data and update
your diagram to indicate that this step is complete. When you open a subsequent form, the information you
entered in prior forms is used to query the appropriate data.
You are not required to complete a process before closing the process instance. A process instance can be
closed for later completion, or you can choose to end the instance before completion. Ending a process
instance does not change or modify any data you have entered.
Creating and Opening a Process

When you enter the Processes region, the processes assigned to your current responsibility are
displayed in a list. To use a process, you create an instance of the process, and enter a name for the
instance. This instance remains "active" until you complete or cancel the process. Active instances are
listed in the Navigator below the process from which they were derived. Instances are available only to
the user who created them.
Creating a new instance
1. Select a process.
2. Choose Launch.
3. Enter the name for the new instance. This name appears in the Navigator Processes list.
Open an existing process instance

1. Single click on the process instance you want to open in the Navigator Processes list.
The Navigator continues to display the current process instance until you select another.
Working in a Process Instance

The process instance displays a diagram containing various steps, with each step represented by an icon.
The active step or steps are indicated by green boxes drawn around the step icons. There may be more
than one active step if your process contains multiple paths. The diagram allows you to view a brief
description of each step or to open the form associated with a step.
Opening a form
Click once on any step icon within a process to display a brief description of that step.
Double-click on an icon to open the related Oracle Applications form.
Note: You can open a step in a process instance regardless of whether it is an active step. If you open a
non-active step, the system warns you that upon step completion, you cannot use the Next Step option from
the File menu. In addition, the process instance diagram will not indicate that the step is complete.
Completing a Step
When a step represents a transaction updated through an Oracle Applications form, there are two ways you
can complete that step:
o You can select Next Step from the File menu, or
o You can return to the Process Navigator, and with the completed step highlighted, choose
the Complete button.
Use the second method for any step that does not represent a transaction based on an Oracle Applications
Form.
Ending a Process Instance
A process instance may be terminated at any time during the process without affecting any data you have
entered. A process instance is automatically terminated when the last step in the process is complete. The
system removes the process instance from the Process Navigator list the next time you log in. You may also
choose to terminate a process instance before all of the steps are complete. To do this:
1. Select the process instance to be terminated.
2. Choose the Abort button.
Using the Menu Bar

Once you navigate to an Oracle Applications form, you can use the menu bar at the top of screen to
perform application functions. The menu bar includes File, Edit, View, Folder, Tools, Window, Help.
Click the applicable Menu item to view a list of functions that can be performed in that form.
Using the Toolbar

The toolbar is a collection of icons which are a short-cut for commonly used menu items. By using the
toolbar, you can quickly invoke functions. The toolbar is located directly below the menu bar. To invoke,
simply click on the applicable icon. The most common are:
New Find Save Change Print Window Close

Record Responsibility Help Form
Right Mouse Button
In addition to the Pulldown menu, using the right mouse button allows you to access the following menu
items: Cut, Copy, Paste, Folder Menu and Help.
Using Keyboard Shortcuts
Experienced Oracle Applications users can access the menu by using a keyboard shortcut, a specific
combination of keystrokes that performs the same function as a corresponding menu item. Oracle
Applications assigns many commonly used functions, such as Run Query, Save, or Clear Record to
keyboard shortcuts. You can display a list of the keyboard shortcuts that map to your computer terminal's
keyboard at any time by choosing Help þ Keboard Help on the toolbar.
Exiting Oracle Applications
To Exit an Oracle Application, all Oracle Windows must be closed. To close the Applications Window, on
the toolbar, select File þ Exit Oracle Applications. A caution pop-up window will ask if you want to close
the application, hit the OK button.
To close the Explorer Webpage Window, select File þ Close and the window will close.
To close the Oracle E-Business Homepage, select File þ Close and the window will close.
Once all three windows are closed, you are logged out of the application.
Entering and Clearing Data
Creating Records
You can enter new records or delete existing records from the database by using the new record icon
from toolbar or by choosing File þ New from the toolbar.
Delete Records:
Select Delete from Edit menu, or simply click on the delete record icon from toolbar.
Duplicating Data from a Record

To save time during data entry, you can duplicate data from a previous record if much of the data to be
repeated again in a new record. You can copy one field value or all field values from previous record. Shift
F5 to duplicate the field above and Shift F6 to duplicate the record above or select New Record from
toolbar and place the cursor in field to be duplicated. Choose Duplicate Field (or Record) Above from the
Edit on the toolbar.
Using List of Values/Drop Down Boxes

Lists of values or drop down boxes make data entry an easier as it users enter correct data with a minimum
number of keystrokes. Oracle has now place the lists of values in drop down boxes located on each
applicable field. To see the list, simply place the cursor in the field and click on the three dots to the right of
the field. A list box will appear, choose the correct value and click OK.
Using Calendars to Enter Dates

You can use a calendar to enter a value in a date field. If you are unsure of the date you should enter in the
field, you can display the Calendar window to help select a valid value. To use this feature, the Cursor must
be in applicable date field. Click the drop down box on the field and the calendar will appear, choose the
correct day-month-year and click OK to finish.
Clearing Data
You can clear data from a screen at almost any time. The data you clear is simply erased from the screen
and not deleted from your database. To clear data, choose Edit þ Clear and choose whether to clear the
data from a Record, Field, Block or Form or use the toolbar icons.
Searching for Data
View Menu
The View menu provides you with various options for retrieving application records. These options
include:
• Find: Display Find window to retrieve data.
• Find All: Retrieves all records.
• Query By Example þ Enter: Invokes Enter Query mode to enter search by example
criteria
• Query By Example þ Run: Executes the Query
• Query By Example þ Cancel: Cancels the Query by exiting from enter Query mode.
• Query By Example þ Show Last Criteria: Recovers the search criteria used in the
previous Query.
• Query By Example þ Count Matching Records: Identifies how many records match your
search criteria.
Using Find
Select View menu. Choose Find. Enter reduction criteria (example: to find a requisition enter 981000%).
Click OK.
Using Query By Example

If you want to retrieve a group of records based on more sophisticated search criteria than what Find
allows, you can the Query By Example to specify complex search criteria in some of the fields of many
forms. The search criteria can include specific values, phrases containing wildcard characters, and or
phrases containing query operators. If you do not actually need to retrieve the records from a Query-by-
Example search, but only want to know how many records match your search criteria, you can perform a
Query count to save yourself sometime. To run a Query By Example, place the cursor in the field to query,
select View þ Query By Example þ Enter from the toolbar, the screen will change to the query colour.
To run the query, select View þ Query By Example þ Run the down arrow key may be able to be used
to search for records. An alternative is to use the F11 keyboard short-cut key to enter the query and use
Control + F11 key to run the query.
Reviewing Records
After you perform a search, Oracle applications retrieves all records that match your search criteria. The
View þ Record þ First and View þ Record þ Last provide the ability to move to the beginning or end
of the located record list.
Customizing Data Presentation

Customizing Data in a Folder
A Folder is a special block where field and record layouts can be customized. An enable folder tools icon
appears on toolbar when your cursor is in folder block. An open folder button appears in upper left corner
of folder block.
Customizing Folder Layout

The folder menu and folder tools provide you with many options to help customize your folder layout. The
folder menu on the toolbar let’s you customize the presentation of data in a folder.
Using Folder Tools

When you navigate to a folder block, the folder tools icon becomes enabled on the toolbar. To display the
folder tools on your screen, select this icon. The folder tools consists of 12 icons that replicate the actions
of some commonly used Folder menu items. After selecting the folder tools icon, choose the applicable
icon. Choose Shrink Field icon to decrease width of field, Choose Hide Field icon to hide current field.
Saving a Folder Definition

You can easily define and alter the query criteria for any folder and save that criteria in a folder definition. A
main advantage of a folder is that you can customize it to display only the records you want to see. You can
also control the sorting order of the records you display in a multi-record folder. To save a folder definition,
select Folder þ Save As from the toolbar. Enter a meaningful name for your folder in the Folder field.
Choose Never in Auto-query field. Choose Open as Default to have folder opened each time you navigate
to field. Choose Public if you want others to access this form. Choose OK to save the folder.
Using Flexfields
Querying in a Descriptive Flexfield
Descriptive flexfields are used to capture additional information that is important and unique to your business
process. These fields, also called segments, appear in the descriptive flexfield window. To search on
information in these fields, in a window that contains a descriptive flexfield, select View þ Query by
Example þ Enter. Navigate to descriptive flexfield, enter search criteria in an applicable field and choose
OK, then select View þ Query by Example þ to retrieve the records.
Using On-Line Help

Accessing the Window Help
Oracle Applications offer general on-line help (allows a search by topic) or can be used to provide specific
information on the window you are in. To access, choose Help on the toolbar and select the type of help
you want.
Using Oracle Applications Library

Oracle Applications offer general on-line help by topic. To access, choose Help þ Oracle Applications
Library.
Running Reports and Programs
Submitting Request
You can submit as many requests as you like from View þ Requestsþ Submit New Request from the
toolbar. Choose whether to submit a single request or a request set. In Submit Requests window, choose
drop down box on the Name field and select the applicable report and hit the submit button.
Using a Parameters Window

A Parameters window automatically appears if you select a request that requires parameter values. The
prompt in the parameters window are specific to the request that you select. Once you enter the values in
the required parameter fields and choose O.K. the parameter window closes and your parameter values are
displayed in the parameters field.
Concurrent Requests Window
You can use the Concurrent Requests windows to view a list of all submitted concurrent requests, check
whether your request has run, change aspects of a requests processing option, diagnose errors, or find the
position of your request in the queues of available concurrent managers. To see your concurrent requests
choose View þ Requestsþ Find. The Requests window will open displaying your requests. Use the
buttons on the bottom to review the requests.
Using Attachments
Attachments
To illustrate or clarify your application data, you can link non-structured data such as images, word
processing documents, spreadsheets, web pages, or video to more structured application data. For
example, you could attach images to inventory items.
Invoke the Attachment form to view an attachment by pressing the Attachment toolbar button. The toolbar
Attachment icon indicates whether the Attachments feature is enabled in a form block. When the button is
dimmed, the Attachment feature is not available. When the Attachment feature is enabled in a form block,
the icon becomes a solid paper clip. The icon switches to a paper clip holding a paper when the Attachment
feature is enabled in a form block and the current record has at least one attachment.
Attaching a New Document

To attach a new document, in an application form for which Attachments are enabled, choose the
Attachment toolbar icon. In the Attachment window, enter a category, description and data type. Type in
the attachment text or specify a file name or web page with the attachment information. Save your work.
Attaching an Existing Document

To attach an existing document, in an application form for which Attachments are enabled, choose the
Attachment toolbar icon. In the Attachment window, choose the Document Catalog button. In the
Document Catalog window, query an existing document and check the one (or more) attachments. Choose
the Attach button. Save your work.
Viewing Attachments
To view an attachment, Query a record, and hit the attachment toolbar icon. Move your cursor to the
document you want to view. The attachment appears in the document block or you must press the Open
Document button to see the document in a browser.
Deleting Attachments
To delete an attachment, in an application window, query a record and choose the attachment toolbar icon.
Move your cursor to the document you want to delete. Choose Delete from the Edit menu. Save your
work.

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ORACLE

Chapter 2 Request for Quotations (RFQ = s) .....................................................................2-1

Chapter 3 Purchase Orders ..............................................................................................3-1

Chapter 4 Blanket and Contract Agreements...................................................................4-1

Chapter 5 Releases Against Agreements..........................................................................5-1

Chapter 8 Manage Buyer Workload.................................................................................8-1

Chapter 9 Notifications ....................................................................................................9-1

Chapter 10 Suppliers .........................................................................................................10-1

Chapter 11 Mass Buyer Update .........................................................................................11-1

Appendix A Navigating Oracle Applications

About this Manual

Government of Newfoundland and Labrador

Government of Newfoundland and Labrador

Purchasing Toolbar Notes

New - Opens a new record in the active form.

Find… - Displays the Find window to retrieve records.

Show Navigator - Displays the Navigator window.

Save - Saves any pending changes in the active form.

Next Step - Updates the Process workflow in the Navigator by advancing

Print... - Prints your current window. An application may override this

Close Form - Closes all windows of the current form.

Cut - Cuts the current selection to the clipboard.

Copy - Copies the current selection to the clipboard.

Government of Newfoundland and Labrador

Clear Record - Erases the current record from the window.

Delete - Deletes the current record from the database.

Zoom - Invokes custom-defined zooms.

Translations... - Displays the Translations window.

Attachments... - Displays the Attachments window.

Folder Tools - Displays the folder tool palette.

Window Help - Displays help for the current window.

Government of Newfoundland and Labrador

Function Keys Notes

Block Menu Ctrl+B

Count Query F12

Delete Record Ctrl+Up

Display Error Shift+Ctrl+E

Duplicate Field Shift+F5

Duplicate Record Shift+F6

Execute Query Ctrl+F11

Government of Newfoundland and Labrador

Function 9 Shift+Ctrl+F9 Notes

Insert Record Ctrl+Down

List of Values Ctrl+L

List Tab Pages F2

Next Block Shift+PageDown

Next Field Tab

Next Primary Key Shift+F7

Next Record Down

Next Set of Records Shift+F8

Previous Block Shift+PageUp

Previous Field Shift+Tab

Scroll Down PageDown

Show Keys Ctrl+K

Update Record Ctrl+U

Government of Newfoundland and Labrador

$ Cancel/Finally Close a requisition

$ Enter requisition preferences

Government of Newfoundland and Labrador

Enter a Requisition Notes

ì Enter Header information

Navigation: Requisitions > Requisitions

Enter Requisition Header