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BR.100 CONFIGURATION SET UP FOR:

Procure to Pay Module: PO


Author: Krishna Palepu Issued Date: 29th August 2012 Document Ref: Draft Before CRP Version: Draft - Preparation Approvals:
TT

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Document Control
Change Record
Date Author Version 1.0 2.0 Change Reference Document Created Updated first sert of setups

Reviewers
Name Tom Roberts Gabriele Miranda-laub Position VP Procurement Deloitte

Distribution
Copy No. 1 2 3 4 Name Location

Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

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Contents
DOCUMENT CONTROL ......................................................................................................................................................................................2 CONTENTS......................................................................................................................................................................................................3 APPLICATION SETUP STEPS:..............................................................................................................................................................................5 CHAPTER 1: GLOBAL SETUPS..................................................................................................................................................................8 PO: DEFINE PROFILES-SYSTEM........................................................................................................................................................................9 PO: DEFINE VALUE SETS.............................................................................................................................................................................18 PO: DEFINE FLEXFIELD SEGMENTS.................................................................................................................................................................19 PO: DEFINE FLEXFIELD SEGMENT VALUES......................................................................................................................................................20 PO: DEFINE UNITS OF MEASURE..................................................................................................................................................................23 PO: CATEGORY CODES.................................................................................................................................................................................24 PO: DEFINE CATEGORY SETS........................................................................................................................................................................25 PO: DEFAULT CATEGORY SETS.....................................................................................................................................................................26 PO: DEFINE LINE TYPES...............................................................................................................................................................................27 PO: DEFINE PURCHASING LOOKUPS...............................................................................................................................................................28 PO: DEFINE INSPECTION CODES.....................................................................................................................................................................33 PO: DEFINE HAZARD CLASSES......................................................................................................................................................................34 PO: DEFINE UN NUMBER............................................................................................................................................................................35 PO: DEFINE FREIGHT CARRIERS....................................................................................................................................................................36 PO: DEFINE BUYERS....................................................................................................................................................................................37 PO: DEFINE STANDARD ATTACHMENTS..........................................................................................................................................................38 PO: DEFINE LOCATION ASSOCIATIONS............................................................................................................................................................40 PO: ALERT NOTIFICATION.............................................................................................................................................................................41 PO: DEFINE TRANSACTION REASONS..............................................................................................................................................................44 PO: DEFINE SOURCING RULE........................................................................................................................................................................45 PO: ASSIGN SOURCING RULE........................................................................................................................................................................46 PO: DEFINE ITEM RELATIONSHIPS..................................................................................................................................................................47 PO: RUN COMMON CONCURRENT REQUESTS...................................................................................................................................................48 PO: CONFIGURE USER INTERFACE USING OA PERSONALIZATION FRAMEWORK.....................................................................................................50 PO: DEFINE DESCRIPTIVE FEXFIELD SEGMENTS...............................................................................................................................................51 PO: DEFINE FINANCIAL OPTIONS...................................................................................................................................................................52 PO: DEFINE PURCHASING OPTIONS................................................................................................................................................................54

XXX BR100 Document PO: DEFINE APPROVAL GROUPS ....................................................................................................................................................................56 PO: ASSIGN APPROVAL GROUP.....................................................................................................................................................................57 PO: DEFINE DOCUMENT TYPES.....................................................................................................................................................................58 PO: DEFINE DOCUMENT STYLES....................................................................................................................................................................60 PO: EXPENSE ACCOUNT RULE.......................................................................................................................................................................64 PO: ACCRUAL ACCOUNTS.............................................................................................................................................................................65 OPEN AND CLOSED ISSUES FOR THIS DELIVERABLE............................................................................................................................................68
Open Issues............................................................................................................................................................................68 Closed Issues..........................................................................................................................................................................68

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Application Setup Steps:


1. Fill out the Setup Level as Global (across OUs) or Local (Within OU)
Setup Level (i.e. Global or Local) Global Global Global Global Global Global Global Global Local

Process Purchasing : Profile Options

Set Up Step PO: Define Profiles System

Comments

Purchasing: Flexfield Setup PO: Define Value Sets Purchasing: Flexfield Setup PO: Define Flexfield Segments Purchasing: Flexfield Setup PO: Define Flexfield Segment Values Purchasing: Flexfield Setup PO: Define Unit Of Measure Purchasing: Category Setup Purchasing: Category Setup Purchasing: Category Setup Purchasing: Approval Setup PO: Define Category Codes PO: Define Category Sets PO: Define Default Category Sets PO: Define Approval Groups

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Process Purchasing: Approval Setup Purchasing Document Controls Purchasing Document Controls Purchasing Document Controls Purchasing Items Setup

Set Up Step PO: Assign Approval Group PO: Define Document Types PO: Define Line Types PO: Define Document Styles PO: Define Item Relationships

Setup Level (i.e. Global or Local) Local Local Global Local Local Global Local

Comments

Purchasing Lookups Setup PO: Define Purchasing Lookups System Options Setup System Options Setup Lookups, Classes, Buyers Setup Lookups, Classes, Buyers Setup Lookups, Classes, Buyers Setup PO: Define Financial Options PO: Define Purchasing Options PO: Define Inspection Codes PO: Define Hazard Classes PO: Define UN Numbers

Local Global Global Global

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Process Lookups, Classes, Buyers Setup Lookups, Classes, Buyers Purchasing Accounting Setups Standard Notes Setup References, Associations Setup Credit Card Setups Credit Card Setups Credit Card Setups Purchasing Transactions Setups Purchasing Sourcing Setups Purchasing Concurrent Requests

Set Up Step PO: Define Freight Carriers PO: Define Buyers PO: Expense Account Rule PO: Define Standard Attachments PO: Define Location Associations

Setup Level (i.e. Global or Local) Global Global Global Global Global

Comments

PO: Credit Card Code Set Local PO: Credit Card Profile Local

PO: Credit Card Programs Local PO: Transaction Reasons PO: Define Approved Supplier List PO: Run Common Concurrent Requests Global Local

Global

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Chapter 1: Global Setups

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PO: Define Profiles-System System Administrator>Profile>System Form Name: System Profile Values
Description: The system administrator sets and updates profile values to define controls and defaults in each module. Profile options can be set at Site, Application, Responsibility and User level. The navigation path for setting System Profile Options is accessed through the System Administration responsibility. A user can set values only for himself/herself.
System Administrator Profile Option User View Only Updat e Updat e View Only Resp View Only Updat e Updat e Updat e App View Only Updat e Updat e Updat e Site Updat e Updat e Updat e Updat e Value set at Site Requir ed? Yes Requirements Default Value Yes Value Yes indicates that the Forward and the Approve and Forward actions are active in a requisition approval notification. Indicates whether Purchasing archives blanket purchase agreements in a price/sales catalog submission upon approval. Indicates the date used on purchase orders generated by AutoCreate. AutoCreate Date/Requisition GL Date Indicates if UOM on the requisition must match the UOM on the blanket purchase agreement for autocreate. Description

PO: Allow Requisition Approval Forward Action PO: Archive Catalog on Approval PO: AutoCreate GL Date Option PO: Convert Requisition UOM to Source Document UOM

Site

Yes

Site

Yes

AutoCre ate Date Yes

Site

Yes

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System Administrator PO: Default PO Promise Profile Option Need By Date Date from Updat e Updat e Updat e Updat e

Requirements Yes

PO: Use Need-by Date for Default Autocreate grouping PO: Use Requisition Line Numbers on Autocreated Purchase Order Lines PO: Use Ship-to for Default Autocreate grouping PO: Warn if RFQ Required before Autocreate

Updat e Updat e View Only Updat e

Updat e Updat e Updat e Updat e

Updat e Updat e Updat e Updat e

Updat e Updat e Updat e Updat e Site

<Null>

Description Indicates if the promise date is defaulted from the requisition need-by date when a purchase order or release is automatically created. Indicates if the need-by date on the requisition is included with the defaults to group requisition lines. Indicates if the requisition line numbers are used on auto-created purchase order lines Indicates if the ship-to organization and location on the requisition is included with the defaults to group requisition lines. Indicates whether user is given a warning message if one or more of the requisition lines selected for inclusion requires an RFQ and has not been placed on an RFQ. Indicates if the buyer can create Oracle Sourcing documents from the AutoCreate window. Indicates if the suggested buyer defaulted into the Find Requisition Lines window can be cleared or overridden. Indicates whether the category defaulted into the Find Requisition Lines window can be cleared or overridden.

No

Yes

No

PO: Allow Autocreation of Oracle Sourcing Documents PO: Allow Buyer Override in AutoCreate Find PO: Allow Category Override in AutoCreate Find

View Only Updat e Updat e

View Only Updat e Updat e

View Only Updat e Updat e

Updat e Updat e Updat e

No

Yes

Yes

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System Administrator PO: Restrict Requisition Profile Option to quantity line modify split PO: Display the Autocreated Document PO: Display the Autocreated Quotation PO: Automatic Document Sourcing View Only Updat e Updat e No acces s Updat e Updat e Updat e No acces s Updat e Updat e Updat e Updat e Updat e Updat e Updat e Updat e

Requirements No

Yes

Yes

Yes

PO: Price Tolerance (%) for Catalog Updates

Updat e

Updat e

Updat e

Updat e

<NULL>

PO: Approval Timeout Value

No acces s

No acces s

No acces s

Updat e

<NULL>

Description Indicates whether Purchasing restricts requisition line modification in AutoCreate to only splitting the quantity of a line. Indicates whether Purchasing should automatically display the AutoCreated purchase order. Indicates whether Purchasing should automatically display the AutoCreated Quotation. Yes - Oracle Purchasing automatically defaults source document and pricing information for an item from the most recently created purchase agreement or quotation. No - The source document information comes from the Approved Supplier List window. It specifies the maximum percentage increase allowed to an item's price when supplier sends updated price/sales catalog information through the Purchasing Documents Open Interface. Indicates Approval Timeout to wait for the Doc Manager to return. Value is in seconds.

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System Administrator PO: Cache Time To Live Profile Option No acces s No acces s Updat e No acces s No acces s No acces s No acces s Updat e No acces s No acces s No acces s No acces s Updat e No acces s No acces s Updat e Updat e Updat e No acces s No acces s

Requirements <NULL>

PO: Contracts Enabled

No

PO: Enable Services Procurement PO: MFG Organization ID

No

<NULL>

Description Specifies the duration that data is cached in memory. A value of 0 disables caching. Value is in minutes. Yes indicates that Oracle Procurement Contracts is installed, implemented, and active in Oracle Purchasing. Yes indicates that Services Procurement is installed, implemented, and active in Oracle Purchasing. Latin America Localization: Indicates Inventory Organization used for Ledger. Online: Completes an entire approval workflow process before letting user proceed to the next activity, but provides with an updated Status (for purchase orders) as soon as it finishes. Background: Enables user to proceed to the next activity while the approval process completes in the background.

PO: Workflow Processing Mode

Backgro und

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System Administrator RCV: Processing Mode Updat e Updat e Updat e Updat e

Requirements Immedi ate

Profile Option

PO: Default Requisition Grouping

Updat e

Updat e

Updat e

Updat e

Default

PO: Document Builder Default Document Type

Updat e

Updat e

Updat e

Updat e

New PO

PO: Allow Auto-generate Sourcing Rules

View Only

View Only

View Only

Updat e

None

Description Batch: The transaction goes to the interface table, where it will be picked up the next time the Receiving Transaction Processor runs. Immediate: The transaction goes to the interface table, and the Receiving Transaction Processor is called for the group of transactions that you entered since last save. On-line: The Receiving Transaction Processor is called directly. Default - combine lines from multiple requisitions to create a single line if possible. Requisition - create a separate line for each requisition line. It specifies the default target document type that is defaulted into the document builder region within the demand workbench. Values are: Add to PO, New Auction, New PO, New RFQ. Create Only indicates whether the buyer can create new sourcing rules, sourcing assignments, and approved supplier list entries while approving a blanket purchase agreement. Create and Update enables the buyer to update sourcing rules and assignments as well as create new sourcing rules.

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System Administrator PO: Allow Rate Override Profile Option for User Rate Type PO: Allow Retroactive Pricing of POs Updat e View Only Updat e Updat e Updat e Updat e Updat e Updat e

Requirements Yes Never

PO: Change Supplier Site PO: Enable Direct Delivery to Shop Floor

View Only Updat e

Updat e Updat e

Updat e Updat e

Updat e Updat e

<NULL> No

PO: Legal Requisition Type RCV: Allow routing override PO: Notification Lines Display Limit

View Only Updat e Updat e

Updat e Updat e Updat e

Updat e Updat e Updat e

Updat e Updat e Updat e

Both No

<NULL>

PO: cXML From Domain PO: cXML From Identity

View Only View Only

View Only View Only

View Only View Only

Updat e Updat e

<NULL> <NULL>

Description Indicates whether the Rate in the Currency tabbed region of the Receipts window can be changed. Used to determine if blanket releases and standard purchase orders can be mass updated with retroactive price change(s) entered on their corresponding blanket agreement. Indicates whether users can change the supplier site on approved purchase orders. If Enterprise Asset Management has been implemented and this profile is set to Yes, Outside Services items can be delivered directly to the shop floor. Indicates whether users can enter internal requisitions, purchase requisitions, or both types. Indicates whether the destination type assigned during requisition or purchase order entry can be overridden at receipt time. Indicates the number of purchase order or release lines to be displayed in approval notifications. Oracle recommends a maximum of 30 lines. Indicates buyer's domain. Indicates buyer's identity on the cXML From Domain.

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System Administrator PO: Fax Output Directory Profile OptionDocument for the PO PO: Generate Amendment Documents No acces s Updat e No acces s Updat e No acces s Updat e No acces s Updat e

Requirements <NULL>

No

PO: In File Path

View only

Updat e

No Acces s

Updat e

/usr/tmp

PO: Terms and Conditions File Name

No Acces s

No Acces s

No Acces s

No Acces s

<NULL>

PO: Secondary E-mail Address

No Acces s

No Acces s

No Acces s

No Acces s

<NULL>

Description The operating system directory name where the document publisher will store the generated purchase order PDF file for faxing. Oracle Procurement Contracts: Yes displays the amendments made to the contract terms and conditions in a separate section in the purchase order PDF. For e-mailed purchase orders this indicates the absolute path of the directory where the optional terms and conditions file is stored. This directory must also be specified in the UTL_FILE parameter in the INIT.ORA file. Identifies the name of the optional terms and conditions file. This text file needs to be placed in one of the directories specified in the UTL_FILE parameter in the INIT.ORA file and the file path indicated by the profile PO: In File Path. E-mail address to send a copy of the e-mail PO to someone in the organization. If it is necessary to resend the e-mail, one could log into this secondary e-mail account and resend it from there.

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System Administrator PO: Check Open Periods Profile Option Updat e Updat e Updat e Updat e

Requirements <NULL>

PO: Default Need-By Time

Updat e Updat e Updat e Updat e

Updat e Updat e Updat e Updat e

Updat e Updat e Updat e Updat e

Updat e Updat e Updat e Updat e

<NULL>

PO: Use P-Cards in Purchasing PO: Automatically Deliver Drop Ship ASNs RCV: Default Include Closed PO Option

No

<NULL>

No

RCV: Fail All ASN Lines if One Line Fails

No Acces s Updat e

Updat e

Updat e

Updat e

No

RCV: Print Receipt Traveler

Updat e

Updat e

Updat e

<Null>

Description Indicates that the need by date and the promise by date must be in an open Purchasing period when entering purchase orders. Indicates the time used to default for the entry of need-by date when a requisition, purchase order, or release is created. Indicates if you use procurement card-corporate credit cardnumbers on requisitions in Oracle iProcurement. Indicates if users want Oracle Purchasing to automatically perform a receipt and deliver action for drop ship ASNs. Indicates if a search in the Enter Receipts window and the Receiving Transactions window, automatically select the Include Closed POs checkbox. Yes - Can reject an entire Advance Shipment Notice (ASN) if any ASN line fails validation or processing. No - Accept an ASN if at least one ASN line is successful. Indicates whether Purchasing automatically prints the receipt traveler when performing a receipt or a receiving transaction, and when you match unordered receipts.

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System Administrator PO: Release During Profile Option ReqImport PO: ERS Aging Period Updat e No Acces s No Acces s Updat e Updat e Updat e Updat e Updat e Updat e Updat e Updat e Updat e Updat e Updat e Updat e Updat e

Requirements No

PO: ERS Invoice Number Prefix PO: Default Supplier Item Catalog Option

ERS-

Description Indicates whether Purchasing can automatically create releases during the Requisition Import process. Indicates the number of days between the receipt date and the Payment on Receipt automatic invoice creation date. Prefix to use on invoices that are created automatically using Payment on Receipt. Indicates the default source tabbed region in the supplier item catalog: Negotiated Sources, Prior Purchases, Sourcing Rules, or Requisition Templates. Indicates the Item Cross Reference Type to use as a disposition warning message for requisitions.

Negotia t ed Sources <NULL>

PO: Item Cross Reference Warning

No Acces s Updat e

Updat e

Updat e

Updat e

PO: Communication Email Default

Updat e

Updat e

Updat e

<NULL>

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PO: Define Value Sets Setup > Flexfields > Validation > Sets Form Name: Value Sets
Description: This form is used to define Value Sets. A value Set is a definition of the values approved for entry or display by a particular flexfield segment. Value sets may also contain a list of actual approval values. It allows user to control the values from a segment or report parameter. Refer excel sheet below

Value Sets

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PO: Define Flexfield Segments Purchasing>Setup>Flexfields>Key>Segments Form Name: Key Flexfield Segments
Description: The Key Flexfield structure helps categorize information into segments as user records it. User can create a Key Flexfield structure by first defining segments. User should determine information needs to decide the number of segments needed. Refer excel sheet below

Key Flexfields

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PO: Define Flexfield Segment Values Setup>Flexfields>Key>Values Form: Segment Values


Description: Use this window to define valid values for a Key or Descriptive Flexfield segment or a Report Parameter. The validation type or the format type defined in this window cannot be changed as it affects the existing value sets that are already defined. If a change has been done in the value set, then the User needs to exit or change the responsibility and log back in for the reflection of the change to take place. Segment Values
Value Set Key Flexfield Descriptive Flexfield Concurrent Program Y

Name Dependent Value Set Independent Value

XXGIL_PUR_CATEGORY_ITEM_TYPE

Purchasing Category Item type - Direct or Indirect

Values, Effective (Tab)

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Value DIRECT INDIRECT

Translated Value DIRECT INDIRECT

Description

Enabled Y Y

From

To

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PO: Define Units Of Measure Setup>Purchasing>UOM Form Name: Units of Measure


Description: UOM classes, UOM, UOM conversion . This is done through the Purchasing Super User Responsibility. We need a list here

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PO: Category Codes Setup>Items>Categories>Category Codes Form Name: Category Codes


Description: User can set the Category code from this form. This category codes are used to assign Items to Category sets. Based on User requirement Items must be assigned to this Category codes. In order to make a Category Code inactive, user needs to enter a Date on which the category gets Inactive, but User cannot assign Inactive date to a Category that is the default category for a mandatory category set. This is done through the Purchasing Super User Responsibility.

NOTE: Final List of cat codes This is WIP It will be created through conversion. List will be attached

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PO: Define Category Sets Setup>Items>Categories>Category Sets Form Name: Category Sets
Description: User can set unlimited number of categories and group subsets of categories into Category sets. This is done through the Purchasing Super User Responsibility. In order to make an Category Code inactive, user needs to enter a Date on which the category gets Inactive, but User cannot assign Inactive date to a Category that is the default category for a mandatory category set. Note: Category sets may be used as a means to develop custom lists of items on which to report and sort.
Name Purchasing Description Purchasing Category Set Flex Structure PO Item Category Controlled At Master Level Default Category
MISC.MISC.MISC.MISC

Allow Multiple Assignment No

Enforce List of Valid Categories Yes

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PO: Default Category Sets Setup>Items>Categories>Default Category Sets Form Name: Default Category Sets
Description: User needs to set the default Category sets for Purchasing when Oracle Inventory is installed. Default category set are required so that each functional area has atleast one category set that contains all items in that functional area User can enable an item for each functional area by using that functional area's item defining attribute. An item defining attribute identifies the nature of an item. This is done through the Purchasing Super User Responsibility.
Functional Area PURCHASING Category Set Purchasing Description Purchasing Category Set

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PO: Define Line Types Purchasing>Setup>Purchasing>Line Types Form Name: Line Types
Description: Use this form to define Line Types. Purchasing automatically displays the default information that user defines here for a line type. Line types can identify transactions involving goods, services, outside processing, or any line type user defines. If Work in Process is installed, Purchasing also provides user with an Outside Processing line type. They allow user to distinguish between quantitybased and amount-based transactions. Field Reference: Value Basis: Purchase Basis: Refer excel sheet below Receiving transaction will be done for quantity or amount Ordering will be done for items or services

Line Types

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PO: Define Purchasing Lookups Setup>Purchasing>Lookup Codes Form Name: Purchasing Lookups
Description: Use the Lookup Codes window to define lookup codes in Purchasing. Purchasing uses lookup codes to define lists of values throughout the system. A lookup category is called a lookup type, and the allowable values for the lookup type are called lookup codes. User can add their own codes to those initially provided for some of the lookup types, depending on their Access Level but they cannot be deleted or updated. The only way to make a user defined code invalid is to make it Inactive. Warning: User cannot change or delete codes once he has added and saved them, but can change the code descriptions and disable them. ACCEPTANCE TYPE: PO acceptance by supplier. Purchasing provides Accepted Terms, On Schedule, and Unacceptable Changes.
Type Meaning Application Description ACCEPTANCE TYPE Purchase order acceptance type Purchasing Purchase order acceptance type

Meaning Code ACCEPT WITH CHANGES Accepted with

Description

Tag

Effective Dates: From 28-AUG-2002

Effective Dates: To

Enabled

Accepted Purchase Order, changes are present

Yes

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Meaning Code changes Accepted All Terms Open On Schedule Unacceptabl e Changes

Description

Tag

Effective Dates: From

Effective Dates: To

Enabled

ACCEPTED TERMS OPEN ON SCHEDULE UNACCEPTAB LE CHANGES

Accepted All Purchase Order Terms Open Purchase Order On Schedule Unacceptable Purchase Order Changes 28-AUG-2002

Yes Yes Yes Yes

Freight Terms: Purchasing provides seeded Freight Terms codes, and users can define their own codes as well. This code is printed on purchase orders.
Type Meaning Application Description FREIGHT TERMS Valid freight terms Purchasing Valid freight terms

Code AIR ALLOWED DUE FEDERAL EXPRESS

Meaning AIR Allowed Due FEDERAL EXPRESS

Description Air Vendor reimburses buyer for freight Buyer pays freight Federal Express

Tag

Effective Dates: From

Effective Dates: To

Enabled Yes Yes Yes Yes

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Code FEDERAL OVERNIGHT PAID PREPAID RLWY SHIP TBD

Meaning FEDERAL OVERNIG HT Paid Prepaid RLWY SHIP TBD

Description Overnight Vendor pays freight Vendor pays freight and invoices buyer Railroad Ship To be determined

Tag

Effective Dates: From

Effective Dates: To

Enabled Yes Yes Yes Yes Yes Yes

Minority Groups: Minority Group codes are used to classify suppliers for reporting purposes. Purchasing provides no codes.
Type Meaning Application Description MINORITY GROUP Minority Groups Purchasing Minority Groups

Code SBE SDB

Meaning Small Business Small Disadvantaged Business

Description Small Business Small Disadvantaged Business

Tag

Effective Dates: From 01-Jan-1951 01-Jan-1951

Effective Dates: To

Enabled Yes Yes

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Code VOB SDV WOB HUB

Meaning Veteran Owned Business Service Disabled Veteran Business Woman Owned Business HUB Zone Business

Description Veteran Owned Business Service Disabled Veteran Business Woman Owned Business HUB Zone Business

Tag

Effective Dates: From 01-Jan-1951 01-Jan-1951 01-Jan-1951 01-Jan-1951

Effective Dates: To

Enabled Yes Yes Yes Yes

Price Types: Type of price on purchasing documents to be printed on PO.


Type Meaning Application Description PRICE TYPE Price Types Purchasing Price Types

Code FIXED COST PERCENT INDEXED NONE VARIABLE COST FEE

Meaning Fixed Cost Plus Percentage Indexed None Variable Cost Plus Fee

Description Fixed Cost Plus Percentage Indexed No Price Type Variable Cost Plus Fee

Tag

Effective Dates: From

Effective Dates: To

Enabled Yes Yes Yes Yes Yes Yes

13-JUL-2005

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Vendor Types: These codes are used to classify suppliers for reporting purposes. Purchasing provides Employee, Supplier, and Public Sector Companies. It is also used to define tax recovery rules. Will this be covered by AP or PO? We need a list
Type Meaning Application Description VENDOR TYPE Valid supplier types Purchasing Valid supplier types

Code

Meaning

Description

Tag

Effective Dates: From

Effective Dates: To

Enabled

VENDOR

General Supplier

General Supplier

Quotation Approval Reasons: Buyer approving a quotation can select from the list. Purchasing provides Best Delivery, Best Design, Lowest Price, Only Source, Quality, and Service.

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PO: Define Inspection Codes Setup>Purchasing>Quality Inspection Codes Form Name: Quality Inspection Codes
Description: Use the Quality Inspection Codes window to define and update Inspection Codes. User can define as many codes for inspection as needed. Each code must have a corresponding numerical ranking, which provides an inspection scale. Inspection Codes are used when user receive and inspect items and currently Oracle Quality is not used. Quality Inspection Codes
Ranking 10 20 30 40 90 99 Quality Code Excellent Above Average Average Below Average Unacceptable Reject & Notify Description Substantially exceeds quality standards Exceeds quality standards Meets quality standards Below quality standards, but acceptable Below quality standards, not acceptable Serious quality problem, contact supplier End Date

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PO: Define Hazard Classes Setup>Purchasing>Hazard Classes Form Name: Hazard Classes
Description: Use this window to define codes for different classes of hazardous materials. Purchasing automatically copies hazardous material information onto documents and prints this information on Purchase orders, RFQs, and Receipt Travelers. It also automatically displays hazardous material information for receivers. The setup for this process is at GLOBAL level. This is not needed for Macys
Hazard Class 1 Description Samples, explosive End Date

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PO: Define UN Number Setup>Purchasing>UN Numbers Form Name: UN Numbers


Description: Use this window to define United Nations identification numbers for hazardous materials. Users can associate a hazard class with multiple identification numbers. The setup for this process is at GLOBAL level. UN Numbers
UN Number Description Hazard Class End Date

This is not needed for Macys

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PO: Define Freight Carriers Setup > Purchasing > Freight Carriers Form Name: Freight Carriers
Description: Use this form to define the freight carriers that are needed for internal transfers between organizations, as well as shipments to and from customer. NOTE: Does Macys have any

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PO: Define Buyers Setup>Personnel>Buyers Form Name: Buyers


Description: Use the Buyers window to define and maintain buyers. Using the Requisitions Window, buyers can review all requisitions. Only a buyer can manually enter or Auto Create purchasing documents. Employees and Locations need to be defined before this setup by the user. Buyers
Buyer Category Ship-To Begin Date End Date

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PO: Define Standard Attachments Setup>Attachments Form Name: Documents


Description: Use this to provide attachments for your items. When user references an item on a purchasing document, Purchasing makes the corresponding item attachments available for review. Purchasing also prints the item attachment on purchase orders and RFQs if Supplier is chosen as the Usage when the attachment is created.
Category Title To Supplier Terms & Conditions

Description

Source
Date Type File File *.txt

Usage
Standard Template Y

Security

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Type Owner Share

None

Effective Dates
From To

Text TEXT

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PO: Define Location Associations Setup>Organizations>Locations Form Name: Location


Description: Use this form to define Location associations. Inter-organization shipping network information describes relationships and accounting information that exists between shipping organizations that ship inventory to destination organizations.

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PO: Alert Notification Alert Manager> Alert>Define Form Name: Alerts


Description: Use the Alert Manager responsibility to enable and setup the alert. Alert is a customizable exception control application that:
o o o o o Application Name Description Enabled Type Day

Notifies automatically when a user performs a specific form transaction Notifies automatically when a specific database transaction occurs Provides key information on a periodic basis Monitors critical activity in Purchasing database Acts automatically according to specifications
APPLICATION ALERT_NAME DESCRIPTION ENABLED_FLAG ALERT_TYPE DAY

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Periodic (Tab) Periodic Details


Frequency FREQUENCY Start Time START_TIME End Time END_TIME Check Interval CHECK_INTERVAL

Event (Tab) Event Details


Application APPLICATION Table TABLE After Insert (B) AFTER_INSERT After Update AFTER_UPDATE

Keep Days

End Date

Last Checked

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Alert Detail>Installation
Oracle ID Operating Units ORACLE_ID OPERATING_UNIT

Select Statement: SQL_STATEMENT_TEXT Action Details


To Subject TO_RECIPIENTS SUBJECT

Message > Text: MSG_BODY

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PO: Define Transaction Reasons Setup > Transaction Reasons Form Name: Inventory Transaction Reasons
Description: Use this form to define and update transaction reasons if required. A transaction reason is a standard means of classifying or explaining the reason for a transaction.

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PO: Define Sourcing Rule Supply Base > Sourcing Rules Form Name: Sourcing Rules
Description: Use this form to define replenishment Sourcing Rules for ALL or one organization at a time. They are used to source an item/service that needs to be replenished first.
SR Name Description Receiving Org or ALL Orgs Effectivity Dates Sourcing Rule of Rule Type Trans Supplier/Site Allocation from % Org Rank Shipping Method In transit Lead-time

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PO: Assign Sourcing Rule Supply Base > Assign Sourcing Rules Form Name: Sourcing Rule / BOD Assignments
Description: Use this form to assign Bills of Distribution and/or Sourcing Rules to Items in Orgs. This can be done via a hierarchy which can assign rules globally (for example; all items in all orgs are sourced from the same), or very specifically for an item in an Org. Once this is done the system profile MRP: Default Sourcing Assignment Set can be updated.

Assignment Set Name

Description

Assigned to

Instan Customer / ce/Org Site

Item or Category

Type: SR or BOD?

SR or BOD Name

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PO: Define Item Relationships Items>Item Relationships Form Name: Item Relationships
Description: Use this form to define substitute items for receiving. This feature allows you to search for items by item relationship. With the exception of Oracle Purchasing, Item Relationships are used for inquiry and reporting purposes only. In purchasing, receiving transaction can be done for an item which has been defined as substitute of the item on PO Line.
From Item To Item Type Reciprocal Planning Enabled Effective Dates From Effective Dates To

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PO: Run Common Concurrent Requests


Description: The following concurrent programs need to be submitted for system to perform various workflow/notification activities. Send Notifications for Purchasing Documents Navigation : N > Requests > (B) Submit a New Request Description: This request looks for documents that are incomplete, rejected, or in need of re-approval, and sends notifications to the appropriate people of the documents status. Choose a single request, find the Send Notifications for Purchasing Documents request and click on the Schedule button. Choose Periodically if you want it to run periodically. Click OK, and Submit when you are ready to run it.

Purchasing Database Administrator Navigation : N > Requests > (B) Submit a New Request Description: This request purges obsolete records in the interface tables and other temporary tables, which improves system performance. It only needs to be run once, since auto-submit re-runs it daily. Choose a single request, find the Purchasing Database Administrator request. Click Submit when you are ready to run it. Workflow Background Process Navigation : N > Requests > (B) Submit a New Request Description: This request runs the Workflow process in the background at a specific frequency that you determine. It only needs to be run if the Workflow Processing Mode Profile Option is set to Background. VISA has the Workflow Processing Mode Profile Option set to On-line so that approvals are processed immediately. Workflow only needs to be run in the background if the volume of transactions running through it is causing performance issues.

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Notification Mailer Navigation : N > Requests > (B) Submit a New Request Description: This request emails notifications to the approver. It only needs to be run once, and only needs to be submitted if the email functionality is required.

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PO: Configure User Interface using OA Personalization Framework Purchasing Super User> Buyer Work Center > Orders Form Name:
Note: User can use the Oracle Applications Personalization Framework to personalize the display of Oracle Buyer Work Center pages. The updates available using the Oracle Applications Personalization Framework allows user to change the application display without affecting the ability to upgrade to future versions of the application. Basic functionality of Personalization framework shall be used to hide / display / making the data entry mandatory for a few columns. With Personalization turned on for the user (use the super user setup for this purpose), go to the page specified and navigate to the relevant attribute using the path specified. User may need to change the Complete View and Expand All items to find the correct link. Orders: Header
Field Name FIELD REGION NAVIGATION PERSONALIZATION PROPERTIES LEVEL RENDERED Value (Site Level)

Order: Lines
Field Name FIELD REGION NAVIGATION PERSONALIZATION PROPERTIES LEVEL RENDERED Value (Site Level)

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PO: Define Descriptive Fexfield Segments Purchasing>Setup>Flexfields>Descriptive>Segments Form Name: Descriptive Flexfield Segments
Description: The Descriptive flexfields lets add additional fields to the form in order to track additional information needed by the business that would not be captured by the standard form.

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PO: Define Financial Options Setup>Organizations>Financial Options Form Name: Financial Options
Description: Use this form to define the options and defaults that are used throughout Oracle Applications. Values entered in this form are shared by Oracle Payables and Oracle Purchasing. Users can define defaults in this form to simplify supplier entry, requisition entry, purchase order entry, invoice entry, and automatic payments. Accounting Future Periods Liability Prepayment Bills Payable
Discount Taken PO Rate Variance Gain PO Rate Variance Loss Expense Clearing Miscellaneous Retainage 101.1010001.3111.740004.000.000000.000 000 101.1010001.0000.210101.000.000000.000 000 3 101.1010001.0000.210101.000.000000.000 000 101.1010001.0000.110317.000.000000.000 000

Supplier - Purchasing RFQ Only Site Ship to Location Bill to Location Inventory Organization
Ship Via FOB

No DCORS US Headquarters DCORS US Headquarters COR - US DCORS COR IO

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Freight Terms

Encumbrance Use Requisition Encumbrance Reserve at Completion Use PO Encumbrance Tax VAT Registration: Member State VAT Registration: VAT Registration Number Human Resources Business Group Expense Reimbursement Address Use Approval Hierarchies Employee Number: Method Employee Number: Next Automatic Number

Yes Yes Yes

DCORS US Business Group Home Yes Automatic 40

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PO: Define Purchasing Options Setup>Organizations>Purchasing Options Form Name: Purchasing Options
Description: Use this form to define Purchasing Options. Values entered in this form are defaulted and controlled for functions throughout Purchasing. This form takes care of controlling documents, defaulting values on a document, document numbering and Receipt accounting. Document Control
Price Tolerance (%) Price Tolerance Amount (USD) Enforce Full Lot Quantity Receipt Close Point Cancel Requisitions SBI Buying Company Identifier Output Format Maximum Attachment Size (in MB) Email Attachment Filename Advisory Received Optionally PDF 5 Attachments.zip Enforce Price Tolerance (%) Enforce Price Tolerance Amount Display Disposition Messages Notify if Blanket PO exists Allow Item Description Update Enforce Buyer Name Enforce Supplier Hold Gapless Invoice Numbering RFQ Required No No No Yes Yes Yes Yes No No

Document Defaults
Requisition Import Group-By Internal Requisition Order Type Internal Requisition Order Source Receipt Close Tolerance (%) Invoice Close Tolerance (%) Quote Warning Delay Acceptance Required Flag Item Line Type Rate Type Match Approval Level Price Break Type Price Type Minimum Release Amount (USD) Goods Corporate 3-Way Cumulative None 1

30

Receipt Accounting

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Accrue Expense Items Accrue Inventory Items

Period End At Receipt

Automatic Offset Method Expense AP Accrual Account

None 101.1010001.0000.223501.000.000000.000000

Document Numbering
Document Internal Requisition Order Type Internal Requisition Order Source Receipt Close Tolerance (%) Invoice Close Tolerance (%) Entry Automatic Automatic Automatic Automatic Type Alphanumeric Alphanumeric Alphanumeric Alphanumeric Next Number

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PO: Define Approval Groups Setup > Approvals > Approval Groups Form Name: Approval Groups
Description: An approval group is a set of authorization rules comprised of include/exclude and amount limit criteria for the following Object Types: Document Total, Account Range, Item Range, Item Category Range, and Location. Once an approval group has been defined, it can be used to assign approval functions to jobs or positions in the Approval Assignments window for each document type. An approval group that is used in an active assignment cannot be deleted. Users can enable or disable the entire approval group or enter inactive dates for individual approval rules. Approval Group
Operating Unit Name Description Enabled

Approval Rules
Object Type Amount Limit Low Value High Value Inactive Date

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PO: Assign Approval Group Setup>Approvals>Approval Assignments Form Name: Assign Approval Groups
Description: Use the Approval Assignments window to assign approval groups and approval functions to positions or jobs and document type including: Purchase Requisition, Internal Requisition, Standard Purchase Order, Planned Purchase Order, Blanket Purchase Agreement, Contract Purchase Agreement, Scheduled Release, and Blanket Release. An employee will be able to approve a purchasing document only when the relevant approval group is assigned to their job. Approval group assignment does not affect the routing of the document; it just defines if the employee will be able to approve it once it has reached him/her. Approval Group
Operating Unit Position Job <OU Name> <NULL> Organization

Approval Assignments
Document Type Approval Group Effective From: Effective To:

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PO: Define Document Types Setup>Purchasing>Document Types Form Name: Document Types

Document Types

Description: Document Types window is used to define access, security, and control specifications for all Purchasing documents. User cannot enter new document types but if a new document type needs to be defined then it can be entered as a subtype only for RFQs and Quotations. Field Reference: Document Name: Document Type Layout: Contract Terms Layout: Owner Can Approve: Approver Can Modify: Can Change Forward-To: Can Change Forward-From: Security Level: Access Level: only/modify/full) XXX name for this document Style-sheet/template for this document type Contract terms layout template if Oracle Procurement Contracts is implemented Can the user who is creating the document approve the same if it is within his/her limits? Can the user who is approving the document make changes to the document? Can the user submitting the document for approval select the name of person the document should be routed to for approval? Can the approver change the name of user he has received the document from. Apart from owner of the document who else can open the document (Public/Purchasing/Hierarchy/Private) The users who can access the document can do what on the document (View

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Forward Method:

Should the document be routed directly to the person having necessary limits in hierarchy (skipping the immediate next level) or it should be routed to immediate next level.

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PO: Define Document Styles Purchasing>Setup>Purchasing> Document Styles Form Name: Document Styles
Description: Use the Document Styles window to create and update purchase order styles. Purchase order document styles allows user to control the look and feel of the application to match the usage of the purchasing document. Through reusable document styles, user can turn on or off various Oracle Purchasing features, thereby simplifying the interface. In addition, document styles provide the ability to define purchasing document names that align more closely with the naming conventions of organization's business.

Name Description Status

Document Type (Region)


Enable Type Display Name

Commodities (Region)
Purchase Basis Goods Services Temp Labor

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Line Types

Complex Payments (Region)


Advances Retainage Progress Payments

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PO: Define Approved Supplier List Supply Base > Approved Supplier List Form Name: Approved Supplier List
Description: Use this form to link items with purchase agreements/quotations. In order for workflow to automatically create a release against a blanket for an approved requisition the supplier must be set up in the approved supplier list with the item and blanket referenced.
Type Commodity Item

Key Attributes (Tab)


Business Supplier Site Operating Unit Status Disabled

Record Details (Tab)


Type Item

Comments (Tab)

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Comments

Attributes (Button)
Purchasing UOM Release Method Price Update Tolerance %

Source Documents (Tab)


Seq Type Number Line

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PO: Expense Account Rule Setup>Financials>Accounting>Expense Account Rules Form Name: Expense Account Rules
Description: When determining the default charge account, the account generator may reference the charge account defined on the employee record. Expense Charge Account Rules allow overriding one or multiple segments of that default account based on the item category.
Account Rule Type Account Rule Value Segment Name Segment Value

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PO: Accrual Accounts Accounting>Accrual Write Offs>Select Accrual Accounts Form Name: Select Accrual Accounts
Description: Use this window to select the accounts to be evaluated by the Accrual Load program to select transactions for
possible write off.

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Open and Closed Issues for this Deliverable

Open Issues
ID Issue Resolution Responsibility Target Date Impact Date

Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date

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