Autocreate Overview

An Oracle White Paper November 2002 Update February 2005

Autocreate Overview
INTRODUCTION

Purchasing provides automatic creation capabilities for documents. Buyers can quickly create standard purchase orders, planned purchase orders, blanket releases, and RFQs from available purchase requisition lines. The purchase requisition lines can be for predefined items or one-time items as well as outside processing items. However, internally sourced requisition lines are supplied by internal sales orders, so they are not available for autocreation. Autocreating documents can be as simple as selecting requisition lines and adding a supplier and letting Purchasing do the rest. Use the AutoCreate Documents window to access the features of AutoCreate.
MAJOR FEATURES Complete search criteria

Autocreate provides flexible criteria to search for unpurchased approved purchase requisition lines. This functionality allows collecting all requisition lines that meet an established set of criteria.
Fast Purchase Order and RFQ Creation

All purchase requisition lines available for autocreation go into a single requisition pool. Buyers can retrieve any of the requisition lines from the pool and use the AutoCreate Documents window to create standard and planned purchase orders, blanket releases, RFQs and if Oracle Sourcing is enabled, draft buyers auctions or sourcing RFQs. After a requisition is placed in a purchase order, it is no longer available in the requisition pool.
Automatic Creation Mode

Automatic Creation Mode allows to create purchase orders, blanket releases, or RFQs with a minimum number of keystrokes. This feature has the option to group requisition lines with the same item, revision, line type, unit of measure, and transaction reason into individual purchase order lines. Similarly, grouping requisition lines with the same item, revision, and line type into individual RFQ lines. The lowest unit price from the combined requisition lines becomes the actual price of the purchase order line. Provide search criteria to locate the requisition lines that need to be included in a purchase order or RFQ. After reviewing the requisition lines, select the lines. Select the Automatic button to create the purchase order or RFQ.
Manual Creation Mode

Manual Creation Mode lets to specify specific requisition lines need to be placed on a document. This option allows to decide which lines need to be combined and where they should appear in the document.
Adding Lines to Existing Documents

Lines can be added to existing documents only if the security

criteria allows documents to be modified. However, new releases can always be created against blanket agreements, even if security does not permit access to the document. To add lines to an existing planned or standard purchase order, specifiy the purchase order number: If Automatic creation is used, Purchasing creates new lines beginning with the next available line number or combines requisition lines with existing document lines. If Manual creation mode is used, select any displayed line and place it onto a line in the Document Builder region.
Foreign currency Options

Autocreate converts the requisition price into a purchase order price based on specified currency and rate information. Autocreate does not allow to specify currency information when adding requisition lines to an existing document. Purchasing performs price tolerance verification for all currencies.
Modifying Requisition Lines

The modify feature allows to split an existing requisition line into multiple requisition lines that represent the same or different items. This feature is not available when encumbrance accounting or budgetary control is enabled. Adding
Autocreate blanket releases when UOMs are different

Users have the ability to enter requisitions in UOMs different from those on the blanket purchase agreements. This feature is enabled through the profile option: PO: Convert Requisition UOM to Source Document UOM. A Null setting (default value) indicates that the functionality continues as in the past (Autocreate of releases from a requisition will fail with different UOMs, but the Create Releases concurrent program will Convert UOMs and create a release). If set to 'Yes', users can create requisitions in a different UOM from the UOM on the blanket agreement line and Purchasing will do the conversion when the release is created. If set to 'No' means the UOM on the requisition must match the UOM on the blanket purchase agreement for a release to be created by any Process.
PROFILE OPTIONS PO: Display the Autocreated Document

This profile option can be set to Yes or No. If is set to Yes, Purchasing displays the Purchase Order, Release, or RFQ form, as appropriate, after the document is autocreated. The default is Yes.
PO: Display Autocreated Quotation

This profile option can be set to Yes or No. If it is set to Yes, Purchasing displays the Quotation form after the Quotation is autocreated. The default is Yes.
PO: Allow Buyer Override in AutoCreate Find

This profile option can be set to Yes or No. If is set to Yes, the

form allows to clear or override the buyer into the Find Requisition Lines window. The default is Yes.
PO: Allow Category Override in AutoCreate Find

This profile option can be set to Yes or No. If set to Yes, the form allows to clear or override the default category into the Find Requisition Lines window. The default is Yes.
PO: AutoCreate GL Date Option

Indicates the date used on purchase orders generated by AutoCreate: AutoCreate Date : The autocreate date is used as the purchase order date. Requisition GL Date : The GL date on the requisition distribution is used as the purchase order date when the requisition is reserved. If the requisition is not reserved the GL Date is sysdate since there is no significance of GL_DATE specified in requisition. This option is the default.
PO: Warn if RFQ Required before Autocreate

This profile option can be set to Yes or No. If is set to Yes a caution window will appear and give you the choice of canceling or doing the autocreation when a RFQ is required. If is set to No then a note window will appear, to inform that the requisition needs a RFQ and the autocreation is done, there are no choices.
PO: Allow Autocreation of Oracle Sourcing Documents

This profile option is included in Procurement Family pack H and can be set to Yes or No. If is set to No, it is not possible to see any sourcing document types in the List of Values. If is set to Yes it is possible to autocreate negotiations if sourcing is installed.
PO: Restrict Requisition Line Modification to Qty Split

This profile option can be optionally set to 'Yes' or 'No' to allow/restrict modifications on requisition line. If it 'Yes', this will prevent the user from modifying any line information other than the quantity. The sum of the quantities from the new lines must match the quantity of the original line. If it is 'No', the user will be able to modify the following fields: Item, Category, Description, Unit of Measure, Quantity, Price, Need By Date, Tax Code, Note to Buyer, Buyer, RFQ, Supplier Item Number, Urgent Flag, Justification, Note to Receiver, Transaction Reason, Reference Number, UN Number, Hazard Class, Currency and Current Rate Date.
PO: Default PO Promise Date from Need By Date

This profile option if set to Yes, indicates that the promise date is defaulted from the need-by-date when a purchase order or release is autocreated.
PO: Use Need-By Date for Default Autocreate Grouping

This profile option if set to Yes, indicates that the need-by Date on the requisition is included with the defaults to group requisition lines .
PO: Use Ship-to for Default Autocreate Grouping

This profile option if set to Yes, indicates that the ship-to

organization And location on the requisition is included with the defaults to group Requisition lines.
CONCLUSION

It is our desire that this white paper has helped you understand the fundamentals of Autocreate. We hope you are now better equipped to troubleshoot problems and determine what needs to be done to resolve an Autocreate issue. If you encounter a problem that requires assistance, please remember to log an iTAR with Oracle Support.

Autocreate Overview November 2002 Author: Janet Flores, Olga Burbano Updated February 2005 Contributing Authors: Copyright Oracle Corporation 2002 All Rights Reserved Printed in the U.S.A. This document is provided for informational purposes only and the information herein is subject to change without notice. Please report any errors herein to Oracle Corporation. Oracle Corporation does not provide any warranties covering and specifically disclaims any liability in connection with this document. Oracle is a registered trademark and Enabling the Information Age. Oracle Applications are trademarks of Oracle Corporation. Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores, CA 94065 U.S.A. Worldwide Inquiries: 415.506.7000 Fax 415.506.7200 Copyright Oracle Corporation 2002 All Rights Reserved