p2p Oracle R12
p2p Oracle R12
p2p Oracle R12
purchasing, receiving, paying for and accounting for goods and services.The procurement
function in a Business Organization can range from office supplies to shop floor inventory
required to manufacture goods for shipment.Procure to Pay (P to P) cycle is one of the
important business process cycles in Oracle Applications. The process flow remains the same
across various versions of Oracle Apps viz. 11i, R12 with slight variations in the options that
are present in each version.The P to P cycle is implemented by multiple modules which are
part of the EBS Suite. The primary modules are Purchasing and Payables with an integration
with other modules like iProcurement, iSupplier, iExpenses , Services Procurement,
Sourcing, Procurement Contracts, Approval Management, EBTax, and Payments.
Sometimes considered as an another module, SubLedger Accounting is a functionality which
is integrated into other modules to generate accounting entries for transactions generated for
those modules.
This article discusses the steps involved in a Procure to Pay (P to P) cycleapplied in many
business organizations.
The following is a high level process flow diagram of Procure to Pay cycle. It details the series
of transactions from procurement to payment and final accounting.Organization Structure to
understand Procure to Pay cycle process flow
The Procure to pay cycle is tightly linked to the organizational structure. Hence, it is
important to first understand the organization structure of the business (also referred to as ‘Org
Structure’ in ERP consulting parlance) to understand the business process flows. The
organization structure specified in this article is based on the Multi-Organization concepts as
applicable to Oracle Apps R12 version.
To give an illustration of why this is important, consider the following example. When there is a
requirement for a specific item to be procured, it is essential to know which inventory
organization (say Chicago manufacturing plant) in the Organization Structure has the
requirement for that item. It is also essential to know the Operating Unit (XYZ Sedan)
corresponding to the Inventory Organization for which the requisition is being made.
While creating a requisition, the details of both Operating Unit and Inventory Organization
would have to be provided. Hence, having a pictorial representation of the organization
structure as follows helps.
The Organization Structure represented in the diagram below can be interpreted as follows:
1. There is a single Business Group called ‘XYZ Group’ which is like a parent group for all
the legal entities. A Business Group is not a legal entity and is not a registered enterprise.
2. The Primary Ledger is required for recording all the financial transactions.The 3 primary
ledgers are ‘XYZ Motors Ledger US’ ‘XYZ Motors Ledger India’ and ‘XYZ Cement Ledger’.
3. There can be one or more Legal Entities. Legal Entities require compliance with local
laws both legal and accounting related. In this example, there are 3 Legal Entities viz. ‘XYZ
Motors US’, ‘XYZ Motors India’ and ‘XYZ Cement China’.
4. Operating Units are defined for each Legal Entity. A Legal Entity can have one or
more Operating Units. The transactions in each Operating Unit are recorded in the Primary
Ledger tagged with that Operating Unit. In this example, there are 2 Operating Units for the
Legal Entity ‘XYZ Motors US’ and 1 Operating Unit for the Legal Entity ‘XYZ Motors India’ and
‘XYZ Cement’
5. Inventory Organizations are defined for each Operating Unit. These represent the units
where actually production/manufacturing may take place. In the diagram, there are one or
more inventory organizations for each Operating Unit. Multi Organization Structure in Oracle
Apps R12
A purchase requisition typically contains the description and quantity of the goods or services
to be purchased, a required delivery date, account number and the amount of money that the
purchasing department is authorized to spend for the goods or services. Often, the names of
suggested supply sources are also included.
Internal Requisitions are created if the Items are to be obtained from one Inventory location
to another location within the same organization. Here the source of the requisition would
be INVENTORY. There is no approval process for internal requisition.
Purchase Requisitions are created if the goods are obtained from external suppliers. Here
the source of the requisition would be SUPPLIERS. The purchase requisitions are sent for
approvals.
The header holds the general information about the requisition that is related to all the lines
where as the lines have the specific information about the item to be purchased
Choose the requisition type (here it is purchase requisition). Preparer is the default person who
is creating the requisition and cannot be changed. Item requester can be different from
preparer. You can give the description in the description field.
Navigate to lines tab and select the item that you wanted to purchase and enter the quantity
and need by date. Purchase Requisition In the Source details tab, you can input detailed
information. You can give a specific note to the buyer which might give particular information
related to this purchase. You can also add buyer’s name.
RFQ required check box denotes that the purchase of the item requires a request for quote
Document type, document and line are all completed by EBSautomatically when a
requisition is created from a blank order, a contract or a quotation.
Global is checked when a blanket purchase agreement for the entire organization exists for
the item being purchased
Owning organization displays the organization who owns the agreement. This feature is
usually seen when an organization is using a centralized purchasing model.
Contract num along with rev references the associated contract agreement with the supplier
for specific terms and conditions
You can further add extra description in the details tab. You can notify supplier that the item is
needed urgently by checking urgent checkbox.Note to receiver might give some information
to the receiver when he receives the item. Transaction nature describes the nature of
transaction. You can enter a reference number which provides a reference to a document in
another system such as a work order. You can select UN number and hazard from list of
values.
Select the Distributions tab and enter the charge account Entering the Charge Account
Close the form and save your work. You will now notice that ‘Approve’button is highlighted.
Click the ‘Approve’ button to submit this requisition for approval.Approve button is
highlightedSubmit for Approval
Click ‘OK’ button to send the Approval notification to the concerned person. Approval
Hierarchies are used to route the documents to the concerned person for Approval. The
document can be ‘approved’ or ‘rejected’.
You can always check the ‘Status’ of your ‘requisition’ by navigating to‘Requisition
summary’. Here you can get your ‘requisition’ details by entering your requisition number.
Here, our requisition is approved. You can also view the ‘Action History’ of the requisition by
navigating to Tools>> Action History.
Here the sequence of the steps involved (who has submitted the requisition, and who has
approved/ rejected the requisition) is shown: Action History of a Purchase Requisition Table
flow while creating Purchase Requisition
The base tables for reference while creating a purchase requisition in Oracle Apps is as
follows:
2. PO_REQUISITION_LINES_ALL
This table stores information about Requisition lines in a Purchase Requisition. This table
stores information related to the line number, item number, item category, item description,
item quantities, units, prices, need-by date, deliver-to location, requestor, notes, and
suggested supplier information for the requisition line.
3. PO_REQ_DISTRIBUTIONS_ALL
This table stores information about the accounting distributions of a requisition line. Each
requisition line must have at least one accounting distribution. Each row includes the
Accounting Flexfield ID and Requisition line quantity.
A Request for Quotation (RFQ) is a formal request sent to the suppliers to find the pricing
and other information for an item or items. Based on the information supplied, the supplier
quotes a quotation against the RFQ form.
In general, RFQ’s are created before purchasing any item to actually know the price quotes
from one or more suppliers.
In Oracle EBS, RFQ’s can be auto created from an existing Purchase Requisition or can be
a fresh RFQ.
(Note: by selecting Auto Create, the system automatically fills the data in the form based on
the details provided in the Purchase Requisition form. For a new RFQ, we need to enter the
data manually)
I will auto create RFQ from an existing Purchase Requisition (here it is 14303).
Press Clear button and enter your Requisition number and click find
Your Requisition summary is shown in the next screen. Check box yourRequisition line and
in the Document Type, select RFQ and clickAutomatic button to Auto Create RFQ.Auto
Create documents
It will navigate to a new window. Here the RFQ Type is Standard RFQ and click create button
New Document
In the next window, RFQ form is auto created from an existing Purchase requisition.
Click Suppliers button and enter the details of the Suppliers to whom you want to send
this RFQ.
RFQ Suppliers
Click on Terms button and add payment terms and freight terms.
RFQ Terms
The Price Breaks form is generally used to enter pricing information for theRFQ and to
negotiate/bargain with the suppliers by asking a discount. You can also provide multiple price
breaks to receive a different quotation from the suppliers by altering payment terms, quantity
etc.
In the above picture, the first line shows the actual quantity is 250and the actual price is 10. In
the second line, we have asked for a discount of 5% and the price has changed to 9.5. In the
third line, we have increased the quantity of items to 350 and asked for a 15% discount. Notice
that the price is changed to 8.5.
This way the above form is used for negotiation and price break up.
Now the RFQ is Auto Created from an existing Purchase Requisition and now we need to
send this form to the Suppliers we selected in the aboveRFQ form.
Run the Concurrent Request called Printed RFQ Report to print this RFQ to send it to the
suppliers
A quotation is a supplier’s response to RFQ. In this article we will discuss how a quotation can
be prepared from RFQ form.
Create a Request for Quotation (RFQ). Refer below article on how to create a RFQ form.
RFQ
The above picture shows a completed RFQ form. Now we will createquotations based on the
response from the suppliers with relevant to thisRFQ form.
Here we have selected first supplier and entering the quotation sent by the supplier. Click OK
button.
Quotation number
Similarly repeat the above step for the other two customers and click OK.
You should get three new quotations against the three suppliers. (Here my quotation numbers
are 500, 501 and 502).
Notice that the quotation has been created from RFQ number 307. Change
the status to Active. Similarly repeat the steps for Quotation number 501and 502 and save it.
Quote Analysis
Quote analysis is the process of reviewing the quotations given by the suppliers. The best
quotation will be selected by analyzing certain factors like price, quality, delivery time etc.
Here you can analyze all the quotations sent by the suppliers and select the best supplier and
click Approve Entire Quotation button
Approve Entire Quotation
Click OK
A Purchase order is a commercial document and first official order issued by the buyer
to the supplier, indicating types, quantities, and agreed prices for products or services
the supplier will provide to the buyer.
Enter requisition number and click Find to navigate to Auto Create documents window
Select your Requisition Line by ticking the check box next to the Requisition Line
Action: Create
Grouping: Default
Click Automatic button and click create button in the New Document form. By
clicking Automatic button, a standard PO is created based on the details provided in the
Purchasing requisition.
You can select Supplier either in the New Document form or in thePurchase Order form
New document
Auto Create to PO
Status represents the status of the document. Incomplete is the default status for all
purchase orders until they are submitted for the first time for approval.
Shipment number, Org, Ship-to, UOM, Quantity and Need-by-date are shown by default.
These fields can be edited as needed. You can split the lines and can change the ship-to
Organization, quantity of items to be shipped and delivery date.
[you can request the supplier to supply some of the quantities to be supplied by the need-by
date you provided and rest of the quantities (to the same ship-to address or a different address)
to a different need-by-date]
Shipments
Receipt Close Tolerance (%) determines when this line will close for receiving
Invoice Close Tolerance (%) determines when this line will close for invoicing
A Purchase Order has three main close points: Closed for Receiving,Closed for
Invoicing (these two relate to a specific line) and Purchase Order itself has a closed status.
The entire order will not close automatically if all the lines are not closed for both receiving and
invoicing. A tolerance of 0% indicates that it will close when the total amount received or
invoiced equals the amount on the order, whereas a close tolerance of 100% indicates that no
receipts or invoices are required for this order, which will close the lines for receiving as soon
as the order is approved. Reviewing these default close tolerances on a regular basis is a
good idea to ensure orders are properly controlled and closed with minimal intervention by the
purchasing agent.
2-way determines Purchase Order and Invoice quantities must match with in the tolerance
before the corresponding invoice can be paid.
3-way determines Purchase order, receipt, and invoice quantities must match within tolerance
before the corresponding invoice can be paid.
4-way determines Purchase order, receipt, accepted, and invoice quantities must match within
tolerance before the corresponding invoice can be paid.
Receiving Controls
Click on More tab. The Requisition number from which this Purchase Order has been created
is shown by default.
Distributions
Click Terms to enter terms, conditions, and control information for purchase orders.
Terms
Save your work and click Approve button for Approval process.
Approve Document
This table stores header information of a Purchasing Document. You need one row for each
document you create.
The following are the documents that use PO_HEADERS_ALL
PO_HEADER_ID is a unique system generated primary key and is invisible to the users.
You can uniquely identify a row in PO_HEADERS_ALL using ORG_ID, SEGMENT1, and
TYPE_LOOKUP_CODE, or using PO_HEADER_ID.
Sample queries:
SQL Query
Sample Queries:
3. PO_LINE_LOCATIONS_ALL
This table contains the information related to purchase order shipment schedules and blanket
agreement price breaks. You need one row for each schedule or price break you attach to a
document line.
There following are the seven documents that use shipment schedules:
1. RFQs
2. Quotations
3. Standard purchase orders
4. Planned purchase orders
5. Planned purchase order releases
6. Blanket purchase orders
7. Blanket purchase order releases
Each row includes the location, quantity, and dates for each shipment schedule. Oracle
Purchasing uses this information to record delivery schedule information for purchase orders,
and price break information for blanket purchase orders, quotations and RFQs.
Sample Queries:
SQL Query
4. PO_DISTRIBUTIONS_ALL
This table contains the information related to accounting distribution of a purchase order
shipment line. You need one row for each distribution line you attach to a purchase order
shipment. There are four types of documents using distributions in Oracle Purchasing:
PO_HEADER_ID, PO_LINE_ID
Sample Queries:
SQL Query
SQL Query
5. VENDORS_ALL
6. PO_VENDOR_SITES_ALL
This table stores information about the supplier sites. Each row includes the site address,
supplier reference, purchasing, payment, bank, and general information.
7. PO_RELEASES_ALL
This table stores information related to planned and blanket Purchase Order releases. Each
row includes the buyer, date, release status, and release number. Each release must have at
least one purchase order shipment.
8. PO_VENDOR_CONTACTS
This table stores information about contacts related to Supplier site. Each row includes contact
name and site.
9. PO_ACTION_HISTORY
This table stores information about the approval and control history of a Purchasing Document.
This table stores one record for each approval or control action an employee takes on a
purchase order, purchase agreement, release or requisition.
Enter the PO number and click Find button or you can simply click on Findbutton to see the
expected receipts.
Finding a receipt
In the lower part of the screen, Purchasing displays the following detail information for the
current shipment line: Order Type, Order Number, Source, Due Date, Item Description,
Hazard class, Destination, UN Number, Receiver Note, and Routing.
Receipt
Click on Header and save the receipt to get the receipt number
Receipt Header
Navigate back to Purchase Order, query for your Purchase Order and
selectShipments button and click on Status tab to verify that the quantity ordered items
match the quantity received and status should be ‘Closed for Receiving’
Shipments
Verify Items in Inventory
Query Material
Material Workbench
Click Availability
Availability
This is the first step in creating an Invoice. You can manually enter the details in the Invoice or
you can generate Invoices from P.O Receipts (you need to run a Concurrent Request
named ‘Pay on Receipt AutoInvoice Program’ from Purchasing Module)
Navigate to Payables>> Invoices>> Entry>> Invoices
Type: Standard
Enter P.O number and press tab. Supplier details should be populated automatically. Enter the
Invoice date, Invoice number and Amount.
Invoice Workbench
If your Invoice has a Purchase Order associated with it, then you can match the invoice
quantity and price to that Purchase Order. If your Purchase Order is setup as a 2 –way
match, then you match the Invoice to the Purchase Order lines. If your Purchase Order is
setup as a 3-way match, then you match the Invoice to the Receipts.
Click on Match button to match the Invoice to the Purchase Order.
Click Find
Once the invoice is entered into the system, you will need to run the Invoice Validation Process
to validate the Invoice. This can be done by clickingActions button or running an ‘Invoice
Validation Process’.
The validation process performs a couple of processes. First, it checks to see if should apply
any matching holds. Then it will calculate and apply taxes, verify the GL period status, verify
exchange rates, and verify distribution information is valid.
Invoice Actions
The status should be Validated or Needs Revalidation.
The reason it says Needs Revaluation because after Validating the Invoice, the tax has been
calculated and the price is updated which included the calculated price. So we need to update
the price at the top and dovalidation again.
Invoice Workbench
Now the status should be validated. Invoice Workbench
Now the Invoice has been Validated, it’s time to make payment to the Supplier. Click Actions,
Pay in Full and OK.Enter the Payment date, Bank Account, Payment Method, Payment
Process Profile, payment Document and Document Number and save your work.
Click Invoice Workbench and click Actions button and select Create Accounting and select
Final Post and click OK.The status of Accounted should be Yes. This step should transfer the
details into the General Ledger. Go to Tools and click View accounting Events to see the
result. Go to View>> Request>> Find to see the Concurrent Programs that are generated.
1. Run the Create Accounting program after creating an invoice to post entries to the
General Ledger
2. Run the Create Accounting program after making payments to post entries to the
General Ledger.
As a newbie consultant, I always used to wonder why someone would have run the accounting
entries twice. If you are one of the professional consultants or belong to the Chartered
Accounting fraternity, you may already know the answer.
1. The reason for creating accounting entries after creating an invoice is to ensure that the
General Ledger is updated with the correct accounting information for the following 2 types of
accounts:
a) Accounts Payable A/C
b) Merchandise A/C (incase of goods purchased) or Expense A/C (in case of
expense)When a supplier invoice is created, the business is liable to pay for the invoice and
hence, the Accounts Payables A/C is credited. Since the invoice is raised for purchasing
goods or for an expense, the correspondingMerchandse A/C or Expense A/C is debited.
Account Dr Cr
2. The reason for creating accounting entries after making a payment is to ensure that the
General Ledger is updated with the correct accounting information for the following 2 types of
accounts:
When the invoice is paid, the payment is made in Cash. Hence the Cash A/C or Bank
A/C is credited. Since the payment reduces the amount that the company owes to the
Supplier, the Accounts Payable A/C is debited to the same extent.
Account Dr Cr