Oracle Purchare Order Setups

Creating Supplier: -

Table Name: AP_VENDORS_ALL

Table Table Name: AP_VENDOR_SITES_ALL

Table Name: PO_VENDOR_CONTACTS

Creating Requisitions: -

Requisition is nothing but a formal request to buy something (like Inventory material,

office supplies etc) needed for the enterprise. Only an employee can create one.

There are two types of requisitions:

Internal Requisition: Internal requisitions provide the mechanism for requesting

and transferring material from one inventory to other inventory.

Purchase requisition: Unlike Internal requisitions, Purchase requisitions

are used for requesting material from suppliers.

Choose the requisition type and enter the Item, quantity, Price details in the Lines tab

Click the Distributions button. Enter the Charge Account.

Save the work. The status of the requisition will now be “Incomplete”. And now theApprove button is highlighted. The requisition needs to be approved first before proceeding further by the concerned authority. Submit this requisition for Approval by clicking on the Approve button. The status will now be updated to “In Process” .The workflow then will send an Approval notification to the concerned person (derived based on hierarchy used—Position or Supervisor hierarchy) using which he can Approve or Reject the requisition..

NAV:- Requisitions > Requisition Summary

Enter requisition number and click on the find button

click find button

We can also check the Action History of requisition (it will show details about who

has submitted, approved and cancelled the requisitions) as below:

Requisition Tables

PO_REQUISITION_HEADERS_ALL

PO_REQUISITION_LINES_ALL

PO_REQ_DISTRIBUTIONS_ALL

Creating RFQ:

Here in this Form we need to enter the all required details like RFQ type close date and

item required for us and send RFQ to the Suppliers by click on the supplier button

Click Supplier Button

Click Price Breaks:-

Purchase Order Tables

PO_HEADERS_RFQQT_V

PO_LINES_RFQQT_V

PO_RFQ_VENDORS_V

PO_LINES_LOCATIONS_V

How to analyze the Quotations

Here enter the RFQ number and click on find the then the following form will open were

we will approve the required Quotations

Creating Quotation Analysis

There are 4 types of Purchase Orders:

1. Standard PO: A Standard PO is created for one–time purchase of various items

2. Planned PO: A Planned PO is a long–term agreement committing to buy items or services from a single source. You must specify tentative delivery schedules and alldetails for goods or services that you want to buy, including charge account, quantities, and estimated cost.

3. Blanket agreement: A Blanket PO is created when you know the detail of the goods or services you plan to buy from a specific supplier in a period, but you do not know the detail of your delivery schedules.

4. Contract agreement: Contract purchase agreements are created with your suppliers to agreeon specific terms and conditions without indicating the goods and services that you will be purchasing

Creating Purchase Order: -

Choose type as Standard Purchase Order. Enter the Supplier, Buyer. In the Lines tab, specify the line number, line type, Item, quantity, price etc

Here we need to enter all required information and click on the Shipments Button. This is also shown in below figure

Click on distributions

Click Approved Button

Table

Enter Names

PO_HEADERS_ALL

PO_LINES_ALL

PO_DISTRIBUTIONS_ALL

PO_LINES_LOCATION_ALL

Verify the purchase order: -

Purchase order number: -

Click find button:-

Creating receipt for purchase order: -

TABLE NAME:- RCV_SHIPMENT_LINES

TABLE NAME :- RCV_SHIPMENT_HEADERS

Creating Invoice in Payables: -

TABLE NAME: - AP_INVOICES_ALL

Click the Match button to match to either Purchase Order or Receipt

(depending onthe Invoice Match option specified on the PO) and avoid manually entering the invoice.

Enter the PO Number you want match to and click Find.

Select the lines required and click on Match button.

Click on Distribute button to navigate to the Match to Purchase Order Distributions window.

This creates the invoice and you can see the status of the invoice as “Never Validated”. it has to be Validated and Accounted before you can pay it.

TABLE NAME :- AP_INVOICE_DISTRIBUTIONS_ALL

Validating the Invoice:

Click on Actions Button and Select “Validate”. Click on OK button

Create Accounting Entries:

Click on Actions Button and Select “Create Accouting”. Click on OK button.

Now we can see the Accounted status as “Yes”.

You can see the Accounting Entries here: Tools a View Accounting

Invoice Tables:

AP_INVOICES_ALL

AP_INVOICE_DISTRIBUTIONS_ALL

Accounting Entries Tables:

AP_ACCOUNTING_EVENTS_ALL

AP_AE_HEADERS_ALL

AP_AE_LINES_ALL

5) Making a Payment:

Go to the Invoice window and query the invoice you want to pay. You would see

amount paid as 0.00 before you make a payment.

Click Actions button. Select “Pay in full” and click “OK”.

Select the Bank Account and Document. Save the Work

Create Now that the payment is made, when you query for the invoice in Invoice window,

you will the Amount Paid as $4,000.00.

Create Accounting entries for payment.

Click Actions and select Accounting”

Select the void checkbox to cancel the payment.

View Accounting Entries:

In the Payments window, query for the payment.

Tools menuàView Accounting

Payment Tables:

AP_INVOICE_PAYMENTS_ALL

AP_PAYMENT_SCHEDULES_ALL

AP_CHECKS_ALL

AP_CHECK_FORMATS

AP_BANK_ACCOUNTS_ALL

AP_BANK_BRANCHES

AP_TERMS

You can also pay the invoices using Payment Batch screen. Refer to the article “Make AP Payments through Payment Batches”

6)Transfer to General Ledger:

Navigation:

Payables Responsibility > View Requests

Run the concurrent program “Payables Transfer to General Ledger” with the required parameters.