Sunday, August 5, 2012

Creation of Purchase Orders in Oracle Applications

A. Creation of Standard Purchase Orders without requisition

Step 1 : Navigate to Purchasing responsibility → Purchase Orders → Purchase Orders

The Purchase Orders Screen appears as below.

Step 2 : Enter the header information as below

Step 3 : Enter the line information which mainly includes the Item number(s) which is to be bought.

Step 4 : Click on the Shipments button to provide the Need by Date or under the Lines tab scroll to the right to enter the Need by date

Step 5 : Click on the Save button in the toolbar above or Cntl+S

Saving the above information generates a Purchase order number as below

Step 6 : Then click on the Approve button so that the PO gets approved.

Step 7 : In the Approve Document screen , click on Ok

The PO is now approved.

Step 8 : In order to receive the PO under the same responsibility navigate to Receiving → Receipts

Step 9 : Chose the warehouse from the below screen. In this example the warehouse was Ashland.
Click on Ok.

Step 10 : Enter the PO# and click on Find button

Step 11 : Under the Line information, in Subinventory enter FGI and check the checkbox.
Then save the changes.

After the successful receiving of the PO, the order gets closed. This completes the creation and receiving of a Purchase Order in Oracle.
B.  Creation of Standard Purchase Orders with requisition

What is Requisition?
Requisition → An internal request for goods or services. A requisition can originate from an employee or from another process, such as inventory or manufacturing. Each requisition can include many lines, generally with a distinct item on each requisition line. Each requisition line includes at least a description of the item, the unit of measure, the quantity needed, the price per item.

Step 1 : Navigate to Purchasing responsibility → Requisitions → Requisitions

Step 2 : Enter the ISBN for which requisition is to be placed and other information as shown below.

Step 3 : Enter the need by date as shown below.

Step 4 : Save the above changes.
It generates the requisition number as shown below.
This number is necessary to place a Purchase Order against the item.

Step 5 : Approve the requisition by hitting the Approve button.

Click on Ok

To find out the status of the requisition, under the same responsibility navigate to
Requisition Summary and enter the requisition# in the 'Requisition Number' field.

Click on Find.

The header information shows the Approval Status, the requisition number, the name of the requester is as below.

The Lines information can be obtained by clicking on the Lines button.
It mainly shows the Item number, the need by date, the Item description, Item quantity etc.

Step 6 : To create PO from the requisition, navigate to Purchasing responsibility → AutoCreate

Step 7 : Provide only the requisition number in the 'Requisition' field. Click on Find.

Step 8 : Check the checkbox on the extreme left of the requisition line and hit the Automatic button.

Step 9 : Click on Create.

This creates the Purchase Order.

Step 10 : Enter the Ship To and Bill To information and click the Approve button. This approves the PO.

Step 11 : Click on Ok.

In order to find the status of the PO# 160832, navigate to Purchase Orders → Purchase Orders Summary
Enter the PO# in 'Number' field and click on Find button.

Clicking on Find shows the header information by default since in the above screen shot under the 'Results' label 'Headers' radio button is  active.
The header includes the PO#, the vendor name, approval status etc.

The PO Line shows the Item(s) included in that purchase order, their description, quantity against each item in case there are multiple items for a single purchase order.

Step 12 : To receive the PO, under the same responsibility, navigate to Receiving → Receipts

Step 13 : From the Organizations drop down that appears, chose the proper one. In this case, Ashland. Click on OK.

Step 14 : Enter the PO# and click on Find.

Step 15 : In the Subinventory field enter FGI(Finished Goods) and check the extreme left check box.

Step 16 : Save the above changes.

This completes the receiving of the PO.

In order to check the status navigate to Purchase Orders → Purchase Order Summary.
Provide the PO# in the 'Number' field and click on Find.

The Header status shows closed.
It means that the PO has been received and therefore it is closed.

The above screen shots show the status of the POs from front end of Oracle Apps.

Oracle has provided seeded tables from which we can know the status of the purchase orders created.
The two most frequently referred tables are :

a. PO_HEADERS_ALL → It gives the PO header information.


In the above query, segment1 denotes the PO#.
The other  important field of the table is PO_HEADER_ID which is a foreign key in the other table mentioned below.

b. PO_LINES_ALL → It gives the line information of the PO.


The above header id is obtained from the PO_HEADER_ID of table PO_HEADERS_ALL.


chandra sekar said...

Pls tell me how to close a PO in our organization buyer has left so we need to close the PO created by him , pls help in this , my mail id is

Anonymous said...

Screenshots are not visible.It will be more helpful if they visible.

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