Creating a Purchase Order from an Approved Requisition

Navigate to Purchasing Super User responsibility
Then to Management à Manage Buyer Workload

If you have the Approved requisitions number for which you would like to create a PO, you can mention the same in the requisition field, else can query for all approved requisition.

Then find for the Buyer, for whom you want to create PO.
Here you can filter to the specific details, if you have any data like requestor, Buyer, etc.
Here I am filtering using the requestor name, so that I can get all requisitions created by the requestor.

Now here you will find all the Requisitions

Then select a Buyer to whom you want to assign the requisition lines in New Buyer field.

Then select the lines

And Save.

Then go back to the navigator and select AutoCreate

Then find all requisition lines assigned to a specific buyer.

Then Find
This will show all Requisition lines assigned to the buyer specified.

Check the details and select the line

Check the Action, Document Type, and Grouping.
If you want to create Automatic, then select the Automatic button

If Document field is asking any value to input, then enter an unique document number and then click Create.

This will create a Purchase Order and will navigate you to the Purchase Order form.

Line status should be Incomplete.

Similarly you can follow the manual process too.

Creating an Item in Oracle Apps

Please follow the process to create a new Item.
Navigate to the Inventory Super User responsibility.
Go to Items à Master Items
1. Enter the Item name in Item field
2. Enter the Item Description in Description field
3. Save the form

4. Now you can copy attributes from any existing templates or manually set all the attributes for all the tabs.
5. For copying attributes from existing template, go to Tools à Copy From

6. Select any existing template which suits your requirements and then click Apply, once Template is Implemented then click done.
7. Now all attributes are set as per the template.
8. You can check the tabs individually and whenever any attribute needs to change for your business requirement, you can do the change.
9. After done with all the changes, Click Save.

Overview of Purchasing in Oracle Apps

Create requisition to procure goods and service with supplier information, delivery instructions, multiple accounting distributions, and notes to buyers, approvers, and receivers. A request for quotation (RFQ) is sent to a supplier to request pricing and other information for an item. A quotation is the supplier’s response to that RFQ. Identify requisitions that require supplier quotations and automatically create a RFQ Or create manually and send it thru’ Fax or iSupplier portal. Record supplier quotations from a catalog, telephone conversation, or response from your RFQ. You can also receive quotations electronically and import as Quotations (catalog). Review, analyze, evaluate and approve supplier quotations. Create standard purchase order, BPA and blanket releases. Inform your suppliers of your shipment schedule requirements. Record supplier acceptances of your purchase order’s terms and conditions. Provide a quantity and price for each item you are ordering. Alternatively, you should also be able to create your purchase order simply by providing an amount if you are ordering a service that you cannot break down by price and quantity. Enter goods and service receipt information against the PO using routing controls viz: Direct delivery, standard receipt or standard receipt with inspection. Transfer and deliver goods using the Receiving Transactions window. If you want to perform an inspection transaction, you can open the Inspections window to specify accepted and rejected quantities.
This cycle involves following steps from creating a requisition to transfer the details to GL.
1. Create Requisition
Approve requisition
2. Create Purchase Order
Approve Purchase Order
3. Create Receipt after receiving the goods
4. Create an Invoice in AP
5. Pay the invoice
6. Transfer, Import and Post Journal to GL

Basic Components of Procurement

Requisition

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.
With on-line requisitions, you can centralize your purchasing department, source your requisitions with the best suppliers, and ensure that you obtain the appropriate management approval before creating purchase orders from requisitions.

Purchasing provides you with the features you need to satisfy the following basic requisition needs. You should be able to:

· Create, edit, and review requisition information on-line. You should also be able to enter suggested supplier information, delivery instructions, multiple accounting distributions, and notes to buyers, approvers, and receivers.
· Review the current status and action history of your requisitions. You should always know who approves requisitions and whether they are in the approval, purchasing, receiving, or delivery stage.
· Route requisitions according to your approval structure. You should also be able to set authorization limits by amount, charge account, item category, and location.
· Review and approve requisitions that need your approval. You should also be able to see the full requisition detail and review the action history before you approve a requisition.
· Print requisitions (with status Approved, Cancelled, Rejected, In Process, Pre-Approved, and Returned) for off-line review and approval. You should always be able to track the status of requisitions through the approval process.
· Import requisitions from other systems such as material or distributions requirement planning applications
· Perform on-line funds checking before creating requisitions. You should always know how your planned expenses compare to your budget.
· Automatically source requisitions from outstanding blanket purchase agreements or quotations you have received from suppliers
· Create requisitions quickly and easily for commonly purchased items
· Provide attachments as notes on requisition headers and lines
· Assign requisition lines to buyers and review buyer assignments for requisition lines
· Forward all requisitions awaiting approval from one approver to an alternate approver. Within your security and approval constraints, you should be able to reroute requisitions from one approver to another whenever you want.
· Record suggested foreign currency information for each requisition line

Requisition Types:

1. Purchasing Requisition: Purchase requisitions are used for requesting material from suppliers.
2. Internal Requisition: Internal requisitions provide the mechanism for requesting and transferring material from one inventory to other inventory

RFQ

A request for quotation (RFQ) is sent to a supplier to request pricing and other information for an item. A quotation is the supplier’s response to that RFQ. You send an RFQ to a supplier by fax, making a phone call, or using Oracle iSupplier Portal. A supplier can send a quotation, whether or not in response to an RFQ, is through the Purchasing Documents Open Interface.If you don’t receive quotations electronically from your supplier, you can create the quotation manually using the Quotations window, or copy the quotation from an RFQ.

Using Quotation for Purchase Order

When you create a purchase order (manually or from requisitions), you can use the Supplier Item Catalog window to retrieve quotation information. (The Supplier Item Catalog window can include quotations sent to you by your supplier through the Purchasing Documents Open Interface.) Purchasing provides all your approved quotation shipment information for a specific item or manufacturing category. You can copy this quotation shipment to an existing blanket purchase agreement or standard purchase order when you add this item or purchasing category to a purchase order line. You can sort this quotation information according to your needs, using criteria such as price or quantity. You can easily evaluate the source that is best for an item.

After you select the quotation shipment you want to use, Purchasing copies the item unit price, quantity, unit of measure, supplier product number, inspection required status, receipt required status, quotation number, quotation type, and supplier quotation number on your purchase order. Purchasing also copies the quotation item description on your purchase order if you define your items to do so. Purchasing automatically warns you when the terms and conditions of the quotation are different from the terms and conditions of your purchase order. The original purchase order terms and conditions remain unchanged.

Types of Quotations

There are three types of quotations and RFQs that come with Purchasing by default:

Bid: Used for a specific, fixed quantity, location, and date. For example, a Bid would be used for a large or expensive piece of equipment that you’ve never ordered before, or for an item that incurs transportation or other special costs. You cannot specify price breaks for a Bid quotation or RFQ.
Standard: Used for items you’ll need only once or not very often, but not necessarily for a specific, fixed quantity, location, and date. For example, you could use a Catalog quotation or RFQ for office supplies, but use a Standard quotation or RFQ for a special type of pen you don’t order very often. A Standard quotation or RFQ also includes price breaks at different quantity levels.
Catalog: Used for high–volume items or items for which your supplier sends you information regularly. A Catalog quotation or RFQ also includes price breaks at different quantity levels.

For all three types, you can define effectivity dates at the header level.
For Catalog and Standard quotations, you can also specify effectivity dates for individual price breaks. (For a Bid, you cannot specify effectivity dates at the shipment level.) You can also define your own RFQ or quotation types using the
Document Types window.

Purchase Order

Purchasing provides the Purchase Orders window that you can use to enter Standard and planned purchase orders as well as Blanket and Contract purchase agreements. You must be defined as a buyer to use this window.
Purchasing provides you the features you need to satisfy the following purchasing needs. You should be able to:
· Review all of your purchases with your suppliers to negotiate better discounts
· Create purchase orders simply by entering a supplier and item details
· Create standard purchase orders and blanket releases from both on-line and paper requisitions
· Create accurate and detailed accounting information so that you charge purchases to the appropriate departments
· Check your funds availability while creating purchase orders.
· Review the status and history of your purchase orders at any time for all the information you need
· Print purchase orders flexibly by using a number of print options
· Inform your suppliers of your shipment schedule requirements
· Record supplier acceptances of your purchase orders. You always know whether your suppliers have received and accepted your purchase order terms and conditions
· Create your purchase orders by providing a quantity and price for each item you are ordering. Alternatively, you should also be able to create your purchase order simply by providing an amount if you are ordering a service that you cannot break down by price and quantity

Purchase Order Types

There are mainly 4 types of Purchase Orders
· Standard Purchase Order
· Blanket Purchase Agreements
· Contract Purchase Agreements
· Planned Purchase Orders

Standard Purchase Order

You generally create standard purchase orders for one-time purchase of various items. You create standard purchase orders when you know the details of the goods or services you require, estimated costs, quantities, delivery schedules, and accounting distributions.

Blanket Purchase Agreements (BPA)

You create blanket purchase agreements 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 yet know the detail of your delivery schedules. You can use blanket purchase agreements to specify negotiated prices for your items before actually purchasing them.
You can issue a Blanket release against a BPA to place the actual order (as long as the release is within the blanket agreement effectively dates).

Contract Purchase Agreements

You create contract purchase agreements with your suppliers to agree on specific terms and conditions without indicating the goods and services that you will be purchasing. You can later issue standard purchase orders referencing your contracts.

Planned Purchase Orders

A planned purchase order is a long-term agreement committing to buy items or services from a single source. You must specify tentative delivery schedules and all details for goods or services that you want to buy, including charge account, quantities, and estimated cost.
You can issue scheduled releases against a planned purchase order to place the actual orders. If you use encumbrance accounting, you can use the planned purchase order to reserve funds for long term agreements.

Assigning an Item to an Organization

Before assigning an item to an Organization, Item should have been defined in the master org.

If Item has already been defined in master org, then follow the steps to assign it to an Organization.

1. Go to the Inventory responsibility.

2. Navigate to Items à Master Items

3. Query the item in the master item form

4. Go to Tools à Organization Assignment

This will show all organization which use this master org as their master org

5. Check the assigned button against the Org to which you want to assign this item

6. Save

This will assign this item to that Organization.

Now you can query this item in that specific Org and if needed you can change the organization specific item attributes for the item.

Assigning an Item to an Organization

Before assigning an item to an Organization, Item should have been defined in the master org.

If Item has already been defined in master org, then follow the steps to assign it to an Organization.

1. Go to the Inventory responsibility.

2. Navigate to Items à Master Items

3. Query the item in the master item form

4. Go to Tools à Organization Assignment

This will show all organization which use this master org as their master org

5. Check the assigned button against the Org to which you want to assign this item

6. Save

This will assign this item to that Organization.

Now you can query this item in that specific Org and if needed you can change the organization specific item attributes for the item.

Order to Cash Cycle Step by step hands on

Order to Cash Cycle

Following are the steps the process will go through from creating a Sales Order to Posting the details in GL.

·         Enter the Sales Order

·         Book the Sales Order

·         Launch Pick Release

·         Ship Confirm

·         Create Invoice

·         Create the Receipts either manually or using Auto Lockbox ( In this article we will concentrate on Manual creation)

·         Transfer to General Ledger

·         Journal Import

·         Posting

Involved Modules

Order Management: Creating and shipping the Order

Inventory:  Onhand availability, Reservation

Receivables: For Receipt against invoice

General Ledger: Importing, entering and posting the journals.

Enter the Sales Order:

Order Management Super User Operations (USA)>Orders Returns >Sales Orders

Enter the Customer details (Ship to and Bill to address), Order type.

Click on Lines Tab. Enter the Item to be ordered and the quantity required

Line is scheduled automatically when the Line Item is saved.

Scheduling/unscheduling can be done manually by selecting Schedule/Un schedule from the Actions Menu.

You can check if the item to be ordered is available in the Inventory by clicking on Availability Button.

Save the work.

Tables Affected:

OE_ORDER_HEADERS_ALL

OE_ORDER_LINES_ALL

Columns used for identification of flow

FLOW_STATUS_CODE in both the tables which is ENTERED.

Book the Sales Order

Book the Order by clicking on the Book Order button

Now that the Order is BOOKED, the status on the header is change accordingly.

Tables affected:

The FLOW_STATUS_CODE in the table OE_ORDER_HEADERS_ALL would be BOOKED.

The FLOW_STATUS_CODE in OE_ORDER_LINES_ALL will be AWAITING_SHIPPING.

New records will be created in WSH_DELIVERY_DETAILS with RELEASED_STATUS=’R’ (Ready to Release)

Also Record(s) will be inserted into WSH_DELIVERY_ASSIGNMENTS

At the same time DEMAND INTERFACE PROGRAM runs in the background and inserts into MTL_DEMAND.

Launch Pick Release

Shipping > Release Sales Order > Release Sales Orders

Give the Sales Order and Rule details as required

Key in the details in Shipping Tab, Autocreate Delivery: Yes, Auto Pick Confirm: Yes, Autopack Delivery: Yes

Similarly key in the Subinventory, location and org details in Inventory tab as required

Then select Execute Now button.

On completion this will show below window

Pick Release process will in turn run few more concurrent requests like

Auto Pack Report, Pick Slip Report, Shipping Exceptions Report (These are what we have chosen in the shipping tab during Pick Release)

Tables Affected

If Autocreate Delivery is set to ‘Yes’ then a new record is created in the table WSH_NEW_DELIVERIES

DELIVERY_ID is populated in the table WSH_DELIVERY_ASSIGNMENTS

The RELEASED_STATUS in WSH_DELIVERY_DETAILS would be now set to ‘Y’ (Pick Confirmed) if Auto Pick Confirm is set to Yes otherwise RELEASED_STATUS is ‘S’ (Release to Warehouse)

Pick Confirm the Order:

If Auto Pick Confirm is set to Yes during Pick Release, then this process will happen systematically.

In other cases, need to do this by doing a move order transaction

Inventory Super User > Move Order> Transact Move Order

Take the Move Order Number form the Shipping Transaction Form and find that and transact.

Ship Confirm the Order:

Order Management Super User>Shipping >Transactions

Find by Order Number

Here you can find all the details

If the line status is Staged/Pick Confirmed, we can go for a shipment

Then Click on the Delivery tab

Then Click Ship Confirm

Note: If Ship Confirm button is inactive, then please check to the user id you are logged in, whether Shipping Grant given or not. If not they add a shipping grant to the user id and try again.

Then OK.

The Status in Shipping Transaction form in Delivery tab should be closed

This will kick off concurrent programs like.INTERFACE TRIP Stop, Commercial Invoice, Packing Slip Report, Bill of Lading

Tables Affected:

RELEASED_STATUS in WSH_DELIVERY_DETAILS would be ‘C’ (Ship Confirmed)

FLOW_STATUS_CODE in OE_ORDER_HEADERS_ALL would be “BOOKED“

FLOW_STATUS_CODE in OE_ORDER_LINES_ALL would be “SHIPPED“

Once all background process completes, the Shipping Transaction Status in Lines/LPNs tab becomes Interfaced

Create Invoice:

Run workflow background Process

Order Management >view >Requests

Workflow Background Process inserts the records RA_INTERFACE_LINES_ALL with

INTERFACE_LINE_CONTEXT     =     ’ORDER ENTRY’

INTERFACE_LINE_ATTRIBUTE1=     Order_number

INTERFACE_LINE_ATTRIBUTE3=     Delivery_id

And spawns Auto invoice Master Program and Auto invoice import program which creates Invoice for that particular Order 

Check the Invoice:

The Invoice created can be seen using the Receivables responsibility

Receivables Super User> Transactions> Transactions

Query with the Order Number as Reference

Affected Tables:

RA_CUSTOMER_TRX_ALL will have the Invoice header information. The column INTERFACE_HEADER_ATTRIBUTE1 will have the Order Number. 

RA_CUSTOMER_TRX_LINES_ALL will have the Invoice lines information. The column INTERFACE_LINE_ATTRIBUTE1 will have the Order Number.

Create receipt: Receivables> Receipts> Receipts

Click Apply to apply this to an invoice and then select the invoice in next screen and then apply.

Tables affected:

AR_CASH_RECEIPTS_ALL

Transfer to General Ledger:

To transfer the Receivables accounting information to general ledger, run General Ledger Transfer Program

Receivables> View Requests

Parameters:

• Give in the Start date and Post through date to specify the date range of the transactions to be transferred.
• Specify the GL Posted Date, defaults to SYSDATE.
• Post in summary: This controls how Receivables creates journal entries for your transactions in the interface table. If you select ‘No’, then the General Ledger Interface program creates at least one journal entry in the interface table for each transaction in your posting submission. If you select ‘Yes’, then the program creates one journal entry for each general ledger account.
• If the Parameter Run Journal Import is set to ‘Yes’, the journal import program is kicked off automatically which transfers journal entries from the interface table to General Ledger, otherwise follow the topic Journal Import to import the journals to General Ledger manually.

Tables Affected:

GL_INTERFACE

Journal Import:

To transfer the data from General Ledger Interface table to General Ledger, run the Journal Import program from Oracle General Ledger.

General Ledger > Journal> Import> Run

Parameters:

• Select the appropriate Source.
• Enter one of the following Selection Criteria:

No Group ID: To import all data for that source that has no group ID. Use this option if you specified a NULL group ID for this source.

All Group IDs: To import all data for that source that has a group ID. Use this option to import multiple journal batches for the same source with varying group IDs.

Specific Group ID: To import data for a specific source/group ID combination. Choose a specific group ID from the List of Values for the Specific Value field.

If you do not specify a Group ID, General Ledger imports all data from the specified journal entry source, where the Group_ID is null.

• Define the Journal Import Run Options (optional)

Choose Post Errors to Suspense if you have suspense posting enabled for your set of books to post the difference resulting from any unbalanced journals to your suspense account.

Choose Create Summary Journals to have journal import create the following:

• one journal line for all transactions that share the same account, period, and currency and that has a debit balance

• One journal line for all transactions that share the same account, period, and currency and that has a credit balance.

• Enter a Date Range to have General Ledger import only journals with accounting dates in that range. If you do not specify a date range, General Ledger imports all journals data.
• Choose whether to Import Descriptive Flexfields, and whether to import them with validation.

Click on Import button

Affected tables

GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES

Posting:

We have to Post journal batches that we have imported previously to update the account balances in General Ledger

General Ledger> Journals > Enter

Click Find

From the list of unposted journals displayed, select one journal at a time and click on Post button to post the journal.

If you know the batch name to be posted you can directly post using the Post window

Order to Cash Cycle Step by step hands on

Order to Cash Cycle

Following are the steps the process will go through from creating a Sales Order to Posting the details in GL.

·         Enter the Sales Order

·         Book the Sales Order

·         Launch Pick Release

·         Ship Confirm

·         Create Invoice

·         Create the Receipts either manually or using Auto Lockbox ( In this article we will concentrate on Manual creation)

·         Transfer to General Ledger

·         Journal Import

·         Posting

Involved Modules

Order Management: Creating and shipping the Order

Inventory:  Onhand availability, Reservation

Receivables: For Receipt against invoice

General Ledger: Importing, entering and posting the journals.

Enter the Sales Order:

Order Management Super User Operations (USA)>Orders Returns >Sales Orders

Enter the Customer details (Ship to and Bill to address), Order type.

Click on Lines Tab. Enter the Item to be ordered and the quantity required

Line is scheduled automatically when the Line Item is saved.

Scheduling/unscheduling can be done manually by selecting Schedule/Un schedule from the Actions Menu.

You can check if the item to be ordered is available in the Inventory by clicking on Availability Button.

Save the work.

Tables Affected:

OE_ORDER_HEADERS_ALL

OE_ORDER_LINES_ALL

Columns used for identification of flow

FLOW_STATUS_CODE in both the tables which is ENTERED.

Book the Sales Order

Book the Order by clicking on the Book Order button

Now that the Order is BOOKED, the status on the header is change accordingly.

Tables affected:

The FLOW_STATUS_CODE in the table OE_ORDER_HEADERS_ALL would be BOOKED.

The FLOW_STATUS_CODE in OE_ORDER_LINES_ALL will be AWAITING_SHIPPING.

New records will be created in WSH_DELIVERY_DETAILS with RELEASED_STATUS=’R’ (Ready to Release)

Also Record(s) will be inserted into WSH_DELIVERY_ASSIGNMENTS

At the same time DEMAND INTERFACE PROGRAM runs in the background and inserts into MTL_DEMAND.

Launch Pick Release

Shipping > Release Sales Order > Release Sales Orders

Give the Sales Order and Rule details as required

Key in the details in Shipping Tab, Autocreate Delivery: Yes, Auto Pick Confirm: Yes, Autopack Delivery: Yes

Similarly key in the Subinventory, location and org details in Inventory tab as required

Then select Execute Now button.

On completion this will show below window

Pick Release process will in turn run few more concurrent requests like

Auto Pack Report, Pick Slip Report, Shipping Exceptions Report (These are what we have chosen in the shipping tab during Pick Release)

Tables Affected

If Autocreate Delivery is set to ‘Yes’ then a new record is created in the table WSH_NEW_DELIVERIES

DELIVERY_ID is populated in the table WSH_DELIVERY_ASSIGNMENTS

The RELEASED_STATUS in WSH_DELIVERY_DETAILS would be now set to ‘Y’ (Pick Confirmed) if Auto Pick Confirm is set to Yes otherwise RELEASED_STATUS is ‘S’ (Release to Warehouse)

Pick Confirm the Order:

If Auto Pick Confirm is set to Yes during Pick Release, then this process will happen systematically.

In other cases, need to do this by doing a move order transaction

Inventory Super User > Move Order> Transact Move Order

Take the Move Order Number form the Shipping Transaction Form and find that and transact.

Ship Confirm the Order:

Order Management Super User>Shipping >Transactions

Find by Order Number

Here you can find all the details

If the line status is Staged/Pick Confirmed, we can go for a shipment

Then Click on the Delivery tab

Then Click Ship Confirm

Note: If Ship Confirm button is inactive, then please check to the user id you are logged in, whether Shipping Grant given or not. If not they add a shipping grant to the user id and try again.

Then OK.

The Status in Shipping Transaction form in Delivery tab should be closed

This will kick off concurrent programs like.INTERFACE TRIP Stop, Commercial Invoice, Packing Slip Report, Bill of Lading

Tables Affected:

RELEASED_STATUS in WSH_DELIVERY_DETAILS would be ‘C’ (Ship Confirmed)

FLOW_STATUS_CODE in OE_ORDER_HEADERS_ALL would be “BOOKED“

FLOW_STATUS_CODE in OE_ORDER_LINES_ALL would be “SHIPPED“

Once all background process completes, the Shipping Transaction Status in Lines/LPNs tab becomes Interfaced

Create Invoice:

Run workflow background Process

Order Management >view >Requests

Workflow Background Process inserts the records RA_INTERFACE_LINES_ALL with

INTERFACE_LINE_CONTEXT     =     ’ORDER ENTRY’

INTERFACE_LINE_ATTRIBUTE1=     Order_number

INTERFACE_LINE_ATTRIBUTE3=     Delivery_id

And spawns Auto invoice Master Program and Auto invoice import program which creates Invoice for that particular Order 

Check the Invoice:

The Invoice created can be seen using the Receivables responsibility

Receivables Super User> Transactions> Transactions

Query with the Order Number as Reference

Affected Tables:

RA_CUSTOMER_TRX_ALL will have the Invoice header information. The column INTERFACE_HEADER_ATTRIBUTE1 will have the Order Number. 

RA_CUSTOMER_TRX_LINES_ALL will have the Invoice lines information. The column INTERFACE_LINE_ATTRIBUTE1 will have the Order Number.

Create receipt: Receivables> Receipts> Receipts

Click Apply to apply this to an invoice and then select the invoice in next screen and then apply.

Tables affected:

AR_CASH_RECEIPTS_ALL

Transfer to General Ledger:

To transfer the Receivables accounting information to general ledger, run General Ledger Transfer Program

Receivables> View Requests

Parameters:

• Give in the Start date and Post through date to specify the date range of the transactions to be transferred.
• Specify the GL Posted Date, defaults to SYSDATE.
• Post in summary: This controls how Receivables creates journal entries for your transactions in the interface table. If you select ‘No’, then the General Ledger Interface program creates at least one journal entry in the interface table for each transaction in your posting submission. If you select ‘Yes’, then the program creates one journal entry for each general ledger account.
• If the Parameter Run Journal Import is set to ‘Yes’, the journal import program is kicked off automatically which transfers journal entries from the interface table to General Ledger, otherwise follow the topic Journal Import to import the journals to General Ledger manually.

Tables Affected:

GL_INTERFACE

Journal Import:

To transfer the data from General Ledger Interface table to General Ledger, run the Journal Import program from Oracle General Ledger.

General Ledger > Journal> Import> Run

Parameters:

• Select the appropriate Source.
• Enter one of the following Selection Criteria:

No Group ID: To import all data for that source that has no group ID. Use this option if you specified a NULL group ID for this source.

All Group IDs: To import all data for that source that has a group ID. Use this option to import multiple journal batches for the same source with varying group IDs.

Specific Group ID: To import data for a specific source/group ID combination. Choose a specific group ID from the List of Values for the Specific Value field.

If you do not specify a Group ID, General Ledger imports all data from the specified journal entry source, where the Group_ID is null.

• Define the Journal Import Run Options (optional)

Choose Post Errors to Suspense if you have suspense posting enabled for your set of books to post the difference resulting from any unbalanced journals to your suspense account.

Choose Create Summary Journals to have journal import create the following:

• one journal line for all transactions that share the same account, period, and currency and that has a debit balance

• One journal line for all transactions that share the same account, period, and currency and that has a credit balance.

• Enter a Date Range to have General Ledger import only journals with accounting dates in that range. If you do not specify a date range, General Ledger imports all journals data.
• Choose whether to Import Descriptive Flexfields, and whether to import them with validation.

Click on Import button

Affected tables

GL_JE_BATCHES, GL_JE_HEADERS, GL_JE_LINES

Posting:

We have to Post journal batches that we have imported previously to update the account balances in General Ledger

General Ledger> Journals > Enter

Click Find

From the list of unposted journals displayed, select one journal at a time and click on Post button to post the journal.

If you know the batch name to be posted you can directly post using the Post window

Order to Cash Lifecycle: Processes

Order to Cash Cycle

The Life Cycle of the Order

Following are the steps the process will go through from creating a Sales Order to Posting the details in GL.

·         Enter the Sales Order

·         Book the Sales Order

·         Launch Pick Release

·         Ship Confirm

·         Create Invoice

·         Create the Receipts either manually or using Auto Lockbox ( In this article we will concentrate on Manual creation)

·         Transfer to General Ledger

·         Journal Import

·         Posting

Applications Involved

Order Management: Creating and shipping the Order

Customer Master for customer details in OM

Inventory:  Onhand availability, Reservation

Pricing for List Price details in OM line

Receivables: For Receipt against invoice

General Ledger: Importing, entering and posting the journals.

Order Management Processes:

Orders can be created in following processes

1.       Enter Order manually

2.       Copy and Order or Return

3.       Import Orders from CRM or other legacy systems

Note: CRM (Customer Relationship Management) includes iServe, iStore, Teleservices, Telesales, Sales Online, iSupport.

Scheduling Process:

1.       Checking Available to Promise (ATP)

2.       Placing Demand

3.       Reserving Onhand

4.       Running Pick Release

5.       Shipping the Order

Pricing Process:

1.       Order line entered, take the part and customer details from Order

2.       Check price list or agreement

3.       Check for the modifiers

4.       Calculates the unit price

Shipping Process:

1.       Run Pick Release creates Move Order

2.       As per the Move Order details, parts moved out of the Subinventory (Transact Move Order)

3.       After getting the part from Subinventory, it will be dropped to Staging area (Pick Confirm, this runs automatically during Pick Release)

4.       After loading the goods into the Truck from Staging area, Ship Confirm can be run

5.       This ship confirm will decrement quantity from Inventory and update the sales order

6.       The information can be transferred to Receivables through AutoInvoice program and will generate the invoice for customer.

AutoInvoice Process:

1.       Transaction data can be transferred from a number of locations like Order Management, Contracts and Legacy Systems

2.       Data are brought to the Interface table, if any error, that will move to Interface exception table and after correction, again will be brought to the interface table

3.       Correct data gets inserted to the Receivables by AutoInvoice program. This can be related to Debit Memos, Memos and as Invoices

Receivable Process:

1.       Imported Invoices and manually generated invoices

2.       Review and correct data

3.       Print Invoices

4.       Send Invoices

5.       Collect Payement

6.       Post Receipts

Cash Management Process:

1.       Receive Bank Statements

2.       Load and verify bank statements

3.       Perform Reconciliations

4.       Review Results

5.       Enter Manual Entries if needed

6.       Post to General Ledger

Order to Cash Lifecycle: Processes

Order to Cash Cycle

The Life Cycle of the Order

Following are the steps the process will go through from creating a Sales Order to Posting the details in GL.

·         Enter the Sales Order

·         Book the Sales Order

·         Launch Pick Release

·         Ship Confirm

·         Create Invoice

·         Create the Receipts either manually or using Auto Lockbox ( In this article we will concentrate on Manual creation)

·         Transfer to General Ledger

·         Journal Import

·         Posting

Applications Involved

Order Management: Creating and shipping the Order

Customer Master for customer details in OM

Inventory:  Onhand availability, Reservation

Pricing for List Price details in OM line

Receivables: For Receipt against invoice

General Ledger: Importing, entering and posting the journals.

Order Management Processes:

Orders can be created in following processes

1.       Enter Order manually

2.       Copy and Order or Return

3.       Import Orders from CRM or other legacy systems

Note: CRM (Customer Relationship Management) includes iServe, iStore, Teleservices, Telesales, Sales Online, iSupport.

Scheduling Process:

1.       Checking Available to Promise (ATP)

2.       Placing Demand

3.       Reserving Onhand

4.       Running Pick Release

5.       Shipping the Order

Pricing Process:

1.       Order line entered, take the part and customer details from Order

2.       Check price list or agreement

3.       Check for the modifiers

4.       Calculates the unit price

Shipping Process:

1.       Run Pick Release creates Move Order

2.       As per the Move Order details, parts moved out of the Subinventory (Transact Move Order)

3.       After getting the part from Subinventory, it will be dropped to Staging area (Pick Confirm, this runs automatically during Pick Release)

4.       After loading the goods into the Truck from Staging area, Ship Confirm can be run

5.       This ship confirm will decrement quantity from Inventory and update the sales order

6.       The information can be transferred to Receivables through AutoInvoice program and will generate the invoice for customer.

AutoInvoice Process:

1.       Transaction data can be transferred from a number of locations like Order Management, Contracts and Legacy Systems

2.       Data are brought to the Interface table, if any error, that will move to Interface exception table and after correction, again will be brought to the interface table

3.       Correct data gets inserted to the Receivables by AutoInvoice program. This can be related to Debit Memos, Memos and as Invoices

Receivable Process:

1.       Imported Invoices and manually generated invoices

2.       Review and correct data

3.       Print Invoices

4.       Send Invoices

5.       Collect Payement

6.       Post Receipts

Cash Management Process:

1.       Receive Bank Statements

2.       Load and verify bank statements

3.       Perform Reconciliations

4.       Review Results

5.       Enter Manual Entries if needed

6.       Post to General Ledger

Oracle E-Business Suite Modules

Oracle e-Business Suite (EBS) itself is a very vast application starting from customer management to planning and demand supply of product and extended to project accounting to supply chain planning.

So this vast application has splitted into different small independent modules which customers/users can install and use as per their business requirement and business feasibility.

Some of the key applications are:

• Oracle Customer Relationship Management (CRM)
• Services
• Oracle Financial
• Oracle Human Resource Management System (HRMS)
• Oracle Project Portfolio
• Oracle Contracts
• Oracle Supply Chain Management (SCM)
• Oracle Procurement
• Oracle Value Chain Planning

Following Applications consists of different modules

Customer Relationship Management

The Oracle CRM (Customer Relationship Management) is a set of applications that give you information-driven sales, service, and marketing. Oracle CRM is built on an open, standards-based architecture that streamlines business processes, improves data quality, and allows all your key divisions to draw from the same source of data. With Oracle CRM, your company owns the single best tool for customer success—accurate information.

·         Channel Revenue Management

o   Oracle Accounts Receivable Deductions

o   Oracle Channel Revenue Management

o   Oracle Channel Rebate and Point of Sale Management

o   Oracle Price Protection

o   Oracle Supplier ship and debit

·         Customer Data Hub

o   Oracle Customer Data Librarian

o   Oracle Customers Online

o   Oracle Trading Community Architecture

·         Incentive Compensation

o   Oracle Incentive Compensation

·         Sales

o   Oracle iStore

o   Oracle Leads Management

o   Oracle One-to-One Fulfilment

o   Oracle Partner Management Vendor

o   Oracle Proposals

o   Oracle Quoting

o   Oracle Sales for Handhelds

o   Oracle Sales

o   Oracle Sales Offline

o   Oracle Telesales

o   Oracle Territory Management

·         Marketing

o   Oracle Content Manager

o   Oracle Marketing

o   Oracle Web Analytics

Services

Oracle’s E-Business Suite family of Service Applications provides true information-driven customer service. It enables an organisation to meet and exceed customer expectations by empowering them with information that is consistent, accurate, and actionable.

·         Maintenance, Repair and Overhaul

o   Oracle Complex Maintenance, Repair and Overhaul

o   Depot Repairs

·         Common Applications

o   Oracle Customer Interaction History

o   Oracle Universal Work Queue

·         Service

o   Oracle Advanced Scheduler

o   Oracle Field Services

o   Oracle iSupport

o   Oracle Knowledge Management

o   Oracle Mobile Field Service

o   Oracle Spares Management

o   Oracle TeleService

·         Communications

o   Oracle Number Portability Concepts and Procedure

o   Oracle Service Fulfilment Manger

o   Oracle Telecommunications Billing Integrator

o   Oracle Telecommunications Service Ordering Process

·         Interaction Center Technology

o   Oracle Advanced Inbound Telephony

o   Oracle Advanced Outbound Telephony

o   Oracle Email Center

o   Oracle Interaction Blending

o   Oracle Interaction Center Server Manager

o   Oracle Scripting Developer

o   Oracle Telephony Adapter SDK Developers

Financial

The Oracle Financials application includes General Ledger, Cash Management, Payables, Receivables, Fixed Assets, Treasury, Property Management, Financial Analyser and a self-service expenses function.

·         Across Financials

o   Oracle Financials

o   Oracle Financials RXi Reports Administration

·         Assets

o   Oracle Assets

o   Oracle iAssets

·         Cash and Treasury

o   Oracle Cash Management

o   Oracle Treasury

·         Corporate Performance Management

o   Oracle Enterprise Planning and Budgeting

·         Financial Control and Reporting

o   Oracle Advanced Global Intercompany System

o   Oracle Financial Consolidation Hub

o   Oracle Financial Services Accounting Hub

o   Oracle General Ledger

o   Oracle Internal Controls Manager

o   Oracle Loans

o   Oracle Public Sector Financials

o   Oracle Public Sector Budgeting

o   Oracle U.S Federal Financials

·         Financials Common Modules

o   Oracle E-Business Tax: Vertex Q-Series and Taxware Sales/ Use Tax System

o   Oracle E-Business Tax

o   Oracle E-Business Tax reporting

o   Oracle Subledger Accounting

·         Financial Localizations

o   Oracle Financials for the Americas

o   Oracle Financials for Asia/Pacific

o   Oracle Financials for Europe

o   Oracle Financials for India

o   Oracle Receivables: Golden Tax Adapter for Mainland China

·         Internet Expenses

o   Oracle Internet Expenses

·         Procure to Pay

o   Oracle Payables

o   Oracle Payments

·         Credit to Cash

o   Oracle Advanced Collection

o   Oracle Bill Presentment Architecture

o   Oracle Credit Management

o   Oracle Loans

o   Oracle iReceivables

o   Oracle Receivables

·         Financial Services

o   Oracle Transfer Pricing

o   Oracle Enterprise Performance

o   Oracle Profitability Manager

o   Oracle Financial Services

·         Lease and Financial Management

o   Oracle Lease and Finance Management

Oracle Human Resource Management

The Oracle Human Resource Management System (HMRS) module helps companies manage the entire recruitment process and provides a real-time view of all HR activities such as recruitment, training, benefits and payroll. The HRMS suite fully integrates with all E-Business Suite applications and offers users an analytics package that allows for easy extraction of HR data.

• ·         Oracle Human Resources
• ·         Oracle Self-Service Human Resources
• ·         Oracle Approvals Management
• ·         Oracle Compensation and Benefits Management
• ·         Oracle Configuring, Reporting and System Administrator
• ·         Oracle Enterprise and Workforce Management
• ·         Oracle Fast Formula
• ·         Oracle iRecruitment
• ·         Oracle Labor Distribution
• ·         Oracle Learning Management
• ·         Oracle Payroll
• ·         Oracle Performance Management
• ·         Oracle Succession Planning
• ·         Oracle Time and Labor
• ·         Oracle Workforce Sourcing, Deployment and Talent Management

Oracle Project

Oracle Projects Portfolio of applications supports the full lifecycle of project and portfolio management. It provides a single, accurate view of all project-related activities. It allows users to select the best portfolio of initiatives, execute projects in adherence with methodologies, assign the right global resources, proactively streamline project delivery, and track profitability via accurate budgeting, forecasting, and billings/charge-backs.

·         Assets and Real Estates

o   Oracle Property Manager

·         Grants

o   Oracle Grants Accounting

·         Projects

o   Oracle Project Billing

o   Oracle Project Costing

o   Oracle Project Management

o   Oracle Portfolio Analysis

o   Oracle Project Resource Management

o   Oracle Project Fundamentals

Contracts

• ·         Oracle Contracts
• ·         Oracle Project Contracts
• ·         Oracle Procurement Contracts
• ·         Oracle Sales Contracts
• ·         Oracle Service Contracts

Supply Chain Management

The Oracle Supply Chain applications allow organisations to predict market requirements, innovate in response to volatile market conditions, and align operations across global networks. There are several industry-specific solutions available that incorporate demand management, sales and operations planning, transportation management etc.

·         Asset Lifecycle Management

o   Oracle Asset tracking

o   Oracle Enterprise Asset Management

o   Oracle Install Base

·         Configurator

o   Oracle Configurator

o   Oracle Fusion Configurator

·         Logistics

o   Oracle Landed Cost Management

o   Oracle Inventory

o   Oracle Mobile Supply Chain Application

o   Oracle Warehouse Management

o   Oracle Integrating Oracle Transportation management with EBS

·         Master data Management

o   Oracle Product Information Management

o   Oracle Site Hub

·         Manufacturing

o   Oracle Bills Of Materials

o   Oracle Cost Management

o   Oracle Flow Manufacturing

o   Oracle Engineering

o   Oracle Manufacturing Execution System for Discrete Manufacturing

o   Oracle Manufacturing Operations Center

o   Oracle Manufacturing: Subcontracting

o   Oracle Manufacturing

o   Oracle Quality

o   Oracle Process Manufacturing Quality Management

o   Oracle Shop Floor Management

o   Oracle Work in Process

·         Order Management

o   Oracle Advanced Pricing

o   Oracle Configure to Order

o   Oracle Order Management

o   Oracle Release Management

o   Oracle Shipping Execution

·         Process Manufacturing

o   Oracle E-records

o   Oracle Manufacturing Execution System for Process Manufacturing

o   Oracle Process Manufacturing Cost Management

o   Oracle Process Manufacturing Mobile Supply Chain Applications for Process Manufacturing

o   Oracle Process Manufacturing Quality Management

o   Oracle Process Manufacturing Regulatory Management

o   Oracle Process Manufacturing System Administration

Procurement

Oracle Advanced Procurement is an integrated suite of applications that dramatically cuts all supply management costs. The solution helps you to reduce spending on goods and services, streamline procure-to-pay processes, and drive policy compliance.

·         Contract Lifecycle Management

o   Oracle Contract Lifecycle Management for Public Sector iProcurement

o   Oracle Contract Lifecycle Management for Public Sector iSupplier

o   Oracle Contract Lifecycle Management for Public Sector Sourcing

o   Oracle Contract Lifecycle Management for Public Sector Purchasing

·         Procurement

o   Oracle iProcurement

o   Oracle iSupplier Portal

o   Oracle Purchasing

o   Oracle Sourcing

o   Oracle Supplier Management

Value Chain and Planning

Oracle’s Value Chain Planning solution enables companies to become more information-driven with best-in-class supply chain planning applications built around a core of optimisation, sales and operations planning, and performance management.

·         Value Chain Planning

o   Oracle Advanced Planning Command Center

o   Oracle Advanced Supply Chain Planning

o   Oracle Collaborating Planning

o   Oracle Demand Planning

o   Oracle Global Order Promising

o   Oracle Inventory Optimization

o   Oracle Rapid Planning

o   Oracle Service Parts Planning

o   Oracle Strategic Network Optimization

·         Manufacturing Planning

o   Oracle Capacity

o   Oracle Manufacturing Scheduling

o   Oracle Master Scheduling/MRP and Supply Chain Planning

o   Oracle Production Scheduling

·         Demantra Planning

o   Oracle Demantra Deductions and Settle Management

o   Oracle Demantra Demand Management

o   Oracle Demantra

o   Oracle Demantra Predictive Trade Planning

o   Oracle Demantra Sales

·         Value Chain Planning

o   Oracle Value Chain Planning

o   Oracle Rapid Planning