Oracle procure-to-pay guide

What is Procure to Pay (P2P) Cycle and Its Business Impact
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Minimum Release Amount Determines the minimum amounts for releases on Currency blanket, contract, and planned purchase orders. While accruing inventory items is mandatory, creating accrual transactions for expense items is optional. For either inventory or expense, accruals are recorded to reflect items that have been received but not yet invoiced in Payables refer to Figure Only manual numbering can number documents Alphanumeric. During data conversions, the document numbering can be set to manual, allowing the documents being converted to maintain their legacy numbers, and then switched back to AUTOMATIC.

Receiving Options Required Receiving Options, seen in Figure , are used to default information on purchase orders for receipt of goods and services. Many of the options can be overridden when purchase orders are created, or when setting up specific suppliers or items. These defaults are specific to each inventory organization and are required to be set up for the organization defined as the Inventory Organization assigned in the Financial Options.

Receiving Options Table describes the Receiving Options fields. When None is selected, there is no warning when a user tries to receive the orders into a different location. Reject will not allow receipts to a location other than the Ship-To location on the purchase order, and Warning will notify the receiver that they are different, but allow the transaction to proceed. These can be received electronically in EBS.

Receipt Days Early Number of days prior to the expected receipt date on the purchase order that receipts can be processed. Receipt Days Late Determines the number of days after the expected receipt date on the purchase order that receipts can be processed. Over Receipt Action When the quantity received is over the receipt tolerance, no action can be taken, which will allow the receipt without a warning, or a warning to appear to the users, or the receipt to be prevented altogether.

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Allow Substitute Receipts Select this option to allow a substitute receipt based on items set up as related Items Item Relationships. Allow Unordered Receipts When selected, allows receipts for items not on purchase orders, which can later be matched to a purchase order. This option can be overridden on both items and suppliers. Allow Express Transactions Determines if express receipts and deliveries are allowed, where EBS will select all lines on a specific order for the transaction, allowing the user to override them if needed.

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Allow Blind Receiving EBS normally shows the quantities that are still due and were ordered at time of receiving. Blind receiving will hide this information, making users enter the quantities from the documentation received with the delivery. Receipt Number Generation Determines if receipt numbers are manually entered or generated by the system. Receipt numbers must be unique within an inventory organization. Receipt Number Type Determines if receipts will be numeric or alphanumeric. EBS can only automatically generate numeric numbers, but alphanumeric can be selected with automatic numbering to allow interfaced receipts from other systems to be alphanumeric.

This account is debited when the item is received and credited or cleared when the items are delivered into their inventory location. Financial Options determine default account numbers, purchase order and requisition defaults, encumbrance options and employee defaults for expense reports. Line Types Conditionally Required Line types are used on both requisitions and purchase orders, and they determine how the amount is calculated on the line.

Oracle Procure-to-Pay Guide by Melanie Cameron

Referring to Figure , the NAME on the line type is what the users will see when creating purchasing documents, so ensure it is meaningful to the users. Value Basis and Purchase Basis are the two key fields for line types and will determine how the order amount will be calculated, as described in Table Price cannot be updated and defaults to 1.

Rate Temp Labor Only Price can be entered; it becomes the line amount. The Supplier Item Catalog is not only used to see where to purchase an item Purchasing Supplier Item Catalog , but also to enter lines based on a requisition using the Catalog feature. Most commonly, these templates are created to group like items, such as Computer Equipment or supplies kept in a supply closet at a specific location. To create a Requisition Template, refer to Figure No prevents the user from reserving a purchase order number. When a PO number is reserved as part of the requisition process, the requisition cannot be combined with any other requisitions or split during the autocreate process, and the purchase order number will be lost if the requisition is eventually canceled.

The option to reserve a PO number is only available when the requisitions are created in iProcurement. Next, enter the specific items associated with this template. Category is required and will default from the item, if one is entered, while the item is optional.

This is especially beneficial when the item has price breaks associated with it. Again, the requestor can update this information. Once this is saved, it will be available in the Supplier Item Catalog. EBS comes seeded with document types that can be modified but not deleted.

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Tax Integration Oracle iProcurement enables you to specify tax information, including taxable status and tax code, if applicable. Using stores, organizations can define an intuitive collection of their content areas. Deep artificial intelligence also enables procurement managers to direct their spend to the optimal buying channels, allowing them to streamline their efforts and allocate skills to core activities. You also may like to try some of these bookshops , which may or may not sell this item. Kapil Sharma. All document types support purchasing document creation without requiring buyer intervention.

Select the update button for the document type to update it. The Approval section defines some rules for approving this document. If someone has the proper authority, that person will be able to approve his or her own request. When this is not checked, EBS will go to the next person in the approval chain to start the process. The Forward To person is the first person EBS selects to approve a document, based upon the hierarchy.

The Hierarchy will follow either the person-supervisor hierarchy, the position hierarchy, or the custom designed hierarchy set up with Approval Management. This setting allows any changes to the workflow to be saved in a custom workflow, leaving the seeded workflow intact for future reference or troubleshooting, and removing the risk of the customizations being overwritten during patching. Each person in the chain must approve it to advance it to the next person. Several Control options exist here as well. Transmission archives the data when it is submitted for approval, and may not contain accurate information.

There is a distinct difference between what the two processes do. Account Generators are used to build account combinations, including the expense account and accrual accounts, which are added to such documents as Purchase Requisitions and Purchase Orders.

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SLA will generate the accounting entries for encumbrances as part of purchasing. And additional SLA transactions for what are typically considered purchasing transactions are actually owned by cost management and are found in the SLA setups there, including Receiving and Delivery accounting entries, Period End Accruals, and Price Adjustments on Purchase Orders.

While SLA can utilize the accounts generated by the account generator, it does not have to. The Account Generator for the expense account on requisitions and purchase orders is a seeded Oracle workflow that can be modified by companies to meet their specific needs. Without modifications, EBS will build the inventory account from the inventory setups, and expense accounts from either the expense account associated with an item or, when no item is used, the PO Expense Account associated with the requestor.

Once all the required setups are completed, Purchasing is ready to be used! T T T Understanding the documents and processes involved in accomplishing this is the first step in an efficient purchasing system. Purchasing Documents The main purchase documents used in the procurement cycle are requests for quote RFQs , requisitions, and purchase orders. Requests for Quote Requests for quote are created prior to actually purchasing any items, with the purpose of receiving price quotes from one or more suppliers. In EBS, these can be created directly from a requisition on which someone has already asked for goods, or created without any specific requests to prepare for future needs.

Once the RFQ document is generated and sent out, responses, in the form of a quotation, can be tracked and reported on for analysis and supplier selection. Requisitions In the procurement world, the purchasing department is king and queen; everyone else in the organization is a pawn scurrying around asking for approval to buy goods or services. And there is a good reason for this: ensuring the best price is received on the products and services being purchased can save an organization a lot of money. Also, many industries and organizations have quality or specification standards that need to be adhered to, making it difficult for nonpurchasing employees to know all the rules.

For these reasons, requisitions are created in organizations to obtain approvals and then sent to the purchasing department, where the purchasing monarchy goes about procuring these goods. Requisitions can be set up to be approved by the departments responsible for the budgeted dollars prior to going to the purchasing department, keeping the approval and the budget controls with the same person.

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In EBS, requisitions can be created in both the core Purchasing application as well as iProcurement, a web-based interface that expands the requisition functionality. Purchase Orders and Agreements Purchase orders and purchase agreements can be created either based on requisitions or without them and serve as the legal agreement between the supplying and purchasing companies, setting pricing and terms of the sales.

Releases Releases are documents created against planned, contract, and blanket purchase orders and have the specific shipment information each delivery. Multiple releases can be associated with each order. Chapter 3: Processing Purchasing Documents 41 Document Name Usage Created when terms, such as payment terms and Blanket Purchase Agreement negotiated prices, and goods or services are known, but specific delivery dates are not. These can be either set up either for a specific organization or as global agreements for all organizations to access.

Created when the terms and conditions of a purchase Contract Purchase Agreement are known but specific goods and services are not. Created for long-term agreements where the items or services, Planned Purchase Order terms, and at least a tentative delivery schedule are known. Standard Purchase Order One-time purchases for goods or services. Requisitions Requisitions are created in the Purchasing subledger by entering information directly into the Requisition window, from requisitions entered into iProcurement, or from a variety of automated features, including Drop Shipments, Quotes, or by using Requisition Templates.

No matter how the requisition is created, the document approval process is available for all requisitions, providing control over the purchasing process. Manual Requisitions There are two requisition windows: the first, where requisitions are entered, can display only incomplete or rejected requisitions. The second, a summary window, can display and control requisitions once they are routed for approval. To enter a manual requisition, use the Requisitions window, shown in Figure The Purchasing Options Purchasing Manager Setup Organization Purchasing Options Document Numbering region will determine if a requisition number can be entered manually or if it is automatically assigned by the system.

Either way, this field must be unique.