Complete Order to Cash

Complete Order to Cash(O2C) Techno-Functional flow in R12

Order to Cash Cycle in Brief:The Order to Cash Process flow starts with entering the order with a standard item into system. When you enter an order, the item are validated in oracle inventory, the price is calculated for the items using the pricing engine; the availability of the items are checked and may be reserved. Once all the required fields are entered on both the header and the lines, you can book the order. When you click on the Book Order button, the API OEXUBOKB.pls, checks if the order is eligible for booking. If eligible the order is booked and the order header status would change to booked. The next step is the pick release with which you move the items from the warehouse to the staging area. The next step is to ship confirm, to indicate that the items are loaded on to the carrier from the staging area. When you run Ship Confirm, the system decrements inventory and updates sales order line status. This information is then transferred through the Auto Invoice to Account Receivables for invoicing. Then you sent the invoice to your customer for the items shipped and then perform the cash management and bank reconciliations.

Order Management receives detailed item information from the Inventory application and price list information from the Pricing application. Orders and returns can be entered manually or imported through an EDI, CRM, or external source. Once in the system the order is ready to be pick released and shipped, if needed by the Shipping application. It can then proceed through the Auto Invoice program into the Oracle Receivables application to be invoiced. All of the accounting information is transferred to the General Ledger by the Inventory and Receivables applications.

The required fields to enter on the sales order header are the customer name or number and order type. Other values such as Ship-To Address, Bill-To Address, Shipping Method, and Price List default. The order number is generated based on the order type. The required fields to enter on the sales order lines are Ordered Item and Quantity. Again, based on defaulting rules and setups in Pricing, Inventory and Shipping, the other values would default on the sales order line.

Setup steps for executing the Order to Cash flow with a standard item:

Prior to order entry, the items should be created / defined in inventory module using the master items screen and assigned to the shipping organization. Check the blog post for the related setups

Add the item to the price list or create a new price list.

Transaction Type must be defined

Document Sequence must be assigned to the document category.

Customers must be defined

Salespersons must be defined

Shipping Roles should be granted to the user.

Ensure that the items are available in your shipping sub inventory or perform miscellaneous transactions to augment the same.

Following are some useful related links:Check the blog post for tables involved in various stages of O2CCheck the blog post on queries involved in Order managementOrder to Cash flow with tables involved in various stages:

Order to Cash flow with statuses at various stages:

All possible flow statuses of the order/line:• OE_ORDER_HEADERS_ALL.flow_status_code: Order Header (Entered) Booked Order (Booked) Closed Order (Closed)

• OE_ORDER_LINES_ALL.flow_status_code: Order Line (Entered) Booked Order (Awaiting Shipping) Pick Released(Picked/Staged) Ship Confirmed (Shipped) INV/OM interfaced (Fulfilled) Close Order (Closed)

1. Enter the order header, line details and Book it:Responsibility: Order Management Super User, Vision Operations (USA)Navigate to Orders, Returns Sales OrdersOpen the Sales Orders Window

Order Number: 66413

2. Schedule order: Check if the order lines are scheduled or not. If any of the order line is in BOOKED status, it means that the order line is not yet scheduled.

Run the Schedule Order concurrent program to schedule the order. After the concurrent program is scheduled the order line will move to Awaiting Shipping status.

Still if the order lines do not go to Awaiting Shipping, check for any holds on the order line/ header. Release the holds (if any) and re-run theSchedule Order program.

You can even schedule the order line in the following way: Right click on the order line and progress the line to schedule it. Check the OM scheduling related setups

Order tables:OE_ORDER_LINES_ALL.visible_demand_flag: visible_demand_flag= Yes lines will be made available as Demanded to Planning

Shipping tables: The shipping tables get populated after order scheduling.WSH_DELIVERY_DETAILS.released_status: monitors the shipping process of the order line

WSH_DELIVERY_ASSIGNMENTS: Assigns delivery details to a delivery and/or a parent delivery detail.

Once the order is booked from the application, following changes occur in the backend OE_ORDER_HEADERS_ALL (flow_status_code as BOOKED, booked_flag updated to Y) OE_ORDER_LINES_ALL (flow_status_code as AWAITING_SHIPPING, booked_flag updated Y) Since the order is now booked, delivery details of the order are created in WSH_DELIVERY_DETAILS table. WSH_DELIVERY_DETAILS has delivery lines and LPNs.OOL.line_id = WDD.source_line_id These delivery details information can been viewed form ‘Shipping Transactions Form’ and the delivery status in the application will be as ‘Ready to Release’ WSH_DELIVERY_DETAILS.released_status =’R’ WSH_DELIVERY_DETAILS.Release_Status can have any of the below valid values WSH_DELIVERY_ASSIGNMENTS (WDA) assigns delivery details to a delivery and/or a parent delivery detail (LPN).

WDA.delivery_detail_id = WDD.delivery_detail_id

WSH_DELIVERY_ASSIGNMENTS.delivery_id will be NULL as still pick release operation is not performed as final delivery is not yet created. At the same time when order is booked ‘Demand interface program’ is triggered in the background and demand of the item with specified quantity is created and these demand information is stored in MTL_DEMAND.MTL_DEMAND.demand_source_line = OOL.line_id

3. Pick Release the Sales Order Navigate to the Shipping Transaction Form (Shipping Transactions)Enter the following in the Query Manager window and click FindFrom Order Number = 66413 To Order Number = 66413

You can find the data in Shipping transaction screen (WSH shipping tables) only when order is scheduled.

On the Shipping Transaction Form select Launch Pick Release from the Action menu and click on GO button.

If Auto Pick confirm is not selected while pick release, then we have to manually do the transact move order process. In fact pick confirm also triggers the transact move order process in which the inventory is moved from item sub inventory to staging area.

Order line status becomes ‘Picked’ on Order and ‘Staged/Pick Confirmed’ on Shipping Form.

MTL_MATERIAL_TRANSACTIONS_TEMP (Record gets deleted from here and gets posted to

MTL_MATERIAL_TRANSACTIONS)

OE_ORDER_LINES_ALL.flow_status_code =’PICKED’

MTL_MATERIAL_TRANSACTIONS is updated with Sales Order Pick Transaction

MMT.trx_source_line_id = OOL.line_id

MTL_TRANSACTION_ACCOUNTS is updated with accounting information

WSH_DELIVERY_DETAILS. released_status=‘Y’ (‘Released’)

WSH_DELIVERY_ASSIGNMENTS, MTL_ONHAND_QUANTITIES are updated accordingly

Note: Pick Confirm step can be eliminated if ‘Auto Pick Confirm’ is selected as ‘YES’ while

performed manual pick release. If Pick release is done through shipping transactions form and if

you want to perform auto pick confirm then picking rules setup has to be done.

4. Ship Confirm the Sales Order Navigate to the Shipping Transaction Form (Shipping Transactions)

Enter the following in the Query Manager window and click FindFrom Order Number = 66413 To Order Number = 66413

On the Shipping Transaction Form navigate to the Delivery Tab and select Ship Confirm from the Action menu and click on GO button. Ship confirm process triggers the Interface Trip Stops concurrent program.

o OE_ORDER_LINES_ALL.flow_status_code =‘SHIPPED’o WSH_DELIVERY_DETAILS. released_status=‘C’ (‘Shipped’)o Data from MTL_TRANSACTIONS_INTERFACE is moved to MTL_MATERIAL_TRANACTIONS and MTL_MATERIAL_TRANSACTIONS is updated withSales Order Issue transaction.o Data is deleted from MTL_DEMAND, MTL_RESERVATIONS and WSH_NEW_DELIVERIESo Item reduced from MTL_ONHAND_QUANTITIESMTL_TRANSACTION_ACCOUNTS is updated with accounting information.

Following are the pick release status:Table: WSH_DELIVERY_DETAILSColumn: RELEASED_STATUSPossible Values:B: Backordered- Line failed to be allocated in InventoryC: Shipped -Line has been shippedD: Cancelled -Line is CancelledN: Not Ready for Release -Line is not ready to be releasedR: Ready to Release: Line is ready to be releasedS: Released to Warehouse: Line has been released to Inventory for processingX: Not Applicable- Line is not applicable for Pick ReleaseY: Staged- Line has been picked and staged by Inventory

Check the blog post for the detailed pick release status

Verify the details on the Confirm Delivery window and click OK and close the window.

5. Run the Interface Trip Stop – SRS Program The Interface Trip Stop (ITS) will be trigger at the time of Shipping if check box “Defer Interface” is not check. ITS can also be executed from concurrent request.

Interface Trip Stop has two main components:1. Update the Order Management Data (oe_order_lines_all)2. Trigger the Inventory Interface (to Update the Inventory tables)

ITS updates the following fields on oe_order_lines_all table: Shipped_quantity Shipping_quantity Actual_shipment_date

Inventory Interface will be trigger only if the first part, that means related to OM has successfully completed and flag OE_INTERFACED_FLAG = ‘Y’ on WSH_DELIVERY_DETAILS. If value of this flag is

N/P then Inventory Interface will never be triggered. And even if you try to submit the Inventory Interface from SRS, delivery detail with oe_interfaced_flag =’N’ will never be picked up.

o oe_interfaced_flag = Y -- signifies ITS has interfaced shipping data to OMo inv_interfaced_flag = Y -- signifies ITS has interfaced shipping data to INV

Navigate to Shipping Interfaces window (Shipping Interfaces Run)Select the Interface Trip Stop - SRS Program from the LOVsOn the parameters window enterMode = AllClick on the OK button and then on the Submit button:

6. Run the Master AutoInvoice ProgramNavigate to the Run AutoInvoice window, (Interfaces AutoInvoice)Select the AutoInvoice Master Program from the LOVOn the parameters window enterInvoice Source = ORDER ENTRYDefault Date = Enter Today’s Date(Low) Sales Order Number = 66413(High) Sales Order Number = 66413Then click OK and Submit button.

7. View the Transaction created by the AutoInvoice Program Navigate to the Additional Line Information window, (Orders, Returns Order Organizer) On the Find Order window, query your order number = 66413 On the Order Organizer window, navigate to Lines Tab and click on Actions button and select the Additional Line information and click OK.

8. On the Additional Line Information window, navigate to Invoices / Credit Memos Tab and click on the Invoice Details button. This would open Transactions window, where you can see the invoice details.

Following is an important Query which gives the joining between OM, WSH, AR TablesSELECT ooh.order_number,ool.line_id,ool.ordered_quantity

,ool.shipped_quantity,ool.invoiced_quantity,wdd.delivery_detail_id,wnd.delivery_id,rctl.interface_line_attribute1,rctl.interface_line_attribute3,rctl.interface_line_attribute6,rct.org_id,rct.creation_date,trx_number,rctl.quantity_ordered,rct.interface_header_contextFROM oe_order_headers_all ooh,oe_order_lines_all ool,wsh_delivery_details wdd,wsh_new_deliveries wnd,wsh_delivery_assignments wda,ra_customer_trx_all rct,ra_customer_trx_lines_all rctlWHERE ooh.header_Id=ool.header_idAND wdd.source_header_id=ooh.header_idAND wdd.delivery_detail_Id=wda.delivery_detail_idAND wda.delivery_id=wnd.delivery_idAND rctl.interface_line_attribute1=to_char(ooh.order_number)AND rctl.interface_line_attribute6=to_char(ool.line_id)AND rctl.interface_line_attribute3=to_char(wnd.delivery_id)AND rctl.customer_trx_id=rct.customer_trx_idAND rct.interface_header_context='ORDER ENTRY'

O2C: Accounting Entries:

Transaction Event Debit Credit Module

Enter Sales OrderNo Accounting Entry Order

Mgmt

Book OrderPick Release Order

Ship goods to customer Cost of Goods Sold a/c

Inventory a/c Inventory

Issue Invoice Receivables a/c

Revenue a/c Receivables

Collecting Payment Cash/Bank a/c Receivables a/c

Receivables

Prerequisite setups required for Order to Cash process

Define a standard item in the Master Item and then assign it to the shipping organization

Before we start with the Order to cash flow process, do the following setups:

1. Define a standard item in the Master Item and then assign it to the shipping organization 2. Add it the price list that we intended to use in order booking. 3. Also we are required to make the item available in the shipping organization.

1. Define a Standard Item - XX Standard Item While booking an order we need to first check whether the item is assigned to the warehouse

(ship_from_org_id)

Go to Inventory responsibilityNavigate to Master Item windowDefine the item – XX Standard item and assign it to M1 Inventory organization

Now navigate to Inventory Tab, and ensure the following are enabled: o Inventory Item o Stockable o Transactable o Reservable

Now navigate to Order Management Tab, and ensure the following are enabled: o Customer Ordered o Customer Orders Enabled o Shippable o OE Transactable o Returnable (Optional) o Set Default SO Source Type = Internal

Now navigate to Invoicing Tab, and ensure the following are enabled: o Invoicable Item

o Invoice Enabled

Save your work and then using Tools Menu select Organization Assignment. Assign the Item to M1 Organization

2. Add the Item to the price list – CorporateAs the item fetches the list price, it has to be assigned to the price list as well.

3. Perform Miscellaneous receipt transaction in M1 inventory organization:In order to cash process if sufficient item quantity does not exist in the shipping warehouse then we need to perform misc. receipt transaction to replenish the inventory with sufficient quantity.

Navigate to the Miscellaneous Transactions window (Transactions > Miscellaneous Transaction), in the select organization window select the M1 organization. In the Miscellaneous Transaction window select the Type = Miscellaneous receipt and then click on the Transaction Lines button.

Save your work and close the form.