How to Modify PDF PO

Purchasing Document Printing and Communication

An Oracle White Paper

August 2006

EXECUTIVE SUMMARY............................................................................. 2 Definitions.......................................................................................................... 2 Introduction to Oracle XML Publisher ......................................................... 3 Setting up Document Layouts......................................................................... 5

Design Layout in Microsoft Rich Text Format (RTF)............................ 5 Design Layout in Adobe Portable Document Format (PDF) ............... 7 Modify XSL-FO Stylesheet ......................................................................... 8

Upload Layouts................................................................................................ 10 Setups in Oracle Advanced Procurement.................................................... 11

Setup ‘PO Output Format’ in Purchasing Options window................ 11 Specify layouts for purchasing document types ..................................... 12

Procurement Processes................................................................................... 14 Communication........................................................................................... 16 Document Printing in Multiple Layouts.................................................. 17

Troubleshooting .............................................................................................. 18 Conclusion........................................................................................................ 19 Appendix A: Sample Layout Templates .............................................................. 20 Appendix B: List of System Codes....................................................................... 23 Appendix C: Modifying XSL-FO Stylesheet ....................................................... 36 Appendix D: Purchasing Approval Workflow ..................................................... 42

Purchasing Document Printing and Communication

EXECUTIVE SUMMARY Organizations are printing and dispatching purchasing documents in a variety of formats. Most organizations develop and design their own layout for printing purchasing documents that optimize the visibility of data to be consistent and coherent with organization and industry standards.

Public sector agencies have to maintain and publish several hundred forms as mandated by government regulations during various phases of the procurement cycle. Today these agencies use fill-able templates created in Adobe PDF.

Would it not be remarkable if there was a way to effortlessly design layouts for your purchasing documents that suit your organization’s need? Would it not be valuable if you could design and configure layouts in Microsoft Rich Text Format (RTF) or Adobe Portable Document Format (PDF) for document printing? Capitalizing on Oracle XML Publisher’s standard based tools and technologies, Oracle Advanced Procurement’s document printing solution promises to deliver an efficient means to design layout and print professional looking documents.

Definitions Term Definition

Stylesheet An XSL-FO stylesheet specifies the presentation of a class of XML documents by describing how an instance of the class is transformed into a formatted XML document.

Procurement Contracts

A licensed product that enhances Oracle Purchasing and Oracle Sourcing and iSupplier Portal by providing the ability to author contract terms and conditions on transaction documents being created. Also includes Contract workbench, contract terms library, and contract expert.

XML Publisher for Oracle EBS

A product that enables Oracle Applications to easily create rich output document (PDF, RTF) by applying layouts created in desktop tools such as Microsoft Word and Adobe Acrobat

Document Printing Page 2

to application data sources.

Introduction to Oracle XML Publisher Oracle Advanced Procurement’s document publishing solution is powered by standards based Oracle XML Publisher technology. Oracle XML Publisher is a template-based publishing solution. It provides a new approach to report, design and publish by leveraging the flexibility of familiar desktop word processing tools. XML Publisher leverages standard, well-known technologies and tools, so you can rapidly develop and maintain custom report formats.

The flexibility of XML Publisher is a result of the separation of the presentation of the report from its data structure. The collection of the data is still handled by Oracle Advanced Procurement, but now you can design and control how the report outputs will be presented in separate template files. At runtime, Oracle XML Publisher merges your layout template files with the report data to create a variety of outputs to meet a variety of business needs. For example, Microsoft RTF is a supported output format. Segregation of presentation

layer and data structure in Oracle XML Publisher’s approach provides immense control over designing and printing of documents.

Figure 1 diagrammatically represents the fundamental concept behind procurement document printing. You design your layout using tools provided by Oracle XML Publisher, capture procurement data in Oracle Advanced Procurement and utilize the Oracle XML Publisher engine to merge the layout with data structure to generate document output in Adobe PDF format. Oracle XML Publisher Desktop, a tool that embeds on Microsoft Word, is extremely simple to design layouts, even by end users.


Figure 1: Document Printing’s Fundamental Concept

You can find a wealth of information about Oracle XML Publisher, including presentations, technical information, demonstrations and sample layout formats in the following location:

http://www.oracle.com/technology/products/applications/publishing/index.html

Following tables displays few criteria that you can consider before deciding which layout format will suit your needs.

# Format Usage

1 RTF Because of its simplicity consider it if end users need to design report layouts. Versatile features to support conditional formatting, inserting images and charts, etc.

2 PDF Consider a PDF template if, the template structure is simple and pixel perfect formatting is required. Highly useful for printing Government Forms.

3 XSL-FO Recommended for using existing legacy stylesheets or very complicated stylesheets with many programming requirements. Consider it if IT department has deployed 3rd party XSL-FO WYSIWIG tools. Appendix C lists few frequently asked questions on modifying XSL-FO stylesheet.


http://www.oracle.com/technology/products/applications/publishing/index.html

Let us first start with the setups involved. Following are the setups steps involved in enabling and implementing document printing in Oracle Advanced Procurement. The next sections will elaborate these in further detail.

• Setting Up Document Layouts

o Design Layout in Microsoft Rich Text Format (RTF)

o Configure Layout in Adobe Portable Document Format (PDF)

o Modify Layout in XSL-FO format

• Setup in Oracle XML Publisher

o Upload Layouts

• Setups in Oracle Advanced Procurement

o Setup ‘PO Output Format’ in Purchasing Options window

o Specify layouts in Purchasing Document Types window

Setting up Document Layouts

Design Layout in Microsoft Rich Text Format (RTF)

Prerequisites:

You should ensure that you have a licensed version of Oracle XML Publisher Desktop installed on your desktop. Oracle XML Publisher is installed with e-Business Suite and the license is free to users for runtime use, with restrictions.

Download Oracle XML Publisher Desktop and install it on your desktop.


Instructions:

Oracle XML Publisher leverages flexibility of well known word processing tools such as Microsoft Word in order to design custom layouts efficiently without much user training.

Figure 2: Design RTF Template

1. Download Purchase Order XML: Follow the instructions mentioned below to obtain the Purchase Order XML file.

• Logon to the application and select XML Publisher Administrator responsibility

• Navigate to Data Definitions

• Enter ‘PO_STANDARD_PO’ in the Code field in the search region

• Press the GO button

• Click on the Data Definition, ‘Standard Purchase Order Data Source’

• Preview Data field shows a link PO_STANDARD_PO.xml. Click on the link and save the file in your desktop. This is a sample purchase order XML file.

2. Load Purchase Order XML in Microsoft Word: Launch Microsoft Word, you could view a new option in the tool bar, ‘Template Builder’. Navigate to Template Builder > Data > Load


XML Data. Select the Purchase Order XML that you just stored on the desktop.

3. Create Form Fields: You can effortlessly design your purchasing document layout using the various options provided in the Template Builder’ menu option. You can create Form Fields and Table in your RTF layout file.

4. Advanced Options: You can create repeating sections and utilize advanced options provided by Oracle XML Publisher while creating your layout in Microsoft Rich Text Format.

5. Save the layout created in Microsoft Rich Text Format on your desktop. Appendix A displays a screenshot of a sample RTF template.

For more information, see chapter ‘Creating an RTF Template’ of the Oracle XML Publisher User Guide.

Design Layout in Adobe Portable Document Format (PDF)

Prerequisites:

You should ensure that you have a licensed version of Adobe Acrobat Professional installed on your desktop.

Instructions:

Figure 3: Design PDF Template


Fill-able government forms in Adobe PDF format can be configured with ease and generated from the system.

1. Design PDF Layout Template: Many organizations have their purchasing document formats maintained in Adobe PDF format. You need to first obtain all the PDF layout templates that your organization needs to print during procurement process. You can also design your purchasing document layout using Adobe Acrobat Professional. Screenshot of a sample PDF template is captured in Appendix A.

Public sector agencies are mandated by regulatory authorities to print various forms during various phases of procurement process. Generally these Forms are fill-able Adobe PDF files published on Government websites. For example, US Federal Agencies need to print standard forms like SF30, SF33 etc. Refer to Appendix A for screenshot of a sample government form.

2. Map PDF Field Tags: You need to open the Adobe PDF format layout template in Adobe Acrobat Professional and modify the PDF tags associated with various fields to the corresponding system codes. Refer to Appendix B for system codes supported by Oracle Purchasing.

For more information, see chapter ‘Creating a PDF Template’ of the Oracle XML Publisher User Guide

Modify XSL-FO Stylesheet

Prerequisites:

You should ensure that you have a text editor – such as Microsoft Notepad or better Microsoft WordPad installed on your desktop. A specialized XSL or XSL-FO editors, such as Oracle JDeveloper, will simplify the development.

Instructions:

In release 11.5.10, Oracle Advanced Procurement utilizes layouts created in XSL-FO format for printing purchasing documents in Adobe PDF format. Following the steps mentioned below for downloading a seeded XSL-FO stylesheet and modifying it for your needs.


Figure 4: Download Seeded XSL-FO Stylesheet

1. Download XSL-FO Stylesheet:

• Logon to the application using XML Publisher Administrator responsibility

• Navigate to the Templates page

• On the Search page enter Code as ‘PO_STANDARD_XSLFO’ and press the GO button

• Click the ‘Standard Purchase Order Stylesheet’ link

• Click the Download icon in the ‘Template Files’ region

• Save the stylesheet to your desktop

• You can download seeded stylesheets for other document types in a similar way

2. Modify Seeded Stylesheet: You can open the downloaded stylesheet in Oracle JDeveloper and modify it according to your organization’s needs. Here is a list of few modifications that you can make, the details can be found in Appendix C:

• Add company logo

• Modify field prompts

• Modify cover page text etc.

3. Contract Terms Stylesheet: Oracle Procurement Contracts customers can change the layout of Terms and Conditions section that exists in the system generated contracts Adobe PDF document. You need to search for the layout template in Oracle


XML Publisher with code ‘OKCTERMS’ and make the necessary modifications.

Upload Layouts You can upload layouts created in RTF, PDF or XSL-FO formats to Oracle XML Publisher. The screenshot below shows an example of creating an RTF template named “PO RTF Template” and uploading a layout file named “purchase_order.rtf”.

Figure 5: Create Template and Upload Layout File

Instructions:

1. Navigation Steps: You can upload a layout template using the following navigation:

1. Logon to the application using XML Publisher Administrator responsibility

2. Navigate to the Templates page

3. Click Create Template

4. Enter the information pertaining to the Layout Template

# Field Value

1 Name <Template Name>


2 Code <Template Code>

3 Application Oracle Purchasing

4 Data DefinitionStandard Purchase Order Data Source

5 Type PDF/ RTF/ XSL-FO

6 Start Date SYSDATE

7 Description <Description>

8 File (Select file to upload)

9 Language <Language>

10 Territory <Territory>

5. Save the template

6. Note: If different languages need different boilerplate text then you will have to modify the base language template and edit the necessary boilerplate text and register the template for each language.

Setups in Oracle Advanced Procurement

Setup ‘PO Output Format’ in Purchasing Options window To be able to generate a purchasing document in Adobe PDF format you should set the ‘PO Output Format’ option to ‘PDF’ in the Purchasing Options form.


Figure 6: Set output format for purchasing document

Specify layouts for purchasing document types Oracle Advanced Procurement provides the ability to specify a layout for each document type. The Document Type window has been enhanced to capture Document Type Layout. Oracle Procurement Contracts customers can specify Contract Terms Layout for each document type as well. Adobe PDF generation is supported for the following purchasing document types:

• Standard Purchase Order

• Blanket Purchase Agreement

• Contract Purchase Agreement

• Blanket Release


Figure 7: Specify layout for document type

The table below shows the seeded XSL-FO layout corresponding to each document type: Document Type Document Type Layout Contract Terms Layout

Standard Purchase Order Standard Purchase Order Stylsheet

Oracle Contract Terms Template

Blanket Purchase Agreement

Blanket Agreement Stylsheet Oracle Contract Terms Template

Contract Purchase Agreement

Contract Agreement Stylesheet

Oracle Contract Terms Template

Blanket Release Blanket Release Stylesheet --- Not Supported ---


Procurement Processes

Prerequisites:

The prerequisites for capturing and accessing procurement data are:

• Oracle Purchasing is installed and implemented.

• Ensure that Oracle Procurement Contracts in enabled for printing contract terms and conditions along with the purchasing commercial terms.

• The setup steps mentioned in the above section have been performed.

Process Overview:

The powerful infrastructure provided by Oracle XML Publisher segregates the layout of the document and the data that need to be presented in the document. The layout is defined and specified in Oracle XML Publisher. The procurement data is still captured in Oracle Advanced Procurement. When a buyer initiates document printing either while dispatching the purchasing document to supplier or manually generating the purchase order PDF, Oracle Advanced Procurement generates XML containing the data and embeds it on to the layout uploaded in Oracle XML Publisher.

The following diagram depicts the various phases in the procurement process where buyer, approver and supplier can view the purchasing document in Adobe PDF format.


Figure 8: Access to PDF in procurement flow

For Procurement Contracts Customers:

• Print Terms and Conditions

o If Procurement Contracts is implemented then the Adobe PDF document will be generated with the Contract Terms and Conditions. The PDF document is stored in the Contracts Core schema and visible from Oracle Procurement Contracts’ ‘Manage Contract Document’ page.

o Additionally, Oracle Procurement Contract customers can generate the contract terms and conditions in Microsoft RTF format.


Figure 9: Document Printing in Oracle Procurement Contracts

• Amendment

o You should set the profile option “PO: Generate Amendment documents” to Yes if you need to print amendments made to the contract terms and conditions.

o The amendment section in the purchasing PDF document shows the modification done to clauses and deliverables that includes adding, deleting and/or updating them.

• Function Security

o Generation of contract terms and conditions on a purchase order PDF is secured implying contract administrators can restrict certain users from viewing contract terms and conditions associated with a purchasing document.

Communication Oracle Advanced Procurement provides the ability to dispatch purchasing document to the vendors in their language. Oracle Procurement Contracts customer can specify if they wish to expose contract terms and conditions to the supplier while communicating the document or not.


Figure 10: Initiate Document Communication

Document Printing in Multiple Layouts Organizations often have the need to print contract data in more than one format. This is especially true for government organizations that are mandated by regulatory authorities to generate various forms based on contract data. For example, US Federal Agencies need to generate forms such as SF30, SF33, OF347 etc. The usage of the forms varies from one form to another. They could be for internal record or for official communication to contractors or for reporting to regulatory agencies.

Oracle Advanced Procurement provides the ability for buyers to print purchasing documents in multiple pre-defined formats. After having defined the layout template in Oracle XML Publisher, the buyer can specify a layout template while generating the purchasing document in Adobe PDF format using the concurrent program ‘PO Output for Communication’.


Figure 11: Specify layout for document type

Steps:

1. Create Purchasing Document: Create orders and agreements using Purchase Order form in Oracle Purchasing.

2. Submit Report: Buyer can run the concurrent program ‘PO Output for Communication’ and specify the Purchase Order Layout. If Oracle Procurement Contracts is enabled, you can specify Contract Terms Layout as well.

3. View PDF: The purchase order PDF document is generated in the layout specified in the concurrent program parameter. You can view the PDF using the View Requests screen.

4. Fill-able PDF: If a fill-able PDF Template were uploaded into Oracle XML Publisher the user would have the ability to enter the values for the fields that are not captured in the system and hence are not printed in the output PDF document.

5. Attachment: The buyer has the option of saving the generated contract document and uploading it to the purchase order as an attachment. You would need Adobe Acrobat Professional installed on your desktop to save the PDF document.

Troubleshooting

• Debug information is inserted into FND_LOG_MESSAGES table if the following profiles are set.


o FND: Debug Log Enabled = ‘Yes’

o FND: Debug Log Level = ‘Statement’ (set this only to debug)

o FND: Debug Log Module = ‘po.plsql%’

• Incase the PDF Document Generation fails then

o Run the Concurrent request “PO Output for Communication “

o In the parameter “Test” field Enter ‘Debug’ as the option

o Submit the request

o In the log file, you can see the XML and XSL for the PO Document

• Oracle Procurement Contracts users should perform the following in addition to the above to generate the complete log file.

o Set the profile option FND: Debug Log Module = ‘OKC%’

o Execute the flow in the application for which log file is being generated

o All messages except the XML messages are stored and can be viewed the same way as any other log messages

o The XML is stored as a binary attachment to preserve its encoding and can be viewed from the ‘View Log Attachments’ screen available only to the system administrators

Conclusion Industry standards and government regulations have forced commercial and public sector agencies to have a variety of formats in which to generate purchasing documents. Oracle XML Publisher provides a highly efficient tool to design your layouts and Oracle Advanced Procurement enables the use of such layout templates to generate purchasing documents having a professional look and feel that displays information best suited for the specific needs of your organization.


Appendix A: Sample Layout Templates

Sample Purchase Order PDF Template


Sample Purchase Order RTF Template


Sample Government Form in PDF Template


Appendix B: List of System Codes

SYSTEM CODES DESCRIPTION

HEADER

General

SEGMENT1 Purchase Order Number

REVISION_NUM PO Revision Number

PRINT_COUNT Number of times the document was printed

CUSTOMER_NUM Customer Number

LANGUAGE Supplier Site Language

VENDOR_ORDER_NUM Supplier Order Number

DOCUMENT_TYPE Document Type

TIMEZONE Timezone

VENDOR_NUM Supplier Number

DOCUMENT_NAME Document Type + PO Number + Revision

Terms

ACCEPTANCE_REQUIRED_FLAG Flag indicating acceptance required

ACCEPTANCE_DUE_DATE Acceptance Due Date

SHIP_VIA Ship Via

FOB FOB

FREIGHT_TERMS Freight Terms

PAYMENT_TERMS Payment Terms

PAY_ON_CODE Pay On Code

SHIPPING_CONTROL Shipping Control

NOTE_TO_VENDOR Note to Vendor

Amounts

AMOUNT_LIMIT Agreement Amount Limit

MIN_RELEASE_AMOUNT Minimum Release Amount

PRICE_UPDATE_TOLERANCE Price Update Tolerance


TOTAL_AMOUNT PO Total Amount

AMOUNT_AGREED Amount Agreed

Contacts

DOCUMENT_BUYER_FIRST_NAME Buyer's First Name

DOCUMENT_BUYER_LAST_NAME Buyer's Last Name

DOCUMENT_BUYER_TITLE Buyer's Title

BUYER_CONTACT_EMAIL Buyer's Email

BUYER_CONTACT_PHONE Buyer Contact Phone

BUYER_CONTACT_FAX Buyer Contact Fax

VENDOR_CONTACT_FIRST_NAME Supplier Contact's First Name

VENDOR_CONTACT_LAST_NAME Supplier Contact's Last Name

VENDOR_CONTACT_TITLE Supplier Contact's Title

VENDOR_CONTACT_AREA_CODE Supplier Contact Phone Area Code

VENDOR_CONTACT_PHONE Supplier Contact's Phone Number

Addresses

SHIP_TO_LOCATION_NAME Ship To Location Name

SHIP_TO_ADDRESS_LINE1 Ship To Address Line 1




SHIP_TO_ADDRESS_INFO Ship To Address Info

SHIP_TO_COUNTRY Ship To Country

BILL_TO_LOCATION_NAME Bill To Location Name

BILL_TO_ADDRESS_LINE1 Bill To Address Line 1




BILL_TO_ADDRESS_INFO Bill To Address Info

BILL_TO_COUNTRY Bill To Country


VENDOR_NAME Supplier Name

VENDOR_ADDRESS_LINE1 Supplier Address Line 1




VENDOR_CITY Supplier City

VENDOR_STATE Supplier State

VENDOR_POSTAL_CODE Supplier Zip Code

VENDOR_COUNTRY Supplier Country

VENDOR_AREA_CODE Supplier Phone Area Code

VENDOR_PHONE Supplier Phone

VENDOR_FAX Supplier Fax Number

OU_NAME Operating Unit Name

OU_ADDR1 Operating Unit Address Line 1



OU_TOWN_CITY Operating Unit Town/ City

OU_REGION2 Operating Unit Region

OU_POSTALCODE Operating Unit Zip Code

OU_COUNTRY Operating Unit Country

BUYER_ADDRESS_LINE1 Buyer Address Line 1




BUYER_CITY_STATE_ZIP Buyer City, State and Zip Code

BUYER_COUNTRY Buyer Country

LE_NAME Legal Entity Name

LE_ADDR1 Legal Entity Address Line 1




LE_TOWN_CITY Legal Entity Town/ City

LE_STATE_PROVINCE Legal Entity State/ Province

LE_POSTALCODE Legal Entity Zip Code

LE_COUNTRY Legal Entity Country

Flags & Codes

TYPE_LOOKUP_CODE Document Subtype

CURRENCY_CODE Currency Code

CANCEL_FLAG Flag indicating PO cancellation

APPROVED_FLAG Indicates whether the purchase order is approved or not

CLOSED_CODE Describes the closure status of the document

USSGL_TRANSACTION_CODE United States standard general ledger transaction code.

USER_HOLD_FLAG Indicates whether the purchase order is on hold or not

APPROVAL_REQUIRED_FLAG Indicates whether a quote or RFQ requires approval

FROZEN_FLAG Indicates whether the document is frozen or not

STATUS_LOOKUP_CODE PO Status

FROM_TYPE_LOOKUP_CODE Document type of the document used to auto create another document

AUTHORIZATION_STATUS Authorization status of the purchase order

GLOBAL_AGREEMENT_FLAG Global Agreement Flag

ENCUMBRANCE_REQUIRED_FLAG Indicates whether the document is to be encumbered or not

CONTERMS_EXIST_FLAG Flag Indicating Contract Terms Existence

PENDING_SIGNATURE_FLAG Pending Signature Flag

SIGNED Specifies if the document was ever signed or not

DOCUMENT_CREATION_METHOD Method in which the document got created - Auto create, enter PO , etc...

Dates and Text Fields

CLOSED_DATE Date the document was closed

FIRM_DATE Date from which the purchase order is firmed

APPROVED_DATE PO Approval Date

START_DATE_ACTIVE Key Flexfield Start date


END_DATE_ACTIVE Key Flexfield End date

CANCEL_DATE Cancellation Date

CREATION_DATE PO Creation Date

REVISED_DATE Revision Date

START_DATE Agreement Start Date

END_DATE Agreement End Date

GOVERNMENT_CONTEXT USSGL descriptive flexfield context column

COMMENTS Purchase Order Description

NOTE_TO_AUTHORIZER Note to approver

NOTE_TO_RECEIVER Note to receiver

CHANGE_SUMMARY Change Summary

COVER_MESSAGE Cover Page Message

AMMENDMENT_MESSAGE Amendment Message in the cover page

HEADER_SHORT_TEXT Short text attachment at header

ATTRIBUTE_CATEGORY Header Descriptive FlexField Attribute Category

ATTRIBUTE1 - 15 Header Descriptive FlexField Attribute 1 - 15

LINES

General

LINE_NUM Line number

ITEM_NUM Item number of the item

ITEM_REVISION Item revision

ITEM_DESCRIPTION Item description

VENDOR_PRODUCT_NUM Supplier item number

LINE_TYPE "Holds the line type like AMOUNT, GOODS, RATE and FIXED PRICE."

JOB_NAME Job name for Temp Labor purchase basis line types.

CONTRACTOR_FIRST_NAME First name of the contingent worker

CONTRACTOR_LAST_NAME Last name of the contingent worker

SEGMENT1 Purchase Order Number

TYPE_1099 1099 type for the purchase order line


CONTRACT_NUM Contract number referenced on the line

QUOTE_VENDOR_QUOTE_NUMBER Supplier quotation number.

QUOTATION_LINE Supplier quotation line number.

AUCTION_DISPLAY_NUMBER Reference to the negotiation number in sourcing

AUCTION_LINE_NUMBER Reference to the negotiation line number in Sourcing

BID_NUMBER Reference to the bid number in sourcing

BID_LINE_NUMBER Reference to the Bid line in sourcing

SUPPLIER_REF_NUMBER Tracking code for a specific configuration of an item.

QC_GRADE OPM: Stores the quality control grade wanted on the purchase order line

BASE_UOM OPM: Stores the base unit of measure (UOM) for the item ordered

SECONDARY_UOM OPM: Stores the dual unit of measure for the item ordered

SECONDARY_UNIT_OF_MEASURE OPM: Secondary unit of measure for the quantity ordered

PREFERRED_GRADE OPM: Preferred quality grade for the item ordered

TAX_NAME Tax code applying to the line

Quantity, Price and Amounts

UNIT_PRICE Unit Price

QUANTITY Quantity

QUANTITY_COMMITTED Quantity Committed

MIN_RELEASE_AMOUNT Minimum Release Amount

MIN_ORDER_QUANTITY Minimum Order Quantity

MAX_ORDER_QUANTITY Maximum Order Quantity

QTY_RCV_TOLERANCE Quantity received tolerance percentage

MARKET_PRICE Market Price

COMMITTED_AMOUNT Blankets only: Amount agreed for an agreement line

NOT_TO_EXCEED_PRICE Blankets or planned POs only: Price limit that you cannot exceed on a release shipment

LIST_PRICE_PER_UNIT List price for the item on the line

AMOUNT Budget Amount for temp labor standard PO lines

LINE_AMOUNT Total line amount for a given line. The amount is null for canceled lines.

CANCELED_AMOUNT Canceled line amount for a canceled line.


BASE_UNIT_PRICE Base Unit Price

TOTAL_LINE_AMOUNT Total line amount for a given line. Used only for canceled lines.

BASE_QTY OPM: Ordered quantity converted from transaction UOM to base UOM

SECONDARY_QUANTITY OPM: Secondary Quantity ordered on the line

SECONDARY_QTY OPM: Converted quantity from BASE UOM to DUAL UOM for the item ordered

Flags & Codes

CANCEL_FLAG Indicates whether the line is cancelled or not

GLOBAL_AGREEMENT_FLAG Global Agreement Flag

OVER_TOLERANCE_ERROR_FLAG Indicates whether or not you reject receipts exceeding the tolerance

UNORDERED_FLAG Indicates whether or not the line was created from unordered receipts

CLOSED_FLAG Indicates whether the line is closed or not

USER_HOLD_FLAG Flag Indicating User Hold

TAXABLE_FLAG Indicates whether the document line is taxable or not

ALLOW_PRICE_OVERRIDE_FLAG

Blankets or planned POs only: Indicates whether you can change the price on release

shipments

UNIT_MEAS_LOOKUP_CODE Unit of measure for the quantity ordered

ORDER_TYPE_LOOKUP_CODE Value basis of the line

PRICE_TYPE_LOOKUP_CODE Pricing Type

CLOSED_CODE Describes closure status of the line

PRICE_BREAK_LOOKUP_CODE Blankets only: Pricing scheme for the price breaks of this line (cumulative or non-cumulative).

USSGL_TRANSACTION_CODE United States standard general ledger transaction code.

TRANSACTION_REASON_CODE Transaction Reason Code

UN_NUMBER Contains the UN number

UN_DESC Holds the description of UN_NUMBER

HAZARD_CLASS Hazard class name

MATCHING_BASIS Matching basis of the line type

PURCHASE_BASIS Purchase basis of the line type

Dates & Text Fields

CANCEL_DATE Cancellation date

CLOSED_DATE Date the line is closed


EXPIRATION_DATE

Blanket, quotation, or RFQ only: Date after which the item on this catalog line can no longer

be ordered

RETROACTIVE_DATE Timestamp of a retroactive price change

START_DATE Assignment start Date for the contingent worker

NOTE_TO_VENDOR Short note to supplier

ATTRIBUTE_CATEGORY Descriptive flexfield segment

ATTRIBUTE1 - 15 Line Descriptive FlexField Attribute 1 - 15

CANCEL_REASON Cancellation reason provided by employee


LINE_SHORT_TEXT Short Text Attachment at Line level

SHIPMENTS

General

SHIPMENT_NUM Shipment line number

SHIPMENT_TYPE Type of the shipment

SUPPLIER_ORDER_LINE_NUMBER Used to store a supplier change request

CUSTOMER_PO_NUM Customer PO Number

CUSTOMER_PO_LINE_NUM Customer PO Line Number

CUSTOMER_PO_SHIPMENT_NUM Customer PO Shipment Number

TAX_NAME Tax code for the shipment

Quantity, Price and Amounts

QUANTITY Quantity ordered or break quantity for blanket purchase orders, RFQs and quotations

QUANTITY_CANCELLED Quantity cancelled

QUANTITY_RECEIVED Quantity received until today

QUANTITY_ACCEPTED Quantity accepted after inspection, up until today

QUANTITY_REJECTED Quantity rejected after inspection, up until today

QUANTITY_BILLED Quantity invoiced by Oracle Payables, up until today

QUANTITY_SHIPPED Quantity shipped

SECONDARY_QUANTITY OPM:Secondary Quantity ordered

SECONDARY_QUANTITY_RECEIVED Quantity in secondary unit of measure received until today

SECONDARY_QUANTITY_ACCEPTED Quantity accepted in secondary unit of measure after inspection, up until today


SECONDARY_QUANTITY_REJECTED Quantity rejected in secondary unit of measure after inspection, up until today

SECONDARY_QUANTITY_CANCELLED Quantity cancelled in secondary unit of measure after inspection, up until today

AMOUNT Stores the amount on the shipments for service lines

AMOUNT_RECEIVED Stores the amount received for service lines

AMOUNT_BILLED Stores the amount billed for service lines

AMOUNT_CANCELLED Amount cancelled for service lines

AMOUNT_ACCEPTED Amount Accepted for service lines

AMOUNT_REJECTED Amount rejected for service lines

TOTAL_SHIPMENT_AMOUNT Total Shipment Amount

PRICE_OVERRIDE Order shipment price or break price for blanket purchase orders, RFQs, and quotations

PRICE_DISCOUNT Discount percentage for price break (applies to RFQs and quotations only)

QTY_RCV_TOLERANCE Maximum over-receipt tolerance percentage

DAYS_EARLY_RECEIPT_ALLOWED Maximum acceptable number of days items can be received early

DAYS_LATE_RECEIPT_ALLOWED Maximum acceptable number of days items can be received late

INVOICE_CLOSE_TOLERANCE Percentage tolerance within which a shipment is automatically closed for invoicing when billed

RECEIVE_CLOSE_TOLERANCE Percentage tolerance within which a shipment is automatically closed for receiving

LEAD_TIME RFQ and Quotations Only: Lead time for the price break

Flags & Codes

CANCEL_FLAG Indicates whether the shipment is cancelled or not

ACCRUE_ON_RECEIPT_FLAG Indicates whether items are accrued upon receipt

TAXABLE_FLAG Indicates whether the shipment is taxable

CONSIGNED_FLAG Indicates shipment is consigned

INSPECTION_REQUIRED_FLAG Indicates whether shipment must be inspected before the invoice is paid

RECEIPT_REQUIRED_FLAG Indicates whether shipment must be received before the invoice is paid

ENCUMBERED_FLAG Indicates whether the shipment is encumbered or not

APPROVED_FLAG Indicates whether the shipment is approved

DROP_SHIP_FLAG Indicates whether the Shipment has a backing Sales Order Line.

TAX_USER_OVERRIDE_FLAG Indicator of whether someone overrode the default tax

CALCULATE_TAX_FLAG Indicator of whether tax needs to be calculated


VMI_FLAG Indicates VMI shipment line with value = 'Y'

FOB_LOOKUP_CODE Type of free-on-board terms for the shipment

QTY_RCV_EXCEPTION_CODE Describes what action is taken when the quantity received tolerance is exceeded

USSGL_TRANSACTION_CODE United States standard general ledger transaction code

FREIGHT_TERMS_LOOKUP_CODE Type of freight terms for the RFQ or quotation shipment

UNIT_MEAS_LOOKUP_CODE Price break quantity unit of measure

SHIP_VIA_LOOKUP_CODE Type of carrier for the RFQ or quotation shipment

COUNTRY_OF_ORIGIN_CODE Country of manufacture for this shipment

MATCH_OPTION

Indicator of whether the invoice for the shipment should be matched to the purchase order or

the receipt

SECONDARY_UNIT_OF_MEASURE OPM: Secondary Unit of measure for the ordered item

LEAD_TIME_UNIT Unit of measure for the lead time

PREFERRED_GRADE Preferred quality grade for the ordered item

SHIPPING_METHOD Shipping Method

VALUE_BASIS Value basis of the line location

MATCHING_BASIS Matching basis of the line location

Dates & Text Fields

DUE_DATE Promised Date/ Need By Date

CANCEL_DATE Cancellation date

START_DATE Effective date of the price break (applies to RFQs and quotations only)

END_DATE Expiration date of the price break (applies to RFQs and quotations only)

CLOSED_DATE Date the shipment is closed

RETROACTIVE_DATE Column used to store the date of a retroactive price change

ENCUMBERED_DATE Date of encumbrance for the shipment

NEED_BY_DATE Need-by date for the shipment schedule

PROMISED_DATE Supplier promised delivery date

SALES_ORDER_UPDATE_DATE

The date/time when any of referenced data elements on the backing Sales Order Line is

updated

SHIPPING_INSTRUCTIONS Shipping Instructions

PACKING_INSTRUCTIONS Packing Instructions


CUSTOMER_PRODUCT_DESC Customer Product Description

ATTRIBUTE_CATEGORY DFF Attribute Category

ATTRIBUTE1 - 15 DFF Attribute 1 to 15

LINE_LOC_SHORT_TEXT Short text attachment at shipment


CLOSED_REASON Why the shipment is closed

CANCEL_REASON Cancellation reason provided by the employee

CHANGE_PROMISED_DATE_REASON Reason for changing the promised-by date

NOTE_TO_RECEIVER

Shipment level Note to receiver, which would hold the note to receiver info coming from req

lines.

Addresses








SHIP_CONT_PHONE Ship to Contact Phone

SHIP_CONT_EMAIL Ship to Contact Email

ULTIMATE_DELIVER_CONT_PHONE Deliver to Contact Phone

ULTIMATE_DELIVER_CONT_EMAIL Deliver to Contact Email

SHIP_CONT_NAME Ship to Contact Name

ULTIMATE_DELIVER_CONT_NAME Deliver to Contact Name

SHIP_CUST_NAME Ship to Customer Name

SHIP_CUST_LOCATION Ship to Customer Location

ULTIMATE_DELIVER_CUST_NAME Deliver to Customer Name

ULTIMATE_DELIVER_CUST_LOCATION Deliver to Customer Location

SHIP_TO_CONTACT_FAX Ship to Contact Fax

ULTIMATE_DELIVER_TO_CONT_NAME Deliver to Contact Name


ULTIMATE_DELIVER_TO_CONT_FAX Deliver to Contact Fax

DISTRIBUTIONS

DISTRIBUTION_NUM Distribution Number

DISTRIBUTION_TYPE Distribution Type

EXPENDITURE_TYPE Expenditure Type (Project Attribute)

WIP_OPERATION_SEQ_NUM WIP Operation Sequence Number

WIP_RESOURCE_SEQ_NUM WIP Resource Sequence Number

DESTINATION_SUBINVENTORY Destination Subinventory

REQ_HEADER_REFERENCE_NUM Requisition Number Reference

REQ_LINE_REFERENCE_NUM Requisition Line Number Reference

CHARGE_ACCOUNT Change Account

AMOUNT_ORDERED Amount Ordered

AMOUNT_DELIVERED Amount Delivered

AMOUNT_CANCELLED Amount cancelled

AMOUNT_BILLED Amount Billed

QUANTITY_ORDERED Quantity Ordered

QUANTITY_DELIVERED Quantity Delivered

QUANTITY_BILLED Quantity Billed

QUANTITY_CANCELLED Quantity Cancelled

RECOVERABLE_TAX Recoverable Tax

NONRECOVERABLE_TAX Non Recoverable Tax

RECOVERY_RATE Recovery Date

EXPENDITURE_ITEM_DATE Expenditure Item Date (Project Attribute)

DESTINATION_TYPE_CODE Destination Type Code

USSGL_TRANSACTION_CODE United States standard general ledger transaction code


PROJECT_ACCOUNTING_CONTEXT Project Accounting Context

ATTRIBUTE_CATEGORY Attribute Category

ATTRIBUTE1 - 15 DFF Attribute 1 to 15


FULL_NAME Requester's Full Name

WORK_TELEPHONE Requester's Work Phone

EMAIL_ADDRESS Requester's Email Address

REQUESTER_DELIVER_TITLE Requester's Title

REQUESTER_DELIVER_FIRST_NAME Requester's First Name

REQUESTER_DELIVER_LAST_NAME Requester's Last Name

PRICE BREAKS

SHIPMENT_NUMBER Price Break Line Number

QUANTITY Quantity

START_DATE Start Date

END_DATE End Date

PRICE_OVERRIDE Price Discount Percentage








ATTRIBUTE1 -15 DFF Attribute 1 to 15

PRICE DIFFERENTIAL

NUMBER Price Differential Line Number

PRICE_TYPE Price Type

PRICE_TYPE_DESCRIPTION Price Type Description

MULTIPLIER Multiplier

ENABLED_FLAG Enabled Flag


Appendix C: Modifying XSL-FO Stylesheet Q1: How can I include the company logo in the printed Contract PDF document?

A1: Perform the following

• Place the image in OA_MEDIA directory in unix

• Open the Purchase Order Stylesheet in Oracle Jdeveloper

• Search for the following code is the XSL-FO and modify it to include the image string

<fo:table-cell > <fo:block>  <fo:inline> <fo:external-graphic content-width="248pt" content-height="33pt" src="url('http://<server_path:port>/OA_MEDIA/ImageName.jpg')" /> </fo:inline> </fo:block> </fo:table-cell>

• Ensure to save the stylesheet as a new file and create a new template in

Oracle XML Publisher using the new file.

Q2: How can I modify certain field prompts, for example I need to change ‘Deliver To Date’ to ‘Due Date’?

A2: You can change prompts that appear in the standard purchase order PDF. Follow these instructions to accomplish it.

• Search the following text

<fo:table-cell xsl:use-attribute-sets="table_cell_heading2" ><fo:block xsl:use-attribute-sets="table_head1"> <xsl:if test="$DisplayBoilerPlate "> <xsl:value-of select="$BOILER_PLATE_MESSAGES_OBJ[MESSAGE='PO_FO_DELIVER_DATE_TIME'][1]/TEXT"/> </xsl:if>


</fo:block></fo:table-cell>

• Modify it with following

<fo:table-cell xsl:use-attribute-sets="table_cell_heading2" ><fo:block xsl:use-attribute-sets="table_head1"> <xsl:if test="$DisplayBoilerPlate ">   Due Date </xsl:if> </fo:block></fo:table-cell>

Q3: How can I modify information that is displayed in the document footer?

A3: You can modify header and footer information that is printed in the purchase order PDF document.

• Search the following text

<xsl:variable name="footer_text"> <xsl:text> </xsl:text> </xsl:variable>

• Modify it with following

<xsl:variable name="footer_text"> <xsl:text>Footer Notes</xsl:text> </xsl:variable>

Q4: How can I modify Cover Page text?

A4: Cover page is printed onto the purchase order PDF document only if the purchasing document has contract terms and conditions associated with it. When printing a purchasing document that has been revised cover page shows a different message which is the amendment cover page text.

• Create a variable in the stylesheet and provide the text

<xsl:variable name="XX_COVER_MESSAGE"> <xsl:text>This is a Standard Purchase Order. This agreement between Vision Corporation and the above named Service Provider is authorizaed for binding commitment by the Vision Contracting Representative, and is effective on the above document date provided that the


Service Provider accepts the contract terms by signing the copy of this Signature Page and returning it, or by delivering/performing the specified items/services. </xsl:text> </xsl:variable>

• Reference it as shown below

<xsl:choose> <xsl:when test="PO_DATA/REVISION_NUM > 0 and PO_DATA/AMENDMENT_PROFILE ='Y' and PO_DATA/SIGNED='T' "> <xsl:value-of select="PO_DATA/AMMENDMENT_MESSAGE"/> </xsl:when> <xsl:otherwise > <xsl:value-of select="$XX_COVER_MESSAGE"/> </xsl:otherwise> </xsl:choose>

Q5: How can I add or remove fields to my purchase order layout?

A5: You can add fields to the purchase order layout at various levels such as header, lines etc. You can remove fields from the layout as well by remove the tags from the stylesheet.

• For adding a header level field that already exists in the PO XML, say

‘Document Status’, to your purchase order layout, determine the corresponding system code from Appendix D, then add it as follows

<xsl:template match="PO_DATA"> … … … <xsl:value-of select=”AUTHORIZATON_STATUS”/>

• To add a line level field, search for the following code and add the field under this block. For example, ‘Purchase Basis’ can be added as follows

<xsl:for-each select="$LINES_ROOT_OBJ"> . . . <fo:table-row> <fo:table-cell> <fo:block xsl:use-attribute-sets="form_data3"> <xsl:value-of select="PURCHASE_BASIS"/> </fo:block> </fo:table-cell>


</fo:table-row>

Q6: How can I change the font?

A5: Fonts can be specified locally or globally. Specifying font properties locally means adding the font specification around a specific value. For example, if one wants to specify the Operating Unit Name in a different font, then first search for the corresponding code from Appendix D, which is OU_NAME,

<xsl:value-of select="OU_NAME"/>

Add the font properties as below:

<fo:block font-family="Times" font-size="10pt" font-style="italic"> <fo:inline color="red"> <xsl:value-of select="OU_NAME"/> </fo:inline> </fo:block>

Specifying fonts globally means defining the font properties at one place and then using this at multiple places. The Purchase Order Stylesheet uses attribute-sets to specify fonts. An attribute set is a collection of various font properties like font name, font size, background, bold etc. This way, one can create an attribute set that has a set of font properties and then apply this attribute set to any number of fields.

Creating a new attribute-set: Add the attribute set definition under the root element.

<xsl:attribute-set name="custom_style"> <xsl:attribute name="font-size">10pt</xsl:attribute> <xsl:attribute name="font-family">Times</xsl:attribute> <xsl:attribute name="font-style">italic</xsl:attribute> <xsl:attribute name="font-weight">bold</xsl:attribute> <xsl:attribute name="color">Yellow</xsl:attribute> <xsl:attribute name="background-color">Green</xsl:attribute> </xsl:attribute-set>

Suppose you want to show the Operating Unit details using the above font.


<xsl:value-of select="OU_NAME"/> <fo:block/> <xsl:if test="OU_ADDR1 !='' "> <xsl:value-of select="OU_ADDR1"/> <fo:block/> </xsl:if> <xsl:if test="LE_ADDR2 !='' "> <xsl:value-of select="OU_ADDR2"/> <fo:block/> </xsl:if> <xsl:if test="LE_ADDR3 !='' "> <xsl:value-of select="OU_ADDR3"/> <fo:block/> </xsl:if> <xsl:if test="OU_TOWN_CITY !=''"> <xsl:value-of select="OU_TOWN_CITY"/>,<fo:leader leader-pattern="space" leader-length="2.0pt"/> </xsl:if> <xsl:value-of select="OU_REGION2"/> <fo:leader leader-pattern="space" leader-length="3.0pt"/> <xsl:value-of select="OU_POSTALCODE"/> <fo:block/> <xsl:value-of select="OU_COUNTRY"/>

Then, add the attribute set as shown

<fo:block xsl:use-attribute-sets="custom_style"> <xsl:value-of select="OU_NAME"/> <fo:block/> <xsl:if test="OU_ADDR1 !='' "> <xsl:value-of select="OU_ADDR1"/> <fo:block/> </xsl:if>

<xsl:if test="LE_ADDR2 !='' "> <xsl:value-of select="OU_ADDR2"/> <fo:block/> </xsl:if>

<xsl:if test="LE_ADDR3 !='' "> <xsl:value-of select="OU_ADDR3"/> <fo:block/> </xsl:if>

<xsl:if test="OU_TOWN_CITY !=''"> <xsl:value-of select="OU_TOWN_CITY"/>,<fo:leader

leader-pattern="space" leader-length="2.0pt"/> </xsl:if> <xsl:value-of select="OU_REGION2"/><fo:leader leader-

pattern="space" leader-length="3.0pt"/> <xsl:value-of select="OU_POSTALCODE"/> <fo:block/>

<xsl:value-of select="OU_COUNTRY"/> </fo:block>


Note that everything between the bold lines takes the same font properties.

Q7: How can I print only Amendments to a contract?

Printing or not printing of Amendments sections in the Contract PDF is determined by the variable “PrintAmendments” in the Contract Terms Stylesheet.

A value of ‘0’ will print the new Terms and Conditions; ‘1’ will print Amendments only; ‘2’ will print Amendments followed by Terms and Conditions.

Modify the code fragment below

<xsl:variable name="PrintAmendments"> <xsl:value-of select="$ContractsRoot/ParametersVO/ParametersVORow/PrintAmendments/text()"/> </xsl:variable> to <xsl:variable name="PrintAmendments" select=""> and provide the value of 0 or 1 or 2 based on your needs.

You can add any additional logic in the stylesheet to determine when/if you want to print Amendments or not and set the value of the variable appropriately.


Appendix D: Purchasing Approval Workflow

Generate PDF Document with Terms and Conditions

Generate PDF Document


Attach PDF to Approval Notification

Check if PDF Exists


Document Printing August 2006 Author: Shibhu Nambiar Contributing Authors: Suman Guha Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores, CA 94065 U.S.A. Worldwide Inquiries: Phone: +1.650.506.7000 Fax: +1.650.506.7200 oracle.com Copyright © 2005, Oracle. All rights reserved. This document is provided for information purposes only and the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or implied in law, including implied warranties and conditions of merchantability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document and no contractual obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without our prior written permission. Oracle, JD Edwards, and PeopleSoft, are registered trademarks of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.

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