Steps to create a Purchase order (PO) in Oracle AppsA Purchase
order is a commercial document and first official order issued by
the buyer to the supplier,indicating types, quantities, and agreed
prices for products or services the supplier will provide to the
buyer.Basically, there are four types of Purchase Orders,
vizStandard Purchase OrderUsed for One-time purchases for goods and
services. Here you know the item, price, payment terms an delivery
schedule
Planned Purchase OrderCreated when you have long-term agreement
with the supplier. You must specify the details of goods and
services, payment terms and the tentative delivery schedule
Blanket Purchase AgreementCreated when the details of items and
services, payment terms are known but not specific about the
delivery schedule
Contract Purchase AgreementCreated when the terms and conditions
of a purchase are known but specific goods and services are
not.
Lets create aStandard Purchase Order.Here, we willAuto
CreateaPurchase Orderbased onApproved Requisition.Navigation:
Purchasing>> Auto CreateEnter requisition number and
clickFindto navigate toAuto Create documentswindow
Find Requisition lines
Auto Create DocumentSelect your Requisition Line by ticking the
check box next to the Requisition LineAction: CreateDocument Type:
Standard POGrouping: DefaultClickAutomaticbutton and
clickcreatebutton in the New Document form. By clickingAutomatic
button, a standard PO is created based on the details provided in
the Purchasing requisition.You can selectSuppliereither in theNew
Documentform or in thePurchase Orderform
New document
Auto Create to POStatusrepresents the status of the
document.Incompleteis the default status for all purchase orders
until they are submitted for the first time for
approval.ClickShipmentsbutton.Shipment number, Org, Ship-to, UOM,
Quantity and Need-by-dateare shown by default. These fields can be
edited as needed. You can split the lines and can change the
ship-to Organization, quantity of items to be shipped and delivery
date.[you can request the supplier to supply some of the quantities
to be supplied by the need-by date you provided and rest of the
quantities (to the same ship-to address or a different address) to
a different need-by-date]
ShipmentsClickMoretab. The default values are generated
ShipmentsReceipt Close Tolerance (%)determines when this line
will close for receivingInvoice Close Tolerance (%)determines when
this line will close for invoicingAPurchase Orderhas three main
close points:Closed for Receiving,Closed for Invoicing(these two
relate to a specific line) andPurchase Orderitself has a closed
status.The entire order will not close automatically if all the
lines are not closed for both receiving and invoicing. A tolerance
of 0% indicates that it will close when the total amount received
or invoiced equals the amount on the order, whereas a close
tolerance of 100% indicates that no receipts or invoices are
required for this order, which will close the lines for receiving
as soon as the order is approved. Reviewing these default close
tolerances on a regular basis is a good idea to ensure orders are
properly controlled and closed with minimal intervention by the
purchasing agent.Select an option atMatch approval LevelThis
determines the close point for an order.2-waydetermines Purchase
Order and Invoice quantities must match with in the tolerance
before the corresponding invoice can be paid.Quantity Billed =
Quantity OrderedInvoice Price = Purchase Order Price3-waydetermines
Purchase order, receipt, and invoice quantities must match within
tolerance before the corresponding invoice can be paid.Quantity
Billed = Quantity OrderedInvoice Price = Purchase Order
PriceQuantity Billed = quantity Received4-waydetermines Purchase
order, receipt, accepted, and invoice quantities must match within
tolerance before the corresponding invoice can be paid.Quantity
Billed = Quantity OrderedInvoice Price = Purchase Order
PriceQuantity Billed = quantity ReceivedQuantity Billed= Quantity
AcceptedSelect anInvoice Match OptionThe Invoice Match Option
determines whether the invoice will be matched to the Receipt or
the PO when using 3-Way matchingSelectPOwhen using2-wayand
selectPOorReceiptfor3-Way.Enter the Receiving control information
by clickingReceiving Controlsbutton
Receiving ControlsEnter distributions for the shipments by
clickingDistributions button
DistributionsClick onMoretab. The Requisition number from which
this Purchase Order has been created is shown by default.
DistributionsClickTermsto enter terms, conditions, and control
information for purchase orders.
TermsClickCurrencybutton to enter and change currency
informationSave your work and clickApprovebutton for Approval
process.
Approve DocumentClickOKand check the status in the Purchase
OrderBase tables for Purchase Order (PO) in Oracle Apps
Base tables for Purchase Order (PO) in Oracle AppsBase tables
for Purchase Order are as follows:1.PO_HEADERS_ALL(SEGMENT1 column
in this table represents the Document number)This table stores
header information of a Purchasing Document. You need one row for
each document you create.The following are the documents that use
PO_HEADERS_ALLRFQs, Quotations, Standard Purchase Order, Planned
Purchase Order, Blanket Purchase OrderandContractsImportant columns
of this table:PO_HEADER_ID, SEGMENT1, TYPE_LOOKUP_CODE, VENDOR_ID,
VENDOR_SITE_ID, CLOSED_CODEPO_HEADER_ID is a unique system
generated primary key and is invisible to the users.SEGMENT1 is the
document numberYou can uniquely identify a row in PO_HEADERS_ALL
using ORG_ID, SEGMENT1, and TYPE_LOOKUP_CODE, or using
PO_HEADER_ID.Sample queries:SELECT PO_HEADER_ID, TYPE_LOOKUP_CODE
FROM PO_HEADERS_ALL WHERE SEGMENT1= 311;
SQL QuerySELECT PO_HEADER_ID, AGENT_ID, TYPE_LOOKUP_CODE,
CLOSED_CODE FROM PO_HEADERS_ALL WHERE SEGMENT1= 6044;
2. PO_LINES_ALLThis table stores the line information of a
Purchasing Document.Important columns of this
table:PO_LINE_ID:Unique identifier of the Document
LinePO_HEADER_ID: Unique identifier of the Document Header (with
reference to PO_HEADERS_ALL, PO_LINE_ID)LINE_TYPE_ID: Unique
identifier of Line_Type (with reference to PO_HEADERS_ALL,
PO_LINE_ID and PO_HEADER_ID)LINE_NUMBER: Line NumberITEM_ID: Unique
Item IdentifierORG_ID: Unique Identifier of the Operating
UnitCLOSED_CODE: Status of the DocumentSample Queries:SELECT
PO_LINE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334;
SQL QuerySELECT LINE_TYPE_ID FROM PO_LINES_ALL WHERE
PO_HEADER_ID= 110334 AND PO_LINE_ID= 173263;
3. PO_LINE_LOCATIONS_ALLThis table contains the information
related to purchase order shipment schedules and blanket agreement
price breaks. You need one row for each schedule or price break you
attach to a document line.There following are the seven documents
that use shipment schedules:1. RFQs2. Quotations3. Standard
purchase orders4. Planned purchase orders5. Planned purchase order
releases6. Blanket purchase orders7. Blanket purchase order
releasesEach row includes the location, quantity, and dates for
each shipment schedule. Oracle Purchasing uses this information to
record delivery schedule information for purchase orders, and price
break information for blanket purchase orders, quotations and
RFQs.The following are the important columns of this
table:LINE_LOCATION_ID: Unique Identifier of Document shipment
schedulePO_HEADER_ID: Unique Identifier of Document header. (with
reference to PO_HEADERS_ALL.po_header_id.)PO_LINE_ID: Unique
Identifier of Document line (with reference to
PO_LINES_ALL.po_line_id)QUANTITY: Quantity ordered for Purchase
Orders, RFQs and QuotationsQUANTITY_RECEIVED: Quantity received
until todayQUANTITY_ACCEPTED: Quantity accepted after
inspectionQUANTITY_REJECTED: Quantity rejected after
inspectionQUANTITY_BILLED: Quantity invoiced by Oracle
PayablesQUANTITY_CANCELLED: Quantity cancelledTAXABLE_FLAG:
indicates whether the shipment is taxableORG_ID: Operating unit
unique identifierSHIP_TO_ORGANIZATION_ID: Unique identifier of
Ship-to organizationSample Queries:SELECT LINE_LOCATION_ID FROM
PO_LINE_LOCATIONS_ALL WHERE PO_HEADER_ID= 110334 AND PO_LINE_ID=
173263;
SQL QuerySELECT QUANTITY, QUANTITY_RECEIVED, QUANTITY_ACCEPTED,
QUANTITY_BILLED, QUANTITY_REJECTED, ORG_ID FROM
PO_LINE_LOCATIONS_ALL WHERE LINE_LOCATION_ID= 264421;
SQL Query4.PO_DISTRIBUTIONS_ALLThis table contains the
information related to accounting distribution of a purchase order
shipment line. You need one row for each distribution line you
attach to a purchase order shipment. There are four types of
documents using distributions in Oracle Purchasing:1. Standard
Purchase Orders2. Planned Purchase Orders3. Planned Purchase Order
Releases4. Blanket Purchase Order ReleasesEach row includes the
destination type, requestor ID, quantity ordered and deliver-to
location for the distribution.Important columns of this
table:PO_DISTRIBUTION_ID: This is the primary key for this table.
It is a unique Document Distribution identifier.PO_HEADER_ID,
PO_LINE_IDLINE_LOCATION_ID: Unique Identifier of the Document
Shipment Schedule (with reference to PO_LINE_LOCATIONS_ALL,
LINE_LOCATION_ID)CODE_COMBINATION_ID: Unique Identifier of General
Ledger Charge Account (with reference to
GL_CODE_COMBINATIONS.CODE_COMBINATION_ID)REQ_DISTRIBUTION_ID:
Unique Identifier of a Requisition distribution (with Reference to
PO_REQ_DISTRIBUTIONS_ALL.DISTRIBUTION_ID)Sample Queries:SELECT
PO_DISTRIBUTION_ID FROM PO_DISTRIBUTIONS_ALL WHERE PO_HEADER_ID=
11033;
SQL QuerySELECT CODE_COMBINATION_ID FROM PO_DISTRIBUTIONS_ALL
WHERE PO_DISTRIBUTION_ID= 13033;
SQL Query5.VENDORS_ALLThis table stores the general information
about the suppliers.6.PO_VENDOR_SITES_ALLThis table
storesinformation about the supplier sites. Each row includes the
site address, supplier reference, purchasing, payment, bank, and
general information.7.PO_RELEASES_ALLThis table stores information
related to planned and blanket Purchase Order releases. Each row
includes the buyer, date, release status, and release number. Each
release must have at least one purchase order
shipment.8.PO_VENDOR_CONTACTSThis table stores information about
contacts related to Supplier site. Each row includes contact name
and site.9.PO_ACTION_HISTORYThis table stores information about the
approval and control history of a Purchasing Document. This table
stores one record for each approval or control action an employee
takes on a purchase order, purchase agreement, release or
requisition.