Know Your Oracle-KYO

Session

Prepared by
CISC-IN Support Team

CONTENTS
1. SYSTEM OVERVIEW..............................................................................................................................3
1.1 ORACLE APPS (ERP)..............................................................................................................................3
1.2 ORACLE APPS MODULES........................................................................................................................3
2. SALES ORDER PROCESS STEPS FOLLOWED IN PANASONIC..................................................5
BELOW IS ORDER TO CASH DETAILED DIAGRAMMATIC FLOW:..............................................6
2.1 SALES ORDER ENTRY.............................................................................................................................7
2.2 SALES ORDER BOOKING........................................................................................................................9
2.3 PICK RELEASE......................................................................................................................................10
2.4 SHIP CONFIRM......................................................................................................................................11
2.5 AUTO INVOICE......................................................................................................................................12
3. VARIOUS LINE STATUSES IN SHIPPING TRANSACTION FORM.............................................13
3.1 STAGED/ PICK CONFIRM:.....................................................................................................................14
3.2 RELEASED TO WAREHOUSE:................................................................................................................15
3.3 BACKORDERED:....................................................................................................................................20
3.4 INTERFACED:........................................................................................................................................21
3.5 SHIPPED:...............................................................................................................................................21
4. ISSUES AND RESOLUTIONS WHILE PROCESSING AN ORDER...............................................23
4.1 PICK RELEASE IS NOT HAPPENING EVEN AFTER STOCK IS AVAILABLE.................................................23
4.1.1 Checking Hold on an Order:.......................................................................................................24
4.1.2 Ensure whether warehouse for Pick Release & Order Booking are same..................................29
4.1.3 Difference between on hand quantity and quantity reservable...................................................31
4.2 SHIP CONFIRMATION IS NOT HAPPENING..............................................................................................32
4.2.1 To check whether the order is already shipped or not.................................................................32
4.2.2 To check whether Item is attached to VAT Classification............................................................33
4.2.3 Tax lines are not matching in backend tables..............................................................................34
4.2.4 Ultimate Ship To field under Delivery tab is blank.................................................................34

ULTIMATE SHIP TO FIELD IS PRESENT UNDER DELIVERY TAB IN SHIPPING TRANSACTION FORM....34
4.3 ORDER IS NOT GOING TO ACCOUNT RECEIVABLES..............................................................................35
4.4 AUTO PICK CONFIRM NOT GETTING DONE AUTOMATICALLY...............................................................36
4.4 STOCK IS SHOWING AVAILABLE TO RESERVE QUANTITIES NEGATIVE FOR A PARTICULAR LOT.........41
4.5 USER IS UNABLE TO BOOK RMA BECAUSE OF VALIDATION HOLD......................................................41
4.6 CREDIT MEMO IS NOT GETTING GENERATED FOR DELIVERED RMAS................................................42
4.6.1 Where to check whether the original invoice is still Applied or already Unapplied?.................42
4.6.2 How to UnApply any Invoice:-....................................................................................................44
4.7 SALE PRICE NOT COMING ON SALE ORDER.........................................................................................46
4.8 INVOICE PRINT IS NOT COMING FOR INVOICE NO.................................................................................48
4.9 SALE ORDER NOT BOOKED HOLD SALE CHANNEL IS NOT THE SAME............................................49
5. IMPORTANT POINTS TO BE TAKEN CARE OF.............................................................................50
5.1 CHECKING THE ON HAND QUANTITY THROUGH INVENTORY..............................................................50

5.2 USING RESERVED QUANTITY OF A BOOKED ORDER IN OTHER ORDER AFTER CANCELING THAT
ORDER........................................................................................................................................................53
5.3 SELECTING LINE STATUS WHILE QUERYING ORDER IN SHIPPING TRANSACTION FORM......................53
5.4 TO CANCEL AN ORDER.........................................................................................................................54
5.5 HOW TO BACKORDER...........................................................................................................................54
5.6 LINE STATUS OF SHIPPING TRANSACTION FORM AFTER SHIP CONFIRM..............................................54

1. SYSTEM OVERVIEW
1.1 Oracle Apps (ERP)
Oracle Apps is a package application which integrates all the modules of any industry.
Oracle E-Business Suite is the most comprehensive suite of integrated, global business
applications, including applications for asset lifecycle management, enterprise resource
planning, procurement, product lifecycle management, supply chain management and
manufacturing.
Panasonic is using Oracle Apps 11i version 11.5.10.2

1.2 Oracle Apps Modules

Different Oracle Apps modules used in panasonic are

Purchasing

Account
Receivables

Order
Management
Oracle Apps

Account
Payables

Inventory

2. SALES ORDER PROCESS STEPS FOLLOWED IN

PANASONIC

Sales Order Entry

Sales Order Entry

Pick Release

Ship Confirm

Auto Invoice
Auto Invoice

ACCOUNTS

BRANCH ACCOUNTANT/COMMERCIAL COORDINATOR

Below is Order to Cash Detailed Diagrammatic Flow:

Booking
Booking

Pick Release
Pick Release

Qty
Qty
Reserv
Reserv
ed
ed
Y

A
Run Interface
N

WAREHOUSE USER

Order
Order
Entry
Entry

Start
Start

Interfac
edInterfac
to
ed to
AR
AR

Transact Move Order

D

VAT Item
C

Auto Create Deliveries

E

Back Order
Back Order

Increa
Increa
se the
Qtyse the
Qty

Auto Invoice

Cred
it Cred
it
Hold
Hold
Y

End

B
Hold
Released

Auto Pick
Auto Pick
Confirm
Confirm

Shipment Process
B

Delivery ID
Delivery ID
Generated
Generated
Y

Error

Error

F
Ship Confirm Successful

2.1 Sales Order Entry

Sales Order Entry is the first step of Order Process flow.

Navigate to Oracle Order Management Super User->Order, Returns->Sales Order
to open the form.
Customer details and Sales Person details are entered in Order Information Tab.
Order Number is generated once the Order Form is saved.

Under Line Items Tab, Item details are entered.

2.2 Sales Order Booking

Click on Book Order Button to Book the order.

Holds if any, need to be released to proceed further.
After booking of Sale Order, User cannot change anything in the sale order. For
any major correction, user need to cancel the existing SO and create the new sale
order.

2.3 Pick Release

Pick Release is done to inform the Warehouse personnel through Pick Slip Report
that Order is ready for picking
Delivery is created for eligible Line Items of the Order.
Item is transferred to Staging area from where Item is to be shipped (Loaded into
truck).
Navigate to Oracle Order management->Shipping->Release Sales Order to do
Manual Pick Release.
Select the desired Pick Rule and enter the Order Number. Click Execute Now to
run Pick Release Program.

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2.4 Ship Confirm

Ship Confirm is done once the goods are loaded into truck.
Navigate to Oracle Order Management->Shipping->Transactions to open
Shipping transaction Form.
Open particular Order details in the form.
Click Ship Confirm under Delivery Tab to do the Ship Confirm.

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2.5 Auto Invoice

Auto Invoice Master Program pulls the shipment details from Order Management
to Account Receivable and generates Invoice.
Navigate to Oracle Order management->Auto Invoice->Submit Request for Auto
Invoice Master Program.
Enter Invoice Source, Default Date and Order Number in the Parameters window.

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3. VARIOUS LINE STATUSES IN SHIPPING

TRANSACTION FORM

Line Status under Shipping Transaction Form let us know the next step to be
done.
To see the line status, navigate to Oracle Order management->Shipping>Transaction->Shipping Transaction Form
Enter the order no. in the form and click find to open Shipping Transaction Form
for that particular order.
User can see the line status and next step fields in the screenshot.

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3.1 Staged/ Pick Confirm:

Pick Confirm is the process in which ordered item quantity is transferred from
warehouse to staging sub inventory from where the quantity is shipped.
When the Line Status shows Staged/Pick Confirm, it means Pick Release has
been completed successfully and user can now proceed to Ship Confirm.
We can do the Ship Confirm only when Line Status of any order will be
Staged/Pick confirm.

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3.2 Released To Warehouse:

When we see the Line Status as Released To Warehouse and next step as
Transact Move Order, it means Auto Pick Confirm is not done for that order.

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We need to manually do the Pick Confirm for that particular order.

This is done by Transact Move Order.
Note down the Move Order number in Shipping Transaction Form. Scroll the
cursor towards right to see the Move Order field.
Navigate to Oracle Inventory->Move order->Transact Move Order->select
respective org from pop up.

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Find Move Order form opens. Enter the Move Order number and click find.

Enter move order

number here

17

Transact Move Order form opens. Select the line which you want to transact.
Click View/Update Allocations to update allocation of items.

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Click Transact to transact the Move Order. A pop up will appear giving
confirmation for the same.

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3.3 Backordered:

This status generally comes when user has not reserved the quantity for that
particular order and done Pick Release without checking the On Hand Quantity
and Quantity Reservable in the warehouse.
If the Quantity Reservable in the warehouse is less than quantity ordered, then
system will Pick Release available quantity. Rest will get Backordered.

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3.4 Interfaced:

When the Line Status shows Interfaced, it means shipping has been done
successfully.
User can now proceed to AR for generating invoices.

3.5 Shipped:

When the Line Status is Shipped and next step field shows Run Interfaces,
then user need to run program Interface Trip Stop SRS to transfer the shipment
details to interface table between OM and AR.
Navigate to Oracle Order Management->Shipping->Interfaces->Run

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Select Interface Trip Stop SRS program under Name field in request form.
Select Mode under parameters. Click Submit to run the request.

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4. ISSUES AND RESOLUTIONS WHILE

PROCESSING AN ORDER
4.1 Pick Release is not happening even after stock is available
Possible resolutions--- Check if there is any hold on order.
Ensure whether warehouse for Pick Release & Order booking are same.
Ensure whether user is having access of Upgrade Role in Grants
User should be trained to differentiate ON HAND and RESERVED Quantities.
Most of the time it is observed that by looking at ON HAND QTY user wants to
Pick Release it. However it will be Pick Released only if there is Unreserved Qty.
Check Inventory Accounting Period for that month. User need to contact his
branch to confirm whether Inventory Accounting period is Open or Closed.

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4.1.1 Checking Hold on an Order:

Query the Order in Sales Order Form.

Click Actions button under Order Information tab. Actions Pop Up will appear
containing Actions in LOV.
Select Additional Order Information and click OK.

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Additional Order Information Form will open containing all the Holds applied to
that particular order.

25

User with access to Release Holds can release the Holds by selecting Release
Holds from Actions LOV in Sales Order Form.

Release holds

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Release Hold Form will open containing all the Holds which need to be removed
after booking.

27

Select the Hold, select suitable reason from Reason field LOV and click on
Release button.

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4.1.2 Ensure whether warehouse for Pick Release & Order Booking are same.

To check order booking Warehouse, navigate to Order, Returns->Sales Order>F11->enter required Order no.->Ctrl F11.
User should be able to see the order details.
Navigate to Lines Tab.
User will be able to see to order booking Warehouse in the form.

29

To check the Pick Release Warehouse, navigate to Release Sales Order Form->
select the desired rule in rule field.
Click on Inventory tab.
User should be able to see Pick Release Warehouse under Inventory tab.

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4.1.3 Difference between on hand quantity and quantity reservable.

On Hand Quantity is the total quantity for any particular item available in
inventory.
Quantity Reservable is the available quantity which can be reserved for sales
order.
For example. if On Hand Quantity .is 106 and Quantity Reservable is 75, that
means 31 quantities have already been reserved for other orders. We can use the
rest 75 quantities for sales order.
To check On hand quantity and Quantity Reservable, navigate to Order Returns>Press F11->enter Order No->Press ctrl F11 to see order details->Press Line
Items tab.

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4.2 Ship Confirmation is not happening.

Possible reasons-

Order might be shipped already by someone.

Item is not attached to VAT Classification
Tax lines are not matching in backend tables

4.2.1 To check whether the order is already shipped or not.

Navigate to Order Returns->Sales Order->F11->enter Order Number->Press ctrl

F11
User should be able to see the order details.
Navigate to Line Item tab.
Order lines will get displayed in Line Items Form.
Under Status field, we can check the status of particular line for shipment.

32

4.2.2 To check whether Item is attached to VAT Classification.

Users having set up access can attach the VAT Classification to item by navigating
to India Local Inventory->India TCS/VAT/Service tax->Set Up-> VAT-Item
Classification.
User can see in the Attribute Value columns whether VAT is attached to particular
item or not.
If Attribute Values are showing NO, then user can select YES and save the form.

33

4.2.3 Tax lines are not matching in backend tables

Sometimes user is not able to ship confirm order with error in details button
showing as Tax lines are not matching in JA_IN_SO_LINES and
JA_IN_SO_TAX_LINES. In that case, only solution so far came up is to do the
data patching from back end. User need to contact the IT team for the same.

4.2.4 Ultimate Ship To field under Delivery tab is blank.

Ultimate Ship To field is present under delivery tab in Shipping Transaction Form.

If this field is blank, then system will not allow to Ship Confirm.
To resolve this, Navigate to 05 ONT Sales Admin-BA General user-XXX
ShippingInterfacesRun
Select the program name as Import Shipping Locations and enter the mandatory
parameters as shown.
After successful completion of this program, issue will get resolved.

34

4.3 Order is not going to Account Receivables

Possible reasons and resolutions-- Run program Interface trip stop-SRS if next step for order is Run Interface in
Shipping Transaction Form.
We should wait for some time till scheduled Workflow Background Process
completes. Else, run this program manually.
To Run program, navigate to 05 ONT Sales Admin-BA General User-XXX>Shipping->Interfaces->Run->Submit a New Request->Select the desired
program from the field Interface Trip Stop-SRS->Enter delivery ID in the
parameters>click Submit

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4.4 Auto Pick Confirm not getting done automatically

Possible reason and resolution-- Sometimes Auto Pick Confirm not happens automatically due to which user will
not be able to ship the items.
If the Line Status of any order under Shipping Transaction Form is Released to
Warehouse, then it means Pick Confirm has not completed for that order
automatically.
To manually do the Pick Release, we need to do Transact Move Order for that
particular order.

36

Note down the Move Order in Shipping Transaction Form. Scroll the cursor
towards right to see the move order field.
Navigate to Inventory->Move Order->Transact move order->select respective Org
from pop up.

37

Find Move Order Form opens. Enter the Move Order number and click find.

Enter move
order number
here

38

Transact Move Order form opens. Select the line which you want to transact.
Click View/Update Allocations to update allocation of items.

39

Click Transact to transact the Move Order. A pop up will appear giving
confirmation for the same.

40

4.4 Stock is showing available to reserve quantities negative for a

particular LOT

Under this case, system will not allow the user to proceed further even if other
LOTs are having quantities.
This is rare scenario which may occur due to physical counting or if any move
order is stuck in interface.
If it happens due to move order, then user need to cancel that move order to
release those quantities so that accordingly LOT quantities will become positive.
Else, user needs to contact IT team for increasing the quantity in that LOT and
decreasing the same quantity from other LOT to make the former LOT quantities
positive.

4.5 User is unable to book RMA because of Validation hold

Validation can be of various types. Hence, user must check the hold comments
under additional Order/line Information form by navigating through Actions
button.
If the hold comment mentions RMA Inv already has a receipt, then user should
check the original invoice amount and RMA amount. Such error generally comes
because of tax difference which is sometimes delayed in importing to AR in
original invoice.
If the hold comment mentions Warehouse not the same, then it means
warehouse present in Original Order and RMA are different. RMA can be created
only with original order warehouse.
If the hold comment mentions Ship To, Sales representative, Ship To Address
field is blank, then user must go to order line and check the mentioned fields for
any missing data.
If the hold comment mentions Quantity cannot be greater than original order
quantity, then it means that already another RMA for the same order/Invoice has
been booked and material has been received through that RMA.

41

4.6 Credit Memo is not getting generated for delivered RMAs

Possible reasons
Original Invoice was not Unapplied

System has the functionality to check this error at two stages.

1> At the time of Order Entry:User will get a validation hold as " RMA Invoice already has a receipt".
2> At the time of CM Generation:If the original invoice is not applied , then CM will not get generated and error
will be shown in the output.

4.6.1 Where to check whether the original invoice is still Applied or already
Unapplied?

Open the Invoice under 05 AR General User responsibility

42

Navigate to Actions--> Installments

After opening the installments form, click on "Activities"

43

Under activities form, user can check whether any particular line is Applied or
UnApplied in "Amount Applied" field.

4.6.2 How to UnApply any Invoice:

Open Receipts form under 05 AR general user responsibility in case the Invoice is
Applied against Receipt.
Query the receipt number.
Click on Apply button at the bottom.

44

UnApply the respective invoices as per requirement

45

Similar steps need to be done in case the Invoice is applied against any Credit
Note. For that, user needs to navigate to Applications under CM form.

46

4.7 Sale Price not coming on Sale Order

Possible reasons
Sale Channel at Bill to Site is not defined at customer on which sale order is made

Item is not available in Item Category attached to Customer Ship to Site

additional information.

Error Message coming while entering SO:

47

Solution: Attach item in Item Category which is attached to Customer Ship to

Location

Assign the tax category to current SO. In future, automatically system will pick price
for this item.

Click on Open Order, Go to action and then price the order.

48

4.8 Invoice print is not coming for invoice no.

User is not able to print invoice. User need to select below request for printing invoice
FG Goods - 05 AR Sales Invoice(Landscape) - A4 Size (New)
Spares Goods - 05 AR Sales Invoice(Landscape) - A4 Size (New) SP
If user is taking print for the first time, then input parameter New Invoice Only will be
selected as Yes. If user is taking print after first time then input parameter New Invoice
Only will always be selected as No.

49

4.9 Sale Order not booked Hold Sale Channel is not the same
User is not able to book the sale order due to hold Sale Channel is not the same. This
holds automatically applied on the sale order if sale channel not entered on customer ship
to location DFF.
Complete the setup; remove the hold and then user will be able to book the sale order.

50

5. IMPORTANT POINTS TO BE TAKEN CARE OF

5.1 Checking the On Hand Quantity through Inventory

User can also see the on hand quantity for a particular warehouse based on Item,
lot and serial numbers.
Navigate to Oracle Inventory->On Hand Availability->On Hand Quantity

51

Select respective Org from LOV for which you want to check on hand quantity.
Click OK

52

Material work bench form will open containing tabs like Item, Lot, Serial etc. We
can see on hand quantity by filling information under respective tabs
For example. Select Item under Item Tab and click find. User can see On Hand
Quantity of that particular item under that warehouse.

53

5.2 Using Reserved Quantity of a Booked Order in other Order after

canceling that order.

After cancelling a book order, we cannot use the reserved quantity immediately.
MA Delete Reservation need to be completed to unreserve the item.

5.3 Selecting Line Status while querying Order in Shipping Transaction

Form.

Care should be taken while selecting Line Status' field in Shipping Transaction
Form.
If an order is already shipped and we selected Not Shipped in Line Status field
under Shipping Transaction Form, then we will not get order details.
It is advisable to select blank in Line Status field to avoid such errors.

54

5.4 To cancel an order

Navigate to Order Entry form. Click Actions->Select Cancel to cancel the order.
Once an order is created, it can only be cancelled. We cannot delete the order.
We can cancel the order only when the order is in not picked state. If any order is
already pick released, we need to back order the quantities.

5.5 How to Backorder

To back order the quantity, press Ship Confirm button in shipping transaction
form.
Select radio button Back Order All from the pop up and click OK.
Quantity will get back ordered.

5.6 Line Status of Shipping Transaction Form after Ship Confirm.

Line status of order line after shipment under shipping transaction form should be
Interfaced which means the shipment data has been transferred to interface
table.
If the line status after Ship Confirm is showing as Shipped instead of interfaced,
then it means program Interface Trip Stop-SRS has not been completed
successfully. In that case, this program needs to be run manually.
Navigation to run this program is as follows-05 ONT Sales Admin-BA General User-XXX
ShippingInterfaceRunSubmit the program with Delivery ID in
parameters.

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[email protected]

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