OUM

Punjab State Power Corporation Limited (PSPCL).

DO.070 Oracle Purchase, Procurement Contract User
Manual.

Author: Vishnu Sharma.

Creation Date: July 15, 2021.
Last Updated: July 23, 2021.
Document Ref: RD.140 of Oracle Purchase.
Version: Draft.

Approvals:

<Approver 1>

<Approver 2>
1 DOCUMENT CONTROL

1.1 Change Record

4

Date Author Version Change Reference

July 15-2021. Vishnu Sharma. 1 No previous document.

1.2 Reviewers

Name Position

Document Control ii
Contents

1 Document Control ..............................................................................................ii

1.1 Change Rec ord .................................................................................................... ii
1.2 Reviewers............................................................................................................ ii

2 Introduction........................................................................................................ 5
2.1 Preface................................................................................................................ 5
2.2 Oracle Purchasing Terminology. ........................................................................... 6
2.3 Purchasing Cycle. ................................................................................................ 7
2.4 Abbreviations ....................................................................................................... 8

3 Login OrAcle applicAtion. .................................................................................. 9

3.1 Choosing a Responsibility. .................................................................................. 10

4 Entering Requi sitions:...................................................................................... 11

4.1 Creation of Purchase Requisition ........................................................................ 11
4.2 USING THE TOP TEN LIS T................................................................................ 13
4.3 ORA CLE APPLICA TION TOOL BAR................................................................... 14
4.4 To Change password form level .......................................................................... 15
4.5 E XITING THE ORA CLE APPLICA TIONS ............................................................ 17
4.6 Requisition Headers ........................................................................................... 18
4.7 Requisition Line Details ...................................................................................... 19
4.8 Attachment in Purchase Requisition .................................................................... 25
4.9 Forwarding And Approving Purchase Requisition ................................................. 30
4.10 Approving a requisition ....................................................................................... 31
4.11 Action History..................................................................................................... 37
4.12 Ammendment / Cancellation of Requisition .......................................................... 38
4.13 Performing Amendment / Canc ellation by Preparer / Approver .............................. 38

5 Auto Creating Request for Quotation (RFQ) From PR. ..................................... 41

5.1 Manual Creation of RFQ‟s Without Requisitions: .................................................. 45
5.2 Entering RFQ Header Information ....................................................................... 46
5.3 RFQ Lines. ........................................................................................................ 48
5.4 RFQ SHIPMNE TS .............................................................................................. 49
5.5 RFQ TE RMS...................................................................................................... 50
5.6 RFQ SUPP LIE R LIS T. ........................................................................................ 50

6 Quotations........................................................................................................ 55
6.1 Overview ........................................................................................................... 55
6.2 Copying from a RFQ........................................................................................... 55
6.3 Copy Document options...................................................................................... 56
6.4 Manual creation of Quotations ............................................................................. 58

Document Control iii

7 Quotation Analysi s and Approval..................................................................... 63

8 Spot/Standard Purcha se Orders (Spot Purcha se). ........................................... 71

8.1 Auto Creating Purchase Orders from Requisitions ................................................ 71
8.2 Spot purc hase form Approved Quotation. ............................................................ 75
8.3 Manual Entry of Purchase Orders ........................................................................ 77

9 Purcha se Order Status in Purchase order summary. ....................................... 92

10 View Action Hi story .......................................................................................... 95

11 COP YING PURCHAS E ORDER. ....................................................................... 98

12 PURCHAS E ORDER CANCELLATION. ........................................................... 100

13 Blanket/Rate contract po. ............................................................................... 104

13.1 BPA line details ................................................................................................ 105
13.2 BPA Terms details............................................................................................ 105
13.3 Price Break ...................................................................................................... 107

14 Blanket Purcha se order release. .................................................................... 108

15 Planned purchase order/ quantity base Aggrement po. ................................. 112

15.1 Release/Sub Po as per Planned Purchase Order. ............................................. 114

16 IR proce ss ...................................................................................................... 116

16.1 IR creation proc ess by purchasing department. .................................................. 116
16.2 SEMS inspector assignment. ............................................................................ 117

17 Open and Closed I ssue s ................................................................................ 119

17.1 Open Issues .................................................................................................... 119
17.2 Closed Issues .................................................................................................. 119

Document Control iv
2 INTRODUCTION

Punjab State Power Corporation Limited (PSPCL) is a government Organization and it is

responsible for the distribution, Generation, Transmission of power across state of Punjab.

The main functions of PSPCL at the company are to:

 Manage the Company Assets, Facilities, Infrastructure, and Projects.

 Manage all the generation plants, transmission (<66KV) and distribution lines etc.
 Undertake Financial Management and revenue collection from all relevant sources
and expenditure payments.
 Act as a provider of Human Resources and administration support for the
organization.

 Managing the supply chain operations.

This document contains the PSPCL Oracle Purchase process events and flows which will be
configured in Oracle E-Business Suite.

The Future Process Model documents the triggering events that drive the business areas
that are to be automated and describes the future business process that the business
executes in response to each of those events as a set of one or more activities.

2.1 Preface

This user Manual is a role-based document that provides specific user procedures to follow based
on the user‟s role. The contents of this user manuals is applicable for end users who will
responsible for Transaction entries as well as key users who will be responsible for approving and
entering transaction in Oracle Purchase.

Other top management users may have access to Oracle Purchase through Inquiry and printing
reports only.

The Identification of who access what will be defined in the security profile document that will limit
the user‟s access to their specific responsibilities.
Topics discussed are:

 Online Purchase indent/Purchase requisition.

 Request for quotation.
 Receiving quotation for supplier.
 Comparative statement analysis.
 Spot purchase order.
 Planned purchase order.
 Rate contract purchase order.

Introduction 5 of 115
  Release of contract base agreement.
 Approval.
 Standard reports and listing that are used by the company.

2.2 Oracle Purchasing Terminology.

Terms used in the conventional purchasing system and as referred in Oracle Purchasing may be different.
A brief explanation of the „Oracle Purchasing‟ terms vis-à-vis the existing terminology is provided the
following paragraphs. These terms are extensively used in documenting the „Purchasing - To Be‟ flows and
it is recommended that the various users of this system get acquainted with the same.

Requestor: Any Employee who requires specific items to meet his operational needs. Requestor may or
may not have the system access to enter the on-line requisitions. Requestor with no computer access will
give their requisitions manually on pre-printed requisition form to the requisition ‘Preparer‟ within the
concerned department.

Preparer: Employee in a department with the responsibility of entering Purchase Requisitions in the
system.

Approver: Employee with the responsibility and authority of approving the requisition and / or the
Quotation Analysis Document and / or the Purchase Orders.

Buyer: Employee in the Purchase Department with the responsibility of entering the Requests for
Quotation, the Quotations received from the Supplier and the Purchase Orders in the new system.

Requisition: Synonym for „Indent‟.

Request For Quotation (RFQ): Synonym for „Inquiry‟. RFQs are sent to the vendors, requesting them for
their quotations for the items / services required to be purchased.

Quotation: Quotations are the „Vendor Offers‟ for the required items / services.

Quotation Analysis: It is a „Comparative Statement of Quotations‟.

Standard Purchase Order: Standard Purchase Orders are created for purchase of various items /
services where details such as the quantity to be purchased and the negotiated costs.

Blanket Purchase Agreement: Blanket purchase agreements are signed with the vendor for the supply of
goods / services over a period. Such agreements can be used when details of the goods / services you
plan to buy from a specific supplier in a period are known, but you do not yet know the details of your
delivery schedules. They can also be used to specify negotiated prices for your items before actually
buying them.

Blanket Release: You can issue a Blanket Release against a Blanket Purchase Agreement to place the
actual order with the vendor. The Releases should be within the Blanket Agreement effectively dates.

Planned Purchase Order: It is a long term agreement committing to buy items / services from a single
source. The tentative delivery schedule is given to the vendor along with other details like quantities and
estimated costs.

Introduction 6 of 115
Schedule Release: This document is issued to the vendor against a Planned Purchase Order to place the
actual order. This document will confirm the specific quantity and delivery date to the vendor.

Auto-Create Document: Purchasing provides automatic creation capabilities for documents. Buyers can
quickly create Planned/Standard purchase orders/ RFQs from any available standard purchase requisition
lines. The purchase requisition lines can be for predefined items or one–time items.

2.3 Purchasing Cycle.

Requisitions: Requisitions generated by various departments of your organization. They basically say
that „I WANT THIS ITEM‟ mentioning the item quantity and required date

Request for Quotation: The purchasing person sends the requirement to various suppliers giving details
of the item and can also specify own terms and conditions such as payment terms, price etc.

Quotations: The Supplier responds to the RFQ and sends their quotations mentioning details of the item
and all their terms and conditions regarding payment terms, discount, delivery schedules, etc.

Purchase Orders: The quotations received from various suppliers are compared and PO made for them
in which all the terms and conditions of the firm are mentioned as regards to Payment, price, etc.

Receiving Goods: Suppliers ship the goods, which are received in your organization

Payments: After clearance from the receiving department about the receipt of goods, payments are made
to the suppliers.

Close the PO: After the items are received, payments made you can close the PO.

Introduction 7 of 115
2.4 Abbreviations

Abbreviation Description

PSPCL. Punjab State Power Corporation

Limited

ERP. Enterprise Resource Planning.

PR. Purchase Requisition.

PO. Purchase Order.

PPO. Planned Purchase Order.

BPA Blanket Purchase Agreement.

DOA. Department of Approval.

CDP Contractual Delivery Period.

NDC No Dues Certificate.

EMD Earnest Money Deposit.

PEMD Permanent Earnest Money Deposit.

PPC Project base Committee.

WTD Whole time Director.

BOD Board of Director

Introduction 8 of 115
3 LOGIN ORACLE APPLICATION.

To start Oracle Applications, you need to:

 Start up your computer system
 Start your Web Browser
 Start the Oracle Applications program
 Log on to Oracle Applications
 Choose a responsibility
 Navigate to an application window

After starting Oracle Applications, the first window you see is the sign–on window.
You need an Oracle Applications username and password, also known as an Oracle Applications sign–on,
to log on to Oracle Applications. It is different from the username and password you use to log on to your
computer. If you are not sure of your Oracle Applications sign–on, consult your system administrator.
Oracle Applications security is based on your Oracle Applications sign–on. Your sign–on connects you to
your responsibilities, which control your access to applications, functions, reports, and data.

To Log on to Oracle Application:

1. Enter your username in the User Name field.

Attention: Do not press [Enter] after entering each item, as [Enter] is normally used to accept the default
button. Instead, use [Tab] or the mouse to navigate between fields.

2. Enter your password in the Password field.

3. Choose Connect.
Notice your password does not appear as you type it, to prevent others from seeing it. Keep
Your password confidential to prevent access to Oracle Applications by unauthorized users. After
successful login, responsibility list will come.

Login OrAcle applicAtion. 9 of 115

3.1 Choosing a Responsibility.
If you are an authorized user of Oracle Applications, one of two things occurs after you
Sign on to Oracle Applications:

 The Navigate window appears listing your current responsibility in the window title.
 A window containing a list of responsibilities appears.

To choose a responsibility:

If your sign–on displays a Responsibilities window, use one of the following methods to choose a
responsibility:
1. Use the [Up arrow] and [Down arrow] keys to select a value and press [Return].
2. Use your mouse to select a value and choose OK.
3. Double–click your mouse directly on a value to choose it.
A Navigate window appears displaying the name of the responsibility you choose. You are now
ready to start working.

Click on purchase requisition to any form.

Login OrAcle applicAtion. 10 of 115

4 ENTERING REQUISITIONS:

Purchase Requisition is the document by which the Purchasing Authority is requested to procure goods
and services. The Purchase Requisitions shall carry all relevant details about the items or services to be
procured and the following are the key data elements in a Purchase Requisition.

1. Item Code and or Description of the Item to be procured along with the Item Category
2. Quantity Required and suggested Price
3. Date when the goods are required. (Need by Date)
4. Justification for the requirement
5. Place and the store where the goods are required
6. Suggested Supplier Name and site
7. Accounting information
8. The Requestor name

4.1 Creation of Purchase Requisition

In the manual creation of Purchase Requisition Process, Purchase requisitions are raised by using the
Requisition Entry Screen where all details about the required item / service are entered and the document
is submitted for Approval.

During the manual creation of Purchase Requisitions, the following information has to be entered:

Requisition Headers: This is where the Requisition Number and preparer name is captured along with a
brief description for the Requisition.
Requisition Lines: In Requisition lines, the information on the Item/Service requested and the pric e,
required date and all other information about the item, that is being requested must be entered.
Distributions: In this zone, the accounting information for the requisition line will be automatically created
depending on the nature of the item.

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To expand or collapse the navigation list:
1. Choose one of the following methods to expand an expandable item to its next sub–level:
 Double–click on the item.
 Select the item and choose Open.
 Select the item and choose the Expand button.
2. Choose one of the following methods to collapse an expanded item:
 Double–click on the item.
 Select the item and choose the Collapse button.
3. To expand or collapse several items at once, choose one of the following buttons:
 Expand All Children  Expand all the sub–levels of the currently selected item.
 Expand All Expand all the sub–levels of all expandable items in the navigation list.
 Collapse All  Collapses all currently expanded items in the navigation list.

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4.2 USING THE TOP TEN LIST

If there are forms that you use frequently, you can copy them over to a navigation top ten list
located on the right–hand side of the Navigate window. The top ten lists display your forms
numerically so you can choose them instantly without having to search for them in the navigation
list. You can add a maximum of ten forms to the top ten lists and you can create a different top ten
list for each responsibility you have access to.

Note: A top ten list is unique for the responsibility and user sign–on combination you use.

To create Navigation top ten list:

1. Select a frequently used form from the navigation list.
2. Choose the arrow pointing to the Top Ten List.
The form now appears in the navigation top ten list preceded by a top ten list number.

To open a form from the navigation top ten list:

1. Type the top ten list number that precedes the form you want to open. You can also select the
form you want and choose Open, or double–click on the form name.

Notice that the name and description of that form also appear in the current selection fields
Above the navigation list.

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4.3 ORACLE APPLICATION TOOL
BAR
You can invoke functions that are identical to specific menu items by choosing buttons from
the toolbar. The toolbar replicates many commonly used menu items so you can invoke heir
actions quickly without having to search for them in the menu. The following table is
representing the applications toolbar.

Save Save and Pending Changes

Print Prints the Current Screen

Find Invokes the Query Mode

This will show the main Navigator
Show Navigator Screen
Switch
Responsibility This will Switch the Responsibility

Close Form This will Close the Current Form

New Record Creates a New Record

Clear all data pertaining to the current
Clear Record record
Deletes thee current record from the
database
(NOTE : You must Save to complete
Delete Record delete)
Opens the Editor window for current
Edit field

Translations Opens the Translation Window

Attachment Opens the Attachment Window

Display General help for the current
Window Help application

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list of keyboard shortcuts:

4.4 To Change password form level

1. Click in the Navigate window or choose Navigator from the Window menu to make the Navigate
window active.
2. Choose Change Password... from the Edit, Preferences menu, to display the Password Update
window.

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3. Enter your old password in the Old Password field.
4. Enter your new password in the New Password field.
5. Enter your new password again in the Re–enter New Password field.
6. Choose OK.

If the second entry of your new password does not match your first, Oracle Applications asks
You to re–enter your new password again, until both entries match. Your new password takes
effect immediately.

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Note: If you change your mind and do not want to alter your password, choose Cancel to close the
Password Update window.

4.5 EXITING THE ORACLE

APPLICATIONS

When you complete your work, you can choose to save or discard any unsaved work in your form(s) before
exiting Oracle Applications.

1. Choose Exit Oracle Applications from the Action menu. If there are no changes to save in your
window or windows, Oracle Applications asks you to confirm your exit.
2. Choose OK to exit Oracle Applications and return to your desktop. If there are recent changes that you
have not yet saved, a window appears as shown:
3. Choose Save to save the changes before exiting. Choose Discard to exit without saving any changes.
Choose Cancel to close this window and cancel the exit.

Online Purchase Indent/Purchase Requisitions:- To find the Oracle purchase requisition form, double-
click on “Requisitions”. The following window will appear:

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4.6 Requisition Headers

 Select the requisition type as „Purchase‟. This will default when the form is opened.
 Enter the requisition title in the „Description‟ field - This could be a brief narration of the requisition.
 The rest of the information at the header like preparer, status and total etc. will be appearing by default
based upon the employee name attached to the user and the system setup.
 Data entry begins in the PR header section. The header section contains general information about the
PR type, such as the description, the preparer and so on. The header also contains the Description
field that preparer my use to enter the business justification.
 You will notice that the preparer field is already populated with your name.

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4.7 Requisition Line Details

Requisition Lines

 Navigate to the Requisition Line Region

 Enter a line Type for the requisition line. Line types help in defining the categorization of the items. The
default Line Type is Goods. Additional Line Type such as Services, outside process has been defined
to meet the requirements of PSPCL. Based on the kind of items / services to be entered on the
requisition line, the user should select the appropriate line type.
 If the item is defined and assigned to the Ship-To inventory organization, then select the appropriate
item code.
 If the item is not defined & goods have to be procured, then the requisitioned will skip the item field and
enter the item details in the description field after choosing the appropriate purchasing category
combination.
 In case the requisition template is defined, the requisitioned may refer the „Catalog‟ option when the
Item is not defined . This is done by selecting the „Catalog‟ button and using the related „Requisition
Template‟. All the related requisition lines for that item will be defaulting and the user will only be
entering the required quantity in the related field. Similarly, the item and value can be chosen from the
Prior purchases window or from the Negotiated Sources options under the catalog.
 Enter the purchasing category. The category cannot be changed if an item code is entered in the Item
field. The category shall default from the Item category as entered at the item level.
 When an item code is entered, purchasing displays the item description from the Items window. This
description can be changed, as the item is defined with “Allow Description Update” attribute checked.
 Enter the Quantity for the item being requested.

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  Enter the UOM (Unit of Measure) to be used for the requisition line. If an item code is entered,
Purchasing defaults this UOM from the Item Master.
 Enter the unit Price for the item. The price can be entered in decimal format. If an item code is entered,
Purchasing defaults the list price for this item, but the user can change this value.
Enter the Need by date for the requested items. A date greater than or equal to the requisition creation
date must be entered. This is the date by which the goods / services are needed by the
.

Click on the Item field. Enter the item for which the requisition is being raised. You can search for the item,
if you do not know the full item number. Click on Ctrl+L or %% tab List of Values and will come .
Alternatively, if you know few characters of the item enter then enter some of the character & then use %
and press the TAB key. List of item will come & select the item name as per requirement.

On the basis of item category will come by default. Scroll to the right of your screen and enter the quantity
that you wish to raise the requisition for. If you know the price of the item, you may enter it in the price
column.

Enter the
organization field
and location of
the company

The Preparer Name automatically Defaults. Enter Item Number, Qty, price and Need by date. Then Click
Distribution and ensure whether the account information correct.

Click on Source details tab of there is any note to be put for the buyer. Buyer who makes purchase order.

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Enter the Requisition Distributions

 Navigate to the Distributions window by selecting the Distributions button in the Requisitions window.
 Enter the Quantity. In case of multiple distributions, quantities must total to the requisition line quantity.

The Account Generator, (a function provided by the Application to generate account codes ) will generate
the following accounts in the distribution region.

 Charge: The charge account

 Accrual: The AP accrual account
 Variance: The invoice price variance account
 Budget: The budget account to account for encumbrance
Note: With one exception, the user cannot create or update these accounts manually. In case the
requisition line destination type is “Expense", the user can change the default charge account supplied by
Account Generator. Account Generator automatically builds the accounts (charge, variance, accrual &
budget) based on the logic specified as part of the setup.
If the destination type is Inventory, the account codes cannot be changed.

Then Click Distribution and ensure whether the account information correct.

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Then save the information. Requisition number is generated automatically. Click on the Approve Button.

Requisiiton number has been generated.

Apply Taxes to the Requisition:ToolIndia tax details.

Entering Requisitions: 22 of 115

System will open as new screen to apply GST tax.

Select the line on to which tax category to be applied. Use Ctrl+L or %%+Tab or enter the exact name tax
name which is to be applied.

Save the details by using Ctrl+S. System will automatically apply tax as per tax category.

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Use the scroll bar to move toward right to see the details.

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Now exit form the form by closing it & system will ask for the save or not confirmation click on yes & system
will give the confimation message.

4.8 Attachment in Purchase

Requisition

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As soon we click on attachement the system will open a new window.

Selcte the category as per requirement.

Select the data type if a specific file has to be the select the file type as file, If long text has to be write the
select the as long text.

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In the back ground system will open a web page where file has to be uploaded.

Click on browse.Select the file document which is to be uploaded.

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Click on open.

File has been selected for upload on purchase requisiiton.Click on submit.

System will give the confirmation.

Go back to the main page click on yes.

Click on yes.

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Open document have been enable. Click on open document if user want to see the uploaded document.

System will give the message.Either open the file or save the file.

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4.9 Forwarding And Approving
Purchase Requisition

Click on appove.
 Navigate to the Approve Document window by selecting the Approve button. The requisition approval
power is controlled as per the rules framed in the Requisition Hierarchy. The requisition preparer will
only forward the document to the requisition approver for further action.
 Following are the approval actions available for the preparer and the approver. There are two different
actions and two separate check boxes are available for these actions. If both approve and forward is to
be applied then both check boxes have to be selected.
 Approve - Approve the document. (Applicable when the approver and the preparer are the same
person). The preparer will choose this option always to ensure that the document entered automatically
gets forwarded to the immediate supervisor as defined in the approval hierarchy.
 Forward - Forward the document to the approver.
(Note: If a requisition has to be approved by more than 1 person or if some action is needed to be
performed by a different approver, then the preparer shall have to select both the Submit for Approval
and the Forward option.)
 Approval Hierarchy and the forward to employee name will appear by default in the corresponding
fields. If the default forward to is not appropriate then choose an appropriate employee name to whom
the requisition must be forwarded.

Entering Requisitions: 30 of 115

 Enter notes in the Note field. This note will be appearing in the notification window of the „Forward To‟
employee.
 Select the OK button.

4.10 Approving a requisition

This action will be taken by the Managers of the concerned purchasing authorities and others who are
authorized to approve requisition and defined in the system accordingly. The designated approver will
navigate to the notification summary screen to perform this action.

Now as per the hierarchy system will send the notification to concern person.

VIEWING REQUISITION STATUS:

The status of the requisitions submitted for approval can be viewed from Requisition Summary form. Here
all requisitions could have any one of these statuses i.e. Approved, In process, Pre-approved or
Incomplete.

If the requester has sufficient approval authority the document status will be approved. Else it would show
a status In Process. The document will be available with the next person in Requester‟s Hierarchy .

Navigation: Requisition > Requisition Summary

In Requisition Summary form, one can view requisition status using various sorting criteria. User has to
select a criteria, from the various options available in the Find requisitions form. Screenshot of Requisition
criteria form and Requisition summary form are given below:

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Click on find

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The current status of the document including action taken on it can be viewed in the View Action History
Window by the requester Tools menu.

Viewing Approval History:->

ToolView Action history.

Now approver will login by his /her user name & password & system generated notification will be received
in to his notification.

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Approving a requisition

This action will be taken by the approver of the concerned purchasing authorities and others who are
authorized to approve requisition and defined in the system accordingly. The designated approver will
navigate to the notification summary screen to perform this action.

Login screen of approver:->

Open the notification.

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Now the approver can take one of the below actions:

 Approve - This action will be performed by choosing the Approve option. This will forward the
documents automatically to the next higher authority in the approval process if the approver does not
have adequate approval limits. Any other information can be entered in the Notes Field.
 Approve & Forward –This action will be performed by choosing the said option and entering the
Forward To person name. If this option is chosen, the document will be forwarded to the specified
person with the status of either In process or Pre-approved depending on the approval limits of the
forwarder. Enter the notes to convey any information to the receiver.
 Forward – In case the concerned manager does not have approval power or he wants this requisition to
be approved by someone else, then he can forward the same to others using this option after selecting
the name of the employee whom he is forwarding the requisition to.
 Reject – This decision will return the requisition to the requisition preparer. Always enter the cause of
rejection in the „Note‟ field.
 Reassign – In case this notification is to be assigned to be someone else, then using this option, one
can reassign the notifications.
 Request Information – Using this option, one can ask for more information either from the requestor or
from someone else.
After any of the actions above, a notification would be sent back to the requisition creator.
Note:

• After approval, the requisition lines are transferred to the Requisition Pool for further action by the
concerned buyer only when there is a buyer defined in the Purchase Requisition.
• In such a case, where a new item code is assigned, the buyer should modify the requisition line (using
Core Purchasing > Auto create > Tool > Modify option) after the item is created and process the same
for procurement/fulfillment. Intimation of such changes to requester is to be controlled manually.

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Requisition can be open by approver to see the further details by clicking on the open documents.

Login as the preparer & system will sent the notification in the preparer notification box.

Preparer can open notification by clicking on it.

Status can be seen from the requisition summary.

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4.11 Action History.

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4.12 Ammendment / Cancellation of
Requisition
Overview: Requisitions prepared by the Users can be amended either by the Users or by the Approver of
the document if they deem it fit or by the Buyer where necessary.

Where the Users who created the requisition want to amend the same, they can do so any time until the
Requisition is converted into a Purchase Order/Release. The approvers can amend only if the document is
pending for approval with them. Buyers can amend the requisition only after the requisition is approved and
awaiting further action in the Requisition Pool.
Similarly, only the preparer of the requisition (Owner of the document can do cancellation of requisitions) or
any person defined as the Buyer & the requisitions are submitted for approval (status other than
incomplete). The Owner can cancel such requisition only until the requisition is converted into a Purchase
Order. Once converted, only the buyer can cancel the purchase Order and also cancel the underlying
requisition. However, this cancellation by the Buyer would be only optional so that the buyer cancels the
Requisition only when found necessary/relevant or when he has received a communication to this effect
from the Requestor.

The pre-requisites for cancellations are process dependent and hence covered as part of the amendment
process in the subsequent pages.
necessary/relevant or when he has received a communication to this effect from the Requestor.

4.13 Performing Amendment /

Cancellation by Preparer /
Approver
Navigation: Requisition > Requisition Summary

• Using the „Requisitions Summary‟ in Oracle Purchasing, Users to query for the requisition that needs to
be amended or cancelled.
• For the purpose of amendment:
Select appropriate requisition & click on “Find” button. Only the Requisition with „incomplete‟ or
„rejected‟ status can be opened. On opening of the requisition, necessary amendments could be
performed on the requisition before submitting for approval by the preparer.

• For the purpose of Cancellation:

Select appropriate requisition, Click on Tools Menu and Control Function. The Preparer can cancel
only the requisitions that have a status of „Approved‟ and „Pre-approved‟.

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• Where the requisition is pending for approval, the approver can amend the requisition during the Edit
requisition function and then exercise his approval authority. The approver can review the requisition
based on the links provided in the approval notification.
• Where the approver wants the amendments to be performed by the preparer, he/she can then reject
the requisition with appropriate comments to inform the preparer of the required amendments.
• After withdrawing, the preparer can then make necessary amendments to the Requisition as desired
and resubmit the same for approval.
• If a requisition needs to be cancelled, the Users can use the Cancel function to perform the same. As
stated earlier, a requisition can not be cancelled if it has been placed on a Purchase Order/Release.

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Status of Requsition will become cancelled.

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5 Auto Creating Request for Quotation (RFQ) From PR.

RFQ's are primarily inquiry letters inviting select suppliers to submit their bids or quotations for supply of
specific items/services.The RFQ‟s can be communicated to the supplier either through Telephone, Written
Mail or through email.

RFQ‟s can either be manually entered where there are no Purchase Requisitions or can be auto created
from approved or unapproved requisitions.

Navigation: Purchasing Responsibility > Auto create

 These autos create documents process is used for auto creating the Standard PO, RFQ, Planned PO
and Blanket Release.
 Based upon the type of requisitions, the buyer will be entering the „Approved‟ option as either Yes or No
in “Find Requisition Lines” window.
 In the auto create documents window, the name of the employee who has logged into the system will
be defaulting as the buyer name. The buyer will not be able to override the name and will be able to
auto create RFQ‟s or any other purchasing documents only for the purchase requisitions assigned to
him by the manager of the concerned purchasing authority.
 The following are the important fields in refining the search for eligible purchase requisitions for auto
creation process.
 Status “Approved” to find approved requisitions
 Enter Item Code to find requisitions for specific Items
 Enter Requisition Number to find specific requisition
 Enter Preparer or Requestor name to search for requisition from specific person
 Search by Item Description
 Line Type – Goods or Service
 Press the Find button and view the requisition lines. The list of the requisition lines as per the entered
selection criteria will appear as shown below.
 The buyer would first select the requisition line and then choose the Action as „Create‟, Document Type
as „RFQ‟ and grouping method as „Default‟.

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Click on Auto Create form.

(Clear all the Defaults) Enter Requisition Number/ Item Number or some other information and select the
exact requisition(s) you want to create the RFQ.

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Click on find .

All approved PR will come .

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Select the PR line for which RFQ to be made.

Select Action Create

Document Type Select RFQ

Grouping Default will group same items across requisition.

Click on „Automatic‟. This opens a new screen called New Document

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 Select RFQ type as BID RFQ.Click on create. Now find the RFQ number. Enter the RFQ Type as „Bid
RFQ „from the list of RFQ Types (Standard RFQ, Bid RFQ, and Catalog RFQ). Choose the Supplier
List Name if a list of suppliers by nature of the items supplied has been defined else leave the field
blank and the suppliers can be attached to the RFQ after creation of the Document.

5.1 Manual Creation of RFQ’s Without

Requisitions:

Navigation: RFQ’s and Quotations > RFQ’s

Request for Quotations can also be manually created without any requisitions.

The RFQ has following critical components:

o RFQ Header
o RFQ Lines
o Shipments
o Terms
o Suppliers

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5.2 Entering RFQ Header Information

Refer Screenshot below.

Click on Open.

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 In case of auto created RFQ‟s, most of the RFQ header information will automatically be copied from
requisitions while they have to be filled up manually in case of manual creation. In case of auto created
RFQ‟s, modify only the relevant fields from out of the fields discussed below.
 Following are the details of the RFQ header.
 Choose the appropriate Type of RFQ to be created.
 Bid RFQ is to be used when the RFQ is for supply of specific Items/Services with specific Quantity and
a specified Location. These types of RFQ‟s are classified as BID RFQ‟s where the suppliers will bid for
the specific work. These RFQ‟s are for clearly defined works such as Properties Works, Supply of
special items where full detail of the shipment is available etc
 Enter the Ship-To and Bill-To locations for the items on the RFQ. Ship To and Bill To information will
come default from the Set-up Options but the buyer will have the option of modifying these locations if
required.
 Use the Status field to control the status of the RFQ. Following are the type of
 Status in RFQ and quotations:
 In Process - The initial status when you create the RFQ. The RFQ should be maintained in this status
until the completion of the data entry.
 Active - Choose this status when the RFQ is complete and you are ready to send it to your suppliers.
Only Active RFQ‟s are printed.
 Closed - Choose this status to close the RFQ when all suppliers have responded or when responses
are no longer required. When an RFQ is closed, Purchasing deletes all follow up notifications
associated with it.
 Enter the due date by which the suppliers have to reply. This will be the last date upto which supplier's
quotations will be accepted by the company. (Purchasing knows that whether a supplier replied to an
RFQ if a quotation is entered for this supplier referencing the RFQ).

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 Enter the reply/receive via code for the method the supplier should preferably use to send the
quotation. For example the values can be Fax / Email / Post.
 In the description field, enter a brief narration of the RFQ to identify the purpose of RFQ.
 Enter the close date for the RFQ. This will be the date on which quotations from all the suppliers would
be done (like tender opening date).
 Select 'Require Quote Approval' to enforce approval of any quotation referencing this RFQ before the
quotation can be used for a purchase order.
 Purchasing displays the user's name as the buyer.
 Enter the beginning and ending effectivity dates for the supplier quotation. This will normally be the date
range for which a valid quotation is being requested from suppliers.
 Choose the Currency in which the suppliers have to quote. The default will be functional currency (INR)
in Set of Books. This field is irrelevant as the suppliers can quote for supply of goods in any currency.

5.3 RFQ Lines.

 In case of auto created RFQ‟s from requisitions, most of the details in the Lines Region will get copied
from the Requisitions. Review the lines and then modify where necessary. In case of manual creation,
the line level information has to be entered manually.
 Following are the important details of the „Lines Region‟.
 Line type will be GOODS by default. Change where required.
 The item description, purchasing category, and unit of measure will be automatically retrieved from the
requisition in case of autocreated RFQ‟s. Else choose the appropriate Item code & rest of the fields will
default from Item Master. In case of text items (where the item code does not exist), choose the
relevant PO Item category and enter the description & UOM.
 Enter an optional target price for the RFQ line. If the user does not wish to indicate any target price, the
field will be kept as zero value. However this will not be printed in the RFQ letter that will be sent to the
Suppliers.
 Following are the important details of the „More‟ region of the RFQ lines
 Select the More alternative region in the RFQ‟s window
 Enter the Minimum Order Quantity for the item on the RFQ line. This quantity is to indicate to the
supplier that this will be the minimum committed quantity to be purchased from the supplier.

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 Enter the Maximum Order Quantity for the item on the RFQ line. This is to indicate to the supplier that
in no case the quantity to be procured from the vendor will be exceeding this quantity. This information
is only indicative and need to be filled only when it is required to be communicated to the supplier.
 Enter a note to the supplier about this item. Mention any special instructions or packing requirements
for this item.

5.4 RFQ SHIPMNETS

Navigation: RFQ‟s and Quotations > RFQ's > (B) Shipments.

The Shipment information in the case of Bid type of RFQ‟s must be filled with the quantity and the
destination details. This will be printed in the RFQ document being sent to the suppliers where in the
quantity requirement details will be printed. Navigate to this form by selecting the Shipments Button in the
RFQ form.
 Choose the Inventory Organization where the goods are to be delivered or the respective organization,
which is responsible for the work, as the case may be.
 Choose the appropriate ship to location for delivery of goods or Services. Choose the location, which is
relevant to the inventory organization. Based on the Location to Inventory Organization assignment, the
Ship-To org would normally default.
 Enter the quantity required by the organization for which the supplier is being asked to quote. Enter the
date by when the quantity is required in the Need by Date column. The Price column would show the
price as in the RFQ lines.
 If the quantity is required in multiple shipments, then enter multiple shipment lines in a similar fashion
as described above.

 Other fields in this region are default from the set-up. Do not modify them.

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5.5 RFQ TERMS.

Click on terms & small window will come where payment Terms & note to supplier will come.

The Terms, under which the quotations are being called for, can be entered in the Terms form. Navigate to
the Terms form by choosing the Terms button in the RFQ form.
 Payment Terms: Choose the Payment Terms applicable from the list of pre-defined payment Terms.
Leave the field blank if supplier has to quote the terms.
 Freight Terms: Chose the appropriate freight terms applicable to determine mode of shipment. Leave
this field blank if supplier has to quote the term.
 Carrier: Use this field to mention the Company's Freight Forwarder Details for the RFQ. Leave this field
blank if the same is not relevant.
 FOB: Chose the appropriate FOB Point when the ownership of the goods gets transferred to.
 Note to Supplier: Enter any special note to the Supplier in this column. This note will be applicable for
the entire RFQ and will be printed in the RFQ form.

5.6 RFQ SUPPLIER LIST.

RFQ supplier list-Manual entry.

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 Navigate to the RFQ Suppliers window by selecting the Suppliers button in the RFQ‟s window.

Click on Supplier.

 Enter the name of the active Supplier to be placed on the RFQ Supplier list. The list of values displays
the supplier name.
 Enter the Supplier Site to be placed on the RFQ Supplier list for this supplier. Choose the name of the
Contact for this site if defined at the time of supplier master definition.
 For each supplier, there is a display of the responded date. This responded date is the receipt date
recorded for the quotation from the supplier.

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 For each supplier, there is a display of the printed and responded dates as well as the count of the
number of times the RFQ has been printed. The responded date is the receipt date recorded for the
quotation from the supplier.
 The Include In Next RFQ Printing check box is checked when a supplier is added. Printing the RFQ for
a supplier can be postponed by deselecting the check box. After printing the RFQ for a supplier,
Purchasing deselects this field. If the RFQ has to be reprinted for a supplier, the user must use this
window to select the field again.
 Enter a unique sequence number for the supplier on the RFQ Suppliers list. Purchasing uses this
sequence number to print the RFQ‟s for these suppliers.

RFQ SUPPLIERS LIST – ADD FROM LIST.

 Press the „Add From List‟ button in the RFQ Suppliers - RFQ Number‟ window. This would open
Supplier Lists form with supplier count in each list. Please note that this list should have been defined
already to use it.
 Select the relevant Supplier List and press Apply. The suppliers defined in the list would get copied to
the RFQ Suppliers.
 There would be a confirmation message that the suppliers have been copied to the RFQ supplier list.
 Now close the Supplier List window and return to the RFQ window.
 Change the status of the RFQ from In Process to Active. Then only this RFQ is available for further
operations like Quotations.

 On closing the base apps RFQ window, the control returns to the India Localization RFQ window. For
details on the Tax entry, please refer PO section

Apply GST Tax on the RFQ:->ToolsIndia tax details.

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Select the tax category as per requirement & save by using CTRL+S.

Line level details will come as per tax category selected.Close the form by using folder icon or by clicking
on * icon.

RFQ PRINT

To take a print of the RFQ created above, navigate to concurrent request as below:

Navigation: Purchasing Responsibility > (T) View > Requests > (B) Submit a New Request > (B) OK
 Type the name of the report as „PSPCL Request for Quotation Report‟ and then press tab.

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 The parameters window would open as below. Select the RFQ number as entered above or enter
the relevant parameters. The To Date would default to the system date and change it if required.
 Press the submit button. Check the status of the report in the Request window.
 If required, press the Refresh Data button.
 After the request is completed successfully, then press the View Output button. This would open the
Please note that this would be a multi-page report if there are more than one suppliers selected
earlier.
 Acrobat Reader application and the output can be viewed here.

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6 QUOTATIONS

6.1 Overview

Quotations are the documents stating the supplier's intent to supply the required goods or services at the
given price and terms. The quotations received from the suppliers may be against a Request for Quotation
(RFQ) sent by the company or may be generic unsolicited bids. In both cases, the details of the quotation
such as the items to be supplied, price, validity of the quotation etc. can be captured using the Quotation
entry form.

The Quotations can be created in either of the following ways

Copying from the related RFQ and then entering only the supplier specific prices and terms and conditions
as quoted by the supplier.
Manually entering the quotation received from the supplier.

6.2 Copying from a RFQ

Navigation: RFQ‟s and Quotations > RFQ‟s > (T) Tools > Copy Document

This is the method of creating the quotations sent by the vendor in response to the RFQ sent to them.
Using this option, the information available in the RFQ can be defaulted onto the Quotation, as lot of
information on the supplier quotation is common to the data in the RFQ. This is the easiest and fastest
method of recording quotations against RFQ‟s. Listed below are the steps:
 Query the relevant RFQ based upon the RFQ number or the supplier.
 The RFQ to be copied to a quotation must have the supplier list attached to it.
 Buyer should navigate to the „Tools‟ menu and select the „Copy Document‟ option for copying the RFQ
onto a quotation. Subsequent to this action, the following window would open. (Please note that RFQ
form in base apps only has the Tools option and not RFQ India Localization form.

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6.3 Copy Document options
 Action: Entire RFQ / RFQ Header Only / RFQ Header and Lines
 It is suggested to use the Entire RFQ or the RFQ Header and Lines options as this will default most of
the RFQ information onto Quotation and reduce the time taken for data entry.
 Quotation number field will remain empty because of the automatic quotation numbering method.
 Choose the appropriate the document Type. All the list of Valid Quotation types associated with the
RFQ Document type will be available to select. (Bid RFQ can be converted to Bid Quotation only
whereas Standard & Catalog RFQ can be converted to Standard/Catalog type of Quotations.)
 Enter the name of the active Supplier and his site from whom the quotation is being received. The
choice is restricted by the list of suppliers who have been attached to the RFQ document.
 Select the name of the Contact for this site if available.
 Select Copy Attachments if you want to include the RFQ attachments on to the quotation.
 Select the OK button to copy the RFQ. Purchasing displays a confirmation message as below and
opens the new quotation in the Quotations window. The quotations will have a system-generated
number.
 If tax details need to be entered, then query the quotations in the India Localization Quotation form and
enter the tax details as explained in the PO section.

 In case of more than one quotation from the same supplier in response to same RFQ number, the
second quotation needs to be entered by the same steps as above.

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List of supplier will come as per the RFQ.Select the supplie from whom quotation has been received.
Click on ok once all required details have been filled.

System will give you quotation number by itself.

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6.4 Manual creation of Quotations

Navigation: RFQ‟s and Quotations > Quotations

Quotations will be created manually in the following situations:

When more than one quotation is received from a same supplier against a single RFQ.

Quotations from monopoly suppliers where there are no competitive quotes available and hence no RFQ
is necessary.
Any other unsolicited quotations received from suppliers, which can be used in the procurement process.
The quotation entry has following components where relevant information has to be captured:
1. Quotation Headers
2. Quotation Lines
3. Quotation Shipment/Price Break Details
4. Quotation Terms
On opening the Quotations menu, normally „Quotation India Localization‟ form would open. On pressing
the Taxes button, „Tax Details India Localization - Quotation Number‟ form would open. The details of
entering the taxes are explained in PO section. Please note that the tax details would need to be
entered for each shipment line.

Each of the critical fields in the quotation entry form is discussed below.

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Quotation Headers

 From the „Quotations India Localization‟ window, press open button to open the base apps quotation
window.
 Quotation number will be automatically assigned by the system on saving the document.
 Choose the appropriate type of the quotation in the Type field: Select Catalog quotation or Standard
Quotation to enter the quotations. Chose any other type of quotation to enter supplier quotation for a
specific provision of goods/service known as Bid Quotations. In the case of quotations copied from
RFQ, the type chosen at the time of copying is displayed here.
 In case of copied quotations, Purchasing displays the corresponding RFQ number from which the
quotation had been copied. In case of entering multiple quotations from one supplier, this field has to be
filled up after entering the Supplier details. For unsolicited quotations, leave this field blank. The RFQ
number can be referenced, only if the supplier is included in the supplier list of the RFQ being referred
and the document types belong to the same class (Bid or Catalog).
 Select the Supplier Name and site from where the quotation has been received. This defaults based on
the selection if the document has been copied from an RFQ. In case the buyer changes the supplier or
supplier site information on this quotation after copying the RFQ number, the system removes the RFQ
number and it must be re-entered.
 Enter the Ship-To and Bill-To locations for the items on the quotation. The default shall be appearing
from the setup, which can be modified.
 Use the Status field to control the status of the quotation:
o In Process - The initial status when the quotation is created.
o Active - Choose this status when the quotation is complete and it is ready to be approved. Only
Active quotations can be compared and approved.

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 o Closed - When a quotation is approved, an expiration date is provided for it. Purchasing sends a
notification when the quotation approaches expiration using the warning delay defined in PO setup.
The user can manually close the quotation to acknowledge the notification. If the user does not
acknowledge the notification by closing the quotation, the status of your quotation is still active.
Closed quotation information cannot be used on purchase orders.
 Ensure that all unapproved quotations received against any RFQ‟s and approved quotations which
have crossed the approval validity period are marked with the Status of CLOSED for better control.
 Enter the Supplier Quote number for reference in the Supplier Quote field.
 Select Approval required indicating that approval is required to purchase goods based on this
quotation.
 The Response Date is the date you actually received the quotation. The system defaults current date
as the response date, but this may be amended by the user.
 Enter the beginning and ending effective dates for the quotation.
 Purchasing displays the user's name as the Buyer. The buyer entered here receives all notifications
regarding this quotation.
 Use the Currency button to enter the currency details of the quotation. The system will default the
corporate rate for the purpose of conversion in case of Foreign Currency quotation.

Quotation Lines
 The details at the lines are similar as that of the „RFQ‟ details. Refer to the RFQ detailing as discussed
earlier for the detail explanation. The information as entered at the RFQ will appear as default in case
of quotations copied from an RFQ. The user will change this information to reflect the quotation details
as sent by the supplier.
 In case of manually entered quotations, the appropriate values should have to be entered in the
quotation lines region. The field information are similar to the one discussed under the RFQ Lines
region.
 Ensure that the base price as quoted by the supplier in the quotation is entered in the Lines region
under unit price column.
 Enter the Notes from Supplier at the line level in the more region - Notes from supplier field.

Quotation Shipments

 The shipment information will be similar to the Shipment information as discussed in the RFQ
Shipments region. Enter the Price quoted by the supplier for the shipments in this region along with the

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 other details. These details will automatically default if the Quotation is copied from the RFQ with Entire
RFQ option. In any other case, enter the shipment details and the price information for the shipment.
 The Payment terms and other information will default based on the supplier master definition, which
can be overridden if they are different.

Quotation Terms
 The terms information are also similar to the RFQ Terms information. However a modification has to be
done to the default values based on the quotation provided by the supplier.
 The following additional information also needs to be entered.
 Received Via: To record the reply mode of the supplier.
 Quote Warning Delay: To identify the number of days in advance, the system should send the
Expiration warning notification to the Buyer.

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 On completion of data entry of the Quotation, ensure that the status of the quotation at the Header level
is set to "ACTIVE". Only active quotations will be considered for quotation analysis and summary report
and for approval.
 Quotations must be approved in order to refer them to any purchasing document.

Like this complete all 3 quotations as per the supplier.

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7 QUOTATION ANALYSIS AND APPROVAL

Navigation: RFQ‟s and Quotations > Quote analysis (Localized)

 The quotation analysis in Oracle Purchasing can be used to compare the various quotations received
from many suppliers.
 Online Quote Analysis will present key details about the quotations being compared based on various
query criteria as discussed below.

QUERYING THE QUOTATIONS

 Select the Related RFQ number in the RFQ field to find all active quotations received against it for
comparison. Then select the Find Button.
 Purchasing opens the 'Analyze Quotations' window and displays in the quotations alternative region all
shipment lines from active quotations
 For each shipment line, Purchasing displays the following information: Quotation number, Supplier,
Item Number, Item Description, Unit Price, Currency, Freight Terms, Payment Terms, Discount, RFQ
reference number etc.
 In the Shipment Approvals region, Purchasing displays all existing approvals for the c urrent line. Any of
the existing approvals can be deleted, or approvals can be added for the current line as described in
the following steps.
 Export the quote analysis to excel file and make additional changes if required, this could be used as
MIS report for the commercial department.

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Ente the RFQ number & then click on find.

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Analysis
 Based upon the relevant selection criteria, the user will be pressing the „Find‟ button and subsequently
the list of the relevant quotation lines will be appearing.
 The following is the details of the „Analyze Quotations India Localization‟ screen after pressing the
„Find‟ button.

Please note the tax details along with the price as below.

QUOTATION APPROVAL

Quotations can be approved using the function „Quotation Approval‟.

Navigation: RFQ‟s and Quotations > Quote Approval

Enter the query criteria to search for the relevant quotations in the „Find Quotations‟ window.

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Click on Approve Entire quotation
The approval can be either to a quotation in full or for a single line (meaning thereby for only one item
among the products offered under the quotation).
 Query for the approved quotation from the quotation form and approve the appropriate lines. Add to
the description of the quotation, the lines approved for the purpose of quick reference.
 If the approval is for the entire quotation, the approval recording can be done by using the 'Approve
Entire Quotation' button.
 If the approval is only for one Item in the quotation, then the concerned line shall have to be chosen
and the approval will have to be recorded at Shipment Approval form displayed below the quotation
analysis form. The following information shall be entered while recording approval to a Quotation or
Quotation shipment line.
 Approval types determine the types of documents on which you can use the approved shipment. The
available types are:
o All Orders (all types of purchase orders and requisitions)
o Purchase Agreements
o Requisitions
o Standard Purchase Order
 Enter an approval reason from an available list of options.
 Enter comments about your approval. Here type out the approver's comments.
 Enter the name of the Approver. Purchasing defaults the user's name in this field.
 Enter the Effective date range for the quotation's approval. This represents the date range within which
the offer of the supplier is valid. The approved quotation shipments on your documents can be used
only if the quotation is active and if the current date is within the effective dates. If an expiry date is not
provided, the shipment for the documents can always be used while the quotation is active and
approved.
 Save the work

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Select the reason as per requirement.To run the comparative statement run the repoat which is named as
the PSPCL Quotation Comparative.

Click on Save icon.

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Select the entire purchase order.

Select the valid reason.

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Enter commnet if any.Then click on OK.

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System generated message for quotation approval.

 After approval of the quotation, ensure that the status of the other competitive quotations received
against the RFQ which were not approved are changed to 'CLOSED'.

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8 Spot/Standard Purchase Orders (Spot Purchase).

Standard purchase orders can be created either from the approved requisitions automatically or can be
manually entered without any requisition reference. Also the product and price references from the
approved quotations can be copied onto Purchase Orders. Following are the methods to be adopted for
raising the standard purchase order.

8.1 Auto Creating Purchase Orders

from Requisitions
1.1.1. Querying Requisitions:-

 This method can be used for auto creating the Standard PO, RFQ and Blanket Release.
 The following are the important fields in short listing the eligible purchase requisitions for auto creation
process.
 Approved: Set this approval status value to YES to find approved requisitions.
 Buyer Name: This will default to the name of the person who has logged in. Press clear button to
clear the buyer entry as the requisition would not be having Buyer name as the one who has logged
in.
 Item
 Requisition Number
 Preparer & Requestor

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  Item Description
 Line Type
 Press the Find button and view the requisitions. The list of the requisitions as per the entered selection
criteria will appear as shown below:
 The buyer has to view the various information available against the requisition lines such as Note to
Receiver, Note to Buyer etc. Buyers need to re-enter the information mentioned as Note to Receiver in
the Purchase Order after auto creation.
 Enter the field „Action‟ as create / Add To. Create value will be used when a new PO needs to be auto
created. The Add To value will be used when the selected lines has to be added to an existing PO.
 Select Document Type as „Standard PO‟ for auto creating the standard PO. Other options for this field
are Blanket Release, RFQ and planned PO for auto creating the respective documents.
 Select the „Grouping‟ method as „Default‟.
 Press the „Automatic‟ button to open the New Document Window.

 Here select the supplier name to create the standard purchase order. The supplier site would
automatically default. Press the automatic button. This action will lead to creation of a P.O. The system
automatically generates the Purchase Order number.

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 The auto created PO would open after closing the Find requisitions window.
 As GST taxes need to be entered, close the PO thus opened and query the same in GST tax PO
window. Please note that the tax details entered in the requisition would still be available.

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1.1.2. GST Taxes
 Press the ToolsIndia Tax details and see the details. If the requisition does not have any tax details,
then complete tax entry as below.
 In case the PO is not auto created, then first complete the PO lines and base apps form and return to
here to enter the taxes.

 The Tax Names have already been defined and select a tax that is applicable for this item.
 Press the Apply button to apply the tax details.
 Save the records the close the window.
 Make a note of the total amount in the purchase order header, which is sum of the base price of all the
items and taxes.

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Base Standard Purchase Order

 Press the open button to open the base apps standard purchase order.
 The created Purchase Order shall initially have the status as „Incomplete‟ and buyer will have the option
of modifying the PO details as required. The details of PO number, supplier, supplier site, bill to and
ship to site etc will default from the auto create process.
 The buyer has to navigate to Supplier Item Catalog to select appropriate Quotation reference against
each auto created PO lines. The line price will default from selected Quotation price break line & cannot
be overridden. The buyer will provide a suitable title to the purchase order and enter it in the description
field.
 The status of purchase order shall be „Incomplete‟ initially. As the purchase order will be routed through
the approval path, the status will change accordingly to „In Process‟, „Approved‟, „Returned‟, „Rejected‟
and „Pre-Approved‟ etc.
 All details of the PO are similar to the one discussed below for Manual creation of Purchase Order. You
can refer the Supplier Quotation or previous purchase order onto the newly created document for price
reference.

8.2 Spot purchase form Approved

Quotation.

Search/Query the quotation form f11. Enter the quotation number use CNTL+F11.Approved quotation will come.

ToolsCopy DocumentEnter the document type as standard purchase order.

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Click on OK.

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System create number 100033.Quaryfor the PO number.

8.3 Manual Entry of Purchase Orders

Navigation: Purchase Orders > Purchase Orders

 Purchase Orders can also be entered manually without any reference to a Requisition. This can be
performed by directly navigating to the Purchase Orders form as per the above navigation.
 On both manually entered Purchase Orders and auto created Purchase Orders, price reference can be
copied using the Catalog option.
 To enter the line details from the quotation, the buyer will press the catalog button and by giving the
appropriate parameters, he will select the approved quotation from the „Negotiated Sources‟ block. The
details of the approved quotations will be copied to the PO lines.

Standard Purchase Order Header

 Purchasing will open the Standard Purchase Orders window when the user has completed Auto
creation of a purchase order or when the creation form is opened manually. The upper part of the
Purchase Orders window has the following display-only fields:

 Created - The system date is displayed as the creation date.

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 Status - Possible order status values are:
 Incomplete - The order has not been approved.
 Approved - The order has been approved. It can be printed and items can be received against it.
 Requires Re approval - The PO was approved and then made changes that require that the
preparer process the document again for re approval. Items cannot be received against such PO.
 In process - The purchase order has been prepared and has been forwarded for approval, as the
person who has submitted for approval is not having sufficient authority to approve.
 Rejected- The purchase order has been rejected by the approving authority and has been sent
back to the preparer.
 Total - For standard and planned purchase orders, Purchasing displays the current total order amount
of the lines on the purchase order.
 Currency - Purchasing displays the functional currency. This is overridden by supplier currency
information. To change the currency of the Purchase Order, choose the Currency Button in the form
and enter the currency details.
 Purchase order number is auto created. Please note that at the beginning of the new calendar year, the
purchasing setup needs to be modified to have the new purchase document sequences in place. The
reference of the Calendar year is captured in the document numbers for Requisitions, Purchase
Orders, RFQ‟s and Quotations. Refer the setup document for detailed information.
 Enter the name of the Supplier for this purchase order. To approve a purchase order, supplier name &
supplier site name must be provided.
 Note: The supplier cannot be changed once the purchase order is approved. The purchase order
becomes a legal document when it is approved. To change the supplier after a purchase order has
been approved, the existing purchase order must be cancelled and a new one created for the other
supplier.
 Enter the supplier site. If the selected supplier has only one site, it is defaulted into this field. Before
approving a purchase order, supplier site must be provided.
 Optionally enter the name of the Contact at the supplier site. If the selected supplier has only one
contact name, it is defaulted into this field.
 Enter the Ship To and Bill To locations for the Purchase Order. The Bill-To Location will be the
Accounts Payable Dept and the Ship To location will be the location where the goods are to be
delivered. In case, if the goods are to be delivered to a Freight Forwarder, select the final destination
where the goods are to be forwarded by the Freight Forwarder in the Ship To Field. The Freight
Forwarder information will be captured under the Freight Carrier Field in the Terms Region.
 The buyer name will default.
 The brief title of the PO will have to be entered in the „Description‟ field, This is optional field.

Standard PO Lines

 Select the items alternative region in the Purchase Orders window.

 Purchase line number defaults from auto create action or the quotation if the Purchase Order Lines are
copied using the catalog. Purchasing displays the next sequential line number for the next line
available. The preparer can accept this number or enter any line number that does not already exist.
This number is used for all alternative regions in the Purchase Orders window.

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 Line Type defaults from requisition or the quotation or can be manually chosen. Select Goods for
procuring Items and services, which have been already coded in the Item Master. Also for text items,
either goods or services can be selected on a case-by-case basis.
 The Item / Services to be purchased are defaulted from the requisition/quotation. The associated
purchasing category, item description, unit of measure associated with the item will default.
 In case of services / one time item purchases which does not require an item code to be defined, the
item code field should be left blank and only the Category and description field to be filled up or copied
from Requisition/Quotation. Any valid category combination can be chosen by the Buyer to identify the
nature of Goods / Services being procured.
 Enter the total quantity to be purchased. The Price will have to be copied from the Quotation.
 To refer to the quotation and price, catalog button has to be pressed and the relevant active and
approved quotation has to be queried. On availability of approved and active quotation it has to be
selected on to the PO lines.
 Enter either the Promised date or the Need by date. Where the Purchase Order is auto created from
the requisition the Need By date will default from the requisition line. In case the Purchase Order is
copied from the quotation or manually entered, these dates shall have to be entered.
 Use the MORE regions to enter any instruction to the supplier for the line item. This will have to be
entered in the NOTE TO SUPPLIER field.

Scroll the line details to see price/need by date, promise date or same can be consider to be CDP dates.
Terms
Navigate to the purchase order details window by selecting the Terms button in the purchase orders
window.

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 Enter the Payment terms for the purchase order.
 Enter the Freight terms for the purchase order.
 Select the Freight Forwarder information in the Freight Carrier field. Please note that One Purchase
Order can have only one Freight Forwarder.
 Enter the FOB point for the purchase order. This is the point when the responsibility of the Supplier for
the goods ends.
 Firm field is not relevant here as the same is used for manufacturing planning control.
 Agreement Control region indicates the effective dates and the amount limit for the PO and this will
appear grayed out in standard purchase order.
 Enter a Supplier Note and a Receiver Note. Any special instructions to the Supplier in connection w ith
the Purchase Order can be entered in the Supplier Note field. Enter any special instructions to the
Receiver in the Note to Receiver field.
 The user may provide the header and the line level attachments for approver, supplier, receiver and the
Payables Section.
 Save the work.
For applying terms & condition click on author Contract terms

System will open the web page in the back ground.

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 Select the contract template that you created in Contract Terms Library administrator responsibility.
Click on the torch button next to apply template button.

 Now select the Contract template which you want to attach against this spot purchase.

 Expend the contract terms to see further details. Select Update Contract Details, Click on the
pencil icon and click on go.

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Select the clause & then click on pencil icon.

Update the details as per requirement & click on save/Apply.

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Here system will now reflect the contract tempate which has been applied.If contartc terms has to be
viewed then we need to click on view contact.

PO Shipments.

 Use the Shipments window to enter multiple shipments for standard and planned purchase order lines
and to edit shipments that Purchasing automatically created for you in the auto created screen. A
purchase order shipment specifies the quantity, ship-to organization and location, and date the supplier
should deliver the items on a purchase order line.
 For entering the purchase order shipment information, navigate to the Shipments window by selecting
the Shipments button in the Purchase Orders window.
 The first alternative region in the Shipments window is the Shipments alternative region. In addition to
the enterable fields discussed in the following steps, this region displays the UOM, the Charge Account,
the line Amount and a check box to indicate whether funds have been reserved.

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 If a new shipment line is entered, Purchasing displays the next sequential line number available. Enter
the ship-to Organization.
 Note: The organization cannot be updated once the work has been saved if the shipment has
distributions. To modify, you need to delete the shipment row, save the record and then enter a fresh
shipment line.
 Enter the Ship-To location for the shipment.
 Enter the Quantity for the shipment. This value must be greater than zero. The quantity on the
Shipment line defaults from the corresponding Purchase Order Line. If this quantity is decreased,
Purchasing automatically defaults the quantity ordered of the next line to the total quantity that have not
yet been placed on a shipment line. The UOM is displayed next to the Quantity.
 Enter the Promised by date when the requestor needs the item. This date is printed on the purchase
order. The default is from the Purchase Order Preferences window.
 Save the work.

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To Display And Enter More Shipment Information

 Select the More alternative region in the Purchase Order Shipments window.
 Enter the Receipt Close Tolerance percent for the shipments. Purchasing automatically closes a
shipment for receiving if it is within the receiving closing tolerance at the receiving close point. The
receiving close point is set in the Purchasing Options window.
 Enter the Invoice Close Tolerance percent for the shipments. Purchasing automatically closes a
shipment for invoicing if it is within the invoicing closing tolerance at billing, when Payables matches
invoices to purchase orders.
 Available Invoice Matching options:
 Two-Way: Purchase order and invoice quantities must match within tolerance. All service items and In-
tangible items will have to follow this matching level.
 Three-Way: Purchase order, receipt and invoice quantities must match within tolerance.
 Four-Way: Purchase order, receipt, accepted and invoice quantities must match within tolerance.
 Select Accrue on Receipt to indicate that the items on this purchase order line accrue on receipt. Both
expense and Inventory items are always accrued on receipt.
 Save the work.

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To Display Status Information

 Select the Status alternative region in the Purchase Order Shipments window.
 For each shipment, Purchasing displays the Status and the Quantity Ordered, Received, Cancelled,
and Billed.

To Enter Receiving Control Information.

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 Select the Receiving Controls button to open the Receiving Controls window. The receiving controls
defaults from the item for an Item based PO line's shipments. In case the item is either one time (text
item) or a service item, the receiving controls will default from the PO options.
 The receiving control of „Warning‟ will only provide the warning to the user but he would be able to
undertake the required action irrespective of violation of the „Date‟ or the „Quantity‟ type controls. In
case of „Reject‟ control, the user will not be able to perform any action if either of the mentioned
controls is being violated.

To Enter Purchase Order Distribution Information

 Use the purchase order Distributions window to enter distribution information for purchase order
shipments and to view distributions that Purchasing has automatically created. Multiple distributions
can be entered per shipment line.
 Navigate to the Distributions window by selecting the Distributions button in the Shipments window.
The Shipments window is accessed from the Purchase Orders window.
 Enter the line Number for the distribution line.
 The destination type determines the final destination of the purchased items. Choose one of the
following options:
 Expense - The goods are delivered to the requestor at an expense location. The destination sub-
inventory is not applicable. This will be used for all non-stock items and services and any other item,
which need not be tracked in Inventory against this Purchase Order. All Capital items should have the
destination type set to EXPENSE.
 Inventory - The goods are received into inventory upon delivery. Enter the Requestor and Deliver To
location for this distribution. If the destination type is Inventory, the sub inventory also has to be

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 entered. This will be used for stock items and other items, which needs to be stored in Inventory before
being issued for consumption.
 Enter the Quantity of the purchase order shipment that is to be charged to the Accounting Flex field.
The default value comes from the quantity entered in the Shipments window. If the default quantity is
decreased, Purchasing automatically defaults on the next distribution line the total quantity not yet
assigned to a distribution line.
 Enter the Charge Account. When navigating to this field or when the document is saved after entering
the Shipment information, the system builds the charge account. Purchasing uses the Account
Generator function to automatically create the following accounts for each distribution:
o Charge: the account to charge for the cost of this item
o Accrual: the AP accrual account
o Variance: the invoice price variance account
o Budget: the encumbrance budget account
 The account code built by the system can be changed if the destination type is Expense. The other
codes are automatically built and not changeable.
 The Reserved check box indicates whether the funds have been successfully reserved for this
purchase order distribution. The distribution is reserved when the purchase order is approved. Any
purchase order distribution that has already been encumbered cannot be changed.

To Enter Distribution Detail Information

 Select the More alternative region.

 The requisition line from where this PO is auto created would be shown here. If the PO is not auto
created, then the requisition number can be entered here (please note that the requisition number can't
be selected from LOV).
 The online check box indicates whether this distribution is part of an on-line requisition. If so,
Purchasing displays the requisition number and line number.
 Purchasing displays the budget account, accrual account, and variance account numbers s upplied by
Account Generator.

Currency Information
 Use the currency window to enter and change currency information for purchase orders.
 For purchase orders, currency information can be changed until the purchase order is approved or
encumbered. Note that changing the purchase order supplier to one that uses a different currency
overrides any information entered in this region.

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Apply attachment for spot purchase if any.Attachement process remain same as explained above.
Forwarding and Approving Standard Purchase Order:

 Navigate to the Approve Document window by selecting the Approve button. The buyer will select the
Submit for Approval checkbox to automatically approve the document subject to his own approval limits
and automatically forward the documents to the immediate superior for approval in case of insufficient
approval limits.
 In case of the immediate approver not on duty, the Buyer or the forwarder shall have to select the
Forward To option and choose the name of the person to whom the document has to be forwarded to in
the appropriate field.

Click on Approve.

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Select the reserve. A PO creates an obligation to pay referred to as an encumbrance. These entries are
sent to the General Ledger (GL) and. An encumbrance is simply money set aside for planned purchases.

Click on Approve.& approval process remain same as mention the PR approval.

The approvers will receive the documents electronically in their Notification Box. (Navigation: Purchasing
Responsibility > Notification Summary).

The various actions that could be performed against each of the Notification which is pending for approval
are:
 Forward - Forward the document to another employee for approval without attempting to approve it. In
such an option, select the Employee Name of the employee to whom the document is to be forwarded.
 Reject - Reject the document to indicate that it is not to be approved because of any reason.
Purchasing returns the document to its owner for modification and resubmission to the approval
process if appropriate. Please note that if an approver wants to send the purchase order / other
purchasing documents back to the buyer; he has to exercise the option of „Reject‟ rather than the option
of forward. Only subsequent to the „Reject‟ option, the buyer will be able to make changes in the P.O.
 Approve - This action will be undertaken to approve the standard P.O subject to the approval limits. In
case of insufficient approval limits, the document will be automatically forwarded to the next immediate
position in the Purchasing Approval Hierarchy.

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 Approve and Forward - This option has to be used if the document has to be forwarded to another
employee in the same hierarchy whose concurrence needs to be obtained for the procurement or
whose opinion is sought. If this option is chosen, enter the employee name whose concurrence is
sought in the Forward To field. The document gets forwarded with „PRE-APPROVED' or 'IN PROCESS'
status depending on the approval limit of the forwarder. In case sufficient approval limits exists for the
person taking action, status will become pre-approved & in case of insufficient approval limit, the status
will be In process.

 Note: Once the PO is approved and if any changes are made to that Approved PO with respect to Item,
Qty, Price, and date it will revise the document and requires re-approval will follow the same approval
process like a new PO

 Once the purchase order has been approved, you will see that it is in Approved, Reserved status.

VIEWING PURCHASE ORDER STATUS

The status of the purchase orders submitted for approval can be viewed from Purchase Order Summary
form. If the approver has sufficient approval authority the document status will be approved. Else it would
show a status In Process. The document will be available with the next person in the approver‟s hierarchy.

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9 PURCHASE ORDER STATUS IN PURCHASE ORDER SUMMARY.

Navigation: Purchase Order > Purchase Order Summary (

This query would open „Purchase Order Summary India form wherein the details of all the spot PO with tax
details can be seen.

In Purchase Order Summary form of base apps, one can view Purchase Order status using various sorting
criteria. User has to select a criteria from the various options available in the „Find Purchase Order's form.

One can directly query to PO Headers / Lines / Shipments / Distributions depending on the query criteria.
On pressing the „Find‟ button, the relevant window opens.

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Select the type as per requirement.Enter the po number, Buyer name,Click on find.

Click on find.

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Note:In progress po can not be open & action can be see as per mantion in the PR.

FOLDER WINDOW
The window thus opened is a „Folder Window‟ i.e. the fields in this window can be rearranged to suit one‟s
needs in order not to scroll right to see the details. Note the 2 statuses – Close & Cancelled.
o Closure status indicates whether the Purchase Order is closed for receiving & invoicing. If it is closed,
then there cannot be any receipts made or invoices booked against this PO.
o Cancelled status indicates whether the PO has been cancelled in the header level.

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10 VIEW ACTION HISTORY

Navigation: From Purchase Order Summary > (T) Inquire > View Action History

The View Action History would show the details regarding the purchase users right from the creator to the
final approver and date on which a particular action has been done on the PO.

If in case a PO is not yet approved, then it can be known that on whose notifications the In Process PO is
lying. Also note that each of these transactions are date tracked.

VIEW PO SUMMARY LINES

Navigation: From Purchase Order Headers Summary > (B) Lines

Here the details of the PO lines can be seen. In line level also, there are 2 statuses – Cancelled & Closure,
which are explained above. Also note that this is also a folder window.

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VIEW PO SHIPMENTS SUMMARY

Navigation: From Purchase Order Lines Summary > (B) Shipments

Click on shipment.

Here the details regarding quantities – due, received, accepted, rejected, billed & cancelled can be seen.

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View Action History 97 of 115
11 COPYING PO.

Open the approved PO.

Click on toolsCopy document.

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System will open another window click on approve.

System has already po number of 100031.Quary po number 100031 & po status will be in incomplete
status.

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12 PURCHASE ORDER CANCELLATION.

This Procedure covers Cancelling of Purchase orders.

Note1: The PO with following status cannot be cancelled

1. Incomplete

2. In process

3. Approved and closed

Note2: The PO for which the full Qty is received can also be not cancelled.

Navigation is as follows:

Click on Purchase Order Summary option. ToolControl Action.

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Select the control actions & provide the valid reason & click on ok.

System gives caution message.

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PURCHASE ORDER CANCELLATION. 102 of 115
Cancellled check box has been checked.

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13 BLANKET/RATE CONTRACT PO.

Blanket purchase agreements and releases allow you to negotiate stable, long-term contracts while
maintaining flexible delivery schedules and order quantity commitments. You create blanket purchase
agreements when you know the details of the goods or services you plan to buy from a specific supplier,
but you do not yet know delivery schedule details. You can use blanket purchase agreements to specify
negotiated prices for your items before actually purchasing them.

A blanket purchase agreement is a type of purchase order you issue before you request actual delivery of
goods or services. You normally create a blanket purchase agreement to document a long-term supplier
agreement.

A blanket release is an actual order of goods or services you issue against a blanket purchase agreement.
The blanket purchase agreement determines the characteristics and the prices of the items. The release
can be created manually or automatically. Shipment of the delivery not know while making BPA there for
no shipment while making BPA.
Open the Blanket Purchase agreement Form. Note: Blanket Purchase agreement is also the same
navigation like Purchase Order.

Click on open.

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Select Blanket purchase aggrement in type.Enter the header details as per the spot purchase order.

13.1 BPA line details

Enter the line details as per the spot po.

13.2 BPA Terms details

Click on terms.

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You can access the Agreement Controls area of the Terms button. The effective start and stop dates for
the agreement can be entered. Releases can only be created during these dates when the blanket is
effective.

Amount Limit: You can optionally change the defaulted value for the Amount Limit. You can exceed amount
agreed. If the total amount released exceeds the Amount Limit, the release cannot be approved.

Minimum Release: You can also specify a Minimum Release amount to restrict the processing individual
releases.

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13.3 Price Break

This form adjustment is necessary to support reduced pricing agreements for volume purchases.

Quantity: This quantity is not an ordered quantity, but simply a quantity that if purchased would result in
reduced pricing.

Effective Dates: Enter the date range that this price remains in effect.

Break Price: You will enter the reduced price that will be paid for each quantity listed.

Discount (%): If a Break Price is entered, the Discount (%) field will display the percentage that this price
is off the price listed on the Items tabbed region for the purchase of an implied quantity of one.

Apply contract terms as per the spot purchase.

Attach any attachment if any file mention in the spot purchase.

Apply GST tax as mention in the spot purchase.

Approve PO as per the spot purchase process.

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14 BLANKET PURCHASE ORDER RELEASE.

Once a blanket purchase agreement has been approved, you can begin creating blanket releases against
the agreement. Suppliers will be provided the additional information, such as quantities and shipping
details, needed to make actual delivery of the items on the agreement.

Navigate to purchase responsibilityOracle purchasePurchase OrderRelease.

Click on open.

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Release Header Details:

Enter the BPA /Rate Contract Number and then TAB. You can see Release Number :1 is created against
this Rate contract no.
 Click on Num and then enter the line number in the Source section.
 Select the line number for which you want to create the release.e.g.line and then tab.
 Enter the quantity to be released against this line item.
 Enter Need-by-Date – by which date you want the item /service to be delivered.
Enter the Shipment & other details as per requirment or mention on the spot po.
 Go to Receiving Controls, you will see all the controls for Receiving the document as below:

Blanket Purchase order release. 109 of 115

The total amount of this release is less than the Amount Limit of the BPA so the system will accept it.

Now save and close this window. The system will take you to the localization page. Click on Taxes to see
the taxes which have flown from the BPA.

Apply any attachment if any, terms & condition if any & submit for the approval as per process mention
above.

Notification received by the approver:

Open the notification & control action.

Control action notification received by the buyer.

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Now impact on the BPA contract.

Release amount updated on the BPA header as per approved releases.

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15 PLANNED PURCHASE ORDER/ QUANTITY BASE AGGREMENT PO.

A planned purchase order is a long–term agreement committing to buy items or services from a single
source. You must specify tentative delivery schedules and all details for goods or services that you want to
buy, including charge account, quantities and estimated cost.

You can issue scheduled releases against a planned purchase order to place the actual orders. If you use
encumbrance accounting, you can use the planned purchase order to reserve funds for long term
agreements.
You can also change the accounting distributions on each release and the system will reverse the
encumbrance for the planned purchase order and create a new encumbrance for the release.

Navigation: Purchase Orders → Purchase Orders

Select type as „Planned Purchase Order‟ & fill other header details. Enter Item, Quantity, Price and
Promised / Need By date.

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Enter Header, Line, Shipment, Distribution, Receivig control,Other details same as the spot purchase.

Click on terms to set the aggrement amount limit.Terms limit defined as per BPA/rate contract.

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Approve the po as per spot./rate contract.

15.1 Release/Sub Po as per Planned

Purchase Order.

Navigation: Oracle Purchase Orders → Purchase orderReleases.

Click on open.

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Enter the Planned Purchase Order Number, Line No., Shipment No., Quantity & Save.

Click „Agreement‟ tab to cross verify the Amount Limit, Minimum Release & Total Released amount
against this PPO.

Apply GST, Attachment, as per requirement & submit release for approval. Approval process remain as
per the spot/blanket purchase order.

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16 IR PROCESS

Inspection requisition is process into which IR sent by the supplier for the site inspection. As per IR inspecting
inspector deputed at supplier site & inspection is carried out & inspection result is shared with Xen MP for further
delivery.

16.1 IR creation process by

purchasing department.
1. Select the po number regarding which IR number to be issue.
2. Enter the date of the receiving of request.
3. Enter the IR number.
4. Enter IR the date.
5. Enter the place of inspection.
6. Enter the date of readiness.
7. Supplier name will come automatically.
8. Select the supplier site location.
9. Select the status as per requirement.
10. Enter the inspection line type as per requirement.
11. Select the item name & description will come automatically.
12. PO quantity will come by default.
13. Enter the quantity offered.

Save the details & attach any attachment if any. Refer how to apply for attachment.

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16.2 SEMS inspector assignment.
Open the inspection summary form.

Click on open.

Select the IR number or the any other search parameter & the click on open.

IR process 117 of 115

Click on open.

Assign the inspectiors who will be going for the inspection.As soon as inspector select the start date status
will become active.

Enter the quantity as per inspection & pass the remark.& attach any attachment. Once inspection is
compelete as per then select the status as complete.

IR process 118 of 115

17 OPEN AND CLOSED ISSUES

17.1 Open Issues

ID Issue Resolution Responsibility Target Impact

Date Date

17.2 Closed Issues

ID Issue Resolution Responsibility Target Impact

Date Date

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