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Oracle Purchasing
User Workbook
Purchasing
Oracle Purchasing User Guide
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Oracle Purchasing User Guide.............................................................................................1
PURCHASING REQUISITIONS:..................................................................................3
PURCHASE ORDERS:...................................................................................................6
RECEIVING:.................................................................................................................10
Processing Returns:....................................................................................................13
SUPPLIER ENTRY:......................................................................................................15
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This guide is designed to be a simple guide for users of the Tree Town Oracle
Applications. If you need more detail than is explained in this guide, please refer
to the Standard Oracle Applications User Guides. You can obtain a copy of these
from your Information Technology Department. It is assumed you should already
have a basic understanding of Oracle Forms Navigation before you begin using
this guide.
PURCHASING REQUISITIONS:
Open the Requisitions form from the Grower TT menu. The navigation path is
Grower TT>Purchasing>Requisitions>Requisitions.
It will look like the image above. Some information will default in based on your
user account. If you are entering several requisitions, you can go to the TOOLS
menu and select PREFERENCES. The form below will open. You can use this
form to default information into all of the requisitions you are creating for the day.
This is not required but it does
make filling out requisitions
faster and easier. You can still
overwrite the data that is
defaulted into your form.
Try to fill in as much information
as you can. This allows your
purchasing agent to process the
requisition into a purchase
order much faster and more
accurately.
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The “tan” fields are required.
You must input data into those
fields. You can add as many
lines as necessary from many
different suppliers. If much of
the information such as
destination and supplier is the
same as the above line, you can
copy the line above to your
open line. You can do this by
holding down the shift key and
hitting the F6 key. Single data
fields can be copied from above
by holding down the shift key
and hitting F5. The purchasing
agent will convert your lines
into multiple purchases as
necessary. Once you have entered all your lines, save your work. The system will
assign a number to your requisition. You can then press the APPROVE button to
submit the requisition into the approval process.
Continue entering your line information until all lines are complete. When you are
complete, you are ready to save your work. You can hold the control key down
and hit the “s” key or you can click the yellow floppy disk in the menu toolbar as
shown below.
Once your requisition is saved, you can now submit it for the approval process.
Most of the time you will have the right to approve your own requisitions, only
when they exceed certain dollar amounts do other approval workflow processes
take over. You can click the Approve button in the lower right of your form and
the image below should appear.
This gives you the option to Submit for
Approval, Forward to another user and
to Print the requisition. Check the
appropriate boxes and click the OK
button. If you check the Print box, the
system will submit a request to a
concurrent manager (background
software process) to begin the printing
process. The user profile options that
are setup when you are assigned a
logon dictate how many copies and
which printer to send the output.
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At this point you have completed the requisition entry process. You can monitor
your requisition from the Requisition Summary form. Close out your forms and
go back to your main menu form. Select the Requisition Summary form. It should
look like the image below.
If you know the
requisition number,
you can enter it into
the data field and
click the FIND button
at the bottom of the
form. You can also
use this form to
search for multiple
requisitions. Leave
the requisition
number field blank
and enter data in the
other fields. For instance: enter a buyer and an item number, click find and the
system will return all requisitions that match that buyer/item number combination.
Depending on your search criteria, your screen will look like the screen below.
If the approval status of your requisition is Approved, you have nothing left to do.
The system has sent it onto the buyer for incorporation into a Purchase order. An
In Process status means it has been submitted for approval but is not approved
yet. If the status is Incomplete, it has not been submitted for approval. You can
click on the row of the incomplete requisition to select it and then click OPEN to
open the requisition form. You can then continue working on the requisition.
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PURCHASE ORDERS:
You can enter a standard purchase order by navigating to the form below.
Much of the information will default into the form based on your user account.
You can also go to the TOOLS menu an establish PREFERENCES just like you can
for requisitions. It is recommended you do this if you have several purchase
orders to enter. It makes the process much faster. You can only have one
supplier per PO. The form is broken into two distinct parts. They are known as
the header and line information area. The header information is common to all
the lines of the PO. You can however control destination (Ship To) and
distributions (Bill To) per line. Input your basic header information, supplier, site,
ship-to and such. Use the Description area to identify the reason for the
purchase. It may help you later if you ever need to refer back to this information.
You can now go to the lines area of the PO.
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You have an unlimited number of lines for a PO but most purchase orders never
go beyond 20 to 30 lines. You can purchase Services, Freight or Goods as
expense items to charge to a specific account. In those cases, you would not
input an item into the item column. See below.
If you are purchasing expense lines, you must open the Shipments form, input the
Ship-To information, if the default is not correct.
From the Shipments form, press the Distributions button. You will see the form
below and then click in the PO Charge Account field.
The image below will appear.
You can now
select the
appropriate
charge account.
Press the OK
button and Save
your work.
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You are now ready to place your PO into the approval process. In the lower right
of your PO click the APPROVE button. If you have filled in everything required,
the approval screen will appear.
Your approval form will look
like the image to the left.
Check the boxes you need.
You can forward the PO,
print the PO to you network
printer, FAX the PO and
email the PO report to an
email address.
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You may wish to monitor the progress of your PO. If you go back to your main
menu form and choose Purchase Order Summary, the screen below will appear.
If you know your PO
number, you can enter
it into the number field
and click the FIND
button. You can also
search by any of the
other criteria listed in
this form.
The results screen
should now appear.
Of course your search results may vary depending on your search criteria. If your
PO successfully completed the approval process, it will have a status of
Approved. Purchase orders that are saved but not submitted for approval have a
status of Incomplete. Purchase orders that are changed after being submitted for
approval will have a status of Requires Reapproval. You can open any of the
purchase orders by clicking on the PO line and clicking the OPEN button. You
can view the lines of a PO by clicking on the PO line and clicking the LINES
button.
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RECEIVING:
The purpose of this section is to define the steps involved in the entering and
processing of receipts into the Tree Town Oracle application.
Pick the Purchasing Agent-Tree Town responsibility from your responsibility
menu. Use the navigation path Purchasing Agent-
Treetown>Requisitions>Requisitions. The form below should appear.
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At the beginning of your logon session, you will be required to select an inventory
organization. Please select the appropriate one for the items and warehouses you
wish to receive. The following form will appear after you have selected receipts.
Select receipts by using the navigation path: Purchasing Super
User>Receiving>Receipts.
This form is used to find
any expected receipts for
your organization. Fill in
the data fields according
to you receiving
practices. You may wish
to only receive by PO. If
so, enter the PO number
into the Purchase Order
field then click the FIND
button.
If you have picked a valid record and parts are eligible to receive, two forms will
open. It will look like the image below.
The receipt header form is on top of the receipts form. You should enter data that
is common to this receipt into the header form. This would be such things as
Shipment, Packing Slip, Waybill/Airbill and Bill of Lading. Once you are complete,
click on the receipts from behind the header.
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The receipts form will look like the following screen.
This is where you will select the lines you wish to receive. To select a line for
receiving, check the box to the left. Upon checking the box, you will be prompted
to choose the correct Subinventory and Locator you wish to receive the item into.
You can continue to tab to view the other columns required in the receiving
process. Most fields will default in data.
When you are complete, save your work. You can now click on the Header button
and see the automatically assigned receipt number. If you have your printing
options set to print a Receipt Traveler as receipts are processed, the system will
send the print out to the assigned network printer. You can now see the on-hand
balance has increased as a result of the receipt. Please review your inventory
documentation for information on access to on-hand inventory inquiries.
This completes the process for receiving.
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Processing Returns:
From the Purchasing Super User main menu choose Receiving > Returns. The
following form appears.
Use this form to locate
the receipt or purchase
order you wish to
return. Fill in the data
as needed and click the
FIND button.
If the system was able to locate your record, you will have lines on the following
screen.
Check the box to the left of the
line you want to return. Input
the quantity and select a
“Return To”. Most everything
else will default from the
purchase order. You can
confirm the quantity ordered
in the Order Information tab.
Save your work when you are
finished.
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You can confirm the receiving transaction history of a purchase order. From the
Purchasing Super User main menu, choose Receiving > Receiving Transaction
Summary. The following screens will appear. At the Find screen, input the PO
number. At the Receipt Header screen, click the TRANSACTIONS button.
You can see from the screen above, the goods we returned earlier show up in the
last to lines of history.
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SUPPLIER ENTRY:
Suppliers are used by Purchasing and Payables to store information that is used
in creating purchase orders, invoices and payments. There are several key pieces
of information that will assist in data entry and rules for invoicing and matching.
There are two levels to a supplier, the supplier header and supplier site. A header
can have several supplier sites attached to it.
The first step is to navigate to the Supplier Entry Screen. This can be done using
the Payables Manager responsibility. The navigation path is Payables
Manager>Suppliers>Entry.
Enter the Supplier header information. The first thing that needs to be entered is
the supplier name. Optionally enter a Taxpayer ID if it is for a 1099 supplier.
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The classification tab is
used to classify suppliers.
If the supplier is an
employee, you can enter
the Employee name to
attach.
The Tax Reporting Tab is used for 1099 suppliers. Check the Appropriate
Reportable check marks and choose an Income Tax Type.
Press the Sites button to enter the address information.
Enter a unique site
name and address
for the supplier.
In the site uses
area, you can
select options for
the suppliers and
where they can be
used. Pay means
you can invoice
and pay the site,
Purchasing create
purchase orders,
Primary Pay makes it the default site when entering an invoice, RFQ Only is for
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quotations and Procurement Card is if you are using a procurement cards with the
supplier.
There is also a place for
entering a customer
number and site
communication
information such as
phone number and email
address. The Contacts
tab is used to enter
contacts for a supplier
site.
The Control tab tells
Payables which rules to
implement when
validating invoices.
Examples are, ‘Hold All
Payments,’ which means
the supplier will not be
paid, and ‘Hold
Unmatched Invoices,’
which means invoices
must be matched to
Purchase Orders.
The Control tab tells Payables which rules to implement when validating invoices.
Examples are, ‘Hold All Payments,’ which means the supplier will not be paid, and
‘Hold Unmatched Invoices,’ which means invoices must be matched to Purchase
Orders.
The Payment Tab is
used for defaulting
payment information
such as Payment
Terms, Pay Group and
Terms Basis.
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The Tax Reporting Tab is
used to identify the
supplier site as tax
reportable. Check the
Income Tax Reporting
Site if is.
Make sure that you save
your work.
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