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BP.

080
FUTURE PROCESS MODEL
TRACK: Procure to Pay (P2P)

Author:

Bhaskar Datta / Ravi Krishnamoorthy

Creation Date: 6th Aug 2015


Last Updated: 11th Sep 2015
Document Ref:P2PBP080
Version:

Approvals:
<Approver 1>
<Approver 2>
<Approver 3>

2.4

Doc Ref: P2P BP80


BP.080 <P2P>

Document Control
Change Record
1

Date

Author

Versio
n

Change Reference

5thAug
2015
4th Sep
2015
04-Sep2015
9-Sep2015
10-Sep2015
11-Sep2015

Reviewers

Name

Employee Supervisor

Distribution

Copy
No.

Name

Location

1
2
3
4

Library Master

Project Library
Project Manager

12147512
File Ref: 335599900

Doc Ref: P2P BP80


BP.080 <P2P>

Note To Holders:
If you receive an electronic copy of this document and print it out,
please write your name on the equivalent of the cover page, for
document control purposes.
If you receive a hard copy of this document, please write your name
on the front cover, for document control purposes.

13147513
File Ref: 335599900

Doc Ref: P2P BP80


BP.080 <P2P>

Contents

Document Control.......................................................................................ii
Overview.........................................................................................................7
Supplier Creation Process Listing and Process Description.........8
Key Assumptions:......................................................................................10
Process Steps-Supplier Creation..........................................................11
Process Flows-Supplier Creation..........................................................12
Inventory Requisition to Purchase Order Process Listing and Process
Descriptions.................................................................................................17
Key Assumptions:......................................................................................18
Process Steps-Inventory Requisition to PO......................................19
Process Flows-Requisition Process for Inventory Item................20
Non-Inventory Requisition to PO Process Listing and Process
Descriptions.................................................................................................23
Key Assumptions:......................................................................................25
Process Steps-Non Inventory Requisition Creation.......................26
Process Flows-Requisition Process for Non-Inventory Items.....27
EVAL Internal Listing and Process Descriptions.............................31
Key Assumptions:......................................................................................33
Process Flows EVAL (Internal Requisition)....................................34
Blanket Purchase Agreement Process Listing and Process
Descriptions.................................................................................................37
Key Assumptions:......................................................................................39
Process Steps-Blanket Purchase Agreement...................................40
Process Flows-Blanket Purchase Agreement Processing............41
Contract Purchase Order Process Listing and Process Descriptions
..........................................................................................................................46
Key Assumptions:......................................................................................48
Process Steps-Contract Purchase Order Creation.........................49
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Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows-Standard PO through Contracts Processing.......50


Standard Purchase Order Inventory Process Listing and Process
Descriptions.................................................................................................54
Key Assumptions:......................................................................................56
Process Steps-Inventory Purchase Order Creation.......................57
Process Flows Standard Purchase Order Inventory......................58
Standard Purchase Order Non-Inventory Process Listing and Process
Descriptions.................................................................................................61
Key Assumptions:......................................................................................62
Process Steps Non-Inventory Purchase Order Creation..............63
Process Flows Non-Inventory Standard Purchase Order.............64
Receiving Process Listing and Process Descriptions....................67
Key Assumptions:......................................................................................69
Process Steps-Receipt of Material.......................................................70
Process Flows Receipt of Material.......................................................71
Other Receiving Process Listing and Descriptions........................80
Key Assumptions:......................................................................................81
Process Steps Other Receiving.........................................................82
Process Flows Other Receiving.............................................................83
EVAL Return Receiving Process Listing and Process Descriptions
..........................................................................................................................84
Key Assumptions:......................................................................................85
Process Steps EVAL Return Receiving............................................86
Process Flows EVAL Return Receiving...............................................87
Return to Vendor Listing and Process Descriptions......................90
Key Assumptions:......................................................................................91
Process Steps-Return to Vendor...........................................................92
Process Flows Return to Vendor...........................................................93
P2P Payables To-Be Processes...........................................................96
P2P:AP010 Supplier Invoices matched to PO Receipt (NonInventory/Services)...................................................................................98
Process Flows Diagram.........................................................................101
P2P:AP015 Inventory Item Invoices..............................................102
Process Flows Diagram.........................................................................105
P2P:AP020 Non PO Based Invoices...............................................106
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Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram.........................................................................108


P2P:AP025 Prepayment Invoice Process.....................................109
Process Flows Diagram..........................................................................112
P2P:AP030 - Payments Disbursement.............................................113
Process Flows Diagram..........................................................................117
P2P:AP035 - Void Payments and Stop Payments.........................118
Process Flows Diagram..........................................................................119
P2P:AP040 Expense Report Reimbursement.............................119
Process Flows Diagram.........................................................................123
P2P:AP043 Month End Accruals......................................................124
Process Flows Diagram.........................................................................126
Process Flows for Month End Accrual Services............................127
P2P:AP045 - Period Closure.................................................................128
Process Flow Diagram...........................................................................130
To-Be Activities.........................................................................................132
Oracle Payables Terminology........................................................133
Open and Closed Issues for this Deliverable................................135

16147516
File Ref: 335599900

Doc Ref: P2P BP80


BP.080 <P2P>

Overview
This document represents the Oracle Procure to Pay Future business process post Oracle EBS R12 implementation at
Fortinet Corporation. The purpose of this document is to centrally capture and document the future business process
flows as agreed with the Business Process Owners.
The Procure-to-Pay solution design addresses the following key areas:
1. Supplier Creation
2. Inventory Requisition
3. Non-Inventory Requisition
4. EVAL Internal
5. Blanket Purchase order processing
6. Contract Purchase order Processing
7. Standard PO Inventory
8. Standard PO Non-Inventory
9. Receiving, Other, EVAL
10.

Return to Vendor Processing

11.

Payments to Supplier

12.

Expense Reimbursement

Accounts

Process Flows Diagram 271471347

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Supplier Creation Process Listing and Process Description

Proces
s Step
ID

Event

New Supplier
identified

Process Title

Requester prepares
Supplier
Registration form.

Description of Process

P2P.01

Supplier notified
through e-mail to
complete
Registration
Process

Accounts

Supplier contacted

Requester identifies that


a new supplier is needed
in Oracle.
Requester prepares new
supplier Registration
form & submits to
Supplier for receiving
additional information.
Supplier complies &
sends supporting
documents thorough the
Registration Link

Output

Supplier
Registration
form Initiated

Supplier
contacted

Process Flows Diagram 281471348

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

New Supplier
Registration
Request Approved
by GL Team , Legal
Team ,Tax Team
and GL Manager

Process Title

Supplier Approval

Description of Process

New Supplier
Registration
Rejected by Legal
Team or Tax Team
or GL Manager

Supplier approval
decision

Accounts

GL Team validates for


Duplicate Supplier and
other validations.
Legal Team validates the
documents from the
Legal point of view, and
Approves
Tax team validates if all
information related to
Tax is available
All the team Approves
the New Supplier
Registration Request
Supplier notified only if
additional documents
are needed
Supplier not created in
Oracle
Requester notified with
registration status

Output

Supplier
Registration
Request
Approved.
Supplier
created and
Active

Requester
notified of
rejection.
In case
additional
documents are
required from
supplier,
Supplier is
notified.

Process Flows Diagram 291471349

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Accounts

Process Flows Diagram 21014713410

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps-Supplier Creation


Description / flow chart of Process

Critical data requirements

Process Flow Objective:


Requester identifies need for New Supplier and sends Invitation to supplier
New Supplier Creation form routed to General Ledger team, Tax & legal team
and GL Manager for Approval
Additional documents can be requested from Supplier if needed
If supplier is rejected Requester is notified to use alternate supplier
If all approves the Request New Supplier will be created and used for purchase
requisition & purchase order.

Participating Programs, Departments, Entities:


Requester, GL Team, & Supplier

Action / End Result:


New Supplier gets created in Oracle after GL team GL Manager, Legal team and
Tax team approval
Requester can create requisition

Detailed Description:
Requester identifies need for New Supplier
Requester sends Invitation to supplier after filling New Supplier Registration
details
New Supplier Creation form routed to General Ledger team for Approval
General Ledger team evaluates supplier & requests more supporting
documents if needed
The supporting documents are sent to Tax & legal team.
Approver can request for additional documents from the Supplier
On Tax & legal team approval, supplier gets created in Oracle
General Ledger Manager review all pertinent information
If supplier is rejected Requester is notified to use alternate supplier
Once Supplier is approved, Requester can use the New Supplier for purchase
requisition & purchase order.

Accounts

Process Flows Diagram 21114713411

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 21214713412

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows-Supplier Creation

Accounts

Process Flows Diagram 21314713413

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
01.10
01.20
01.30

Process
Step
Click
Register
New
Supplier

Task Performer

Frequency

Description

Requester

Need for New


Supplier

Enter Mandatory fields and send Invitation to


Supplier after clicking on the Register New Supplier

Supplier

For any new


supplier

Supplier provides all the requested information and


submits the registration form.

GL Team

For any new


supplier

Request is Approved and the Approval Notification


goes to the Legal team

Select
Operating
Unit

01.40
01.50

01.60
01.70
01.16
0

Enter
Mandatory
fields and
send
Invitation to
Supplier
Supplier
receives
Notification
Supplier
provides
requested
information
New
Supplier
Request is
available in
the To Do
List
Request is
pending

Accounts

If Request is Rejected, the Requester is Notified for


Rejection status.
Additional Documents can be requested from the
Supplier
Process Flows Diagram 21414713414

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

Process
Step
Approval

Task Performer

Frequency

If Legal team and Tax team validation is required,


the Approval request is sent to the Legal and Tax
team.

GL Team
Approves or
Rejects the
Request

01.90
01.12
0
01.13
0

GL Team
validates if
Tax team or
Legal team
Approval is
required
Legal team
is notified to
Approve or
Reject the
request.
Legal team
reviews
supporting
documents
Legal team
Rejects
documents
Legal team
Approves
documents

Accounts

Description

Legal and Tax


team

For new
Supplier

Legal team reviews the documents provided by the


Supplier and takes decision to Reject or Accept the
documents
Legal team can
Reject Requester is notified with status.
Requester is instructed to use another active
supplier
Legal team can
Approve The Notification moves to the Tax
Department, who checks the supporting
documents.
Tax team can
Reject Requester is notified with status
Requester is instructed to use another active
supplier
Process Flows Diagram 21514713415

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

Process
Step
Tax team
reviews
supporting
documents

Task Performer

Frequency

Description
Tax team can
Approve Notification is sent to the GL Manager for
Approval.

Tax team
Rejects
documents
Tax team
Approves
documents
01.17
0
01.15
0

GL Manager
reviews the
Supplier
documents
GL manager
team
Rejects
Supplier
Registration
request

GL Team

For new
Supplier

GL Manager reviews the documents for pertinent


information.
GL manager can
Reject Requester is notified with status
Requester is instructed to use another active
supplier

GL manager Approves :
New Supplier and Supplier Site gets created

GL manager
Approves
Supplier
Registration

Accounts

Process Flows Diagram 21614713416

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 21714713417

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Inventory Requisition to Purchase Order Process Listing and Process Descriptions

P2P.02

Event

Process Title

Description of Process

Output

Purchase
Requisition
(Planning)

Re
Requisition
(Planning)

ASCP plan will net supply and demand based


on various parameters and suggest planned
order buy items

Purchase
Requisition
(Inventory)

Requisition
(Inventory)

Requester needs material outside planning


Requester creates purchase requisition

Submit
Requisition for
Approval

Requisition
Approval

Requester submits requisition for approval


o Requester cannot self-approve
requisition as per Fortinet policy.
o AME is used to route approval request

Purchase
requisition
(Inventory)
Automated
Purchase
Requisition
(Inventory)
Manual
Purchase
requisition is
routed for
approval.

Approval
Process

Approval Process

Approver is notified of approval.


Approver makes decision on approval
o Rejects on decision not to approve
requisition goes back to requester
o Approver approves requisition
System check if approver has
sufficient approval limits if
within, requisition is approved.
If not within approval limit,
requisition is routed to next
approver.
Iterative process is followed until requisition
is approved / rejected

ote:
ote:

Requisition is
Approved /
Rejected
Rejection
Goes back to
Requester
Approval
Goes to
Requisition
Pool

Enter a description for each of the processes within this business function.
Enter a description of the relationships between the various processes.

Accounts

Process Flows Diagram 21814713418

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Procurement Contract has already been established.

Vendor already exists in Oracle.

Employee Supervisor Hierarchy with AME is setup in Oracle. There will be interface between ADP & Oracle. As
updates are done in ADP, it will be interface to Oracle.
.

Accounts

Process Flows Diagram 21914713419

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps-Inventory Requisition to PO


Description / flow chart of Process

Critical data requirements

Process Flow Objective:

Planning Recommended Requisition

Manually created requisitions

Requisition Routed for Approval

Approver decides to approve or reject (sent back to requester).

On Approver having sufficient authority to approve, requisition is approved,


else it sent to next approver

Iteratively, approval process continues until it is approved / rejected.

Participating Programs, Departments, Entities:


Planning Process, Requester, Approver

Action / End Result:


Requisition is created, Approved or Rejected

Detailed Description:
ASCP and Inventory Planning generates supply suggestions for Buy Items
Requisition Import will create the Purchase Requisition (PR)
Requester creates & Submits the PR for Approval
For requisition over the limit, the PR is routed to the Appropriate Approver for
Approval
The Approver Reviews the PR and Approves or Rejects it.

Accounts

Process Flows Diagram 22014713420

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows-Requisition Process for Inventory Item

Accounts

Process Flows Diagram 22114713421

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

02.10
02.20

Process
Step
Requisition
(Planning)

03.10

Requisition

Requester

As needed

03.20

Submit for
Approval

Requester

After manual
requisition is
saved

03.30

Requisition
Approval

Approver

Whenever
requester
submits for
approval

Approver gets notified of requisition to approve.

03.40

Review for
approval

Approver

Whenever
requester
submits for
approval

Approver reviews requisition document. Makes a


decision
Reject: Approver requests requester to correct the
requisition & rejects it. Requester gets notified of
the action taken.
Approved: Approver is OK with the document,
Approves the requisition. If approver is not within

Step

Accounts

Task Performer

Frequency

Description

Automated
Process

Daily

ASCP plan will net supply and demand base


on various
parameters and suggest planned order buy
items
Requisition header: Requester enters optionally
description for the purchase & enter other header
information
Requisition lines: Enter item, Quantity, need by
date etc.
Distribution account defaults to the material
account. Optionally, enter destination sub-inventory
On Saving requisition
- Requisition number is generated.
Requester submits Inventory requisition for
approval.

Process Flows Diagram 22214713422

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

Process
Step

Task Performer

Frequency

Description
approval limits, it goes to the next approver.

03.50

Approval
Process

Approver / Next
Approver

Whenever
requester
submits for
approval

03.60

Approved
Requisition
Pool is
created

Operations

Whenever
Requisition
gets finally
Approved.

Accounts

The process of forwarding to the next approver


happens iteratively until the document gets
approved.
When approver is within limits to approver,
Requisition gets approved.
Once the final Approver Approves the Requisition,
the Approved Requisition is ready to be auto
created to Purchase Orders when needed.

Process Flows Diagram 22314713423

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Non-Inventory Requisition to PO Process Listing and Process Descriptions

Event

Process Title

Description of Process

Output

Create
Requisition
Template

Requisition
Template

Requisition
Template
Created

P2P.02

Accounts

Create
Purchase
Purchase
Requisition
Requisitions
(iProcurement)
(iProcurement)

Create
Requisition
through
Oracle EBS

Purchase
Requisition (Oracle
EBS)

Catalogue Administrator will identify the Non


Inventory Items and the Suppliers who can
supply the goods or services
Catalogue Administrator determines the
associated purchase category so that
appropriate charge account is derived.
Requester has option to search by
description to select desired non-inventory
item
Distribution account is generated based on
employee default charge account and
purchasing category
Requester creates purchase requisition,
identifying the line type & Non-Inventory
item (description)
Chooses appropriate purchasing category.
Distribution account is generated based on
default employee charge account &
purchasing category

Purchase
Requisition
created
(iProcurement)

Purchase
requisition
Created.

Process Flows Diagram 22414713424

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Event

Process Title

Description of Process

Output

Approval
Process

Approval Process

Requisition is
Approved /
Rejected
Rejection
Goes back to
Requester
Approval
Goes to
Requisition
Pool

Submit
Requisition for
Approval
ote:
ote:

Requisition
Approval

Approver is notified of approval.


Approver makes decision on approval
o Rejects on decision not to approve
requisition goes back to requester
o Approves requisition
System check if approver has
sufficient approval limits if
within, requisition is approved.
If not within approval limit,
requisition is routed to next
approver.
Iterative process is followed until requisition
is approved / rejected

Purchase Requisition will follow the AME


Approval process based on Employee Hierarchy.

Requisition
gets Approved

Enter a description for each of the processes within this business function.
Enter a description of the relationships between the various processes.

Accounts

Process Flows Diagram 22514713425

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Non inventory requisitions will go through iProcurement

The Requesters should have Active Responsibility of Self Service Procurement

Default charge account will be used whenever a default charge account is set up for employee. If not, employee
needs to enter charge account for the non-inventory purchase.

Based on purchase category defined by Fortinet, charge account will be modified for one of more accounting
segments as dictated by business rules.

Accounts

Process Flows Diagram 22614713426

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps-Non Inventory Requisition Creation


Description / flow chart of Process

Critical data requirements

Process Flow Objective:


Requester will be able to enter Requisitions for Non Inventory Goods and Services,
get them approved & send it to the supplier.
Participating Programs, Departments, Entities:
Requester, Approver(s)
Participating Programs, Departments, Entities: Requesters, Approvers
Action / End Result:
New PR is Created
PR gets Approved / Rejected
Detailed Description:
Requester creates PR
Distribution account defaults from employee record (user id is tied to employee
record).
Distribution Account may get modified based on Purchasing Category of Item
Requisition gets Approved or Rejected by approver.
Approved requisition goes to Requisition Pool

Accounts

Process Flows Diagram 22714713427

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

ote:
ote:

Enter a description for each of the processes within this business function.
Enter a description of the relationships between the various processes.

Accounts

Process Flows Diagram 22814713428

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows-Requisition Process for Non-Inventory Items

Accounts

Process Flows Diagram 22914713429

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 23014713430

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
03.11
0
03.12
0
03.14
0

Process
Step
Requisition
Template

Task Performer

Frequency

Description

Requester (One
Time)

As needed

Requester identifies Non-Inventory items, price,


Purchasing Category & appropriate supplier.
Requisition Template gets created.

As Needed

Requester can search for non-inventory items /


service by description. Create requisition for
required non-inventory items or services.

Requisition
Requester (iProc)
(iProcuremen
t)

Distribution Account gets generated based on the


Purchasing Category.

03.13
0
03.14
0

Requisition
(Oracle EBS)

Requester (Oracle
EBS)

As needed

Requester saves & submits the requisition for


approval.
Requester uses oracle EBS for creating requisition.
Chooses appropriate line type to default needed
fields. Choose purchasing category.
Employee default charge account is modified based
on the purchase category.
On saving the requisition, requisition number is
generated.
Requester saves & submits the requisition for
approval.

03.15
0

Reviewer
Receives
Approval
Notification
Review for

Accounts

Approver

Whenever
requester
submits for
approval

Approver reviews requisition document. Makes a


decision
Reject: Approver requests requester to correct the
requisition & rejects it. Requester gets notified of
the action taken.
Approved: Approver is OK with the document,
Process Flows Diagram 23114713431

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

03.15
0

Accounts

Process
Step
approval

Approval
Process

Task Performer

Frequency

Description
Approves the requisition. If approver is not within
approval limits, it goes to the next approver.

Approver / Next
Approver

Approver

The process of forwarding to the next approver


happens iteratively until the document gets
approved.
When approver is within limits to approver,
Requisition gets approved.

Process Flows Diagram 23214713432

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

EVAL Internal Listing and Process Descriptions

Event
P2P.02

Process Title

Description of Process

Output

Cr
Create
Internal
Internal
Requisition
Requisitions
(iProcurement)
(iProcurement)

Requester creates internal requisition for


requesting EVAL item

Internal
Requisition
created
(iProcurement)

Approval
Process

Internal
Requisition is
Approved /
Rejected
Rejection
Goes back to
Requester
Approval
Goes to
Requisition
Pool

Approval Process

Submit
Requisition for
Approval
Internal sales
order

Accounts

Approver is notified of request for eval unit.


Approver makes decision on whether to
approve
o Rejects on decision not to approve
requisition goes back to requester
o Approves internal requisition
System check if approver has
sufficient approval limits. If
within, requisition is approved.
If not within approval limit,
requisition is routed to next
approver.
Iterative process is followed until requisition
is approved / rejected

Requisition
Approval

Internal Requisition will follow the AME Approval


process based on Employee Hierarchy.

Requisition
gets Approved

Internal sales order


creation process

Systematic process creates internal sales order


in booked status

Internal sales
order booked.

Process Flows Diagram 23314713433

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Event

Process Title

Description of Process

Output

Cr
Internal sales
order
fulfillment
Requester
receives EVAL
Asset Created

Internal sales order


fulfilled

Internal sales order is fulfilled

Internal sales
order fulfilled.

Requester receives
EVAL
EVAL Unit created
into Asset

Requester receives EVAL unit

EVAL received

Asset created

Asset Created

Process Flows Diagram 23414713434

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:
N/A

Accounts

Process Flows Diagram 23514713435

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows EVAL (Internal Requisition)

Accounts

Process Flows Diagram 23614713436

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
03.15
1

03.15
3

Process
Task Performer
Step
Requisition
Requester (iProc)
(iProcuremen
t)
Reviewer
Receives
Approval
Notification

Frequency

Description

As Needed

Create Internal requisition requesting EVAL Unit

Approver

As Needed

03.15
3

Approval
Process

Approver / Next
Approver

As Needed

03.15
2

Internal
sales order
booked

System /
Automated
process

As Needed

Approver reviews requisition document. Makes a


decision
Reject: Approver rejects the requisition and asks
requester to make corrections. Requester gets
notified of the action taken.
Approved: Approver is OK with the document,
approves the requisition. If approver is not within
approval limits, it goes to the next approver.
The process of forwarding to the next approver
happens iteratively until the document gets
approved.
When approver is within limits to approver,
requisition gets approved.
Internal sales order is created & booked (system).

03.15
4

Internal
sales order
shipped

Operations

As Needed

Internal sales order is picked and shipped.

03.15
5

EVAL Unit
received
physically

Requester

As Needed

EVAL unit received

Review for
approval

Accounts

Process Flows Diagram 23714713437

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
03.15
6

Accounts

Process
Step
Asset
Created

Task Performer

Frequency

Description

System /
Automated
Process

As needed

EVAL unit is created as Asset

Process Flows Diagram 23814713438

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Blanket Purchase Agreement Process Listing and Process Descriptions

Event

Process Title

Description of Process

Output

Create Blanket
Orders

Create Blanket
Purchase
agreement.

Blanket
Purchase
agreement
created.
Approved
supplier list
created
(optionally)

P2P.05

Create Blanket
Releases

Accounts

Blanket Purchase
agreement
Processing

Operations team has decided to create


Blanket purchase agreement for tracking
purchases.
Enter effectivity dates for the blanket & other
terms.
Blanket purchase agreement submitted for
approval.
When Blanket purchase order is rejected by
approver, it goes back to Requester who can
correct it.
Iterative process is followed until blanket
Purchase order is approved
During Approval process, approver can
choose the option to create ASL based on
user preference.
o Approved supplier list is generated
For requisitions in the requisition pool,
workflow process will create purchase order
releases

Blanket
releases
created

Process Flows Diagram 23914713439

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Event

Process Title

Description of Process

Output

Blanket
Release
submitted for
Approval

Blanket Release
approval

Approver is notified of approval.


Approver makes decision on approval
o Rejects on decision not to approve
blanket release goes back to buyer on
purchase order
o Approves requisition
System check if approver has
sufficient approval limits if
within, blanket release is
approved.
If not within approval limit,
blanket release is routed to next
approver.
Iterative process is followed until blanket
release is approved / rejected
On Approval, Blanket Purchase order is
updated with the released dollar amount.

Blanket release
approved

On Approval of blanket release, supplier is


communicated by email / Fax
Supplier process blanket release
Supplier ships material & sends invoice
AP invoice will be processed

Supplier
notified of
Purchase.

Blanket
Supplier
Release
Communication
communicated
to Supplier

Accounts

Process Flows Diagram 24014713440

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Vendor already exists in Oracle.

Ship to and Bill to Locations are defined in Oracle

Employee Supervisor Hierarchy with AME is setup in Oracle. There will be interface between ADP & Oracle. As
updates are done in ADP, it will be interface to Oracle.

Accounts

Process Flows Diagram 24114713441

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps-Blanket Purchase Agreement


Description / flow chart of Process

Critical data requirements

Process Flow Objective:

Create Blanket purchase agreement & automate the creation of approved


supplier list creation

Automate creation of blanket release for requisitions using items contained


in the blanket purchase Agreement.

Create Blanket Purchase releases

Purchase approval process to manage & systematically control approval of


purchase orders (Blanket Purchase release)
Participating Programs, Departments, Entities:
Purchasing department, Authorized approvers for approving various purchase
order documents.
Action / End Result:
Approved Blanket Purchase order created.
Approved Blanket release created.
Detailed Description:
Blanket purchase orders are maintained with major suppliers to get price
breaks and track purchases over a period within the blanket.
Blanket purchase agreements dont have to state the quantity that is expected
to purchased, only the price of item under the blanket agreement.
During the approval of blanket purchase agreement, automate the creation of
approved supplier list by choosing the options to create ASL at the time of
approval

Approved supplier list creation is automatically created for all items


under the blanket purchase agreement with the supplier as the supply
source.
Automate the creation of blanket purchase releases using the requisitions in
the requisition pool.
For all approved blanket releases created against the Blanket purchase
agreement, Released amount is automatically updated on the blanket
purchase agreement.

Accounts

Process Flows Diagram 24214713442

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows-Blanket Purchase Agreement Processing

Accounts

Process Flows Diagram 24314713443

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
04.10
04.15
04.16
04.20

04.50

Accounts

Process
Step
Create
Blanket
Agreement
Header ,
effective
Dates and
Terms of
Purchase

Blanket
purchase
Agreement
approval

Task Performer

Frequency

Description

Operations

As needed

Need to create blanket purchase agreement


against supplier where several items & their price
has been agreed upon.
Blanket purchase agreement is created by defining
terms & effective dates for the agreement.
At the line level, all items under the blanket are
defined along with the negotiated prices. Also,
systematically define the price breaks on volume
purchases for the blanket agreement.
On saving the blanket agreement, purchase order
number is generated.
Blanket Purchase agreement is submitted for
approval.

Approver / Next
Approver

As Needed

Optionally, if the option to create Approved


supplier list is checked, Oracle automatically
creates the approved supplier list for all the items
used in the blanket purchase agreement for the
supplier & supplier site.
Blanket PO approval notification goes to the
approver as per Employee Supervisor Hierarchy
with AME.
The approver reviews purchase order & decides to
approve / Reject (if more information is needed)
- Reject goes back to submitter for
any correction & re-submit.
- Approved if dollars are within the
limits of the approver, blanket
purchase order is approved. Else it
is sent to the next approver.
- Process is done iteratively until
blanket is approved.
Process Flows Diagram 24414713444

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
04.25

Accounts

Process
Step
Approved
Blanket
Purchase
Agreement

Task Performer

Frequency

Description

System

As needed

The Blanket Purchase Agreement is available in the


pool of Approved Blanket Purchase Agreements.

Process Flows Diagram 24514713445

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 24614713446

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
04.30

Process
Step
PO release
created
through PO
Workflow with
reference to
Approved
Requisitions

Task Performer

Frequency

Description

Operations

As needed

For requisitions in the requisition pool, blanket


release is created using PO Create release
workflow. The default buyer for these purchase
release would be the buyer setup at the
organization for the item.

04.40

PO release is
submitted for
Approval.

Operations

As needed

04.40

PO release
created
through PO
Workflow with
reference to
Approved
Requisitions

Approver / Next
Approver

As needed

Accounts

The reference for the PO is an approved


requisition.
PO Release is reviewed and Submitted for
Approval.
Approver reviews PO release document. Makes a
decision
Reject: Approver requests requester to correct the
blanket release& rejects it. Requester gets notified
of the action taken.
Approved: Approver is OK with the document,
Approves the PO release. If approver is not within
approval limits, it goes to the next approver.
The process of forwarding to the next approver
happens iteratively until the document gets
approved.
When approver is within limits to approver, PO
release gets approved

Process Flows Diagram 24714713447

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Contract Purchase Order Process Listing and Process Descriptions

P2P.05

Event

Process Title

Description of Process

Output

Create
Contract
Purchase
Orders

Contract Purchase
agreement
Processing

Contract
Purchase order
Approved.

Create
Standard
purchase
(referencing
Contract PO)

Accounts

PO releases
through contract
processing

Operations team has decided to create


contract purchase agreement to guarantee a
fixed dollars business for the supplier to
ensure that sufficient material is kept in their
stock for Fortinet needs.
Contract purchase order is created with
agreed upon effective dates & agreed dollar
amounts.
o No lines (items) need to be entered.
Approve Contract purchase agreement. &
follows approval process
Iterative process is followed until contract is
approved.
Requisitions from the requisition pool are
used to create standard purchase order.
During the creation of standard purchase
order, contract purchase order is referenced
on the standard purchase order.

Standard
Purchase order
created.

Process Flows Diagram 24814713448

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Event

Process Title

Description of Process

Output

Standard PO is
submitted for
Approval

Purchase Order
Approval

Approver is notified of approval.


Approver makes decision on approval
o Rejects on decision not to approve
standard purchase order goes back to
buyer on purchase order
o Approves standard purchase
System check if approver has
sufficient approval limits if
within, Standard PO is approved.
If not within approval limit,
standard purchase order is
routed to next approver.
Iterative process is followed until standard
PO is approved.
On Approval, Contract purchase order is
updated the released dollar amount.

Purchase Order
Approved

On Approval of standard purchase order,


supplier is communicated by email / Fax
Supplier processes standard Purchase order
Supplier ships material & sends invoice
AP Invoice will be processed

Supplier
notified of
Purchase.

Standard
Supplier
Purchase
Communication
order
communicated
to Supplier

ote:
ote:

Enter a description for each of the processes within this business function.
Enter a description of the relationships between the various processes.

Accounts

Process Flows Diagram 24914713449

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Vendor already exists in Oracle.

Ship to and Bill to Locations are defined in Oracle

Employee Supervisor Hierarchy with AME is setup in Oracle. There will be interface between ADP & Oracle. As
updates are done in ADP, it will be interface to Oracle.

Accounts

Process Flows Diagram 25014713450

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps-Contract Purchase Order Creation


Description / flow chart of Process

Critical data requirements

Process Flow Objective:

Create Contract Purchase order to track dollar amount agreed in the


contract.

Create standard purchase order referencing the contract to fulfill the


contract.

Purchase approval process to manage & systematically control approval of


purchase orders.
Participating Programs, Departments, Entities:
Operations, Authorized approvers for approving various purchase order
documents, Supplier.
Action / End Result:
Approved Contract Purchase order created.
Approved standard Purchase orders against contract created
Detailed Description:
Contract purchase orders are created to systematically track contracts. There
is no need to state what items are to be procured.
Whenever, material needs to be tracked against the contract, standard
purchase order can be created from the requisition pool & choosing the
reference document as the contract would automatically track the purchase
against the contract.
On approval of the standard purchase order (Approval process), the contract
purchase agreement automatically gets updated with released amount that is
equal to the standard purchase order amount.
Standard purchase order is communicated to the supplier either as an email or
fax.
Supplier ships material

Accounts

Process Flows Diagram 25114713451

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 25214713452

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows-Standard PO through Contracts Processing

Accounts

Process Flows Diagram 25314713453

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 25414713454

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
05.10
05.28

Process
Step
Create
Contract
Agreement
Purchase
Order

Task Performer

Frequency

Description

Operations

As needed

Need to create Contract purchase agreement


against supplier.
Contract purchase agreement is created by
defining terms & effective dates for the
agreement. No line level information is entered.
On saving the contract agreement, purchase order
number is generated.
Contract Purchase agreement is submitted for
approval.
Contract PO approval notification goes to the
approver as per Employee Supervisor Hierarchy
with AME.
The approver reviews purchase order & decides on
approval / Reject (if more information is needed)
- Reject goes back to submitter for
any correction & re-submit.
- Approved if dollars are within the
limits of the approver, contract
purchase order is approved. Else it
is sent to the next approver.
- Process is done iteratively until
contract is approved.
For requisitions in the requisition pool, Standard
purchase order is created.

05.20
05.25

Contract
purchase PO
approval

Approver

As Needed

05.30

Standard PO
(using
Contract)

System

As needed

05.40

Standard PO
approval

Approver / Next
Approver

As needed

Accounts

Approver reviews Standard PO document. Makes a


decision
Reject: Approver requests requester to correct the
Standard PO & rejects it. Requester gets notified of
Process Flows Diagram 25514713455

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

05.50

Accounts

Process
Step

Supplier
Communicati
on

Task Performer

Approver

Frequency

Description

On Approval of
Standard PO

the action taken.


Approved: Approver is OK with the document,
Approves the standard PO. If approver is not within
approval limits, it goes to the next approver.
The process of forwarding to the next approver
happens iteratively until the document gets
approved.
When approver is within limits to approver,
standard PO gets approved
Standard PO is communicated to supplier via email
/ fax.

Process Flows Diagram 25614713456

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 25714713457

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Standard Purchase Order Inventory Process Listing and Process Descriptions

Event

Process Title

Description of Process

Output

Create
Approved
Supplier List

Approved Supplier
List

Contract
Purchase order
Approved.

P2P.05

Create
Standard
purchase

Standard PO
creation

Accounts

Streamline the sourcing process to identify


preferred supplier & their respective sourced
items.
o Identify supplier as a source of supply
& assign sourcing rule
o Define Approved supplier list defining
supplier / item combination
For requisitions in the requisition pool, create
standard purchase orders
Iterative process is followed contract is
approved / rejected
Requisitions from the requisition pool are
used to create standard purchase order.
Requisition would consolidated by item
number and shipments created by need by
date
Requisition would be referenced at shipment
level as the source document.
Standard purchase order is submitted for
Approval

Standard
Purchase order
created.

Process Flows Diagram 25814713458

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Event

Process Title

Description of Process

Output

Standard PO is
submitted for
Approval

Purchase Order
Approval

Standard
Purchase order
is approved.

Standard
Purchase
order is sent
to supplier

Accounts

Supplier
Communication

Approver is notified of approval.


Approver makes decision on approval
o Rejects on decision not to approve
standard purchase order goes back to
buyer on purchase order
o Approves standard purchase
System check if approver has
sufficient approval limits if
within, Standard PO is approved.
If not within approval limit,
standard purchase order is
routed to next approver.
Iterative process is followed until standard
purchase order is approved / rejected
On Approval of standard Purchase order,
Supplier is communicated by email / Fax
Supplier process standard Purchase order
Supplier ships material & sends invoice
AP Invoice will be processed

Supplier
notified of
Purchase.

Process Flows Diagram 25914713459

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Vendor already exists in Oracle.

Ship to and Bill to Locations are defined in Oracle

Employee Supervisor Hierarchy with AME is setup in Oracle. There will be interface between ADP & Oracle. As
updates are done in ADP, it will be interface to Oracle.

Accounts

Process Flows Diagram 26014713460

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps-Inventory Purchase Order Creation


Description / flow chart of Process

Critical data requirements

Process Flow Objective:

Create Approved supplier list by identifying supplier as the source & all
items that are to be procured from the supplier

Create standard purchase order (Inventory) from the approved


requisition (Requisition Pool) & submit for approval

Approval of purchase order & approved PO is sent to supplier


Participating Programs, Departments, Entities:
Operations Team, Authorized approvers for approving various purchase order
documents, Supplier
Action / End Result:
Approved standard purchase order created.
Detailed Description:
Identify supplier as a source for supply & assign sourcing rule
Define approved supplier list by identifying supplier and all items that are to be
sourced from them.
Using requisitions from the requisition pool, standard purchase order is created
with the buyer as that on the item master for the inventory organization it is
being delivered to.
Submit Inventory purchase order for approval.
PO Approval of standard purchase order & approved purchase order is sent to
supplier via email or Fax

Accounts

Process Flows Diagram 26114713461

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 26214713462

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Standard Purchase Order Inventory

Accounts

Process Flows Diagram 26314713463

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
06.10

Process
Step
Create
Sourcing
Rules, assign
Sourcing Rule
and create
Approved
Supplier List

Task Performer

Frequency

Description

Operations

As needed

Need to create Sourcing Rules, which will help to


specify how to replenish items in an organization.
Once the Sourcing Rules are created, proceed to
Assign the Sourcing Rules, where one can assign
each sourcing rule to single item or category
across all organization or specific organization
Continue to create the Approved Supplier List
which helps:

06.20

06.22

Accounts

Workflow: PO
Create
Documents
Create
Standard
Purchase
Order

System

Purchase
Order Review

Operations

As Needed

Automatically default supplier and pricing


information onto Document Lines

Source the item from negotiated purchase


agreements

This Workflow is used to Automatically create


Purchase Order from Approved requisitions.
Based on the successful completion of the
Workflow Process, Purchase Order will be created
referencing the Approved Requisition from the
Requisition Pool.

As needed

Purchase Order created referencing the Requisition


will be reviewed for correctness of Supplier details,
Supplier Site, Item, Need by Date and the
negotiated price.
Process Flows Diagram 26414713464

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

06.30
06.40

Process
Step
Submit
Standard
Purchase
Order for
Approval
Standard PO
approval

06.50

Approved PO

Step
06.25

Accounts

Task Performer

Frequency

Description

Operations

As needed

Post Review the Purchase Order, Submit the PO for


Approval.

Approver / Next
Approver

As needed

System

As Needed

Approver reviews Standard PO document. Makes a


decision
Reject: Approver requests requester to correct the
Standard PO & rejects it. Requester gets notified of
the action taken.
Approved: Approver is OK with the document,
Approves the standard PO. If approver is not within
approval limits, it goes to the next approver.
The process of forwarding to the next approver
happens iteratively until the document gets
approved.
When approver is within limits to approver,
standard PO gets approved
Once the Final Approver (based on PO Approval
Limits) approves the PO, the PO Approval workflow
changes the Approval Status of the PO to
Approved and the PO is ready to be shared with
the Supplier.

Process Flows Diagram 26514713465

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Standard Purchase Order Non-Inventory Process Listing and Process Descriptions

P2P.05

Event

Process Title

Description of Process

Output

Create
Standard
purchase

Standard PO
creation

Requisitions from the requisition pool are


used to create standard purchase order
o Non-Inventory purchase order could be
Service, Non-inventory item, consulting
etc.
Standard purchase order is created

Standard
Purchase order
created.

Approver is notified of approval.


Approver makes decision on approval
o Rejects on decision not to approve
standard purchase order goes back to
buyer on purchase order
o Approves standard purchase
System check if approver has
sufficient approval limits if
within, Standard PO is approved.
If not within approval limit,
standard purchase order is
routed to next approver.
Iterative process is followed until standard
purchase order is approved / rejected
On Approval of standard Purchase, supplier is
communicated by email / Fax
Supplier process standard Purchase order
Supplier ships material & sends invoice
AP Invoice will be processed

Standard
Purchase order
is approved.

Standard PO is
submitted for
Approval

Purchase Order
Approval

Standard
Purchase
order is sent
to supplier
ote:
ote:

Supplier
Communication

Supplier
notified of
Purchase.

Enter a description for each of the processes within this business function.
Enter a description of the relationships between the various processes.

Accounts

Process Flows Diagram 26614713466

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Vendor already exists in Oracle.

Ship to and Bill to Locations are defined in Oracle

Employee Supervisor Hierarchy with AME is setup in Oracle. There will be interface between ADP & Oracle. As
updates are done in ADP, it will be interface to Oracle.

Employee who will create/maintain purchase order will need to setup as buyers.

Accounts

Process Flows Diagram 26714713467

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps Non-Inventory Purchase Order Creation


Description / flow chart of Process

Critical data requirements

Process Flow Objective:

Create standard purchase order (Inventory) from the approved


requisition (Requisition Pool) & submit for approval

Approval of purchase order & approved PO is sent to supplier


Participating Programs, Departments, Entities:
AP Team, Authorized approvers for approving various purchase order documents,
Supplier
Action / End Result:
Approved standard purchase order created.
Detailed Description:
Using requisitions from the requisition pool, standard purchase order is created
Submit Non-Inventory purchase order for approval.
PO Approval of standard purchase order & approved purchase order is sent to
supplier via email or Fax

Accounts

Process Flows Diagram 26814713468

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 26914713469

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Non-Inventory Standard Purchase Order

Accounts

Process Flows Diagram 27014713470

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
06.05

Process
Step
Identify
Requisitions
to be
consolidated

Task Performer

Frequency

AP Team

As needed

Description
Approved Requisitions will be available in the
Requisition Pool.
Based on the Items requested and the Suppliers
who supply the items, the requisitions will have to
be consolidated so that the same can be
converted to a Purchase Order to be sent to the
Supplier.

06.15

Auto Create
PO Function

AP Team

As Needed

Select multiple lines of Requisitions and perform


an Action to Create Standard Purchase Order using
the System Default Grouping.

06.22

Purchase
Order Review

Operations

As needed

Purchase Order created referencing the Requisition


will be reviewed for correctness of Supplier details,
Supplier Site, Item, Need by Date and the
negotiated price.

06.30

Submit
Standard
Purchase
Order for
Approval
Standard PO
approval

AP Team

As needed

Post Review of the Purchase Order, Submit the PO


for Approval.

Approver / Next
Approver

As needed

Approver reviews Standard PO document. Makes a


decision
Reject: Approver requests requester to correct the
Standard PO & rejects it. Requester gets notified of
the action taken.

06.30
06.40
06.45

Accounts

Process Flows Diagram 27114713471

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

06.50

Accounts

Process
Step

Approved PO

Task Performer

System

Frequency

As Needed

Description
Approved: Approver is OK with the document,
Approves the standard PO. If approver is not within
approval limits, it goes to the next approver.
The process of forwarding to the next approver
happens iteratively until the document gets
approved.
When approver is within limits to approver,
standard PO gets approved
Once the Final Approver (based on PO Approval
Limits) approves the PO, the PO Approval workflow
changes the Approval Status of the PO to
Approved and the PO is ready to be shared with
the Supplier.

Process Flows Diagram 27214713472

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Receiving Process Listing and Process Descriptions


Event

Process Title

Description of Process

Output

Material
Arrives on
Receiving
dock

Receiving Header

Identify the source of document for which the


material arrived at the dock.
Broad classification of the Source of shipment
could be from
Supplier (Purchase order)
Internal Transfer (Internal requisition) or
Customer Return (Customer RMA).
RTV (Rework/Repair) from supplier
(addressed under RTV section)
Once, source of the shipment is determined, the
correct document is queried up.
Receipt Header information is entered
System will default receipt date as the
system date.
Waybill number is entered
Other optional fields on the receipt header
can be entered.

Source
document
identified &
Receipt header
information
entered

P2P.06
P2P.07

Accounts

Process Flows Diagram 27314713473

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Event

Process Title

Description of Process

Output

Receive item

Receiving Line

Item sent to
Inspection,
Receiving or
Inventory

Inspection
complete

Receiving line

For each item received, count the actual


quantity received & validate with bill of lading
document
Based on the receipt routing, material is
received. One of the three scenarios happen:
Standard Receipt Material is received
onto the receiving dock & delivered into
inventory later on.
Inspection Receipt Material is received
onto the receiving dock & would be
flagged for inspection. Material is moved
to OSPREY for inspection
Direct Receipt Material is ready to be
moved into inventory (Same step as Put
away) Receiving & deliver is together.
Material has been inspected in OSPREY. Material
comes back from OSPREY with inspection
results.
On passing inspection, material is
accepted
On failing inspection, material is rejected
& sent to MRB.

Inspection
status updated

Process Flows Diagram 27414713474

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

ote:
ote:

Event

Process Title

Description of Process

Output

Put away

Receiving Line

Material in Receiving area is ready to be


delivered into Inventory
Material transferred from Receiving area to
Inventory
System will require entering of subinventory & locator for where the material
is to be delivered (in Inventory)
For serial controlled item, system will
require user to enter discrete serial
number or a range of serial numbers.

Material in
Inventory

Enter a description for each of the processes within this business function.
Enter a description of the relationships between the various processes.

Accounts

Process Flows Diagram 27514713475

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Inventory Period is Open for the inventory organization where receiving is done.

GL Period is open

Purchasing period is open

Receiver is defined as an Employee

Receipt Number generation will be automatically generated


.

Accounts

Process Flows Diagram 27614713476

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps-Receipt of Material


Description / flow chart of Process

Critical data requirements

Process Flow Objective:

Receive material when it arrives on the receiving dock.

Identify the source of material (Supplier, Customer (RMA), Internal

Receive against supplier, Customer (RMA) or Internal shipment

Based on Item & receiving attributes receive as direct, standard or


inspection required.
Participating Programs, Departments, Entities:
Receiving team, Inspection (OSPREY)
Action / End Result:
Material is received & sent for inspection as needed
Material to be put-away can be identified
Transaction defaults
Detailed Description:
Review the Bill of Lading and Packing slips (if available) which came in along
with the shipment.
Identify the Goods received as Internal Shipment, Customer Return or Goods
against a Purchase Order.
Identify the Shipment Number, RMA number or PO number respectively to
generate the receipt in Oracle.
If the receipt routing suggests Inspection, perform Inspection of the goods and
Accept the quantities received.
Identify any goods which failed inspection as per company inspection
standards, and reject the quantities.
For Inspection Accepted quantities, put away the quantities into the storage
sub inventories.
For quantities Rejected, Material is moved MRB Sub-inventory.

Accounts

Process Flows Diagram 27714713477

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 27814713478

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Receipt of Material

Accounts

Process Flows Diagram 27914713479

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 28014713480

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 28114713481

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
08.22

08.10

Process
Step
Generate
Packing Slip
and Bill of
Lading with
Item and
Quantity
details

Task Performer

Frequency

Supplier

As needed

Description
Generate Packing Slip and Bill of Lading with Item
and Quantity details and attach it to the Shipping
consignment to be referred to by the Receiving
Team.

Shipping Team
(Another Entity)
Customer (CRA)

Goods leave the Source warehouse with the


relevant documentation

Ship the
Material along
with the
documentatio
n
Material
Shipping Carrier
Arrives on
Receiving
Dock

As Needed

Goods Shipped from the Source Arrives at the


Receiving Dock

08.20

Identify the
Source of the
Shipment

Receiving Team

As needed

The Receiving Team identifies the source of the


Shipment with the help of the associated
documentation.

08.22
08.24
08.26

Refer BOL
from Supplier
and Purchase
Order

Receiving Team

As needed

Refer to the BOL or CRA which comes in along


with the Shipment in the Expected Receipts
Forms.

Refer BOL
from Internal
Sales Order
Refer CRA
(Customer
Accounts

Find the Expected Receipts, with reference to the


Purchase Order Number (for Source as
Supplier)
Shipment Number (for Source as Internal
Sales Order)
RMA number under Customer Tab (for
Process Flows Diagram 28214713482

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

Process
Step
RMA)

08.30

Enter Waybill
number

08.40

08.80
08.65

08.80
08.82
08.90
08.95
08.96

Task Performer

Frequency

Description
Customer Returns)

As needed

Enter the Waybill Number, carrier details (if


necessary) on to the Receipt Header.

Physically
Operations
validate the
(Receiving )
Item and
Count
Identify the
System
Receipt
Routing of the
Shipment

As needed

Physically check the Items and the quantities that


have arrived at the receiving bay

As needed

The System will validate the Receipt Routing from


the Shipment data.
The Receipt Routing can be:
Direct
Standard
Inspection

Material
Ready to
Move into
Inventory for
Direct Receipt
Routing

As needed

For Direct Receipt routing we can transfer the


material in a single transaction.

Enter Sub
Inventory
details

Receiving Team

Operations
(Receiving )

Enter the quantity, Sub inventory and Locator


details, where the Material have to be moved.
Check if the Lot\Serial button at the bottom of the
form is highlighted. If highlighted, the item will be
serial controlled and we need to click on the Lot\
Serial button to enter the Serial Number

Check if
Accounts

Process Flows Diagram 28314713483

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

Process
Step
Serial Button
is highlighted

Task Performer

Frequency

Enter the Serial Number and the quantity against


the serial Numbers and close the form. Save the
transaction.

Click the
Serial Button
to Enter Serial
number if
Serial Button
is highlighted
and Save the
transaction.

08.50

Physically transfer the material from the receiving


area to the designated Sub inventory and Locator
mentioned during receiving.

Physically
Move the
Material to
the
designated
Sub inventory
and Locator
Material
Operations
received in
(Receiving )
receiving area

As needed

Receive the Material in the Receiving Area

Navigate to the Receiving Transaction Form and


query for the records referencing the PO/
Shipment/ RMA number, based on the source
from which the material is to be received.
Material Ready to Move into Inventory with
Standard Receipt Routing

08.60

Perform
Receiving
Transaction

Operations
(Receiving )

As needed

08.80
08.82
08.90
08.95
08.96

Material
Ready to
Move into
Inventory
with Standard

Operations
(Receiving )

As needed

Accounts

Description

Enter the quantity, Sub inventory and Locator


details, where the Material have to be moved.
Process Flows Diagram 28414713484

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

Process
Step
Receipt
Routing

Task Performer

Frequency

Check if the Lot\Serial button at the bottom of the


form is highlighted. If highlighted, the item will be
serial controlled and we need to click on the Lot\
Serial button to enter the Serial Number

Enter Sub
Inventory
details
Check if
Serial Button
is highlighted

Enter the Serial Number and the quantity against


the serial Numbers and close the form. Save the
transaction.

Click the
Serial Button
to Enter Serial
number if
Serial Button
is highlighted
and Save the
transaction.

08.70

Accounts

Physically
Move the
Material to
the
designated
Sub inventory
and Locator
Material
ready to be
moved to
OSPREY for
Shipments

Description

Physically transfer the material from the receiving


area to the designated Sub inventory and Locator
mentioned during receiving.

Operations
(Receiving )

As needed

Material ready to be moved to OSPREY for


Shipments with Receipt Routing as Inspection.
The Inspection process will follow here.

Process Flows Diagram 28514713485

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

Process
Step
with Receipt
Routing as
Inspection

Task Performer

Frequency

Description

08.72

Perform
Material
Inspection

Inspection
(OSPREY)

As needed

Inspection of the Material will be conducted and


documented

08.75

Validate the
Inspection
Results

Operations
(Receiving )

As needed

Check, the Inspection Results for Pass or Failure


to be able to move the material to the
appropriate storage location.

08.80
08.82
08.90
08.95
08.96

Material
Operations
Ready to
(Receiving )
Move into
Inventory
with
Inspection
Receipt
Routing and
Inspection
result as PASS

As needed

Material Ready to Move into Inventory with


Inspection Receipt Routing Inspection result as
PASS
Enter the quantity, Sub inventory and Locator
details, where the Material have to be moved.
Check if the Lot\Serial button at the bottom of the
form is highlighted. If highlighted, the item will be
serial controlled and we need to click on the Lot\
Serial button to enter the Serial Number

Enter Sub
Inventory
details
Check if
Serial Button
is highlighted
Click the
Accounts

Enter the Serial Number and the quantity against


the serial Numbers and close the form. Save the
transaction.
Physically transfer the material from the receiving
area to the designated Sub inventory and Locator
Process Flows Diagram 28614713486

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

08.78

08.99

Accounts

Process
Task Performer
Step
Serial Button
to Enter Serial
number if
Serial Button
is highlighted
and Save the
transaction.
Physically
Move the
Material to
the
designated
Sub inventory
and Locator
Material
Ready to
Move into
Inventory
with
Inspection
Receipt
Routing and
Inspection
result as FAIL
Save Receipt

Operations
(Receiving )

Frequency

Description
mentioned during receiving.

As needed

For inspection Failed Material, enter the Sub


inventory as MRB and save the transaction.
Physically move the material to the MRB sub
inventory.

Operations
(Receiving)

As needed

Receipt Number is created.

Process Flows Diagram 28714713487

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Other Receiving Process Listing and Descriptions


Event

Process Title

Description of Process

Output

Material
Arrives on
Receiving
dock

Other Receiving

Identify the source of document for which the


material arrived at the dock.
Broad classification of the Source of shipment
could be from
Supplier (Purchase order)
Internal Transfer (Internal requisition) or
Customer Return (Customer RMA).
RTV (Rework/Repair) from supplier
(addressed under RTV section)
EVAL Return

Perform non
Oracle receipt
which will be a
manual receipt
maintained in
Excel sheet.

P2P.06
P2P.07

If the source of the material to be received is


not identifiable with any Document in Oracle (as
above), perform non Oracle receipt which will
be a manual receipt maintained in Excel sheet.

Accounts

Process Flows Diagram 28814713488

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:
-

Accounts

Receiving will be done outside Oracle.

Process Flows Diagram 28914713489

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps Other Receiving


Description / flow chart of Process

Critical data requirements

Process Flow Objective:

Receive material when it arrives on the receiving dock.

Identify the source of material in Oracle

If the source of the material to be received is not identifiable with any


Document in Oracle, perform non Oracle receipt which will be a manual
receipt maintained in Excel sheet.
Participating Programs, Departments, Entities:
Receiving team
Action / End Result:
Perform non Oracle receipt which will be a manual receipt maintained in Excel
sheet.
Detailed Description:
Receive material when it arrives on the receiving dock.
Identify the source of material in Oracle
If the source of the material to be received is not identifiable with any
Document in Oracle, perform non Oracle receipt which will be a manual receipt
maintained in Excel sheet.

Accounts

Process Flows Diagram 29014713490

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Other Receiving

Step

Accounts

Process
Step
Material
Arrives on
Receiving
dock

Task Performer

Frequency

Description

Receiving

As Needed

If the source of the material to be received is not


identifiable with any Document in Oracle, perform
non Oracle receipt which will be a manual receipt
maintained in Excel sheet.

Process Flows Diagram 29114713491

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

EVAL Return Receiving Process Listing and Process Descriptions


Event

Process Title

Description of Process

Output

EVAL Unit
Arrives on
Receiving
dock

EVAL Return
Receipt

Source
document
identified &
Receipt header
information
entered

Receive item

EVAL Return
Receipt

Identify the source of document for which the


material arrived at the dock.
Broad classification of the Source of shipment
could be from
EVAL Return Sales Order
Once, source of the shipment is determined, the
correct document is queried up.
Receipt Header information is entered
System would default receipt date as the
system date.
Other optional fields on the receipt header
can be entered.
For each item received, count the actual
quantity received
Inspection Receipt for Quality Test
Material is received onto the receiving
dock & would be flagged for inspection.
Material is moved to OSPREY for
inspection

Testing
Complete and
Delivery

Quality Test for


EVAL Return
Receipt

Material has been sent to Quality. Material


comes back from OSPREY with inspection
results.
If test result is good, material is moved to
EVAL Pool
On failing testing, material is sent for
scrap or for Repair

Quality Test
complete

P2P.06
P2P.07

Accounts

Item sent to
Quality for
Testing

Process Flows Diagram 29214713492

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Accounts

Inventory Period is Open for the inventory organization where return is done.

GL Period is open

Purchasing period is open

Process Flows Diagram 29314713493

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps EVAL Return Receiving


Description / flow chart of Process

Critical data requirements

Process Flow Objective:

Receive EVAL Return material when it arrives on the receiving dock.

Create Receipt header and Lines

Transfer the material to Quality for testing

Based on testing results, the material will be transferred to appropriate sub


inventory
Participating Programs, Departments, Entities:
Receiving team, Quality
Action / End Result:
Material is received & sent for quality test as needed
Material to be delivered to sub inventory based on quality test results
Detailed Description:
Identify the Shipment Number, for EVAL return generates the receipt in Oracle.
Perform Quality Testing of the material received.
For Quality Testing Accepted quantities, deliver the quantities into the EVAL
Pool
For quantities Rejected in Quality Testing, Material is moved for repair or scrap.

Accounts

Process Flows Diagram 29414713494

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows EVAL Return Receiving

Accounts

Process Flows Diagram 29514713495

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step
14

Accounts

Process
Step
Identify the
Source of the
Shipment

Task Performer

Frequency

Description

Receiving Team

As needed

The Receiving Team identifies the source of the


Shipment with the help of the associated
documentation as EVAL return

Refer EVAL
Receiving Team
Return SO
with shipment
details

As needed

Refer EVAL Return SO with shipment details

Enter Waybill
number

As needed

Enter the Waybill Number, carrier details (if


necessary) on to the Receipt Header.

Material
Operations
received in
(Receiving )
receiving area

As needed

Receive the EVAL Material in the Receiving Area

Perform
Receiving
Transaction

Operations
(Receiving )

As needed

Move
material to
Quality team
for testing
Validate the
Quality Test
Results

Operations
(Receiving )

As needed

Navigate to the Receiving Transaction Form and


query for the records referencing the PO/
Shipment/ RMA number, based on the source
from which the material is to be received.
Test result of the EVAL Return Material will be
conducted and documented

Quality

As needed

Receiving Team

Check, the Quality Test Results for Pass or Failure


to be able to move the material to the
appropriate storage location.

Process Flows Diagram 29614713496

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Step

Accounts

Process
Step
Material
Ready to
Move into
EVAL Pool or
Scrap EVAL
based on test
results

Task Performer

Frequency

Description

Operations
(Receiving )

As needed

For Quality Test Failed Material, move the


material to Scrap
For Quality Test Accept Material, move the
material to EVAL Pool
.

Process Flows Diagram 29714713497

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Return to Vendor Listing and Process Descriptions

P2P.07

Event

Process Title

Description of Process

Output

Material to be
Returned to
Vendor

Return to Vendor

Supplier RMA
number

Material to
Vendor

Return to Vendor

Canada RMA team: Engineer identifies defective


material. This information is updated in OSPREY.
Supplier is contacted for RMA number. OSPREY
is also updated with shipping instructions
RMA team locates material, moves material to
shipping area, prepares shipping document.
Material is shipped to Supplier. Material is
moved to a sub-inventory RTV Supplier
where supplier is the supplier to whom it is
shipped.

Supplier sends
fixed material
to supplier

Return to Vendor

Credit Memo

ote:
ote:

Return to Vendor

Supplier fixes material & sends material.


Material arrives on receiving dock. Supplier RMA
is referenced. Material is received physically &
material is moved from RTV Supplier to
appropriate sub-inventory
For those material that cant be fixed, supplier
provides credit Memo
Supplier credit memo is processed.
Material in RTV Supplier is adjusted out.

Defective
material is sent
to supplier.
Material
tracked in nonasset subinventory
Material
received from
supplier
Credit Memo

Credit Memo
processed.

Enter a description for each of the processes within this business function.
Enter a description of the relationships between the various processes.

.
Accounts

Process Flows Diagram 29814713498

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Key Assumptions:

Inventory Period is Open for the inventory organization where return is done.

GL Period is open

Purchasing period is open

Accounts

Process Flows Diagram 29914713499

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Steps-Return to Vendor


Description / flow chart of Process

Critical data requirements

Process Flow Objective:


Defective material is sent out to supplier & tracked in a sub-inventory
Supplier may fix the product or provide credit.
Participating Programs, Departments, Entities:
Receiving team, RMA Team, Canada RMA team, supplier, AP team
Action / End Result:
Material sent to supplier for credit or fixing material
Fixed material is received.
Credit memo processed by AP team
Detailed Description:
Engineer identifies defective material & send request to move it to MRB
inventory
Supplier is contacted for RMA Number & RMA number along with shipping
instructions is updated in OSPREY.
Material is located in Inventory, appropriate shipping documents is prepared &
material is shipped to supplier
Material is moved to RTV Supplier'
Material is shipped back to vendor with reference to supplier RMA.
Supplier fixes material & sends it back.
Material is move out of RTV Vendor to appropriate sub-inventory
Supplier may provide if material cannot be fixed.
Credit memo is processed

Accounts

Process Flows Diagram 2100147134100

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Process Flows Diagram 2101147134101

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Return to Vendor

Accounts

Process Flows Diagram 2102147134102

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process
Step
Material
identified as
defective &
requests it be
moved to
MRB
Defective
material
updated in
OSPREY

Step
13.05

13.10

Task Performer

Frequency

Engineer

As Needed

Description
Material identified as defective & is being
requested to be moved to MRB.

Engineer

As needed

Defective information is updated in OSPREY.

13.20

Contact
Supplier for
RMA

Canada RMA

As needed

Supplier is contacted for RMA

13.40

RMA
information
updated in
OSPREY

Canada RMA

As needed

RMA information is updated in OSPREY

13.50
13.60

Locate
Material &
move to RMA
area
Shipping
Documents

RMA Team

As needed

Locate material & move to RMA area.

RMA Team

As Needed

Shipping documents are printed based on the


instructions in OSPREY.

Shipped
material
tracked

RMA Team

As Needed

Shipped material to supplier is tracked in an Nonasset sub-inventory (RTV Vendor)

13.70

13.90

Accounts

Process Flows Diagram 2103147134103

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process
Step
Supplier
response

Step
13.80

Task Performer

Frequency

Description

RMA Team

As Needed

Supplier with information on defective material.


Repaired/rework/Failure analysis. These would be
fixed & sent back.
Credit: For material that is not fixable, credit is
provided.
Fixed material is received from supplier.

13.110

Fixed material
received

Receiving

As Needed

13.120

Material
delivered to
appropriate
sub-inventory
Material is
returned to
Supplier (Pitem)
If material is
part of BOM,
then WIP
return is done
Adjust out

Receiving

As Needed

Fixed material is moved to appropriate subinventory

AP Team

As Needed

Material is returned to supplier


Credit memo is processed

Receiving

As Needed

WIP return done, all components are returned to


inventory.

AP team

As needed

WIP Return Material in inventory is adjusted out


Credit memo is processed

13.130

13.135

13.140

Accounts

Process Flows Diagram 2104147134104

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

P2P Payables To-Be Processes


Process Title

Description of Process

Oracle
Modul
e

Input

Output

AP010

Services
or
Non
Inventory Invoices

Payables

Supplier Invoice,
PO.

PO based Services or Non


Inventory Invoices processed
in the system.

AP015

Inventory
invoices

Payables

Supplier invoice,
PO, Receipt.

AP020

Non PO Invoice

Payables

Supplier invoice

PO Based- Inventory Items


invoices processed in the
system.
Invoices without PO processed
in the system

AP025

Prepayment Process

This process explains process flow for


matching of Services and Non
inventory item invoices with purchase
orders.
This process explains matching of
Inventory item invoices with purchase
order process
This process flow explains the steps
involved in processing
invoices
without PO
This process explains how advances to
suppliers are processed in Oracle. How
the advances are applied to invoices
created subsequently.

Payables

Advance
disbursed
and
applied
to
subsequent
supplier invoices

AP030

Payments

Payables

AP035

Void payments and


stop payments

Payables

Payment
with
status negotiable

Payments
stopped

AP040

Employee Expense
Report
Reimbursement

Payment
disbursement
process
explains how payments are processed
for
all
invoices
(normal
and
prepayment) created in the system
This process explains how void
payments
and
stop
payments
processes are performed in Oracle.
This describes how employee expense
reports are submitted, approved,
reviewed and paid.

Create
prepayment
Invoice,
for
making advance
payment
and
application
of
prepayments to
supplier invoices
Issue
payment
based
on
Payment terms

Internet
Expenses

Expenses report
submitted
by
employee
for
Expenses
incurred

Expense report submission,


AP
invoice
generation,
approval and payment.

Accounts

Items

Payment
processed
settlement
of
invoices/credit memos
are

for
open

voided

Process Flows Diagram 2105147134105

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

AP043

AP045

ote:

Process Title

Description of Process

Oracle
Modul
e

Input

Month End Accruals

Inventory purchases will have 3 way


matching.
Inventory receipts are
accrued as and when a PO receipt is
created. This process is called as
online accrual.

Purchasin
g

Receipt
invoice

Payables

Enter
and
process
all
transactions for
the period

Close period

Non inventory goods and services will


have 2 way matching. In the case of
non-Inventory POs for goods and
services, system does not generate
any accounting entry as there is no
receipt. As part of month end user
needs to run open PO report for
month end Accrual.
Period Closure process explains the
activities that need to be performed in
payables at period end.

Output

Without

Month end Accrual Journals.

Period is closed for entering


new
transactions
and
payments

Enter a description of the relationships between the various processes.

Accounts

Process Flows Diagram 2106147134106

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP010 Supplier Invoices matched to PO Receipt (Non-Inventory/Services)


Business Context:
The process starts with creation of requisition for services or non-inventory goods which is
converted into a purchase order / contract. Once the invoice is received, the invoice is entered
and matched to the Purchase Order receipt.
PO Receipt is created for non-inventory item or services as when the non-inventory goods are
received or services rendered. Supplier invoices are matched to the purchase order receipt.
Proces
s ID

Event

AP0101.0

Invoice
Entry

AP0102.0

Invoice
match to PO
( 2 Way)

Accounts

Description

Enter

Enter the
invoice
details.

Match option
is Purchase
Order and
match
approval is 2
way.

PO Based Invoice/Credit Memo/Debit


Memo-Enter the Invoice details->Enter
the Invoice Type,
and Purchase order number,
Invoice Date,
Invoice Number,
Invoice Amount,
Line Amount
PO line number and PO Line shipment
Number
Select the PO Number and Specify the
Shipment # (is shipment #)

Oracle
Module

Oracle
Fitment
(Standar
d,
Manual,
Workaro
und.
Gap)

Output

Payables

Standard

Invoice Entered

Payables

Standard

Matched to PO
Invoice.

Process Flows Diagram 2107147134107

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s ID

Event

Description

Enter

AP0103.0

Invoice
Validation

AP0104.0

System
validation

System
Validation:

AP0105.0

Is Invoice
within
tolerance
limit?
Hold
Release
Completed
Invoice

Tolerance
Limit

AP0106.0
AP0107.0

Accounts

Complete the
match,
Validate and
save

Release of
Hold
Approved
invoices

Oracle
Module

Oracle
Fitment
(Standar
d,
Manual,
Workaro
und.
Gap)

Output

Once the user clicks on validate


invoice button, the validation will
trigger and the system validates the
controls set in the system for PO price,
Quantity, Variances (2 way).
Validate Invoice/Debit Memo/Credit
Memo. System will Check for Invoice
Tolerance (line and Distribution), Rate
variance (exchange rate and Tax rate)
and place the Invoices on Hold if
validation fails.
2) System automatically performs a 2
way match to ensure that the invoice
details are consistent for price and
Quantity.
3) Hold - Match to PO: Invoices with
price > PO price or Invoices with
Quantity> PO Quantity and exceeds
the system tolerance limits will be
placed on hold and will be blocked for
payment.
The System will validate whether the
invoice is not with tolerance limit and
place the invoice on hold

Payables

Standard

Invoice Validation

Payables

Standard

Invoice validated if
within the system
tolerance limits. If not
with in the tolerance
limits, Invoice put on
Hold

Payables

Standard

Validate whether the


invoice within
tolerance limit.

Approver will review the hold and if


satisfied will release the hold.
Approved Invoice will be available for
Payment; payment is based on vendor
payment terms.

Payables

Standard

Payables

Standard

Invoice hold is
Released.
The invoice will be
available for
payment.

Process Flows Diagram 2108147134108

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s ID

AP0108.0

Accounts

Event

Reports

Description

Enter

Report to
Review the
invoices

1)Invoice Register
2)Payable Posted Invoice Register
3)Invoice Historical Report
4)Invoice Audit Listing
5)Invoice Audit Report
6)Invoice Audit by Voucher Number
7) Invoice Transaction Check Report.
8)Invoice Aging Report

Oracle
Module

Payables

Oracle
Fitment
(Standar
d,
Manual,
Workaro
und.
Gap)
Standard

Output

Transaction data is
available in the report
output.

Process Flows Diagram 2109147134109

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram

Accounts

Process Flows Diagram 2110147134110

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP015 Inventory Item Invoices.


Business Context:
Invoice is the way to account for all costs for the organization. The process starts with creation of
requisition which is converted in to a purchase order / contract. For Inventory Item PO, a receipt
will be created when the goods are received .Once the invoice is received, the invoice is booked
based on PO and the receipt information in Oracle.
Proces
s Step
ID

Event

Process Title

AP0151.0

Invoice Entry

Enter the invoice details.

AP0152.0

Invoice
match to
Receipt ( 3
Way)
Invoice
Validation

Match option is Receipt.

AP0153.0

Accounts

Complete the match,


Validate and save

Description

Oracle
Module

Oracle
Fitment
(Standard,
Manual,
Workaroun
d. Gap)

Output

PO Based Invoice/Credit
Memo/Debit Memo-Enter the
Invoice details->Enter the
Invoice Type,
Supplier Name,
Supplier Site,
Invoice Date,
Invoice Number,
Invoice Amount,
Line Amount
Match to Receipt: Specify the
Receipt Number quantity and
prices.

Payables

Standard

Invoice
Entered

Payables

Standard

Invoice
matched to
receipt.

Once the accountant clicks on


validate invoice the validation
will trigger and will be performed
in the back end by system.

Payables

Standard

Invoice
Validation

Process Flows Diagram 2111147134111

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

AP0154.0

System
validation

System Validation:

AP0155.0

Is Invoice
within
tolerance
limit?

Tolerance Limit

AP0156.0

Hold Release

Release of Hold

AP0157.0

Invoice

Approved invoices

Accounts

Description

Oracle
Module

Oracle
Fitment
(Standard,
Manual,
Workaroun
d. Gap)

Output

Validate Invoice/DM/CM. System


will Check for Invoice Tolerance
(line and Distribution), Rate
variance (exchange rate and Tax
rate) and place the Invoices on
Hold if validation fails.
2) System automatically
performs a match to ensure that
the invoice details are consistent
for price, vendor, PO#, quantity
received?
3) Tolerance: Invoice amount
over the tolerance amount will
be placed on hold and will be
blocked for payment.
The System will validate whether
the invoice is not with tolerance
limit and place the invoice on
hold

Payables

Standard

Invoice
validated if
within the
system
tolerance
limits. If not
with in the
tolerance
limits,
Invoice put
on Hold

Payables

Standard

Upon review, business can


release the hold or take
corrective action
Supplier invoices matched and
validated to PO do not require
approval (since the PO document
is already approved). Invoices
matched and validated to PO
and are eligible for Payment.

Payables

Standard

Validate
whether the
invoice
within
tolerance
limit.
Invoice hold
is Released.

Payables

Standard

The invoice
will be
available for
payment.

Process Flows Diagram 2112147134112

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

AP0158.0

Accounts

Event

Reports

Process Title

Report to Review the


invoices

Description

1)Invoice Register
2)Payable Posted Invoice
Register
3)Invoice Historical Report
4)Invoice Audit Listing
5)Invoice Audit Report
6)Invoice Audit by Voucher
Number
7) Invoice Transaction Check
Report.
8)Invoice Aging Report

Oracle
Module

Payables

Oracle
Fitment
(Standard,
Manual,
Workaroun
d. Gap)
Standard

Output

Transaction
data is
available in
the report
out.

Process Flows Diagram 2113147134113

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram

Accounts

Process Flows Diagram 2114147134114

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP020 Non PO Based Invoices


Business Context:
Invoice is the way to account for all costs for the organization. Most of the invoices will require a
PO. However certain type of invoices such as utility bills, petty cash reimbursements, etc. will not
have a PO as the supplier does not bill based on PO. This process starts from payables after the
invoice is received.

Proces
s Step
ID

Event

Process Title

Oracle
Module

AP020 1.0

Invoice Entry

Enter Invoice
Details

AP0202.0

Invoice
Validation

Validate Invoice:

Accounts

Description

Non-PO Invoices: Standard -1)


Enter the Invoice Type,
Supplier Name,
Supplier Site,
Invoice Date,
Invoice Number,
Invoice Amount,
Line Amount,
Distribution Account and
attach the image of invoice.
Once the accountant clicks on
validate invoice the validation
will trigger and will validate as
per step AP020-3.0.

Oracle
Fitment
(Standard,
Manual,
Workaround
. Gap)

Output

Payables

Standard

Invoice Entered

Payables

Standard

Invoice Validation

Process Flows Diagram 2115147134115

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

Description

Oracle
Module

AP0203.0

System
validation

System
Validation:

AP0204.0

Sending
Invoice for
Approval

System Sends the


invoice for
Approval.

AP0206.0

Notification
for
Information

AP0207.0

Oracle
Fitment
(Standard,
Manual,
Workaround
. Gap)

Output

Validate Invoice/Debit
Memo/Credit Memo. System
will Check for (line and
Distribution) What does (line
and distribution) mean, Rate
variance (exchange rate and
Tax rate) and place the
invoices on hold if validation
fails
Invoice Approval Workflow will
initiate invoice for Approval.
Approval routing based on
AME rules defined to identify
the approver.

Payables

Standard

Invoice Validated

Payables

Standard(AME)

Send to Approver

Notification for
Information

Notification for Information is


sent to the AP User.

Payables

Standard

Requested
information

Requested
information

Payables

Payables

AP0208.0

Notification
for rejection

Notification for
rejection

AP user can submit the


required information to the
approver.
Notification for rejection of
invoice sent to the user,

Payables

Standard

AP0209.0

Correction Of
invoice

Correction Of
invoice

Payables

Standard

AP02010.0

Approval

Approved Invoices

AP user makes the requested


changes and submits for
approval.
Approved Invoice/Debit
Memo/Credit Memo are ready
for Payment or refund
Once invoice are approved.

Request for
information
Notification
received.
Requested
information
Provided.
Rejection
notification is
received.
Correction to
Invoice.

Payables

Standard

Accounts

Approved Invoice

Process Flows Diagram 2116147134116

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

AP02011.0

Accounts

Event

Process Title

Description

Oracle
Module

Reports

Report to Review

1)Invoice Register
2)Payable Posted Invoice
Register
3)Invoice Historical Report
4)Invoice Audit Listing
5)Invoice Audit Report
6)Invoice Audit by Voucher
Number
7) Invoice Transaction Check
Report.
8)Invoice Aging Report

Payables

Oracle
Fitment
(Standard,
Manual,
Workaround
. Gap)
Standard

Output

Transaction data is
available in the
report out.

Process Flows Diagram 2117147134117

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram

Accounts

Process Flows Diagram 2118147134118

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP025 Prepayment Invoice Process.


Business Context:
This Process involves the advance payment to a vendor. The advance Invoice is created and a
payment made and when the actual invoice is received the Prepayment invoice is applied.

Proces
s Step
ID

Event

Process Title

AP0251.0

Invoice Entry

Prepayment Invoice
Creation:

AP0252.0

Invoice
Validate

Invoice Validation:

Accounts

Description

Prepayment invoice is created by


entering the below details. All
prepayment invoices are routed to
approver for approval
Enter:
Invoice Type: Prepayment
PO Number
Supplier Name,
Supplier Site,
Requester (Used for the Purpose of
routing for Approval)
Invoice Date,
Invoice Number,
Invoice Amount,
Line Amount,
Distribution Account and attach the
image of invoice.
If the Prepayment is for a PO enter
the PO number in the PO Number
field. Select Prepayment type as
Temporary
Prepayment Invoice Validated and
Sent for Approval

Oracle
Module

Oracle
Fitment
(Standard
, Manual,
Workarou
nd. Gap)

Output

Payables

Standard

Invoice
Entered

Payables

Standard

Invoice
Validated
Process Flows Diagram 2119147134119

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

Description

Oracle
Module

Oracle
Fitment
(Standard
, Manual,
Workarou
nd. Gap)

Output

AP0253.0

Initiate
Approval

Invoice Approval

Invoice Approval Workflow will initiate


invoice for Approval
Approval routing based on AME rules
defined to fetch approver

Payables

Standard

Invoice sent
for Approval

AP0254.0

If Approved?

If Approved?

Payables

Standard

AP0255.0

Approval
Process

Approved Invoices

Payables

Standard

Approved/Re
jected the
invoice
Invoice
Approved.

AP0256.0

Payment
created.

Payment Created

Payables

Standard

Prepayment
invoice Paid.

AP0257.0

Prepayment
Available

Prepayment
Availability

Invoice is sent for the Approval of the


Approver. The approver can approve
or reject the invoice
Approved Prepayment invoice will be
ready for Payment and Accounting
will be created only once invoice is
Approved.
Once Prepayment invoice is paid the
invoice will be available for
Application
Prepayment will be available for
Invoice application.
PO based Prepayments available only
for invoices matched against PO
same as prepayment.
Prepayment is type Temporary,
approved, paid, not cancelled, has no
active holds, and has not been fully
applied
Prepayment can only be applied to
the same supplier, currency as the
invoice

Payables

Standard

Prepayment
Available for
Application

Accounts

Process Flows Diagram 2120147134120

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

AP0258.0

Application
of
Prepayment.

Prepayment
Application

AP0258.1

Invoice
Validation

Validate

AP0259.0

Report

Reports to Review
Prepayments

Accounts

Description

Once the Actual invoice is received


for the Product Or Service the
Prepayment will be applied. In the
INVOICES window, select the
prepayment or invoice to apply. Click
on ACTION and Check APPLY
prepayments check box. Click OK
After application of prepayment to
the invoice, payables team validates
the invoice.
Prepayment Status Report:
AP Prepayment Balance Report:
These are the reports that can be
used to check the status of
Prepayments

Oracle
Module

Oracle
Fitment
(Standard
, Manual,
Workarou
nd. Gap)

Output

Payables

Standard

Prepayment
Applied to
invoice.

Payables

Standard

Invoice is
validated.

Payables

Standard

Transaction
data is
available in
the report
out.

Process Flows Diagram 2121147134121

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram

Accounts

Process Flows Diagram 2122147134122

Payable
Company Confidential - For internal use only

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP030 - Payments Disbursement


Business Context:
The Process involves the Payment to be made to the suppliers for the invoices due either in a
batch mode or as a single payment.
Proces
s Step
ID

Event

Process Title

Description

Oracle
Module

Oracle
Fitment
(Standard
, Manual,
Workarou
nd. Gap)

Separate functionality is
available for one off payment
hence process flow depends
on whether a single payment
is being made or a payment
batch is processed.
Quick Payment is used for
onetime Payment to pay a
supplier for one or more
invoices.
Finance AP team will process
quick payment by selecting
the supplier, Bank, Payment
process profile and Payment
Document.
Finance AP team will select
the invoices to be paid by the
payment document.
Oracle has the ability to
process the Payments through
payment batch which will
select the invoices due on the
criteria specified in the
payment batch so that the
payments for multiple
suppliers/multiple invoices
can be completed in faster
and efficient way.

Payables

Standard

Payables

Standard

Payables

Standard

Payment
Account
details
entered

Payables

Standard

Payment
created.

Payables

Standard

AP0301.0

Type of
Payment

Type of Payment:
Single payment or
creation of payment
batch to pay
multiple suppliers.

AP0302.0

Quick
payment

Quick Payment

AP0303.0

Enter the
payment
Details

Enter the payment


Details

AP0304.0

Select
Invoices

Select Invoices

AP0305.0

Payment
Batch

Payment Batch

Accounts

Output

Payable
To-Be Activities3123147134123

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

AP0306.0

Event

Creation of
batch

Process Title

Create payment
batch with Invoice
selection criteria

AP0307.0

Proposed
payment

Send the proposed


payment report for
Approval

AP0308.0

Review of
Proposed
Payment.

AP-Approver

AP0309.0

Review of
Proposed
Payment by
Finance
Approver
Modify
Payment
Batch

Finance-Approver

Submit the
batch.

Submit the
Payment Batch.

AP03010.0

AP03011.0

Accounts

Modify Payment
Batch

Description

Based on cash requirement


report a payment batch is
created and submitted.
While creating a batch the
invoice selection criteria is
entered along with the option
to review invoices auto
selected by the system and
the proposed payments
generated by the system.
Automate the process to
notify the approver via email
notification to review the
proposed payment batch.
The AP Approver can review
the invoices that are selected
in the payment batch and
review the payments
generated in the batch. Once
the review done by the AP
Approver it needs to be
reviewed by finance approver.
The Finance Approver can
review the invoices that are
selected in the payment batch
and approve the same or
request for corrections.
AP User, can modify the
Payment Batches needed to
delete the selected invoices
or add invoices to the batch
as directed by the approvers.
Once the AP-User modifies the
Payment Batch, AP user can
Submit the batch to continue
the process to next step.

Oracle
Module

Oracle
Fitment
(Standard
, Manual,
Workarou
nd. Gap)

Payables

Standard

Invoices
selected for
payment.

Payables

Gap

Proposed
payment is
sent to
approver.
Decision to
make
payment.

Manual

Output

Manual

Decision to
make
payment.

Payables

Standard

Modified
payment
batch
submitted.

Payables

Gap

Payment
batch is
submitted

Payable
To-Be Activities3124147134124

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

AP03011.1

Completed
payment
batch.

Payment complete

AP03012.1

Cheque and
remittance
advice printed

Print cheque /
remittance advice

AP03012.2

Positive pay
file.

Generate Positive
pay file

AP03012.3

EFT

EFT

AP03013.0

If it is a check

If it is a check

AP03014.0
AP03015.0

Manual
Signature
Send checks
to Vendor

Manual Signature

AP03016.0

File
transmission.

AP03017.0

File received
into the bank
server

Accounts

Oracle
Module

Oracle
Fitment
(Standard
, Manual,
Workarou
nd. Gap)

Approved Payment batch is


completed once payment
batch is reviewed and
submitted for generation of
payment documents.
Print the check / remittance
advice.

Payables

Standard

Payables

Gap

Cheque and
remittance
advice
printed

Fortinet requires Positive Pay


file to be generated for the
check payments and the
same to be transmitted to the
bank.
Fortinet requires ability to
generate payment file in
specific format and upload
EFT payments to bank portal.
If the payment method is
check the check need to be
signed by the authorized
signatory.
Check need to be signed by
the authorized signatory.
Send the checks to the vendor

Payables

Gap

Positive pay
file is
generated

Payables

Gap

EFT is
generated.

Transmission

The Positive Pay file and EFT


are transmitted electronically

Payables

File received into


the bank server

File received into the bank


server

Send checks to
Vendor

Description

Output

Payment
batch
confirm.

Manual

Checks
identified

Manual

Check Signed

Manual

Payments
sent to
Approver.
Positive pay
and EFT
transferred
to bank.
File
transmitted
to bank

Gap

Bank
Transmission

Payable
To-Be Activities3125147134125

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

Description

AP03018.0

Approval

Approval

Finance Approver will log in to


the bank site and approves
the file.

AP03018.0

Reports

Reports

Cash Requirement Report


1099 Payments Report
Discounts Available Report
Discounts taken and Lost
Report
Payments Audit by Voucher
Number
Payment Register
Void Payment Register.
Supplier Payment History.
Supplier Paid invoice History.

Accounts

Oracle
Module

Payables

Oracle
Fitment
(Standard
, Manual,
Workarou
nd. Gap)

Output

Bank
Transmission

File Approved
and
payments
processed.
Reports
generated.

Standard

Payable
To-Be Activities3126147134126

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram

Accounts

Payable
To-Be Activities3127147134127

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP035 - Void Payments and Stop Payments


Business Context:
Payments cannot be edited once made. If the payments are cancelled after they are made
they need to be voided or stopped. Payment that has been stopped can be released later.

Proces
s Step
ID

Event

Process Title

Description

AP0351.0

Approved

Approved

AP0352.0

Select the
payment

AP0353.0

Enter Reason

AP0354.0

Select for
voiding

AP0355.0

Enter void date


and GL date.

Select the
payment in
payment work
bench
Enter reason for
voiding the
payment
Choose void from
payment action
menu
Enter void date
and GL date and
action required.

Before starting the void process


the AP-User should take the
approval of AP manager
Retrieve payment in payment work
bench that needs to be voided by
entering the payment document
number.
Enter reason for void payment in
payment description to have an
audit trail in system
To void the payment choose void
from the payment action menu

AP0356.0

Payment status
changed to
voided

Accounts

Payment status
change to voided

Enter void date and GL date to


account reversal transactions in GL
Choose the invoice action as
None.
Payment status gets changed to
voided. Once payment is voided no
changes can be made to the
payment.

Oracle
Module

Oracle
Output
Fitment
(Standard,
Manual,
Workaround.
Gap)
Manual

Approval
Received

Payables

Standard

Payment
Selected.

Payables

Standard

Reason is
entered.

Payables

Standard

Payables

Standard

Payment is
select for
voiding
Void and GL
date
entered

Payables

Standard

Payment is
voided.

Payable
To-Be Activities3128147134128

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram

Accounts

Payable
To-Be Activities3129147134129

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP040 Expense Report Reimbursement


Business Context:
Oracle Internet Expenses helps employees to enter and submit expense reports online, thus
reducing administrative costs and data entry errors.
This process is for reimbursing the employee for the expenses incurred while in course of
performing official duties. The employee is responsible for spending as per company policy and can
claim reimbursement at regular basis by submitting the expense report online.
ote:

The process step catalogue identifies the process steps that make up the business process.
It is optional to perform this step here; when the Gather Business Requirements (RD. 050) are constructed you will also be
developing process steps for each process.
ID: Supply a process step ID. Think about a systematic way for numbering processes and process steps. It might make sense to
build significance into the process ID; for example, BM 01 might represent the first step in the Bill of Material process.
Description: Record the process step as clearly as possible. If possible, use a simple verb noun format, but do not hesitate to add
information for clarity. For example, answer phone, record (order) information and so on.
Frequency: State the frequency that the process step occurs; hourly, weekly, every other order, every third piece, and so on.
Notes: Record notes as appropriate to clarify the nature of the step or record any issues which it raises. It is possible to key
word notes in order to later retrieve all notes with the same key word.
Agent: Identify the party who is responsible for the execution and completion of the step.
Automation: Identify whether the step is manual or system-assisted.

Proces
s Step
ID

Event

Process Title

AP0401.0

Enter
Expense
report

Employee creates
Expense Report.

AP0402.0

Itemized
Receipt

Itemize Receipt if
required

Accounts

Description

Oracle
Module

Oracle Fit
(Standard
, Manual,
Workarou
nd. Gap)

Output

New expense report is created


by employee. New report can
be created by copying existing
report if it is similar to an old
report. Manually add lines to
expense report
If the receipt needs to be split
to account for different type of
expenses, employee can enter
itemised details for each
receipt.

iExpenses

Standard

Entry of expense
Report.

iExpenses

Standard

Itemized expense
Line Created

Payable
To-Be Activities3130147134130

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

AP0403.0

Event

Process Title

Description

Oracle
Module

Oracle Fit
(Standard
, Manual,
Workarou
nd. Gap)

Attach
receipt copy

Attach receipt copy


if available

Where supporting receipts are


required as per company
policy, employee can attach
scanned copy of the receipt to
the expense line.

iExpenses

Standard

Receipt
Attached.

iExpenses

Standard

Expense report is
submitted

iExpenses

Standard

iExpenses

Standard

iExpenses

Standard

iExpenses

Standard

Validates Expense
report
Justification
Entered
Expense report is
sent to approver
Expense report
sent for
information.

iExpenses

Standard

Notification
received

iExpenses

Standard

Employee submits
the required
information.

iExpenses

Standard

Expense report is
approved.

AP0404.0

Review
Report

Review and
Submit Report

AP0405.0
AP0406.0
AP0407.0
AP0408.0

As per policy

As per policy

Enter
justification
Approval

Enter justification

Request for
information

Request for
Information?

AP0409.0

Request for
information
notification
received
Submit
additional
information

Request for
information
notification
received
Submit additional
information

Expense
report
approved.

Is approved by
Approver?

AP040-10

AP04011.0

Accounts

Approval

If original receipts are required


to be submitted, employee can
submit the same to AP
reviewer
who
can
verify
whether receipts are available
as per policy.
Once all the expenses are
entered employee can review
the expense report and submit
it.
Is the expense report as per
policy
Enter the Justification for the
policy violation
Once submitted the expense
report is routed for approval.
The approver can request for
additional information from the
employee or any other person
in the approval process.
Request
for
information
notification is received by the
requestor
If the approval requests for
additional
information,
the
same is provided through
approval workflow and the
approval process continues.
Check whether the expense
report approved.

Output

is

Payable
To-Be Activities3131147134131

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

AP04012.0

Notify
Rejection

Notify rejection to
the Employee

AP04013.0

As per the
policy

As per the policy

AP04014.0

Review by
AP team.

AP Review

AP04015.0
AP04016.0
AP04017.0
AP04018.0
AP04019.0
AP04020.0

Accounts

Description

Oracle
Module

Oracle Fit
(Standard
, Manual,
Workarou
nd. Gap)

Output

If the expense report is


rejected
by
approver,
employee is notified via E-mail.
Is the expense report as per
policy?

iExpenses

Standard

iExpenses

Standard

If the expense report is


approved,
the
same
is
available for review by the AP
team.

iExpenses

Standard

Rejected
notification is sent
to employee
Validate whether
the expense
report as per
policy.
Expense report
available for
review.

iExpenses

Standard

Modified expense
report.

AP team will verify whether the


expenses are as per corporate
policies and whether the
receipts are submitted as
required.
If expense report not as per
policy can Adjust the expense
report.

Adjust
expense
report not as
per policy
Modified

Adjust expense
report not as per
policy
Modified

If the expense report is


modified sent for the AP
Approver approval.

iExpenses

Standard

Sent for Approval.

Approved

Approved

iExpenses

Standard

Submit
expense
report Import
Expense
report for
first time
Employee
Supplier
creation

Submit expense
report Import

Once the Expense report is


approved by the AP Approver.
Submit expense report Import

iExpenses

Standard

Approved by AP
Approver.
Invoice import
program
executed.

Expense report for


first time

Expense report for first time

iExpenses

Standard

Employee Supplier
creation

Employee Supplier creation

iExpenses

Standard

Supplier created.

Payable
To-Be Activities3132147134132

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

AP04021.0

Expense
report
invoice
generation

AP04022.0
AP04018.0

Accounts

Description

Oracle
Module

Oracle Fit
(Standard
, Manual,
Workarou
nd. Gap)

Output

Expense report
invoice generation

Once the AP invoice is


reviewed by AP team it is
imported into Payables as
Expense Invoice.

iExpenses

Standard

Expense invoice
generation.

Payment

Pay the Invoice


(AP030)

Payables

Standard

Expense report is
paid.

Compliance
with policy.

Is it as per policy?

The employee is paid through


the
standard
payment
disbursement process.
AP team verifies whether the
expenses are as per policy.

iExpenses

Standard

Expense report
reviewed for
compliance by AP
team.

Payable
To-Be Activities3133147134133

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram

Accounts

Payable
To-Be Activities3134147134134

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP043 Month End Accruals


Business Context:
Purchasing does not record any accounting entries for expense during a receiving transaction if
you use period-end accruals .Record all of your un-invoiced liabilities at month end using the
Receipt Accruals - Period-End process.
Proces
s Step
ID

Event

Process Title

AP043-1.0

Approved PO
Created in the
System
Receipt is
created in
system
Material
Serviced but
not entered in
the system
Is Receipt
entered in the
system
AP invoice
received
AP Invoice
Entered

Approved PO
Created in the
System
Receipt is
created in system

Approved Po is created in the


system

Purchasing

Standard

Receipt is created in system

Purchasing

Standard

Material Serviced
but not entered in
the system

Received the expense item or


services not entered in the
system

Is Receipt entered
in the system

Is Receipt entered in the system

Purchasing

Standard

AP invoice
received
AP Invoice
Entered

AP invoice is received

Payables

Standard

AP invoice is entered in the


system.

Payables

Standard

AP043-7.0

Unmatched Po
Quantity

Unmatched Po
Quantity

Run Open Po report.

Purchasing

Standard

AP043-8.0

Load WEB ADI


Accrual
journals

Load WEB ADI


Accrual journals

Load WEB ADI Accrual journals

General
Ledger

Standard

AP043-2.0
AP043-3.0

AP043-4.0
AP043-5.0
AP043-6.0

Accounts

Description

Oracle
Module

Oracle
Fitment
(Standard,
Manual,
Workaroun
d. Gap)

Output

Purchase
order
created.
Receipt
created.

Manual

Receipt
entered in
the system
AP invoice
Received
Invoice
entered in
the system.
Open Po
report
output
generated.
Accrual
Journals
Uploaded.

Payable
To-Be Activities3135147134135

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

Process Title

Description

Oracle
Module

Oracle
Fitment
(Standard,
Manual,
Workaroun
d. Gap)

Output

AP043-9.0

Period end
Accruals

Period end
Accruals

Period end Accrual Journals


generated by running the Receipt
Accruals - Period-End process.

Purchasing

Standard

Period end
Accruals
generated.

AP04310.0

Accrual
Journals in GL

Accrual Journals
in GL

Accrual Journals posted into GL.

General
Ledger

Standard

Accrual
Journals
Posted into
General
ledger.

Accounts

Payable
To-Be Activities3136147134136

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows Diagram

Accounts

Payable
To-Be Activities3137147134137

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Payable
To-Be Activities3138147134138

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flows for Month End Accrual Services

Accounts

Payable
To-Be Activities3139147134139

Doc Ref: P2P BP80


BP.080 <P2P>

P2P:AP045 - Period Closure


Business Context:
This document describes the tasks that need to be completed before closing a Period in
Accounts Payable. These tasks ensure that financial information from payables module is
complete and accurate.
Proces
s Step
ID

Event

AP045-1.0

Open Payables
Period

Open Next Period:

AP045-2.0

Accounting
Process

Create Accounting
Process:

AP045-3.0

Reports

Run the following


reports:

AP045-4.0

Exception
transactions.

Review and Resolve


the exception
Transactions.

Accounts

Process Title

Description

Before the starting of the Month


Close Process should first open
the next period.
The Purpose of running the
program before the closure
process is to transfer the
Accounting Entries to GL,
making sure that only the
exception transactions to be
resolved exists
Unaccounted Transactions
Report: The Purpose of the
report is to identify transactions
that are not accounted.
Invoices on Hold: Identifies the
Invoices that are on Hold.
Run Create Accounting and
Transfer Journal Entries to GL
program to create accounting
and transfer accounting entries
to GL

Oracle
Module

Oracle
Fitment
(Standard,
Manual,
Workaroun
d. Gap)

Output

Payables

Standard

Next Period
is Open

Payables

Standard

The
Accounting
entries are
transferred
to GL.

Payables

Standard

Payables

Standard

Identifies
the
Pending
transaction
s need to
corrected.
Exceptions
transaction
s are
resolved.

Payable
To-Be Activities3140147134140

Doc Ref: P2P BP80


BP.080 <P2P>

Proces
s Step
ID

Event

AP045-5.0

Sweep
transactions

Sweep the
transactions:

AP045-6.0

Period Close

Close Period:

Accounts

Process Title

Description

After resolving the issue with


invoices on hold and
Unaccounted transactions and
Confirming or cancelling the
pending payments. If any
transactions are pending which
are required to be accounted in
the next period should be
swept. Sweep process transfers
unposted invoice distributions
and payments to the period you
specify by updating its GL dates
to the first day of the new
period. You can then close the
accounting period from which
Payables moved the invoices
and payments.
Once the exceptions are
resolved and transactions which
need to be accounted in the
next period are swept, the
Payable manager can go to the
current period and select the
close status.

Oracle
Module

Oracle
Fitment
(Standard,
Manual,
Workaroun
d. Gap)

Output

Payables

Standard

Exception
transaction
s which are
not
resolved
are moved
to next
period.

Payables

Standard

Period
Closed

Payable
To-Be Activities3141147134141

Doc Ref: P2P BP80


BP.080 <P2P>

Process Flow Diagram

Accounts

Payable
To-Be Activities3142147134142

Doc Ref: P2P BP80


BP.080 <P2P>

Accounts

Payable
To-Be Activities3143147134143

Doc Ref: P2P BP80


BP.080 <P2P>

To-Be Activities
This section provides details of the activities to be carried out as part of the process flow.
Invoicing & Payment

Purchasing happens at operating unit level, so Invoicing is also at operating unit level. Based on the FTNT requirement, required operating
units will be created. All data and setup is restricted by operating unit.

Payment will be made by Corporate as consolidated for all units. If required units will do single/batch payment for that unit. This
functionality helps in making payment for multiple operating units.

Invoice Cancellation

Invoice can be cancelled if payment has not been made against the invoice. User can cancel an invoice, if the invoice is wrongly entered.

If payment has already been made against a wrong invoice, then a Debit Memo needs to be raised against the supplier.

Accounting

Invoices and payment will be accounted end of the day or weekly according to FTNT policy.

Accounting for bank reconciliation will be generated for payments when they are cleared in cash management.

Accounts Payables transactions will be transferred to GL in detail. The description from the Payables Invoice Lines will be transferred to GL
Journal Lines.

Default GL Date

System date will be the default GL date while booking the supplier Invoices.

Invoice Tolerances

Invoice tolerance will be set as per the template given by FTNT.

Price tolerance will be set as per the template given by FTNT

Accounts

Payable
To-Be Activities3144147134144

Doc Ref: P2P BP80


BP.080 <P2P>

Oracle Payables Terminology


3way matching

Clearing
Matching
tolerances

Pay Group

Settlement Date
Terms Date Basis

Accounts

The process of verifying that purchase order, invoice, and receiving


Information matches within accepted tolerance levels. Payables uses
the following criteria to verify threeway matching:
Invoice price <= Purchase Order price
Quantity billed <= Quantity ordered
Quantity billed <= Quantity received
A process that assigns a cleared date and status to a transaction and
creates accounting entries for the cash clearing account.
The acceptable degrees of variance you define for matched invoices
and purchase orders. Payables measures variance between quantities
and item prices for invoices and purchase orders. You can define
tolerances for order quantities, including maximum quantity ordered
and maximum quantity received. You can also define tolerances for
price variances,
Including exchange rate amounts, shipment amounts, and total
amounts. If any of the variances between a matched invoice and
purchase order exceed the tolerances you specify, validation places the
invoice on hold.
A feature you use to select invoices for payment in a payment batch.
You can define pay group and assign it to one or more suppliers. You
can override the suppliers pay group on individual invoices. For
example, you can create an employee pay group to pay your employee
expenses separately from other invoices.
The date before which you cannot apply a prepayment to an invoice.
Oracle payable prevents you from applying a temporary prepayment to
an invoice until on or after the settlement date of the prepayment.
Date from which payables calculate a scheduled payment for a
supplier. The default is one of the following payables system setup
options you defined for terms date basis.
System. When you enter invoices, payables defaults the system date
as the terms date.
Goods received. When you enter invoices, payables prompt you to
enter the date you received the goods that are included on the invoice
as the terms date.

Payable
To-Be Activities3145147134145

Doc Ref: P2P BP80


BP.080 <P2P>

Payment Priority
Pay Through Date

Accounts

Invoice. When you enter invoices, payables defaults the invoice date
as the terms date.
Invoice received. When you enter invoices, payables prompt you to
enter the date you received an invoice as the terms date.
The maximum in a range between 1 (high) and 99 (low) of payment
priorities for the invoices in the payment process request. Oracle
payables only select invoices with a priority in the range you specify.
End date for which invoices are selected. All validated and unpaid
invoices that have a due date on or before the Pay Through Date are
selected.

Payable
To-Be Activities3146147134146

Doc Ref: P2P BP80


BP.080 <P2P>

Open and Closed Issues for this Deliverable


Open Issues
ID

Issue

Resolution

Responsibilit Target
y
Date

Impact
Date

Closed Issues
ID

Issue

Accounts

Resolution

Responsibility

Target
Date

Impact
Date

Payable
To-Be Activities3147147134147