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