Oracle Apps Epicentre: Purchase Order Creation

STANDARD PURCHASE ORDER
You generally create standard purchase orders for one-time purchase of various items. You create standard purchase orders when you know the details of the goods or services you require, estimated costs, quantities, delivery schedules, and accounting distributions.

CREATING STANDARD PURCHASE ORDER
1. Navigate to xx purchasing users > Purchase orders > Purchase orders

2. Select the type as standard purchase agreement
3. Select the supplier.
4. Select the Ship-to and Bill-To location.
5. Enter description.
6. In Items tab
i. Click on Num column.
ii. Select the Type.
->Goods
->Outside processing (For subcontract items)
->Services
iii. Select the Item.
iv. Enter the Quantity.
vi. Select Promise Date and Need by Date.
NB: Always make sure that the transaction is done at the inventory organization level And not in master Inventory Organization level.

7. Click on Shipments button.

8. Click on Distributions button.
i. Select Deliver-To and Sub inventory.
Use the purchase order Distributions window to enter distribution information for purchase order shipments or to view distributions that Purchasing has
automatically created for you. You can enter multiple distributions per shipment line.

9. Save the purchase order.
PO-number will be generated, note down the number.
10. Click on Approve button.

11. Select the forward check button and send it for approval clicking Ok button.

Blanket Purchase Order
You create blanket purchase agreements when you know the detail of the goods or services you plan to buy from a specific supplier in a period, but you do not yet know the detail of your delivery schedules. You can use blanket purchase agreements to specify negotiated prices for your items before actually purchasing them.

CREATING BLANKET PURCHASE ORDER
1.Navigate to XX purchasing users > Purchase orders > Purchase orders

2. Select the type as Blanket purchase agreement
3. Select the supplier.
4. Select the Ship-to and Bill-To location.
5. Enter description.
6. In Items tab
i. Click on Num column.
ii. Select the Type.
->Goods
->Outside processing
->Services
iii. Select the Item.
iv. Enter the price.
v. Save the purchase order.
7. Click on Approve button and send it for approval.

CREATING RELEASES FOR BLANKET PURCHASE ORDER

1. Navigate to XX purchasing users > Purchase orders > Releases
2. Enter PO number in po,rev.
3. Click on Num.
4. Select Line, Ship-To, Quantity, Promise Date, Need BY Date, Tax code

5. Click on Distributions button.
i. Select Deliver-To and Subinventory
6. Save the Releases.
7. Click on Approve Button and send it for approval.

RECEIPT

RECEIPTS (Item being received in Inventory)
1. Navigate to XX Purchasing Users > Receiving > Receipts
2. Enter purchase order number.
3. Click on Find

4. Enter quantity of items which you have received.

5. Click on Inspect button.
6. Enter how much quantity accepted and rejected while Inspection.

7. Save your work.

INVOICE

Types of Invoices
• Credit Memo: A negative amount invoice you receive from a supplier representing a credit for goods or services purchased.
• Debit Memo: A negative amount invoice you send to notify a supplier of a credit you recorded for goods or services purchased.
• Expense Report: An invoice you enter to record business-related employee expenses.
• Mixed: A Standard or Credit/Debit Memo invoice for which you can enter both positive and negative amounts and perform both positive and negative matching.
• PO Default: A trade invoice you want to automatically match to a specified purchase order and then manually match to the individual shipments on the purchase order. After you use this invoice type to complete the match, the invoice will become a Standard type invoice.
• Prepayment: An advance payment you make to a supplier or employee. If you enter Temporary for the Prepayment Type field, then you can later apply prepayment to an invoice.
• QuickMatch: A trade invoice you want to automatically match to all the shipments of a specified purchase order.
• Standard: A trade invoice you receive from a supplier.
• Withholding Tax: An invoice you have generated to pay to tax authority.

CREATING INVOICE
1. Navigate to XX Payables (Super User) > Invoices > Entry > Invoices
2. Enter Supplier name, Invoice number, Invoice amount.

3. Match the invoice with PO number or with receipt number or with packing slip.

4. Enter the quantity for which you want to create invoice.
Save your work.

5. Click on Action button and select Validate and Force approval.
6. Click on OK

7.Again click on action button select Create Accounting.
8. Click on OK

PAYMENTS

TYPES OF PAYMENTS
Manual: Manual payment, which you use to record a payment you have made outside of Payables. For example, a typed check or wire transfers.
Quick: Quick payment, which is a single computer-generated check.
Refund: A payment you receive from a supplier or employee to return funds for an invoice payment you made. Refund payments pay a debit balance, and are always entered as negative amount payments.
Batch: A payment created by payment batch processing. You can see the batch name in the Batch Name field.

Creating Payments
1. Navigate to XX Payables (Super User) > Payments > Entry > Payments
2. Select Type, Bank account, Document, Supplier, Maturity date.
Maturity Date: If you are creating a future dated payment with a Quick payment or a manual payment, enter the date on which your bank disburses funds for the payment. You can enter a value here only if the Future Dated Payment check box is checked. If the Future Dated Payment check box is checked you must enter a value.
3. Click on Enter/Adjust Invoices button.