P2P cycle made easy


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procure to pay cycle with steps and its underlying tables of each stage in oracle ERP

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P2P cycle made easy

  1. 1. P2P Cycle Made easy 2013P2P (PROCURE TO PAY) CYCLE.1) Create Requisition:Requisition is nothing but a formal request to buy something (like Inventory material, officesupplies etc) needed for the enterprise. Only an employee can create one. There are twotypes of requisitions:Internal Requisition: Internal requisitions provide the mechanism for requesting andtransferring material from one inventory to other inventory.Purchase requisition: Unlike Internal requisitions, Purchase requisitions are used forrequesting material from suppliers.Underlying Tables:PO_REQUISITION_HEADERS_ALLPO_REQUISITION_HEADERS_ALL stores information about requisition headers. You needone row for each requisition header you create. Each row contains the requisition number,preparer, status, and description.REQUISITION_HEADER_ID is the unique system–generated requisition number.REQUISITION_HEADER_ID is invisible to the user. SEGMENT1 is the number you use toidentify the requisition in forms and reports.PO_REQUISITION_HEADERS_ALL is one of three tables storing requisition information.PO_REQUISITION_HEADERS_ALL corresponds to the Header region of the Requisitionswindow. SEGMENT1 provides unique values for each row in the table in addition toREQUISITION_HEADER_ID. 1 Ketul Patel
  2. 2. P2P Cycle Made easy 2013PO_REQUISITION_LINES_ALLPO_REQUISITION_LINES stores information about requisition lines. You need one row foreach requisition line you create. Each row contains the line number, item number, itemcategory, item description, need–by date, deliver–to location, item quantities, units, prices,requestor, notes, and suggested supplier information for the requisition line.LINE_LOCATION_ID identifies the purchase order shipment line on which you placed therequisition. LINE_LOCATION_ID is null if you have not placed the requisition line on apurchase order. BLANKET_PO_HEADER_ID and BLANKET_PO_LINE_NUM store thesuggested blanket purchase agreement or catalogue quotation line information for therequisition line. PO_REQUISITION_LINES is one of three tables storing requisitioninformation. This table corresponds to the Lines region of the Requisitions window.PO_REQ_DISTRIBUTIONS_ALLPO_REQ_DISTRIBUTIONS_ALL stores information about the accounting distributionsassociated with each requisition line. Each requisition line must have at least one accountingdistribution. You need one row for each requisition distribution you create. Each row includesthe Accounting Flex field ID and requisition line quantity. PO_REQ_DISTRIBUTIONS_ALL isone of three tables storing your requisition information. This table corresponds to therequisition Distributions window, accessible through the Requisitions window.2) Create Purchase Order:There are 4 types of Purchase Orders:1. Standard PO: A Standard PO is created for one–time purchase of various items.2. Planned PO: A Planned PO is a long–term agreement committing to buy items orservices from a single source. You must specify tentative delivery schedules and all detailsfor goods or services that you want to buy, including charge account, quantities, andestimated cost.3. Blanket agreement: A Blanket PO is created when you know the detail of the goods orservices you plan to buy from a specific supplier in a period, but you do not know the detailof your delivery schedules.4. Contract agreement: Contract purchase agreements are created with your suppliers toagree on specific terms and conditions without indicating the goods and services that youwill be purchasing.Underlying Tables:PO_HEADERS_ALLPO_HEADERS_ALL contains header information for your purchasing documents. You needone row for each document you create. There are six types of documents that usePO_HEADERS_ALL:• RFQs 2 Ketul Patel
  3. 3. P2P Cycle Made easy 2013• Quotations• Standard purchase orders• Planned purchase orders• Blanket purchase orders• ContractsEach row contains buyer information, supplier information, brief notes, foreign currencyinformation, terms and conditions information, and the status of the document. OraclePurchasing uses this information to record information that is related to a completedocument.PO_HEADER_ID is the unique system–generated primary key and is invisible to the user.SEGMENT1 is the system–assigned number you use to identify the document in forms andreports.PO_LINES_ALLPO_LINES_ALL stores current information about each purchase order line. You need onerow for each line you attach to a document. There are five document types that use lines:• RFQs• Quotations• Standard purchase orders• Blanket purchase orders• Planned purchase ordersEach row includes the line number, the item number and category, unit, price, taxinformation, matching information, and quantity ordered for the line. Oracle Purchasing usesthis information to record and update item and price information for purchase orders,quotations, and RFQs.The QUANTITY field stores the total quantity of all purchase order shipment lines (found inPO_LINE_LOCATIONS_ALL).PO_DISTRIBUTIONS_ALL (REQ_HEADER_REFERENCE_NUM in Distributions table isthe Requisition number for this PO)PO_DISTRIBUTIONS_ALL contains accounting distribution information for a purchase ordershipment line. You need one row for each distribution line you attach to a purchase ordershipment. There are four types of documents using distributions in Oracle Purchasing:• Standard Purchase Orders• Planned Purchase Orders• Planned Purchase Order Releases• Blanket Purchase Order Releases 3 Ketul Patel
  4. 4. P2P Cycle Made easy 2013Each row includes the destination type, requestor ID, quantity ordered and deliver–tolocation for the distribution. Oracle Purchasing uses this information to record accountingand requisition information for purchase orders and releases.PO_DISTRIBUTIONS_ALL is one of five tables storing purchase order and releaseinformation.3) Create Receipt:A receipt is a written acknowledgment that a specified article or sum of money has beenreceived. A receipt records the purchase of goods or service. It is not the same as aninvoice.Create a receipt to receive the items in the Purchase Order.Receipt Tables are:RCV_SHIPMENT_HEADERSRCV_SHIPMENT_HEADERS stores common information about the source of your receiptsor expected receipts. You group your receipts by the source type and the source of thereceipt. Oracle Purchasing does not allow you to group receipts from different sources underone receipt header.There are two receipt source types, Supplier and Internal Order, that you need to use whenreceiving against different source document types. You use a receipt source type of’Supplier’ when receiving items that you ordered from an external supplier using a purchaseorder. When you receive items that are part of an inter–organization transfer, or whenreceiving items that you request from your inventory using an internal requisition, the receipttype would be ’Internal Order’. The ’Internal Order’ receipt source type populates theORGANIZATION_ID column.Oracle Purchasing creates a receipt header when you are entering your receipts or whenyou perform inter–organization transfers using Oracle Inventory. When Oracle Inventorycreates a receipt header for an in-transit shipment, the receipt number is not populated untilyou receive the shipment.RCV_SHIPMENT_LINES (Lines Table has PO_HEADER_ID)RCV_SHIPMENT_LINES stores information about items that have been shipped and/orreceived from a specific receipt source. RCV_SHIPMENT_LINES also stores informationabout the default destination for in-transit shipments. 4 Ketul Patel
  5. 5. P2P Cycle Made easy 20134) Create Invoice in Payables:Once the goods are received, it’s time to pay the vendor for the goods purchased and hencethe invoices are created.Invoice Tables:AP_INVOICES_ALLAP_INVOICES_ALL contains records for invoices you enter. There is one row for each invoice youenter. An invoice can have one or more invoice distribution lines. An invoice can also have one ormore scheduled payments.AP_INVOICES_LINES_ALLAP_INVOICE_LINES_ALL is a new table introduced in R12 to represent the data stored in invoicelines.AP_INVOICE_DISTRIBUTIONS_ALLAP_INVOICE_DISTRIBUTIONS_ALL holds the distribution line information that you enter forinvoices. There is a row for each invoice distribution. A distribution line must be associatedwith an invoice. An invoice can have multiple distribution lines. Your Oracle Payablesapplication automatically creates rows in this table when:1) You choose a distribution set at the invoice level.2) You import expense reports.3) You match an invoice to a purchase order or receipt; it uses information from the matchedpurchase order or receipt.4) You import invoices via the Open Interface Import process.5) You select to automatically calculate tax.6) You select to automatically do withholding.Each invoice distribution line has its own accounting date. When you account for an invoice,your Oracle Payables application creates accounting events, accounting entry headers andaccounting entry lines for those distribution lines that have accounting dates included in theselected accounting date range for the Payables Accounting Process.Accounting Entries Tables:AP_ACCOUNTING_EVENTS_ALLAP_AE_HEADERS_ALLAP_AE_LINES_ALL 5 Ketul Patel
  6. 6. P2P Cycle Made easy 20135) Making a Payment:Go to the Invoice window and query the invoice you want to pay. You would see Amount paid as 0.00before you make a payment.Payment Tables:AP_INVOICE_PAYMENTS_ALLAP_INVOICE_PAYMENTS_ALL contains records of invoice payments that you made tosuppliers. There is one row for each payment you make for each invoice. There is onepayment and one invoice for each payment in this table. Your Oracle Payables applicationupdates this table when you confirm an automatic payment batch, enter a manual payment,or process a Quick payment. When you void a payment, your Oracle Payables applicationinserts an additional payment line that is the negative of the original payment line.For manual payments and Quick payments, this table corresponds to the Select Invoiceswindow in the Payment workbench.AP_PAYMENT_SCHEDULES_ALLAP_PAYMENT_SCHEDULES_ALL contains information about scheduled payments for aninvoice. You need one row for each time you intend to make a payment on an invoice. YourOracle Payables application uses this information to determine when to make payments onan invoice and how much to pay in an automatic payment batch.Values for HOLD_FLAG may be ’Y’ to place a hold on the scheduled payment, or ’N’ not todo so. Values for PAYMENT_STATUS_FLAG may be ’Y’ for fully paid payment schedules,’N’ for unpaid scheduled payments, or ’P’ for partially paid scheduled payments. Forconverted records, enter a value for AMOUNT_REMAINING.This table corresponds to the Scheduled Payments window.AP_CHECKS_ALLAP_CHECKS_ALL stores information about payments issued to suppliers or refunds receivedfrom suppliers. You need one row for each payment you issue to a supplier or refund receivedfrom a supplier. Your Oracle Payables application uses this information to record payments youmake to suppliers or refunds you receive from suppliers.AP_CHECK_FORMATSAP_BANK_ACCOUNTS_ALLAP_BANK_BRANCHESAP_TERMS6) Transfer to General Ledger 6 Ketul Patel