9. Automating Document Creation(2)

8/4/2019 9. Automating Document Creation(2)

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Copyright Oracle Corporation, 2002. All rights reserved.

Automating Document Creation


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1-2 Copyright Oracle Corporation, 2002. All rights reserved.

Procurement: Purchase OrdersRequisitions

Supplier

identification

Sourcing

Ordering

Analysis

RFQs/Quotations

Purchaseorders

Receiving

Reporting

Invoice/Payment

Supplierperformance

Suppliermanagement


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Objectives

After completing this module you should be able to dothe following:

Use the AutoCreate window to automate the

creation of purchase documents Use the Create Releases program to generate

blanket purchase agreement releases

Understand how the PO Create Documentsworkflow can automatically create purchase

documents without buyer intervention


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Agenda

Understand AutoCreate

Understand the Create Releases program

Understand the PO Create Documents workflow

Understand setup options Understand additional implementation

considerations


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Creating Purchase Documents fromRequisitions

Requisition Pool

WorkflowCreateReleases

AutoCreate

Purchase Documents


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Benefits of using AutoCreate

Simplifies consolidation of similar requests

Ensures ordering from negotiated sources

Expedites fulfillment of goods and services

Streamlines procurement process


7/371-7 Copyright Oracle Corporation, 2002. All rights reserved.

Overview of AutoCreate

Requisitionlinepool

Query availablerequisition lines

POChoose lines

fromquery results

Automatic

creation

Manual

creation

PO



Automatic Creation Mode

1. Find requisition lines

2. Select document creation criteria

3. Select requisition lines

4. Choose the Automatic button



Find Requisition Lines

FindClear

ItemStatus

1 EntersearchCriteriaandclickFind

Item, Rev

Category

Description

Approved

Buyer

Yes

Stock, Ms. Pat



Select Document Creation Criteria

AutomaticManual

Requisition Line Item Category Description UOM Qty

| 422 | 1 | CM22 | PROD9 | MAIN PART | EA | 15 |


ActionDocument Type

Grouping

2 Select document creation criteria



Select Requisition Lines

AutomaticManual




Action: CreateDocument Type: Standard PO

Grouping: Default

3Select requisition

lines



Select Automatic Creation Mode

AutomaticManual




Action: CreateDocument Type: Standard PO

Grouping: Default

4ClickAutomatic



Autocreate New Document Window

AutomaticManual


| 422 | 1 | CM22 | PROD9 | MAIN PART | EA | 15 || 437 | 1 | CM22 | PROD9 | MAIN PART | EA | 85 |

Action: CreateDocument Type: Standard POGrouping: Default

CancelCreate

Document

Supplier Supplier Site

Currency Source: DefaultFirst Requisition LineSpecify



Manual Creation Mode

1. Find requisitions

2. Select document creation criteria

3. Click Manual to open the Document Builder

4. Manually combine the requisition lines to build thedocument line by line

Manualcreation



Add to Existing Document

Select the Action type

Select Add To for additional lines on an existingdocument

Select the requisition lines to add

Select creation mode

Automatic to simply add the selected lines

Manual to add the lines as you wish

Specify the existing document number to add to



Modify Requisition Lines

Highlight requisition line to be modified

Navigate to Modify Lines window

Split existing requisition lines

To be autocreated for different suppliers

To be autocreated as different items



Return Requisition Lines

Highlight requisition line to be returned

Navigate to Return Requisitions window

Return requisition line to requestor with reason for

return. For example: Goods or services no longer available

Price increase requires requisition reapproval

Remaining lines on requisition are automaticallyreturned to requestor



Agenda





considerations



Benefits of using the Create ReleasesProgram

Automatically create releases as demand for aspecific item occurs

Control the approval method

Automatic Manual

Run the Create Releases program automatically aspart of the requisition import process



Overview of the Create Releases Program

Requisition BlanketRelease

CreateReleases



Automatic Release Generation

1. Create and approve blanket purchase agreements

2. Define an approved supplier list and specify arelease method (may or may not need source doc)

3. Define and assign sourcing rules4. Create and approve requisitions

5. Run the Create Releases program



Running the Create Releases Program

Manually submit

Schedule in request submission window

Automatically submit after requisition import

Create Releases



Create Releases Document CreationPrerequisites

*

SourcingRule &

AssignmentASL Entry

ASL SourceDoc

AutomaticDocumentSourcing

YesNot Reqd*

No

* The release method on the ASL MUST be set to AutomaticRelease or Automatic Release/Review. It cannot be blank nor can itbe set to Release using AutoCreate in order for releases to becreated.



Agenda




Understand setup options

Understand additional implementationconsiderations


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Benefits of Automatic Document Creationusing Workflow

Expedite the creation of purchase orders fromrequisitions

Automate the creation of purchase orderswhenever possible

Provide different tools to automatically createpurchase orders:

Different levels of human control

Different sources of requisitions


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Overview of Automatic Document Creationusing Workflow

OracleWIP

Othersystems

Manually created

ScheduledImport

OracleInventory

OracleMRP

Requestor:iProcurement,

Oracle PurchasingRequisitions

OracleOM


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Workflow Document Creation Overview

Requisitions

Blanket

Contract

Workflow

Standard PO

BlanketRelease

Catalog Quote


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Workflow Document CreationPrerequisites

Source Doc System Item? ASL Reqd?Supplier

Item Reqd?

Blanket

Blanket

Quote

Quote

Contract

No

No

N/A

No

No

No

No

No

N/A N/A


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PO Create Documents Workflow

Start

Is automaticcreationallowed?

Yes

No

End

Launchprocess to

verify req lineinformation

Wait for flow

Grouprequisitionlines ontopurchase

orders orreleases


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Setting Key Workflow Attributes

Is Automatic Creation Allowed?

Should Workflow Create the Release?

Should Contract be used to AutoCreate Doc?

Is Automatic Approval Allowed?


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Workflow Document Creation Summary

Releases created from blanket purchaseagreements

Standard purchase orders created from contractpurchase agreements or catalog quotes

Documents created automatically based onapproved requisitions from:

Manual entry to iProcurement

Manual entry to Purchasing

Automatic import from other ERP systems

Documents subject to standard approval rules

Workflow can be customized to fit business rules


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Agenda





considerations


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Profile Options

PO: Allow Buyer Override in AutoCreate Find

PO: Allow Category Override in AutoCreate Find

PO: AutoCreate GL Date Option

PO: Display the AutoCreated Document PO: Release During ReqImport

PO: Warn if RFQ Required before AutoCreate


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Agenda





considerations


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Additional Implementation Considerations

Create purchase documents using AutoCreate

Create purchase documents using CreateReleases

Create purchase documents using workflow Training and Cutover


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Oracle Sourcing and Document Creation

Oracle Purchasing

Requisitions Purchase Orders

Oracle Sourcing

Negotiate Award

AutoCreate


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Summary

You should now be able to do the following:

Use the AutoCreate window to automate thecreation of purchase documents

Use the Create Releases program to generateblanket purchase agreement releases

Understand how the PO Create Documentsworkflow can automatically create purchasedocuments without buyer intervention