Training Manual Oracle Sourcing

Transcription

1 Training Manual Oracle Sourcing eshakti ERP Implementation Document Number 1.0 Version Rev 1.0 Prepared By (Infosys) Date Reviewed By Authorized By Approved By Date Date Date OPTCL Sourcing Training Document - 1 -

2 REVISION HISTORY Ver.Rev Date Author Description with Reason Dec-2011 Infosys Initial Draft OPTCL Sourcing Training Document - 2 -

3 Table of Contents Tendering Process for OPTCL Requisitions Management for Tenders Assignment of Unassigned requisitions to Buyers Reassignment of requisition to a different Buyer Split of Requisition into multiple requisitions Click on add and Order details will be available in the Document Builder Section Click on create to auto create a Tender from requisition details.a new Tendering Screen will open Tender Management Creation, Approval and Publishing of a Two Part Tender Closure of Tender for Bidding Entry of Surrogate Bids from Suppliers Evaluation of Bids and Award Launching of a LOI/NOA letter Report Generation of a Purchase Order OPTCL Sourcing Training Document - 3 -

4 Tendering Process for OPTCL 1 Requisitions Management for Tenders 1.1 Assignment of Unassigned requisitions to Buyers Go To OPTCL Tender Buyer >Requisitions Click on Unassigned Requisition view and click on Go. a) In the document builder section on the right hand side, Choose the Type as Standard Purchase Order for Purchase Order and Work Orders b) In case of Rate Contract choose the Type as Blanket Purchase Agreement in the document builder section c) Select the requisitions that would be part of the tender. 1.2 Reassignment of requisition to a different Buyer Click on Reassign and Select the Buyer Name if you want to reassign. To change buyer click on Reassign. OPTCL Sourcing Training Document - 4 -

5 Enter the Name of New Buyer & Click on apply to add new buyer torequisition 1.3 Split of Requisition into multiple requisitions Go To OPTCL Tender Buyer >Requisitions Enter the Requisition number and click on Go Select the requisition number and click on Split. Click on Split to create multiple requisitions from one. OPTCL Sourcing Training Document - 5 -

6 1.4 Click on add and Order details will be available in the Document Builder Section. Select the Requisition & Click on add to add the requisition to document builder section. Choose the outcome as standard Purchase Order or Blanket Purchase Agreement 1.5 Click on create to auto create a Tender from requisition details.a new Tendering Screen will open. OPTCL Sourcing Training Document - 6 -

7 2 Tender Management 2.1 Creation, Approval and Publishing of a Two Part Tender Enter the Tender Header Details a) Enter the Tender Title or Name. b) In case of two stage tendering process with Techno-Commercial and price bids, click on Two Stage checkbox. c) Provide the Detail Description of the Tender. E.g.: Procurement of transformers d) Enter the issuing Division field as the unit which will be issuing the Tender Document. e) In the Collaboration Team members section enter name of people participating in tender. In case of approvers, approver checkbox has to be clicked. f) Security Level can be assigned as Full, Scoring or View Only. I. Full Access should be given in case the user will have full access to Tendering activity. II. Scoring Access should be given in case user will provide scores only. III. Views Only in case user have read only privileges. OPTCL Sourcing Training Document - 7 -

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9 2.1.2 In the Terms Section enter Bill To Address and Ship to Address where ship to address is the Consignee and Bill to is the Paying officer Address Choose the Payment Terms as Immediate Choose the Freight Terms as the case may be. E.g. Air, Railway, prepaid etc In the Requirements section a) If there is a questionnaire to be answered by the Supplier, Add a new Section. Requirements Section to enter Commercial & Technical requirements OPTCL Sourcing Training Document - 9 -

10 b) Enter the Name of section, the RFQ Stage either Technical or Commercial (where evaluation of the requirement would be done) and then click on Apply and add requirement. c) Add the requirement along with Type as Required, Optional, Internal and display only.. d) Add the value type as Text, Number or Date. e) Select the Scoring method as Automatic or Manual.In case no scoring will be done choose none. f) Enter Target Scores in case you have potential target scores in mind for the given requirement. g) In the attachment Section, add drawings and Technical Specification Documents if required. OPTCL Sourcing Training Document

11 h) Click on apply to return to the Tendering header screen. OPTCL Sourcing Training Document

12 i) After the header details are finished, review the line level details which has been auto created from requisition by clicking on Update for each line. j) For creation of a tender without a Purchase Requisition, select the Actions as Create Line and then click on Go button. OPTCL Sourcing Training Document

13 k) Enter the item details, start price and Target Price if required. Target price is always less than the start price. This will be used for Commercial evaluation. l) Enter Need-By From and Need-To Date which is delivery date of the supply or work order. OPTCL Sourcing Training Document

14 m) In the attachment section add any attachments which need to be added for the Items or works specifically. n) In case the line item or the material has technical attributes associated with it. i. Click on Attribute list in case you want to add already defined technical attributes for the material. E.g. Primary Voltage, Secondary Voltage. ii. Search for the required Technical attributes and click on add to add the technical attributes of item. iii. Search for Financial Attributes and click on add to add the EMD. Click on Add to add the Technical attributes of the Item OPTCL Sourcing Training Document

15 2.1.6 Go to the Controls Section a) Enter the Tender Postage Cost as per the guidelines. b) Enter the Tender Document Sale From Date and To Date. These are the Dates on which Tender Documents on sale are available to Vendors. c) Enter the close Date as the Date after which no bids will be accepted from suppliers Enter the Tender Document cost. This is the amount vendor s needs to pay to participate in the Tender. d) Enter the Open Date as when the tender will open. e) Enter the Award Date in case there is a prespecified Date for award of bids. f) Enter the appropriate Tender Call Notice Number. g) Enter the Demand Draft Payable To Unit. h) Enter the Tender Bid Open Date. This is the date on which the Bid will open and surrogate quotes can be entered in the application. i) In case it is required to close the tender before the tender closing Dates, check Allow manual close before the Close Date. j) Uncheck Require full quantity in case suppliers are allowed to bid on partial quantity. k) Click on Allow Multiple Responses in case you want multiple bid from suppliers against on Tender. OPTCL Sourcing Training Document

16 2.1.7 Go to Contract Terms to add the Tender Terms & Conditions a) Select the Contract Terms template that needs to be added to Tender and click on apply. b) Expand all to view all the clauses attached to the template. OPTCL Sourcing Training Document

17 Click on Add Section to create a new section & add clause to add a clause under a section In case a new clause needs to be added, click on add new clause. a) Click on create Non-standard Clause. b) Create the appropriate clause. Click here to add clause on the fly. OPTCL Sourcing Training Document

18 2.1.9 In Suppliers section click on add supplier and then search for the suppliers to be added Click here to add supplier or an invitation list Check the suppliers that needs to be added and click on add to invited suppliers and then click on apply. OPTCL Sourcing Training Document

19 Select the supplier sites and the in case there is an additional contact to be added. Add the id in the additional Contact Click on review to review the tender and then submit for approval. OPTCL Sourcing Training Document

20 Approvers will log on and can find approval notification in the worklist. Users can take the following actions after opening the notification. a) Approve: This will approve the tender from users side. b) Reject: In case users want to reject the tender. A rejection reason has to be provided. c) Reassign: This will reassign the notification to a different user. d) Request Information: Approvers can request for more information to be provided by the tender owner. OPTCL Sourcing Training Document

21 In case there are multiple approvers, simultaneously notifications are sent to all the approvers for approval. After all of them approve the status of the tender will be set to approved After the final approval, tender will be available to the buyer to be published.after the user will Click on publish a notification will go to publish the tender in newspapers and/or on OPTCL Website After the Tender has been published it will be available under the published Negotiations Tab. OPTCL Sourcing Training Document

22 Printing of Tender Print report a) Go to OPTCL Tender Buyer>Administration>Concurrent Requests> Tender Print Report b) In the Parameters Window Enter the RFQ Number Keep adding the Suppliers to the Oracle System as and when Tender forms are sold. To know how to create a new supplier in oracle system, please refer the Purchasing Training Manual. 2.2 Closure of Tender for Bidding For closing the Tender for further bidding. After closing no bids can be further accepted. i. Go to Actions ii. Click on Close RFQ 2.3 Entry of Surrogate Bids from Suppliers On the Day the Techno-Commercial bids have to be opened, a) Go to Actions>Unlock Technical Stage and click on Go. b) Go to Actions>Unseal Technical Bids OPTCL Sourcing Training Document

23 2.3.2 After Unlocking Technical Stage or Techno-Commercial Stage a surrogate Quote can be entered in the system. a) Go To Actions b) Create Surrogate Quote OPTCL Sourcing Training Document

24 2.3.3 Enter the Name of Supplier for Which Quote has to be entered and then click on Create Surrogate Quote-Technical to enter the quote For entering the Technical Details, enter the a) Quote Received Time b) Technical requirements at the header section, the Questions answered by Supplier. c) Line level Technical requirements answered by Supplier. OPTCL Sourcing Training Document

25 2.3.5 Click on Continue to submit the Technical Specifications. Please note that system will not allow entering the Price Bids as Price bidding has not been opened yet. Enter the Technical Quotes for all the submitted bids. OPTCL Sourcing Training Document

26 2.4 Evaluation of Bids and Award Technical Evaluation a) Go to Action>Analyze by Quote b) Click on Compare Requirements tab to compare and analyze the quotes given by all suppliers. c) Click on Change Shortlist Status for the suppliers that will not carry forward for the Commercial Stage evaluation or Price Bid Round Go to Actions>Complete Technical evaluation and then click on complete on the next screen to finish the Technical evaluation of Suppliers. OPTCL Sourcing Training Document

27 2.4.3 When the Price Bids will start a) Go to Actions>Unlock Commercial Stage to start the Price Bid. b) Go to Actions>Unseal Stage: Commercial to start the Price Bid For entering the Quote on behalf of suppliers a) Go to actions>create Surrogate quote-commercial OPTCL Sourcing Training Document

28 2.4.5 Enter the commercial details: a) At the header level b) If supplier has provided any drawings, add it as an attachment to the Bid. c) Any Certificates can be scanned and entered as attachment. d) Go to Lines to enter the Price Details on behalf of Supplier and click on Continue. OPTCL Sourcing Training Document

29 2.4.6 After Verifying all the details, click on Submit to enter the Quote. Similar process has to be followed while entering the quotes for all the Suppliers Now for Short listing the Suppliers for the price bid a) Go to Actions > Analyze by Quote or Analyze by Lines. Either of actions can be taken based on the requirement Select the Supplier that needs to shortlisted and click on Award.In case of multiple suppliers have been shortlisted by different items or one line has been awarded to multiple suppliers. Award can be done by Lines as well Click on the Award Radio Button in the screen and then go to Actions>Save award to save the award shortlisted. OPTCL Sourcing Training Document

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31 To complete the Award process a) Go to Actions>Complete Award. b) In the next screen system will ask the user whether a Purchase order should be created or not for the tender. c) In case award decision has to be shared with all the suppliers. Check on Share award decision with suppliers immediately. 2.5 Launching of a LOI/NOA letter Report a) Go to OPTCL Tender Super User >LOI/NOA Report b) Select the following parameters and submit the Report ii. Document Type as Letter of Award or Letter of Intent iii. Document Copy as New or Existent iv. Letter Number : Provided by Diary Section v. Tender Number vi. Bid/Quote Number vii. Note to Supplier : Any extra Information required by Supplier viii. References : Any reference Documents/Annexure attached to the document ix. CC To: Whoever this letter has to be copied to. x. Enclosures: Names of any enclosures that has to be sent with the letter. OPTCL Sourcing Training Document

32 For generating any existing letter, select the document copy as existing and provide the letter number and a latest copy of letter will be generated. OPTCL Sourcing Training Document

33 2.6 Generation of a Purchase Order. After generating the LOI a purchase order can be generated Click on submit to create a Purchase Order Enter the Purchase Order Number and click on submit This will create an incomplete Purchase Order in Oracle Purchasing System. OPTCL Sourcing Training Document

34 Training Manual Supplier Set Up eshakti ERP Implementation OPTCL Sourcing Training Document

35 Document Number 1.0 Version Rev 1.0 Prepared By (Infosys) Date 16-May-2012 Reviewed By Authorized By Approved By Date Date Date OPTCL Sourcing Training Document

36 REVISION HISTORY Ver.Rev Date Author Description with Reason May2012 Santosh Chauhan Initial version OPTCL Sourcing Training Document

37 Contents Login to System Supplier Set Up Supplier India Localization Setup...58 OPTCL Sourcing Training Document

38 Login to System Enter the required login credentials to login to the application. First Screen will show all the responsibilities assigned to the User. OPTCL Sourcing Training Document

39 Click Here Navigate to OPTCL Purchasing Super User Responsibility OPTCL Sourcing Training Document

40 Supplier Set Up 2.1 Navigate: OPTCL Purchasing Super User -> Oracle Purchasing -> Supply Base -> Suppliers The above navigation will open an HTML Page for creating the Supplier. OPTCL Sourcing Training Document

41 2.2 HTML Page for Supplier Creation From this page, user can Search an existing Supplier and/or Create a new Supplier Click Here to Create New Supplier OPTCL Sourcing Training Document

42 2.3 Enter Supplier Details Structure Information of Supplier Creation Enter the following mandatory fields: 1. Supplier Type [Standard Supplier, most commonly used] 2. Organization Name [Enter a unique name for supplier] OPTCL Sourcing Training Document

43 Click Here Click on Apply If the Supplier Number Entry option in the Payables System Setup window is set to Automatic, Payables automatically enters a Supplier Number for you. If this option is set to Manual, you must enter a unique Supplier Number. OPTCL Sourcing Training Document

44 Click Here To create sites for the supplier, go to the Suppliers: Address Book page OPTCL Sourcing Training Document

45 2.4 Supplier Address Book Page From this page, user can Search an existing Address of Supplier and/or create a new Address Click here to create new Click on Create button to enter a new Address OPTCL Sourcing Training Document

46 Enter Supplier Address Details Structure Information of Supplier Creation Enter the following: 1. Country 2. Address Line1 3. City 4. State 5. Address Name [This will be used as the Site name.] 6. Address Purpose: a. Select Purchasing b. Select Payment After entering the details click on Continue OPTCL Sourcing Training Document

47 2.5 Supplier Site Creation As soon as Address is created, System prompts user to create a Site for the address created as shown in above navigation. Here, Site Name column as highlighted below uses the Address Name created in the previous screenshots. Click here to A User can choose to have multiple sites using same address. Save the Click on the Operating Units for which this Supplier Site will be available. Click on Apply. OPTCL Sourcing Training Document

48 Confirmation Screen Appears Click here to update and manage Sites Update and Manage Sites of Supplier by clicking on the icons OPTCL Sourcing Training Document

49 2.6 Update Address Screen: Update Address Screen can be used later for making any changes to the details of Address. And click on Apply. 2.7 Manage Sites Screen (For creating multiple Sites using same address): Click here to create new Site OPTCL Sourcing Training Document

50 Enter a Site Name and Select After entering Site Name and selecting Operating Unit, Click on Apply to Save the form. OPTCL Sourcing Training Document

51 2.8 After creating Sites, Click on +Show link below Click here to view all the sites for this Click here to manage sites As per OPTCL requirement Construction and Non construction divisions have different liability accounts. To allocate different liability accounts, we have created two different sites under same address representing Construction Site with (C) and Non Construction Site with (O). Example: o Address Name Cuttack OPTCL Sourcing Training Document

52 o Site Name for Construction Division Cuttack(C) o Site Name for any non-construction Division Cuttack(O) Manage Sites form for updating other details of Sites. Structure Information of Site Details Enter the following fields as applicable: 1. Site Name 2. Select a. Purchasing b. Pay c. Primary Pay Click here to save the changes Note the highlighted area in the above screenshot. It defines the purpose of the Site. At the time of invoice creation Primary Pay site defaults for that supplier. If user wishes, he/she can change it to other Pay site also from LOV. At least one of the sites for the supplier should be set as Pay or Primary Pay otherwise the Supplier will not be listed at the time of creating invoice. OPTCL Sourcing Training Document

53 Only those sites which are set as Pay or Primary Pay will be listed at the time of invoice creation. Only those sites which are set as Purchasing will be listed at the time of Purchase Order creation. If none of the site is Purchasing enabled, the Supplier will not be listed at the time of Purchase Order Creation. 2.9 Enter Contact Details for Supplier Navigate to Contact Directory Page for the Supplier. Click on Create to enter contact details of the supplier. Click here to enter Contact Details OPTCL Sourcing Training Document

54 Enter Details for the Contact Directory. Select this CheckBox Click on the check box as shown above. And then Scroll down in this page, following fields will be visible. Enter Username and select the responsibilities for the Supplier. OPTCL Sourcing Training Document

55 Note: If User Account is not created for the contact and Sourcing Supplier is not checked, the supplier will not be available in the LOVs in Sourcing module. OPTCL Sourcing Training Document

56 Scroll up and Click here to Save the Now, click here to enter Accounting Details OPTCL Sourcing Training Document

57 2.10 Accounting Details Following Liability Accounts will default with values set in Financial Options- >Accounting Tab. User can change it as per the requirement. Note for Cuttack(C) and Cuttack (O) sites we have different liability accounts assigned. Click here to save the OPTCL Sourcing Training Document

58 Supplier India Localization Setup Supplier Additional Information is entered for TDS purposes only for already existing suppliers. This information is required to be captured for Supplier (null site) and Supplier Site(s) both. 3.1 Navigate: OPTCL Purchasing Super User -> India Localization -> Suppliers -> Additional Information Info OPTCL Sourcing Training Document

59 Click here to Open Same navigation is used for entering Additional Information values for Supplier and Supplier Site. For Supplier, the value in the field Site will remain null and for Supplier Site the value in the same field will be the actual site value of that supplier. OPTCL Sourcing Training Document

60 3.2 Enter Supplier Information Structure Information Enter the following as applicable: 1. Name: Supplier name. It can be searched from the LOV. 2. Number: As populated upon searching the supplier name 3. Site: Null for Supplier, otherwise Site Value 4. Sales Tax : CST Reg No. 5. VAT Reg No 6. Service Tax Registration Number OPTCL Sourcing Training Document

61 Note that Site value is Null. Click here for entering TDS Fields above are set for other taxes like CST, VAT, Service Tax. For entering PAN details for the purpose of TDS settings, click on TDS Details as shown in above screenshot. OPTCL Sourcing Training Document

62 TDS Details for Supplier and Supplier Site: Structure Information Enter the following: 1. TDS Vendor Type 2. PAN No 3. Create Pre-Validated TDS Invoice and Credit Memo: Checked 4. Confirm Pan: Checked TDS Vendor Type is important because TDS Thresholds are for a combination of TDS Section Code and Vendor Type. And therefore the threshold limit for a particular TDS Section Code applicable to a supplier is determined by this Vendor Type. PAN number should be a 10 digit valid alphanumeric value. After entering PAN No. Confirm Pan check box is selected, this ensures that the details entered by the user are correct and cannot be modified ever again. After entering the details Save the form. List of TDS applicable to this supplier is populated when the details are saved and the same supplier is queried again. OPTCL Sourcing Training Document

63 3.3 Supplier Site information and TDS Details are entered in the same way as mentioned before for each site of the supplier. Note that Site field has value OPTCL Sourcing Training Document

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65 Training Manual Oracle Inventory /Procurement eshakti ERP Implementation OPTCL Sourcing Training Document

66 Document Number 1.0 Version Rev 1.0 Prepared By (Infosys) Date Reviewed By Authorized By Approved By Date Date Date REVISION HISTORY Ver.Rev Date Author Description with Reason OPTCL Sourcing Training Document

67 Nov Infosys Initial Version OPTCL Sourcing Training Document

68 OPTCL Sourcing Training Document

69 Table of Contents 1 CREATION OF A CONTRACT CLAUSE Log in to Oracle EBS and enter your user name and password To create a new clause: CREATION OF CONTRACT TEMPLATE FROM CLAUSE Log in to Oracle EBS with your User name and Password Go to OPTCL CPC Contract Terms Super User > Contract Template Click on Create Template to create a new Contract Enter the Contract Template Details Click on Submit to submit the Contract template for approval Below is the approval Hierarchy for Contract template approval Below is the sample approval notification for approval Below is the approved template OPTCL Sourcing Training Document

70 1 CREATION OF A CONTRACT CLAUSE OPTCL Sourcing Training Document

71 1.1 Log in to Oracle EBS and enter your user name and password. 1.2 To create a new clause: Click on OPTCL CPC Contract Terms Super User > Clauses Click on create clause to create a new clause OPTCL Sourcing Training Document

72 1.2.3 Enter Clause header Details i. Enter the clause Title. ii. Enter the display name. Display name can be different than the clause title. In case both are same, copy the clause title. iii. Select the Intent as Buy and type as others. iv. Enter the Description required for the clause. v. Enter the Start Date and End Date for the clause. OPTCL Sourcing Training Document

73 1.2.4 Enter the text required for the clause in text or paste the same incase the clause is available in word document Perform the formatting required to be done in the clause. OPTCL Sourcing Training Document

74 1.2.6 In case any variables have to be added, click on the add variable screen OPTCL Sourcing Training Document

75 1.2.7 Select the required variable to be added to the clause and click on apply. If the variable is system defined choose System, in case it is user defined choose User Defined. In case the user does not know the variable name, select all. OPTCL Sourcing Training Document

76 1.2.8 Put the cursor where the variable has to be added and then click on insert. The variable will be added in the text After the text has been completed in the clause,click on Submit The clause will be submitted for approval and status of the clause will change to Pending for Approval. OPTCL Sourcing Training Document

77 Each clause submitted will have to go for following approval hierarchy. Only after approval by all the persons listed below, the clause status will be changed to approved and it can be used to create Contract Templates. 1. AGM(Fin), CPC 2. Sr. GM(CPC) 3. Director of Engineering 4. MD OPTCL Sourcing Training Document

78 2 CREATION OF CONTRACT TEMPLATE FROM CLAUSE 2.1 Log in to Oracle EBS with your User name and Password. 2.2 Go to OPTCL CPC Contract Terms Super User > Contract Template. OPTCL Sourcing Training Document

79 2.3 Click on Create Template to create a new Contract 2.4 Enter the Contract Template Details Operating Unit Field will default to OPTCL Enter the Name of the Template Select the intent as Buy Provide a Start Date and End Date Select the Layout template as Oracle Contract Terms Template OPTCL Sourcing Training Document

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81 2.4.6 Enter the Document types for which contract terms template will be used. Document types can be Standard Purchase Order, Blanket Purchase Order, Contract Purchase Agreement and RFQ (Tenders). OPTCL Sourcing Training Document

82 2.4.7 Click on apply to create the Contract terms template. OPTCL Sourcing Training Document

83 2.4.8 Click on clause section to go the clause section For adding a clause, a section has to be added first and then subsequent clauses will be added. OPTCL Sourcing Training Document

84 For selecting an existing section choose the create column as From Library, provide description and click on apply For a new section choose the create column as New, provide description and click on apply. OPTCL Sourcing Training Document

85 Select the section that has been created and click on add clause. OPTCL Sourcing Training Document

86 Select the clause which needs to be added to in the template and then click on apply. The selected clauses will be added to the Contract template Click on Save. The clauses will be added to the contract template. OPTCL Sourcing Training Document

87 Go to Actions > preview to preview the contract. 2.5 Click on Submit to submit the Contract template for approval. 2.6 Below is the approval Hierarchy for Contract template approval Each contract template submitted will have to go for following approval hierarchy. Only after approval all the below persons the clause status will be changed to approved and it can be used to create Contract Templates. i. AGM(Fin), CPC ii. Sr. GM(CPC) iii. CGM(Const.) iv. Director of Engineering v. Director of Finance vi. MD OPTCL Sourcing Training Document

88 2.7 Below is the sample approval notification for approval OPTCL Sourcing Training Document

89 2.8 Below is the approved template OPTCL Sourcing Training Document

90 Training Manual Oracle Inventory /Procurement eshakti ERP Implementation OPTCL Sourcing Training Document

91 Document Number 1.0 Version Rev 1.0 Prepared By (Infosys) Date 09-Jul-2010 Reviewed By Authorized By Approved By Date Date Date OPTCL Sourcing Training Document

92 REVISION HISTORY Ver.Rev Date Author Description with Reason 1 09-Jul-2010 (Infosys) Initial version 2 03-Oct (Infosys) Initial version OPTCL Sourcing Training Document

93 TABLE OF CONTENT 1 Oracle Applications startup information Login to Oracle Applications Log in To Oracle Application: Basics of Oracle Applications Navigation INVENTORY ORGANZIATIONS OVERVIEW Definition of Inventory Organizations Stores Creation (Sub inventories) ITEMS (parts) DEFNITION AND MAINTENAnCE Create New Items Transactions Issue /Receipt Transactions SCRAP ISSUE Item Transfer within Divisions (Move Order Indent Transfer) Material Transaction Query On-Hand Availability Transaction Query Item Cost Transaction History Min-Max Planning Material Transfer between Divisions (Indent INTER TRANSFER) Create Accounting Physical Inventory Procurement Requisitions Creation and Approval Querying Requisitions (Indent /Purchase Requisitions) Purchase Orders Creation and Approval OPTCL Sourcing Training Document

94 Query and View Purchase Orders Receiving Process Blanket Purchase Agreement (Rate Contract) Process Quality Collection Plans Quality Collection Elements Defining Collection Plans OPTCL Sourcing Training Document

95 ORACLE APPLICATIONS STARTUP INFORMATION Login to Oracle Applications Log in To Oracle Application: Enter the URL for Application in address bar Enter Username and Password and click login Click here If employee is logging in for first time system will ask for change of password. Click here OPTCL Sourcing Training Document

96 Change the password. Click on Apply. List of responsibilities attached to the username will be seen. Responsibilities enable the user to perform the necessary business functions in Oracle Applications. For e.g. Project Managers will be assigned OPTCL basic or OPTCL Advanced, Basics of Oracle Applications Navigation Oracle Applications are divided into two types of user interfaces html based applications and form-based applications. HTML based applications are like any other HTML portals and navigation through these applications is very similar to navigation on any web based applications like bank portals, air ticketing portal. OPTCL Sourcing Training Document

97 Form based applications appear as shown below: - OPTCL Sourcing Training Document

98 Basic field terminology on form-based applications A typical form appears as shown below: - Color coding of fields appearing above is explained below: - Color Description Yellow White Grey Mandatory has to be entered Non-mandatory can be entered Non-updatable cannot be OPTCL Sourcing Training Document

99 entered / changed Blue Query mode Basic Navigation Forms are visible in two modes Entry mode (as in form above) and Query mode. Query mode is achievable by pressing Function Key F11. Above shown query mode is known as Query by example mode. % is the wild character that can be used to query for necessary data. For e.g. if AB% is entered in OPTCL Sourcing Training Document

100 Supplier field, all purchase orders raised on all suppliers with name starting with AB will be fetched. To execute the query entered, Ctrl+F11 should be pressed. Another query mode available is Query -> Find mode in which data can be searched on the basis of ranges (amount range, date range, etc.). This mode is achievable on clicking torch icon on menu bar. Query Find Torch OPTCL Sourcing Training Document

101 INVENTORY ORGANZIATIONS OVERVIEW Definition of Inventory Organizations Define organizations that represent inventory entities (manufacturing facility, warehouse, branch office) in your company. Login as Responsibility: OPTCL India Inventory Navigation: Oracle Inventory-> Setup->Organizations->Organizations Steps to Create Inventory Organizations (HR SETUP MANDATORY) 1. Enter the Organization which has to be classified as Inventory Organizations (HR Department Should have Already Created the Name ) OPTCL Sourcing Training Document

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103 1. In the Organization Classifications Choose as Inventory Organization and Click the Enable Check Box and Save 2. Click on Other Button( Cursor Should Highlight in Inventory Organization) 3. Click on Accounting Information 4. Enter the Primary Ledger / Legal Entity &Operating Unit to which this Inventory organization belongs to (Consult the Finance Team for Entering the same) 5. Click OK and Return to Organization Classification Screen 2. Enter the Organization Code ( As Approved by Finance) OPTCL Sourcing Training Document

104 3. Choose the Item Master Organization ( For Item Reference ) 4. Choose the Calendar 5. Set the Move Order Time Out Period / Action 6. Choose the Locator Control 7. Click on EAM Enable (if it is O&M Organization) 8. Click on Costing Information 9. Choose the Inventory Organizations 10. Enter the Costing Method 11. Select the Rate Cost types 12. Click on Project Cost Collection Enable (If Projects Enabled) 13. Enter Related Accounts for this Inventory Organization OPTCL Sourcing Training Document

105 14. Click on Revision, Lot Serial and LPN OPTCL Sourcing Training Document

106 15. Enter lot Control /Generation Details 16. Enter the Serial Control Details (Uniqueness, Generation) 17. Click on ATP,Pick.Item-Sourcing tab OPTCL Sourcing Training Document

107 18. Enter on the Inter-organization tab OPTCL Sourcing Training Document

108 19. Enter the Requested Details (If Mandatory) 20. Click on other Accounts Tab OPTCL Sourcing Training Document

109 21. Enter the Receiving Accounts Details 22. Enter the Purchase Price Variance (If Applicable), Invoice Price Variance, Inventory AP Accrual, 23. Enter the Profit and Loss Accounts 24. Enter the Project Clearance, Deferred COGS, Cost Variance Account based on Finance Team Inputs 25. Save and Close 26. Repeat Step 3 to Select Receiving Information OPTCL Sourcing Training Document

110 27. Enter the Receiving Parameters for the Inventory Organization Defined 28. Enter The Relevant Receiving Account Details 29. Click on Save 30. Inventory Organizations thus Defined need to be Enabled for India Localizations (So that Tax related Setups are Completed ) Responsibility: OPTCL India Inventory Navigation: Oracle Inventory-> India Localization ->Setup->Additional Information OPTCL Sourcing Training Document

111 31. Query the Inventory Organization Created and Enter the Tax (India Related Tax Registrations) 32. Go to Preference TAB and enter the Location OPTCL Sourcing Training Document

112 33. Click on Tax Calendar OPTCL Sourcing Training Document

113 34. Save the Work 35. Requery the Organization and add the Location ( Next to Name in the Header Part) 36. Tax Details will Defaulted based on Details already entered including the tax Calendar 37. Verify the accounts and save the Work Stores Creation (Sub inventories) Sub inventories are unique physical or logical separations of material inventory, such as raw inventory, finished goods, or defective material. All material within an Organization (Other than Non-Inventory Items) is held in a sub inventory therefore, you must define at least one sub inventory. OPTCL Sourcing Training Document

114 Login as Responsibility: OPTCL INDIA INVENTORY (Change Organization - > Choose the Applicable Inventory Organization) Navigation: Oracle Inventory -> Setup ->Organizations->Sub inventories 1. Click on New To Define a New Subinvnentory. 2. Enter the Name and Description OPTCL Sourcing Training Document

115 3. Enter the Subdivision (Custom Flex Field) 4. Select the Locator Control Option 5. Verify the Quantity Tracked /Asset Sub inventory Checkbox based on Requirement 6. Verify the Accounts Defaulted 7. Save 8. Click on Locator Flex Field OPTCL Sourcing Training Document

116 9. Enter the Applicable ROW/RACK/BIN Segment Information- Valid Combination to be Entered and Should not Duplicate with other Stores ( PROJECT /TASK segment WILL BE ENTERED FOR PROJECT REALTED ORGANIZATION) 10. Click O.K to Save 11. Sub inventories thus Defined need to be Enabled for India Localizations (So that Tax related Setups are Completed ) Responsibility: OPTCL India Inventory Navigation: Oracle Inventory-> India Localization ->Setup->Sub inventory Locations 12. Select the Applicable Organization 13. Select the Applicable HR Location 14. Choose the Sub inventory Name 15. Save OPTCL Sourcing Training Document

117 ITEMS (PARTS) DEFNITION AND MAINTENANCE 3.1 Create New Items Login as Responsibility: OPTCL INDIA INVENTORY Navigation: Items -> Master Items OPTCL Sourcing Training Document

118 Items are defined in one organization. To distinguish it from others, we call it the Item Master organization. Other organizations (child organizations) refer to the Item Master for item definition. After you define an item in the Item Master, you can assign it to any number of other organizations Templates are defined sets of attributes that can be used to create items. Templates make initial item definition easier. There are Standard Templates defined by Oracle and we can create Custom ones as well. The standards templates which are widely used are Purchase Items, Finished Goods, and Non-Stocked Items Etc. MASTER INVENTORY ORGANIZATIONS MUST NOT BE USED TO DO ANY INVENTORY TRANSACTIONS IT IS ONLY USED FOR DEFINING ITEMS Steps to be Followed for Item Definition OPTCL Sourcing Training Document

119 1. Click on Master Items shown in Navigation Screen. In the Item Field Type New 2. Enter the Item Number (Item Number should be unique for each item) 3. Enter the Description Field for the Item.( Description should be unique for each item.) 4. Enter the Primary Unit of Measure (UOM) for the Item (Commonly used as Each, Box, Case, Dozen, Pack, Bundle e.t.c). 5. Enter the Item Status as Active 6. Save 7. Click on Tools in the Menu Bar and select Copy From. 8. Copy From Screen Appears and in this screen click on the LOV in the Template Field. 9. From the LOV select Appropriate Master Template to be applied.( This is Done for the Defaulting the Item attributes) 10. Click on Apply and Done 11. Verify the Items Attributes in all the tabs like Inventory, Purchasing, Costing Etc based on the Template applied 12. Enter the Necessary User Item Type if Applicable (T&P, Prop, Purchased item Etc) 13. After Saving the Item created or after querying an existing item, click on Tools and select Categories (For the Relevant Category Set) 14. Assign the Relevant category set and categories (Category sets/categories are used to group the items for various reports and programs. A category is a logical classification of items that have similar characteristics. In OPTCL we have defined Categories like Transformers, Conductors etc. 15. Also attach the Relevant Categories(If it is Major Material Item) OPTCL Sourcing Training Document

120 16. Save and close the Window 17. Click on Tools and Select Organization Assignment. 18. Click on the Check box present against the Organization (Divisions) to which you want to assign the Item. 19. Save the Work. OPTCL Sourcing Training Document

121 20. Verify the Items Attributes in all the tabs like Inventory, Purchasing, Costing Etc based on the Template applied in the Respective organizations (Divisions) Applied You can enable your item in all organizations (Divisions) under the master organization, or you can choose to enable your item in specific organizations (Divisions). You use the master item window in each organization to enter or change organization level attributes Transactions Issue /Receipt Transactions Login as OPTCL Sourcing Training Document

122 Responsibility: OPTCL India Inventory Navigation: Transactions -> Miscellaneous Transactions Miscellaneous Transaction is used to issue material or receive material from general ledger account in the Organization. By doing miscellaneous transaction manual adjustment can be done to general ledger by receiving material from one account to inventory and then issuing that material from inventory to another account. In case the transaction has an account alias then the user needs to select the transaction Type as Account Alias Issue./Receipt This can used as an User Defined transaction type ( Like scrap Issue Etc) In case the transaction is for Miscellaneous Receipt /issue then the user needs to select the transaction Type as Miscellaneous Receipt /Issue OPTCL Sourcing Training Document

123 1. Click on the Miscellaneous Transactions and in the Miscellaneous Transaction Screen choose Miscellaneous Issue or Miscellaneous Receipt or Choose the User Define Transaction Type as Defined based on the Requirement 2. Click on Transaction Lines button 3. Enter the Item Number. 4. Enter the Sub Inventory 5. Enter the Locator 6. Enter the UOM 7. Enter the Quantity 8. Enter Unit Cost ( Optional- If entered this has Impact in Item Costing ) 9. Enter Account which should be used in this miscellaneous issue or Receipt transaction. 10. For Account Alias Receipt or Issue, Account Details are defaulted OPTCL Sourcing Training Document

124 11. Verify the details Entered and 12. Save the Work to complete the Miscellaneous Transaction 13. Verify the On-hand Quantity after the transaction after Costing in Successfully Done SCRAP ISSUE Scrap Sales for Inventory is coordinated by Stores. On identifying the scrap material the respective division will transfer the material in a logical Scrap Locator. After Scrap is sold, a miscellaneous issue (Scrap Issue) will be done by the respective division to the Scrap Account. Finance team has to be Coordinated for Respective Accounting Entries Login as Responsibility: OPTCL India Inventory (Choose the Current Inventory Organization) Navigation: Transactions -> Miscellaneous Transactions OPTCL Sourcing Training Document

125 1. Choose Scrap Issue ( or Choose the User Define Transaction Type as Defined based on the Requirement ) 2. Click on Transaction Lines button 3. Enter the Item Number. 4. Enter the Sub Inventory(Store Name) 5. Enter the Locator ( ROW, RACK, BIN,- PROJECT & TASK (if Applicable) 6. Enter the UOM 7. Enter the Unit Cost (Optional has Impact On Costing) 8. Enter the Account (Scrap Account ) 9. Save the transaction 10. Coordinate with the Finance Team Accordingly 11. Verify the On-Hand Quantity OPTCL Sourcing Training Document

126 Item Transfer within Divisions (Move Order Indent Transfer) Login as Responsibility: OPTCL India Inventory Navigation: Move Orders -> Move Orders OPTCL Sourcing Training Document

127 Sub inventory (Stores)is a logical or physical separation of the inventory material in a particular inventory organization. Transfer of material within the Organization between sub inventories is possible through Move Order transfer. You can transfer material within your current organization between sub inventories. (Stores) This transaction is applicable for Inventory Items Only (Not Applicable Fixed Asset Items) 1. Enter the Move Order Number (Can be Auto generated also) 2. Select transaction type as Move Order Transfer 3. Enter the Item and the date required 4. Note the On-Hand Quantity before carrying out the transfer 5. Enter the Quantity to be Transferred 6. Go to Source tab OPTCL Sourcing Training Document

128 7. Check the On-Hand quantity after the transfer to verify if the quantity exists in the given Source Sub inventory and locator 8. Enter the Destination Sub inventory and locator (With Active or Other Applicable Status) 9. Save and Submit 10. Move Order Status Changes to Pending Approval OPTCL Sourcing Training Document

129 11. Approval Notifications sent to the Competent Authority For Approval (Multi Level Approval if Applicable) 12. After the Competent Authority Approves, Move Order Status changes to Approved OPTCL Sourcing Training Document

130 Navigation: Move Orders -> Transact Move Orders 13. Query the Move Order in the Find Move order Screen and Press Find OPTCL Sourcing Training Document

131 14. Click the Select check Box and Click on Transact Button OPTCL Sourcing Training Document

132 15. Message Displayed as Transaction Complete 16. Verify the On-hand Quantity for Source /Destination Sub inventory and locator 17. Generate the Gate Pass Report ( Based on the Transfer Need) Material Transaction Query Login as Responsibility: OPTCL India Inventory Navigation: Transactions -> Material Transactions OPTCL Sourcing Training Document

133 We can view the details associated with inventory transactions using Material Transaction query. Here we can search for transaction information by entering a combination of search criteria. Some of the commonly used criteria are: Date Ranges Item Number Item Category Sub Inventory Steps to be followed 1. Enter the Transaction Date Interval for which you want to view the Material Transactions. 2. Select the Item Number from the LOV for which you want to query the Material Transactions. 3. Click on Find Button. OPTCL Sourcing Training Document

134 4. The Material Transaction Screen Appears with the Detail of the Transactions for the Item between the specified dates. 5. Click on the Transaction Type TAB to view more details on the transaction happened based on the criteria entered 6. Click on the Distribution Button if Distribution details need to be viewed for the transaction selected in the Material transactions Window OPTCL Sourcing Training Document

135 On-Hand Availability Transaction Query Login as Responsibility: OPTCL India Inventory Navigation: On-hand Availability -> On Hand Quantity Oracle Inventory enables you to view on-hand quantities, reservations, and supply and demand information. Key Features Include: - View material quantities and locations. - Request a report of item quantities across multiple organizations.(divisions) - View item supply and demand. Steps to be followed OPTCL Sourcing Training Document

136 1. Select the Inventory Organization 2. Enter the Sub inventory Name (Stores) Optional 3. Select the Item whose On-hand quantity is to be found from the drop down. Optionally if we want to see all items in that Inv Org we need not choose any item 4. Click on Find Button. 5. Click on the Organizations/and drill Down further to the Items 6. Click on Availability OPTCL Sourcing Training Document

137 a) Primary On-hand: The Quantity of items those are available in the sub inventory in the primary UOM OPTCL Sourcing Training Document

138 . b) Primary Available to Reserve: The available quantity of an item that you can reserve across an organization in Primary UOM c) Available to Transact: The available quantity of an item that you can transact across an organization in the primary UOM. Item Cost Transaction History Login as Responsibility: OPTCL India Cost Management Navigation: Cost Management-SLA Item Costs Item Cost History This transaction Query is normally used if we want to check whether the average cost of the Item is getting updated as and when we perform certain transactions like Issue from Inventory or Receipt into Inventory.(Only for Inventory Asset Items) Steps to be followed 1. Select the Item for which Cost History is to be viewed from the dropdown in the Item Field. 2. Choose the item and then Click on Find button. 3. Once the Item details gets listed, Click on Open Button OPTCL Sourcing Training Document

139 OPTCL Sourcing Training Document

140 Min-Max Planning Min-max planning is used to maintain inventory levels for all of your items or selected items. Here we can specify minimum and maximum inventory levels for our items. When the inventory level for an item (on-hand quantities plus quantities on order) drops below the minimum, or Maximum we need to Run the report and do the planning accordingly The Planning Level can be done in Both Ways 1. Organization Level When you min-max plan at the organization level, Oracle Inventory looks at inventory balances, purchase orders and WIP jobs as supply and sales order and WIP job component requirements as demand. To use min-max planning at the organization level you must set the item attributes used by minmax planning. You can start by setting the Inventory Planning Method item attribute to Min-max planning. You establish your minimum and maximum levels used in the calculation using the Min-Max Minimum Quantity and the Min-Max Maximum Quantity item attributes in the Planning tab of the Item Definition Form OPTCL Sourcing Training Document

141 Items which are Min Max Planned Must have the Inventory Planning Method as Min Max Planned and should be give Minimum /Maximum Quantities as shown above OPTCL Sourcing Training Document

142 2. Subinventory Level When you min-max plan at the sub inventory level, Oracle Inventory looks at inventory balances, purchase order and internal order supply, and optionally, sales order demand for a single sub inventory only. In addition, rather than using item attribute planning modifiers, Oracle Inventory uses values and parameters set at the item/sub inventory level Login as Responsibility: OPTCL India Inventory (Choose the Relevant Inventory Organizations) Navigation: Setup->Organizations->Sub inventories Query the Sub inventory for which Min Max Planning to be Updated Click on tem Sub inventory and enter the Item Details and Minimum /Maximum Quantity Save the transactions OPTCL Sourcing Training Document

143 To run the Report after the Setup is Complete Login as Responsibility: OPTCL India Inventory (Choose the Relevant Inventory Organizations) Navigation: Planning Min-Max Planning OPTCL Sourcing Training Document

144 Steps to be followed 1. Click on Min-Max Panning and the Request gets triggered. 2. A screen appears asking for the Parameters to be entered 3. Choose the Planning Level ( Organization or Sub inventory) and other Parameters like(category set, 4. Enter the Demand Cutoff Date and Supply Cutoff Date. 5. Set the Restock Option = No so as to ensure that Requisitions are Not created on running the Min-Max 6. Select Include PO Supply = ( whether you need approved Requisitions for the items are also considered as supply or Not ) 7. Select Include Interface Supply = No so that for items for which a Requisition has been created and not imported shall also be not considered as Supply. 8. Demand Cutoff Date: The report includes demand on or before this date.) 9. Supply Cutoff Date: The calculation includes open supply orders on or before this date 10. Click on OK to submit the concurrent request. OPTCL Sourcing Training Document

145 11. View the Min-Max Report to see if there are any items appear on the Min-Max report. For this click on View Requests and choose the Corresponding Request Submitted earlier 12. Click on Find OPTCL Sourcing Training Document

146 13. Click on View Output. 14. This will show us the list of items for which Min-Max report has generated demand. Material Transfer between Divisions (Indent INTER TRANSFER) Inventory Organization transfer is basically transferring of items between Inventory Organizations. Based on the Requirement the Scenarios where we can have inventory org transfer are: When Quantity of a Particular Item(s) on Division goes below minimum, Inter-org transfer is done from the Other Division Manually which has Excess Quantity. Due to Emergency Item(s) can be Transferred based on the Divisional Requirement OPTCL Sourcing Training Document

147 Steps to be followed 1. Creation of Indent (For Transfer of Material between Divisions ) 2. Approval of the Indent 3. Creation of Inter organization Transfer Transactions Login as Responsibility: OPTCL India Purchasing User Navigation: Oracle Purchasing Requisitions->Requisitions OPTCL Sourcing Training Document

148 Steps to be followed 1. Select the Operating Unit. 2. Enter the Indent Number Manually (If Required can be Automated ) 3. Enter its Relevant Description 4. Select the type as Indent 5. Go the Lines Block 6. Select the type as Goods 7. Select the Item to be transferred 8. Enter the Quantity to be Transferred 9. Enter the Need-by-Date 10. Select the Source type as Inventory 11. Select the Source Organization from the List of Values 12. Select the Stores (Subinventory) from Where Material need to be Shipped 13. Select the Destination type as Inventory 14. Enter the Requestor Name(if need to be changed) 15. Select the Destination Organization (Receving Organziation) OPTCL Sourcing Training Document

149 16. Select the location(hr) Corresponding Location for the Receving Organziation 17. Select the Destination Stores(Subinventory) 18. Save the Details 19. Submit for Further Approval Login as OPTCL Sourcing Training Document

150 Responsibility: OPTCL India Inventory User Navigation: Oracle Inventory Transactions->Inter Organization transfer Shipment Number (To have Reference of Approved Indents): Steps to be followed For Shipping Organization OPTCL Sourcing Training Document

151 1. Click on the LOV in the field To Org. Depending on Shipping Network Set Up we can have many organizations in this LOV. Select the Organization to Which Inter-Org Transfer has to be made e.g. E.H.T O&M Division 2. Enter the Type of Shipment Direct 3. Enter a Indent Number in the Shipment Section. This should be the Requisition(Indent) Number generated in Purchase Requisition Screen with Requisition type Indent which has been already approved by the Manager (Duplication of Indent Number is not allowed and the system will prompt us if we try to use an already used shipment number.) 4. Click on Transaction Lines to Enter the details of the item to be transferred 5. Enter the Item Number to be Transferred Item : 6. Enter the Sub inventory/locator (Stores) from where the Item has to be transferred. From Sub inventory/locator: 7. Enter the To Sub inventory/locator (Stores) to which the item has to be received. To Sub inventory/locator: 8. Enter the UOM : 9. Enter the Quantity to be transferred OPTCL Sourcing Training Document

152 10. Click on the LOT/ SERIAL (if Applicable ) and the Serial Number Details to be transferred 11. Save the work. 12. Verify the On-hand Quantity/Cost Once transaction Completes Successfully in Both Destination and Source Divisions Create Accounting OPTCL Sourcing Training Document

153 Create Accounting Cost Management is the Concurrent Program which is used to transfer Accounting Entries from Inventory to General Ledger for the Relevant Transactions Login as Responsibility: OPTCL India Cost Management Navigation: Create Accounting-SLA Steps to be followed Finance has to be consulted accordingly for the Transaction getting posted to General Ledger 1. Run the Concurrent Program Create Accounting Cost Management-SLA 2. Enter the Parameters for the Concurrent Program - Choose the Applicable Ledger OPTCL Sourcing Training Document

154 - End Date: Till which date transactions should Create Accounting consider - Mode: There are 2 modes, one is final mode when the actual entries are made in the GL or Draft Mode where we can just view the accounting entries which will be made in the Final Mode - Report: We can have a Detail Report or a Summary Form - Transfer to GL: Yes/No If we want to transfer the entries to GL then we use yes. - Post in GL: If we want to Post the entries in GL we enter yes here otherwise we have to manually post it in GL. - Press O.K To Submit the Concurrent Program with the Parameters Entered Physical Inventory (PROCESS TO BE DISCUSSED AND FINALIZED) Physical inventory can be performed, whenever there is a need to verify the accuracy of system on-hand quantities. This can be done for entire organization or for particular sub inventories within an organization. Accurate system on-hand quantities are essential for managing supply & demand, maintaining high service levels, effective planning, minimizing inventory investment and for audit purpose. Physical inventory and cycle counting can both be a part of annual program to manage and improve inventory record accuracy OPTCL Sourcing Training Document

155 Physical inventory integrates with Oracle Cost Management and Oracle General Ledger. If there is a quantity discrepancy for items, Inventory derives the item costs from Cost management and posts the inventory value changes to General Ledger. Steps Involved in Doing a Physical Inventory 1. Define Physical Inventory 2. Take a Snapshot of system On hand quantities 3. Generate Physical Inventory Tags 4. Enter Counts 5. Approve or Reject Physical Inventory Adjustments 6. Post Adjustments Login as Responsibility: OPTCL India Inventory Management Navigation: Counting Physical Inventory -> Define Physical Inventory OPTCL Sourcing Training Document

156 Steps to Create a Physical inventory 1. Enter a unique physical inventory name in the name field 2. Select approval requirements for the adjustment. Options available are i. Always: Requires approval for all physical inventory adjustments. Adjustments program cannot be run until all the adjustments are approved. ii. If out of tolerance: Quantity and / or Value adjustment tolerances can be entered. Adjustments exceeding tolerances must be approved before running the adjustment program. ( iii. Never: Allow any adjustment to post without approval. 3. Enter positive and negative approval tolerances 4. Select the scope of physical inventory i. Determines whether the physical inventory is for all sub inventories of the organization or for one or more specific sub inventories. Enter only quantity-tracked sub inventories 5.. Indicate whether to allow dynamic entry of tags OPTCL Sourcing Training Document

157 6. Determines whether manually created tags can be entered. If the option is not to allow dynamic tag entry all tags must generated before the use 7. To take Snapshot of system on hand quantities follow the navigation Counting -> Physical Inventory -> Define Physical Inventory -> Choose the Snapshot button 8. Snapshot must be completed before generating the tags. After taking the snapshot, system will no longer allow to update header information of the physical inventory. The snapshot saves all item on hand quantities and costs and uses this information as the basis for all physical inventory adjustments rather than the current on-hand quantity. System allows resuming transaction activities even before running the adjustments program for the physical inventory.therefore need to procedurally coordinate snapshot of physical inventory with actual counting and ensure that no transaction activity occurs in a particular location until adjustments are launched and posted. OPTCL Sourcing Training Document

158 9. Once snapshot concurrent process is finished, the snapshot complete box is checked, the snapshot date is updated and the Tags button is enabled in the define Physical inventory window. 10. Physical inventory tags are used to record the count of inventory items. Tags are referred by its alphanumeric identification code. Oracle Inventory can automatically generate tag numbers that can be used to enter inventory counts. Tags can be generated only after snapshot is completed. The system also supports using numbers generated outside the Oracle Inventory. There should be only one item on a tag but multiple tags can refer to the same item. Dynamic Tag: Determines whether manually created tags can be entered or not. If the option is not to allow dynamic tag entry, all tags must be generated before the use. Dynamic Tag Entry is allowed when tag numbers are generated outside the system. For example when using third-party pre-numbered tags Default Tags: Contain information on items in the physical inventory definition. Generates a tag for each SKU i.e. unique combination of item, sub inventory, locator, revision, lot number and serial number that exists in the sub inventories of physical inventory. Blank Tags: Do not contain any information about the items in physical inventory definition. Blank tags can be generated to enter counts for those items whose locations are not currently recorded in the system 11. To generate the tags navigation is Counting -> Physical Inventory -> Tags Generation -> Choose Generate button i. Enter the name of the physical inventory. ii. Select the type of tag to create. 12. Choose the Generate button to create the tag numbers and information OPTCL Sourcing Training Document

159 13. Generated tags are used to record the physical counts. After recording the physical counts user must enter the quantity for each tag. OPTCL Sourcing Training Document

160 14. Navigate to -> counts -> Physical Inventory -> Tag Counts 15. Navigate to the Physical Inventory Tag Counts window. Enter name of the employee that performed the physical inventory in the Default Counter field. This is used as a default for the Counted by field of each tag. If the default tags are used, the system will display the tags with relevant item information. User need to enter only the quantity counted for each tag. User can also query a subset of tags by any combination of tag number, item, revision, subinventory, locator, lot and serial number. If blank tags are used in the physical inventory, user can query up the tags by tag number. The system displays the tags but no item information. Need to enter the count quantity as well as the item information i.e. item name, sub inventory, locator, revision, lot and serial numbers. If dynamic tags are allowed in physical inventory definition user can enter tag numbers generated outside the system. User needs to enter the count quantity as well as the item information. OPTCL Sourcing Training Document

161 16. For approving physical inventory adjustments Navigate to Counting -> Physical Inventory -> Approve Adjustments a. Select the physical inventory and choose approve. b. Enter the name of the employee approving the adjustments. c. Select an adjustment to approve or reject and check the Approve/Reject option. d. User must either approve or reject all adjustments of the physical inventory before running adjustments program After entering all the tag counts and approve the adjustments that need approval, user can submit the process that posts the physical inventory adjustments. This will automatically creates a material transaction, adjusting the item quantity and debiting/crediting the adjustment account specified for the physical inventory. If the count of an item matches with the snapshot system on hand quantity, there will be no adjustment transaction posted. To run the adjustment program a. Navigate to the Physical Inventories Summary window. b. Select the physical inventory. c. Choose Launch adjustments from the Tools menu. The Launch Adjustments window appears. d. Enter the Adjustment Account number against which adjustments should be charged. e. Enter the adjustment date. f. Choose the Launch Adjustments button to submit the concurrent request. OPTCL Sourcing Training Document

162 Procurement Requisitions Creation and Approval Purchasing provides you with the features for basic requisition needs like Create, edit, and review requisition; Purchase Orders, enter suggested supplier information, delivery instructions, multiple accounting distributions and Notes to buyers, approvers, and receivers. These Purchasing Documents can be created only by authorized Users based on the Access Given The Purchase requisition is an internal Document and can serve as an Indent for the Purchase order Requisition can be created for the Following Purpose Like and to be likely procured from External Entity Requesting a Material Requesting a Description based item (EAM) Requesting a Service Login as Responsibility: OPTCL India Purchasing Navigation: Requisitions -> Requisitions OPTCL Sourcing Training Document

163 Steps to Create Requisitions 1. Select the Operating Unit (Defaulted as per Login Details) 2. Enter the Requisition type (Purchase Requisitions ) 3. Enter the Requisition Number (If Not AutoPopulated) 4. Enter the Requisition Description 5. Choose the Line Num 6. Requisition line: Click on the List of Values for the Item Field. Search and select the Item from the list of item that appears. 7. The Type field gets defaulted to Goods. And can be Changed based on Requirement 8. The Description for the Item gets defaulted based on Item selected. 9. Enter Quantity, Price and Need By Date OPTCL Sourcing Training Document

164 10. Enter the Destination Type, organization and locations where you want have the items delivered. 11. Enter the Supplier Related Details(If Applicable ) For Prop Items 12. Enter the Type Of Work (From the Flex Field attached to the Requisition Screen) like Electrical, Others Etc 13. Click on Distributions OPTCL Sourcing Training Document

165 14. The Charge Account gets populated automatically for Item based requisition lines. If it is project based then accounts are derived based on the project Category Flex field Value Selected in the Flexfield else it is derived based on the material account linked to the Item 15. Verify the Other Accounts which gets Defaulted like Accrual, Variance A/c which gets defaulted 16. Save the Work and Requisition Number is generated automatically (If Autonumbering) OPTCL Sourcing Training Document

166 17. The status of the requisition will be Incomplete 18. Click on Submit 19. Document is Submitted for Further Approval based on the Approval Limits 20. Select Forward if Requisition needs to be forwarded to a specific employee 21. If Forward To is not checked then the default Requisition approval hierarchy is chosen and requisition is forwarded to the higher up of the preparer in case preparer does not have sufficient approval limits (Approval Path is defaulted based on setup done in Purchase Requisition document type). 22. Click on OK and the Requisition gets submitted for Approval. Once submitted the requisition will be in in process status till the Final Approval is Done based on the Setup Requisitions can have Multiple Status which are all explained above Incomplete : Requisition is saved and is in incomplete status In process : Requisition has been submitted for approval Approved: : Requisition is approved OPTCL Sourcing Training Document

167 Approval Hierarchy Approval Hierarchy governs purchase document routing for approval. Each person in hierarchy will have predefined Approval limits (in terms of INR value) and Approval will go through accordingly Querying Requisitions (Indent /Purchase Requisitions) To view the Successfully Created Requisitions, we can use the Following Requisitions can also be searched by the Following Criteria in Requisitions Summary Screen: 1. Buyer The person to whom requisition is assigned 2. Preparer The person who prepared the requisition 3. Status The Status of Requisition (Approved, In process, incomplete) 4. Date ranges - Can search by creation date, need by date or closed dates 5. Item and category- can give the category or item details and see all the requisitions raised for this item or category 6. Item Details ( E.t.c) Login as Responsibility: OPTCL India Purchasing Navigation: Requisitions -> Requisitions Summary Steps to View the Requisition 1. Enter the Requisition Number for which the Requisition Status has to be found. 2. Click on Find Button 3. The Requisition Status is shown in the Approval status field. OPTCL Sourcing Training Document

168 5. In the Requisition Summary Screen, Click on Tools and Select View Action History. 6. In the Screen that appears we can see the name of the next approver in the approval hierarchy to whom the Requisition has gone for approval. OPTCL Sourcing Training Document

169 7 Action field indicates the Action taken by various employees who are involved in Requisition creation and approval. A blank value indicates pending action Purchase Orders Creation and Approval Purchasing provides you with the features for basic Purchasing needs like: Create, edit, and review Purchase orders. Enter suggested supplier information, delivery instructions, multiple accounting distributions and Notes to buyers, approvers, and receivers. Add multiple requisitions to a Purchase order The Purchase orders can be created independently or can be auto created from awarded RFQ s /Tenders (from Sourcing module) or from Approved Requisitions created from earlier step (Through Sourcing Module) Click Open to launch the Purchase Order Screen (Base) Login as Responsibility: OPTCL India Purchasing Navigation: Oracle Purchasing ->Purchase Orders -> Purchase Orders OPTCL Sourcing Training Document

170 Steps to Create Purchase Orders (if not auto created) 6. From the Drop Down select type as Standard Purchase Order.(Blanket for Rate Contracts if Applicable) 7. Enter the Purchase Order Number Manually (if not auto populated) 8. Supplier Enter the supplier from whom the material needs to be procured 9. Supplier site Select the supplier where the material needs to be procured 10. For Creating Goods Type Line with Item Number, select the Type as Goods. For other types Choose the Relevant Types Applicable 11. The Price is pulled either as Unit Cost or List price for an item. Price can manually be entered on PO for an item 12. Select the Item from the list of values in Item field. 13. For Creating Service Type Line Select Service as the Line Type from the drop down in the line Type Field. Enter other line details. For Creating Category Based PO s, Choose the Line type as Expense and directly click on the List of Values for Categories and select a category combination. Line types can be User Created and are Value based on Quantity or Amount 14. Enter the Quantity and Price Details and Need-By Date. Based on the Need-by date, the budget for the corresponding financial year is blocked. OPTCL Sourcing Training Document

171 15. Enter the Items / Categories (If Applicable)/Unit Of Measure/Price/Promised Date and other required parameters. 16. Enter the Bank Guarantee Details /Repeat Order Details (If Required) /Order T Type(Custom Flex Field) and other Necessary Flex Fields (if Applicable) 17. Enter the Issuing Division ( Division from Which PO is Getting Issued) OPTCL Sourcing Training Document

172 18. Approval will be Routed to Issuing Division (Finance Head and Organization Manager) 19. Click on the Shipments Button OPTCL Sourcing Training Document

173 20. Enter the Ship-to-organization/Quantity details 21. Enter the Consignee/Paying Officer and Destination Details in the custom flexfield. 22. Click on Receiving Controls (Receiving Controls are defaulted from receiving option setup. However user can change the receiving options in Purchase order if required). Receipt Routing is usually Inspection Required for Goods type of items and Direct for any services. OPTCL Sourcing Training Document

174 23. The destination type for Goods item will be Inventory and for Service items will be Expense. OPTCL Sourcing Training Document

175 24. PO Charge Account gets defaulted for Inventory Items but need to be entered manually for Category Related Purchase (Please Consult the Finance team for the Accounts to be Entered) 25. For Project Related Purchases Choose the Project and task and the Applicable Project Purchase Category from the Custom Flex field ( as Referred Earlier In Requisitions Screen) OPTCL Sourcing Training Document

176 26. For Service and Description based Items, we need to enter the Charge Accounts Manually as above and save the Purchase Order OPTCL Sourcing Training Document

177 27. Click on the Terms Button to Verify the terms and conditions of the Purchase order like Payment terms and Freight/Carrier/FOB and Author Contract Terms and attach the Relevant Template ( Applicable Contracts based on the Purchase) OPTCL Sourcing Training Document

178 28. Save the Purchase Order 29. If there is an need to add India Localization Tax then Navigation to: India Localization -> Purchase Orders(Localized) 30. Query the Relevant Purchase Order OPTCL Sourcing Training Document

179 31. Select the line level/shipment details and click on Taxes button to add the taxes Applicable OPTCL Sourcing Training Document

180 32. Add the Relevant taxes with mentioning the tax name and rate with Precedence (if applicable ) click the Apply button 33. Tax Amount shown Successfully added as in tax amount column 34. Repeat the same steps for other lines in the Purchase order if there is a need to Enter taxes for the applicable lines 35. Click on Open Button to Go back to base Purchase order screen 36. Click on the Submit Button OPTCL Sourcing Training Document

181 37. Click on Reserve Check box(if Budget Check Encumbrance to be Done) 38. Select Forward if Purchase Order needs to be forwarded to a specific employee 39. If forward to is not checked then the default Purchase Order approval hierarchy is chosen and the Document is forwarded to the higher up and the Approval is sent to Competent Authority (Finance head and Organization Manager) 40. Click on OK -Purchase Order gets submitted for Approval. Once submitted the purchase Order will be in in process status till the Final Approval is Done based on the Setup OPTCL Sourcing Training Document

182 Approval Hierarchy Approval Hierarchy governs purchase document routing for approval. There will multilevel Approval Query and View Purchase Orders To view the Successfully Created Purchase Orders/Blanket Purchase Orders (Rate Contracts), we can use the Following Purchase Orders can also be searched by the Following Criteria in Summary Screen: 1. Buyer The person to whom Purchase Order is assigned 1. Status The Status of Purchase Order (Approved, Inprocess, incomplete) 2. Date ranges - Can search by creation date, need by date or closed dates OPTCL Sourcing Training Document

183 3. Item and category- can give the category or item details and see all the Purchase Order raised for this item or category 4. Item Details ( E.t.c) Login as Responsibility: OPTCL India Purchasing Navigation: Oracle Purchasing -> Purchase Orders -> Purchase Orders Summary Steps to View the Purchase Orders, 1. Enter the Purchase Order Number (if not Known Search with Other Criteria) for which the Status has to be found. 2. Click on Find Button 3. The Purchase Orders, Status is shown in the Approval status field. OPTCL Sourcing Training Document

184 4. In the Purchase Order Summary Screen, Click on Tools and Select View Action History. 5. In the Screen that appears we can see the name of the next approver in the approval hierarchy to whom the Purchase Order has gone for approval 6. Action field indicates the Action taken by various employees who are involved in Purchase Order creation and approval. A blank value indicates pending action Supplier Site Inspection (Optional) Once the Purchase Orders/Rate Contracts are approved based on the Business Requirement Inspections at the Supplier Locations for the Material which are getting Supplied can be OPTCL Sourcing Training Document

185 inspected and necessary observations are recorded in the System for further Reference before Receiving Process is done This is recorded in the Quality Module by Entering the Supplier Site Inspection Details (Refer Section 4 Regarding the Quality Module Collection Plan Definition Details) Login as Responsibility: OPTCL Quality Choose the Inventory organziation Navigation: Results ->Entry -> Enter Quality Results OPTCL Sourcing Training Document

186 Select the Collection Plan from the list of values. Enter the Purchase Order and Inspection details by entering the following attributes: 1. Serial No. 2. Purchase Order Number 3. Purchase Order Line 4. Purcahse Order Line Description 5. Inspected Quantity 6. Inspected Result (Accept /Reject) 7. Material Serial Number 8. Inspected By 9. Inspected Date 10. Remarks Save the record for future reference. OPTCL Sourcing Training Document

187 Receiving Process Receiving Process would be required in following scenarios Receive Materials shipped by Suppliers against Standard Purchase orders Receive Materials Released against Blanket Purchase orders(releases) Material Inspection before receiving material to Inventory. Item that needs to be receipted, if defined as inventory item and can be stocked in Sub inventory then the destination type will be Inventory. In this case Sub inventory information is mandatory when entering the Receipt. Item that needs to be receipted, if defined as expense item (non stock able) then the destination type will be expense. In this case Location will be mandatory when entering the Receipt. Login as Responsibility: OPTCL India Inventory Navigation: Oracle Purchasing -> Receiving -> Receipts OPTCL Sourcing Training Document

188 Steps to Create Receipts 1. Select the inventory Organization where you want to receive the item from the list of values. 2. The Inventory organization corresponds to the Ship-to location specified for the item in the Purchase Order. For e.g: Receiver in Bhubaneswar Stores Division will have access to Bhubaneswar Stores Division Inventory org and can receive items shipped by supplier for all the Purchase Orders corresponding to Bhubaneswar Stores Division. OPTCL Sourcing Training Document

189 3. Enter the Purchase Order Number for which receipt to be Made (The Purchase order number can be entered or searched by clicking on the List of values in the Purchase order field) 4. Click on Find button to search. OPTCL Sourcing Training Document

190 5. Select the Line for which Item needs to be received 6. By default the ordered quantity or the quantity pending to be received is displayed in the Quantity field. ( Please note User has flexibility can Change)). 7. Destination Type will be either Inventory or Expense or Receiving(For Inspection Required) 8. Enter Location details for Item having destination type as Expense 9. The Header tab can be clicked to enter the Receiving date and note the receipt number 10. If there is a need to Inspect the Receipts for Standard Purchase Orders (Based on the PO Setup) a. Select the Line for which Item needs to be received and Enter the Quantity b. Destination Type will be Receiving as it is a inspection based line c. The Header tab can be clicked to enter the Receiving date and note the receipt number 11. Close the Header Screen by Saving 12. Receipt Number Gets Generated This is a 3 step receiving process where Items are first received to Receiving, inspected and then delivered to inventory OPTCL Sourcing Training Document

191 In the Purchase order for inspection based purchases the match approval will be 4 way i.e PO, Receipt, Acceptance and Invoice need to be matched. Responsibility: OPTCL India Inventory Navigation: Oracle Purchasing -> Receiving -> Receiving Transactions 13. Enter the PO number for which we need to do an inspection transaction 14. Select the Shipment line 15. Click on Inspect Button to Do the Inspection OPTCL Sourcing Training Document

192 16. Quality Collection Plan gets Launched (SUPPLY ORDER INSPECTION) 17. Enter the various Parameters like Approved Test Report, Guarantee Certificate Number Etc for the Receipts - based on the Quality Collection Plan (Supply Order) 18. Enter the Accepted /Rejected Quantity based on the Quality Collection Plan 19. Once the quantities are entered the status of Inspected flag changes to Inspected 20. Save the transaction OPTCL Sourcing Training Document

193 21. Go to Receiving Transaction screen 22. Responsibility: OPTCL India Inventory or Purchasing 23. Navigation: Receiving -> Receiving Transactions 24. Enter the PO number for which we need to do a delivery transaction and enter the Sub inventory and Locator 25. Save the transaction To Verify the Receiving transactions: Responsibility: OPTCL India Purchasing Navigation: Oracle Purchasing -> Receiving -> Receiving Transaction summary OPTCL Sourcing Training Document

194 26. Enter the PO or Receipt number for which we need to see the receipts summary 27. View the Receipt Details 28. Click in Transactions to see the Transaction details Blanket Purchase Agreement (Rate Contract) Process This Process is used when Material needs to be purchased from the supplier based on an agreement The process will cover the following steps: Create Blanket Purchase Agreement (BPA)- Rate Contract BPA Process would be required in following scenarios Responsibility: OPTCL Purchasing Super User Navigation : Oracle Purchasing->Purchase Order->Purchase Orders OPTCL Sourcing Training Document

195 Steps to create Blanket Purchase Agreement 1. By default operating unit column will be populated based on the responsibility selection. In case of Multi OU structure select the OU from drop down list. 2. For Type column, select from the list of values Blanket Purchase Agreement. 3. Select the following values for which the BPA needs to be created. Supplier Site Contact (if available) 4. Select the Ship To and Bill To locations from the list of values 5. By default the Buyer who is preparing the BPA will be displayed. If needed, enter description for the BPA. 6.. Global check box indicates the usage of this agreement globally. 7. Enter the Applicable Flex Field (Issuing Division- As Explained in the Purchase Order Process) 8. Enter the terms applicable 9. Click on Terms button to enter the terms and notes information for the BPA. 10. Select the payment code from the list of values. 11. Select the freight code from list of values.(if Applicable) 12. Enter if needed any notes to the supplier. OPTCL Sourcing Training Document

196 13. Enter if needed, any notes to the receiver. 14. Enter if needed, the effective start date and end date of the agreement. 15. Enter the total amount limit that will be used for agreement, if needed. 16. Enter the Price Breaks (If Applicable) OPTCL Sourcing Training Document

197 17. Approve the Blanket Purchase Agreement and submit it for further Approval 18. Create Releases by Referring the BPA (Refer EAM Training Manual) Quality Collection Plans 5.1 Quality Collection Elements These are the Data field which will be used in all collection plan are collection elements. You can define any number of collection elements as per the business needs like defect, disposition, severity, inspection results, recording voltage, length, mass, weight, corrective OPTCL Sourcing Training Document

198 active elements etc., For each collection element you can set up your own specification limits in order to avoid the deviation of inspection. Lot of seeded collection elements available in Oracle quality Module Login as Responsibility: OPTCL Quality Navigation: Set up -> Collection Elements Steps to create a New Collection Element 1) Enter the collection element name. Special Characters are not allowed while defining the collection element. One collection element can be used across many collection plans OPTCL Sourcing Training Document

199 2) Enter the Element Type Under element type, there are three variables Attribute, Reference Information and Variable. For all seeded collection element, element type is reference information. For all Value related collection element, element type is attribute. 3) Enter the Prompt- Value entered in prompt will be displayed in all the transactions 4) Enter the Data type Depends on the usage of the collection element data type to be selected. Character- This data type is used if the collection element is of alphanumeric. Number- This data type is used if the collection element is Numeric Date-This data type is used if the collection element is in Date format format Date and Time-This data type is used if the collection element is in Date and Time 5) Enter the Mandatory This field represents whether this collection element to be entered mandatorily in the collection plan. 6) Enter the Reporting Length- This length represents the field size in the collection plan 7) Enter the Default Value In any value to be default in the collection plan, enter the default value. This value can be over 8) Enter the Spec Limits (Optional) Spec Limits are user to avoid deviation while entering the quality results. While defining specification you can set upper and lower limits of the collection elements. you can also set target value, which defaults in the collection element while doing the inspection. You can also set actions based on the specification. 9) Enter the Values Enter the values, if there is any list of values to be defined for this collection element. 10) Save the Work OPTCL Sourcing Training Document

200 5.2 Defining Collection Plans Collection plan is like a inspection plan for transactions performed in oracle Group of collection elements comprised of one collection plan. Same collection element can be used across in different collection plans. Based on the set up some of the collection plans will be automatically invoked while doing the transaction. By the collected collection plan you can take your own customize reports and charts for analysis Depends on the collection plan, predefined collection elements are assigned to the collection plan- These Plans once Created in a Particular Inventory Organization Can be Copied to Other Inventory Organization as well Refer the EAM training Manual for further Details Login as Responsibility: OPTCL Quality Navigation: Set up -> Collection Plans Choose the Respective Inventory Organizations where the Plan has to Created Steps to create collection plan OPTCL Sourcing Training Document

201 1) Enter the name Collection plan. No special characters are allowed except underscore 2) Enter the Effective Effective date of the collection plan. Optionally enter the to date. 3) Enter the Plan type Depends upon the collection plan select the plan type 4) Enter the Copy elements- Copy elements is used to copy all the elements form some other collection plan 5) Enter the Specifications(Optional)-Under specifications there are four values 6) Enter the collection elements Name 7) Enter the sequence no. On this sequence all the collection elements will be displayed in the collection plan. 8) Enter the Prompt name will default collection element 9) Enter the Mandatory This option will default from collection element, but you can overwrite here. 10) Enter the Enabled If you are not using the collection element from the collection plan, uncheck the enabled option. 11) Enter the Value If you have defined any values for collection element, you need to assign the values in the collection plan 12) Save the Work Standalone collection plans- Irrespective of transactions,you can create separate collection plan in the quality module.query the collection plan in the quality module and enter the results. Later you can also update the results. OPTCL Sourcing Training Document