Document Printing White Paper

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Document Printing White Paper

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Purchasing Document Printing and CommunicationAn Oracle White Paper August 2006

EXECUTIVE SUMMARY ............................................................................. 2 Definitions.......................................................................................................... 2 Introduction to Oracle XML Publisher ......................................................... 3 Setting up Document Layouts......................................................................... 5 Design Layout in Microsoft Rich Text Format (RTF)............................ 5 Design Layout in Adobe Portable Document Format (PDF) ............... 7 Modify XSL-FO Stylesheet ......................................................................... 8 Upload Layouts................................................................................................ 10 Setups in Oracle Advanced Procurement.................................................... 11 Setup PO Output Format in Purchasing Options window................ 11 Specify layouts for purchasing document types ..................................... 12 Procurement Processes................................................................................... 14 Communication........................................................................................... 16 Document Printing in Multiple Layouts.................................................. 17 Troubleshooting .............................................................................................. 18 Conclusion........................................................................................................ 19 Appendix A: Sample Layout Templates .............................................................. 20 Appendix B: List of System Codes....................................................................... 23 Appendix C: Modifying XSL-FO Stylesheet ....................................................... 36 Appendix D: Purchasing Approval Workflow ..................................................... 42

Purchasing Document Printing and Communication

EXECUTIVE SUMMARYOrganizations are printing and dispatching purchasing documents in a variety of formats. Most organizations develop and design their own layout for printing purchasing documents that optimize the visibility of data to be consistent and coherent with organization and industry standards. Public sector agencies have to maintain and publish several hundred forms as mandated by government regulations during various phases of the procurement cycle. Today these agencies use fill-able templates created in Adobe PDF. Would it not be remarkable if there was a way to effortlessly design layouts for your purchasing documents that suit your organizations need? Would it not be valuable if you could design and configure layouts in Microsoft Rich Text Format (RTF) or Adobe Portable Document Format (PDF) for document printing? Capitalizing on Oracle XML Publishers standard based tools and technologies, Oracle Advanced Procurements document printing solution promises to deliver an efficient means to design layout and print professional looking documents.

DefinitionsTerm Stylesheet Definition An XSL-FO stylesheet specifies the presentation of a class of XML documents by describing how an instance of the class is transformed into a formatted XML document. A licensed product that enhances Oracle Purchasing and Oracle Sourcing and iSupplier Portal by providing the ability to author contract terms and conditions on transaction documents being created. Also includes Contract workbench, contract terms library, and contract expert. A product that enables Oracle Applications to easily create rich output document (PDF, RTF) by applying layouts created in desktop tools such as Microsoft Word and Adobe Acrobat

Procurement Contracts

XML Publisher for Oracle EBS

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to application data sources.

Introduction to Oracle XML PublisherOracle Advanced Procurements document publishing solution is powered by standards based Oracle XML Publisher technology. Oracle XML Publisher is a template-based publishing solution. It provides a new approach to report, design and publish by leveraging the flexibility of familiar desktop word processing tools. XML Publisher leverages standard, well-known technologies and tools, so you can rapidly develop and maintain custom report formats.

Segregation of presentation layer and data structure in Oracle XML Publishers approach provides immense control over designing and printing of documents.

The flexibility of XML Publisher is a result of the separation of the presentation of the report from its data structure. The collection of the data is still handled by Oracle Advanced Procurement, but now you can design and control how the report outputs will be presented in separate template files. At runtime, Oracle XML Publisher merges your layout template files with the report data to create a variety of outputs to meet a variety of business needs. For example, Microsoft RTF is a supported output format.

Figure 1 diagrammatically represents the fundamental concept behind procurement document printing. You design your layout using tools provided by Oracle XML Publisher, capture procurement data in Oracle Advanced Procurement and utilize the Oracle XML Publisher engine to merge the layout with data structure to generate document output in Adobe PDF format. Oracle XML Publisher Desktop, a tool that embeds on Microsoft Word, is extremely simple to design layouts, even by end users.

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Figure 1: Document Printings Fundamental Concept

You can find a wealth of information about Oracle XML Publisher, including presentations, technical information, demonstrations and sample layout formats in the following location: http://www.oracle.com/technology/products/applications/publishing/index.html

Following tables displays few criteria that you can consider before deciding which layout format will suit your needs.

# 1

Format RTF

Usage Because of its simplicity consider it if end users need to design report layouts. Versatile features to support conditional formatting, inserting images and charts, etc. Consider a PDF template if, the template structure is simple and pixel perfect formatting is required. Highly useful for printing Government Forms. Recommended for using existing legacy stylesheets or very complicated stylesheets with many programming requirements. Consider it if IT department has deployed 3rd party XSL-FO WYSIWIG tools. Appendix C lists few frequently asked questions on modifying XSL-FO stylesheet.

2

PDF

3

XSL-FO

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Let us first start with the setups involved. Following are the setups steps involved in enabling and implementing document printing in Oracle Advanced Procurement. The next sections will elaborate these in further detail. Setting Up Document Layouts o o o Design Layout in Microsoft Rich Text Format (RTF) Configure Layout in Adobe Portable Document Format (PDF) Modify Layout in XSL-FO format

Setup in Oracle XML Publisher o Upload Layouts

Setups in Oracle Advanced Procurement o o Setup PO Output Format in Purchasing Options window Specify layouts in Purchasing Document Types window

Setting up Document LayoutsDesign Layout in Microsoft Rich Text Format (RTF)Prerequisites:

You should ensure that you have a licensed version of Oracle XML Publisher Desktop installed on your desktop. Oracle XML Publisher is installed with e-Business Suite and the license is free to users for runtime use, with restrictions.

Download Oracle XML Publisher Desktop and install it on your desktop.

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Instructions:

Oracle XML Publisher leverages flexibility of well known word processing tools such as Microsoft Word in order to design custom layouts efficiently without much user training.

Figure 2: Design RTF Template

1.

Download Purchase Order XML: Follow the instructions mentioned below to obtain the Purchase Order XML file.

Logon to the application and select XML Publisher Administrator responsibility Navigate to Data Definitions Enter PO_STANDARD_PO in the Code field in the search region Press the GO button Click on the Data Definition, Standard Purchase Order Data Source Preview Data field shows a link PO_STANDARD_PO.xml. Click on the link and save the file in your desktop. This is a sample purchase order XML file.

2.

Load Purchase Order XML in Microsoft Word: Launch Microsoft Word, you could view a new option in the tool bar, Template Builder. Navigate to Template Builder > Data > Load

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XML Data. Select the Purchase Order XML that you just stored on the desktop.3.

Create Form Fields: You can effortlessly design your purchasing document layout using the various options provided in the Template Builder menu option. You can create Form Fields and Table in your RTF layout file. Advanced Options: You can create repeating sections and utilize advanced options provided by Oracle XML Publisher while creating your layout in Microsoft Rich Text Format.

4.

5.

Save the layout created in Microsoft Rich Text Format on your desktop. Appendix A displays a screenshot of a sample RTF template.

For more information, see chapter Creating an RTF Template of the Oracle XML Publisher User Guide.

Design Layout in Adobe Portable Document Format (PDF)

Prerequisites:

You should ensure that you have a licensed version of Adobe Acrobat Professional installed on your desktop.Instructions:

Figure 3: Design PDF Template

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