p2p Questions

Procure to Pay Frequently Asked QuestionsProcure to Pay Frequently Asked Questions

General

Understanding Terms

Creating and Modifying a Requisition

Approving a Requisition

Notifications

Purchasing Procedures

Shipments and Deliveries

Invoice Processing

Quick Orders

Check Requests

Internal Purchase Orders (IPOs)

Travel and Business Expense Reports, Travel Advances and Travel Order Forms

General1. Who can be a Reviewer of a requisition?

A reviewer is an individual outside the preparer's direct requisition approval hierarchy to whom a requisition has been manually forwarded for review. A reviewer can be within the same organization as the preparer or an outside organization. A reviewer does not have final approval authority for that requisition. Instead, he/she will be recorded in the approval history with his/her review comments only. Back to Top

2. Can I add Rutgers Exchange items to My Favorites List?

You cannot save RU Exchange items to My Favorites list in the Internet Procurement Application. However, you can save your Rutgers Exchange "favorites" on the website of each Rutgers Exchange Supplier. Also, you may wish to save multi-line item orders in the Exchange Supplier's shopping cart before you exit the website in the event you do not properly return to the Internet Procurement Application. Back to Top

3. When will I use the Internet Procurement Application?

The Internet Procurement Application will be used to:

Create or approve a purchase requisition and a quick purchase order for an external supplier for up to $5,000

Create or approve a purchase requisition for an external supplier

Create or approve a check request for a payment to supplier or other type of payee

Create or approve a requisition and release order for internal suppliers. A listing of these IPO Suppliers can be found on the RIAS website.

Record the receipt of goods for purchase order line items over $5,000.

Back to Top4. Is there any one screen that contains all the details of a requisition?

The View Requisition Details screen provides all the details of a submitted requisition. Back to Top

5. How will I know what was on the purchase order that was sent to the Supplier?

Upon departmental approval, preparers will receive original Quick Purchase Orders for issuance to suppliers via an email attachment. This copy must be mailed, faxed or emailed to the supplier, to receive the goods or services. Back to Top

6. Where do I get a Change Order Request Form?

The Change Order Request form can be found on the RIAS Forms page and downloaded onto your desktop.Back to Top

7. My department prepares thousands of requisitions. How do I manage so many requisition files so that they can be retrieved quickly?

Select the Requisitions tab. You can use the search function to query a requisition by the preparer's name, requester's name, requisition number, creation date, status of the requisition and/or supplier.Back to Top

8. How do I add or delete Preparers or Approvers, or initiate other changes in the requisition approval hierarchy?

Departments will need to complete the RIAS Access Request form to initiate changes affecting an individual who is named in the requisition approval hierarchy for their organization.Back to Top

Understanding Terms1. What is a Notification?

A system-generated message informing the recipient of the status of a transaction or that an action is required on a transaction. Back to Top

2. What is a Supplier Site?

A supplier site is the specific location of a supplier. The naming convention of supplier site is the name of the town/city the supplier is located, followed by a dash, then a number representing the number of the supplier's locations in that particular town/city. (i.e. Piscataway-01, Piscataway-02). A supplier may have one or more supplier sites.Back to Top

3. What is a 3-Way match?

A 3-Way match is an automated process of verifying that the information contained in the Purchase Order, Receipt of Goods or Services, and Supplier Invoice matches within accepted tolerance levels.Back to Top

4. What is a Requisition Number?

A requisition number is a system-generated number assigned to the requisition when a preparer creates a requisition.Back to Top

5. What is the difference between a Sole Source purchase and a Preferred or Single Source purchase?

A Sole Source purchase occurs when the goods or services required are so unique that competitive sources are not available. A Preferred or Single Source purchase occurs when goods or services are requested from a particular vendor for an appropriate business purpose. For example, to augment work on a project completed by a vendor in a previous budget period.Back to Top

6. What is a Purchase Order Number?

A system-generated number assigned to the purchase order when approved by the Purchasing Department. In the case of quick purchase orders and requisitions to Rutgers Exchange vendors, the purchase order number is generated by the system when the department approves the requisition.Back to Top

7. What is a Rutgers Exchange Supplier?

A Rutgers Exchange supplier is a supplier that offers products through electronic catalogs at pre-negotiated prices with the university.Back to Top

8. What are the benefits of using Rutgers Exchange Suppliers?

You can select items from electronic catalogs to include in your shopping cart at pre-negotiated prices by a click of the mouse. Also, upon departmental approval, purchase requisitions to Rutgers Exchange suppliers will be quickly and automatically converted into purchase orders without buyer involvement.Back to Top

9. What is the Oracle Exchange?

The Oracle Exchange is an electronic catalog of goods and services offered by a wide range of suppliers. The Oracle Exchange catalog does not reflect pre-negotiated prices with the University.Back to Top

10. What is the difference between the Rutgers Exchange and Oracle Exchange?

A Rutgers Exchange supplier offers products through an electronic catalog maintained on its own website at pre-negotiated prices with the university. An Oracle Exchange supplier offers products through the Oracle Exchange electronic catalog, but not at pre-negotiated prices with the university.Back to Top

11. What does the status pre-approved mean?

Pre-Approved is the status of a requisition when an authorized approver has approved the requisition and has forwarded the requisition to another individual to review.Back to Top

12. What does the Approver Checkout button mean?

When an "approver" or "reviewer" edits a requisition, clicking the Approver Checkout button will start them through the editing requisition process and will take them through all the data completed on the requisition.Back to Top

13. What is the difference between a rejected and a returned requisition?

Only an approver or a reviewer can reject requisition. Only a buyer can return a requisition. A buyer will return a requisition to the preparer for incomplete or inaccurate information. Back to Top

14. In the list of values contained on the Requisition Status page, what is meant by "My Group's Requisitions"?

"My Group's Requisitions", displays all requisitions created in your organization.Back to Top

15. What is an Organization ID number and how do I find what my department's number?

Each organizational unit within the university has been assigned an Organization Identification (ORG ID) number which issued in conjunction with general ledger account numbers to code and identify purchasing and payment transactions.Back to Top

16. What is the Requisition Approval Hierarchy?

A structure that defines the automatic routing of requisitions from a preparer to an approver.Back to Top

17. Is the Requisition Number the same as the Purchase Order Number?

No. Requisition numbers will be system-generated during the "Review and Submit" step when creating a requisition. Once the requisition is approved and turned into a purchase order, the system will generate another number for the purchase order. The numbers are cross-reference in the system, so if you know one number, such as the requisition number, you can find its corresponding purchase order number.Back to Top

Creating and Modifying a Requisition1. How do I prepare a requisition?

Refer to the Procure to Pay User Guide for complete instructions.Back to Top

2. How do I prepare a requisition that will be funded by more than one university department? Does the requisition require approval from both approvers?

If the items on a requisition will be split funded among multiple organizations, the preparers must insert the names of the authorized approvers from each organization. The departmental approvers must be inserted to review the requisition before the default approver (Creighton Pfeifer). Do not remove the default approver.Back to Top

3. Can a Preparer withdraw a requisition that has been submitted for approval?

Yes, as long as the status of the requisition is "In Process". Additionally, approved requisitions can be withdrawn as long as a purchase number has not automatically been generated or one has not been created by a buyer within the Purchasing Department.Back to Top

4. How do I make a correction on the requisition after I have submitted it for approval?

It depends upon the status of the requisition. If the requisition status is "In Process", the preparer of the requisition can withdraw the requisition, make any required changes and resubmit for approval. Also, the withdraw function can be used to recall and re-route an "In Process" requisition to the backup approver if the primary approver is unexpectedly unavailable.

If the status is "Approved" and it was not a Quick Order or Check Request, you can contact the buyer in Purchasing to stop the order before it is issued to the supplier. The buyer will return the requisition to you to make your changes.

If the status is "Approved" and it was a Quick Order, you must complete a Change Order Request form to cancel the Quick Order.

If the status is "Approved" and it was a Check Request, you must contact the Disbursement Control to cancel the check.Back to Top

5. How will my Approver know what type of requisition (non-catalog, Rutgers Exchange, Quick Order or Check Request) I am submitting for approval?

The approver can use the View Requisition Details screen to get this information. The View Requisition Details screen also provides information about the charging instruction for a requisition.Back to Top

6. If my Approver rejects my requisition, is it considered cancelled?

No. The requisition must be cancelled by the preparer to remove the commitment in the general ledger.Back to Top

7. Who can edit a requisition and what fields can they edit?

A preparer can make any changes to a requisition using the Edit Lines functionality. An approver and/or reviewer can edit any fields on a requisition prior to approving it by clicking

the Edit Requisition link.Back to Top

8. What is the purpose of choosing a Category when creating a requisition?

The Category box is a required field and is used to define goods and services at a summary or detailed level.Back to Top

9. What happens if I lose power while I am creating a requisition?

If you have not saved your requisition, you may lose the information you entered. Back to Top

10. How long can the Shopping Carts be saved?

The contents of a shopping cart will remain saved until you complete the creation of a requisition.Back to Top

11. How do you save attachments in the Internet Procurement application?

When you add an attachment to your requisition, select the save icon in the toolbar and ensure that you saved the attachment with the appropriate extension (.xls for Excel, .doc for Word, .pdf for Adobe Acrobat or .vsd for Visio files) so that the attachment can be opened by the Purchasing Department.Back to Top

12. Will the information entered in the requisition description field be reflected under requisitions at a glance?

Yes, any text in the requisition description field will be reflected under requisitions at a glance.Back to Top

13. How do I prepare a requisition to engage an independent contractor to perform services?

A requisition must be prepared in the Internet Procurement Application with a completed Request for Consulting or Independent Personal Services Form (RCIPS)attached ("To Buyer"). The buyer will review the RCIPS to determine if the worker is properly classified as an independent contractor. Upon receipt of the signed agreement, the buyer will issue either a regular purchase order to the individual or classify the work as an employee and return the requisition to the preparer.Back to Top

14. Will I be able to approve requisitions that I prepare?

No. The system will automatically route the requisition from the preparer to the next individual in the requisition approval hierarchy who is authorized for that dollar amount and organization. If you are a Level 2 approver who prepares a requisition, you must change the default approver to a Peer Approver prior to submitting the requisition.Back to Top

15. Can I forward my requisition to any person in the list of values?

Not necessarily. If the approver takes the action of Forward or Approve and Forward, and selects an individual who is not in the hierarchy, the approver will receive a notification that the requisition was sent to an invalid person. The approver must resubmit the requisition for approval.Back to Top

16. What happens if I forget to enter my Fund Source, Natural Account and Organization ID (ORG ID)?

The requisition will automatically be routed to Purchasing. Purchasing will return the requisition to the preparer for correction to the proper charging instructions.Back to Top

17. Do I have to insert my Fund Source, Natural Account and Organization ID (ORG ID) each time I create a requisition?

No, you can store pre-defined account distributions in Preferences and select them to populate the required fields. Back to Top

18. Will I be able to charge someone else's account for inter-disciplinary purchases?

Yes, provided you are given their account number and organizational identification number. The preparer must select Add Approver to add the authorized approver for the designated account and organization for inter-disciplinary purchases.Back to Top

19. How will I know which Buyer received my requisition?

The buyer's name will be reflected on the Requisition Detail Screen.Back to Top

20. What fields will print on the purchase order?

The following fields will be printed on a purchase order: item description, unit of measure, quantity, unit price and total, supplier name and address, need by date, requestor name, deliver-to location and notes to supplier.Back to Top

21. Are there shortcuts to reorder frequently requested items?

Some shortcuts you can use are:

Non-Catalog Request - Prior to adding the item to your Shopping Cart, you can also add it to your Favorites List. This will allow you to select the item again at a later date. To add multiple items to your shopping cart, check the select box by each item you want and click the Add to Cart button.

Internal Suppliers - You can add frequently used internal suppliers to your Favorites List prior to adding items to your Shopping Cart for Internal Purchase Orders. This will allow to select them again at a later date.

Copy to Cart - (From "My Requisitions" area) is a quick way to create a new shopping cart. Select a requisition, open it, and click "Copy to Cart" or click on the copy icon in the toolbar. Then make changes to any field in the new shopping cart and proceed through the three steps of creating a requisition. Any attachments, notes, reviewers or special item information from the original requisition will not be copied to the new shopping cart. If this information is needed, it must be added. When adding one of these notes/attachments, select "To Approver" or "To Buyer".

Back to TopApproving a Requisition1. How many people will need to approve a requisition?

Requisitions require only one approval.Back to Top

2. Will the system automatically route requisitions to approvers by fund sources (e.g., state accounts to one approver and grant accounts to another approver)?

No. The requisition hierarchy is based upon organizational unit, not fund source. Level 1 approvers can approve all requisitions up to $10,000, regardless of fund source. Level 2 approvers can approve all requisitions up to the departmental budget, regardless of fund source.Back to Top

3. Will the system automatically check for funds availability?

No, the system will NOT automatically check for funds availability. The approver is responsible for checking the general ledger, to determine if there are sufficient funds to cover the expenditure during the budget or project period.Back to Top

4. I am a level 2 approver and creating a requisition. Who will approve my requisition?

As a level 2 approver, you need to manually change the default approver by clicking the Change First Approver link to a "peer" approver. If you do not change the default approver, the requisition will be routed to the Purchasing Department. The Purchasing Department will reject the requisition with a note for you to change the approver's name.Back to Top

5. What happens when an Approver selects the action of Approve and Forward?

If an approver approves and forwards a requisition, the status of the requisition is pre-approved. The reviewer who the requisition is forwarded to can change any information on the requisition. Unless the reviewer indicates the changes he/she has made in the notes section of the approval page, the approver will not know the requisition has been altered.

If a Level 1 approver selects the Approve and Forward function and the reviewer changes the dollar amount to over the Level 1 approval authority, the requisition will be routed to the approver Level 2 to approve changes made.Back to Top

6. Can an Approver change the specified Requester of the requisition?

Yes, provided the individual is in the list of values.Back to Top

7. Can an Approver add a Reviewer to a requisition?

If an approver requires additional information from someone in the hierarchy prior to approving it, the approver would use the Forward function to route it to an added reviewer. Back to Top

8. What happens to a requisition if the Preparer enters charging instructions for an account outside his/her own organizational unit? Does it go directly to his/her Approver or to the Approver for the other organization?

If a preparer is authorized to prepare a requisition with a fund source outside his/her organizational unit, the preparer should add the authorized approver for that organization to the requisition to ensure proper routing and approval.Back to Top

9. What happens if my Approver does not take an action on a requisition that has been routed to him/her?

If an approver does not take an action on a requisition within a day of receiving the requisition, the approver will receive a system generated reminder notification. If the approver does not take action on the second day, the approver will receive a second reminder notification. If the approver does not take action by the third day, the preparer will receive a notification that the approver has not taken any action on the requisition. The preparer can either withdraw the requisition and either cancel the requisition or manually change the approver to the Back Up Approver and resubmit the requisition.

10. How can I get approval for my requisition when my Approver is on vacation?

If the approver has an expected absence (e.g., vacation), the approver should re-assign his/her requisitions to automatically route to a Back Up Approver for a specified amount of time. If the approver has an unexpected absence (e.g., out sick) and the preparer is aware of their absence, the preparer can manually forward the requisition to the Back Up Approver.

Oracle Purchasing Functional Interview Questions and AnswersOracle Purchasing

Oracle Purchasing is the application for professional buyers that streamlines purchase

order processing while strengthening policy compliance. It is a key component of Oracle

Advanced Procurement.

Oracle Purchasing integrates with other modules like Inventory, GL, AP etc and offers a

comprehensive procurement solution which helps purchasing professionals reduce the

administration costs and thereby Processing requisitions, requests for quotations,

purchase orders, and receipts quickly and efficiently.

It enables you to focus on Value Analysis, Development of strategic supplier

relationships and Management of the procurement process

Oracle Purchasing replaces paper processing with online requisition generation,

purchase-order creation, and document approval. It also regulates document access,

controls modification activity and approval, and is based on organizational signature and

security policies.

Some Oracle Apps Purchasing FAQ’s

1. What is a Purchase Requisition and define various requisitions

2. What are the base tables for a Purchase Requisition?

3. What is a Requisition Import Program?

4. What tables are affected when you run Requisition Import Program?

5. What are the reports associated with requisition import process?

6. When will you use a Requisition Template?




10. What is RFQ and differentiate the types of RFQ’s

11. What is a Quotation, what are the different types of Quotations available and describe the

Quote Analysis?

12. What is a Purchase Order and explain the different types of PO’s available

13. What are the base tables that are affected when you create a P.O?

14. What is 2-way, 3-way, 4-way matching?

15. Explain the P2P process flow

16. What is an approval hierarchy?

17. What are the documents that use PO_HEADERS_ALL?

18. Can the original Purchase Order be viewed in any way without resorting to SQL, for a

revised Purchase Order?

19. Can we automatically ‘Close’ the Purchase order without receiving the full quantity?

20. When does a Purchase Order line get the Status ‘Closed for Receiving’?

21. Can we match an Invoice against a line even when it is ‘Closed for Invoicing’?

22. What does create internal order conc request do?

23. Explain the Receipt Routing

24. What are the different Purchasing modes in Receiving?

25. Which tables are updated When you save a Received Data in a form?

26. What are the major transactions in RECEIVING?

27. What is Pay on Receipt AutoInvoice Program?

Answers

1. What is a Purchase Requisition and define various requisitions

It is a formal request intended to procure/buy something that is needed by the

organization. It is created and approved by the department requiring the goods and

services.

A purchase requisition typically contains the description and quantity of the goods or

services to be purchased, a required delivery date, account number and the amount of

money that the purchasing department is authorized to spend for the goods or services.

Often, the names of suggested supply sources are also included.

Basically, requisitions are of two types:

Internal requisition and purchase requisition

Internal Requisitions are created if the Items are to be obtained from one Inventory

location to another location within the same organization. Here the source of the

requisition would be INVENTORY. There is no approval process for internal requisition.

Purchase Requisitions are created if the goods are obtained from external suppliers.

Here the source of the requisition would be SUPPLIERS. The purchase requisitions are

sent for approvals.

2. What are the base tables for a Purchase Requisition?

PO_REQUISITION_HEADERS_ALL (SEGMENT1 column in this table represents

the requisition number)

This table stores Header information of a Purchase Requisition.

Important columns of this table:

REQUISITION_HEADER_ID: It is a unique system generated Requisition

identifier

PREPARER_ID: It is a unique identifier of the employee who

prepared the requisition

SEGMENT1: It is the Requisition number

AUTHORIZATION_STATUS: Authorization status type

TYPE_LOOKUP_CODE: Requisition type

ORG_ID: Unique Operating unit unique identifier

PO_REQUISITION_LINES_ALL

This table stores information about Requisition lines in a Purchase Requisition. This

table stores information related to the line number, item number, item category, item

description, item quantities, units, prices, need-by date, deliver-to location, requestor,

notes, and suggested supplier information for the requisition line.


REQUISITION_HEADER_ID: It is a unique system generated Requisition

identifier

REQUISITION_LINE_ID: Link between PO_REQUISITION_LINES_ALL

And PO_REQ_DISTRIBUTIONS_ALL

LINE_NUM: Indicates the Line number

LINE_TYPE_ID: Indicates the Line type

CATEGORY_ID: Unique Item category identifier

ITEM_DESCRIPTION: Description of the Item

QUANTITY NUMBER: Quantity ordered

PO_REQ_DISTRIBUTIONS_ALL

This table stores information about the accounting distributions of a requisition line.

Each requisition line must have at least one accounting distribution. Each row includes

the Accounting Flexfield ID and Requisition line quantity.


DISTRIBUTION_ID: Unique Requisition distribution identifier

REQUISITION_LINE_ID: Unique Requisition line identifier

CODE_COMBINATION_ID: Unique General Ledger charge account

identifier

DISTRIBUTION_NUM: Distribution number

3. What is a Requisition Import Program?

It is a concurrent program, which is used to import requisition from Oracle or Non-

Oracle system.

Data is first loaded in PO_REQUISITION_ALL table. The RIP can then be run, to import

the records from the interface table as requisition in Oracle Processing.

RIP creates a requisition line and one or more requisition distribution for each row it

finds in the interface table. It then groups these lines on Requisitions according to

parameters defined

4. What tables are affected when you run Requisition Import Program?

PO_REQUISITION_INTERFACE_ALL

PO_REQ_DIST_INTERFACE_ALL

PO_INTERFACE_ERRORS

5. What are the reports associated with requisition import process?

Requisition Import Run Report: We can view the number of requisitions created and

the number of records that showed an error

Requisition Import Exceptions Report: In this report we can see all the rows that fail

validation.

6. When will you use a Requisition Template?

Requisition templates can be used to help you quickly create requisitions. A requisition

template contains much of the information needed to create a requisition, thus reducing

the amount of data entry required to create a new requisition. If you find yourself

repeatedly creating similar requisitions for your group or department, you should

consider creating and saving requisition templates as a time-saver.

If the data of requisition remain the same for repeated purchase of an item, the

information can be copied to a template and the same can be copied to the Requisition

as many number of times as required.


The Category box is a required field and is used to define goods and services at a

summary or detailed level.


Pre-Approved is the status of a requisition when an authorized approver has approved

the requisition and has forwarded the requisition to another individual to review.


Only an approver or a reviewer can reject requisition. Only a buyer can return a

requisition. A buyer will return a requisition to the preparer for incomplete or inaccurate

information.

10. What is RFQ and differentiate the types of RFQ’s

A Request for Quotation (RFQ) is a formal request sent to the suppliers to find the

pricing and other information for an item or items. Based on the information supplied,

the supplier quotes a quotation against the RFQ form.

In general, RFQ’s are created before purchasing any item to actually know the price

quotes from one or more suppliers.

In Oracle EBS, RFQ’s can be auto created from an existing Purchase Requisition or

can be a fresh RFQ.

There are three types of quotations and RFQs that come with Purchasing by default:

Catalog: Used for high-volume items or items for which your supplier sends you information

regularly. A Catalog quotation or RFQ also includes price breaks at different quantity levels.

Standard: Used for items you’ll need only once or not very often, but not necessarily for a

specific, fixed quantity, location, and date. For example, you could use a Catalog quotation or

RFQ for office supplies, but use a Standard quotation or RFQ for a special type of pen you don’t

order very often. A Standard quotation or RFQ also includes price breaks at different quantity

levels.

Bid: Used for a specific, fixed quantity, location, and date. For example, a Bid would be used for

a large or expensive piece of equipment that you’ve never ordered before, or for an item that

incurs transportation or other special costs. You cannot specify price breaks for a Bid quotation

or RFQ.

11. What is a Quotation, what are the different types of Quotations available and

describe the Quote Analysis?

A quotation is a supplier’s response to RFQ.

Quote analysis is the process of reviewing the quotations given by the suppliers. The

best quotation will be selected by analyzing certain factors like price, quality, delivery

time etc.

12. What is a Purchase Order and explain the different types of PO’s available

A Purchase order is a commercial document and first official order issued by the buyer

to the supplier, indicating types, quantities, and agreed prices for products or services

the supplier will provide to the buyer.

Basically, there are four types of Purchase Orders, vizStandard Purchase Order

Used for One-time purchases for goods and services. Here you know the item, price, payment terms an delivery schedule

Planned Purchase Order

Created when you have long-term agreement with the supplier. You must specify the details of goods and services, payment terms and the tentative delivery schedule

Blanket Purchase Agreement

Created when the details of items and services, payment terms are known but not specific about the delivery schedule

Contract Purchase Agreement

Created when the terms and conditions of a purchase are known but specific goods and services are not.

13. What are the base tables that are affected when you create a P.O?

PO_HEADERS_ALL (SEGMENT1 column in this table represents the Document

number)

This table stores header information of a Purchasing Document. You need one row for

each document you create.

PO_LINES_ALL

This table stores the line information of a Purchasing Document

PO_LINE_LOCATIONS_ALL

This table contains the information related to purchase order shipment schedules and

blanket agreement price breaks. You need one row for each schedule or price break

you attach to a document line.

PO_DISTRIBUTIONS_ALL

This table contains the information related to accounting distribution of a purchase order

shipment line. You need one row for each distribution line you attach to a purchase

order shipment

VENDORS_ALL

This table stores the general information about the suppliers

PO_VENDOR_SITES_ALL

This table stores information about the supplier sites. Each row includes the site

address, supplier reference, purchasing, payment, bank, and general information.

PO_RELEASES_ALL

This table stores information related to planned and blanket Purchase Order releases.

Each row includes the buyer, date, release status, and release number. Each release

must have at least one purchase order shipment.

PO_VENDOR_CONTACTS

This table stores information about contacts related to Supplier site. Each row includes

contact name and site.

PO_ACTION_HISTORY

This table stores information about the approval and control history of a Purchasing

Document. This table stores one record for each approval or control action an employee

takes on a purchase order, purchase agreement, release or requisition.

14. What is 2-way, 3-way, 4-way matching?

Oracle Payables shares purchase order information from your purchasing system to

enable online matching with invoices. Invoiced or billed items are matched to the

original purchase orders to ensure that you pay only for the goods or services you

ordered and/or received.

Two–Way: Purchase order and invoice quantities must match within tolerance before

the corresponding invoice can be paid.

Three–Way: Purchase order, receipt, and invoice quantities must match within

tolerance before the corresponding invoice can be paid.

Four–Way: Purchase order, receipt, accepted, and invoice quantities must match within

tolerance before the corresponding invoice can be paid.

15. Explain the P2P process flow

Procure to pay (p2p) is a process of requesting, purchasing, receiving, paying for and

accounting for goods and services. Procure to Pay Lifecycle is one of the important

business Process in Oracle Applications. It’s the flow that gets the goods required to do

business. It involves the transactional flow of data that is sent to a supplier as well as

the data that surrounds the fulfillment of the actual order and payment for the product or

service.

Create a requisition>> create RFQ>> create a quotation from quote analysis>>

generate a PO>>receipt of material>> create Invoice in payables>> transfer to GL

16. What is an approval hierarchy?

Approval hierarchies let you automatically route documents for approval. There are two

kinds of approval hierarchies in Purchasing: position hierarchy and employee/supervisor

relationships.

17. What are the documents that use PO_HEADERS_ALL?

The following are the documents that use PO_HEADERS_ALL

RFQ’s, Quotations, Standard Purchase Order, Planned Purchase Order, Blanket

Purchase Order and Contracts

18. Can the original Purchase Order be viewed in any way without resorting to

SQL, for a revised Purchase Order?

The original version of a revised PO cannot be viewed from the PO form or PO

summary form. Information on the original PO can be obtained from the

PO_HEADERS_ARCHIVE and PO_LINES_ARCHIVE tables using the

PO_HEADER_ID column as a common reference using SQL only.

19. Can we automatically ‘Close’ the Purchase order without receiving the full

quantity?

The Receipt Close Tolerance lets you specify a quantity percentage within which

Purchasing closes a partially received shipment. For example, if your Receipt Close

Tolerance is 5% and you receive 96% of an expected shipment, Purchasing

automatically closes this shipment for receiving.

20. When does a Purchase Order line get the Status ‘Closed for Receiving’?

Goods have been received on the system against this line but an invoice has not been

matched to the order.

21. Can we match an Invoice against a line even when it is ‘Closed for

Invoicing’?

The Close for invoicing status does not prevent you from matching an invoice to a

purchase order or to a receipt.

22. What does create internal order conc request do?

Create internal order request will transfer the IR info to OM interface tables.

23. Explain the Receipt Routing

Receipt Routing is of three types: Direct, Standard and Inspection

In Direct once the goods arrive at the destination, we directly move them to a specific

Sub-Inv

In Standard once the goods are at the destination, we receive it at the receiving point

first and then move them to the Sub-Inv.

In Inspection once the goods are at the destination, we receive it at the receiving point

and then we perform inspection and accordingly we either accept it or reject them.

24. What are the different Purchasing modes in Receiving?

There are three modes:

Online: Receipts are processed online. If there are any errors, they are shown on the

FORM itself, and don’t let you IGNORE and PROCEED.

Immediate: Receipts are processed immediately, but no errors are shown. Errors are

recorded in REC_TRANSACTION_INTERFACE table.

Batch: Receipts are processed in batch, but no errors are shown. Errors are recorded

in REC_TRANSACTION_INTERFACE table.

Note: In all the above two cases, it requires Receiving Transaction Processor to be run

periodically.

25. Which tables are updated When you save a Received Data in a form?

RCV_SHIPMENT_HEADERS: It contains supplier shipment header

data like Shipment date, supplier Name

RCV_TRANSACTIONS_INTERFACE: It contains received data like Item

name, quantity, and receiving location

RCV_SHIPMENT_LINES

MTL_MATERIAL_TRANSACTIONS_TEMP

PO_LINE_LOCATIONS_ALL

PO_DISTRIBUTIONS_ALL

26. What are the major transactions in RECEIVING?

Purchase Order Receipts

Internal Requisition Receipts

Inventory Inter-Org Transfer Receipts

Customer Return Receipts

27. What is Pay on Receipt AutoInvoice Program?

By running this program, we can automatically create an invoice for a PO when we

enter a receipt for the respective PO.

28. What is Invoice Validation Process?

Before you can pay or create accounting entries for any invoice, the Invoice Validation

process must validate the invoice.

Invoice Validation checks the matching, tax, period status, exchange rate, and

distribution information for invoices you enter and automatically applies holds to

exception invoices. If an invoice has a hold, you can release the hold by correcting the

exception that caused Invoice Validation to apply the hold by updating the invoice or the

purchase order, or changing the invoice tolerances.

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