Use the purchase order Distributions window to enter distribution information for purchase order shipments or to view distributions that Purchasing has automatically created for you. You can enter multiple distributions per shipment line. You can also enter information about paper requisitions in this window.
To enter purchase order distribution information:
Navigate to the Distributions window by selecting the Distributions button in the Shipments window. The Shipments window is accessed from the Purchase Orders window. You begin in the Destination tabbed region.
Enter the line Number for the distribution line. If you enter a new distribution line, Purchasing displays the next sequential line number available. You can enter any line number that does not already exist.
The destination type determines the final destination of the purchased items. Choose one of the following options:
Expense - The goods are delivered to the requestor at an expense location. The destination subinventory is not applicable.
Inventory - The goods are received into inventory upon delivery. You can choose this option only if the item is stock enabled in the ship-to organization.
Shop Floor - The goods are delivered to an outside processing operation defined by Work in Process. You can choose this option only for outside processing items.
If Enterprise Asset Management (EAM) is installed, you can also reserve or encumber funds for shop floor destination type purchase requisitions and purchase orders associated with EAM work orders. For information, refer to the Encumbrance Accounting section in the Oracle Enterprise Asset Management User's Guide.
Enter the Requestor and Deliver To location for this distribution. If the destination type is Inventory, you can also enter the Subinventory.
Enter the Quantity (Amount, if using Oracle Services Procurement) of the purchase order shipment that you want to charge to the Accounting Flexfield. The default value comes from the quantity you enter in the Shipments window. If you decrease the default quantity, Purchasing automatically defaults on the next distribution line the total quantity you have not yet assigned to a distribution line.
Enter the purchasing accounts. When you save your changes in this window, Purchasing uses the Account Generator to automatically create the following accounts for each distribution:
Charge: the account to charge for the cost of this item in the purchasing operating unit
Accrual: the AP accrual account in the purchasing operating unit
Variance: the invoice price variance account in the purchasing operating unit
Destination Charge: the account to charge for the cost of this item in the destination operating unit
Destination Variance: the invoice price variance account in the destination operating unit
Note: The last two accounts are created only if the receiving destination operating unit is different than the purchasing operating unit and there is a transaction flow defined between the two organizations.
If you are using encumbrance control, Purchasing also creates the following account for each distribution:
Budget: the encumbrance budget account
The Account Generator creates these accounts based on predefined rules. See: Using the Account Generator in Oracle Purchasing.
If the destination type is Expense and you are charging an account in your operating unit, the default charge account you enter in the Purchases Order Preferences window overrides the charge account supplied by the Account Generator. You can update the defaulted charge account.
For outside processing lines, the cursor does not enter this field during initial entry, since the Account Generator cannot build accounts until you have entered the Resource Sequence in the Outside Processing window.
For Oracle Public Sector customers using the automatic offset accounting feature the Charge Account will reflect the receiving inspection account based on the Receipt Accounting settings. See: Defining Purchasing Options and Defining Purchase Order Receipt Accruals.
Override the tax Recovery Rate for taxable items.
The recovery rate is the percentage of tax that your business can reclaim for credit. The recovery rate is based on the information on purchase order Shipments window and the setup in Oracle E-Business Tax.
You can change the recovery rate if the profile option eBTax: Allow Override of Recovery Rate is set to Yes. Depending on the setup in Oracle E-Business Tax, only certain recovery rates may be allowed.
You can choose to use a different recovery rate for different distributions, even if they use the same set of applicable tax.
For an overview of tax in Purchasing, see: Tax Information in Purchasing.
Enter the GL Date you want to use when you reserve your funds. You can enter a GL Date only if you set up your financials system options to use encumbrance or budgetary control for purchase orders. The default is the current date. See: About Financials Options. See: Budgetary Control and Online Funds Checking.
If you enter a date that belongs to two separate accounting periods, Purchasing automatically creates a journal entry in the first accounting period that contains this date. See: Controlling Purchasing Periods.
The Reserved check box indicates whether you successfully reserved funds for this purchase order distribution. You reserve your distribution when you approve your purchase order. You cannot change any purchase order distribution that you have already encumbered unless you explicitly unreserve the funds. See: Online Funds Availability Checking See: About Financials Options See: Budgetary Control and Online Funds Checking.
To enter distribution detail information:
Select the More tabbed region.
The Online check box indicates whether this distribution is part of an on-line requisition. If so, Purchasing displays the requisition number and line number.
If this distribution comes from an on-line requisition, Purchasing displays the Requesting Org, Requisition Number, Line number, and you cannot update these fields. If this distribution does not come from an on-line requisition, enter the paper requisition number in this field. The default is the paper requisition number from the Purchase Order Preferences window.
Purchasing displays the Budget Account, Accrual Account, and Variance Account numbers supplied by the Account Generator. Buyers cannot update these fields as they should be determined by the requesting department, but if you think they are incorrect then return the requisition to the requester. See: Autocreate Purchase Order Options.
Enter the Rate Date for the currency. Purchasing uses this date to obtain the currency conversion rate from your conversion definitions. You cannot enter this field when you edit a purchase order created in your base currency. See: Defining Purchasing Options. See: Entering Daily Rates.
Note: The Rate Date is a required field for a foreign currency purchase order, to complete the approval process.
You can enter the conversion Rate between the foreign currency and the base currency only when the rate type is User. If you entered a rate date for which a conversion rate is defined, Purchasing displays that rate and you cannot change it.
To view tax information:
After you have saved the document: Select Manage Tax from the Action menu to see the recoverable and nonrecoverable tax for each line and distribution. See: Viewing Tax Information.
To enter outside processing information:
Select the Outside Services button to open the Purchase Order Outside Services window. See: Entering Outside Services Information.
Project tabbed region:
If your organization has implemented Oracle Projects, Oracle Project Manufacturing, or Oracle Grants use the Project tabbed region to enter additional information for those products. See: Project Tab