To view outside processing workflows:To enable you to track your outside processing assemblies from the shop floor to the supplier, Work in Process provides the following four workflows, which automatically send notifications and activate processes during specific points in the outside processing process:
Intermediate Shipment workflow tracks outside processing assemblies from the shop floor to the supplier.
Ship and Receive Intermediates workflow notifies the shipping manager and the supplier that outside processing assemblies are ready to ship.
Notify Second Buyer and Supplier workflow is used when you have two consecutive outside processing operations.
Change Order Approval Workflow in Oracle Purchasing is used to change date, quantity, or status on the purchase order. If the supplier approves the change, the need by date is updated on the requisition and the purchase order - and a notification is sent to the buyer and supplier.
In order to use workflow functionality, you must have Oracle Workflow installed. To enable outside processing workflows, your system administrator must set up the profile option WIP:Enable Outside Processing Workflow. You also must set up the Production Scheduler and Shipping Manager parameters. See: WIP Parameters and Profile Option Summary
The purpose of this workflow is to track outside processing assemblies from the shop floor to the shipping dock, and then to the supplier. The workflow is activated when you move assemblies into the Queue intraoperation step of an outside processing operation that has a PO Move resource charge type. It first imports pending requisitions, checks to see how many approved (non-cancelled) purchase orders exist for the outside processing supplier, then notifies the buyer.
Note: Only PO Move initiates the workflow.
If there are from one to three approved purchase orders for that supplier and the buyer wants to proceed with the order(s), the quantities are validated, and a second workflow, the Ship and Receive Intermediates workflow, is initiated. The second workflow notifies the shipping manager and the supplier that the outside processing items are ready to ship.
The workflow initiates the following actions, based on the number of approved purchase orders that it finds:
If there are no approved purchase orders, the default buyer (or alternatively, the production scheduler) is notified, and the search for approved purchase orders continues. If no default buyer or production scheduler has been defined, the workflow ends.
If there is only one approved purchase order, a notification is sent to the buyer. If the buyer decides to proceed with the order, the Ship and Receive Intermediates workflow is activated, and the first workflow ends.
If there are one to three approved purchase orders, a notification is sent to the buyer so that the buyer can decide the quantity to be shipped to each supplier. The total allocated quantity, which must equal the move quantity, is then validated. If the quantity is valid, the Ship and Receive Intermediates workflow is activated for each purchase order.
If there are more than three approved purchase orders for that supplier, the buyer is notified that there are multiple purchase orders, and the workflow ends.
The purpose of this workflow is to notify the shipping manager and the supplier that assemblies are ready to ship to outside processing suppliers for further processing. The workflow is activated during the Intermediate Shipment workflow when the buyer decides to proceed with the order and selects the Proceed button on the notification window.
To enable this workflow, you must first define the Shipping Manager parameter in the WIP Parameters window, and the employee assigned to this role must have a valid user ID (this is set up by the system administrator). The workflow first searches for the shipping manager, and if found, then searches for the supplier's shipping address. It then notifies the shipping manager that the assemblies are ready to ship and relays the shipping address. If the shipping manager decides to proceed with the shipment, the system searches for the supplier contact. If a contact is found, he or she is notified that the assemblies have been shipped (if the supplier contact is not found, the buyer is then notified). The system also searches for the purchase order's Internet address or URL and includes it as a link on the notification so that the supplier has immediate access to the purchase order information. The supplier can use the same notification to send a reply stating how many assemblies were received and whether or not any assemblies were damaged.
If the shipping manager decides not to ship the assemblies, a search is conducted for the production scheduler, and if found, the production scheduler is notified that the assemblies were not shipped. The same notification is also sent to the buyer.
When suppliers complete outside processing assemblies, they can notify you through Purchasing's Advance Shipment Notice. The Advance Shipment Notice is available through a link on the Supplier Management Portal Supplier Service menu. When the supplier completes the Advance Shipment Notice and submits it, Oracle Purchasing automatically creates a shipment in the system and sends a notification to the buyer.
To enable the workflow notification for this functionality, you must set up the Production Scheduler parameter, which associates an employee with the production scheduler role. The employee must have a valid user ID, which is set up by the system administrator. In addition, if you have two consecutive outside processing operations on a routing, and you want the supplier for the first operation to ship the completed assemblies directly to the supplier for the second operation, you must specify the second supplier's address in the Ship-To Location field on the purchase order.
Note: In order for the supplier's address to be available on the list of values for Purchasing's Ship-To Location field, you must first set up the supplier's address in the Shipping Network Location field on Oracle Payables' Supplier Sites Window. See: Supplier Sites window, Oracle Payables User's Guide.
When the supplier completes the Advance Shipment Notice, a receipt is automatically created and sent to the first supplier, and the Notify Second Buyer and Supplier workflow is activated to notify the second supplier that the assemblies have been shipped.
The system searches for an approved purchase order for the second outside processing supplier, and if it finds the purchase order, it then searches for the production scheduler. If the production scheduler is found, it sends the production scheduler a notification that the assemblies have been shipped from the first supplier. The same notification is also sent to the buyer, and if the buyer decides to proceed with the order, the Ship and Receive Intermediates workflow is activated to notify the shipping manager and the supplier that the assemblies have been shipped.
The Change Order Approval Workflow in Oracle Purchasing is launched for changes on purchasing documents. Changes are updated on the purchase order and then the supplier and buyer are notified.
The workflow first searches for the buyer. If the buyer decides to proceed with changes, the workflow searches for the supplier contact. If the supplier contact is found, it sends a notification. If the supplier contact accepts changes, a notification is then sent to the buyer that the changes were approved. If the new need by date is not approved, you can manually change it. See: Change Order Approval Workflow
To view outside processing workflows:Navigate to one of the windows where you can access outside processing workflows.
You can view the progression and status of the workflows from the Discrete Jobs, View Discrete Jobs, Repetitive Schedules, and View Repetitive schedules windows.
From the Tools menu, select View Workflows.
The View Workflows window displays.
Select one of the workflows listed on this window and choose View Diagram.
This action launches your browser and the View Diagram appears.
This window enables you to select a view of the workflow including Active History, Status Diagram, Participant Responses, and Workflow Details.
Caution: The Monitor Diagram may not accurately reflect the workflow status correctly if the concurrent program is processing. The workflow may display no document found when using blanket releases and the following conditions exist:
PO creation time is set to At Operation.
PO creation time is set to At Job Release and OSP is the first operation.