From the Orders page of the Buyer's Work Center navigate to the Create Standard Purchase Order page by selecting a style from the Create list and then clicking Go. If you are modifying an existing order it is displayed on the Update Standard Purchase Order page. You can change the emphasis of the page by clicking Headers, Lines, Schedules, and Distributions.
Note: Field names discussed below are assuming the Standard Purchase Order style was selected.
Select the Order Header tab to enter general information about the entire order:
Enter order header information: Operating Unit, Supplier, Supplier Site, Supplier Contact, Communication Method, Currency, Buyer, Description, and Confirming Order.
For details see: Entering Purchase Order Headers
Enter order terms information: Bill-To Location, Payment Terms, Pay On Receipt, Required Acknowledgment, Acknowledge By, Default Ship-To, Ship Via, Freight Terms, FOB, and Transportation Arranger.
For details see: Entering Purchase Order Details Information
Enter order attachments are entered by clicking Add Attachments.
Optionally enter a Note to Supplier or a Note to Receiver.
For details see: Entering Purchase Order Details Information
For details on what you can do to your order, see: Using Order Actions
Select the Orders Lines tab to enter details about the items on this order:
To add lines from the catalog, select From Catalog in the Add Lines list and click Go. To add lines from your favorites list, select From Favorites in the Add Lines list and click Go.
Enter line details: Type, Item/Job, Description, Category, Quantity (Qty), Unit of Measure (Unit), Price, and Need-By/Start date. To expand the line to full page view click the Actions Update icon.
If this is a complex work order, see: Entering Purchase Order Lines.
If buyers are negotiating offline with their suppliers, then Standard Purchase Orders may be created for rate based temp labor lines without any requisitions, agreements, sourcing events or other documents. The shopping category is defaulted in the Purchase Order line details page based on the selected job. Based on the Job - Purchasing Category - Shopping Category association, the descriptors get displayed in the line details page. The View Rate Card link next to the Job field, when clicked, opens the rate card details popup for the selected job.
If Standard Purchase Orders are created from requisitions or as outcome documents of a Sourcing negotiation, then the descriptors and their values are copied from the source document and are displayed in the line details page.
The action View Rate Card from the line details page enables the buyer to view the supplier - site combination and the corresponding source document related details.
In the Action column for each line you can click icons to Update, Split, or Delete.
For details on what you can do to your lines, see: Using Order Actions
When a purchase order is created with reference to a blanket purchase agreement, Oracle Purchasing considers the lead time specified in the blanket purchase agreement line to automatically populate the promised date on the corresponding Order Line. The defaulting happens for purchase order documents and not requisitions. The promised date is calculated on the following basis: Promised Date = Order approval date + Lead time (BPA)
As the Promised Date is populated on final approval of the document, the Lead Time field in the Line Details, Source Document region displays the lead time in the order document at the line level. Note that the Promised Date is defaulted and not the need by date as the promised date is the supplier and buyer contractually agreed date. The Need by Date is not automatically updated in any process.
Select the Orders Schedules tab to enter details about delivery of items on this order:
Enter schedule details: Schedule, Locations, Organization (Org), Quantity (Qty), and Need-By date. To expand the schedule to full page view click the Actions Update icon.
For details see: Entering Purchase Order Shipments
In the Action column for each schedule line you can click icons to Update, Split, or Delete.
For details on what you can do to your schedule, see: Using Order Actions.
If this is a complex work order, select the Pay Items tab to enter details about the progress payments for this order. See: .Entering Complex Work Purchase Order Pay Items
Select the Distributions tab to enter details about the charge accounts for this order:
Enter distribution details: Distribution Type, Deliver-To, Quantity (Qty), and PO Charge Account. To expand the distribution to full page view click the Actions Update icon.
For details see: Entering Purchase Order Distributions
For details on what you can do to your order, see: Using Order Actions.
Specify approval options for the order.
When you create or update a purchase order, you can select the approval path that Oracle Purchasing must use for the order approval, approver, and add justification reason for the approval.
For AME enabled purchase order, the Approval Options page displays the AME Approval region. Depending on the AME setup, the Approvers region includes persons who are approvers, reviewers, and signers. In the Add Adhoc Approver region, buyers can select additional approvers and specify their position in the approval chain using insertion point. To add a person for e-signature, you can select an existing signer and must add that person before or after the existing signer. In the Add Adhoc Approver region, you can select adhoc approvers or individuals for e-signature. You cannot select reviewers. Only if a person is added in the post or after post approval group, then that person is recognized as the signer. You can identify reviewers and signers in the Approvers region using the action type. Signers are associated with the post-chain-of-authority approvals action type. Reviewers are associated with the Production rule action type.
See: Using AME for Purchase Order Review, Approval, and Multiple E-Signatures
You can take the standard actions of Save, Approval Options, and Submit by clicking one at the top or bottom of the page. .
Note: The Cancel button is used to return to the Summary page.
From the Actions list at the top you can select (depending on the status of your order and which page you are viewing):
Cancel
Delete
Manage Tax
For encumbered documents, if you select the Manage Tax action, then you change the tax information only for those reserved shipments for which the Change Amount action is selected.
See: Modifying Encumbered Documents Without Unreserving in Buyer Work Center
Place on Hold
Duplicate with Attachments
Duplicate without Attachments
Communicate
If the order is for complex services, you can select Create Work Confirmation
Check Funds
Manage Funds
The Manage Funds action which is used to unreserve the encumbered amount at document, line, schedule, and distribution level will not be visible, if you select the action as "Update" from the Purchase order entry page for an encumbered order document. Any modifications or changes to the document can be done by only taking the action as "Change Amount". Note that the Manage Funds option is available when a user clicks the Change Amount action and saves the Order, even if there have been any incremental changes or not. Until this stage, Oracle Purchasing does not perform calculations even if there are any incremental or decremental changes. Only during the Reserve action, the application determines the change quantity. If the change is 0, then nothing is posted to the Subledger accounting entries.
Note: The "Unreserve" action is no longer available in "Manage Funds" from Buyer Work Center.
For information on how to modify an encumbered purchase order document without unreserving the document, see: Modifying Encumbered Documents Without Unreserving in Buyer Work Center
Validate Document
Verify standard purchase orders before submitting them for approval. This action performs validation checks and displays errors or warnings, but does not submit the document for approval. The Validate Document action is available when you update standard purchase orders.
Change Amount
For information on using the Change Amount action to modify an encumbered purchase order document without unreserving the document, see: Modifying Encumbered Documents Without Unreserving in Buyer Work Center
View Acknowledgments
View Acquisition Cost
View Action History
If the order document is AME enabled, then the Action History page displays the Current/Pending Approvers region, which shows the AME Sequence No, Person name and Approver Type of current or future approvers. Depending on the status of the order, you can view the following actions for the AME enabled document:
Review Accepted
Review Rejected
Approve and Forward
Signer Rejected
First Reminder
Second Reminder
Timed Out
The application records the First and Second Reminder and if there is no response from the approver after the two reminders, then the action is recorded as Timeout and the supervisor of the approver is notified.
View Change History
View Invoices
If the PDF option is enabled, you can select View PDF to see the formatted purchase order as it will be communicated to the supplier.
View Payments
View Receipts
View Requisitions
View Revision History
If the order is for complex services, you can select View Work Confirmation
View Accounting
You can view the budgetary postings of encumbered purchase orders using the 'View Accounting' action in the Order pages of Buyer Work Center. The Accounting Entries related to incremental or decremental changes to order's budget value can be viewed from the order document. You need not log in to the Oracle General Ledger responsibility to drill-down to view subledger details. When you select the View Accounting action, the Subledger Journal Entry Lines page appears that displays all postings that happened for the order document. The entries during reserving of order and incremented or decremental changes to the order can viewed on this page.
Withdraw
The Withdraw action is available for documents that are at the In Process or Pre-Approved status. When a buyer selects this action, the Withdraw page appears. See: Withdrawing Purchase Orders in Buyer Work Center
Update with Excel
This action enables buyers to update existing purchase orders by adding lines, shipments, distributions or modifying existing lines, shipments, distributions using the Oracle Web Applications Desktop Integrator (Web ADI) integration with Microsoft Excel.
View Excel Import
After importing purchase order data, you can check online the status of the import using the 'View Excel Import Status' action. To view error details, select the View Excel Excel Import Status action and then click the Details link. Using the error report, buyers can correct errors and repeat upload using Web ADI.
For more information on the Update with Excel and View Excel Import actions, see:
Modifying Buyer Work Center Purchase Order Data Using Oracle Web ADI
If Oracle Procurement is enabled, you can select the following options:
Add Contract Terms
Update Contract Terms
Manage Deliverables
Manage Contract Documents
View Contract Terms
Click Go after your selection. For details regarding these actions see: Purchase Order Tools Menu Options and Purchase Order Inquire Menu Options.
If Oracle Services Procurement has been licensed and implemented, you can take advantage of additional features for procuring complex services. Complex work procurement always creates a default pay item for the purchase order line. The type of Pay Item depends on the Pay Item types enabled on the document style and also the purchase order line type.
For Lines with a value basis of Quantity, only Milestone Pay Items are possible, so you cannot create Rate or Lumpsum Pay Items for a Goods Line.
For Fixed Price Services and Fixed Price Temp Labor Lines, you can create all three types of Pay Items: Rate, Lumpsum and Milestone. In this case, if all three types are enabled on the Document Style, a Lumpsum Pay Item is created by default.
Use the Link Schedules region to map schedules to pay items and control creation of work confirmation based on receipt of materials in inventory. The Link Schedules region is visible only if the document style has Progress Payments and Schedules check boxesenabled, and the pay item type is either Milestone or Lump Sum. The Linked Schedules region on the Pay Item Details page displays all the schedules linked to the selected pay item. For more information on using the Link Schedules region, refer to the Oracle Services Procurement Release Notes for R12.2.4 on My Oracle Support.
To enter pay items:
Enter pay item details: Pay Item, Price, and Need-By Date.
In the Action column for each pay item line you can click icons to Update, Split, or Delete.
See also: Entering Purchase Order Information.
If Oracle Services Procurement has been licensed and implemented, you can take advantage of additional features for procuring complex services. Complex work procurement requires an integration between several Oracle Applications. The role that Oracle Purchasing plays is primarily in the authoring and monitoring portion of the Complex Work flow. In addition, the purchase order styles that dictate which of the complex work procurement attributes are available are created in Oracle Purchasing. See: Defining Document Styles
When you author a complex work procurement order there is some additional information required at the line level.
Suggestion: Remember to click the Update icon on the lines summary page to get the full page view of the line.
Line type must be Fixed Price Services.
The Enable Schedules check box determines whether a line will have schedules or pay items. This check box is visible only if document style has both Schedules and Progress Payments enabled. For information about the Enable Schedules check box, refer to Oracle Services Procurement Release Notes for R12.2.4 on My Oracle Support
In the Financing region, enter Advance Percentage, Advance Amount, Recoupment Rate, and Progress Payment % (per cent)>. If the advance is entered as percentage, then the advance amount is calculated and displayed. If the advance is entered as amount, then advance per cent will re-calculated.
In the Retainage region, enter Maximum Retainage Amount and Retainage Rate.
Add any drawings or specification documents using Add Attachments.