The workflow Debit Memo Notification notifies you through the Notifications Summary window of debit memos that could not be created. For example, if an invoice was not yet created for the receipt when entered the return, a debit memo for the invoice would not have been able to be created and you would receive a notification of such. See: Debit Memos.
Use the Oracle Workflow Builder to customize workflows. When you customize a workflow, only those documents that are created after you customize it are affected by the customized workflow.
To display the workflow in the Oracle Workflow Builder:
Choose Open from the File menu, and connect to the database.
See: Opening and Saving Item Types.
The Display name of the workflow is PO Debit Memo Notifcation. Its internal name, viewable through the Workflow Builder, is RCVDMEMO. The name of its Workflow definition file is rcvwfdmo.wft.
Expand the data source, then the PO Debit Memo Notification item type branch within that data source.
Expand the Processes branch within the PO Debit Memo Notification branch, then double-click on its process activity to display the process diagram.
If you want to customize the PO Debit Memo Notification workflow, you must customize the default (original) workflow that Purchasing provides. Unlike the PO Approval, PO Requisition Approval, and PO Create Documents workflows in Purchasing, only one PO Debit Memo Notification workflow can be called from the application itself. You can't select a separate customization, like you can with the other workflows in the Document Types window. Therefore, you need to make your customizations to the default workflow. Create a backup to revert to, if you need, while you are testing your customizations.
There are no required modifications you need to make to the PO Debit Memo Notification workflow.
Following is a discussion of what you can and definitely cannot modify in the PO Debit Memo Notification workflow. For those things you can modify, the discussion includes important guidelines that you need to be careful of when making customizations.
For important information on how to customize workflows, see the Oracle Workflow Developer's Guide.
To further help you with your customizations, refer to the following sections, The PO Debit Memo Notification Item Type and Summary of the Debit Memo Process. These sections describe the components of the notification process in the workflow. If you haven't already, see also: Customization Guidelines.
Attention: If a particular Workflow object does not appear in the following sections on the lists of things you can customize, do not modify it, regardless of its access level.
You cannot modify any of the attributes in the PO Debit Memo Notification workflow.
There is one process, "Debit Memo," in the PO Debit Memo Notification workflow, and you can modify it as your business needs require.
You cannot modify the notification in the PO Debit Memo Notification workflow. (You could remove it and replace it with your own.)
You can modify any of the messages in the PO Debit Memo Notification workflow, as your business needs require.
See: Message Result and To Create a Message.
The notification sending process is associated with an item type called PO Debit Memo Notification. This item type identifies all notification workflow processes available. There is one workflow process associated with PO Debit Memo Notification: Debit Memo.
The PO Debit Memo Notification item type also has attributes associated with it. These attributes reference information in the Purchasing application tables. The attributes are used and maintained by function activities as well as notification activities throughout the process.
| Display Name | Description | Type | Length/ Format/ Lookup Type |
|---|---|---|---|
| Debit Memo Message1 | First part of the notification text, up until the receipt number is mentioned (the message text is divided into four messages for translation purposes) | Text | 100 |
| Debit Memo Message2 | The part of the notification text just before the purchase order number is mentioned | Text | 100 |
| Debit Memo Message3 | Main body of the notification text | Text | 1000 |
| Debit Memo Message 4 | The part of the notification text that mentions the returned quantity | Text | 100 |
| Debitmemo Notification Title | Notification title, "Automatic Debit Memo Creation Failed" | Text | 2000 |
| PO Number | Number of the purchase order against which the debit memo is created | Text | 20 |
| Quantity | Returned quantity for which the debit memo is created | Text | 20 |
| Receipt Number | Number of the receipt against which the debit memo is created | Text | 20 |
| User Display Name | Buyer's name as displayed in Purchasing | Text | 240 |
| User Name | Buyer's user name as set up in Oracle Applications | Text | 100 |
To view the properties of the Debit Memo process, select the process in the navigator tree, then choose Properties from the Edit menu. The Debit Memo process has a result type of None, indicating that when the process completes, it doesn't end with any particular result, such as End (Approved) or End (Rejected).
This process activity is also runnable, indicating that it can be initiated as a top-level process to run by making calls to the Workflow Engine CreateProcess and StartProcess APIs.
The workflow begins at node 1. It sends a notification to the buyer at node 2 if the debit memo could not be created-for example, if an invoice does not yet exist against which to create the debit memo, or if the invoice program that creates the memos failed. This includes notifications for debit memos that were not created because Payment on Receipt already accounted for the return using the Aging Period functionality. The notification instructs the buyer to contact the Accounts Payables department to create a debit memo manually.