Use the Document Types window to define access, security, and control specifications for all Purchasing documents. You cannot enter new document types; you can enter new document subtypes only for RFQs and quotations.

If you use Multilingual Support (MLS), translations can be entered for the document types from within each of your installed languages. To enter the translations for the document types, select Translations from the View menu. For more information on MLS, see the Oracle E-Business Suite User's Guide.

Prerequisites

• Before you use this window to set up your document types, you should perform the following steps:

• If you want to be able to choose the document approval hierarchy in this form, you must enable Use Approval Hierarchies in the Financials Options window. See: Defining Financials Options.

• You must use the Position Hierarchy window to create and update the position hierarchies, since Purchasing uses these hierarchies as document approval routings. Refer to 'Representing Jobs and Positions' in your Oracle HRMS documentation set for more information

   To define document types:

1. Navigate to the Document Types window.

2. Select your Operating Unit and click Go

3. Select a Document Type from the list and click its icon in the Update column. If your document type is one of Purchase Agreement, Purchase Order, Quotation, Release, Request for Quotation, or Requisition you can update the attributes discussed in the following steps.

4. You can enter user-defined Document Subtypes only for document types Quotation and Request for Quotation. You can delete Quotation and Request for Quotation document types you have created, but only if no actual document exists for the type. Purchasing provides the following document subtypes:

   Purchase Agreement - Blanket and Contract (For more information on these document types, see: Purchase Order Types.)

   Purchase Order - Planned, Standard, Requester Change Order (For more information on these document types, see: Purchase Order Types.)

   Quotation - Bid, Catalog, and Standard (For more information on these document types, see: Types of Quotations and RFQs.)

   Release - Blanket and Scheduled (For more information on these document types, see: Purchase Order Types.)

   Request for Quotation - Bid, Catalog, and Standard (For more information on these document types, see: Types of Quotations and RFQs.)

   Requisition - Internal and Purchase (For more information on these document types, see: Requisition Types.)

5. Enter your Document Name for the document. The description must be unique for the given document type. The name that you enter here appears as a list of values choice in the Type field in the appropriate document entry window. For example, the Name Bid Quotation appears, along with the Quotation Class Bid, as a list of values choice in the Quotation Type field in the Quotations window.

6. The Quotation Class is applicable only for document types Quotation and Request for Quotation. Choose one of the following options:

   • Bid - The quotation or RFQ is for a specific fixed quantity, location, and date.

   • Catalog - The quotation or RFQ includes price breaks at different quantity levels.

   For more information about Bid and Catalog, see: Types of Quotations and RFQs. (Although there are three types of quotations-Bid, Standard, and Catalog-there are only two quotation classes-Bid and Catalog. Standard belongs to the Catalog class.)

7. For purchasing documents other than requisitions, select the stylesheet for this document type in the Document Type Layout field.

   If you have selected PDF as your purchase order output format, you must select a layout template in Document Type Layout. See: Defining Control Options. See: Setup Purchase Order Communication to Suppliers.

8. If you have implemented Oracle Procurement Contracts, you must select a contract terms layout template in Contract Terms Layout. Note that if a Document Type Layout is specified, Oracle Purchasing will use that template to format output. See the Oracle Procurement Contracts Implementation and Administration Guide for details.

9. Check Owner Can Approve to indicate that document preparers can approve their own documents. This field is not applicable when the Document Type is Quotation or RFQ.

   Attention: If you are using budgetary control and enable this option, you should also enable the Reserve at Requisition Completion option in the Financials Options window. Likewise, if you disable this option, you should also disable the Reserve at Requisition Completion option.

10. If you are defining a style that includes standard purchase order pricing enhanced and global blanket purchase agreement pricing enhanced; enable pricing transparency using the Pricing Enhanced checkbox.

    Note: Pricing transparency is applied to the Standard Purchase Order and the Global Blanket Purchase Agreement Document Styles defined only when Pricing Enhanced check box is enabled.

    Refer to the Pricing Transparency section for more information.

11. Check Approver Can Modify to indicate that document approvers can modify documents. This field is not applicable when the Document Type is Quotation or RFQ.

12. Check Can Change Forward-To to indicate that users can change the person the document is forwarded to. This field is not applicable when the Document Type is Quotation or RFQ.

    For more information on how this and the next two fields affect your approval routing, see: Approval Routing.

13. Check Can Change Approval Hierarchy to indicate that preparers and approvers can change the default approval hierarchy in the Approve Documents window. This field is not applicable when the Document Type is Quotation or RFQ.

14. Check Can Change Forward-From to indicate that preparers can change the name of the document creator. This field is applicable only when the Document Type is Requisition.

15. For Purchase requisitions only, select Use Contract Agreements for Auto Sourcing to require the requisition creation autosourcing logic to include approved contract purchase agreements. The autosourcing logic for requisition creation will not consider contract purchase agreements if this box is unchecked, even if you have the profile PO: Automatic Document Sourcing set to Yes.

    Include Non-Catalog Requests - For Oracle iProcurement only, this checkbox is used in conjunction with the Use Contract Agreements for Auto Sourcing. Select this checkbox to enable the use of contract purchase agreements when autosourcing non-catalog requisitions.

16. For user-defined quotations and RFQs, Purchasing displays as a default the Security Level of the Standard Quotation or RFQ, and you cannot enter the field. Otherwise, choose one of the following options:

    • Hierarchy - Only the document owner and users above the owner in the defined purchasing security hierarchy may access these documents.

    • Private - Only the document owner may access these documents.

    • Public - Any user may access these documents.

    • Purchasing - Only the document owner and users listed as buyers in the Define Buyers window may access these documents.

    For an overview of Security Level and Access Level, see: Document Security and Access.

17. For user-defined quotations and RFQs, the Access Level is that of the Standard Quotation or Standard RFQ, and you cannot enter the field. Otherwise, choose one of the following Access Level options:

    • Full - Users can view, modify, cancel, and final close documents.

    • Modify - Users can only view and modify documents.

    • View Only - Users can only view documents.

18. The Forward Method field is not applicable when the Document Type is Quotation or RFQ. The following options apply regardless of whether you are using position hierarchies or the employee/supervisor relationship to determine your approval paths. Choose one of the following options:

    • Direct - The default approver is the first person in the preparer's approval path that has sufficient approval authority.

    • Hierarchy - The default approver is the next person in the preparer's approval path regardless of whether they have approval authority. (Each person in the approval path must take approval action until the person with sufficient approval authority is reached.)

19. The Archive When field is applicable only when the Document Type is Purchase Agreement, Purchase Order, or Release. Choose one of the following options:

    • Approve - The document is archived upon approval. This option is the default. The Change Order workflow begins only if this option is chosen. See: Workflow Processes for Approving Change Orders.

    • Communicate - The document is archived upon communication. A document communicate action would be printing, faxing, or e-mail.

20. The Default Hierarchy field is not applicable when the Document Type is Quotation or RFQ. Otherwise, when Use Approval Hierarchies is enabled in the Financial Options window, you can enter a position hierarchy from the Position Hierarchy window. This hierarchy then becomes the default in the Approve Documents window.

21. The Spot Buy Options region for the Purchase Requisition document type shows the following information:

    • Spending Limit (USD): Use this field to set up the maximum amount for which spot buy requisitions can be created by the requesters. This field is suffixed with the functional currency and the value can be set only in functional currency. When the total amount of the requisitions created by the requesters exceeds this amount, the requisition will not be converted into a purchase order automatically and will be routed to buyers for their review.

    • Category: Category: Purchasing Categories for the default operating unit are shown in this list of values. You can select a Purchasing category and set a category limit for spot buy purchases. When the requisition created by the requester exceeds the category limit set here, the requisition is not converted into a purchase order automatically, and is routed to buyers for their review.

    • Threshold Limit (USD): Enter a threshold amount for each category, as required. The field is suffixed with functional currency and the value can be set only in functional currency. When the requisition created by the requester exceeds either the spending limit set at the requisition document level or the category limit set here, the requisition is not converted into a purchase order automatically and is routed to buyers for their review.

    • Use the Add icon to add purchasing categories and threshold limits.

    • The Delete icon enables you to remove a purchasing category, and its threshold value from the Spot Buy Options region. You could also select multiple rows and click the Delete button to remove multiple rows.

   Approval workflows for specific document types:

In Purchasing, all approvals are handled in the background by Oracle Workflow technology. The default approval workflow processes in Purchasing use the approval controls and hierarchies you define according to the setup steps in Setting Up Document Approval and Security. If you created a workflow process of your own and wanted to associate it with a specific document type, you would choose that workflow process here.

You can only set AME approval workflows at the site level in the Document Styles page. Thus the users cannot set up AME approvals for different Operating Units. The Document Types page enables you to set up AME approval workflows, for different operating units.

The AME transaction setup in Document Style level is checked first by the system, if it is Null, the Document Type level is checked for the AME transaction setup.

Please note that the AME transaction setup at the Document Styles level always takes precedence over the AME transaction setup at the Document Types level.

1. Select the Approval Workflow you want to use for this particular document type, or use the default that is already provided.

   The PO Approval workflow is used for approving purchase orders. The PO Requisition Approval workflow is used for approving requisitions. If you've created a workflow of your own, you can select that for this document. See: Approval Workflows.

2. Select the Workflow Startup Process you want to use for this particular document type, or use the default that is already provided.

   Usually the Workflow Startup Process is the highest-level process in a workflow. The default startup process for the PO Approval workflow is the PO Approval Top Process. The default startup process for the PO Requisition Approval workflow is the Main Requisition Approval Process. If you've created a startup process of your own, you can select that for this document.

3. For requisitions only, select the Approval Transaction Type. If you have implemented Oracle Approvals Management, this selection associates the transaction type with the requisition document type. Leave the field blank to use the standard Oracle Purchasing approval logic. See: Oracle iProcurement Implementation Guide and Oracle Approvals Management Implementation Guide. See: Setting Up Document Approval and Security.

4. For requisitions only, select the Autocreate Workflow you want to use for automatically creating purchase orders or releases from approved requisition lines, or use the default that is provided.

   The default workflow that comes with Purchasing is the PO Create Documents workflow. If you've created a workflow of your own, you can select that for this document. See: Workflow for Creating Purchase Orders or Releases.

5. For requisitions only, select the Autocreate Workflow Startup Process you want to use, or use the default that is already provided.

   The highest-level process for the PO Create Documents workflow is the Overall Document Creation / Launch Approval Process. If you've created a startup process of your own, you can select that for this document.