Acknowledging Purchase Orders
Suppliers can be asked to acknowledge purchase orders, GBPAs and releases when they receive them. Oracle Purchasing enables buyers to determine whether suppliers will need to acknowledge orders, and also specify a date by which the acknowledgments are to be received.
The Purchase Order header Terms region has the Acknowledgement fields: Acknowledge By (Date field) and Required Acknowledgement (dropdown with the following values: None, Document, Document or Schedule, Signature). Buyers could enter an Acknowledge By date for every purchase order, however, it is more efficient if the system defaults the Acknowledge By date.
When the document is approved, the supplier has to accept/acknowledge and act within the timeframe of the Acknowledge Date.
If the Acknowledge By date is null, the system defaults the value of the Acknowledge By date field. The date value is populated by the system using the following setup fields:
Supplier Site (Purchasing tab): The Lead Time field enables the system to calculate the Acknowledge By date field. The Lead Time is a numeric field. The lead time is the number of days from the final approval date. Add that to the final approval date to calculate the Acknowledge By date. For example, if the approval date is 10-May-2016 (current date), the Lead Time is 5 days, thus the Acknowledge By Date is 15-May-2016.
The Purchasing Options page (Setup > Organizations > Purchasing Options) also enables the system to calculate the lead time. The Lead Time is a numeric field. The lead time is the number of days from the final approval date. Add that to the final approval date to calculate the Acknowledge By date. For example, if the approval date is 10-May-2016 (current date), the Lead Time is 5 days, thus the Acknowledge By Date is 15-May-2016.
The Lead Time value in the supplier site takes precedence over the Purchasing Options value. If neither of the Lead Time values are found, the system does not calculate and default the value of the Acknowledge By date.
Use the Acceptances window to view and enter purchase order acceptances from your suppliers. The original copy of the purchase order you send to the supplier is a legal offer to buy. A binding purchase contract does not exist until the supplier accepts your offer either by performing the contract or formally accepting the offer by returning an acceptance document to you.
You indicate on your standard purchase orders, purchase agreements, and releases whether you require your suppliers to accept your orders by a specific date. Purchasing notifies you in the Notifications Summary window of the orders for which the suppliers have not responded by the acceptance due date.
To view acceptances:
Navigate to the Acceptances window by selecting Acceptances from the Tools menu in the Purchase Orders, Releases, and Purchase Order Summary windows when you do not have a purchase order open. Purchasing displays the Acceptances window with all previously accepted purchase orders for review.
To enter acceptances:
Navigate to the Acceptances window by selecting Acceptances from the Tools menu in the Purchase Orders or Releases windows.
You can accept only purchase orders and releases that you approved at least once and that are not closed.
In the Action field, enter the results of your supplier follow-up. You can easily record the type of follow-up you performed such as Follow-up telephone call, Follow-up letter, or Fax follow-up. You can also use this field to record the outcome of the follow-up such as Will call back, No answer, Schedule slippage, or Cannot fulfill order.
Enter the Revision number. The default is the current revision. Purchasing removes the notification from the Notifications Summary window only when you record the acceptance of the most recent revision.
Enter the Action Date for the acceptance transaction. Today's date is the default, but you can enter any date.
Enter the Accepted By person. Your name is the default.
Enter the Role or title of the accepting person.
Select Accepted to indicate that the supplier accepted the purchase order. If you accept the most recent revision, Purchasing removes the acceptance requirement and the acceptance date from your purchase order or release. Purchasing also deletes the corresponding notification from the Notifications Summary window if any late acceptance notification exists for this order.
Enter an Acceptance Type for the acceptance. You can define your own acceptance types, or use one of the following that Purchasing provides. See: Defining Lookup Codes.
Accepted All Terms - The supplier accepted all the terms of the purchase order.
On Schedule - The supplier agreed to meet the delivery dates on the purchase order.
Unacceptable Changes - The supplier made modifications to the terms of the purchase order that you do not find acceptable.
Click OK to save your entries.
To enter or view eSignature details:
If Oracle Procurement Contracts and Oracle Quality eRecords are implemented, you can view the details of the electronic signatures from the Acceptances window by selecting eSignature Details in the Tools menu.
The elctronic signature feature of Oracle Procurement Contracts is enabled for a specific document and requires that both the supplier and the buyer provide eSignatures before the document can be approved. Once the eSignatures have been entered you must check Signatures Complete. See: Entering Purchase Order Details Information.