Use the Shipments tabbed region to enter shipment lines for planned and blanket releases and to edit shipments that Purchasing automatically generated for you. (See: Automatic Release Generation) A purchase order shipment specifies the quantity, ship-to location, date you want your supplier to deliver the items on a purchase order line, and country of origin for the items.
To enter release shipment information:
Navigate to the Shipments tabbed region in the Releases window.
The first tabbed region is the Shipments region. In addition to the enterable fields discussed in the following steps, this region displays the UOM, the Originally Promise date (if the Promised date has been changed, the original promised date is displayed here), the Charge Account, the shipment Amount, and a check box to indicate whether funds have been Reserved. See: Budgetary Control and Online Funds Checking.
Enter the line Number for the shipment line. If you enter a new shipment line, Purchasing displays the next sequential line number available. You can enter any line number greater than zero that does not already exist.
Enter the source Line number. The list of values includes the item number, revision, and description.
For scheduled releases only, you can enter the source Shipment. This is the planned purchase order shipment against which you want to issue a release. The details from the shipment are used as defaults for the scheduled release shipment.
Enter the ship-to Organization. If you picked a line with an item, you can pick only organizations in which the item is defined. If you picked a revision number on the purchase order line, the item revision must also be defined in the organization. For scheduled releases (against planned purchase orders), you cannot change the default organization from the planned purchase order shipment. Note that you cannot update the organization once you have saved your work.
Enter the Ship-To location for the shipment. You can pick any location that does not have an organization or any location whose organization matches the organization in the previous field. See: Purchase Order Defaulting Rules For blanket releases, Purchasing defaults the ship-to location from the Release Header zone. For scheduled releases, Purchasing gets default information from the planned purchase order shipment.
Enter the Quantity (Amount, if using Oracle Services Procurement) for the shipment. This value must be greater than zero.
Enter the Price you want to use for this shipment. Purchasing displays the actual price for the shipment from the purchase order line price for the item. The actual price defaults from the purchase agreement line.
You can use list of values to choose purchase agreement price breaks. If your purchase agreement has price breaks, the quantity entered here determines what break price is defaulted into the Price field. The cursor does not enter this field when you are editing an existing line.
If you allow price override for this purchase order line in the Purchase Orders window, the release price cannot exceed the price limit specified for the line. If you allow price override but did not enter a price limit, Purchasing does not check the shipment price for the releases. If you do not allow price override, Purchasing displays the shipment price from the purchase agreement and prevents you from navigating to this field. This field can be defaulted from the purchase agreement price breaks if you have entered a sufficient quantity.
Note: If you manually override the defaulted price, Oracle Purchasing does not recalculate the price when pricing related changes are made to the release.
Enter the date and time that the supplier promised delivery of the items in the Promised field.
Enter the Need By date and time when the requester needs the item. The default is from the Purchase Order Preferences window.
If you use Purchasing with Master Scheduling/MRP, you must provide a need-by date or promised date for shipments that correspond to purchase order lines with Master Scheduling/MRP planned items. You must also provide a need-by date or promised date for Inventory planned items. See: Overview of Implementing Planning Recommendations.
Optionally choose or change the Note for Receiver.
The Note for Receiver is a note which will be displayed at the time of receipt for this shipment.
The Note for Receiver displayed here defaults from the requisition line that this release was created from. Otherwise, this field is blank.
Optionally choose or change the Country of Origin.
The Country of Origin is the country in which an item is manufactured.
For a scheduled release, the Country of Origin defaults from the planned purchase order. For a blanket release, the Country of Origin defaults from the Approved Supplier List, if it is defined there. If not, it defaults from the supplier site in the Supplier Sites window. Otherwise, this field is blank. You can leave it blank or choose a country.
If you do not know the originating country, you can enter or change the Country of Origin later on the receipt.
If you are a process manufacturing user and the Oracle Process Manufacturing (OPM) application is installed, then the Oracle Purchasing for Process Inventory functionality is enabled. If the selected purchasing organization is a process organization, then the three process fields the Secondary UOM, Secondary Quantity, and Grade are enabled. For more information on these fields see: Entering OPM Line Information .
To display and enter more shipment information:
Select the More tabbed region in the Releases window.
Enter the Receipt Close Tolerance percent for your shipments. Purchasing automatically closes a shipment for receiving if it is within the receiving closing tolerance at the receiving close point. You need to set the receiving close point in the Purchasing Options window. See: Defining Control Options
Enter the Invoice Close Tolerance percent for your shipments. Purchasing automatically closes a shipment for invoicing if it is within the invoicing closing tolerance at billing, when Payables matches invoices to purchase orders or receipts. See: Defining Control Options
Select one of the following options for Match Approval Level:
Two-Way Matching: Purchase order and invoice quantities must match within tolerance before the corresponding invoice can be paid.
Three-Way Matching: Purchase order, receipt, and invoice quantities must match within tolerance before the corresponding invoice can be paid.
Four-Way Matching: Purchase order, receipt, accepted, and invoice quantities must match within tolerance before the corresponding invoice can be paid.
If you enter an item, the default value for this field comes from the item information at the organization level. If not defined there, the default comes from the item information at the master level. If you do not enter an item, the default is from your Purchasing Options. See: Receiving Controls, Options, and Profiles.
Select an Invoice Match Option:
Purchase Order: Payables must match the invoice to the purchase order.
Receipt: Payables must match the invoice to the receipt.
Choose Receipt if you want to update exchange rate information on the receipt or if you want your accounting to use exchange rate information based on the receipt date. (If you use Periodic Costing, you must match to the receipt to ensure accurate cost accounting.)
The Invoice Match Option defaults from the Supplier Sites window. You can change the Invoice Match Option on the shipment until you receive against the shipment.
Note: The Invoice Match Option and the Match Approval Level are independent options. You can perform whichever Invoice Match Option you want regardless of the Match Approval Level.
Select Accrue at Receipt to indicate that the items on this purchase order line accrue upon receipt. Shop Floor and Inventory destined items always accrue upon receipt, and you cannot change this default. For expense items, if the Accrue Expense Items flag in the Purchasing Options window is set to Period End, the items cannot accrue upon receipt, and you cannot change the default. If the Accrue Expense Items flag is set to At Receipt, the default is to accrue upon receipt, but you can change it to not accrue upon receipt. See: Defining Accrual Options.
Important: If you are using Cash Basis Accounting, you should use the Purchasing Options window to set the Accrue Expense Items flag to Period End, and you should not select Accrue on Receipt in this window.
Select Firm to firm the shipment to indicate to Master Scheduling/MRP or your manufacturing application that it should not reschedule this release shipment.
To display status information:
Select the Status tabbed region.
For each shipment, Purchasing displays the Status and the quantity Ordered, Received, Cancelled, and Billed.
To display item information:
Select the Item tabbed region in the Releases window.
For each shipment, Purchasing displays the Item number, purchasing category, item description, supplier item number, and the VMI checkbox.
To view drop ship information:
If the shipment is part of a drop ship order select the Drop Shop tabbed region.
For each shipment, Oracle Purchasing displays Sales Order and Line Number, Ordered Quantity, Shipped Quantity, Sales Order Status, Ship To Customer Name, and Ship To Customer Contact.
If the shipment is part of a drop ship order you may also view the sales order in Oracle Order Management by selecting View Sales Order from the Tools menu.
To take approval actions:
Select the Approve button to open the Approve Documents window. See: Submitting a Document for Approval.
To enter receiving control information:
Select the Receiving Controls button to open the Receiving Controls window. See: Entering Purchase Order Receiving Controls.
To view and enter agreement details information:
Select the Agreement button to view and enter blanket agreement information for the release. See: Entering Purchase Order Details Information.
To enter distribution information:
Select the Distributions button to open the Distributions window. See: Entering Release Distributions.
To recalculate prices:
If you have manually changed the price and then you have changed price related attributes of a line (for example: ship to organization or need-by date), you can have Oracle Purchasing recalculate the price by selecting Recalculate Price from the Tools menu.
To cancel the release shipment:
You can cancel an approved release shipment by selecting Cancel from the Tools menu. See: Document Control Options
To view tax information:
Select Manage Tax from the Tools menu to see recoverable and nonrecoverable tax details for each shipment and distribution. See: Viewing Tax Information.