Automating Document Creation

Automating Document Creation
Copyright Oracle Corporation, 2002. All rights reserved.
Procurement: Purchase Orders

Requisitions Supplier identification Purchase orders Ordering RFQs/ Quotations Sourcing
Receiving
Analysis Invoice/ Payment Reporting Supplier performance
Supplier management
1-2
Objectives
After completing this module you should be able to do the following: Use the AutoCreate window to automate the creation of purchase documents Use the Create Releases program to generate blanket purchase agreement releases Understand how the PO Create Documents workflow can automatically create purchase documents without buyer intervention
1-3
Agenda

Understand AutoCreate Understand the Create Releases program Understand the PO Create Documents workflow Understand setup options Understand additional implementation considerations
1-4
Creating Purchase Documents from Requisitions
Requisition Pool
AutoCreate
Create Releases
Workflow
Purchase Documents
1-5
Benefits of using AutoCreate

Simplifies consolidation of similar requests Ensures ordering from negotiated sources Expedites fulfillment of goods and services Streamlines procurement process
1-6
Overview of AutoCreate
Automatic creation Requisition line pool PO Manual creation Choose lines from query results PO
Query available requisition lines
1-7
Automatic Creation Mode
1. 2. 3. 4.
Find requisition lines Select document creation criteria Select requisition lines Choose the Automatic button
1-8
Find Requisition Lines
Approved
Buyer Item Status
Yes Stock, Ms. Pat
Item, Rev Category Description
Enter search Criteria and click Find
Clear
Find
1-9
Select Document Creation Criteria
Requisition Line Item Category Description UOM Qty | 422 | 437 |1 |1 | CM22 | PROD9 | MAIN PART | EA | 15 | | CM22 | PROD9 | MAIN PART | EA | 85 |
Select document creation criteria Action Document Type Grouping
Manual
Automatic
1-10
Select Requisition Lines

Select requisition lines
3
| 422 | 437
Requisition Line Item Category Description UOM Qty |1 |1 | CM22 | PROD9 | MAIN PART | EA | 15 | | CM22 | PROD9 | MAIN PART | EA | 85 |
Action: Create Document Type: Standard PO Grouping: Default
Manual
Automatic
1-11
Select Automatic Creation Mode
Requisition Line Item Category Description UOM Qty | 422 | 437 |1 |1 | CM22 | PROD9 | MAIN PART | EA | 15 | | CM22 | PROD9 | MAIN PART | EA | 85 |
Action: Create Document Type: Standard PO Grouping: Default
4
Manual
Click Automatic Automatic
1-12
Autocreate New Document Window
Requisition Line Item Category Description UOM Qty Document | 422 | 1 | CM22 | PROD9 | MAIN PART | EA | 15 | | 437 | 1 | CM22 | PROD9 | MAIN PART | EA | 85 | Supplier Supplier Site
Currency Source: Default Action: Create First Document Type: Standard PO Requisition Line Specify Grouping: Default Manual Automatic Create Cancel
1-13
Manual Creation Mode
1. 2. 3. 4.
Find requisitions Select document creation criteria Click Manual to open the Document Builder Manually combine the requisition lines to build the document line by line
Manual
creation
1-14
Add to Existing Document
Select the Action type

Select Add To for additional lines on an existing document
Select the requisition lines to add Select creation mode

Automatic to simply add the selected lines Manual to add the lines as you wish
Specify the existing document number to add to
1-15
Modify Requisition Lines

Highlight requisition line to be modified Navigate to Modify Lines window Split existing requisition lines
To be autocreated for different suppliers To be autocreated as different items
1-16
Return Requisition Lines

Highlight requisition line to be returned Navigate to Return Requisitions window Return requisition line to requestor with reason for return. For example:
Goods or services no longer available Price increase requires requisition reapproval
Remaining lines on requisition are automatically returned to requestor
1-17
Agenda

1-18
Benefits of using the Create Releases Program

Automatically create releases as demand for a specific item occurs Control the approval method
Automatic Manual
Run the Create Releases program automatically as part of the requisition import process
1-19
Overview of the Create Releases Program
Requisition
Create Releases
Blanket Release
1-20
Automatic Release Generation
1. Create and approve blanket purchase agreements 2. Define an approved supplier list and specify a release method (may or may not need source doc) 3. Define and assign sourcing rules 4. Create and approve requisitions 5. Run the Create Releases program
1-21
Running the Create Releases Program

Manually submit Schedule in request submission window Automatically submit after requisition import
Create Releases
1-22
Create Releases Document Creation Prerequisites

Sourcing Rule & Assignment Automatic Document Sourcing Yes No
ASL Entry
ASL Source Doc Not Reqd* *
* The release method on the ASL MUST be set to Automatic

Release or Automatic Release/Review. It cannot be blank nor can it be set to Release using AutoCreate in order for releases to be created.
1-23
Agenda

1-24
Benefits of Automatic Document Creation using Workflow

Expedite the creation of purchase orders from requisitions Automate the creation of purchase orders whenever possible Provide different tools to automatically create purchase orders:
Different levels of human control Different sources of requisitions
1-25
Overview of Automatic Document Creation using Workflow
Oracle MRP
Oracle Inventory
Oracle OM
Oracle WIP
Other systems
Scheduled Import
Requestor: iProcurement, Oracle Purchasing

1-26
Manually created Requisitions
Workflow Document Creation Overview

Contract Catalog Quote
Standard PO
Workflow
Requisitions Blanket Blanket Release

1-27
Workflow Document Creation Prerequisites

Source Doc Blanket Blanket Quote Quote Contract No N/A No No No No N/A N/A No System Item? ASL Reqd?
Supplier Item Reqd?

No
1-28
PO Create Documents Workflow
Yes Start Is automatic creation allowed? No End
Launch process to verify req line information
Wait for flow
Group requisition lines onto purchase orders or releases
1-29
Setting Key Workflow Attributes

Is Automatic Creation Allowed? Should Workflow Create the Release? Should Contract be used to AutoCreate Doc? Is Automatic Approval Allowed?
1-30
Workflow Document Creation Summary

Releases created from blanket purchase agreements Standard purchase orders created from contract purchase agreements or catalog quotes Documents created automatically based on approved requisitions from:
Manual entry to iProcurement Manual entry to Purchasing Automatic import from other ERP systems
Documents subject to standard approval rules Workflow can be customized to fit business rules
1-31
Agenda

1-32
Profile Options

PO: Allow Buyer Override in AutoCreate Find PO: Allow Category Override in AutoCreate Find PO: AutoCreate GL Date Option PO: Display the AutoCreated Document PO: Release During ReqImport PO: Warn if RFQ Required before AutoCreate
1-33
Agenda

1-34
Additional Implementation Considerations

Create purchase documents using AutoCreate Create purchase documents using Create Releases Create purchase documents using workflow Training and Cutover
1-35
Oracle Sourcing and Document Creation
Oracle Purchasing Requisitions Purchase Orders
AutoCreate
Negotiate
Award
Oracle Sourcing
1-36
Summary
You should now be able to do the following: Use the AutoCreate window to automate the creation of purchase documents Use the Create Releases program to generate blanket purchase agreement releases Understand how the PO Create Documents workflow can automatically create purchase documents without buyer intervention
1-37

Automating Document Creation

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Automating Document Creation

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Automating Document Creation

Copyright Oracle Corporation, 2002. All rights reserved.

Procurement: Purchase Orders

Copyright Oracle Corporation, 2002. All rights reserved.

Copyright Oracle Corporation, 2002. All rights reserved.

Copyright Oracle Corporation, 2002. All rights reserved.

Creating Purchase Documents from Requisitions

Copyright Oracle Corporation, 2002. All rights reserved.

Benefits of using AutoCreate

Copyright Oracle Corporation, 2002. All rights reserved.

Query available requisition lines

Copyright Oracle Corporation, 2002. All rights reserved.

Automatic Creation Mode

Copyright Oracle Corporation, 2002. All rights reserved.

Find Requisition Lines

Yes Stock, Ms. Pat

Item, Rev Category Description

Enter search Criteria and click Find

Copyright Oracle Corporation, 2002. All rights reserved.

Select Document Creation Criteria

Select document creation criteria Action Document Type Grouping

Copyright Oracle Corporation, 2002. All rights reserved.

Select Requisition Lines

Action: Create Document Type: Standard PO Grouping: Default

Copyright Oracle Corporation, 2002. All rights reserved.

Select Automatic Creation Mode

Action: Create Document Type: Standard PO Grouping: Default

Click Automatic Automatic

Copyright Oracle Corporation, 2002. All rights reserved.

Autocreate New Document Window

Copyright Oracle Corporation, 2002. All rights reserved.

Manual Creation Mode

Copyright Oracle Corporation, 2002. All rights reserved.

Add to Existing Document

Select the Action type

Select the requisition lines to add Select creation mode

Specify the existing document number to add to

Copyright Oracle Corporation, 2002. All rights reserved.

Modify Requisition Lines

Copyright Oracle Corporation, 2002. All rights reserved.

Return Requisition Lines

Remaining lines on requisition are automatically returned to requestor

Copyright Oracle Corporation, 2002. All rights reserved.

Copyright Oracle Corporation, 2002. All rights reserved.

Benefits of using the Create Releases Program

Copyright Oracle Corporation, 2002. All rights reserved.

Overview of the Create Releases Program

Copyright Oracle Corporation, 2002. All rights reserved.

Automatic Release Generation

Copyright Oracle Corporation, 2002. All rights reserved.

Running the Create Releases Program

Copyright Oracle Corporation, 2002. All rights reserved.

Create Releases Document Creation Prerequisites

ASL Source Doc Not Reqd* *

* The release method on the ASL MUST be set to Automatic

Copyright Oracle Corporation, 2002. All rights reserved.

Copyright Oracle Corporation, 2002. All rights reserved.

Benefits of Automatic Document Creation using Workflow

Copyright Oracle Corporation, 2002. All rights reserved.

Overview of Automatic Document Creation using Workflow

Requestor: iProcurement, Oracle Purchasing

Manually created Requisitions