Period-End Processing in Oracle Order Management (Release 11i)

Contents
[Hide TOC]

1 Introduction o 1.1 Business Requirements 2 Steps o 2.1 Procedures 2.1.1 Complete All Transactions for the Period Being Closed 2.1.1.1Close Order Lines 2.1.1.2Ensure all Interfaces are Completed for the Period (Optional) 2.1.1.3Review Open Orders and Check the Workflow Status 2.1.1.4Review Held Orders 2.1.1.5Review Discounts 2.1.1.6Review Backorders 2.1.1.7Review and Correct Order Exceptions 2.1.1.8Reconcile to Oracle Inventory 2.1.1.9Reconcile to Oracle Receivables (Optional) 2.1.1.10Run Standard Period End Reports

[edit]

Introduction
The procedures for performing period-end processing in Oracle Order Management Release 11i. [edit]

Business Requirements
Open Sales Orders should be reviewed and where possible appropriate actions should be undertaken to finalise the Order Workflows and close these Sales Orders. [edit]

Steps
[edit]

Procedures
The following steps are taken in performing period-end processing for Oracle Order Management. [edit] Complete All Transactions for the Period Being Closed Ensure that all transactions have been entered for the period being closed: Enter all Orders Schedule Orders Enter Return Material Authorisations

Confirm Shipments Sales Order Acknowledgments Cancel Backordered Included Items Respond to Workflow Approval Notifications Close Orders

Closing orders that are complete enhances performance, since many programs, windows and report queries retrieve open orders only. Orders marked as closed are not selected, increasing system speed and efficiency. Closed orders are excluded from many of the standard reports available in Order Management, so you can limit your reporting to the active orders you want. Close lines and close orders are implemented using workflow. Order Management provides seeded close line and close order workflow sub-processes to close the order header and line, respectively. These processes, when included in the order header or line workflow, closes the status of the eligible order or lines. Once an order is closed, no lines can be added. The order header close order process checks at the end of every month to see all the lines associated with are closed. It closes the order header if it finds that all the lines are closed. Attention: Be sure to include the standard sub-processes of close line and close order at the end of all your line and order flows to ensure that your orders and returns close once all prerequisites have been met. [edit]
Close Order Lines

An order line is eligible to close when it completes all of the line-level activities within the workflow process. Order lines can close independent of each other. Once an order line is closed, no changes can be made to any fields except the descriptive flexfield, for which you can define processing constraints. Holds Effect on Eligible Lines: The Close Line or Close Order workflow activities does not close orders or lines that have unreleased generic holds or activity specific holds based on the Close Line or Close Order activity respectively. You must remove any such holds on orders or order lines that you want to close. [edit]
Ensure all Interfaces are Completed for the Period (Optional)

Ensure that all interfaces for the current period have been processed: Order Import from External Order Systems If you are using external order processing systems for data entry of orders, use the Order Import to update Oracle Order Management from your external systems Order Import from Oracle Purchasing If you are using Oracle Purchasing to process Internal Purchase Requisitions, the following processes need to be actioned: Enter and approve all Internal Purchase Requisitions in Oracle Purchasing Run the Create Internal Sales Orders Process in Oracle Purchasing for all requisitions within the current period. Use the Create Internal Sales Orders process to send requisition information from approved, inventory-sourced requisition lines to the Order Management interface tables. Then the

OrderImport process is run from within Order Management to generate the internal sales orders. The Create Internal Sales Orders and OrderImport processes can be scheduled to run automatically at specified intervals. Run Order Import to create Internal Sales Orders from Internal Requisitions. Run the Internal Order and Purchasing Requisition Discrepancy Report

The Internal Order and Purchasing Requisition Discrepancy Report displays the differences between the purchasing requisition entered and the actual items ordered during order entry. This report includes all open and closed orders, order numbers, order date ranges, order types, requisition numbers, items, ship to information, scheduled dates, and internal requisition and internal sales order hold discrepancies. Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. Use the Error Message window to determine if your data failed to import. Invoice Interface / AutoInvoice This process will ensure all shipped Sales Order information is transferred to Oracle Receivables when it reaches the appropriate point in the Order Workflow. The AutoInvoice Process updates Oracle Receivables for invoice and revenue information, as well as credit memos and credits on account created from returns. Attention: This Process is only applicable for Order Workflow Definitions that include the Invoice Interface or Invoice Line processes. Attention: Order Management does not process Internal Sales Order lines for the Invoice Interface, even if the Invoice Interface is an action in the order Workflow Definitions for the Internal Sales Order transaction type. [edit]
Review Open Orders and Check the Workflow Status

Use the Sales Orders Workbench window to review open orders using the Advanced Tabbed Region to specify controls such as whether to find closed orders/lines and cancelled orders/lines. The Sales Orders window displays the order header status in the Main tab of the Order Information tabbed region. The order line status is displayed in the Main tab of the Line Items tabbed region. The Workflow Status option on the Sales Orders window Tools menu launches the workflow status page. The window shows in tabular format all the activities an order header or line has completed and the corresponding results. From the status page, you can access the Workflow monitor to see the order or line status in a more graphical format. This is available through the View Diagram button. [edit]
Review Held Orders

Run the following reports to assist with reviewing Sales Orders on hold: Orders on Credit Check Hold Report: The Orders On Credit Check Hold Report identifies all of the credit holds currently outstanding for a customer within a date range, or identify why a particular order is on hold. Order Management allows you to perform a credit check on customer orders and automatically places orders on hold that violate your credit checking rules. This report is automatically sorted by customer, currency code, credit check rule, and order number.

All balances are calculated as they are using the online credit check rule, including the factor for shipments and receivables for a certain number of days. Hold Source Activity Report: The Hold Source Activity Report reviews holds placed and removed under a hold source during the time period you specify. This report indicates the date and the type of activity for each hold transaction. Outstanding Holds Report: The Outstanding Holds Report reviews order holds for the customer or customers you choose. This report displays the order number, order date, ordered items, and order amount for each order line on hold for each customer you select. It is automatically sorted by customer, order number, order line, and then order line detail. [edit]
Review Discounts

It is recommended that you review discounts processed as part of the order process to ensure appropriate discount policies have been followed, and exceptions are clearly identified and reviewed and/or followed up. Use the following reports: Order Discount Detail Report: The Order Discount Detail Report reviews discounts applied to orders by order line detail. This report provides detailed line pricing information, including price list price, selling price, and discount information. Order Discount Summary Report: The Order Discount Summary Report reviews discounts applied to orders. This report provides order level pricing information, including agreement, salesperson and total order discount. [edit]
Review Backorders

Review backlogs and backorders to ensure that these items are current. If required process cancellations for items/lines which are no longer required. Backorder Detail Report: The Backorder Detail Report reviews all customer orders that have been backordered. This report provides details for each order including customer name, order number, order type of each order, all backordered items and their appropriate line numbers, total quantity both ordered and backordered, and monetary amounts of both ordered and backordered quantities. Backorder Summary Report: The Backorder Summary Report lists all unshipped orders. This report includes only open orders in an order cycle that includes Pick Release. It displays order information such as order number, customer name and number, order type, purchase order, order date, last shipped date, and the monetary amounts ordered, shipped and outstanding. This report also includes total amounts for customers and currencies. These amounts involve totals for shippable items only because the Backorder Summary Report does not account for nonshippable items.

[edit]
Review and Correct Order Exceptions

The following reports should be reviewed, and exceptions corrected, before completing the Order Management/Receivables period end: Unbooked Orders Report: Use this report to review orders entered but not booked. They may indicated incomplete processing, which needs to be corrected/completed, or deleted as appropriate. [edit]
Reconcile to Oracle Inventory

Run the following reports for reconciliation with Oracle Inventory: Backorder Detail Report: The Backorder Detail Report reviews all customer orders that have been backordered. This report provides details for each order including customer name, order number, order type of each order, all backordered items and their appropriate line numbers, total quantity both ordered and backordered, and monetary amounts of both ordered and backordered quantities. Returns by Reason Report: The Returns by Reason Report reviews all return material authorizations for various return reasons. Order Management automatically sorts this report by currency, return reason, and then item. [edit]
Reconcile to Oracle Receivables (Optional)

Run the following reports to assist in reconciliation of orders invoiced in the period: Commercial Invoice ( for all ship dates within the current Receivables period): The Commercial Invoice Report lists all confirmed shipped items in a delivery. If you specify only a delivery name when defining the parameters of this report, Shipping Execution prints one commercial invoice per delivery within the trip. Order/Invoice Detail Report: The Order/Invoice Detail Report reviews detailed invoice information for orders that have invoiced. A variety of parameters can be used to print the invoice information for a specific order or group of orders. If there are no invoices for a particular order that meets the parameter criteria, Order Management prints in the report that no invoices exist for that order. [edit]
Run Standard Period End Reports

The following reports should be run each period: Cancelled Orders Report: The Cancelled Orders Report reviews all orders that have been cancelled. This report provides a summary of each cancelled order, including order number, customer name, line number and item,

the date and reason the order or order line was cancelled, the quantity ordered and the quantity cancelled, and who cancelled the order. This report can be used to report total dollars cancelled in a specified time-frame, and allows evaluation of the most common cancellation reasons, review cancellations by salesperson, or review cancellations by customers. Salesperson Order Summary Report: The Salesperson Order Summary Report reviews orders for one or more salespeople. This report displays the order and each order line associated with each salesperson. Salespeople can use this report to see their current outstanding orders and their status. This report shows open orders, quantity ordered, shipped, cancelled, and invoiced and their potential commission. The report displays all open and closed orders for a salesperson, customer or customer number, agreements, order numbers, order date ranges, order types, line type, and detailed sales credit information for lines in a selected range.