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Mainly three applications are involved in Financial Module i.e. P2P cycle.
Purchasing (PO)
Account Payables (AP)
General Ledger (GL)
RFQ Payments
Quotation Transfer to GL
Purchase Order
Receipt
During the Purchasing application flow, three types of roles are involved. Those are
Requisition: It is one of the purchasing documents will be prepared by the employee who required
the materials or Services or Training and so on. We have two types of Requisitions. Those are
Internal Requisition
Purchase Requisition
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Internal requisition will be created when we receive materials from another Inventory of the same
organization. Purchase requisition will be created when we purchase materials from the Suppliers
(vendors). Requestor creates this requisition.
We enter the Requisition data in 3 levels. Those are Headers, Lines and Distributions.
Enter Requisition type at headers level and Item, UOM, Quantity, Price and Need-By-Date columns
at lines level like below.
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Click on Distributions and click on Charge Account column, Accounts information will propagate
automatically. Save your data by clicking save button in menu.
Copy Requisition number for further steps and observe the status as I o plete .
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Once the Requisition is approved, you will not able to open the same requisition again but we can
check the requisition status and details from Requisition summary form.
Navigation: Purchasing, Vision Operations (USA) ---> Requisitions ---> Requisition Summary
By clicking Find button, you can check the status and line level details of that particular requisition.
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Once the Requisition is approved, Preparer will prepare the RFQ document and will send to different
suppliers. Suppliers may or may not respond for this RFQ and they will send their Quotations.
Bid RFQ: Fixed quantity and no Price Breaks (Discounts). E.g.: Servers, Building acquisition.
Catalog RFQ: Regularly used, large number of quantity and Price Breaks are available. E.g.:
Milk products, water etc. . . .
Standard RFQ: Not very often and Discounts information at different quantity levels. E.g.:
Laptops, Electronic devices etc. . . .
Terms and Conditions: While creating the RFQ document, we need to choose Terms and Conditions.
We can enter this data by clicking Terms button.
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Payment Terms: When Organization is making the payment and Interest rates.
Fright Terms: Who is bearing the Transportation charges whether Buyer or Supplier.
Navigation: Purchasing, Vision Operations (USA) ---> RFQs a d Quotations ---> RFQs
Enter the RFQ details as below. You can enter price breaks (discounts) for Catalog RFQ and Terms.
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Attach the suppliers to send this RFQ document them by clicking Suppliers button and save your
data and copy RFQ number for further use.
Quotation:
It is also a purchasing document; prepared by the Suppliers which contain the quote details, Price,
payment terms and so on. We will enter all the Quotations details in the system through a form.
The management will do quote analysis and choose the best quotation from all suppliers.
Navigation: Purchasing, Vision Operations (USA) ---> RFQs a d Quotatio s ---> Quotations
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Enter all the details of Quotation for that particular RFQ by entering RFQ number at headers level.
Enter the discounts by clicking Price Breaks button and save data.
PO (Purchase Order):
PO is one of the main documents, prepared and approved by the buyer according to the quotation
and sends it to the supplier which contains the information of terms and Conditions, Items details,
Quantity, Price, Distribution, Shipment Details and so on. .
1. STANDARD
2. PLANNED
3. BLANKET
4. CONTRACT
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Navigation: Purchasing, Vision Operations (USA) ---> Purchase Orders ---> Purchase Orders
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Click on More tab of this form, you can find match approval level.
TwoWay: Purchase order and invoice quantities must match within tolerance before the
corresponding invoice can be paid.
ThreeWay: Purchase order, receipt, and invoice quantities must match within tolerance before the
corresponding invoice can be paid.
FourWay: Purchase order, receipt, inspection and invoice quantities must match within tolerance
before the corresponding invoice can be paid.
Choose one match approval level and click on Distributions button to get account details as below.
Save all your data, copy PO number for further reference, check the status olu as I o plete
and approve the Purchase order by clicking Approve button then Click on OK.
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You can check PO status and details in Purchase Order summary form.
You can create the Purchase Order document as same as previous with different PO number.
Receipts:
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Check button as shown above and save, and then click on Header button.
Invoice:
Types of Invoices
1. Validate Invoice
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2. Approve Invoice
3. Create Accounting Transactions.
Navigation: Payables, Vision Operations (USA) ---> Invoices ---> Entry ---> Invoices
Enter Purchase Order (PO) number, Invoice date, Invoice number, amount and tax control amount
and click on Match button to match invoice with that particular Purchase order.
Enter purchase order number, line and shipment and click on Find button.
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Tick match check box at lines level and click on Match button and copy invoice number.
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Payments:
Once the Invoice is created, approved and accounted. Then we can make the Payments to the
supplier. There are three types of Payments.
Manual: If Organization is going to pay the amount by cheque or cash then it will be captured under
the manual payment type.
Quick: System will automatically generate the payment transaction as per the Invoice number.
System will automatically generate the Cheque number also.
Refund: If any refundable amount is there, we have to pay to the supplier or customer or employee
then those payments will be select as Refund method.
Navigation: Payables, Vision Operations (USA) ---> Payments ---> Entry ---> Payments
Enter trading partner, payment date, bank account, payment process profile, method and document
at headers level. Click on Enter/Adjust Invoices button to add this payment for particular Invoice of
this supplier or trading partner.
You can create multiple payments for single invoice with different amounts.
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Click on Actions button and tick Create Accounting check box with final.
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You can check these payments in View payments tab in Invoice form.
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Ru Tra sfer Jour al E tries to Ge eral Ledger progra . Enter the parameters as below.
Submit the program by clicking OK and then Submit Button and copy the batch name. Find the
request status by clicking Find button. After successful completion of this concurrent program,
a other progra ill ru auto ati all a ed as Jour al i port , after this Open Account
balances Data Manager a d TB orker progra s ill ru auto ati all .
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General Ledger:
Navigation: General Ledger, Vision Operations (USA) ---> Journals ---> Enter
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Post your Journal Entries by clicking Post button. The following Message will display.
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P2P Joins:
SELECT *FROM
PO_REQ_DISTRIBUTIONS_ALL PRD,
PO_DISTRIBUTIONS_ALL PDA
WHERE PRD.DISTRIBUTION_ID=PDA.REQ_DISTRIBUTION_ID;
PO-> TO ->AP
------------
SELECT *FROM
PO_DISTRIBUTIONS_ALL PDA,
AP_INVOICE_DISTRIBUTIONS_ALL AID
WHERE PDA.PO_DISTRIBUTION_ID=AID.PO_DISTRIBUTION_ID;
SELECT *FROM
RCV_SHIPMENT_LINES RSL,
PO_HEADERS_ALL PHA
WHERE PHA.PO_HEADER_ID= RSL.PO_HEADER_ID;
AP ->TO -> GL
-------------
SELECT *FROM
GL_JE_LINES GJL,
AP_INVOICES_ALL AIH
WHERE TO_CHAR(AIH.INVOICE_ID)=GJL.REFERENCE_2
AND AIH.INVOICE_NUM=GJL.REFERENCE_5;
SELECT *FROM
AP_AE_LINES_ALL AELINES,
GL_JE_LINES GJL
WHERE AELINES.GL_SL_LINK_ID=GJL.GL_SL_LINK_ID;
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