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The Procure To Pay cycle is vital to an organization as in this process the organization
buys and received goods or services from its vendors and makes necessary payments.
1. Create requisition
2. Approve requisition
3. Create purchase order
4. Approve purchase order
5. Receive goods
6. Create Payables invoice
7. Pay the invoice
8. Return to Vendor (optional)
9. Transfer to General Ledger
10. Import Journal into General Ledger
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After the requisition is approved the status of the requisition will change to Approved.
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Navigation: AutoCreate
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You might get the below message. For this one we can remove the Buyer name and create
the po or assign the buyer to requisition
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Now assign a Buyer to the requisition so that this requisition can be picked up by him to
create the Purchase order.
We shall assign a new buyer, Stock, Ms. Pat, and select the requisition.
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Now you need to log into oracle as the Stock, Ms. Pat (i.e. the buyer who was set on the
requisition). After logging in to Oracle, go to a Purchasing responsibility.
Enter the requisition number, 14308, and click on Find button. The AutoCreate
Documents form opens with the requisition details.
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Click on Create button to create the PO. The PO form opens with the new PO details that
has been created from the requisition.
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The Shipments form opens. We find the shipping org is set to V1. This means that the
goods will be received in the V1 org when it is shipped by the supplier (Step 5).
Close the Shipment form to go back to the PO form. Click on Approve button to send the
PO for approval.
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The Approve Document form opens. Click on OK button to send the PO for approval.
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--PO_HEADERS_ALL
select po_header_id from po_headers_all where segment1 =<po_number>;
select * from po_headers_all where po_header_id =<po_header_id>;
--po_lines_all
select * from po_lines_all where po_header_id =<po_header_id>;
--po_line_locations_all
select * from po_line_locations_all where po_header_id =<po_header_id>;
--po_distributions_all
select * from po_distributions_all where po_header_id =<po_header_id>;
--po_releases_all
SELECT * FROM po_releases_all WHERE po_header_id =<po_header_id>;
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Once the PO is sent to the supplier to be fulfilled the supplier sends the goods to the
organization. The goods now have to be received in Oracle.
To receive goods go to any Purchasing responsibility that has the receiving functionality.
The Organization screen opens. Select V1 (As checked in PO shipment in Step 4) and
click on OK.
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Select the Line. You can change the quantity received at this section..
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Now that we have received the goods based on the PO (even though the shipment was
partial) we need to have the goods inspected and QA check done (This is required if the
PO is based on 4 way matching, else the payment cannot be made).
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Note that the Inspection status shows as Not Inspected Standard Receipt and the
Destination Type is Inventory.
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We are going to pass all 5 goods as part of the QA check process. We shall select Quality
Code from the list of values as Excellent.
Press OK button. The window will close and the receipt status will change to Inspect.
Requery the receiving transaction on the PO.
Note that the Inspection field has the value, Accepted Standard Receipt. QA check has
been completed. Close the form.
--RCV_SHIPMENT_LINES
select * from rcv_shipment_lines where po_header_id =<po_header_id>;
--RCV_TRANSACTIONS
select * from rcv_transactions where po_header_id =<po_header_id>;
--RCV_ACCOUNTING_EVENTS
SELECT * FROM rcv_Accounting_Events WHERE rcv_transaction_id IN
(select transaction_id from rcv_transactions
where po_header_id =<po_header_id>);
--RCV_RECEIVING_SUB_LEDGER
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--RCV_SUB_LEDGER_DETAILS
select * from rcv_sub_ledger_details
where rcv_transaction_id in (select transaction_id from rcv_transactions
where po_header_id =<po_header_id>);
--MTL_MATERIAL_TRANSACTIONS
select * from mtl_material_transactions where transaction_source_id
=<po_header_id>;
--MTL_TRANSACTION_ACCOUNTS
select * from mtl_transaction_accounts where transaction_id in ( select
transaction_id from mtl_material_transactions where
transaction_source_id = <po_header_id>);
-->>>>----------------------------
--RCV_SHIPMENT_HEADERS
select * from rcv_shipment_headers
where 1=1
AND SHIPMENT_HEADER_ID = 4815921
--RCV_SHIPMENT_LINES
select * from rcv_shipment_lines
where 1=1
AND po_header_id = 119352
AND SHIPMENT_HEADER_ID = 4815921
and SHIPMENT_LINE_ID = 4805482
--RCV_TRANSACTIONS
select * from rcv_transactions
where 1=1
AND po_header_id = 119352
and transaction_id in (4895409 ,4895410)
--RCV_ACCOUNTING_EVENTS
SELECT * FROM rcv_Accounting_Events
where 1=1
and rcv_transaction_id in (4895409 ,4895410)
--RCV_RECEIVING_SUB_LEDGER
select * from rcv_receiving_sub_ledger
where 1=1
and rcv_transaction_id in (4895409 ,4895410)
--RCV_SUB_LEDGER_DETAILS
select * from rcv_sub_ledger_details
where 1=1
and rcv_transaction_id in (4895409 ,4895410)
--MTL_MATERIAL_TRANSACTIONS
select * from mtl_material_transactions
where 1=1
and transaction_source_id = 119352
--MTL_TRANSACTION_ACCOUNTS
SELECT *
FROM mtl_transaction_accounts
WHERE transaction_id IN (SELECT transaction_id
FROM mtl_material_transactions
WHERE transaction_source_id = 119352);
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Create an Invoice for supplier. This is the supplier which had received the PO (Refer to
Step 3 or 4).
Note:
We are creating the invoice manually in this case. The invoice can be created
automatically by executing the concurrent program named, Pay on Receipt AutoInvoice,
from the Purchasing responsibility and entering the goods receipt number (GRN) as the
parameter.
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Important:
We shall not enter the invoice distribution as this will come automatically from matching
the invoice with PO receipt.
Invoice
Receipt
Purchase Order
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We are matching Receipt to this invoice so that the supplier is paid for only the amount
that has been received in the store.
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Notice that the Distribution Total is in Red. It means that the Invoice header amount and
distribution amounts are not matching. Click on Match button at the bottom
You will be taken back to the Invoice form. Modify the Invoice header amount to match
the amount of the distribution.
Now you can validate the Invoice by clicking on Actions button on the Invoice form and
selecting Validate.
Click on OK button.
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Click on OK. The Payment Process Manager will handle the payment and will execute
the remittance program as well to make the payment.
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After the processes are over the supplier is paid fully for the goods that he has supplied.
--AP_INVOICES_ALL
select * from ap_invoices_all where invoice_id in
(select invoice_id from ap_invoice_distributions_all where
po_distribution_id in
( select po_distribution_id from po_distributions_all where po_header_id
=<po_header_id>));
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If we do not want to receive the remaining goods but instead we want to close the PO at
this stage then we need to Close the PO line so that the remaining quantity is cancelled
and the PO is closed.
Note:
If we do not finish this step the PO will remain in open state and the amount will go into
encumbrance, i.e. the open amount will be carried over to the next periods as the amount
which will need to be paid to the supplier.
Click on Find.
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On the top menu click on Tools > Control. You will get a popup message.
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Click on OK.
The Control Documents window opens. Select Finally Close and enter a reason. Click on
OK button.
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Responsibility: Payables
Navigation: Invoices query with invoice and click on Actions and check the create
accounting and select the final posting to GL
Check the GL batch name from vew requests
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