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PO TEST SCENARIOS: SCOPE 1. Set Up 2.

Transactions Requisitions Request For Quotation Quotations Purchase Orders Standard Blanket Contract Other Exercises Receipts Reports SET UP: RESPONSIBILITY CREATION:
The Purchasing Responsibility is created in the Sys Admin Module and the following Profile Options are attached to the responsibility. a) MO Operating Unit : By this Profile Option we attach the Purchasing Responsibility to an operating unit b) GL Set of Books : By this Profile Option we attach the Set of Books to which the responsibility is attached. c) HR User type : HR user

PURCHASING OPTIONS:
In this Set Up we discuss about a) The numbering of various Purchase Documents. b) The defaults for Purchase Documents at the Organisation as a whole. c) Accrual of Expense & Inventory Items.

RECEIVING OPTIONS:
In this Set Up we give various defaults regarding Receiving parameters at the organisation as whole.

FINANCIAL OPTIONS:
In this Set Up we give various accounts and other supplier related information.

PERSONNEL SETUP:
Compile Jobs and Positions, Key flex fields in Oracle Human Resources 1. 2. 3. 4. 5. 6. 7. 8. Define Jobs Define Positions and assign jobs to the positions Define Employees and assign position to the Employees. Define Buyers. Define Approval Groups. Define Approval Assignments for Positions. Define a Position Hierarchy(Set Up-Personnel-Hierarchy) Assign relevant Position Hierarchies in the Document types at Default Position hierarchy.

TRANSACTIONS: REQUISITIONS REQUSITIONS REQUISITIONS


1. Requisition raised by the store-in-charge for Item - I, with the Suppliers and rate Item - II, without the Suppliers The Service Dept., with only description without the Suppliers The Finance Department for an Item Category with Supplier 2. Amend each of the requisitions for Quantity Rate Suppliers 3. Create a Reqn.Template 4. Create a Purchase Requisition by using the template for

An inventory item An expense item A Project item ( Details to be entered in Projects Tab Page ) 5. Verify Distributions and approve the Purchase Requisition. 6. Cancel a Requisition or make it Finally Close from the Requisition Summary Window (Tools Control).

REQUEST FOR QUOTATION (RFQ) RFQS & QUOTATIONS RFQ


1. Create a Request for Quotation of following types using the requisitions created. Bid Catalog Standard 2. Analyze the effect of checking Quote Approval Required in the RFQ Window. 3. Autocreate RFQ from Purchase Requisitions. 4. Select the Suppliers to whom the RFQ is to be sent by selecting Add from List. The same is setup in Supply Base Suppliers Lists.

QUOTATIONS RFQS & QUOTATIONS QUOTATION


1. Create Quotations of the types Bid ,Standard ,Catalog for the RFQs Manual entry Using copy document feature.(Tools Copy Document in RFQ Window) Note: A Bid RFQ created can be followed only by a Bid Quotation 2. Create Price Breaks for the Standard & Catalog Quotations. Note: Price Breaks cannot be given for Bid Quotations 3. Analyze the distribution accounts defaulted from your source documents 4. We can either approve the quotation lines in the Quotation Window or we can approve the entire Quotation in the Quote Analysis Window.

QUOTE ANALYSIS - RFQS & QUOTATIONS QUOTE ANALYSIS


1. Query on the RFQ created and the system would populate all the related quotations. 2. Do a Quote Analysis and Approve entire Quotation 3. If we want to Approve quotation lines individually, we have to approve in the Quotation window.

PURCHASE ORDERS PURCHASE ORDERS PURCHASE ORDERS

STANDARD PURCHASE ORDERS:


1. Create a PO manually by selecting the type as Standard Purchase Order and mention the Reqn No in the distribution window. (This is how PO & Reqn are related). Notice the default Receiving parameters, Invoice Close, Receipt Close Parameters and try changing the same. 2. Auto-create the Purchase Orders from requisition from the Autocreate Window for Items and approve. 3. Create Purchase Orders using copy Document feature (Tools Copy Document in Quotation Window) for one of the quotations and give reference of the same in the catalog window. Note the Quotation Reference in the Reference documentstab. 4. Amend the Suppliers Site and Re-approve. 5. Raise Std PO from bid Quotation and approve. 6. Raise Std PO from standard quotation and approve. 7. Raise Std PO for Expense Items (Notice that the Destination for that item in the Distribution Window would be Expense) and approve. 8. Raise Std PO for Services(i.e., give the line-type as Amount-Based) 9. Raise Std PO in foreign Currency. Give the Exchange Rate Type & Rate in the Currency Window. 10. Amend the above POs for Rates & Quantities and re-approve, 11. Amend the above POs at header level and re-approve. 12. Amend PO to add another line for a different item. 13. Amend PO to add another line for same item, but different rate. 14. Go to PO Change History Window and look the revisions made. 15. Cancel a PO or try changing the status of a PO from Purchase Orders summary window.( Tools Control)

BLANKET PURCHASE ORDERS:


1. Raise a Blanket PO with Price-Break for an item. 2. Raise a Blanket PO without Price-Break for an Item. 3. Mention the Agreement details in the Agreement Tab. 4. Release the Purchase Order against a Blanket PO. Note: Note the Amount Released Tab that gets updated in the Blanket PO 5. Amend the PO Quantity raised 6. Amend the PO Rate

CONTRACT PURCHASE ORDERS:

1. Raise a Contract PO on a Supplier. Note that system would not allow us to enter anything except Amount Agreed. Approve it. 2. Create a Standard PO against this Contract PO. Mention the Contract PO Number in the Reference Documents Window. The objective of this is that the PO s release against the Contract PO can be tracked.

OTHER EXERCISES:
1. Define Mass Cancel for some Requisitions & Quotations 2. Define Sourcing rules for an item 3. Define Approved Suppliers List for an item (check the Use Approved Supplier tab in the Item Master Window). Raise a PO for the item with a different supplier and try approving the same. 4. Create a PO directly from a Requisition line through Autocreation. Note that the Reqn No defaults into the PO distribution line. 5. Try creating a single PO from Requisition lines with different items (using Manual in AutoCreation). 6. Attach the Position Hierarchy created, to a Document and look how the Approval Hierarchy works. 7. Try forwarding the documents to a person who is not set up in the Hierarchy.

RECEIPTS:
1. Go to Receipts Window and try receiving the goods for which a PO has been raised and approved. 2. Receive Items, not equal to the quantity ordered, match with PO 3. Receive Items, equal to quantity ordered, match with PO 4. Receive Services against the PO raised. 5. Receive Expense items. 6. Make receipts with Standard, Direct & Inspection routing. 7. Make Receipts giving different Receipt tolerances. 8. Receive the Goods that could not be identified (unordered receipts). 9. Establish Item Relationship between two items. 10. Receive one Items against other, for the Item relationship established items. 11. Establish Substitute relationship. 12. Receive Substitute relationship established items. 13. Make Corrections to one of your receipts. 14. Make some Purchase returns to the supplier.

* Check for the accounting entries during each of the above process

REPORTS:
Run the following Reports 1. Cancelled Requisitions report and Cancelled PO Report 2. Open Purchase Order Report 3. Pay On Receipt Program ( This Program is run to generate an invoice in Oracle Payables as soon as a receipt is made against a PO) 4. Printed RFQ, Quotation, PO Reports. 5. Receipt Accrual Period End.( This Report is run to create Accrual entries for expense items accruing at Period End). 6. Unordered Receipts Report 7. Expected Receipts Report 8. Purchase order Detail Report. 9. Vendor Analysis Report. 10. Vendor On Hold Report. AP Invoices & Matching Raise invoices against each of the reception, match and pay. Add Freight and Duties against the Purchase Orders and raise Invoices. * Check for the accounting entries during each of the above process