Oracle Purchasing

Setup Notes for E-mail Purchase Orders

Family Pack E for Windows and UNIX

June 2001

As part of family pack E, Oracle Purchasing has the ability to e-mail a purchase
order (PO) to the supplier electronically in addition to printing, faxing, or
transmitting through EDI during the approval process. This document will discuss
the setup and impact of e-mailing a PO to the supplier. The current Printed
Purchase Order (report) has been used as the guideline for the content of the e-mail
PO.
This feature is currently available for the following document types:
n Standard Purchase Orders
n Blanket Purchase Agreements and Releases
n Planned Purchase Orders and Releases

Setup steps for E-mail PO

1. Navigate to Supplier > Sites window.
2. Under the General tab, choose the supplier notification method as 'E-mail'.
Enter a default e-mail address for the supplier site. This e-mail address will
default in the Approvals window while approving standard purchase order,
blanket agreement, planned purchase order, or release for this supplier site.
You can change the e-mail address or the notification method at the time of
approval.
3. Define an alternative e-mail address in the Profile option PO: Secondary
E-mail Address to send a copy of the e-mail PO to your company. If you wish
to resend the e-mail, the user will need to log into this secondary e-mail
account and resend it from there.
4. Generic terms and conditions can be appended on the e-mail PO body by
putting them in a text file. This text file needs to be placed in one of the
directories specified in the UTL_FILE parameter in the INIT.ORA file. Make

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 sure that the file is placed in the directory that exists where the database server
is running. Once this is done, the following profile options need to be set for
e-mail PO to read the terms and conditions file and display them in the e-mail
body.
n Set profile PO: In File Path with the absolute path of the directory where
the terms and conditions file is placed.
n Set profile PO: Terms and Conditions File Name with the name of the
file.
5. Restart the workflow notification mailer after setting the above profiles.
Navigate to Requests, Submit Requests, and run the concurrent program
Notification Mailer to restart the mailer. (See Setting Up Oracle Workflow in
the Oracle Workflow Guide for more details. Also check Metalink for a
Notification Mailer setup document.)
6. Failed e-mails (due to incorrect e-mail address, etc) will be delivered by the
mailer into a discard file. You need to monitor this file and look for common
expressions such as Undisclosed Recipient (or other common expressions) and
insert these expressions into the tags file as defined by the TAGFILE parameter
in the workflow mailer configuration file. You then need to change the
standard error handler workflow to look for these tags and take appropriate
actions (send notifications to administrator/buyer, etc).

Changes Associated With This New Feature

Changed Windows: The supplier and supplier site windows have been changed
to accommodate the new fields. You will find the Notification Method and E-Mail
Address fields under the General tab. If e-mail was selected as the notification
method, the Document Approval window will default e-mail as the notification
method and the field to specify e-mail address for delivery from the supplier site.
Note that if the supplier site method of notification is EDI, the PO can not be
e-mailed and the boxes are grayed out.

New Profiles: There are three new profile options associated with this feature:
1. PO: Secondary E-mail Address is used to send a copy of the e-mail PO to
someone in your company.
2. PO: In File Path indicates the absolute path of the directory where the
optional terms and conditions file is stored.
3. PO: Terms and Conditions File Name indicates the name of the optional
terms and conditions file.

PO Approval Workflow: PO Approval workflow has been enhanced to send an

e-mail through WF mailer upon document approval.