Professional Documents
Culture Documents
Document Printing White Paper PDF
Document Printing White Paper PDF
Communication
An Oracle White Paper
August 2006
EXECUTIVE SUMMARY ............................................................................. 2
Definitions.......................................................................................................... 2
Introduction to Oracle XML Publisher ......................................................... 3
Setting up Document Layouts......................................................................... 5
Design Layout in Microsoft Rich Text Format (RTF)............................ 5
Design Layout in Adobe Portable Document Format (PDF) ............... 7
Modify XSL-FO Stylesheet ......................................................................... 8
Upload Layouts................................................................................................ 10
Setups in Oracle Advanced Procurement.................................................... 11
Setup ‘PO Output Format’ in Purchasing Options window................ 11
Specify layouts for purchasing document types ..................................... 12
Procurement Processes................................................................................... 14
Communication........................................................................................... 16
Document Printing in Multiple Layouts.................................................. 17
Troubleshooting .............................................................................................. 18
Conclusion........................................................................................................ 19
Appendix A: Sample Layout Templates.............................................................. 20
Appendix B: List of System Codes....................................................................... 23
Appendix C: Modifying XSL-FO Stylesheet....................................................... 36
Appendix D: Purchasing Approval Workflow..................................................... 42
Purchasing Document Printing and Communication
EXECUTIVE SUMMARY
Organizations are printing and dispatching purchasing documents in a variety of
formats. Most organizations develop and design their own layout for printing
purchasing documents that optimize the visibility of data to be consistent and
coherent with organization and industry standards.
Public sector agencies have to maintain and publish several hundred forms as
mandated by government regulations during various phases of the procurement
cycle. Today these agencies use fill-able templates created in Adobe PDF.
Would it not be remarkable if there was a way to effortlessly design layouts for your
purchasing documents that suit your organization’s need? Would it not be valuable
if you could design and configure layouts in Microsoft Rich Text Format (RTF) or
Adobe Portable Document Format (PDF) for document printing? Capitalizing on
Oracle XML Publisher’s standard based tools and technologies, Oracle Advanced
Procurement’s document printing solution promises to deliver an efficient means to
design layout and print professional looking documents.
Definitions
Term Definition
You can find a wealth of information about Oracle XML Publisher, including
presentations, technical information, demonstrations and sample layout formats in
the following location:
http://www.oracle.com/technology/products/applications/publishing/index.html
Following tables displays few criteria that you can consider before deciding which
layout format will suit your needs.
# Format Usage
1 RTF Because of its simplicity consider it if end users need to design
report layouts. Versatile features to support conditional
formatting, inserting images and charts, etc.
2 PDF Consider a PDF template if, the template structure is simple and
pixel perfect formatting is required. Highly useful for printing
Government Forms.
3 XSL-FO Recommended for using existing legacy stylesheets or very
complicated stylesheets with many programming requirements.
Consider it if IT department has deployed 3rd party XSL-FO
WYSIWIG tools. Appendix C lists few frequently asked
questions on modifying XSL-FO stylesheet.
Prerequisites:
You should ensure that you have a licensed version of Oracle XML
Publisher Desktop installed on your desktop. Oracle XML Publisher is
installed with e-Business Suite and the license is free to users for runtime
use, with restrictions.
Prerequisites:
You should ensure that you have a licensed version of Adobe Acrobat
Professional installed on your desktop.
Instructions:
For more information, see chapter ‘Creating a PDF Template’ of the Oracle
XML Publisher User Guide
Prerequisites:
You should ensure that you have a text editor – such as Microsoft
Notepad or better Microsoft WordPad installed on your desktop. A
specialized XSL or XSL-FO editors, such as Oracle JDeveloper, will
simplify the development.
Instructions:
In release 11.5.10, Oracle Advanced Procurement utilizes layouts created
in XSL-FO format for printing purchasing documents in Adobe PDF
format. Following the steps mentioned below for downloading a seeded
XSL-FO stylesheet and modifying it for your needs.
Upload Layouts
Instructions:
1. Navigation Steps: You can upload a layout template using the
following navigation:
1. Logon to the application using XML Publisher
Administrator responsibility
2. Navigate to the Templates page
3. Click Create Template
4. Enter the information pertaining to the Layout Template
# Field Value
7 Description <Description>
9 Language <Language>
10 Territory <Territory>
The table below shows the seeded XSL-FO layout corresponding to each
document type:
Prerequisites:
The prerequisites for capturing and accessing procurement data are:
• Oracle Purchasing is installed and implemented.
• Ensure that Oracle Procurement Contracts in enabled for printing
contract terms and conditions along with the purchasing
commercial terms.
• The setup steps mentioned in the above section have been
performed.
Process Overview:
The powerful infrastructure provided by Oracle XML Publisher segregates
the layout of the document and the data that need to be presented in the
document. The layout is defined and specified in Oracle XML Publisher.
The procurement data is still captured in Oracle Advanced Procurement.
When a buyer initiates document printing either while dispatching the
purchasing document to supplier or manually generating the purchase
order PDF, Oracle Advanced Procurement generates XML containing the
data and embeds it on to the layout uploaded in Oracle XML Publisher.
• Amendment
o You should set the profile option “PO: Generate
Amendment documents” to Yes if you need to print
amendments made to the contract terms and conditions.
o The amendment section in the purchasing PDF
document shows the modification done to clauses and
deliverables that includes adding, deleting and/or
updating them.
• Function Security
o Generation of contract terms and conditions on a
purchase order PDF is secured implying contract
administrators can restrict certain users from viewing
contract terms and conditions associated with a
purchasing document.
Communication
Oracle Advanced Procurement provides the ability to dispatch purchasing
document to the vendors in their language. Oracle Procurement Contracts
customer can specify if they wish to expose contract terms and conditions to the
supplier while communicating the document or not.
Steps:
1. Create Purchasing Document: Create orders and agreements
using Purchase Order form in Oracle Purchasing.
2. Submit Report: Buyer can run the concurrent program ‘PO
Output for Communication’ and specify the Purchase Order
Layout. If Oracle Procurement Contracts is enabled, you can
specify Contract Terms Layout as well.
3. View PDF: The purchase order PDF document is generated in
the layout specified in the concurrent program parameter. You
can view the PDF using the View Requests screen.
4. Fill-able PDF: If a fill-able PDF Template were uploaded into
Oracle XML Publisher the user would have the ability to enter
the values for the fields that are not captured in the system and
hence are not printed in the output PDF document.
5. Attachment: The buyer has the option of saving the generated
contract document and uploading it to the purchase order as an
attachment. You would need Adobe Acrobat Professional
installed on your desktop to save the PDF document.
Troubleshooting
Conclusion
Industry standards and government regulations have forced commercial and public
sector agencies to have a variety of formats in which to generate purchasing
documents. Oracle XML Publisher provides a highly efficient tool to design your
layouts and Oracle Advanced Procurement enables the use of such layout templates
to generate purchasing documents having a professional look and feel that displays
information best suited for the specific needs of your organization.
HEADER
General
TIMEZONE Timezone
Terms
FOB FOB
Amounts
Contacts
Addresses
STATUS_LOOKUP_CODE PO Status
FROM_TYPE_LOOKUP_CODE Document type of the document used to auto create another document
DOCUMENT_CREATION_METHOD Method in which the document got created - Auto create, enter PO , etc...
LINES
General
LINE_TYPE "Holds the line type like AMOUNT, GOODS, RATE and FIXED PRICE."
JOB_NAME Job name for Temp Labor purchase basis line types.
QC_GRADE OPM: Stores the quality control grade wanted on the purchase order line
BASE_UOM OPM: Stores the base unit of measure (UOM) for the item ordered
SECONDARY_UOM OPM: Stores the dual unit of measure for the item ordered
QUANTITY Quantity
NOT_TO_EXCEED_PRICE Blankets or planned POs only: Price limit that you cannot exceed on a release shipment
LINE_AMOUNT Total line amount for a given line. The amount is null for canceled lines.
TOTAL_LINE_AMOUNT Total line amount for a given line. Used only for canceled lines.
BASE_QTY OPM: Ordered quantity converted from transaction UOM to base UOM
SECONDARY_QTY OPM: Converted quantity from BASE UOM to DUAL UOM for the item ordered
OVER_TOLERANCE_ERROR_FLAG Indicates whether or not you reject receipts exceeding the tolerance
UNORDERED_FLAG Indicates whether or not the line was created from unordered receipts
Blankets or planned POs only: Indicates whether you can change the price on release
ALLOW_PRICE_OVERRIDE_FLAG shipments
PRICE_BREAK_LOOKUP_CODE Blankets only: Pricing scheme for the price breaks of this line (cumulative or non-cumulative).
SHIPMENTS
General
QUANTITY Quantity ordered or break quantity for blanket purchase orders, RFQs and quotations
SECONDARY_QUANTITY_ACCEPTED Quantity accepted in secondary unit of measure after inspection, up until today
SECONDARY_QUANTITY_CANCELLED Quantity cancelled in secondary unit of measure after inspection, up until today
PRICE_OVERRIDE Order shipment price or break price for blanket purchase orders, RFQs, and quotations
PRICE_DISCOUNT Discount percentage for price break (applies to RFQs and quotations only)
INVOICE_CLOSE_TOLERANCE Percentage tolerance within which a shipment is automatically closed for invoicing when billed
RECEIVE_CLOSE_TOLERANCE Percentage tolerance within which a shipment is automatically closed for receiving
LEAD_TIME RFQ and Quotations Only: Lead time for the price break
INSPECTION_REQUIRED_FLAG Indicates whether shipment must be inspected before the invoice is paid
RECEIPT_REQUIRED_FLAG Indicates whether shipment must be received before the invoice is paid
DROP_SHIP_FLAG Indicates whether the Shipment has a backing Sales Order Line.
QTY_RCV_EXCEPTION_CODE Describes what action is taken when the quantity received tolerance is exceeded
Indicator of whether the invoice for the shipment should be matched to the purchase order or
MATCH_OPTION the receipt
START_DATE Effective date of the price break (applies to RFQs and quotations only)
END_DATE Expiration date of the price break (applies to RFQs and quotations only)
The date/time when any of referenced data elements on the backing Sales Order Line is
SALES_ORDER_UPDATE_DATE updated
Shipment level Note to receiver, which would hold the note to receiver info coming from req
NOTE_TO_RECEIVER lines.
Addresses
DISTRIBUTIONS
PRICE BREAKS
QUANTITY Quantity
PRICE DIFFERENTIAL
MULTIPLIER Multiplier
Q1: How can I include the company logo in the printed Contract PDF
document?
• Ensure to save the stylesheet as a new file and create a new template in
Oracle XML Publisher using the new file.
Q2: How can I modify certain field prompts, for example I need to change
‘Deliver To Date’ to ‘Due Date’?
A2: You can change prompts that appear in the standard purchase order PDF.
Follow these instructions to accomplish it.
• Search the following text
Q3: How can I modify information that is displayed in the document footer?
A3: You can modify header and footer information that is printed in the purchase
order PDF document.
• Search the following text
<xsl:variable name="footer_text">
<xsl:text> </xsl:text>
</xsl:variable>
A4: Cover page is printed onto the purchase order PDF document only if the
purchasing document has contract terms and conditions associated with it. When
printing a purchasing document that has been revised cover page shows a different
message which is the amendment cover page text.
<xsl:variable name="XX_COVER_MESSAGE">
<xsl:text>This is a Standard Purchase Order.
This agreement between Vision Corporation and the above named Service
Provider is authorizaed for binding commitment by the Vision Contracting
Representative, and is effective on the above document date provided that the
A5: You can add fields to the purchase order layout at various levels such as
header, lines etc. You can remove fields from the layout as well by remove the tags
from the stylesheet.
• For adding a header level field that already exists in the PO XML, say
‘Document Status’, to your purchase order layout, determine the
corresponding system code from Appendix D, then add it as follows
<xsl:template match="PO_DATA">
…
…
…
<xsl:value-of select=”AUTHORIZATON_STATUS”/>
• To add a line level field, search for the following code and add the field
under this block. For example, ‘Purchase Basis’ can be added as follows
<xsl:for-each select="$LINES_ROOT_OBJ">
.
.
.
<fo:table-row>
<fo:table-cell>
<fo:block xsl:use-attribute-sets="form_data3">
<xsl:value-of select="PURCHASE_BASIS"/>
</fo:block>
</fo:table-cell>
A5: Fonts can be specified locally or globally. Specifying font properties locally
means adding the font specification around a specific value. For example, if one
wants to specify the Operating Unit Name in a different font, then first search for
the corresponding code from Appendix D, which is OU_NAME,
<xsl:value-of select="OU_NAME"/>
Specifying fonts globally means defining the font properties at one place and then
using this at multiple places. The Purchase Order Stylesheet uses attribute-sets to
specify fonts. An attribute set is a collection of various font properties like font
name, font size, background, bold etc. This way, one can create an attribute set
that has a set of font properties and then apply this attribute set to any number of
fields.
Creating a new attribute-set:
<xsl:attribute-set name="custom_style">
<xsl:attribute name="font-size">10pt</xsl:attribute>
<xsl:attribute name="font-family">Times</xsl:attribute>
<xsl:attribute name="font-style">italic</xsl:attribute>
<xsl:attribute name="font-weight">bold</xsl:attribute>
<xsl:attribute name="color">Yellow</xsl:attribute>
<xsl:attribute name="background-
color">Green</xsl:attribute>
</xsl:attribute-set>
Suppose you want to show the Operating Unit details using the above font.
<xsl:value-of select="OU_REGION2"/>
<fo:leader leader-pattern="space" leader-
length="3.0pt"/>
<fo:block xsl:use-attribute-sets="custom_style">
<xsl:value-of select="OU_NAME"/> <fo:block/>
<xsl:value-of select="OU_COUNTRY"/>
</fo:block>
<xsl:variable name="PrintAmendments">
<xsl:value-of
select="$ContractsRoot/ParametersVO/ParametersVORow/PrintAm
endments/text()"/>
</xsl:variable>
to
You can add any additional logic in the stylesheet to determine when/if you want
to print Amendments or not and set the value of the variable appropriately.
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