BR.

030 BUSINESS REQUIREMENTS

MAPPING
INTERNATIONAL TURNKEY
SYSTEMS
ITS-CSD Stores
Oracle Inventory

Author: Ashraf Fareed

Creation Date: 20-Apr-04
Last Updated: 25-May-04
Control Number: ITS.ITSINV.BR030.00.001
Version: 1

Approvers:

CSD/Date

BSD/Date

Integrating Information with Success

Mailing Address: P O Box 26729, ITS 13128, Kuwait
Location: Mubarak Al Kabeer Street, ITS Tower, Kuwait City
Document Control

Change Record
3

Date Author Version Change Reference

20-Apr-04 Ashraf Farid 1 No previous documentation

25-May-04 Ashraf Farid 1.1 Based on CSD-stores Feedback
25-Nov-07 Zameer Ahmed 1.2 Based on study conducted by Zameer during Nov-07

Reviewers

Name Position

Samiaallah Khawajah CSD Manager

Naser Mototah BSD
Riwaz CSD-Stores
Finance Dept.

Distribution

Copy No. Name Location

1
ITS Library ITS
1

Note To Holders:

If you receive an electronic copy of this document and print it out, please write your
name on the equivalent of the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front

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Contents

Document Control......................................................................................................................2

Introduction.................................................................................................................................3
Purpose.................................................................................................................................3
Objective..............................................................................................................................3
Document Structure.............................................................................................................3
Detailed Requirements by Area.................................................................................................3
INV 1.0 Master Item Creation and Maintenance...............................................................3
INV 2.0 Requisition Processing..........................................................................................3
INV 3.0 Managing Inventory Transactions........................................................................3
Open and Closed Issues for this Deliverable.............................................................................3
Open Issues..........................................................................................................................3
Closed Issues.......................................................................................................................3

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Introduction
This document records the overall results of the process analysis workshops and the
discussions and agreements held therein.

To perform the functional process analysis , CSD-STORES Experts and ITS consultants
participated in interactive discussions of business requirements over a period of several
days.

Information gathered from these workshops will be used to determine at what level the
Oracle Applications module provide the functionality identified in the requirements as
well as in formulating the mapping of business requirements to application functionality
resulting in an informed agreement to the Oracle enterprise structure.

Also, the information contained in this document will be the primary source for the
generation of following deliverable documents:

 TE.040 Develop System Test Scripts

 BR.100 Define Application Setups

Purpose

The purpose of this document is to :

 Capture CSD-STORES key requirements in the area of Spare Parts Management (INV) .

 MAP the requirements to available functions and processes within Oracle Inventory

 Where applicable, highlight the gap and analyze it in terms of suggested workarounds.

Objective

CSD Stores is now using a legacy system for tracking Inventory. The details of Receipts
and Issues are then forwarded to Finance Department where Oracle Inventory has
already been implemented.

To facilitate centralization and to avoid duplication of work it is decided by the

Management to switch off the legacy system and implement Oracle Inventory in the
CSD Stores in Kuwait as well as other Regions.

The document lists down the detailed requirements of the CSD stores in Kuwait.

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Document Structure

This document has the following contents - Requirements by Area- uses a tabular format to analyze and map CSD-
STORES requirements. The various column headings are defined below :

Contents Description

Control Number A reference number to identify each requirement and area

Functional Requirement A statement of CSD-STORES requirement and Description

Functional Map/Recommended Solution This column briefly describes how Oracle map to the CSD-
STORES requirements or what solution Oracle propose to any
gaps identified :

 A description of how Oracle Inventory meets the

requirement

 What workarounds, if any can be used to meet the

requirement?

Map Does the Oracle system meet the ITS requirement?

If it does then a ‘’ is placed in the column.

Responsibility Which section, within ITS, will have the responsibility for this
business requirement. Please note that this column has been
added to this document to indicate the future responsibilities.
These are indicative and may change.

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Detailed Requirements by Area

INV 1.0 Master Item Creation and Maintenance

Control Functional Requirement Functional MAP / Recommended Solution MAP Responsibility

Number

INV 1.0 Enter and Maintain Items

INV 1.1.1 Maintain Master Items: new items will be manually defined into Oracle by following the  Finance Department
steps below:
The system should be able
to handle the creation of Prerequisites:
items - parts
 Define Organization parameters
 Define Item attribute controls
 Define Units of measure
 Define Statuses
 Define Item Categories
 Define planners if you want to assign them to items

NavigatorItemsMaster Items

To define an item:

1. Enter a unique designator for the item.

2. Optionally, select a Control Level to enable only Master level
or Organization level attributes. The default is to enable all
attributes.
3. Select a tabbed region to display an item attribute group
where you can specify values for attributes in that group.
4. To locate a particular attribute without manually looking
through the tabbed regions choose Find Attribute from the
Tools menu.
5. Save your work.

To display existing items:

1. Choose Find from the Query menu and enter search criteria

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in the Find Master Items window. If you do not enter search

criteria and choose Find, the search is made for all items. The
results display in the Master Items Summary folder window.

To define an item by copying attribute information from an

existing item:

2. From the Master Item window choose Copy From on the

Tools menu to open the Copy From window.
3. Enter the name of the item whose attribute information
you want to copy.
4. Choose Cancel to close the Copy From window, choose
Apply to copy attribute information, or choose Done to copy
attribute information and close the Copy From window.
5. Item attribute information is copied from the copy item to
the new item you are defining. You cannot use this process to
copy attributes to an existing item.
6. Attention: Category relationships, organization
assignments, catalog group information, and costs are not
copied.
7. Save your work.

To define an item using a template:

1. From the Master Item window choose Copy From on the

Tools menu.
2. Enter the name of the template you want to apply.
3. Choose Cancel to close the Copy From window, choose
Apply to copy template information, or choose Done to copy
template information and close the Copy From window.
4. You can apply multiple templates to the item. The more
recent attribute values (from the last template applied)
override previous values unless the previous value is not
updatable (such as the Primary Unit of Measure, which is
never updatable).
5. Save your work.

INV 1.1.2 Maintain Master Items: To classify the parts into the required types please do the  Finance Department
following steps:

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 Control Functional Requirement
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The system should allow
classification of items -
parts like i.e. Consumables
& Repairable
INV-1.1.3 Maintain Master Items:
The system should be able
to categorize items - parts.
INV-1.1.4 Maintain Master Items:
The system should be able
assign serial numbers to
items - parts
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Prerequisites:
 Define Items.
 Define Item Types.
NavigatorItemsMaster Items Main tabuser item type
In order to assign items to different categories please do the  Finance Department
following steps:
Inventory Item categorization need to be discussed in detail.
Prerequisites:
 Define Items
 Define Item Categories
NavigatorItemsMaster Items Tools menuCategories
1. Navigate to the Master Items Summary or Organization Items
Summary window.
2. Select an item.
3. Choose Categories from the Tools menu.
4. The item you selected appears at the top of the Category
Assignment window.
5. Select a category set
6. Select a category.
7. The list of values contains categories with the same flex field
structure as the category set you selected. If Enforce the list of
valid categories is selected the list is limited to those
categories.
8. Save your work.
The existing items are so far not having serial control. The serial  Finance Department
control can be established for new items and can be assigned. For
the existing items establishing serial control need to be discussed
with finance department.
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To assign items to serial number please do the following steps:

Prerequisites:

 Define Items.
 Enable lot/serial controls.

NavigatorItemsMaster Items Inventory tablot

You can establish lot number control only for an item that has no
quantity on hand. If Lot Control is controlled at the Master Item
level, the check for on-hand quantity is against the sum of on-
hand quantities in all child organizations.

1. Enable Lot control by choosing full control

2. Enter a starting prefix for all lot numbers you define for this
item.
3. Enter a starting numeric suffix for this item only

NavigatorItemsMaster Items Inventory tabserial

1. Enable the serial number generation by selecting At inventory

receipt , which creates and assigns serial numbers when you
receive the item. Thereafter, for any material transaction, you
must provide a serial number for each unit, or Predefined
which Assigns predefined serial numbers when you receive
the item. Thereafter, for any material transaction, you must
provide a serial number for each unit.
2. Enter a starting alpha prefix for all serial numbers you define.
3. Enter a starting numeric suffix for all serial numbers for this
item only

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INV 2.0 Requisition Processing
Control Functional Requirement
Number
INV 2.0 Requisition Processing
INV-2.1.0 Maintain Purchase
Requisitions :
The system must have the
ability to process different
types of purchase
requisitions
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To process a purchase requisition please do the following steps:  FE and CSD Stores
Prerequisites:
 Setup Oracle Purchasing.
 Define Items.
 Define Suppliers.
Navigator (PO)Requisitions Requisitions
1. Sign on as requester
2. Select responsibility from the Responsibility window
3. Navigate to Requisitions (Requisitions -> Requisitions)
4. ‘Number’ will be generated when the Purchase Requisition
has been saved
5. Select Type from the List of Values
6. Enter a line type for the requisition line
7. In the ‘Item’ field, select item code for service; this should
default Category, Description and UOM
8. Enter the Quantity
9. In the Price field, enter a proposed price
10. Enter a date In the Need-by field
11. Insert a note to the buyer
12. Select the buyer from the pick list
13. In the Organization field, select organization
14. Select location from the Pick list
15. In the Sub inventory field, select the sub inventory from the
pick list
16. In the Source field leave the Default value
17. In the Supplier field, select the supplier’s name from the
pick list:
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INV-2.1.1 Maintain Purchase
Requisitions :
The system should allow
approval of purchase
requisitions through
providing different types of
approval hierarchies.
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18. In the Site field, select the supplier’s site from the pick list:
19. In the Contact field, type in the name of the supplier’s
contact name:
20. In the Phone field, type in the supplier’s telephone number:
21. Click on Distributions (to enter charge and accrual
accounts): normally these should default (linked to the item)
22. Save the record. Note the PR number
23. Click the Approve button on the Requisition screen.
24. Click in the ‘Submit for Approval’ button
25. Click on OK
To approve a purchase requisition please do the following steps:  CSD Manager
Prerequisites:
 Setup Oracle Purchasing.
 A purchase requisition must to be created and forwarded for
approval.
 An approver must exist.
Navigator (PO)Notification SummaryApprove
1. Sign on as the user who the requisition is forwarded to
2. Navigate to Notifications Window (Notification Summary)
3. Select the Purchase Requisition to be Approved
4. Click on the “Subject” of Line requiring attention
5. In the “Action” field select approve
6. Click on “Submit”
7. Approved and rejected Purchase Requisitions are no longer
displayed on the Notifications window
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INV 3.0 Managing Inventory Transactions

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INV 3.0 Transaction Processing

INV-3.1.0 Maintain Transactions:
The system should allow
receipts of items – parts in
stores.
Oracle Inventory can handle different types of receipts e.g. PO  CSD Stores
receipts and non PO receipts, please do the following steps to enter
receipts transactions:
Prerequisites:

 Setting transaction profile options.

 Launching transaction managers.
 Setting control options and restrictions.
 Defining sub inventory and locator defaults.
 Converting units of measure.
 Defining transaction source types.
 Defining transaction types.
 Defining transaction reasons.
 Defining account aliases.
 Defining shipping methods.
 Defining the parameters for gathering movement statistics.
 Defining inter-company relations between two operating units in
a multi-organization environment.

For PO receipts:

Navigator TransactionsReceivingReceipts

1. Navigate to Receiving > Receipts > Find Expected Receipts

window
2. In the “Source type” field select supplier
3. Navigate to the “Purchase Order” field choose a PO against
which receipts are to be made
4. Click on “Find” button
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5. The ‘Receipt Header’ will open.

6. The system will generate a receipt number once the receiving is
complete.
7. Optionally enter the “Shipped Date”
8. Optionally enter the “Packing Slip”
9. Optionally enter the “Waybill/Air bill”
10. Optionally select a “Freight Carrier” from pick list
11. Optionally enter the “Bill of Lading”
12. Switch to “Receipts” window
13. On the ‘Lines’ Tab the system should default to the selected
Purchase Order Lines
14. Select the “Check Box” to the left of the required line
15. Go to the “Quantity” field and enter the quantity to be received
against the PO
16. “Save” the transaction
17. Switch to the “Header” window and note down the “Receipt
Number”
18. Print the “Receiving Transaction Register”
19. Navigate to Transactions>Receiving>View Receiving
Transaction
20. Go to the Receipt Field Select the Receipts # generated above
21. Press Find button
22. Click on Transactions button
23. Transaction Type will be shown

For none PO receipts:

Navigator TransactionsMiscellaneous Receipt

1. Navigate to the Miscellaneous Transaction window.

2. Enter the date and time of entry for the transaction.
3. Enter a miscellaneous transaction type for the transfer. This
can either be a predefined system type or one you defined.
4. Optionally, enter the source of the transaction type.
5. Optionally, enter the general ledger account against which
the material is issued or received.
6. Optionally, indicate if inventory information should be
defaulted from the serial number.
7. Choose Transaction Lines in the Miscellaneous Transaction
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window. The Transaction Lines Detail folder window appears.

8. Enter an inventory item to issue or receive. If you choose to
default inventory information from the serial number, enter a
serial number.
9. Enter the revision for the item to issue or receive. You must
enter a value in this field if the item is under revision control.
10. Enter a sub inventory. For an issue transaction, you cannot
enter a sub inventory that does not have Quantity Tracking
turned on.
11. Enter a locator. You must enter a value here if you
established locator control for the item.
12. Optionally, enter a lot number for the item. If you want to
enter multiple lot numbers, complete the remaining steps, then
choose the Lot/Serial button to display the Lot Entry window.
13. Enter a unit of measure. This can be the primary unit of
measure (the default) or any valid alternate unit of measure.
14. If you enter an alternate unit of measure, Oracle Inventory
issues the quantity you specify in this unit of measure. Oracle
Inventory also converts the quantity to the primary unit of
measure so that it can correctly update the on-hand quantity.
15. Enter the quantity of the inventory item to issue or receive,
based on the unit of measure you specified.
16. If using average costing, enter the unit cost of the item to
receive or issue. Leave this field blank to use the system average
cost at the time of the transaction.
17. Optionally, enter a reason code for the transaction. For
example, you can use reason codes to allow you to mark
exceptional charges to support quality data collection.
18. Optionally, enter up to 240 characters of free text that
describe the transaction.
19. Enter a general ledger account for the item to use in the
transaction. You can change this account only for miscellaneous
issue/receipt or user-defined transaction types.
20. Save your work.

INV-3.1.1 Maintain Transactions: GAP

Can be customized by ITS in a preprinted or normal report format
The system should have the
ability to prepare Stores The Receipt Number can be used as SR Voucher Number.
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Receipt voucher (SRV )
INV-3.1.2 Maintain Transactions:
The system should have the
ability to record Temporary
issue to the Engineer for the
customer
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To record a temporary issue please do the following steps and store GAP CSD Stores
the engineer name which will be saved in a newly added field.
Prerequisites:
 Refer to INV-3.1.0.
Navigator TransactionsSub Inventory Transfer
1. Navigate to the Sub inventory Transfer window.
2. Enter the date and time of entry for the transaction.
3. Enter a transaction type for the sub inventory transfer. This
can either be a predefined system type or one you defined.
4. Optionally, enter the source of the transaction type.
5. Optionally, indicate if inventory information should be
defaulted from the serial number.
6. Choose Transaction Lines in the Sub inventory Transfer
window. The Transaction Lines Detail folder window
appears.
7. Enter an inventory item to transfer. If you choose to default
inventory information from the serial number, enter a serial
number.
8. Optionally, enter the revision for the item. You must enter a
value here if the item is under revision control.
9. Enter the sub inventories from and to which to transfer
material. Enter the same sub inventory in the Sub and To
Sub fields to transfer material between locators.
10. Optionally, enter the locators from and to which to transfer
the item. You must enter a value here if you established
locator control.
11. You can enter a new value in the To Locator field only if you
defined locator control as dynamic entry.
12. Optionally, enter a lot number for the item. If you want to
enter multiple lot numbers, complete the remaining steps,
then choose the Lot/Serial button to display the Lot Entry
window.
13. Enter a unit of measure. This can be the primary unit of
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measure (the default) or any valid alternate unit of measure.

14. If you enter an alternate unit of measure, Oracle Inventory
issues the quantity you specify in this unit of measure.
Oracle Inventory also converts the quantity to the primary
unit of measure so that it can correctly update the on-hand
quantity.
15. Enter the quantity of the inventory item to transfer, based on
the unit of measure you specified.
16. Optionally, enter a reason code for the transaction.
17. Optionally, enter up to 240 characters of free text that
describes the transaction.
18. Review the following fields:
Available: Displays the quantity available to transfer, based
on the unit of measure you specified. The available quantity
includes reservations against current transaction source. The
available quantity is specific to the revision level, lot
number, From sub inventory, and From locator you specify
for the transfer.
On hand: Displays the current on-hand quantity for the
item, based on the unit of measure you specified. The on-
hand quantity is specific to the revision, lot number, From
sub inventory, and From locator you specify for the transfer.
On-hand includes quantities for pending transactions
19. Save your work.

INV-3.1.3 Maintain Transactions: Receiving returns from customers can be done as follows:  CSD Stores

The system should have the Prerequisites:

ability to handle Receiving
the defective returns from  Refer to INV-3.1.0.
the customers
Navigator TransactionsReceivingReceipts

 Refer to INV-3.1.0.

INV-3.1.4 Maintain Transactions: GAP

Can be customized by ITS in a preprinted or normal report format
The system should have the
ability to prepare Return
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Voucher
INV-3.1.5 Maintain Transactions:
The system should have the
ability to handle Permanent
Issue of the Spare parts
after receiving defective
ones
INV-3.1.6 Maintain Transactions:
The system should have the
ability to prepare Issue
Voucher
INV-3.1.7 Maintain Transactions:
The system should not allow
issuing of item to any
customer unless same item
has been returned by the
same customer.
INV-3.1.8 Maintain Transactions:
The system should allow
Issuing of Spare Parts to
Other ITS locations like
Dubai, Riyadh …..
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Issuing spare parts can be done as follows:  CSD Stores
Prerequisites:
 Refer to INV-3.1.0.
Navigator Transactions Miscellaneous Issue
 Refer to INV-3.1.0.
GAP
Can be customized by ITS in a preprinted or normal report format
A workaround solution can be provided by ITS to prevent the user GAP
from issuing the new part to a customer unless there is a
corresponding return from the same customer
Issuing spare parts to other locations can be done as follows: GAP CSD Stores
Transferring inventory items across company has to be looked upon
for its feasibility or need to adopt a workaround.
Prerequisites:
 Define an inventory item that is common to both organizations.
 Define at least two organizations, one of which is valid to receive
material from the other.
 Set up inter-organization relationships and their corresponding
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accounts.
 For direct transfers, if the item to transfer is under serial number
control, the item must have the same unit of measure in each
organization.

Navigator TransactionsInter Organization Transfer

1. Navigate to the Inter-organization Transfer window.

2. Enter the date of entry for the transaction.
3. Enter an organization to which to transfer the material. You
must first define this organization as valid to receive material
from your current organization.
4. In addition, if this organization uses in transit inventory, Oracle
Inventory stores the material as in transit inventory when you
transfer any material to this organization. You must then move
the material from in transit inventory to this organization with
an in transit inventory receipt.
5. Enter a transaction type. This can be either a predefined system
type or one you defined. Optionally, you can enter the source of
the transaction type.
6. Indicate if inventory information should be defaulted from the
serial number.
7. Enter any optional Shipment information.
8. Choose Transaction Lines from the Inter-organization Transfer
window.
9. Enter an inventory item to transfer.
10. You can transfer the same item more than once. For example,
you can specify an item more than once to transfer partial
quantities to different sub inventories or stock locators.
11. For a direct transfer, if the item is under revision control in either
organization, enter a revision that is common to the item in both
organizations.
12. Enter a sub inventory from which to transfer the material.
13. Optionally, enter the sub inventory to which to transfer the
material. You must enter a value in this field for direct inter-
organization transfers.
14. If you established locator control for the item, enter from and to
locators.
15. Enter a lot number for the item. If you want to enter multiple lot
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numbers, complete the remaining steps then choose the

Lot/Serial button to display the Lot Entry window.
16. For receipt transactions, if you enter a lot number, enter the date
the lot expires. You can enter a value here only if the Lot
Expiration (Shelf Life) Control attribute is set to User-defined
Expiration Date.
17. Enter a unit of measure. This can be the primary unit of measure
(the default) or any valid alternate unit of measure.
18. If you enter an alternate unit of measure, Oracle Inventory issues
the quantity you specify in this unit of measure. Oracle
Inventory also converts the quantity to the primary unit of
measure so that it can correctly update the on-hand quantity.
19. Enter the quantity of the item to transfer.
20. Optionally enter a reason code for the transaction. For example,
you can use reason codes to allow you to mark exceptional
charges to support a quality data collection and reporting
system.
21. You can also enter up to 240 characters of free text in the
Reference field that describe the transaction.
22. Enter a value in the Added Value field that represents the
transfer charge. You can enter a value here only if you entered
Requested value in the Inter-Organization Transfer Charge field
in the Organization Parameters window.
23. Enter the percent of the transaction value that represents the
transfer charge. You can enter a value here only if you entered
Requested percent in the Inter-Organization Transfer Charge
field in the Organization Parameters window..
24. Save your work.

INV-3.1.9 Maintain Transactions: Issuing spare parts to FE can be done as follows:  CSD Stores

The system must be able to Prerequisites:

do issue of spare Parts to the
Field Engineer’s Tool Kit  Refer to INV-3.1.0.

Navigator TransactionsSub Inventory Transfer

 Refer to INV-3.1.2

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INV- Maintain Transactions:
3.1.10
The system should allow
Sending the Defective Spare
parts to the ITS Workshop
INV- Maintain Transactions:
3.1.11
Send details of Parts to Help
Desk to obtain HDR
INV- Maintain Transactions:
3.1.12
The system should handle
returning of items - parts
after repairing in Work Shop
INV- Maintain Transactions:
3.1.13
The system should have the
ability to record HDR no
INV- Maintain Transactions:
3.1.14
The system should allow
Sending Parts to the Repair
Supplier (Local)– Parts with
Warranty
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Issuing defective spare parts to workshop can be done as follows:  CSD Stores
Prerequisites:
 Refer to INV-3.1.0.
Navigator TransactionsSub Inventory Transfer
 Refer to INV-3.1.2
GAP
To be manually performed as being done now.
Returning parts to workshop can be done as follows:  CSD Stores
Prerequisites:
 Refer to INV-3.1.0.
Navigator TransactionsSub Inventory Transfer
 Refer to INV-3.1.2
GAP
Can be entered as a reference field or using descriptive flex field
feature.
Please do the following steps to send parts to the repair supplier:  CSD Stores
Prerequisites:
 Refer to INV-3.1.0.
Navigator (PO)Requisitions Requisitions
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 Refer to INV-2.1.0

Navigator (PO)Notification SummaryApprove

 Refer to INV-2.1.1

Navigator TransactionsSub Inventory Transfer

 Refer to INV-3.1.2

INV- Maintain Transactions: Please do the following steps to send parts to the local repair  CSD Stores
3.1.15 supplier: CSD Manager
The system should allow
Sending Parts to the Repair Prerequisites:
supplier (local)- Parts
without warranty  Refer to INV-3.1.0.

Navigator (PO)Requisitions Requisitions

 Refer to INV-2.1.0

Navigator (PO)Notification SummaryApprove

 Refer to INV-2.1.1

Navigator Transactions Miscellaneous Issue

 Refer to INV-3.1.0

After Repair

Navigator TransactionsReceivingReceipts

 Refer to INV-3.1.0

INV- Maintain Transactions: Please do the following steps to send parts to the foreign repair  CSD Stores
3.1.16 supplier:
The system should allow

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Control Functional Requirement Functional MAP / Recommended Solution MAP Responsibility
Number

Sending Parts to the Repair Prerequisites:

supplier (outside)
 Refer to INV-3.1.0.

Navigator (PO)Requisitions Requisitions

 Refer to INV-2.1.0

Navigator (PO)Notification SummaryApprove

 Refer to INV-2.1.1

Navigator Transactions Miscellaneous Issue

 Refer to INV-3.1.0

Navigator TransactionsReceivingReceipts

 Refer to INV-3.1.0

Note: RMA no provided by purchase can be provided as reference .

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Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date Impact

Date

Closed Issues

ID Issue Resolution Responsibility Target Date Impact

Date

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