Oracle Procure to Pay Flow

Create Requisition
> With Purchasing, you can easily create requisitions on-line. Complete a requisition
for any item by simply entering the requestor name, item description, delivery
location, price, delivery quantity, and accounting distribution.

Create Purchase Order

> Purchasing provides the Purchase Orders window that you can use to enter
standard and planned purchase orders as well as blanket and contract purchase
agreements.

Create Inventory Receipt

> Purchasing lets you control the items you order through receiving, inspection,
transfer, and internal delivery. You can use these features to control the quantity,
quality, and internal delivery of the items you receive.

Enter AP Invoice
> An invoice from a supplier representing an amount due for goods or services
purchased. Standard invoices can be either matched to a purchase order or not
matched. Oracle Payables facilitate entering of supplier invoices and/or credit
memos.

Make Payment
> Oracle payable also provides functionality for payment of supplier invoices and
also facilitate various payment methods such as EFT and Checks.

Transfer to GL
>> Once all sub-ledger transactions are done, accounting is maintained in General
Ledger. Oracle also supports various financial reports for different reporting needs.

Create Requisition
> With Purchasing, you can easily create requisitions on-line. Complete a requisition
for any item by simply entering the requestor name, item description, delivery
location, price, delivery quantity, and accounting distribution.

Create Purchase Order

> Purchasing provides the Purchase Orders window that you can use to enter
standard and planned purchase orders as well as blanket and contract purchase
agreements.

Create Inventory Receipt

> Purchasing lets you control the items you order through receiving, inspection,
transfer, and internal delivery. You can use these features to control the quantity,
quality, and internal delivery of the items you receive.

Enter AP Invoice
> An invoice from a supplier representing an amount due for goods or services
purchased. Standard invoices can be either matched to a purchase order or not
matched. Oracle Payables facilitate entering of supplier invoices and/or credit
memos.

Make Payment
> Oracle payable also provides functionality for payment of supplier invoices and
also facilitate various payment methods such as EFT and Checks.

Transfer to GL
>> Once all sub-ledger transactions are done, accounting is maintained in General
Ledger. Oracle also supports various financial reports for different reporting needs.
Enter the below information like requisition type and item details as
shown below

Enter Quantity and Save Requisition. You can save the requisition
number at this stage.
Click Approve button and Submit for Approval
Once requisition is approved we will not be able to open the
requisition again. We can check the requisition details in Requisition
summary form.

Navigation: Purchasing Responsibility > Autocreate

Enter requisition number which is saved and hit TAB to ensure you
requisition is valid. Make sure you empty the Ship-To and Buyer
fields as it might add un-necessary condition to your search query.
Once you find the requisition select it by enabling the checkbox and
choose the type of document you want to create. In this example
we are converting requisition into “Standard Purchase Order”. You
also have the option to convert requisition into RFQ.
Choose automatic if you wish to convert this single requisition into
one purchase order. Choose manual if you want to add multiple
requisitions into one purchase order.

In the below screen you can choose the supplier and supplier site. If
you skip here you will need to enter on Purchase Order form before
you submit PO for approval.

Once you click on Create button all requisition information is

transferred to Purchase Order Form.

Select Ship-To field carefully as this is required to create inventory

receipt / purchasing receipt.
Click Approve button and submit for approval. Assuming that you
have enough $ limit or it is approved by concerned person we will
move on to next step.

Now PO being sent to Supplier , we can expect the products to be

delivered to us. Once items / products are delivered to us we will
create Receipt to record the details of the products received.

We can create Receipt in purchasing module or inventory module.

Navigation: Purchasing Responsibility > Receiving > Receipts

Select the organization that you have selected in “Ship-To” filed of
Purchase order

Enter the Purchase order number on find screen and find it.
If your PO is found then it will open “Receipt Header” and “Receipts”
form.
Move Receipt Header form side and check the line you would like to
receive. If sub inventory is not defaulted automatically choose sub
inventory in which you would like to receive the material like FGI,
Stores etc.
Once you enter all the information Make sure to Save the Receipt.

Once you create a receipt for PO you will not be allowed to create
another receipt for the same PO. It is allowed only in case of partial
receipts.

Along with items / products supplier will also send Invoice asking
for payment.

Navigation: Payables Responsibility > Invoices > Entry > Invoices

Enter the information as per the document (Invoice) received from

supplier
Once the header information is entered we will match the invoice
with purchase order by clicking Match button.

Enter Purchase Order Number and Find it.

Once the PO is found select the “Match” checkbox and click Match
button at the bottom.
Once the PO is matched you can see the Total amount in General
Tab as shown below.

Click Calculate Tax button to add any tax if it is applicable.

The total amount on header should be equal to total of line

amounts.
Click Actions Button and Select Validate option.

Make sure Invoice is validated correctly as shown below.

‘
Again click on Actions button and this time select “Create
Accounting” option. choose Final Post to send accounting
information directly to GL and post.

Once accounting is successful you will be greeted with the following

message.
Now in General Tab of Invoice you should be able to see the Status
as below.

Normally any company will wait for the due date to make payment.
If we choose to pay ahead also we can pay it.

Navigation: Scheduled Payments > Pay..1

Payments form will open as shown below.

Enter Payment Method and payment process profile details

Save your payment by clicking SAVE button.

Once payment is done we need to create accounting.

Click Actions button and select Final Post.

Finally, Make sure your payment is recorded in “View Payments” tab
of your invoice. You might need to re-query your invoice to see this
information.
Procure to Pay query without receipts

select distinct

reqh.segment1 REQ_NUM,

reqh.AUTHORIZATION_STATUS REQ_STATUS, -- poh.po_header_id,

poh.segment1 PO_NUM,

pol.line_num,

poh.AUTHORIZATION_STATUS PO_STATUS,

-- i.invoice_id,

i.invoice_num,

i.invoice_amount,

i.amount_paid,

i.vendor_id,

-- v.vendor_name,

-- p.check_id,

c.check_number,
 h.gl_transfer_flag,

h.period_name

from ap_invoices_all i,

ap_invoice_distributions_all invd,

po_headers_all poh,

po_lines_all pol,

po_distributions_all pod,

po_vendors v,

po_requisition_headers_all reqh,

po_requisition_lines_all reql,

po_req_distributions_all reqd,

ap_invoice_payments_all p,

ap_checks_all c,

ap_ae_headers_all h,

ap_ae_lines_all l

where 1=1

and i.vendor_id = v.vendor_id

and c.check_id = p.check_id

and p.invoice_id = i.invoice_id

and poh.PO_HEADER_ID = pol.PO_HEADER_ID

and reqh.REQUISITION_HEADER_ID = reql.REQUISITION_HEADER_ID

and reqd.REQUISITION_LINE_ID = reql.REQUISITION_LINE_ID

and pod.REQ_DISTRIBUTION_ID = reqd.DISTRIBUTION_ID

and pod.PO_HEADER_ID = poh.PO_HEADER_ID

and pod.PO_DISTRIBUTION_ID = invd.PO_DISTRIBUTION_ID

and invd.INVOICE_ID = i.INVOICE_ID

and h.ae_header_id = l.ae_header_id

and l.SOURCE_TABLE = 'AP_INVOICES'

AND l.SOURCE_ID = i.invoice_id

--and poh.segment1 = 4033816 -- PO NUMBER

and reqh.segment1 = '501' -- REQ NUMBER

 --and i.invoice_num = 3114 -- INVOICE NUMBER

--and c.check_number = -- CHECK NUMBER

--and vendor_id = -- VENDOR ID;

PROCURE TO PAY CYCLE QUERY WITH RECEIPTS

SELECT DISTINCT reqh.segment1 req_num, reqh.authorization_status req_status,

-- POH.PO_HEADER_ID,

poh.segment1 po_num, pol.line_num,

poh.authorization_status po_status, rcvh.receipt_num,

rcv.inspection_status_code,

-- I.INVOICE_ID,

i.invoice_num, i.invoice_amount,

i.amount_paid, i.vendor_id,

-- V.VENDOR_NAME,

-- P.CHECK_ID,

c.check_number, h.gl_transfer_flag,

h.period_name

FROM ap_invoices_all i,

ap_invoice_distributions_all invd,

po_headers_all poh,

po_lines_all pol,

po_distributions_all pod,

po_vendors v,

po_requisition_headers_all reqh,

po_requisition_lines_all reql,

po_req_distributions_all reqd,

rcv_transactions rcv,

rcv_shipment_headers rcvh,

rcv_shipment_lines rcvl,

ap_invoice_payments_all p,
 ap_checks_all c,

ap_ae_headers_all h,

ap_ae_lines_all l

WHERE 1 = 1

AND i.vendor_id = v.vendor_id

AND c.check_id = p.check_id

AND p.invoice_id = i.invoice_id

AND poh.po_header_id = pol.po_header_id

AND reqh.requisition_header_id = reql.requisition_header_id

AND reqd.requisition_line_id = reql.requisition_line_id

AND pod.req_distribution_id = reqd.distribution_id

AND pod.po_header_id = poh.po_header_id

--AND POH.PO_HEADER_ID = RCV.PO_HEADER_ID

AND rcvh.shipment_header_id = rcv.shipment_header_id(+)

--AND RCVH.SHIPMENT_HEADER_ID = RCVL.SHIPMENT_HEADER_ID

--AND RCV.TRANSACTION_TYPE = 'RECEIVE'

--AND RCV.SOURCE_DOCUMENT_CODE = 'PO'

--AND POL.PO_LINE_ID = RCV.PO_LINE_ID

--AND POD.PO_DISTRIBUTION_ID = RCV.PO_DISTRIBUTION_ID

AND pod.po_distribution_id = invd.po_distribution_id

AND invd.invoice_id = i.invoice_id

AND h.ae_header_id = l.ae_header_id

AND l.source_table = 'AP_INVOICES'

AND l.source_id = i.invoice_id

--AND POH.SEGMENT1 = 36420 -- PO NUMBER

AND reqh.segment1 = '501' -- REQ NUMBER

--AND I.INVOICE_NUM = 3114 -- INVOICE NUMBER

--AND C.CHECK_NUMBER = -- CHECK NUMBER

--AND VENDOR_ID = -- VENDOR ID

--AND RECEIPT_NUM = 692237

Important tables and join between them