Procure 2 Pay Cycle:-
Mainly three applications are involved in Financial Module i.e. P2P cycle.Those 3 applications are :-
Purchasing (PO)
Account Payables (AP)
General Ledger (GL)
Three types of roles are involved Those are Requestor .
Requestor : Employee who require or request for the materials.
Preparer : Employee who is going to prepare the Document.
Buyer : Employee who is having the authority to purchase materials.
1. Requisition: When there is goods are services requirement in Organization Service is in employee These Requisitions contain three levels of information i.e.
1. Header ,2. Lines ,3. Distribution .
They two types of Requisition
1. Internal Requisition
2. Purchase Requisition
1. Internal Requisition: Internal Requisition will be created by Employee and send to the where house to adjust items internally
2. Purchase Requisition: It will be created by Employee and send to the Purchasing department to accrue goods from external sources.
1 . Requisition:- Navigation: Purchasing, Vision Operations (USA) >Requisitions - > Requisitions
We enter the Requisition data in 3 levels. Those are Headers, Lines and Distributions.Enter Requisition type at headers level and Item,UOM, Quantity, Price and Need-By-Date columns at lines level like below .
Click on Distributions and click on Charge Account column, Accounts information will propagate automatically. Save your data by clicking.
Press Approve button which send requisition for approval. Once it get approved from Manager its status will get change to 'APPROVED' from 'INCOMPLETE'
save button in menu.
A) PO_REQUISITION_HEADERS_ALL (Requisition Header Information) :
Select *from PO_REQUISITION_HEADERS_ALL
where segment1 = '' -- segment1 will be rerequisition number.
B) PO_REQUISITION_LINES_ALL (Requisition Lines Information ):
select *
from PO_REQUISITION_LINES_ALL
where requisition_header_id =
(Select requisition_header_id
from PO_REQUISITION_HEADERS_ALL
where segment1 = '')
Select *from PO_REQUISITION_HEADERS_ALL
where segment1 = '' -- segment1 will be rerequisition number.
B) PO_REQUISITION_LINES_ALL (Requisition Lines Information ):
select *
from PO_REQUISITION_LINES_ALL
where requisition_header_id =
(Select requisition_header_id
from PO_REQUISITION_HEADERS_ALL
where segment1 = '')
2. RFQ :-
Once the Requisition is Approved Buyer will prepare thre RFQ document which will be
delivered to the supplier. Supplier will respond for that with quotation. we have Three types of RFQ documents.
BID :- This will be prepared for the secific fixed quantity and there won't be any
Price Braeaks (Discounts).
Catalog :- This will be create for te materials which we will purchase from the
suppliers regularley , and large number of quantity. Here we can specify the
Price Breaks.
Standard: - This will be prepared for the Items which we will purchase only once
not very often,Here we can include the Discounts information at different
auantity levels.
SELECT * FROM PO_HEADERS_ALL WHERE SEGMENT1='' AND TYPE_LOOKUP_CODE='RFQ' --PO_HEADER_ID=''
SELECT * FROM PO_LINES_ALL WHERE PO_HEADER_ID='' -- PO_LINE_ID=''
SELECT * FROM PO_LINE_LOCATIONS_ALL WHERE PO_LINE_ID='' --LINE_LOCATION_ID=''
3.QUOTATION:-
Quotation is another purchasing document we will receive from the Supplier which
contains the supplier quote details , Price, Payment terms and so on.
Whatever the quotations we have received from the supplier we will enter in the system
through form.
We have three types of Quotations 1)Bid 2)Catalog 3)Standard
For Bid RFQ we will receive Bid quotation from the Supplier
For Catalog RFQ we will receive Catalog quotation from the Supplier
For Standard RFQ we will receive Standard quotation from the Supplier.
After enter all the quotations in the system management will do quote analysis as per
that one best quotation will be elected as Purchase Order.
Navigation: Purchasing, Vision Operations (USA) ---> RFQ’s and Quotations ---> Quotations
Quotation Report
Item Name (Table Value set MTL_SYSTEM_ITEMS_B Segment1)
QuoteNo Type Cdate Supplier Site ContactPerson Buyer Created(UserName)
SELECT * FROM PO_HEADERS_ALL WHERE SEGMENT1='' AND TYPE_LOOKUP_CODE='QUOTATION'; SELECT * FROM PO_LINES_ALL WHERE PO_HEADER_ID=; SELECT * FROM PO_LINE_LOCATIONS_ALL WHERE PO_LINE_ID='';
4.PURCHASE ORDER:- Purchase Orders: It’s a legal document which will be created by Organization and send to the Supplier to buy goods or services
They are Four Types of Purchase Order i.e.
1. Standard Purchase Order
2. Plan Purchase Order
3. Blanket Purchase Agreement
4. Contract Purchase Agreement
Navigation: Purchasing, Vision Operations (USA) ---> Purchase Orders ---> Purchase Orders
These are four level of information in purchase order:-
Header
Lines
Shipment
Distribution
Purchase Order can be create in two ways: 1. Manual 2. Auto create
2 Manual Creation:-
Standard Purchase Order: it’s a legal document to buy goods of service by supplier it will be created when we know the term and conditions goods or services, price, Quantity, Delivery, Schedule, and accounting distribution and also it is one time purchase order.
SELECT * FROM PO_HEADERS_ALL WHERE SEGMENT1='' AND TYPE_LOOKUP_CODE='STANDARD' --PO_HEADER_ID =''
--TYPE_LOOKUP_CODE
SELECT * FROM PO_LINES_ALL WHERE PO_HEADER_ID =''--PO_LINE_ID=''
SELECT * FROM PO_LINE_LOCATIONS_ALL WHERE PO_LINE_ID=''--LINE_LOCATION_ID=''
SELECT * FROM PO_DISTRIBUTIONS_ALL WHERE LINE_LOCATION_ID=''
SELECT * FROM PO_LOOKUP_CODES --LOOKUP_CODE''
5. Receipts:- Navigation: Purchasing, Vision Operations (USA) ---> Receiving ---> Receipts
1. Direct method
2. Standard Receipt
3. Inspection
Note: always receiving will be done at inventory Organization
1 Direct Delivery: it is receipt routing goods will be direct delivery to final destination .
2 Standard receipt: Under this receipt routing first goods will be received at one place and send to the final destination.
3 Inspection: Under this method first goods will be received at one place then inception came then inspection people inspection then goods after that the final destination.
Match Approval Level :- While creating the Purchase Order we will mention the Match Approval Level at Shipments we will have 3 types they are
2-way:- Purchase Order and Invoice Quantities must match within tolerance before the corresponding invoice can be paid.
3-way:- Purchase Order, Receipts and Invoice Quantities must match with in tolerance before the corresponding invoice can be paid.
4-way:- Purchase Order, Receipts, Inspection and Invoice Quantities must match with in tolerance before the corresponding invoice can be paid.
SELECT * FROM AP_INVOICES_ALL WHERE INVOICE_NUM='';
SELECT * FROM AP_INVOICE_LINES_ALL WHERE INVOICE_ID='';
SELECT * FROM AP_INVOICE_DISTRIBUTIONS_ALL WHERE INVOICE_ID='';
6. Invoice:-
Types of Invoices
Types of Invoices:-
1. Standard
2. Credit Memo
3. Debit Memo
4. With Holding Tax
5. Po Default
6. Mixed
7. Pre Payment
8. Expense Report
9. Recurring Invoices
10. Quick Match
Enter purchase order number, line and shipment and click on Find button.
Enter Purchase Order (PO) number, Invoice date, Invoice number, amount and tax control amount and click on Match button to match invoice with that particular Purchase order
Tick match check box at lines level and click on Match button and copy invoice number.
a) AP_INVOICES_ALL (Invoice Header information)
Select * From AP_INVOICES_ALL
where po_header_id =
( Select Po_header_id
From PO_HEADERS_ALL
where segment1='');
b) AP_INVOICE_LINES_ALL (Invoice Lines Information)
Select * from AP_INVOICE_LINES_ALL
where invoice_id =
(Select invoice_id
From AP_INVOICES_ALL
where po_header_id =
( Select Po_header_id
From PO_HEADERS_ALL
where segment1=''));
c) AP_INVOICE_DISTRIBUTIONS_ALL (Invoice Distributions information)
Select * from AP_INVOICE_DISTRIBUTIONS_ALL
where invoice_id =
(Select invoice_id
From AP_INVOICES_ALL
where po_header_id =
( Select Po_header_id
From PO_HEADERS_ALL
where segment1=''));
Tick validate check box and click OK button, check Status column as “Validated”. Now click on Actions button again and tick Create accounting check box with final or final post.
Once invoice got approved, we can “Create Accounting” and “Create Payments” via “Action” Button in the “Invoice Form” as we validated the invoice.
SELECT * FROM AP_INVOICES_ALL WHERE INVOICE_NUM=''; SELECT * FROM AP_INVOICE_LINES_ALL WHERE INVOICE_ID='; SELECT * FROM AP_INVOICE_DISTRIBUTIONS_ALL WHERE INVOICE_ID=';
7. Payments:-
Navigation : Payables Responsibility -> Payments -> Payments
Payments:- Once the Invoice is approved then we can go for payments. The Payments are or 3 types. They were
1. Manual
2. Quick
3. Refund
Manual:- Here we will issue the checks manually to the supplier and we will capture that information in the payment scheme by using manual payment option.
Quick:- Through the Quick Payment type we can generate checks through the system and we can have the transactions directly in the system.
Refund:- When ever company is going to give advance back to the customer that time we will select payment type as Refund.
For view list of payments:
Select * from ap_invoice_payments_all;
Select * from ap_payment_schedules_all;
For check’s information:
Select * from ap_checks_all;
For check format:
Select * from ap_check_formats;
Select * from ap_checkrun_conc_processes_all;
8.Transferring Transactions from AP to GL:- Run Payables Transfer To GL Program from Payables Responsibilty. It will transfer Payables Data into Gl modules.
Run “Transfer Journal Entries to General Ledger” program. Enter the parameters
SELECT * FROM GL_JE_BATCHES WHERE NAME LIKE ''; SELECT * FROM GL_JE_HEADERS WHERE JE_BATCH_ID=; SELECT * FROM GL_JE_LINES WHERE JE_HEADER_ID IN ;