Main Business Components in Oracle Purchasing are
- Employee/Buyers
- Vendor/Suppliers
- Requisitions
- Purchase Orders
- Receipts
- Employees
You must to be setup as an employee in order to create a requisition or a PO. If Oracle HR is installed then you have to use the form defined in Oracle HRMS to define an employee. If Oracle HR is not installed then you can use a form under Setup->Personnel->Employees to setup employees.
Main tables are HR_EMPLOYEES, PER_PEOPLE_F
Important Note: The view HR_EMPLOYEES_CURRENT_V gives one record per active employee. PER_PEOPLE_F/PER_ALL_PEOPLE_F store multiple records per employee with specific start and end dates
Vendors
PO_VENDORS(11.5.X)/ap_suppliers(R12), PO_VENDOR_SITES_ALL(11.5.X)/ap_supplier_sites(R12) and PO_VENDOR_CONTACTS(11.5.X)/AP_SUPPLIER_CONTACTS(R12) are the main tables for this entity. Vendors are global i.e. a vendor, once defined, can be used across operating units (OU). Vendor sites are OU specific. Most of the PO tables store the VENDOR_ID and VENDOR_SITE_ID columns. VENDOR_SITE_ID is unique (not unique within a VENDOR_ID) in 11i. It used to be unique for a vendor until 11.0.PO_VENDORS(AP_SUPPLIERS)
PO_VENDORS((AP_SUPPLIERS) stores information about your suppliers. You need one row for each supplier you define. Each row includes the supplier name as well as purchasing, receiving, payment, accounting, tax, classification, and general information.
Oracle Purchasing uses this information to determine active suppliers. VENDOR_ID is the unique system–generated receipt header number invisible to the user.
SEGMENT1 is the system–generated or manually assigned number you use to identify the supplier in forms and reports. Oracle Purchasing generates SEGMENT1 using the PO_UNIQUE_IDENTIFIER_CONTROL table if you choose to let Oracle Purchasing generate supplier numbers for you.
This table is one of three tables that store supplier information. PO_VENDORS(AP_SUPPLIERS) corresponds to the Suppliers window.
PO_VENDOR_SITES_ALL(AP_SUPPLIER_SITES_ALL)
PO_VENDOR_SITES_ALL stores information about your supplier sites. You need a row for each supplier site you define. Each row includes the site address, supplier reference, purchasing, payment, bank, and general information. Oracle Purchasing uses this information to store supplier address information.
This table is one of three tables that store supplier information. PO_VENDOR_SITES_ALL corresponds to the Sites region of the Suppliers window.
PO_VENDOR_CONTACTS(AP_SUPPLIER_CONTACTS)
PO_VENDOR_CONTACTS(AP_SUPPLIER_CONTACTS) stores information about contacts for a supplier site. You need one row for each supplier contact you define.
Each row includes the contact name and site.
This table is one of three tables that store supplier information. PO_VENDOR_CONTACTS(AP_SUPPLIER_CONTACTS) corresponds to the Contacts region of the Supplier Sites window
Requisition
This entity is the starting point of data flow in the PO module. Requisitions can be created by various means – Enter Reqs form, Requisition Interface tables or using Self Service Purchasing.
All requisitions need to be approved before being considered for future processing. An unapproved requisition has a value of ‘Incomplete’ for the column AUTHORIZATION_STATUS in the table PO_REQUISITION_HEADERS. After the requisition is completed it should be submitted for Approval. Approval is a separate piece of code that is reused in both Reqs as well as PO approval. It is a combination of Workflow, PL/SQL and Pro*C code.
There are 3 main tables for Reqs:
PO_REQUISITION_HEADERS:
PO_REQUISITION_HEADERS_ALL stores information about requisition headers. You need one row for each requisition header you create. Each row contains the requisition number, preparer, status, and description.
REQUISITION_HEADER_ID is the unique system–generated requisition number. REQUISITION_HEADER_ID is invisible to the user.
SEGMENT1 is the number you use to identify the requisition in forms and reports. Oracle Purchasing generates SEGMENT1 using the PO_UNIQUE_IDENTIFIER_CONTROL table if you choose to let Oracle Purchasing generate requisition numbers for you.
PO_REQUISITION_HEADERS_ALL corresponds to the Header region of the Requisitions window.
SEGMENT1 provides unique values for each row in the table in addition to REQUISITION_HEADER_ID.
PO_REQUISITION_LINES:
PO_REQUISITION_LINES stores information about requisition lines. You need one row for each requisition line you create.
Each row contains the line number, item number, item category, item description, need–by date, deliver–to location, item quantities, units, prices, requestor, notes, and suggested supplier information for the requisition line.
LINE_LOCATION_ID identifies the purchase order shipment line on which you placed the requisition. LINE_LOCATION_ID is null if you have not placed the requisition line on a purchase order.
BLANKET_PO_HEADER_ID and BLANKET_PO_LINE_NUM store the suggested blanket purchase agreement or catalog quotation line information for the requisition line.
PARENT_REQ_LINE_ID contains the REQUISITION_LINE_ID from the original requisition line if you exploded or multi-sourced this requisition line.
This table corresponds to the Lines region of the Requisitions window.
PO_REQ_DISTRIBUTIONS:
PO_REQ_DISTRIBUTIONS_ALL stores information about the accounting distributions associated with each requisition line. Each requisition line must have at least one accounting distribution. You need one row for each requisition distribution you create.
Each row includes the Accounting Flexfield ID and requisition line quantity.
PO_REQ_DISTRIBUTIONS_ALL is one of three tables storing your requisition information. This table corresponds to the requisition Distributions window, accessible through the Requisitions window
Purchase Order
This is the pivotal entity of Oracle Purchasing. All other entities function for or because of this entity. There are four main tables for this entity:
PO_HEADERS_ALL:
There are six types of documents that use PO_HEADERS_ALL:
• RFQs
• Quotations
• Standard purchase orders
• Planned purchase orders
• Blanket purchase orders
• Contracts
Each row contains buyer information, supplier information, brief notes, foreign currency information, terms and conditions information, and the status of the document. Oracle Purchasing uses this information to record information that is related to a complete document. PO_HEADER_ID is the unique system–generated primary key and is invisible to the user. SEGMENT1 is the system–assigned number you use to identify the document in forms and reports. Oracle Purchasing generates SEGMENT1 using the PO_UNIQUE_IDENTIFIER_CONT_ALL table if you choose to let Oracle Purchasing generate document numbers for you. SEGMENT1 is not unique for the entire table. Different document types can share the same numbers. You can uniquely identify a row in PO_HEADERS_ALL using SEGMENT1 and TYPE_LOOKUP_CODE or using PO_HEADER_ID.
If APPROVED_FLAG is ’Y’, the purchase order is approved. If your document type is a blanket purchase order, contract purchase order, RFQ, or quotation, Oracle Purchasing uses START_DATE and END_DATE to store the valid date range for the document. Oracle Purchasing only uses BLANKET_TOTAL_AMOUNT for blanket
PO_LINES_ALL:
Is a detail of headers table.
Each row includes the line number, the item number and category, unit, price, tax information, matching information, and quantity ordered for the line. Oracle Purchasing uses this information to record and update item and price information for purchase orders, quotations, and RFQs. PO_LINE_ID is the unique system–generated line number invisible to the user. LINE_NUM is the number of the line on the purchase order.
Oracle Purchasing uses CONTRACT_NUM to reference a contract purchase order from a standard purchase order line. Oracle Purchasing uses ALLOW_PRICE_OVERRIDE_FLAG, COMMITTED_AMOUNT, QUANTITY_COMMITTED, MIN_RELEASE_AMOUNT only for blanket and planned purchase order lines.
The QUANTITY field stores the total quantity of all purchase order shipment lines (found in PO_LINE_LOCATIONS_ALL).
PO_LINE_LOCATIONS_ALL:
Also known as Shipments is a detail of lines. PO_LINE_LOCATIONS_ALL contains information about purchase order shipment schedules and blanket agreement price breaks. You need one row for each schedule or price break you attach to a document line.
Each row includes the location, quantity, and dates for each shipment schedule. Oracle Purchasing uses this information to record delivery schedule information for purchase orders, and price break information for blanket purchase orders, quotations and RFQs.
PO_RELEASE_ID applies only to blanket purchase order release shipments. PO_RELEASE_ID identifies the release on which you placed this shipment.
SOURCE_SHIPMENT_ID applies only to planned purchase order release shipments. It identifies the planned purchase order shipment you chose to release from.
PRICE_OVERRIDE always equals the purchase order line price for standard purchase order shipments. For blanket and planned purchase orders, PRICE_OVERRIDE depends on the values of the ALLOW_PRICE_OVERRIDE_FLAG and NOT_TO_EXCEED_PRICE in the corresponding row in PO_LINES_ALL:
If ALLOW_PRICE_OVERRIDE_FLAG is ’N’, then PRICE_OVERRIDE equals UNIT_PRICE in PO_LINES_ALL.
If ALLOW_PRICE_OVERRIDE_FLAG is ’Y’, then PRICE_OVERRIDE can take any value that is smaller than NOT_TO_EXCEED_PRICE in PO_LINES_ALL.
The QUANTITY field corresponds to the total quantity ordered on all purchase order distribution lines (found in PO_DISTRIBUTIONS_ALL).
PO_DISTRIBUTIONS_ALL:
PO_DISTRIBUTIONS_ALL contains accounting distribution information for a purchase order shipment line. You need one row for each distribution line you attach to a purchase order shipment.
Each row includes the destination type, requestor ID, quantity ordered and deliver–to location for the distribution. Oracle Purchasing uses this information to record accounting and requisition information for purchase orders and releases.
PO_DISTRIBUTIONS_ALL is one of five tables storing purchase order and release information.
Some columns in PO_DISTRIBUTIONS_ALL contain information only if certain conditions exist:
If you autocreate this accounting distribution from a requisition, REQ_DISTRIBUTION_ID corresponds to the ID of the requisition distribution you copy on the purchase order.
If you use a foreign currency on your purchase order, Oracle Purchasing stores currency conversion information in RATE and RATE_DATE.
If you use encumbrance, GL_ENCUMBERED_DATE and
GL_ENCUMBERED_PERIOD_NAME contain encumbrance information Oracle Purchasing uses to create journal entries in Oracle General Ledger.
If you do not autocreate the purchase order from online requisitions, REQ_LINE_REFERENCE_NUM and REQ_HEADER_REFERENCE_NUM contain the requisition number and requisition line number of the corresponding paper requisition. These two columns are not foreign keys to another table.
If the distribution corresponds to a blanket purchase order release, PO_RELEASE_ID identifies this release.
If SOURCE_DISTRIBUTION_ID has a value, the distribution is part of a planned purchase order release.
Reqs can be converted to Purchase Orders using either the Autocreate form or Create PO workflow. If certain conditions are satisfied then multiple req lines are converted to a single PO line or a single PO shipment.
Receipt
There are two receipt source types, Supplier (PO based) and Internal Order (Internal Requisitions and Inter-org transfers) that you need to use when receiving against different source document types. You use a receipt source type of ’Supplier’ when receiving items that you ordered from an external supplier using a purchase order.
When you receive items that are part of an inter–organization transfer, or when receiving items that you request from your inventory using an internal requisition, the receipt type would be ’Internal Order’. The ’Internal Order’ receipt source type populates the ORGANIZATION_ID column.
There are three main tables in receiving:
RCV_SHIPMENT_HEADERS
RCV_SHIPMENT_HEADERS stores common information about the source of your receipts or expected receipts. You group your receipts by the source type and the source of the receipt. Oracle Purchasing does not allow you to group receipts from different sources under one receipt header.
Oracle Purchasing creates a receipt header when you are entering your receipts or when you perform inter–organization transfers using Oracle Inventory. When Oracle Inventory creates a receipt header for an intransit shipment, the receipt number is not populated until you receive the shipment.
RCV_SHIPMENT_LINES
RCV_SHIPMENT_LINES stores information about items that have been shipped and/or received from a specific receipt source. RCV_SHIPMENT_LINES also stores information about the default destination for intransit shipments.
RCV_TRANSACTIONS
RCV_TRANSACTIONS stores historical information about receiving transactions that you have performed. When you enter a receiving transaction and the receiving transaction processor processes your transaction, the transaction is recorded in this table.
Once a row has been inserted into this table, it will never be updated.
When you correct a transaction, the net transaction quantity is maintained in RCV_SUPPLY. The original transaction quantity does not get updated. You can only delete rows from this table using the Purge feature of Oracle Purchasing.
