BF16 Purchasing 1A

AIM Business Flow Accelerators

BF.16 APPLICATION SETUP MOTHERSON SUMI SYSTEMS LIMITED

Procure to Pay

Author: Vinod Menon

Creation Date:December 28, 2009

Last Updated: February 11, 2010

Document Ref: MOLT/300189505/P2P/BF162 Applications Set-Up

Version: 1A

Release: 12.1.1

Approvals:

Vandana Avantsa MSSL – Project HeadSudhir Sharma Oracle Corporation – Project ManagerSandeep Gupta MSSL – Business Head

Copy Number _____

BF.16 Application Setup

Document Control

Change Record

2

Date Author Version Change Reference

28-Dec-09

Vinod Menon 1A No Previous Document

Reviewers

Name Position

Hitesh Tuteja OCS Solution Architect - SCM

Distribution

Copy No.

Name Location

1 Library Master Project Library

2 Project Manager34

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 cover, for document control purposes.

Motherson Sumi Systems LimitedFile Ref: document.doc (v. 1 )

PO: Set up Purchasing Controls 13 of 22Error: Reference source not found

Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-UpFebruary 11, 2010

BF.16 Application Setup

Contents

Document Control..........................................................................................ii

Distribution...............................................................................................ii

Application Setup Control Sheet – Procure to Pay........................................4

Read Me First.................................................................................................5

PO: Define Profiles-System...........................................................................6

PO : Define Document Types Setup>Purchasing>Document Types.........................................................11

PO: Set up Purchasing Controls..................................................................13

PO: Set up Receiving Controls....................................................................15

PO: Set up Financial Controls.....................................................................17

PO: Define Approval Groups / Approval Assignments / Position Hierarchy19

PO: Define Buyers.......................................................................................20

PO: Define Expense Account Rules............................................................21

PO: Line Type..............................................................................................22

Open and Closed Issues..............................................................................23

Open Issues............................................................................................23Closed Issues.........................................................................................23

Motherson Sumi Systems LimitedFile Ref: document.doc (v. 1 )

PO: Set up Purchasing Controls 13 of 22Error: Reference source not found

Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-UpFebruary 11, 2010

Application Setup Control Sheet – Procure to Pay

Environment Name:CRP3

Machine: Type (definition, execution, or both):

WorkflowSubWorkflow Name

Setup Task Responsibility Due Date QA Responsibility QA Due Date

Signature Approval

Setup System Administration

SA: Profile Options / Set Profile Options

System Administrator

Setup Oracle Purchasing

PO: Seutp Purchasing Controls

Purchasing Super User

PO: Update Document Types

Purchasing Super User

File Ref: document.doc (v. )PO: Set up Purchasing Controls 13 of 22

Doc Ref: Customer X/300189505/P2P/BF162 Applications Set-Up

Read Me First

Attention: All setup steps in this BF.162 document should be executed as SETUPUSER unless otherwise directed for a particular step.



PO: Define Profiles-System

System Administrator>Profile>SystemFormName System Profile Values

MSSL Process: Procure To Pay Business Area: Purchasing

Date: 22-Jan-2010

Control Number: PO-01

Priority (H, M, L): <Priority (H, M, L)>

Process Owner:

Description: The system administrator sets and updates profile values.

Attention: The navigation path for setting System Profile Options is accessed through the System Administration responsibility.

Profile Site Application Responsibility User

PO: Allow Auto-generate Sourcing Rules CREATE AND UPDATE PO: Allow Autocreation of Oracle Sourcing Documents Yes PO: Allow Buyer Override in Autocreate Find Yes PO: Allow Referencing CPA Under Amendment YesPO: Allow Category Override in Autocreate Find Yes PO: Allow Rate Override For User Rate Type Yes PO: Allow Requisition Approval Forward Action Yes PO: Allow Retroactive Pricing of POs OPEN RELEASES PO: Amount Billed Threshold Percentage PO: Approval Timeout Value 300 PO: Archive Catalog on Approval Yes PO: Auto Apply Default Contract Template PO: AutoCreate GL Date Option AutoCreate Date PO: Automatic Document Sourcing No PO: Automatically Deliver Drop Ship ASNs PO: Cache Time To Live 15 PO: Change Supplier Site Yes PO: Check open periods No PO: Contractor Assignment Completion Warning Delay PO: Contracts Enabled




PO: Convert Requisition UOM to Source Document UOM Yes PO: Create ASBN invoices using AP interface tables PO: Custom Measure Precedence OU, Commodity, Global PO: Default Need-By Time 0:00 PO: Default PO Promise Date from Need By Date No PO: Default Requisition Grouping Requisition PO: Default Supplier Item Catalog Option Negotiated Sources PO: Display VMI Warning Yes PO: Display the Autocreated Document Yes PO: Display the Autocreated Quotation Yes PO: Document Builder Default Document Type New Order PO: ERS Aging Period 0 PO: ERS Invoice Number Prefix ERS PO: Enable Direct Delivery To Shop Floor PO: Enable Services Procurement No PO: Generate Amendment Documents Yes PO: In File Path PO: Item Cross Reference Warning PO: Legal Requisition Type PO: Notification Lines Display Limit 20 PO: Override Approved Supplier List Status PO: Price Tolerance (%) for Catalog Updates PO: Release During ReqImport PO: Restrict Requisition line modify to quantity split No PO: Secondary Email address PO: Set Debug Concurrent ON No PO: Set Debug Workflow ON No PO: Supplier Consigned Enabled Yes PO: Supplier Pricing Method PO: Terms and Conditions filename PO: UOM Class for Temp Labor Services PO: Use Need-by Date for Default Autocreate Grouping No PO: Use P-Cards in Purchasing PO: Use Requisition Line Numbers on Autocreated Purchase Order Lines No PO: Use Ship-to for Default Autocreate grouping PO: VMI Enabled Yes




PO: Validate Need-by Time For Requisition Submit PO: Warn if RFQ Required before Autocreate Yes PO: Write Server Output to File PO: cXML From Domain PO: cXML From Identity PO:Enable Sql Trace for Receiving Processor No PO:Fax Output Directory for the PO Document PO:Override Funds Reservation PO:Use Document GL Date to Unreserve PO:Workflow Processing Mode Online RCV: Allow routing override RCV: Debug Mode Yes RCV: Default Include Closed PO Option RCV: Fail All ASN Lines if One Line Fails No RCV: Fail Item Transaction If Charge Fails RCV: Print Receipt Traveler No RCV: Processing Mode On-line

HR: Security Profile

MO: Operating Unit

MO: Default Operating Unit Sign-On:Notification Yes POS: ASL planning attribute updates from supplier approved by Buyer's approval requiredPOS: ASN Shipment Display Period 365POS: Allow Invoice Backdating YesPOS: Default Promise Date while acknowledgement YesPOS: Default Responsibility for Newly Registered Supplier UsersPOS: Display AP AR Netting informationPOS: External Logon PathPOS: External Responsibility FlagPOS: External URLPOS: Internal URLPOS: Invoice Unit Price Change for Quantity-Based Matches Not AllowedPOS: Limit invoice to single PO NoPOS: OSN HubPOS: Product and Service Segments Definition 1.2.3




POS: Use AME for Supplier Approval No



PO : Define Document Types

Setup>Purchasing>Document Types

FormName Document Types

HSCI Process:Purchasing

Business Area: Purchasing

Date: 03-feb-2010

Control Number: PO-02

Priority (H, M, L): <Priority (H, M, L)>

Process Owner:

Description: Use this form to define and change Document Types used in purchasing.

Type Subtype Name Quotation ClassPurchase Agreement Blanket Blanket Purchase AgreementPurchase Agreement Contract Contract Purchase AgreementPurchase Order Planned Planned Purchase OrderPurchase Order Standard Standard Purchase OrderQuotation Bid Bid Quotation BidQuotation Catalog Catalog Quotation CatalogQuotation Standard Standard Quotation CatalogRelease Blanket Blanket ReleaseRequest for Quotation Bid Bid RFQ BidRequest for Quotation Catalog Catalog RFQ CatalogRequest for Quotation Standard Standard RFQ CatalogRequisition Internal Internal RequisitionRequisition Purchase Purchase Requisition

Attributes

Document Type Subtype

Ow

ner

Can

A

pp

rove

Ap

pro

ver

Can

Mo

dif

y

Can

Ch

ang

e F

orw

ard

-To

Can

Ch

ang

e F

orw

ard

-F

rom

Can

Ch

ang

e A

pp

rova

l H

iera

rch

y

Sec

uri

ty

Lev

el

Acc

ess

Lev

el

Fo

rwar

d

Met

ho

d

Arc

hiv

e o

n

Def

ault

H

iera

rch

y

Ap

pro

val

Wo

rkfl

ow

Wo

rkfl

ow

S

tart

up

P

roce

ss

Ap

pro

val

Tra

nsa

ctio

n

Typ

e

Au

tocr

eate

W

ork

flo

w

Au

tocr

eate

W

ork

flo

w

Sta

rtu

p

Pro

ces

Ap

pro

val

Sta

rt

Pro

cess

Purchase Agreement

Blanket Y Y Y Y Public Full Hierarchy

Approve MSSL Purchasing PO Hierarchy

PO Approval

PO Approval Top Process

Purchase Agreement

Contract Y Y Y Y Public Full Hierarchy

Approve MSSL Purchasing PO

PO Approval




Hierarchy

Purchase Order

Planned Y Y Y Y Public Full Hierarchy


PO Approval


Purchase Order

Standard Y Y Y Y Public Full Hierarchy


PO Approval


Release Blanket Y Y Y Y Public Full Hierarchy


PO Approval


Release Internal Y Y Y Y Public Full Hierarchy

Approve MSSL Purchasing IR Hierarchy

Requisition Main Requisition Approval

PO Create Documents

Overall Document Creation/Launch Approval

Main Requisition Approval

Requisition Purchase Y Y Y Y Public Full Hierarchy

Approve MSSL Purchasing PR Hierarchy

Requisition Main Requisition Approval

PO Create Documents

Overall Document Creation/Launch Approval

Main Requisition Approval



PO: Set up Purchasing Controls

Purchasing Super User > Organizations > Purchase Options

MSSL Process: Procure To Pay Business Area:Procure To Pay

Date:28th December 2009

Control Number:PO-03

Priority (H, M, L):<Priority (H, M, L)>

Process Owner:

Description: Use this form to define Purchasing Options. Purchasing Options are default values and controls for functions throughout Purchasing

Attention: Use SETUPxxx/xxxxxx for all the following steps unless mentioned otherwise.

Attention: Purchasing Options must be defined for each Operating Unit. Users must be logged in using the appropriate responsibilities when setting up the following Purchasing Options parameters.

MSSL Purchasing Super User must be used when configuring the Operating Units.

FormName Purchasing Options

Document Control

Price Tolerance (%) 00 Enforce Price tolerance

Price Tolerance Amount (Rs)

0.0000 Enforce Price Tolerance Amount

Enforce Full Lot Quantity Mandatory Display Disposition Messages

Receipt Close Point Delivered Notify if Blanket PO Exists

Yes

Cancel Requisitions Optionally (Applies to requisitions auto created into purchase orders)

Allow Item Description Update

Yes



SBI Buying Company Identifier

Enforce Buyer Name No

Output Format PDF Enforce Supplier Hold Yes

Maximum Attachment Size (in MB)

2 Gapless Invoice Numbering

No

Email Attachment Filename

Attachments.zip RFQ Required No

Document Defaults

Requisition Import Group-By

All Line Type Raw Material

Internal Requisition Order Type

XXX - Internal Rate Type Corporate

Internal Requisition Order Source

Internal Match Approval Level 4 Way

Receipt Close Tolerance (%)

0 Price Break Type Cumulative

Invoice Close Tolerance (%)

0 Price Type Variable

Quote Warning Delay 3 Minimum Release Amount (Rs)

1.00

Acceptance Required Flag

DDocument or Shipment

Receipt Accounting

Accrue Expense Items At Receipt Automatic Offset Method None

Accrue Inventory Items At Receipt Expense AP Accrual Account

XXXX.231031.0000.0000.0000.0000.0000

Document Numbering

Document Entry Type Next Number

RFQ Number Automatic Alphanumeric Refer Data Template

Quotation NumberAutomatic Alphanumeric Refer Data Template



PO Number Automatic Alphanumeric Refer Data Template

Requisition Number Automatic Alphanumeric Refer Data Template



PO: Set up Receiving Controls

Purchasing Super User > Organizations > Receiving Options





Process Owner:





FormName Receiving Options

Receiving Options

Enforce Ship-To 0Warning Allow Unordered

ReceiptsYes

ASN Control Action Warning Allow Express Transactions

Yes

Receipt Days Early 5 Allow Cascade Transactions

Yes

Receipt Days Late 5 Allow Blind Receiving No

Receipt Days Exceed Action

Warning Validate Serial Numbers on RMA Receipts

No



Over Receipt Tolerance (%)

0 Receipt Number Generation

Automatic

Over Receipt Action Reject Receipt Number Type Alphanumeric

RMA Receipt Routing Direct Delivery Next Receipt Number 1

Receipt Routing Inspection RequiredValidate Lots on RMA Receipts

Restricted

Allow Substitute Receipts

No

Accounting

Receiving Inventory Account

XXXX.131101.0000.0000.0000.0000.0000Retroactive Price Adjustment Account XXXX.320006.0000.0000.0000.0000.0000

Clearing Account XXXX.131609.0000.0000.0000.0000.0000

Cost Factors

Interface to Advanced Pricing At Receipt

Interface to Transportation Execution None



PO: Set up Financial Controls

Purchasing Super User > Organizations > Financial OptionsFormName Financial Options





Process Owner:





Description: Use this form to define Financial Options. In the Financial Options window, select a tab that contains the options you want to define.Source : To be defined in Accounts Payable module

Operating Unit : SBU5-OUTab : Accounting :

Future Periods : 2

GL Accounts

Liability : XXXX.231001.0000.0000.0000.0000.0000

Prepayment : XXXX.133227.0000.0000.0000.0000.0000

Bills Payabale :



Discount Taken : XXXX.719149.0000.0000.0000.0000.0000

PO Rate Variance Gain : XXXX.520008.0000.0000.0000.0000.0000

PO Rate Variance Loss : XXXX.520009.0000.0000.0000.0000.0000

Expenses Clearing :

Miscellaneous :

Retainage :

Tab : Supplier - Purchasing :

RFQ Only Site : No

Ship-To Location : SBU5_LOC

Bill-To Location : SBU5_LOC

Inventory Organisation : IMO - Item Master Organization

Ship Via :

FOB :

Freight Terms :

Tab : Encumbrance

Use Requisition Encumbrance : No

Reserve at Completion : No

Use PO Encumbrance : No

Tab : Tax

VAT Registration

Member State : India

VAT Registration No. :

Tab : Human Resources

Business Group : MSSL India

Expense Reimbursement Adress : Office

Use Approval Hierarchies : Yes

Employee Number

Method : Manual

Next Automatic Number :



PO: Define Approval Groups / Approval Assignments / Position Hierarchy

Refer to Data Template



PO: Define Buyers

Purchasing Super User>Setup>Personnel>Buyers




PO: Define Expense Account Rules

Purchasing Super User> Setup:Financials:Accounting >Expense Account RulesFormName Expense Account RuleMSSL Process: Procure To Pay Business Area:

PurchasingDate:

22-Jan-2010Control Number:

PO-06Priority(H, M, L):

<Priority (H, M, L)>Process Owner:

Description: Use the Buyers window to define Buyers. If The Category field is left blank the buyer can manage all the categories.

Rule

Account Rule Type Account Rule Value Segment Name Segment Value

ITEM CATEGORY Nominal

ITEM CATEGORY

ITEM CATEGORY

ITEM CATEGORY

ITEM CATEGORY

ITEM CATEGORY

ITEM CATEGORY

ITEM CATEGORY



PO: Line Type

Purchasing Super User>Setup>Purchasing>Line Types




Open and Closed Issues

Open Issues

1. <Description of issue>

Closed Issues

1. <Description of issue>



BF16 Purchasing 1A

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