8/4/2019 9. Automating Document Creation(2)
1/37
Copyright Oracle Corporation, 2002. All rights reserved.
Automating Document Creation
8/4/2019 9. Automating Document Creation(2)
2/37
1-2 Copyright Oracle Corporation, 2002. All rights reserved.
Procurement: Purchase OrdersRequisitions
Supplier
identification
Sourcing
Ordering
Analysis
RFQs/Quotations
Purchaseorders
Receiving
Reporting
Invoice/Payment
Supplierperformance
Suppliermanagement
8/4/2019 9. Automating Document Creation(2)
3/37
1-3 Copyright Oracle Corporation, 2002. All rights reserved.
Objectives
After completing this module you should be able to dothe following:
Use the AutoCreate window to automate the
creation of purchase documents Use the Create Releases program to generate
blanket purchase agreement releases
Understand how the PO Create Documentsworkflow can automatically create purchase
documents without buyer intervention
8/4/2019 9. Automating Document Creation(2)
4/37
1-4 Copyright Oracle Corporation, 2002. All rights reserved.
Agenda
Understand AutoCreate
Understand the Create Releases program
Understand the PO Create Documents workflow
Understand setup options Understand additional implementation
considerations
8/4/2019 9. Automating Document Creation(2)
5/37
1-5 Copyright Oracle Corporation, 2002. All rights reserved.
Creating Purchase Documents fromRequisitions
Requisition Pool
WorkflowCreateReleases
AutoCreate
Purchase Documents
8/4/2019 9. Automating Document Creation(2)
6/37
1-6 Copyright Oracle Corporation, 2002. All rights reserved.
Benefits of using AutoCreate
Simplifies consolidation of similar requests
Ensures ordering from negotiated sources
Expedites fulfillment of goods and services
Streamlines procurement process
8/4/2019 9. Automating Document Creation(2)
7/371-7 Copyright Oracle Corporation, 2002. All rights reserved.
Overview of AutoCreate
Requisitionlinepool
Query availablerequisition lines
POChoose lines
fromquery results
Automatic
creation
Manual
creation
PO
8/4/2019 9. Automating Document Creation(2)
8/371-8 Copyright Oracle Corporation, 2002. All rights reserved.
Automatic Creation Mode
1. Find requisition lines
2. Select document creation criteria
3. Select requisition lines
4. Choose the Automatic button
8/4/2019 9. Automating Document Creation(2)
9/371-9 Copyright Oracle Corporation, 2002. All rights reserved.
Find Requisition Lines
FindClear
ItemStatus
1 EntersearchCriteriaandclickFind
Item, Rev
Category
Description
Approved
Buyer
Yes
Stock, Ms. Pat
8/4/2019 9. Automating Document Creation(2)
10/371-10 Copyright Oracle Corporation, 2002. All rights reserved.
Select Document Creation Criteria
AutomaticManual
Requisition Line Item Category Description UOM Qty
| 422 | 1 | CM22 | PROD9 | MAIN PART | EA | 15 |
| 437 | 1 | CM22 | PROD9 | MAIN PART | EA | 85 |
ActionDocument Type
Grouping
2 Select document creation criteria
8/4/2019 9. Automating Document Creation(2)
11/371-11 Copyright Oracle Corporation, 2002. All rights reserved.
Select Requisition Lines
AutomaticManual
Requisition Line Item Category Description UOM Qty
| 422 | 1 | CM22 | PROD9 | MAIN PART | EA | 15 |
| 437 | 1 | CM22 | PROD9 | MAIN PART | EA | 85 |
Action: CreateDocument Type: Standard PO
Grouping: Default
3Select requisition
lines
8/4/2019 9. Automating Document Creation(2)
12/371-12 Copyright Oracle Corporation, 2002. All rights reserved.
Select Automatic Creation Mode
AutomaticManual
Requisition Line Item Category Description UOM Qty
| 422 | 1 | CM22 | PROD9 | MAIN PART | EA | 15 |
| 437 | 1 | CM22 | PROD9 | MAIN PART | EA | 85 |
Action: CreateDocument Type: Standard PO
Grouping: Default
4ClickAutomatic
8/4/2019 9. Automating Document Creation(2)
13/371-13 Copyright Oracle Corporation, 2002. All rights reserved.
Autocreate New Document Window
AutomaticManual
Requisition Line Item Category Description UOM Qty
| 422 | 1 | CM22 | PROD9 | MAIN PART | EA | 15 || 437 | 1 | CM22 | PROD9 | MAIN PART | EA | 85 |
Action: CreateDocument Type: Standard POGrouping: Default
CancelCreate
Document
Supplier Supplier Site
Currency Source: DefaultFirst Requisition LineSpecify
8/4/2019 9. Automating Document Creation(2)
14/371-14 Copyright Oracle Corporation, 2002. All rights reserved.
Manual Creation Mode
1. Find requisitions
2. Select document creation criteria
3. Click Manual to open the Document Builder
4. Manually combine the requisition lines to build thedocument line by line
Manualcreation
8/4/2019 9. Automating Document Creation(2)
15/371-15 Copyright Oracle Corporation, 2002. All rights reserved.
Add to Existing Document
Select the Action type
Select Add To for additional lines on an existingdocument
Select the requisition lines to add
Select creation mode
Automatic to simply add the selected lines
Manual to add the lines as you wish
Specify the existing document number to add to
8/4/2019 9. Automating Document Creation(2)
16/371-16 Copyright Oracle Corporation, 2002. All rights reserved.
Modify Requisition Lines
Highlight requisition line to be modified
Navigate to Modify Lines window
Split existing requisition lines
To be autocreated for different suppliers
To be autocreated as different items
8/4/2019 9. Automating Document Creation(2)
17/371-17 Copyright Oracle Corporation, 2002. All rights reserved.
Return Requisition Lines
Highlight requisition line to be returned
Navigate to Return Requisitions window
Return requisition line to requestor with reason for
return. For example: Goods or services no longer available
Price increase requires requisition reapproval
Remaining lines on requisition are automaticallyreturned to requestor
8/4/2019 9. Automating Document Creation(2)
18/371-18 Copyright Oracle Corporation, 2002. All rights reserved.
Agenda
Understand AutoCreate
Understand the Create Releases program
Understand the PO Create Documents workflow
Understand setup options Understand additional implementation
considerations
8/4/2019 9. Automating Document Creation(2)
19/371-19 Copyright Oracle Corporation, 2002. All rights reserved.
Benefits of using the Create ReleasesProgram
Automatically create releases as demand for aspecific item occurs
Control the approval method
Automatic Manual
Run the Create Releases program automatically aspart of the requisition import process
8/4/2019 9. Automating Document Creation(2)
20/371-20 Copyright Oracle Corporation, 2002. All rights reserved.
Overview of the Create Releases Program
Requisition BlanketRelease
CreateReleases
8/4/2019 9. Automating Document Creation(2)
21/371-21 Copyright Oracle Corporation, 2002. All rights reserved.
Automatic Release Generation
1. Create and approve blanket purchase agreements
2. Define an approved supplier list and specify arelease method (may or may not need source doc)
3. Define and assign sourcing rules4. Create and approve requisitions
5. Run the Create Releases program
8/4/2019 9. Automating Document Creation(2)
22/371-22 Copyright Oracle Corporation, 2002. All rights reserved.
Running the Create Releases Program
Manually submit
Schedule in request submission window
Automatically submit after requisition import
Create Releases
8/4/2019 9. Automating Document Creation(2)
23/371-23 Copyright Oracle Corporation, 2002. All rights reserved.
Create Releases Document CreationPrerequisites
*
SourcingRule &
AssignmentASL Entry
ASL SourceDoc
AutomaticDocumentSourcing
YesNot Reqd*
No
* The release method on the ASL MUST be set to AutomaticRelease or Automatic Release/Review. It cannot be blank nor can itbe set to Release using AutoCreate in order for releases to becreated.
8/4/2019 9. Automating Document Creation(2)
24/371-24 Copyright Oracle Corporation, 2002. All rights reserved.
Agenda
Understand AutoCreate
Understand the Create Releases program
Understand the PO Create Documents workflow
Understand setup options
Understand additional implementationconsiderations
8/4/2019 9. Automating Document Creation(2)
25/37
1-25 Copyright Oracle Corporation, 2002. All rights reserved.
Benefits of Automatic Document Creationusing Workflow
Expedite the creation of purchase orders fromrequisitions
Automate the creation of purchase orderswhenever possible
Provide different tools to automatically createpurchase orders:
Different levels of human control
Different sources of requisitions
8/4/2019 9. Automating Document Creation(2)
26/37
1-26 Copyright Oracle Corporation, 2002. All rights reserved.
Overview of Automatic Document Creationusing Workflow
OracleWIP
Othersystems
Manually created
ScheduledImport
OracleInventory
OracleMRP
Requestor:iProcurement,
Oracle PurchasingRequisitions
OracleOM
8/4/2019 9. Automating Document Creation(2)
27/37
1-27 Copyright Oracle Corporation, 2002. All rights reserved.
Workflow Document Creation Overview
Requisitions
Blanket
Contract
Workflow
Standard PO
BlanketRelease
Catalog Quote
8/4/2019 9. Automating Document Creation(2)
28/37
1-28 Copyright Oracle Corporation, 2002. All rights reserved.
Workflow Document CreationPrerequisites
Source Doc System Item? ASL Reqd?Supplier
Item Reqd?
Blanket
Blanket
Quote
Quote
Contract
No
No
N/A
No
No
No
No
No
N/A N/A
8/4/2019 9. Automating Document Creation(2)
29/37
1-29 Copyright Oracle Corporation, 2002. All rights reserved.
PO Create Documents Workflow
Start
Is automaticcreationallowed?
Yes
No
End
Launchprocess to
verify req lineinformation
Wait for flow
Grouprequisitionlines ontopurchase
orders orreleases
8/4/2019 9. Automating Document Creation(2)
30/37
1-30 Copyright Oracle Corporation, 2002. All rights reserved.
Setting Key Workflow Attributes
Is Automatic Creation Allowed?
Should Workflow Create the Release?
Should Contract be used to AutoCreate Doc?
Is Automatic Approval Allowed?
8/4/2019 9. Automating Document Creation(2)
31/37
1-31 Copyright Oracle Corporation, 2002. All rights reserved.
Workflow Document Creation Summary
Releases created from blanket purchaseagreements
Standard purchase orders created from contractpurchase agreements or catalog quotes
Documents created automatically based onapproved requisitions from:
Manual entry to iProcurement
Manual entry to Purchasing
Automatic import from other ERP systems
Documents subject to standard approval rules
Workflow can be customized to fit business rules
8/4/2019 9. Automating Document Creation(2)
32/37
1-32 Copyright Oracle Corporation, 2002. All rights reserved.
Agenda
Understand AutoCreate
Understand the Create Releases program
Understand the PO Create Documents workflow
Understand setup options Understand additional implementation
considerations
8/4/2019 9. Automating Document Creation(2)
33/37
1-33 Copyright Oracle Corporation, 2002. All rights reserved.
Profile Options
PO: Allow Buyer Override in AutoCreate Find
PO: Allow Category Override in AutoCreate Find
PO: AutoCreate GL Date Option
PO: Display the AutoCreated Document PO: Release During ReqImport
PO: Warn if RFQ Required before AutoCreate
8/4/2019 9. Automating Document Creation(2)
34/37
1-34 Copyright Oracle Corporation, 2002. All rights reserved.
Agenda
Understand AutoCreate
Understand the Create Releases program
Understand the PO Create Documents workflow
Understand setup options Understand additional implementation
considerations
8/4/2019 9. Automating Document Creation(2)
35/37
1-35 Copyright Oracle Corporation, 2002. All rights reserved.
Additional Implementation Considerations
Create purchase documents using AutoCreate
Create purchase documents using CreateReleases
Create purchase documents using workflow Training and Cutover
8/4/2019 9. Automating Document Creation(2)
36/37
1-36 Copyright Oracle Corporation, 2002. All rights reserved.
Oracle Sourcing and Document Creation
Oracle Purchasing
Requisitions Purchase Orders
Oracle Sourcing
Negotiate Award
AutoCreate
8/4/2019 9. Automating Document Creation(2)
37/37
Summary
You should now be able to do the following:
Use the AutoCreate window to automate thecreation of purchase documents
Use the Create Releases program to generateblanket purchase agreement releases
Understand how the PO Create Documentsworkflow can automatically create purchasedocuments without buyer intervention
Top Related