Friday, October 12, 2012

Procure To Pay Cycle

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1) Create Requisition:

Requisition is nothing but a formal request to buy something (like Inventory material, office supplies etc) needed for the enterprise. Only an employee can create one. There are two types of requisitions:
Internal Requisition: Internal requisitions provide the mechanism for requesting and transferring material from one inventory to other inventory.
Purchase requisition: Unlike Internal requisitions, Purchase requisitions are used for requesting material from suppliers.
Once the requistion is created, the status of the requisition will be “Incomplete”. And now the Approve button is highlighted. The requisition needs to be approved first before proceeding further by the concerned authority. Submit this requisition for Approval by clicking on the Approve button. The status will now be updated to “In Process”. The workflow then will send an Approval notification to the concerned person (derived based on hierarchy used - Position or Supervisor hierarchy) using which he can Approve or Reject the requisition.

Underlying Tables:

PO_REQUISITION_HEADERS_ALL
PO_REQUISITION_LINES_ALL
PO_REQ_DISTRIBUTIONS_ALL

2) Create Purchase Order:

Create Purchase order  by entering Header, Line and Shipment details. There can be multiple distributions for each shipment. Requisition Number is entered in More tab of Shipment Distributions window


Underlying Tables:


PO_HEADERS_ALL
PO_LINES_ALL
PO_LINE_LOCATIONS_ALL
PO_DISTRIBUTIONS_ALL


3) Create PO Receipt:

Create a receipt to receive the items in the Purchase Order.

Receipt Tables are:


RCV_SHIPMENT_HEADERS
RCV_SHIPMENT_LINES (Lines Table has PO_HEADER_ID)

4) Create Invoice in Payables:

Once the goods are received, it’s time to pay the vendor for the goods purchased and hence the invoices are created. Then match the invoice to either Purchase Order or Receipt (depending on the Invoice Match option specified on the PO).

Invoice Tables:
AP_INVOICES_ALL
AP_INVOICE_LINES_ALL
AP_INVOICE_DISTRIBUTIONS_ALL

After the invoice is created, validate the invoice and create the accounting

Accounting Entries Tables:
AP_ACCOUNTING_EVENTS_ALL
AP_AE_HEADERS_ALL
AP_AE_LINES_ALL

5) Making Invoice Payment:

Go to the Invoice window and query the invoice you want to pay. After the payment is done, create accounting for payments. You can also pay the invoices using Payment Batch screen

Payment Tables:

IBY_PAYMENTS_ALL or AP_INVOICE_PAYMENTS_ALL

IBY_EXTERNAL_BANK_ACCOUNTS or AP_BANK_ACCOUNTS_ALL


6) Transfer to General Ledger:

Run the concurrent program “Payables Transfer to General Ledger” with the below required parameters.

Set of Books Name
Journal Category
Validate Accounts (Yes/ No)
Transfer to GL Interface (In Detail)
Submit Journal Import (Yes/ No)
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