PO Life cycle

Purchasing: PO Life Cycle                      

			Online (Manual) PO: Purchase Order  Created in the Purchasing Module Status: “Open”
	PO Closed and Reconciled: Closing a PO sets the status of the PO to “Complete” and signals that the PO is completely processed. Reconciling a PO releases any unused encumbrances associated with the PO. Agencies should perform this weekly: Status: “Complete”				PO Submitted for Approval: Initial Status: “Pending Approval” Resulting Status: “Approved” Amount:                     ChartField: Amt 1 (All POs)          PO Budget Approver Amt 2 (>$10,000)

 

                                                                        

                                                                            

                                                                             

                                                                           

                                                                         

                                                                                                                    

                                                                                                                                                                                                 

PO Budget Checked: Validates sufficient funds are available for the proposed purchase by coding string. If sufficient funds exist, an encumbrance is created for the PO. Batch Frequency: 10am, 12pm, 2pm and once overnight. Budget Status: “Valid”

                                                                                                                                                  

	Start

 

End

                                                                                                                                                                                        

	Invoice Processed by AP and Payment Issued to the Vendor: The vouchers are created, approved and “Matched”. Additionally, the Pay Cycle Runs and payments are issued to the vendor.

 

Return to Vendor: Optional – If items delivered by the vendor do not meet State expectations, the items can be returned to the vendor.

Order delivered by vendor and received in Core-CT: Both Goods and Services are received and keyed into Core-CT. Resulting Status: “Receiv  ed”

PO Dispatched to the Vendor: PO delivered to the vendor by fax, email, EDX, phone, or print method. Status: “Dispatched” Batch Frequency: 10am, 12pm, 2pm and once overnight.

                                                                                                                                                

·        Purchase Order Types:-

1.       Standard Purchase Orders

2.       Blanket Purchase Agreements

3.       Planned Purchase Orders

4.       Contract Purchase Agreements

·        There are 4 main tables associated with PO:-

1.       PO_HEADERS_ALL

2.       PO_LINES_ALL

3.       PO_LINE_LOCATIONS_ALL

4.       PO_DISTRIBUTIONS_ALL

·         PO_HEADERS_ALL:

1.       It contains information for your purchasing documents.

2.       Oracle Purchasing uses this information to record information related to a complete document. The primary key is PO-HEADER_ID.

There are six types of documents that use PO_HEADERS_ALL

1.       RFQs

2.       Quotations

3.       Standard purchase orders

4.       Planned purchase orders

5.       Blanket purchase orders

6.       Contracts

Important data that are populated in this table are=>

· Buyer Information

· Supplier Information

· Brief Notes

· Terms and Conditions

· Status of the document

·        PO_LINES_ALL:

1.       Is a detail of headers table.

2.       This table contain information of line number, the item number and category, unit, price, tax information, matching information, and quantity ordered for the line.

·        PO_LINE_LOCATIONS_ALL:

1.       This table contains information about purchase order shipment schedules and blanket agreement price breaks.

2.       Important data that are populated in this table are=>

- Destination Type

- Requestor Id

- Quantity Ordered and Delivered to Destination.

·        PO_DISTRIBUTIONS_ALL:

1.      It contains accounting information for a purchase order shipment line.

2.      Oracle Purchasing uses this information to record accounting and requisition information for purchase orders and releases

3.      The primary key is PO_DISTRIBUTION_ID.

IMPORTANT COLUMNS OF PURCHASING TABLES

PO_HEADERS_ALL	PO_LINES_ALL	PO_LINE_LOCATIONS_ALL	PO_DISTRIBUTIONS_ALL
-PO_HEADER_ID -SEGMENT1 (PO NUMBER) -VENDOR_ID -VENDOR_SITE_ID -SHIP_TO_LOCATION_ID -CURRENCY_CODE -CLOSED CODE 1. OPEN 2. CLOSED 3. FINALLY 4. HOLD 5. FREEZE	-PO_LINE_ID -CATEGORY_ID -ITEM_ID -PO_HEADER_ID -QUANTITY -CLOSED_CODE 1. OPEN 2. CLOSED	-LINE_LOCATION_ID -SHIP­_TO_LOCATION_ID -PO_HEADER_ID -PO_LINE_ID -QUANTITY_RECEIVED -QUANTITY_ACCEPTED -QUANTITY_REJECTED -CLOSED_CODE 1. OPEN 2. CLOSED FOR INVOICE 3. CLOSED FOR RECEIVING 4. FINALLY CLOSED	-PO_DISTRIBUTION_ID   -PO_HEADER_ID   -PO_LINE_ID   -LINE_LOCATION_ID   -PO_RELEASE_ID   -DISTRIBUTION_NUM

·         Interface Tables Used IN PO and importent columns:-

PO_HEADERS_INTERFACE	PO_LINES_INTERFACE	PO_LINE_LOCATIONS_INTERFACE	PO_DISTRIBUTIONS_INTERFACE
-INTERFACE_HEADER_ID -BATCH_ID -INTERFACE_SOURCE_CODE -PROCESS_CODE -ACTION -GROUP_CODE -ORG_ID -DOCUMENT_TYPE_CODE -DOCUMENT_NUM	-INTERFACE_LINE_ID -INTERFACE_HEADER_ID -ACTION	-INTERFACE_LINE_LOCATION_ID -INTERFACE_HEADER_ID -INTERFACE_LINE_ID -PROCESSING_ID	- INTERFACE_HEADER_ID - INTERFACE_LINE_ID -INTERFACE_DISTRIBUTI ON_ID

·        Another Tables Used In PO:-

1.       PO_VENDORS
-This table stores information about your suppliers.

-Oracle Purchasing uses this information to determine active suppliers.

-The primary key is VENDOR_ID.

2.       PO_VENDOR_SITES_ALL
-This table stores information about supplier sites.

-Oracle Purchasing uses this information to store supplier address information.

- The primary key is VENDOR_SITE_ID.

3.       PO_VENDOR_CONTACTS
-This table stores information about supplier site contacts.

-The primary key is VENDOR_CONTACT_ID

4.       PO_REQUISITION_HEADERS_ALL
-This table stores information about requisition headers.

-Each row contains the requisition number, preparer status, and description.

-The primary key is REQUISITION_HEADER_ID.

5.       PO_REQUISITION_LINES_ALL
-This table stores information about requisition lines.

-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.

-The primary key is REQUISITION_LINE_ID.

6.       PO_REQ_DISTRIBUTIONS_ALL
-This Table stores information about the accounting distributions associated with each  requisition line.

- Each requisition line must have at least one accounting distribution.

- Each row includes the Accounting Flex field ID and requisition line quantity.

- The primary key is DISTRIBUTION_ID.