Know Your Oracle-KYO Session

Prepared by

CISC-IN Support Team

CONTENTS

1. SYSTEM OVERVIEW3

1.1 Oracle Apps (ERP)3

1.2 Oracle Apps Modules3

2. SALES ORDER PROCESS STEPS FOLLOWED IN PANASONIC5

Below is Order to Cash Detailed Diagrammatic Flow:6

2.1 Sales Order Entry7

2.2 Sales Order Booking9

2.3 Pick Release10

2.4 Ship Confirm11

2.5 Auto Invoice12

3. VARIOUS LINE STATUSES IN SHIPPING TRANSACTION FORM13

3.1 Staged/ Pick Confirm:14

3.2 Released To Warehouse:15

3.3 Backordered:20

3.4 Interfaced:21

3.5 Shipped:21

4. ISSUES AND RESOLUTIONS WHILE PROCESSING AN ORDER23

4.1 Pick Release is not happening even after stock is available23

4.1.1 Checking Hold on an Order:24

4.1.2 Ensure whether warehouse for Pick Release & Order Booking are same.29

4.1.3 Difference between on hand quantity and quantity reservable.31

4.2 Ship Confirmation is not happening.32

4.2.1 To check whether the order is already shipped or not.32

4.2.2 To check whether Item is attached to VAT Classification.33

4.2.3 Tax lines are not matching in backend tables34

4.2.4 Ultimate Ship To field under Delivery tab is blank.34

Ultimate Ship To field is present under delivery tab in Shipping Transaction Form.34

4.3 Order is not going to Account Receivables35

4.4 Auto Pick Confirm not getting done automatically36

4.4 Stock is showing available to reserve quantities negative for a particular LOT41

4.5 User is unable to book RMA because of Validation hold41

4.6 Credit Memo is not getting generated for delivered RMAs42

4.6.1 Where to check whether the original invoice is still Applied or already Unapplied?42

4.6.2 How to UnApply any Invoice:-44

4.7 Sale Price not coming on Sale Order46

4.8 Invoice print is not coming for invoice no.48

4.9 Sale Order not booked Hold Sale Channel is not the same49

5. IMPORTANT POINTS TO BE TAKEN CARE OF50

5.1 Checking the On Hand Quantity through Inventory50

5.2 Using Reserved Quantity of a Booked Order in other Order after canceling that order.53

5.3 Selecting Line Status while querying Order in Shipping Transaction Form.53

5.4 To cancel an order54

5.5 How to Backorder54

5.6 Line Status of Shipping Transaction Form after Ship Confirm.54

1. SYSTEM OVERVIEW1.1 Oracle Apps (ERP)

Oracle Apps is a package application which integrates all the modules of any industry.

Oracle E-Business Suite is the most comprehensive suite of integrated, global business applications, including applications for asset lifecycle management, enterprise resource planning, procurement, product lifecycle management, supply chain management and manufacturing.

Panasonic is using Oracle Apps 11i version 11.5.10.2

1.2 Oracle Apps Modules

Different Oracle Apps modules used in panasonic are

2. SALES ORDER PROCESS STEPS FOLLOWED IN PANASONIC

Below is Order to Cash Detailed Diagrammatic Flow:

TC "Customer Management" \l 2

2.1 Sales Order Entry

Sales Order Entry is the first step of Order Process flow.

Navigate to Oracle Order Management Super User->Order, Returns->Sales Order to open the form.

Customer details and Sales Person details are entered in Order Information Tab.

Order Number is generated once the Order Form is saved.

Under Line Items Tab, Item details are entered.

2.2 Sales Order Booking

Click on Book Order Button to Book the order.

Holds if any, need to be released to proceed further.

After booking of Sale Order, User cannot change anything in the sale order. For any major correction, user need to cancel the existing SO and create the new sale order.

2.3 Pick Release

Pick Release is done to inform the Warehouse personnel through Pick Slip Report that Order is ready for picking

Delivery is created for eligible Line Items of the Order.

Item is transferred to Staging area from where Item is to be shipped (Loaded into truck).

Navigate to Oracle Order management->Shipping->Release Sales Order to do Manual Pick Release.

Select the desired Pick Rule and enter the Order Number. Click Execute Now to run Pick Release Program.

2.4 Ship Confirm

Ship Confirm is done once the goods are loaded into truck.

Navigate to Oracle Order Management->Shipping->Transactions to open Shipping transaction Form.

Open particular Order details in the form.

Click Ship Confirm under Delivery Tab to do the Ship Confirm.

2.5 Auto Invoice

Auto Invoice Master Program pulls the shipment details from Order Management to Account Receivable and generates Invoice.

Navigate to Oracle Order management->Auto Invoice->Submit Request for Auto Invoice Master Program.

Enter Invoice Source, Default Date and Order Number in the Parameters window.

3. VARIOUS LINE STATUSES IN SHIPPING TRANSACTION FORM

Line Status under Shipping Transaction Form let us know the next step to be done.

To see the line status, navigate to Oracle Order management->Shipping->Transaction->Shipping Transaction Form

Enter the order no. in the form and click find to open Shipping Transaction Form for that particular order.

User can see the line status and next step fields in the screenshot.

3.1 Staged/ Pick Confirm:

Pick Confirm is the process in which ordered item quantity is transferred from warehouse to staging sub inventory from where the quantity is shipped.

When the Line Status shows Staged/Pick Confirm, it means Pick Release has been completed successfully and user can now proceed to Ship Confirm.

We can do the Ship Confirm only when Line Status of any order will be Staged/Pick confirm.

3.2 Released To Warehouse:

When we see the Line Status as Released To Warehouse and next step as Transact Move Order, it means Auto Pick Confirm is not done for that order.

We need to manually do the Pick Confirm for that particular order.

This is done by Transact Move Order.

Note down the Move Order number in Shipping Transaction Form. Scroll the cursor towards right to see the Move Order field.

Navigate to Oracle Inventory->Move order->Transact Move Order->select respective org from pop up.

Find Move Order form opens. Enter the Move Order number and click find.

Transact Move Order form opens. Select the line which you want to transact.

Click View/Update Allocations to update allocation of items.

Click Transact to transact the Move Order. A pop up will appear giving confirmation for the same.

3.3 Backordered:

This status generally comes when user has not reserved the quantity for that particular order and done Pick Release without checking the On Hand Quantity and Quantity Reservable in the warehouse.

If the Quantity Reservable in the warehouse is less than quantity ordered, then system will Pick Release available quantity. Rest will get Backordered.

3.4 Interfaced:

When the Line Status shows Interfaced, it means shipping has been done successfully.

User can now proceed to AR for generating invoices.

3.5 Shipped:

When the Line Status is Shipped and next step field shows Run Interfaces, then user need to run program Interface Trip Stop SRS to transfer the shipment details to interface table between OM and AR.

Navigate to Oracle Order Management->Shipping->Interfaces->Run

Select Interface Trip Stop SRS program under Name field in request form.

Select Mode under parameters. Click Submit to run the request.

4. ISSUES AND RESOLUTIONS WHILE PROCESSING AN ORDER4.1 Pick Release is not happening even after stock is available

Possible resolutions----

Check if there is any hold on order.

Ensure whether warehouse for Pick Release & Order booking are same.

Ensure whether user is having access of Upgrade Role in Grants

User should be trained to differentiate ON HAND and RESERVED Quantities. Most of the time it is observed that by looking at ON HAND QTY user wants to Pick Release it. However it will be Pick Released only if there is Unreserved Qty.

Check Inventory Accounting Period for that month. User need to contact his branch to confirm whether Inventory Accounting period is Open or Closed.

4.1.1 Checking Hold on an Order:

Query the Order in Sales Order Form.

Click Actions button under Order Information tab. Actions Pop Up will appear containing Actions in LOV.

Select Additional Order Information and click OK.

Additional Order Information Form will open containing all the Holds applied to that particular order.

User with access to Release Holds can release the Holds by selecting Release Holds from Actions LOV in Sales Order Form.

Release Hold Form will open containing all the Holds which need to be removed after booking.

Select the Hold, select suitable reason from Reason field LOV and click on Release button.

4.1.2 Ensure whether warehouse for Pick Release & Order Booking are same.

To check order booking Warehouse, navigate to Order, Returns->Sales Order->F11->enter required Order no.->Ctrl F11.

User should be able to see the order details.

Navigate to Lines Tab.

User will be able to see to order booking Warehouse in the form.

To check the Pick Release Warehouse, navigate to Release Sales Order Form-> select the desired rule in rule field.

Click on Inventory tab.

User should be able to see Pick Release Warehouse under Inventory tab.

4.1.3 Difference between on hand quantity and quantity reservable.

On Hand Quantity is the total quantity for any particular item available in inventory.

Quantity Reservable is the available quantity which can be reserved for sales order.

For example. if On Hand Quantity .is 106 and Quantity Reservable is 75, that means 31 quantities have already been reserved for other orders. We can use the rest 75 quantities for sales order.

To check On hand quantity and Quantity Reservable, navigate to Order Returns->Press F11->enter Order No->Press ctrl F11 to see order details->Press Line Items tab.

4.2 Ship Confirmation is not happening.

Possible reasons--

Order might be shipped already by someone.

Item is not attached to VAT Classification

Tax lines are not matching in backend tables

4.2.1 To check whether the order is already shipped or not.

Navigate to Order Returns->Sales Order->F11->enter Order Number->Press ctrl F11

User should be able to see the order details.

Navigate to Line Item tab.

Order lines will get displayed in Line Items Form.

Under Status field, we can check the status of particular line for shipment.

4.2.2 To check whether Item is attached to VAT Classification.

Users having set up access can attach the VAT Classification to item by navigating to India Local Inventory->India TCS/VAT/Service tax->Set Up-> VAT-Item Classification.

User can see in the Attribute Value columns whether VAT is attached to particular item or not.

If Attribute Values are showing NO, then user can select YES and save the form.

4.2.3 Tax lines are not matching in backend tables

Sometimes user is not able to ship confirm order with error in details button showing as Tax lines are not matching in JA_IN_SO_LINES and JA_IN_SO_TAX_LINES. In that case, only solution so far came up is to do the data patching from back end. User need to contact the IT team for the same.

4.2.4 Ultimate Ship To field under Delivery tab is blank. Ultimate Ship To field is present under delivery tab in Shipping Transaction Form.

If this field is blank, then system will not allow to Ship Confirm.

To resolve this, Navigate to 05 ONT Sales Admin-BA General user-XXX ShippingInterfacesRun

Select the program name as Import Shipping Locations and enter the mandatory parameters as shown.

After successful completion of this program, issue will get resolved.

4.3 Order is not going to Account Receivables

Possible reasons and resolutions---

Run program Interface trip stop-SRS if next step for order is Run Interface in Shipping Transaction Form.

We should wait for some time till scheduled Workflow Background Process completes. Else, run this program manually.

To Run program, navigate to 05 ONT Sales Admin-BA General User-XXX->Shipping->Interfaces->Run->Submit a New Request->Select the desired program from the field Interface Trip Stop-SRS->Enter delivery ID in the parameters>click Submit

4.4 Auto Pick Confirm not getting done automatically

Possible reason and resolution---

Sometimes Auto Pick Confirm not happens automatically due to which user will not be able to ship the items.

If the Line Status of any order under Shipping Transaction Form is Released to Warehouse, then it means Pick Confirm has not completed for that order automatically.

To manually do the Pick Release, we need to do Transact Move Order for that particular order.

Note down the Move Order in Shipping Transaction Form. Scroll the cursor towards right to see the move order field.

Navigate to Inventory->Move Order->Transact move order->select respective Org from pop up.

Find Move Order Form opens. Enter the Move Order number and click find.

Transact Move Order form opens. Select the line which you want to transact.

Click View/Update Allocations to update allocation of items.

Click Transact to transact the Move Order. A pop up will appear giving confirmation for the same.

4.4 Stock is showing available to reserve quantities negative for a particular LOT

Under this case, system will not allow the user to proceed further even if other LOTs are having quantities.

This is rare scenario which may occur due to physical counting or if any move order is stuck in interface.

If it happens due to move order, then user need to cancel that move order to release those quantities so that accordingly LOT quantities will become positive.

Else, user needs to contact IT team for increasing the quantity in that LOT and decreasing the same quantity from other LOT to make the former LOT quantities positive.

4.5 User is unable to book RMA because of Validation hold

Validation can be of various types. Hence, user must check the hold comments under additional Order/line Information form by navigating through Actions button.

If the hold comment mentions RMA Inv already has a receipt, then user should check the original invoice amount and RMA amount. Such error generally comes because of tax difference which is sometimes delayed in importing to AR in original invoice.

If the hold comment mentions Warehouse not the same, then it means warehouse present in Original Order and RMA are different. RMA can be created only with original order warehouse.

If the hold comment mentions Ship To, Sales representative, Ship To Address field is blank, then user must go to order line and check the mentioned fields for any missing data.

If the hold comment mentions Quantity cannot be greater than original order quantity, then it means that already another RMA for the same order/Invoice has been booked and material has been received through that RMA.

4.6 Credit Memo is not getting generated for delivered RMAs

Possible reasons

Original Invoice was not Unapplied

System has the functionality to check this error at two stages.

1> At the time of Order Entry:-

User will get a validation hold as " RMA Invoice already has a receipt".

2> At the time of CM Generation:-

If the original invoice is not applied , then CM will not get generated and error will be shown in the output.

4.6.1 Where to check whether the original invoice is still Applied or already Unapplied?

Open the Invoice under 05 AR General User responsibility

Navigate to Actions--> Installments

After opening the installments form, click on "Activities"

Under activities form, user can check whether any particular line is Applied or UnApplied in "Amount Applied" field.

4.6.2 How to UnApply any Invoice:-

Open Receipts form under 05 AR general user responsibility in case the Invoice is Applied against Receipt.

Query the receipt number.

Click on Apply button at the bottom.

UnApply the respective invoices as per requirement

Similar steps need to be done in case the Invoice is applied against any Credit Note. For that, user needs to navigate to Applications under CM form.

4.7 Sale Price not coming on Sale Order

Possible reasons

Sale Channel at Bill to Site is not defined at customer on which sale order is made

Item is not available in Item Category attached to Customer Ship to Site additional information.

Error Message coming while entering SO:

Solution: Attach item in Item Category which is attached to Customer Ship to Location

Assign the tax category to current SO. In future, automatically system will pick price for this item.

Click on Open Order, Go to action and then price the order.

4.8 Invoice print is not coming for invoice no.

User is not able to print invoice. User need to select below request for printing invoice

FG Goods - 05 AR Sales Invoice(Landscape) - A4 Size (New)

Spares Goods - 05 AR Sales Invoice(Landscape) - A4 Size (New) SP

If user is taking print for the first time, then input parameter New Invoice Only will be selected as Yes. If user is taking print after first time then input parameter New Invoice Only will always be selected as No.

4.9 Sale Order not booked Hold Sale Channel is not the same

User is not able to book the sale order due to hold Sale Channel is not the same. This holds automatically applied on the sale order if sale channel not entered on customer ship to location DFF.

Complete the setup; remove the hold and then user will be able to book the sale order.

5. IMPORTANT POINTS TO BE TAKEN CARE OF5.1 Checking the On Hand Quantity through Inventory

User can also see the on hand quantity for a particular warehouse based on Item, lot and serial numbers.

Navigate to Oracle Inventory->On Hand Availability->On Hand Quantity

Select respective Org from LOV for which you want to check on hand quantity.

Click OK

Material work bench form will open containing tabs like Item, Lot, Serial etc. We can see on hand quantity by filling information under respective tabs

For example. Select Item under Item Tab and click find. User can see On Hand Quantity of that particular item under that warehouse.

5.2 Using Reserved Quantity of a Booked Order in other Order after canceling that order.

After cancelling a book order, we cannot use the reserved quantity immediately.

MA Delete Reservation need to be completed to unreserve the item.

5.3 Selecting Line Status while querying Order in Shipping Transaction Form.

Care should be taken while selecting Line Status' field in Shipping Transaction Form.

If an order is already shipped and we selected Not Shipped in Line Status field under Shipping Transaction Form, then we will not get order details.

It is advisable to select blank in Line Status field to avoid such errors.

5.4 To cancel an order

Navigate to Order Entry form. Click Actions->Select Cancel to cancel the order.

Once an order is created, it can only be cancelled. We cannot delete the order.

We can cancel the order only when the order is in not picked state. If any order is already pick released, we need to back order the quantities.

5.5 How to Backorder

To back order the quantity, press Ship Confirm button in shipping transaction form.

Select radio button Back Order All from the pop up and click OK.

Quantity will get back ordered.

5.6 Line Status of Shipping Transaction Form after Ship Confirm.

Line status of order line after shipment under shipping transaction form should be Interfaced which means the shipment data has been transferred to interface table.

If the line status after Ship Confirm is showing as Shipped instead of interfaced, then it means program Interface Trip Stop-SRS has not been completed successfully. In that case, this program needs to be run manually.

Navigation to run this program is as follows--

05 ONT Sales Admin-BA General User-XXX ShippingInterfaceRunSubmit the program with Delivery ID in parameters.

ciscin_erpsupport@in.panasonic.com

Account Receivables

Account Payables

Inventory

Order Management

Purchasing

Oracle Apps

Enter move order number here

Release holds

Enter move order number here

Order Entry

Booking

Credit Hold

A

A

Pick Release

Qty Reserved

Increase the Qty

Back Order

A

Hold Released

B

B

Shipment Process

Auto Pick Confirm

Delivery ID Generated

Ship Confirm Successful

F

Error

Error

E

D

F

Interfaced to AR

Auto Invoice

End

Start

D

Transact Move Order

B

C

VAT Item Classification

B

E

Auto Create Deliveries

B

A

Y

N

N

Y

Y

Y

Y

N

N

Y

Run Interface Trip Stop Manually

N

BRANCH ACCOUNTANT/COMMERCIAL COORDINATOR

ACCOUNTS

WAREHOUSE USER

Sales Order Entry

Pick Release

Ship Confirm

Auto Invoice

41