Steps to create a Purchase order (PO) in Oracle AppsA Purchase order is a commercial document and first official order issued by the buyer to the supplier,indicating types, quantities, and agreed prices for products or services the supplier will provide to the buyer.Basically, there are four types of Purchase Orders, vizStandard Purchase OrderUsed for One-time purchases for goods and services. Here you know the item, price, payment terms an delivery schedule

Planned Purchase OrderCreated when you have long-term agreement with the supplier. You must specify the details of goods and services, payment terms and the tentative delivery schedule

Blanket Purchase AgreementCreated when the details of items and services, payment terms are known but not specific about the delivery schedule

Contract Purchase AgreementCreated when the terms and conditions of a purchase are known but specific goods and services are not.

Lets create aStandard Purchase Order.Here, we willAuto CreateaPurchase Orderbased onApproved Requisition.Navigation: Purchasing>> Auto CreateEnter requisition number and clickFindto navigate toAuto Create documentswindow

Find Requisition lines

Auto Create DocumentSelect your Requisition Line by ticking the check box next to the Requisition LineAction: CreateDocument Type: Standard POGrouping: DefaultClickAutomaticbutton and clickcreatebutton in the New Document form. By clickingAutomatic button, a standard PO is created based on the details provided in the Purchasing requisition.You can selectSuppliereither in theNew Documentform or in thePurchase Orderform

New document

Auto Create to POStatusrepresents the status of the document.Incompleteis the default status for all purchase orders until they are submitted for the first time for approval.ClickShipmentsbutton.Shipment number, Org, Ship-to, UOM, Quantity and Need-by-dateare shown by default. These fields can be edited as needed. You can split the lines and can change the ship-to Organization, quantity of items to be shipped and delivery date.[you can request the supplier to supply some of the quantities to be supplied by the need-by date you provided and rest of the quantities (to the same ship-to address or a different address) to a different need-by-date]

ShipmentsClickMoretab. The default values are generated

ShipmentsReceipt Close Tolerance (%)determines when this line will close for receivingInvoice Close Tolerance (%)determines when this line will close for invoicingAPurchase Orderhas three main close points:Closed for Receiving,Closed for Invoicing(these two relate to a specific line) andPurchase Orderitself has a closed status.The entire order will not close automatically if all the lines are not closed for both receiving and invoicing. A tolerance of 0% indicates that it will close when the total amount received or invoiced equals the amount on the order, whereas a close tolerance of 100% indicates that no receipts or invoices are required for this order, which will close the lines for receiving as soon as the order is approved. Reviewing these default close tolerances on a regular basis is a good idea to ensure orders are properly controlled and closed with minimal intervention by the purchasing agent.Select an option atMatch approval LevelThis determines the close point for an order.2-waydetermines Purchase Order and Invoice quantities must match with in the tolerance before the corresponding invoice can be paid.Quantity Billed = Quantity OrderedInvoice Price = Purchase Order Price3-waydetermines Purchase order, receipt, and invoice quantities must match within tolerance before the corresponding invoice can be paid.Quantity Billed = Quantity OrderedInvoice Price = Purchase Order PriceQuantity Billed = quantity Received4-waydetermines Purchase order, receipt, accepted, and invoice quantities must match within tolerance before the corresponding invoice can be paid.Quantity Billed = Quantity OrderedInvoice Price = Purchase Order PriceQuantity Billed = quantity ReceivedQuantity Billed= Quantity AcceptedSelect anInvoice Match OptionThe Invoice Match Option determines whether the invoice will be matched to the Receipt or the PO when using 3-Way matchingSelectPOwhen using2-wayand selectPOorReceiptfor3-Way.Enter the Receiving control information by clickingReceiving Controlsbutton

Receiving ControlsEnter distributions for the shipments by clickingDistributions button

DistributionsClick onMoretab. The Requisition number from which this Purchase Order has been created is shown by default.

DistributionsClickTermsto enter terms, conditions, and control information for purchase orders.

TermsClickCurrencybutton to enter and change currency informationSave your work and clickApprovebutton for Approval process.

Approve DocumentClickOKand check the status in the Purchase OrderBase tables for Purchase Order (PO) in Oracle Apps

Base tables for Purchase Order (PO) in Oracle AppsBase tables for Purchase Order are as follows:1.PO_HEADERS_ALL(SEGMENT1 column in this table represents the Document number)This table stores header information of a Purchasing Document. You need one row for each document you create.The following are the documents that use PO_HEADERS_ALLRFQs, Quotations, Standard Purchase Order, Planned Purchase Order, Blanket Purchase OrderandContractsImportant columns of this table:PO_HEADER_ID, SEGMENT1, TYPE_LOOKUP_CODE, VENDOR_ID, VENDOR_SITE_ID, CLOSED_CODEPO_HEADER_ID is a unique system generated primary key and is invisible to the users.SEGMENT1 is the document numberYou can uniquely identify a row in PO_HEADERS_ALL using ORG_ID, SEGMENT1, and TYPE_LOOKUP_CODE, or using PO_HEADER_ID.Sample queries:SELECT PO_HEADER_ID, TYPE_LOOKUP_CODE FROM PO_HEADERS_ALL WHERE SEGMENT1= 311;

SQL QuerySELECT PO_HEADER_ID, AGENT_ID, TYPE_LOOKUP_CODE, CLOSED_CODE FROM PO_HEADERS_ALL WHERE SEGMENT1= 6044;

2. PO_LINES_ALLThis table stores the line information of a Purchasing Document.Important columns of this table:PO_LINE_ID:Unique identifier of the Document LinePO_HEADER_ID: Unique identifier of the Document Header (with reference to PO_HEADERS_ALL, PO_LINE_ID)LINE_TYPE_ID: Unique identifier of Line_Type (with reference to PO_HEADERS_ALL, PO_LINE_ID and PO_HEADER_ID)LINE_NUMBER: Line NumberITEM_ID: Unique Item IdentifierORG_ID: Unique Identifier of the Operating UnitCLOSED_CODE: Status of the DocumentSample Queries:SELECT PO_LINE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334;

SQL QuerySELECT LINE_TYPE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334 AND PO_LINE_ID= 173263;

3. PO_LINE_LOCATIONS_ALLThis table contains the information related to purchase order shipment schedules and blanket agreement price breaks. You need one row for each schedule or price break you attach to a document line.There following are the seven documents that use shipment schedules:1. RFQs2. Quotations3. Standard purchase orders4. Planned purchase orders5. Planned purchase order releases6. Blanket purchase orders7. Blanket purchase order releasesEach row includes the location, quantity, and dates for each shipment schedule. Oracle Purchasing uses this information to record delivery schedule information for purchase orders, and price break information for blanket purchase orders, quotations and RFQs.The following are the important columns of this table:LINE_LOCATION_ID: Unique Identifier of Document shipment schedulePO_HEADER_ID: Unique Identifier of Document header. (with reference to PO_HEADERS_ALL.po_header_id.)PO_LINE_ID: Unique Identifier of Document line (with reference to PO_LINES_ALL.po_line_id)QUANTITY: Quantity ordered for Purchase Orders, RFQs and QuotationsQUANTITY_RECEIVED: Quantity received until todayQUANTITY_ACCEPTED: Quantity accepted after inspectionQUANTITY_REJECTED: Quantity rejected after inspectionQUANTITY_BILLED: Quantity invoiced by Oracle PayablesQUANTITY_CANCELLED: Quantity cancelledTAXABLE_FLAG: indicates whether the shipment is taxableORG_ID: Operating unit unique identifierSHIP_TO_ORGANIZATION_ID: Unique identifier of Ship-to organizationSample Queries:SELECT LINE_LOCATION_ID FROM PO_LINE_LOCATIONS_ALL WHERE PO_HEADER_ID= 110334 AND PO_LINE_ID= 173263;

SQL QuerySELECT QUANTITY, QUANTITY_RECEIVED, QUANTITY_ACCEPTED, QUANTITY_BILLED, QUANTITY_REJECTED, ORG_ID FROM PO_LINE_LOCATIONS_ALL WHERE LINE_LOCATION_ID= 264421;

SQL Query4.PO_DISTRIBUTIONS_ALLThis table contains the information related to accounting distribution of a purchase order shipment line. You need one row for each distribution line you attach to a purchase order shipment. There are four types of documents using distributions in Oracle Purchasing:1. Standard Purchase Orders2. Planned Purchase Orders3. Planned Purchase Order Releases4. Blanket Purchase Order ReleasesEach row includes the destination type, requestor ID, quantity ordered and deliver-to location for the distribution.Important columns of this table:PO_DISTRIBUTION_ID: This is the primary key for this table. It is a unique Document Distribution identifier.PO_HEADER_ID, PO_LINE_IDLINE_LOCATION_ID: Unique Identifier of the Document Shipment Schedule (with reference to PO_LINE_LOCATIONS_ALL, LINE_LOCATION_ID)CODE_COMBINATION_ID: Unique Identifier of General Ledger Charge Account (with reference to GL_CODE_COMBINATIONS.CODE_COMBINATION_ID)REQ_DISTRIBUTION_ID: Unique Identifier of a Requisition distribution (with Reference to PO_REQ_DISTRIBUTIONS_ALL.DISTRIBUTION_ID)Sample Queries:SELECT PO_DISTRIBUTION_ID FROM PO_DISTRIBUTIONS_ALL WHERE PO_HEADER_ID= 11033;

SQL QuerySELECT CODE_COMBINATION_ID FROM PO_DISTRIBUTIONS_ALL WHERE PO_DISTRIBUTION_ID= 13033;

SQL Query5.VENDORS_ALLThis table stores the general information about the suppliers.6.PO_VENDOR_SITES_ALLThis table storesinformation about the supplier sites. Each row includes the site address, supplier reference, purchasing, payment, bank, and general information.7.PO_RELEASES_ALLThis table stores information related to planned and blanket Purchase Order releases. Each row includes the buyer, date, release status, and release number. Each release must have at least one purchase order shipment.8.PO_VENDOR_CONTACTSThis table stores information about contacts related to Supplier site. Each row includes contact name and site.9.PO_ACTION_HISTORYThis table stores information about the approval and control history of a Purchasing Document. This table stores one record for each approval or control action an employee takes on a purchase order, purchase agreement, release or requisition.