Oracle Purchasing – Purchase Order FAQ

What is 2-way, 3-way, 4-way matching? How is this set-up?

Answer

2-way matching verifies that Purchase order and invoice information match within your tolerances as follows:

 Quantity billed <= Quantity Ordered
Invoice price <= Purchase order price
(<= sign is used because of tolerances)
 

3-way matching verifies that the receipt and invoice information match with the quantity tolerances defined:

Quantity billed <= Quantity received
 

4-way matching verifies that acceptance documents and invoice information match within the quantity tolerances defined:

Quantity billed <= Quantity accepted.
(Acceptance is done at the time of Inspecting goods).
 

Whether a PO shipment has 2-way, 3-way or 4-way matching can be setup in the Shipment Details zone of the Enter PO form (character)

Receipt required  Inspection required       Matching

Yes                            Yes                                         4-way

Yes                            No                                           3-way

No                              No                                           2-way

 In GUI, Shipments block, alternative region, click on More…this brings up a region with ‘Invoice matching’ column where you can choose 2-way, 3-way or 4-way match.

 How do you reflect discount from a supplier on a Purchase orders?
Answer
The legal document is the Purchase order not the quote and therefore the purchase order should reflect agreed upon price.  Secondly if the discount comes after the PO then AP should handle it when invoicing.  If you are using a blanket Purchase order then you can use price breaks.


 

How do you change the created date on a Purchase Order?
Answer
The 'Created' date on the Purchase order is not an updateable field, due to it being a legal document once approved.


 

What is the sorting order for requisition lines in autocreation of a Purchase Order?
Answer
Requisition lines first meet search criteria determined by "find" screen, and then are grouped together by item and item category, then by need-by date. After you choose an action, enter any search criteria to narrow the selection of requisition lines.  Oracle Purchasing chooses requisition lines from the requisition pool that meet your search criteria.  All requisition lines for the same item and item category are grouped together, but they are not necessarily in order alphabetically.  Within each grouping of item and item category, requisition lines are ordered by need-by date.


 

 What does the error ‘APP-50022: Oracle Human Resources could not retrieve a value for User Type profile option’ mean?
Answer
The profile HR: User Type needs to be set. Set the profile option ‘HR: User Type’ at the Responsibility level

When do you see the status of a Purchase order as Archived?
Answer
You must approve or print a specific purchase order before you can see it in the history information.


 

In Oracle Purchasing, where is the automatic numbering for Purchase Order defined and maintained?
Answer
The navigation path for GUI is:
Setup --> Organizations --> Purchasing Options, Numbering alternate region


Accounts Payable Trial Balance – Reconciliation with GL

Q:  What formula should I use to balance AP to GL?

A:  Use the following as an example of how to balance. In this example, you are closing your accounting period for April and you have just posted your final invoice and payment batches to your general ledger system.

To reconcile your accounts payable activity for April, make the following calculation:   

  “Accounts Payable Trial Balance” as of March 31
+   “Posted Invoice Register” for the period between April 1 and April 30
-    “Posted Payment Register” for the period between April 1 and April 30
=   “Accounts Payable Trial Balance” as of April 30

Reconciling AP to GL is accomplished with the use of the following reports.

“Posted Invoice Register”

“Posted Payment Register”

“Accounts Payable Trial Balance” (current and last period)

These reports ensure that your Trial Balance accurately reflects your accounts payable liability by matching the Posted invoices and payments with the AP liability account. You can also compare your AP liability accounts to GL by doing a query of the accounts in GL to identify the account or accounts out of balance. The trial balance total should be the same as your GL liability account.

If not:

Run the GL “Account Analysis” report for the liability account and for the date range in question. Look for transactions with a source other than Payables. This can quickly pinpoint any transactions incorrectly charged to the account. Make sure that you have not made manual

journal entries to your liability account in General Ledger.When you identify the accounts you go back to AP and do a query on the account to find the invoices out of balance.

The last step is to create a journal entry in GL to balance the account or accounts that is out of balance.

Q: How is the as-of-date used in the “Accounts Payable Trial Balance” report?
A: The as-of-date is used to determine which invoices and payments should be included on the report.  Any invoices or payments with an accounting date AFTER the entered as-of-date will not be displayed on this report.

Oracle iExpense- What are the tables involved in the credit card process?

Tables are used in Credit Card process in Oracle iExpense are as follows

ap_credit_card_trxns_all
ap_card_programs_all
ap_cards_all

In 11i.OIE.H and higher Mini-packs, the following additional tables are introduced:

ap_card_details
ap_card_emp_candidates
ap_card_parameters
ap_map_codes
ap_map_types_b
ap_map_types_tl
ap_no_match_trxns

 

What concurrent programs and forms does credit cards use?

Credit Card uses these concurrent programs:
1. (Card Name) Transaction Loader
2. Credit Card Transaction Validation Report
3. Create Credit Card Invoice Interface
4. Credit Card Outstanding Charges Report

Credit Card uses these windows:
1. Credit Card Programs window
2. Credit Cards window.

Oracle iExpense – How To Enter Internet Expense Reports For Other Persons

This feature is called “Authorized Delegate”. To have the ability to enter expense reports, withdraw expense reports, etc. for other individuals, do the following:

 Authorization Preferences (Self-Service Delegate Assignment)
Users can now maintain their own list of authorized delegates in the Expenses Preferences page. An authorized delegate is someone who has the authority to enter expense reports on another user’s behalf. This feature existed in previous versions of Internet Expenses as a system administrator task only. The ability for system administrators to define authorized delegates still exists.

 Choose Responsibility:
Internet Expenses
Navigate to the Expenses Preferences
Choose the Authorization Preferences Link

Expenses Entry Delegations:
The people in this list can enter expense reports for you. They can also view all of your previously submitted expense reports. Expenses Entry Delegations can be granted by you to another person

Expenses Entry Permissions

You can enter expense reports for the people in this list. You can also view all of their previously submitted expense. Expenses Entry Permissions must be granted to you by the other person (You cannot grant your own Expense Entry Permissions).

 OR

Prior to this functionality, Authorized delegate permissions were granted as follows. This functionality still exists.

Choose Responsibilty: System Administrator

Navigate: Security – User – Define
Query up the user who is going to be be an authorized delegate.

Go to the Securing Attribute region

Add a row

Securing Attribute: ICX_HR_PERSON_ID
Application: Self-Service Web Applications
Value: Choose the employee name from the list of values for the employee for which this user needs to be able to enter expense reports form. Bounce Apache Server and Clear Server Cache if Authorized Delegates are updated using this method.