Oracle Purchasing enables you to create online Purchase Requisitions for goods and services of the company and gives an opportunity for control of the created Purchase Requisitions by approvers by which approvers can approve/reject, provide a note or do any other modifications if necessary from any computer device. Online Purchasing Requisitions (PRs) makes possible of preventing some misleading information that occurs during paper work, saves time and money and increases efficiency.
Here, I will show you how to create Purchase Requisition type of Requisition:
Navigate to >Purchasing Super User responsibility> Requisitions>Requisitions
Purchase Requisition header
Enter the Operating Unit you create PR for:
Choose the correct type and add Description for creation of this Purchase Requisition:
Enter the Department name, Cost Center number that this purchase requisition number is created for.
Purchase Requisition Lines
Choose the correct line type>Goods Direct Delivery
Note: Line types are distinguished between amount and quantity based lines. When you enter quantity based line which can be Goods Direct Delivery or Goods to Warehouse then you enter quantity and price for the item., i.e. >>buy 10 leaflets for promotion
>>If you buy service which are an amount based then the quantity is entered as 1 and price of service as it is., i.e. > buy translation services for 500 USD.
Enter the item code that you want to purchase:
Note: All the items are assigned to Item Category Sets. Definition of category sets enables to categorize the same type of items under the one category set. When you choose the Item code-Item Category Set, Units of Measure (UOM), Description and Price is displayed automatically. This set up to the Item is done through Inventory Accountant responsibility>Master Items.
*You should not do any modifications in Item Category Set once you have created the PR and PO related to this.
* The Item number cannot be modified after you have saved your work. In order to change it, clear the line and try to recreate it from beginning. User is allowed to change the Type, Description, UOM, Quantity, Price, Need by date in after saving records in Requisition form.
Enter the quantity you wish to purchase and the date that you need the item:
You can leave a note to the buyer and also select the name of the buyer from the Buyer box window:
You can also identify justification for creation of this PR and also can leave a note to receiver. But note that, these fields are not mandatory and you can leave them blank if you desire.
Choose the currency you want to purchase the item for:
Enter the expense account and Project number if needed:
Choose the Destination Type:
- Inventory- Goods are received into inventory upon delivery
- Expense- Goods are expensed from the system upon delivery
Select the correct Organization type and Location:
After you fill all mandatory fields, you can save your work in which the system will generate unique PR number and PR status will stay as . You can come back and continue with your PR later on.
Search your PR from Requisition Summary:
See the PR you have created and click open to continue:
Click on Distributions button to check the charge account:
Click to Charge Account box and it will appear automatically:
Save you work and go back to PR.
PR is ready to be sent to approval:
Tick the button and choose the correct hierarchy which is set up for your department. Choose the final approver from box:
Click OK. The approvers will receive notification to their email about PR pending approval.
You can check the approval path of the PR from Requisition Summary window.
Enter the PR number and click on Find:
The status of PR will be In Process until it is approved.
Go to Tools> View Action History and track your PR until it is finally approved.
Requisition can have the following different authorization statuses:
Approved, Cancelled, In Process, Incomplete, Pre-Approved, Rejected, or Returned.
- Requisition can be in Pre-Approved status when Approver forwards the document to another approver by mistake or some other business needs. Once the Requisition is in Pre-Approved
status, you cannot finally close Requisition. Also, it is not possible to create a receipt against the Requisition document with Pre-Approved status.
Note: The requisition cannot be viewed once it is approved (in Approved status). It can only be viewed when it is in Incomplete, Returned, and Rejected statuses.
Control Document Actions
The control actions which can be performed through Requisition Document is Cancel And Finally Close .These actions can be performed only if the Requisition is approved. You cannot cancel Requisition which is in Incomplete/In process statuses.
Note*: The Requisition line and header cannot be cancelled or finally closed after Purchase Order has been created against the Requisition document.