Set Ups Required for Purchasing Module

Need to have four responsibilities

1. GL

2. INVENTORY

3. PURCHASING

4. PAYABLES

And also HRMS is required to maintain employee records

To group it under single login you can create Menus, Request groups to club all the actions together under one menu

Set ups done at GL Level

1) Creating Accounting Calendar under GL

There shouldn’t be any Gap in dates while creating calendar

This Accounting calendar is used in Set of Books.

(SOB 3C’s Calendar—Currency—Chart of Accounts)

Program automatically gets submitted is: Other - Calendar Validations

Periods will get validated here.

2) Creating Set of books under GL

Need to set this SOB at Responsibility level otherwise while opening the periods it won’t get reflected.

Sys Admin-->Profile-System--> query for GL%SET% at responsibility level.

Name the SOB at responsibility level.

3) Need to Open the Periods now. Always open the first period first.

GL-->SET UPS--> Open/Close Periods

Another Program gets submitted is: Open Period

Set ups required at INV level

1) Need to create Locations & Organizations

We need to set up one more profile option to create Locations and Organizations i.e.: HR: User Type

Set it at responsibility Level.

Navigation: Inventory-->Set ups-->Organizations-->locations

2) Need to create Work Day Calendar.

This will be attached to Enterprise structure

Any organization can use it. Work Day Calendar is given while creating the Master/Child orgs. Build workday Calendar Program will be launched.

Navigation: Inventory-->Set ups-->Organizations-->Calendars

3) Need to create Business Group

Navigation: Inventory-->Set ups-->Organizations-->Organizations

Mention as Business Group in Organization classification.

Mandatory Field is Business Group Info. Attach this BU to HR: Security Profile profile option at responsibility level.

4) Need to create LE

Navigation: Inventory-->Set ups-->Organizations-->Organizations

Mention as GRE/Legal Entity in Organization classification.

Mandatory Field is Legal Entity Accounting. Here need to attach the Set of Books. One LE can have only One SOB

5) Need to Create OU

Navigation: Inventory-->Set ups-->Organizations-->Organizations

Mention as Operating Unit in Organization classification.

Mandatory Field is Operating unit information

------------->Need to link to LE and SOB here

------------->Need to set profile option (OM: Operating Unit)

OU can have one LE and one SOB

Need to run Replicate Seeded data.

Creation of OU arises only when there is separate line of business.

6) Need to Create MO-Master Organization

Navigation: Inventory-->Set ups-->Organizations-->Organizations

Mention as Inventory Organization in Organization classification.

Mandatory Fields are

               ---àAccounting Information which links to LE/SOB/OU

               ---àInventory Information: mention the Org code

               ---àReceiving Options mention all the mandatory fields

7) Create child organizations if exist. Creation process is same as MO

Where as we have to specify the Master organization in Inventory information

Copy the organization details. For this

PS: --------->HR: Cross Business Group is need to be set to Yes to copy structures from other organizations to the current Organizations

Every Responsibility we work on should point to an Enterprise structure

For that we need 5 Profile options to be set mandatorily.

1. GL Set of books Name  ------ at SOB level

2. HR: Security Profile      ------ at BU level

3. HR: Business Group    ------ at BU Level

4. OM: Operating Unit     ------ at OU Level

5. HR: USER TYPE        ------ org level

All the profile options are set at responsibility level so that the users who have access to those responsibilities can access that particular enterprise structure under that Responsibility

OM: Operating Unit The user who is assigned with this responsibility can access to that particular Operating Unit and he won’t have access to any other OU in 11i.

8) To make any transactions need to open the accounting periods in Inventory at Organisation Level.

Navigation: Inventory-->Accounting Close Cycle-->Inventory Accounting Periods

9) Need to create sub inventory as well without which we could not do anything. Physical inventory is sub inventory itself

Navigation: Inventory --> Organization--> Sub inventories

Setups to be done at HRMS level

1) Need to have Jobs and Positions

To create Jobs, HRMS responsibility is required and where in we should make sure that it will point out to our own Enterprise Structure (Business Unit)

If not, set the profile option HR: Security Profile at BU level for that particular responsibility.

Navigation: HRMS--> Work Structures --> Job-->Description.

To create Position, We should make sure that our BG has been classified under HR organization.

Navigation: HRMS--> Work Structures --> Position-à Description

2) Need to create Employment and assign the Job and Position in the Assignments tab accordingly

Setups need to be done at purchasing level

1) First and foremost thing in Purchasing is to choose the SOB which allows setting up any financial options. Once it is set, it can’t be changed again.

If it is not set and if you tried opening Financial options under Purchasing module it will pop up the below error message.

Navigation:

2) Need to define all Purchasing options under purchasing module.

These are the defaults that appear on Create REQUISITION/PURCHASE ORDER forms

3) Need to set financial options.

Navigation and IMP fields:

                                     

If Use Approved Hierarchies is enabled,it uses the Position based Hierarchy otherwise Supervisor based Hierarchy.

4) Document type settings is meant  for all users

    a.Owner Can approve indicates,the person whoever submits the PO can approve it,provided the PO's amount limit is within the approver's limit.

b. IF Can Change * are enabled,the requester can change the defaults(i.e. listed in the hierarchy). 

c.Default Hierarchy is the Hierarchy defined for that particular OU                                              

        

 d..Security Level :                                                                                                                              

              Public -->anyone can view the PO's                                                               

    Private  -->Requesters/Purchasing officers can only view the PO's      

Hiearchy --> The people whoever in the hierarchy can only view them

Pre approved : Even though the person who created the requisition has powers/limit to approve it, He will forward to the next level person for confirmation or whatever.Then the Requisition comes in Pre Approved status instead of In Process status.

Document can't be reopened in few statuses: InProcess/Rejected/Returned/Pre Approved