Oracle Purchasing Interview Question

Oracle Purchasing Interview Question (Source http://www.brainbeez.com/)

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1) What are the different purchase order types in Oracle Purchasing?

There are 4 type of PO. Standard, Planned, Blanket and Contract. Below is the difference between them

Source : Metalink

2) Can a requisition be encumbered?

Yes, enable requisition encumbrance from PO>setup>organization> Financial options

3) What is the difference between a scheduled release and blanket release?

A schedule release is created against Planned PO and Blanket release against the Blanket PO

4) On a contract purchase agreement qty can be specified?

No, You cannot enter lines of Contract PO

5) On a blanket purchase agreement qty can be specified?

No, Quantity field is grey out.

6) Quotation analysis is an automated process in oracle purchasing?

7) Vendor analysis can be performed in oracle purchasing?

8) How many types of purchase requisitions are there?

2 Types : Purchase and Internal

9) Rfq's can be created based on unapproved purchase requisition?

  

Yes you can auto create a RFQ from an unapproved requisition

10)During autocreate process from req to rfq supplier list specification is mandatory?

NO 

11)Requisitions can be imported into the system from legacy softwares?

Yes, you can import them in PO_REQUISITIONS_INTERFACE_ALL

12)What is the requisition interface table name?

PO_REQUISITIONS_INTERFACE_ALL

13)Is workflow integrated  with oracle purchasing?

Yes

14)What workflow process is executed whenever the purchasing documents are approved?

PO Approval Top Process

15)Can you import purchase orders ? if yes what is the program name?

Yes, Import Standard Purchase Orders program

16)Purchase orders can be created without base quotation documents?

Yes, you can manually enter PO

17)How many types of quotations are there?

Three Types. Standard, Bid and Catalog

18)Can a standard purchase order be associated with contract purchase agreement ?

Yes, against Contract Po you make Standard PO 

19)Scheduled releases are issued against contract purchase agreements?

No, Standard PO issued against Contract Agreement. 

20)Blanket releases are recorded against planned purchase orders?

No Scheduled releases recorded against Planned PO

21)Multiple shipment lines can be existing for a single purchase order line?

Yes, Very True 

22)Quantity received against po is updated in the po document?

Yes, you can see it from PO summary form

23)Cancellation of po cancels the requisition?

Depends on Option selected in Purchasing options.

24)Releases can be encumebred?

I don't Know. You tell me? Post a comment below

25)Where do you set the encumbrance options in oracle purchasing system?

Financial Options

26)Oracle purchasing system can be run without setting up the purchasing options?

No, that is the First thing you should to setup when setting up purchasing

27)A purchase order can be based on multiple quotations?

Yes

28)A rfq can be based on multiple requisition lines?

Yes

29)A purchase order distribution can be based on multiple shipment lines?

Each shipment line has its own distribution 

30)Receiving controls can be specified in requisition document?

No 

31)How many types of receipt routings are available?

Three. Standard, Direct and inspection Required

32)Goods receipt information is recorded in oracle purchasing system?

Inventory and purchasing both

33)Through workflow purchase orders can be created?

Yes 

34)Purchased order revisions can be recorded?

Yes

35)What are the tables involved in for storing the po information?

PO_headers_all

PO_lines_all

PO_line_locations_all

PO_distributions_all

PO_releases_all

36)Supplier lists must be mandatorily setup for purchasing system?

37)Purchasing documents can be updated once they are approved?

Yes, Revision will be created after that

38)Supplier database is owned by oracle payables?

Yes, True in R12

39)Is it possible to reverse a purchase order line ?

No. You can cancel it

40)What is ASL?

Approved Supplier list 

41)What is ASN?

 Advance Shipment Notice

42)What is the copy document feature?

Used to create a new doc by duplicating/copy from another doc

43)What are the different statuses for the purchasing periods?

Open/Close/Permanently Close 

44)What are the tables for supplier database?

AP_SUPPLIERS                 Replaced PO_VENDORS table.

AP_SUPPLIER_SITES_ALL

IBY_EXTERNAL_PAYEES_ALL Stores Payee(supplier) information.

HZ_PARTIES                         Stores Party data of suppliers.

HZ_PARTY_SITES         Stores Party site data of supplier sites.

45)Oracle purchasing owns the job and position flexfields?

HRMS owns following key flex fields 

Grade flexfield, Job flexfield, Position flexfield, People Group flexfield

46)Employees information is maintained in oracle purchasing system?

No, Its maintained in HRMS

47)To approve a purchase order the user must be a buyer?

Not Necessary

47)Employees must be assigned to application user definitions in system administration?

Yes

48)Supplier number generation by default is auotmatic?

You can set it in Payables.

49)Where do you set the emloyee numbering options?

While defining Business Group Information 

50)Inventory organisation must be setup to run purchasing module?

Yes

Thanks

Mandeep Kumar

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Vacation Rules

Vacation Rules in Oracle R12

In this post we will see how to create vacation rules when you want to transfer notifications meant for you to your colleague.

The First Step is to login in Oracle and click on Notification summary

Navigate to Suppose Purchasing Super user > Notifications Summary

 Click in Vacation Rules at the bottom of the page

Select Item type for which you want to create Vacation rules. We will take "ALL" for our example. Click Next.

#Enter Start Date from which you want to transfer notifications
#Optionally enter End Date
#Optionally Enter a message which will be displayed with routed notifications.
#In Reassign, select the user name whom you want to transfer the notification
# Select "Delegate Your Response" if you want to delegate all notification approvals to an assistant.
# Select "Transfer notification ownership" if you want to transfer notifications for a specific project to the new manager of that project.

Click Apply

Table Involved : WF_ROUTING_RULES

Note: The key to setting-up a valid Vacation Rule is to ensure the rule is tied to a Username rather then the Full Name of the desired user.  The reason for this is that the Worklist and Notification Summary for the user is linked to their username and not full name record (Reference Metalink)

Suppose a person forgot to create vacation rules then in that case we can also use Management >Forward Documents  or you can reassign it using workflow monitor.

Thanks

Mandeep 

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XXX is not a valid responsibility for the current user. Please contact your System Administrator.

How to Resolved XXX  is not a valid responsibility for the current user. Please contact your System Administrator.

Some time it happens that we assign a new web based responsibility like isupplier or iprocurement but when opening it display following screenshot.

This is happening because middle tiers has yet to pick the change in assigned responsibility. To resolve this issue we need to clear the middle tier cache.

Navigate to Functional administrator>Core Service >Caching Framework > Global Configuration

Click on Clear All Cache

A warning message will displayed. Click Yes

Confirmation will be displayed. Now if you navigate to iProcurement responsibility.

It will open without error

Thanks
Mandeep
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AME Setups

This Post is going to describe how to use AME for Requisition approvals. Purchase requisition and Purchase orders can be approved using AME. AME Stands for Approval Management Engine.

We are going to perform the setup steps one by one and see a demo test case. We are going to perform this case on R12.1.3

Setup Steps

1) AME Profile Options
2) Assign AME Roles and Responsibilities
3) Grant Transaction Type Access to User
4) Create New Transaction Types
5) Approval Process Setup
6) Enable AME for Requisition Approval


Step 2) Assign AME Roles and Responsibilities

Navigate to User Management Responsibility > Users

Query for the User. In our case its Apps_User

Click on Update and then Assign Roles

Now Query for "Approvals%" and select "Approval Management Administrator" and "Approval Management Business Analyst"

Click Select

Put some justification and click apply. A message will be displayed "You have successfully updated the information "


Step 3) Grant Transaction Type Access to User

Next step is to Grant Transaction Type Access to User.

Navigate to Functional Administrator >Security > Grants> Create Grants

Fill In below Information in the next form

Name = Apps_User Grants
Grantee Type = Specific User
Grantee = Apps_User
Object = AME Transaction Types

Click On next

Data Context Type = All Rows
Click Next

Set = AME Calling Applications

Click Next and review and clicking on Finish will display "Grant '' has been created successfully."

Step 4) Create new Transaction Type

You can use existing transaction type also or can create your own. Lets Create a new Transaction type.

Navigate to Approval Management Administrator (This Responsibility will be available now because it was assigned in step 2) and Click On "Create Transaction Type"

Enter Information as shown below or create your own Transaction type

Click Next, Select Line Item from Drop Down and Click "Go"

Change the Order Number to 2

Post below in the query. I copied it from earlier Requisition approval transaction type.

select prd.distribution_id from po_req_distributions_all prd, 
po_requisition_lines_all prl
where prl.requisition_header_id = po_ame_setup_pvt.get_new_req_header_id(:transactionId) 
and prl.requisition_line_id = prd.requisition_line_id  
and nvl(prl.cancel_flag, 'N') = 'N' 
and nvl(prl.modified_by_agent_flag, 'N') = 'N' 
order by prd.distribution_id 

Click on Validate, a message will be displayed "The query is valid" and now click on "Apply".

Click on Next and enter the details as shown in below screenshot.

Click on Validate Button after entering each value. Below are the value. I copy pasted from seeded transaction type defined

ALLOW_DELETING_RULE_GENERATED_APPROVERS=
select decode(PO_AME_SETUP_PVT.is_system_approver_mandatory(:transactionId), 
'N', 'true', 'false') 
from dual 

ALLOW_REQUESTOR_APPROVAL=
select decode (PO_AME_SETUP_PVT.can_preparer_approve(:transactionId),
'Y', 'true', 'false') 
from dual

WORKFLOW_ITEM_KEY=
select wf_item_key  from   po_requisition_headers_all where  requisition_header_id = po_ame_setup_pvt.get_new_req_header_id(:transactionId)


WORKFLOW_ITEM_TYPE=
select wf_item_type from   po_requisition_headers_all where  requisition_header_id = po_ame_setup_pvt.get_new_req_header_id(:transactionId)

Now Click On next and Finish Button. A confirmation message will be displayed as "Transaction type Mandeep Purchase Requisition Approval has been created successfully."

Step 5) Approval Process Setup

Next is to define Attributes, Conditions, Actions Types, Approval Group, Rules etc

Navigate to Approval Management Business Analyst > Business Analyst Dashboard

In Approval Process Setup, Query for Transaction Type as "Mandeep Purchase Requisition Approval".

Attributes:

Next Click on Attributes. Click On "Use Existing Attributes"

Now select the attributes as shown below and click Go

Select REQUISTION_TOTAL and Click On Continue

Select Usage Type as Dynamic and Copy below sql there

SELECT nvl(SUM(decode(order_type_lookup_code, 'RATE', amount, 'FIXED PRICE', amount, quantity * unit_price)), 0), po_ame_setup_pvt.get_function_currency(max(requisition_header_id)), po_ame_setup_pvt.get_rate_type(max(requisition_header_id)) from po_requisition_lines_all where requisition_header_id = po_ame_setup_pvt.get_new_req_header_id(:transactionId) and nvl(cancel_flag, 'N') = 'N' and nvl(modified_by_agent_flag, 'N') = 'N' 

Click on Validate and then Finish will display a message "Attribute REQUISITION_TOTAL has been created successfully."

Similarly do same for Item category. Click on Use Existing Attributes. Select Attributes as shown below

Select Item Category and click Continue

Select Usage Type as Dynamic and Copy below sql there

select mck.concatenated_segments from mtl_categories_b_kfv mck, po_requisition_lines_all prl, po_req_distributions_all prd where mck.category_id = prl.category_id and prl.requisition_line_id = prd.requisition_line_id and prl.requisition_header_id = po_ame_setup_pvt.get_new_req_header_id(:transactionId) order by prd.distribution_id


Also Add Below Attributes for selecting action types

TRANSACTION_REQUESTOR_PERSON_ID(Required for Supervisory level Action Type)

select nvl(PREPARER_ID, 0) from po_requisition_headers_all where REQUISITION_HEADER_ID = po_ame_setup_pvt.get_new_req_header_id(:transactionId)

And Now add

ALLOW_EMPTY_APPROVAL_GROUPS(Required for approval-group chain of authority Action Type)

Conditions:

Next is to specify Conditions. Click on Setups> Conditions > then click on Create

Condition for Item Category

Condition for Requisition Total

Action Types

Now click on action types and select use existing actions

Select below value and click Continue

• Supervisory level
• Approval-Group Chain of authority

and click on Finish "The selected action types have been added successfully."

Approver Groups

Now click on Approver Groups and click on Create Button.

Enter Name, description , Order number, Voting Method. and add approvers

Click Apply. Similarly create other approver groups.

Give order number

AME Rule Setups

Now ;lets use condition and approver groups to create rules. Click on Rule

Click on Create.

Enter Rule details like Name, End date will automatically come and you can change it also. Click Next and Add Conditions.

Select Conditions which is created earlier or use from exiting conditions. Click Continue. You can add more conditions here and then click next and add actions

Click Next and Review

Click on Finish "Rule Supervisior has been created successfully".

Similarly create rule for Item Category Condition

Click Finish "Rule Item Category has been created successfully."

Step 6) Enable AME for Requisition Approval

Next step is to enable AME for requisition approval.

Navigate to Purchasing super user>Setup>Purchasing>Document Type and search for Purchase requisition

Add "Mandeep_Purchase_REQ" in Approval Transaction Type and save

This complete our AME setups.

Thanks
Mandeep

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Supplier Scheduling Overview and Setups

This post will give a functional overview and setups of Oracle supplier scheduling.

Supplier scheduling is used to communicate the Material requirement to company's suppliers though planning and shipping schedules. Planning will include both forecast and firm demand where as shipping schedule only include firm demand.

Communication can happen through EDI , Emails or by printing schedules. Data comes from Purchasing (Open PO, ASL, SR, Assignment sets) & ASCP (Forecast, Unimplemented planned orders).  Supplier scheduling put it in time bucket patterns (i.e. days, weeks, months) based on supplier requirement.

Important Functions

Scheduler's workbench used to view, confirm, print or manually built Planning and shipping schedules. We will Later see how to built manual schedules

CUM Management as the name suggest its cumulative management and help to track cumulative received quantity over a period (may be a year) from a supplier/site to a ship to organization. You can new CUM periods and adjust CUM quantities.

Setups

1. Define Bucket Patterns
2. Define Schedule Options
3. Define Supplier Status
4. Define Approved Supplier list
5. Define Sourcing Rules
6. Assign Sourcing Rules
7. Define CUM Periods

We will Discuss above setups one by one

1) Define Bucket Patterns

Bucket Pattern is used to put demand in various buckets i.e. Day, Weeks, Months and Quarters. When you check Item schedules, you can see item quantities requirement is divided based on bucket pattern in days, weeks etc

Maximum limit of Total Buckets is 56.

Monthly and Quarterly bucket pattern start with the first day of the month and for weekly pattern you need to define first day of the week.

We assign bucket patterns in Item-Attributes's Supplier Scheduling tab while defining Approved Supplier List. Items are grouped in a schedule based on bucket pattern, ship to, supplier and supplier site.

2) Define Schedule Options

Schedule Options is used to define ship to org level defaults and control.

Navigate to Setup>Schedule Options

#Enter Ship To Organization. In our case its V1.
#Enable CUM Management if you want to track CUM received Quantity.
#Enable RTV updates CUM, if you want CUM transactions to take into account return to vendor transactions

#Defaults Planing Schedule
Forecast all Documents means planning schedule convey all quantity as forecast and include quantity from all type of doc i.e. Approved Releases, Approved Requisitions, Planned Orders.
Forecast Only means planning Schedule include only forecast information i.e. unimplemented planned Orders and Approved Requisitions
Material Release means planning schedule convey both firm and forecast quantities.
# Default Shipping Schedule
Release only means shipping schedule includes only firm requirement
Release with Forecast means shipping schedule include firm, Forecast and past due quantities

#Default Bucket Pattern select a default bucket pattern for both planning and shipping schedules

Select a default MRP, MPS or DRP Plan which will used during auto schedule and defaults while manual building planning or shipping schedule for this ship to organization

3) Supplier Status 

Define Approved Supplier status to describe conditions of approved, debarred, new etc suppliers. You can define any number of status and business rule which control the what to allow and prevent from the supplier having this status.

4) Define approved supplier list

Define approved supplier list by Navigating to supply base>approved supplier list

Assign a status to supplier i.e. whether its approved or debarred. In Item attributes, enable planning and shipping schedules if you want this item to be communicated to supplier by supplier scheduling. Also specify if you want to enable planning auto schedule and default bucket pattern & schedule type to use for this item when running auto schedule request.

5) Define Sourcing rules

Define sourcing rules to specify the allocations and rank of the suppliers.

6) Assign Scouring rule

Assign sourcing rule to assignment set defined in profile option MRP: Default Sourcing Assignment Set.

7) Define CUM Periods

Define CUM Periods to enable CUM Management and track CUM received quantity based on ship to organization

Navigate to Cum Periods>New if you are define Cum Periods.

Enter Ship to Org, Period Name and Period duration. This is the period in which cum received quantity is tracked. If you define new period next year cum received will became zero.

Click on Cum Period Item To enter our item

Here you can also adjust the cum received quantity

Note : To enable any item for supplier scheduling , its blanket purchase agreement (BPA) should have “terms with Supply Agreement” checked

Thanks
Mandeep

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