Requisition Import FAQs

What profile options affect the requisition import process?

If importing requisitions from Inventory, input a value for the profile option INV: Minmax Reorder Approval. This profile option will indicate the status of requisitions created by the Minmax planning report. Inventory predefines a value of Approved for this profile option. If you choose Incomplete, you can load requisitions as unapproved and use the document approval functionality in Oracle Purchasing. This profile option is updateable at all levels.

The profile 'INV: Purchasing by Revision' profile is used by Inventory to determine if the item revision needs to be populated while loading the Requisition Interface Tables. When using sourcing, the releases will not be created if the blanket purchase order has the item revision and the item in the interface table does not have it populated. If you set the profile option to Yes, the latest revision information from item revisions appears in the purchase order requisition for revision controlled and non- revision controlled items. If you set the profile option to No, the revision field in purchase order requisition is blank. This profile option is updateable at the site level only.

If importing requisitions from MRP, input a value for the profile option MRP: Purchasing By Revision. This profile option is important if you are using multiple revisions per item and using sourcing rules to create purchase orders or releases. This profile option indicates whether or not to pass on the item revision to the purchase requisition.

Set the profile PO: Release During ReqImport to create releases each time you run the Requisition Import process. For example, when you implement planned orders as requisitions in the MRP Planner Workbench, you can automatically create the releases at the same time you create the requisitions. The choices for this profile are Yes or No. If the profile is set to Yes and all sourcing rule information is properly set up, then blanket releases will be created via the Create Releases process. If the profile is set to No, the Create Releases process will not run at the completion of Requisition Import and all releases will have to be created manually via Auto Create.

Error Records

What methods are available in the application to resolve errored records in the PO_INTERFACE_ERRORS table?

Oracle Purchasing provides the Requisition Import Exceptions Report, which can be used to diagnose problems with the records, which have currently errored out in the PO_REQUISITIONS_INTERFACE_ALL table. To run the report, follow these steps:

1. Using Purchasing responsibility, navigate to Reports->Run
2. Select the Requisition Import Exceptions Report

There is a parameter titled 'Delete Exceptions'. If this is populated with 'Yes', then all records in the PO_REQUISITIONS_INTERFACE_ALL table with a status of 'ERROR' and the corresponding records in the PO_INTERFACE_ERRORS will be deleted when the report is executed. You can also restrict the deleted records by selecting the Batch_id and the Interface Source code.

If the parameter is set to No, then you will see the errors from the report and be able to manually fix the data in the table, if so desired; then, upon completion of the data correction, run Requisition Import again to process the modified rows in the interface table.

Grouping

What are the grouping options for imported requisitions?

The requisition import process has a group by parameter. Use this feature to determine how requisition lines are grouped on the requisitions you create. The default in this field is set in the Purchasing Options window. Choose one of the following options:

• All: Group all requisition lines on one requisition
• Buyer: Group requisition lines for each buyer name on a separate requisition
• Category: Group requisition lines for each purchasing category on a separate requisition
• Item: Group requisition lines for each item on a separate requisition
• Location: Group requisition lines for each location on a separate requisition
• Supplier: Group requisition lines for each supplier name on a separate Requisition

To define a default in the Purchasing Options form, follow these steps:

1. Using Purchasing responsibility, navigate to Setup-> Organizations-> Purchasing Options
2. Enter a default value for the 'Requisition Import Group-By' field (under Document Defaults)
3. Save changes

The Requisition Import process will first look at the group by parameter selected when the process is submitted; should this parameter be left blank, the system will then look to the group by field residing in the Purchasing Options form.

How does Requisition Import determine the grouping method for incoming pieces of data?

The process groups requisitions following this order:

1. Assign values to REQUISITION_LINE_ID and REQ_DISTRIBUTION_ID
2. Group requisitions based on the REQ_NUMBER_SEGMENT1 column. All requisitions with the same NOT NULL REQ_NUMBER_SEGMENT1 are assigned the same REQUISITION_HEADER_ID
3. Group requisitions based on the GROUP_CODE column. All requisitions with the same value in the GROUP_CODE column are assigned the same REQUISITION_HEADER_ID.
4. Group requisitions based on the GROUP_BY parameter, which takes on the value of DEFAULT_GROUP_BY if not provided. GROUP_BY could be one of the following: BUYER, CATEGORY, ITEM, VENDOR, LOCATION or ALL.

How can I achieve creating 10 requisitions for 10 lines populated into the interface table, instead of 1 req. with 10 lines?

Requisitions are grouped according to the selection chosen by the initiator of the process, based on the parameter of group by. When you select the value 'All', all requisition lines will be on the same requisition. Any other value will group the lines on requisitions based on the value selected.

How can I achieve grouping by vendors?

First check to see if any records in PO_REQUISITIONS_INTERFACE_ALL have a value for the GROUP_CODE or REQ_NUMBER_SEGMENT1 columns. If there is no value in either of these two columns, then the Requisition Import Program uses the group by that you selected (i.e Supplier) when you ran the process.

Incomplete vs Approved Requisitions

Is it possible to have all requisitions created from MRP to be imported with a status of INCOMPLETE?

It is not possible to have Requisitions created from MRP imported into the Oracle Purchasing application with a status of INCOMPLETE. The MRP Application inserts all data into the PO_REQUISITIONS_INTERFACE_ALL table with an AUTHORIZATION_STATUS of APPROVED. Therefore, when the Requisition Import program runs, all requisition lines from MRP are created with a Status of APPROVED. An enhancement request Bug 1354590 is logged requesting the ability to import incomplete requisitions coming from MRP.

Is it possible to have all requisitions created from Inventory - Min-Max Planning to be imported with a status of INCOMPLETE?

Yes, it is possible to have all requisitions created from Min-Max Planning with a status of Incomplete. If the desired outcome is Min-Max requisitions showing a status of Incomplete, it is necessary to set the profile option: INV: MinMax Reorder Approval to Incomplete. Conversely, if this profile option is set to Approved, all requisitions imported from Min-Max Planning will be imported with an approval status based on the approval authority of the user initiating the Requisition Import process.

How can automatically approve the requisitions I am creating?

There are two ways of doing this:

1. You can populate records in the Interface table with status as Approved. In this case the Approval process is not called after creating the requisition.
2. If you want the requisitions created to go through the approval process then you have to set Requisition Import Parameter 'Initiate Approval after Reqimport' to 'Yes' when Launching the Requisition Import Concurrent Program.

• Yes: The PO Requisition Approval workflow is launched automatically for requisitions imported with a status of Pre-Approved or Incomplete.
• No: The PO Requisition Approval workflow is not automatically launched for Pre-Approved or Incomplete requisitions. You can submit these to the approval process later, when you select the Approve button on the requisition.

For the Requisition to be automatically Approved, the APPROVER_ID value from PO_REQUISITIONS_INTERFACE_ALL must have authority to approve the requisition. If that user does not have approval authority, then the requisition will be in status = In Process and forwarded up that user's Approval Hierarchy.

General

How is the list of values derived for the Import Source column within the requisition import report parameters window?

The list of values for the Import Source parameter drives off of the records, which currently reside in the PO_REQUISITIONS_INTERFACE_ALL table. Within this table is the column, INTERFACE_SOURCE_CODE, which contains the source from where the data was created and in turn is the same value that shows in the list of values. Example: Say that there are currently 20 rows In PO_REQUISITIONS_INTERFACE_ALL.Ten of the rows have an INTERFACE_SOURCE_CODE of 'INV', and the other ten rows have an INTERFACE_SOURCE_CODE value of 'WIP'. When the user then goes to view the list of values, it will show 'INV' and 'WIP' in the list, as those are the only sources currently loaded and unprocessed in the interface table.

Why is the requisition import concurrent request status set to normal even if the number of interface lines in error is greater than zero?

This is the current functionality of the application. An enhancement request Bug 201358 is logged requesting the program to end with warning when at least one record fails.

Can requisition import handle multiple currencies?

Requisition Import is capable of handling multiple currencies, provided that all rate types and currency conversions have been defined.

Can requisition import handle multiple distributions?

Requisition Import can handle multiple distributions.

Is requisition import organization-specific?

Requisition Import is operating unit-specific. Within the PO_REQUISITIONS_INTERFACE_ALL table lies the column ORG_ID.Upon Initiating the Requisition Import program, the profile 'MO: Operating Unit' is queried to derive the value of ORG_ID tied to the login running the program. Then the Requisition Import program executes, all records in the interface table which are the same as the organization listed in the 'MO: Operating Unit' profile will be processed. If you don't see any valid Import source when you launch Reqimport but if you had already populated the Interface table then you have to check the org_id Column you populated. this org_id will be your operating unit tied to your Applications log-in responsibility. If the org_id is NULL then you can see you record in the Import Source.

Here is a script to assist:

select hr.name
from hr_all_organization_units hr,
po_requisitions_interface_all pri
where
hr.organization_id = pri.org_id and
pri.interface_source_code = '&source'
order by pri.creation_date desc;

When using encumbrance, is there any validation on the GL Date, ensuring the appropriate periods are open?

The Requisition Import program will perform date integrity checks against the date value in the PO_REQUISITIONS_INTERFACE_ALL.GL_DATE field. This field GL_DATE, is reserved for systems operating under Encumbrance Accounting constraints. It is necessary to ensure that the encumbrance year is opened for the GL_DATE being specified.

How does requisition import process generate accounts?

It can be either one of two methods for accounts to be generated:
1. By a valid CCID or
2. By a valid combination of account segments.
Requisition import does not use the account generator process. The process validates the charge_account_id or the combination of account segments which are populated in the interface table. This is the existing functionality. An enhancement request Bug 2245333 is logged to request the ability for the requisition import to use the same logic used in the requisition form.

When I load the Requisition Interface and create Requisitions it always does sourcing. How can I stop sourcing from happening? 

You have to set the autosource_flag in the Requisition interface to 'N' to avoid vendor Sourcing 

How can I avoid sourcing from overriding my vendor information?

You have to set the autosource_flag to 'P' for partial sourcing.

Does the requisition import allow note to vendor to be imported on requisitions?

The requisition import does not support the note to vendor field at this time.

How to Import the Requisition ordered by Line Number ?

Per standard functionality the line number is a sequence number starting from 1 for records having the same requisition header id order by item_description and quantity. In other words, the po_requisition_lines table is ordered by item_description and quantity for the same header_id and then the line_num is updated with a counter that increments by 1. It is not possible to populate line number in the interface table. The following enhancement requests are logged requesting the ability to sort the lines: Enhancement Request < Bug 3906591> and Enhancement Request Bug 4205941.

Source : Oracle Metalink : Frequently Asked Questions: Requisition Import (Doc ID 224025.1)