P2P Process

How to create a Purchase Requisition in Oracle Apps

Purchase Requisition is a formal request intended to procure/buy something that is needed by the
organization. It is created and approved by the department requiring the goods and services.
A purchase requisition typically contains the description and quantity of the goods or services to be
purchased, a required delivery date, account number and the amount of money that the purchasing
department is authorized to spend for the goods or services. Often, the names of suggested supply sources are
also included.

Basically, requisitions are of two types:

Internal requisition and Purchase requisition

Internal Requisitions are created if the Items are to be obtained from one Inventory location to another
location within the same organization. Here the source of the requisition would be INVENTORY. There is
no approval process for internal requisition.

Purchase Requisitions are created if the goods are obtained from external suppliers. Here the source of the
requisition would be SUPPLIERS. The purchase requisitions are sent for approvals.

Let’s create a Purchase Requisition:

Navigation: Purchasing responsibility >> Requisitions >> Requisitions

Requisition is divided into two parts: header and lines

The header holds the general information about the requisition that is related to all the lines where as the lines
have the specific information about the item to be purchased

Choose the requisition type (here it is purchase requisition). Preparer is the default person who is creating the
requisition and cannot be changed. Item requester can be different from preparer. You can give the
description in the description field.

Navigate to lines tab and select the item that you wanted to purchase and enter the quantity and need by date.

Purchase Requisition
In the Source details tab, you can input detailed information. You can give a specific note to the buyer which
might give particular information related to this purchase. You can also add buyer’s name.

You can further add extra description in the details tab. You can notify supplier that the item is needed
urgently by checking urgent checkbox.

Requisitions can be added in any currency set up in EBS by identifying the currency code and exchange
rate type on currency tab

Select the Distributions tab and enter the charge account

Entering the Charge Account

Close the form and save your work. You will now notice that ‘Approve’ button is highlighted. Click the
‘Approve’ button to submit this requisition for approval.
Approve button is highlighted

Submit for Approval

Click ‘OK’ button to send the Approval notification to the concerned person. Approval Hierarchies are used
to route the documents to the concerned person for Approval. The document can be ‘approved’ or
‘rejected’.
You can always check the ‘Status’ of your ‘requisition’ by navigating to ‘Requisition summary’. Here you
can get your ‘requisition’ details by entering your requisition number.

Requisitions>> Requisition Summary

Requisition Summary

Here, our requisition is approved. You can also view the ‘Action History’ of the requisition by navigating to
Tools>> Action History.

Here the sequence of the steps involved (who has submitted the requisition, and who has approved/ rejected
the requisition) is shown:

Action History of a Purchase Requisition

Base tables for Purchase Requisition:

The base tables for reference while creating a purchase requisition in Oracle Apps is as follows:

1. PO_REQUISITION_HEADERS_ALL (SEGMENT1 column in this table represents the requisition number)

This table stores Header information of a Purchase Requisition.

Important columns of this table:

REQUISITION_HEADER_ID: It is a unique system generated Requisition identifier

PREPARER_ID: It is a unique identifier of the employee who prepared the requisition

SEGMENT1: It is the Requisition number

AUTHORIZATION_STATUS: Authorization status type

TYPE_LOOKUP_CODE: Requisition type

ORG_ID: Unique Operating unit unique identifier

You can get REQUISITION_HEADER_ID by executing the following command:

Select REQUISITION_HEADER_ID FROM PO_REQUISITION_HEADERS_ALL WHERE

SEGMENT1= 14303; –14303 is our Requisition Number

Result: REQUISITION_HEADER_ID = 181232

REQUISITION_HEADER_ID is the link between PO_REQUISITION_HEADERS_ALL and

PO_REQUISITION_LINES_ALL

2. PO_REQUISITION_LINES_ALL

This table stores information about Requisition lines in a Purchase Requisition. This table stores information
related to the line number, item number, item category, item description, item quantities, units, prices, need-
by date, deliver-to location, requestor, notes, and suggested supplier information for the requisition line.

Important columns of this table:

REQUISITION_HEADER_ID: It is a unique system generated Requisition identifier

REQUISITION_LINE_ID: Link between PO_REQUISITION_LINES_ALL And

PO_REQ_DISTRIBUTIONS_ALL

LINE_NUM: Indicates the Line number

LINE_TYPE_ID: Indicates the Line type

CATEGORY_ID: Unique Item category identifier

ITEM_DESCRIPTION: Description of the Item

QUANTITY NUMBER: Quantity ordered

SELECT REQUISITION_LINE_ID FROM PO_REQUISITION_LINES_ALL WHERE

REQUISITION_HEADER_ID=181232;

Result: REQUISITION_LINE_ID = 208442

3. PO_REQ_DISTRIBUTIONS_ALL
This table stores information about the accounting distributions of a requisition line. Each requisition line
must have at least one accounting distribution. Each row includes the Accounting Flexfield ID and
Requisition line quantity.

Important columns of this table:

DISTRIBUTION_ID: Unique Requisition distribution identifier

REQUISITION_LINE_ID: Unique Requisition line identifier
CODE_COMBINATION_ID: Unique General Ledger charge account identifier
DISTRIBUTION_NUM: Distribution number

SELECT DISTRIBUTION_ID FROM PO_REQ_DISTRIBUTIONS_ALL WHERE

REQUISITION_LINE_ID= 208442;

Result: DISTRIBUTION_ID= 206959

Steps to create a Request for Quotation (RFQ) in Oracle Apps

A Request for Quotation (RFQ) is a formal request sent to the suppliers to find the pricing and other information for
an item or items. Based on the information supplied, the supplier quotes a quotation against the RFQ form.

In general, RFQ’s are created before purchasing any item to actually know the price quotes from one or more
suppliers.

In Oracle EBS, RFQ’s can be auto created from an existing Purchase Requisition or can be a fresh RFQ.

Let’s auto create RFQ from an existing Purchase Requisition.

(Note: by selecting Auto Create, the system automatically fills the data in the form based on the details provided in
the Purchase Requisition form. For a new RFQ, we need to enter the data manually)

Navigate to Purchasing>> Requisitions>> Requisitions Summary to find a requisition number.

Requisition Headers Summary

I will auto create RFQ from an existing Purchase Requisition (here it is 14303).

Navigate to Purchasing>> Auto Create

Press Clear button and enter your Requisition number and click find

Find Requisition Lines

Your Requisition summary is shown in the next screen. Check box your Requisition line and in the
Document Type, select RFQ and click Automatic button to Auto Create RFQ.
Auto Create documents

It will navigate to a new window. Here the RFQ Type is Standard RFQ and click create button

New Document

In the next window, RFQ form is auto created from an existing Purchase requisition.
Auto Create RFQ

Click Suppliers button and enter the details of the Suppliers to whom you want to send this RFQ.

RFQ Suppliers

Click on Terms button and add payment terms and freight terms.
RFQ Terms

Click Price Breaks button

The Price Breaks form is generally used to enter pricing information for the RFQ and to negotiate/bargain
with the suppliers by asking a discount. You can also provide multiple price breaks to receive a different
quotation from the suppliers by altering payment terms, quantity etc.

RFQ Price Breakdowns

In the above picture, the first line shows the actual quantity is 250and the actual price is 10. In the second
line, we have asked for a discount of 5% and the price has changed to 9.5. In the third line, we have increased
the quantity of items to 350 and asked for a 15% discount. Notice that the price is changed to 8.5.

This way the above form is used for negotiation and price break up.

Close the form.

Change the status to Active and save the RFQ.

RFQ

Now the RFQ is Auto Created from an existing Purchase Requisition and now we need to send this form to
the Suppliers we selected in the above RFQ form.

Run the Concurrent Request called Printed RFQ Report to print this RFQ to send it to the suppliers

How to Create Quotation and Perform Quote Analysis in

Oracle Apps
A quotation is a supplier’s response to RFQ. In this article we will discuss how a quotation can be prepared
from RFQ form.

Create a Request for Quotation (RFQ). Refer below article on how to create a RFQ form.
RFQ

The above picture shows a completed RFQ form. Now we will create quotations based on the response from
the suppliers with relevant to this RFQ form.

Navigate to Tools>> Copy Document

Copy RFQ document

Here we have selected first supplier and entering the quotation sent by the supplier. Click OK button.
Quotation number

Similarly repeat the above step for the other two customers and click OK.

You should get three new quotations against the three suppliers. (Here my quotation numbers are 500, 501
and 502).

Navigate to RFQ’s and Quotations>> Quotations

Query for Quotation (500)

Quotation

Notice that the quotation has been created from RFQ number 307. Change the status to Active. Similarly
repeat the steps for Quotation number 501 and 502 and save it.

Quote Analysis

Quote analysis is the process of reviewing the quotations given by the suppliers. The best quotation will be
selected by analyzing certain factors like price, quality, delivery time etc.

Navigate to RFQ’s and quotations>> Quote Analysis

Query by RFQ number and click Find button

Find Quotations

Analyze Quotations

Here you can analyze all the quotations sent by the suppliers and select the best supplier and click Approve
Entire Quotation button
Approve Entire Quotation

Click OK

The next step is create a Purchase Order based on this Quotation

Steps to create a Purchase order (PO) in Oracle Apps

A Purchase order is a commercial document and first official order issued by the buyer to the supplier,
indicating types, quantities, and agreed prices for products or services the supplier will provide to the
buyer.

Basically, there are four types of Purchase Orders, viz

Standard Purchase Order Used for One-time purchases for goods and services. Here you know the item, price,
payment terms an delivery schedule

Planned Purchase Order Created when you have long-term agreement with the supplier. You must specify the
details of goods and services, payment terms and the tentative delivery schedule

Blanket Purchase Agreement Created when the details of items and services, payment terms are known but not
specific about the delivery schedule

Contract Purchase Created when the terms and conditions of a purchase are known but specific goods
Agreement and services are not.

Let’s create a Standard Purchase Order.

Here, we will Auto Create a Purchase Order based on Approved Requisition.

Navigation: Purchasing>> Auto Create

Enter requisition number and click Find to navigate to Auto Create documents window
Find Requisition lines

Auto Create Document

Select your Requisition Line by ticking the check box next to the Requisition Line
Action: Create

Document Type: Standard PO

Grouping: Default

Click Automatic button and click create button in the New Document form. By clicking Automatic button,
a standard PO is created based on the details provided in the Purchasing requisition.

You can select Supplier either in the New Document form or in the Purchase Order form

New document
Auto Create to PO

Status represents the status of the document. Incomplete is the default status for all purchase orders until
they are submitted for the first time for approval.

Click Shipments button.

Shipment number, Org, Ship-to, UOM, Quantity and Need-by-date are shown by default. These fields
can be edited as needed. You can split the lines and can change the ship-to Organization, quantity of items to
be shipped and delivery date.

[you can request the supplier to supply some of the quantities to be supplied by the need-by date you
provided and rest of the quantities (to the same ship-to address or a different address) to a different need-by-
date]

Shipments

Click More tab. The default values are generated

Shipments

Receipt Close Tolerance (%) determines when this line will close for receiving

Invoice Close Tolerance (%) determines when this line will close for invoicing

A Purchase Order has three main close points: Closed for Receiving, Closed for Invoicing (these two
relate to a specific line) and Purchase Order itself has a closed status.

The entire order will not close automatically if all the lines are not closed for both receiving and invoicing. A
tolerance of 0% indicates that it will close when the total amount received or invoiced equals the amount on
the order, whereas a close tolerance of 100% indicates that no receipts or invoices are required for this order,
which will close the lines for receiving as soon as the order is approved. Reviewing these default close
tolerances on a regular basis is a good idea to ensure orders are properly controlled and closed with minimal
intervention by the purchasing agent.

Select an option at Match approval Level

This determines the close point for an order.

2-way determines Purchase Order and Invoice quantities must match with in the tolerance before the
corresponding invoice can be paid.

Quantity Billed = Quantity Ordered

Invoice Price = Purchase Order Price

3-way determines Purchase order, receipt, and invoice quantities must match within tolerance before the
corresponding invoice can be paid.

Quantity Billed = Quantity Ordered

Invoice Price = Purchase Order Price

Quantity Billed = quantity Received

4-way determines Purchase order, receipt, accepted, and invoice quantities must match within tolerance
before the corresponding invoice can be paid.

Quantity Billed = Quantity Ordered

Invoice Price = Purchase Order Price

Quantity Billed = quantity Received

Quantity Billed= Quantity Accepted

Select an Invoice Match Option

The Invoice Match Option determines whether the invoice will be matched to the Receipt or the PO when
using 3-Way matching

Select PO when using 2-way and select PO or Receipt for 3-Way.

Enter the Receiving control information by clicking Receiving Controls button

Receiving Controls

Enter distributions for the shipments by clicking Distributions button

Distributions

Click on More tab. The Requisition number from which this Purchase Order has been created is shown by
default.
Distributions

Click Terms to enter terms, conditions, and control information for purchase orders.

Terms
Click Currency button to enter and change currency information

Save your work and click Approve button for Approval process.

Approve Document

Click OK and check the status in the Purchase Order

Base tables for Purchase Order (PO) in Oracle Apps

Base tables for Purchase Order (PO) in Oracle Apps

Base tables for Purchase Order are as follows:

1. PO_HEADERS_ALL (SEGMENT1 column in this table represents the Document number)

This table stores header information of a Purchasing Document. You need one row for each document you
create.

The following are the documents that use PO_HEADERS_ALL

RFQ’s, Quotations, Standard Purchase Order, Planned Purchase Order, Blanket Purchase Order and
Contracts

Important columns of this table:

PO_HEADER_ID, SEGMENT1, TYPE_LOOKUP_CODE, VENDOR_ID, VENDOR_SITE_ID,

CLOSED_CODE

PO_HEADER_ID is a unique system generated primary key and is invisible to the users.

SEGMENT1 is the document number

You can uniquely identify a row in PO_HEADERS_ALL using ORG_ID, SEGMENT1, and
TYPE_LOOKUP_CODE, or using PO_HEADER_ID.

Sample queries:

SELECT PO_HEADER_ID, TYPE_LOOKUP_CODE FROM PO_HEADERS_ALL WHERE

SEGMENT1= ‘311’;

SQL Query

SELECT PO_HEADER_ID, AGENT_ID, TYPE_LOOKUP_CODE, CLOSED_CODE FROM

PO_HEADERS_ALL WHERE SEGMENT1= ‘6044’;

2. PO_LINES_ALL

This table stores the line information of a Purchasing Document.

Important columns of this table:

PO_LINE_ID: Unique identifier of the Document Line

PO_HEADER_ID: Unique identifier of the Document Header (with reference to

PO_HEADERS_ALL, PO_LINE_ID)

LINE_TYPE_ID: Unique identifier of Line_Type (with reference to PO_HEADERS_ALL,

PO_LINE_ID and PO_HEADER_ID)

LINE_NUMBER: Line Number

ITEM_ID: Unique Item Identifier

ORG_ID: Unique Identifier of the Operating Unit

CLOSED_CODE: Status of the Document

Sample Queries:

SELECT PO_LINE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334;

 SQL Query

SELECT LINE_TYPE_ID FROM PO_LINES_ALL WHERE PO_HEADER_ID= 110334 AND

PO_LINE_ID= 173263;

3. PO_LINE_LOCATIONS_ALL

This table contains the information related to purchase order shipment schedules and blanket agreement price
breaks. You need one row for each schedule or price break you attach to a document line.

There following are the seven documents that use shipment schedules:

. RFQs
. Quotations
. Standard purchase orders
. Planned purchase orders
. Planned purchase order releases
. Blanket purchase orders
. Blanket purchase order releases

Each row includes the location, quantity, and dates for each shipment schedule. Oracle Purchasing uses this
information to record delivery schedule information for purchase orders, and price break information for
blanket purchase orders, quotations and RFQs.

The following are the important columns of this table:

LINE_LOCATION_ID: Unique Identifier of Document shipment schedule

PO_HEADER_ID: Unique Identifier of Document header. (with reference to

PO_HEADERS_ALL.po_header_id.)

PO_LINE_ID: Unique Identifier of Document line (with reference to

PO_LINES_ALL.po_line_id)

QUANTITY: Quantity ordered for Purchase Orders, RFQs and Quotations

QUANTITY_RECEIVED: Quantity received until today

QUANTITY_ACCEPTED: Quantity accepted after inspection

QUANTITY_REJECTED: Quantity rejected after inspection

QUANTITY_BILLED: Quantity invoiced by Oracle Payables

 QUANTITY_CANCELLED: Quantity cancelled

TAXABLE_FLAG: indicates whether the shipment is taxable

ORG_ID: Operating unit unique identifier

SHIP_TO_ORGANIZATION_ID: Unique identifier of Ship-to organization

Sample Queries:

SELECT LINE_LOCATION_ID FROM PO_LINE_LOCATIONS_ALL WHERE PO_HEADER_ID=

110334 AND PO_LINE_ID= 173263;

SQL Query

SELECT QUANTITY, QUANTITY_RECEIVED, QUANTITY_ACCEPTED, QUANTITY_BILLED,

QUANTITY_REJECTED, ORG_ID FROM PO_LINE_LOCATIONS_ALL WHERE
LINE_LOCATION_ID= 264421;

SQL Query

4. PO_DISTRIBUTIONS_ALL

This table contains the information related to accounting distribution of a purchase order shipment line. You
need one row for each distribution line you attach to a purchase order shipment. There are four types of
documents using distributions in Oracle Purchasing:

. Standard Purchase Orders

. Planned Purchase Orders
. Planned Purchase Order Releases
. Blanket Purchase Order Releases

Each row includes the destination type, requestor ID, quantity ordered and deliver-to location for the
distribution.

Important columns of this table:

PO_DISTRIBUTION_ID: This is the primary key for this table. It is a unique Document
Distribution identifier.
PO_HEADER_ID, PO_LINE_ID

LINE_LOCATION_ID: Unique Identifier of the Document Shipment Schedule (with reference

to PO_LINE_LOCATIONS_ALL, LINE_LOCATION_ID)

CODE_COMBINATION_ID: Unique Identifier of General Ledger Charge Account (with reference to

GL_CODE_COMBINATIONS.CODE_COMBINATION_ID)

REQ_DISTRIBUTION_ID: Unique Identifier of a Requisition distribution (with Reference to

PO_REQ_DISTRIBUTIONS_ALL.DISTRIBUTION_ID)

Sample Queries:

SELECT PO_DISTRIBUTION_ID FROM PO_DISTRIBUTIONS_ALL WHERE PO_HEADER_ID=

11033;

SQL Query

SELECT CODE_COMBINATION_ID FROM PO_DISTRIBUTIONS_ALL WHERE

PO_DISTRIBUTION_ID= 13033;

SQL Query

5. VENDORS_ALL

This table stores the general information about the suppliers.

6. PO_VENDOR_SITES_ALL

This table stores information about the supplier sites. Each row includes the site address, supplier reference,
purchasing, payment, bank, and general information.

7. PO_RELEASES_ALL

This table stores information related to planned and blanket Purchase Order releases. Each row includes the
buyer, date, release status, and release number. Each release must have at least one purchase order shipment.

8. PO_VENDOR_CONTACTS

This table stores information about contacts related to Supplier site. Each row includes contact name and site.

9. PO_ACTION_HISTORY
This table stores information about the approval and control history of a Purchasing Document. This table
stores one record for each approval or control action an employee takes on a purchase order, purchase
agreement, release or requisition.

Creating Receipts in Oracle Apps

Receipts are created to receive the items based on a Purchase Order

Navigation>> Receiving>> Receipts

Enter the PO number and click Find button or you can simply click on Find button to see the expected
receipts.

Finding a receipt

Check the Lines you want to receive.

In the lower part of the screen, Purchasing displays the following detail information for the current shipment
line: Order Type, Order Number, Source, Due Date, Item Description, Hazard class, Destination, UN
Number, Receiver Note, and Routing.
Receipt

Click on Header and save the receipt to get the receipt number

Receipt Header

Navigate back to Purchase Order, query for your Purchase Order and select Shipments button and click on
Status tab to verify that the quantity ordered items match the quantity received and status should be ‘Closed
for Receiving’
Verify Items in Inventory
Navigate to Inventory>> On-Hand, Availability>> On-Hand Quantity

Query by your Item number and click Find

Query Material
Material Workbench

Click Availability

Availability

Creating and Making payments for an Invoice in Oracle

Apps
Entering the Supplier Invoice
This is the first step in creating an Invoice. You can manually enter the details in the Invoice or you can
generate Invoices from P.O Receipts (you need to run a Concurrent Request named ‘Pay on Receipt
AutoInvoice Program’ from Purchasing Module)

Navigate to Payables>> Invoices>> Entry>> Invoices

Select your Operating unit

Type: Standard

Enter P.O number and press tab. Supplier details should be populated automatically. Enter the Invoice date,
Invoice number and Amount.

Invoice Workbench

Matching the Invoice to either a Purchase Order or a Receipt

If your Invoice has a Purchase Order associated with it, then you can match the invoice quantity and price to
that Purchase Order. If your Purchase Order is setup as a 2 –way match, then you match the Invoice to the
Purchase Order lines. If your Purchase Order is setup as a 3-way match, then you match the Invoice to the
Receipts.

Click on Match button to match the Invoice to the Purchase Order.

Matching Purchase order

Click Find

Select the lines you want to match and click Match

Match to Purchase order

Validating the Invoice

Once the invoice is entered into the system, you will need to run the Invoice Validation Process to validate
the Invoice. This can be done by clicking Actions button or running an ‘Invoice Validation Process’.

The validation process performs a couple of processes. First, it checks to see if should apply any matching
holds. Then it will calculate and apply taxes, verify the GL period status, verify exchange rates, and verify
distribution information is valid.

Go to Actions, select Validate and click Ok.

Invoice Actions

The status should be Validated or Needs Revalidation.

Here my status shows as Needs Revalidation

The reason it says Needs Revaluation because after Validating the Invoice, the tax has been calculated and
the price is updated which included the calculated price. So we need to update the price at the top and do
validation again.
Invoice Workbench

Now the status should be validated.

Invoice Workbench

Now the Invoice has been Validated, it’s time to make payment to the Supplier.

Click Actions, Pay in Full and OK.

Enter the Payment date, Bank Account, Payment Method, Payment Process Profile, payment
Document and Document Number and save your work.

Click Invoice Overview to view the Invoice details.

Invoice Overview
Click Invoice Workbench and click Actions button and select Create Accounting and select Final Post and
click OK.

The status of Accounted should be Yes. This step should transfer the details into the General Ledger

Go to Tools and click View accounting Events to see the result.

Go to View>> Request>> Find to see the Concurrent Programs that are generated.

Flow of accounting information in Procure to Pay Cycle

If you are implementing the Procure to Pay Cycle in Oracle Apps, you might have come across the following
accounting activities:

1. Run the Create Accounting program after creating an invoice to post entries to the General Ledger

2. Run the Create Accounting program after making payments to post entries to the General Ledger.

As a newbie consultant, I always used to wonder why someone would have run the accounting entries twice.
If you are one of the professional consultants or belong to the Chartered Accounting fraternity, you may
already know the answer.

Else, read on..

1. The reason for creating accounting entries after creating an invoice is to ensure that the General Ledger is
updated with the correct accounting information for the following 2 types of accounts:

a) Accounts Payable A/C

b) Merchandise A/C (incase of goods purchased) or Expense A/C (in case of expense)

When a supplier invoice is created, the business is liable to pay for the invoice and hence, the Accounts
Payables A/C is credited. Since the invoice is raised for purchasing goods or for an expense, the
corresponding Merchandise A/C or Expense A/C is debited.

Account
Merchandise A/C or Expense

Accounts Payable A/C

2. The reason for creating accounting entries after making a payment is to ensure that the General Ledger is
updated with the correct accounting information for the following 2 types of accounts:

a) Cash A/C or Bank A/C

b)Accounts Payable A/C

When the invoice is paid, the payment is made in Cash. Hence the Cash A/C or Bank A/C is credited.
Since the payment reduces the amount that the company owes to the Supplier, the Accounts Payable A/C is
debited to the same extent.

Account
Accounts Payable A/C
Cash A/C
P2P Interview Questions

1. What is a Purchase Requisition and define various

requisitions
It is a formal request intended to procure/buy something that is needed by the organization. It is
created and approved by the department requiring the goods and services.

A purchase requisition typically contains the description and quantity of the goods or services to be
purchased, a required delivery date, account number and the amount of money that the purchasing
department is authorized to spend for the goods or services. Often, the names of suggested supply
sources are also included.

Basically, requisitions are of two types:

Internal requisition and purchase requisition

Internal Requisitions are created if the Items are to be obtained from one Inventory location to
another location within the same organization. Here the source of the requisition would be
INVENTORY. There is no approval process for internal requisition.

Purchase Requisitions are created if the goods are obtained from external suppliers. Here the
source of the requisition would be SUPPLIERS. The purchase requisitions are sent for approvals.

2. What are the base tables for a Purchase Requisition?

PO_REQUISITION_HEADERS_ALL (SEGMENT1 column in this table represents the

requisition number)

This table stores Header information of a Purchase Requisition.

Important columns of this table:

REQUISITION_HEADER_ID: It is a unique system generated Requisition identifier

PREPARER_ID: It is a unique identifier of the employee who prepared

the requisition

SEGMENT1: It is the Requisition number

AUTHORIZATION_STATUS: Authorization status type
TYPE_LOOKUP_CODE: Requisition type
ORG_ID: Unique Operating unit unique identifier
PO_REQUISITION_LINES_ALL

This table stores information about Requisition lines in a Purchase Requisition. This table stores
information related to the line number, item number, item category, item description, item
quantities, units, prices, need-by date, deliver-to location, requestor, notes, and suggested supplier
information for the requisition line.

Important columns of this table:

REQUISITION_HEADER_ID: It is a unique system generated Requisition identifier

REQUISITION_LINE_ID: Link between PO_REQUISITION_LINES_ALL And

PO_REQ_DISTRIBUTIONS_ALL

LINE_NUM: Indicates the Line number

LINE_TYPE_ID: Indicates the Line type

CATEGORY_ID: Unique Item category identifier

ITEM_DESCRIPTION: Description of the Item

QUANTITY NUMBER: Quantity ordered

PO_REQ_DISTRIBUTIONS_ALL

This table stores information about the accounting distributions of a requisition line. Each
requisition line must have at least one accounting distribution. Each row includes the Accounting
Flexfield ID and Requisition line quantity.

Important columns of this table:

DISTRIBUTION_ID: Unique Requisition distribution identifier

REQUISITION_LINE_ID: Unique Requisition line identifier
CODE_COMBINATION_ID: Unique General Ledger charge account identifier
DISTRIBUTION_NUM: Distribution number

3. What is a Requisition Import Program?

It is a concurrent program, which is used to import requisition from Oracle or Non-Oracle system.

Data is first loaded in PO_REQUISITION_ALL table. The RIP can then be run, to import the
records from the interface table as requisition in Oracle Processing.

RIP creates a requisition line and one or more requisition distribution for each row it finds in the
interface table. It then groups these lines on Requisitions according to parameters defined

4. What tables are affected when you run Requisition Import Program?

PO_REQUISITION_INTERFACE_ALL

PO_REQ_DIST_INTERFACE_ALL

PO_INTERFACE_ERRORS

5. What are the reports associated with requisition import process?

Requisition Import Run Report: We can view the number of requisitions created and the number
of records that showed an error

Requisition Import Exceptions Report: In this report we can see all the rows that fail validation.

6. When will you use a Requisition Template?

Requisition templates can be used to help you quickly create requisitions. A requisition template
contains much of the information needed to create a requisition, thus reducing the amount of data
entry required to create a new requisition. If you find yourself repeatedly creating similar
requisitions for your group or department, you should consider creating and saving requisition
templates as a time-saver.

If the data of requisition remain the same for repeated purchase of an item, the information can be
copied to a template and the same can be copied to the Requisition as many number of times as
required.

7. What is the purpose of choosing a Category when creating a requisition?

The Category box is a required field and is used to define goods and services at a summary or
detailed level.

8. What does the status pre-approved mean?

Pre-Approved is the status of a requisition when an authorized approver has approved the
requisition and has forwarded the requisition to another individual to review.

9. What is the difference between a rejected and a returned requisition?

Only an approver or a reviewer can reject requisition. Only a buyer can return a requisition. A buyer
will return a requisition to the preparer for incomplete or inaccurate information.

10. What is RFQ and differentiate the types of RFQ’s

A Request for Quotation (RFQ) is a formal request sent to the suppliers to find the pricing and
other information for an item or items. Based on the information supplied, the supplier quotes a
quotation against the RFQ form.

In general, RFQ’s are created before purchasing any item to actually know the price quotes from
one or more suppliers.

In Oracle EBS, RFQ’s can be auto created from an existing Purchase Requisition or can be a fresh
RFQ.

There are three types of quotations and RFQs that come with Purchasing by default:

 Catalog: Used for high-volume items or items for which your supplier sends you
information regularly. A Catalog quotation or RFQ also includes price breaks at different
quantity levels.
 Standard: Used for items you’ll need only once or not very often, but not necessarily for a
specific, fixed quantity, location, and date. For example, you could use a Catalog quotation
or RFQ for office supplies, but use a Standard quotation or RFQ for a special type of pen
you don’t order very often. A Standard quotation or RFQ also includes price breaks at
different quantity levels.
 Bid: Used for a specific, fixed quantity, location, and date. For example, a Bid would be
used for a large or expensive piece of equipment that you’ve never ordered before, or for an
 item that incurs transportation or other special costs. You cannot specify price breaks for a
Bid quotation or RFQ.

11. What is a Quotation, what are the different types of Quotations available and describe
the Quote Analysis?

A quotation is a supplier’s response to RFQ.

Quote analysis is the process of reviewing the quotations given by the suppliers. The best quotation
will be selected by analyzing certain factors like price, quality, delivery time etc.

12. What is a Purchase Order and explain the different types of PO’s available

A Purchase order is a commercial document and first official order issued by the buyer to the
supplier, indicating types, quantities, and agreed prices for products or services the supplier will
provide to the buyer.

Basically, there are four types of Purchase Orders, viz

Standard Used for One-time purchases for goods and services. Here you
Purchase Order know the item, price, payment terms an delivery schedule
Planned Created when you have long-term agreement with the supplier.
Purchase Order You must specify the details of goods and services, payment terms
and the tentative delivery schedule
Blanket Created when the details of items and services, payment terms are
Purchase known but not specific about the delivery schedule
Agreement
Contract Created when the terms and conditions of a purchase are known but
Purchase specific goods and services are not.
Agreement

13. What are the base tables that are affected when you create a P.O?

PO_HEADERS_ALL (SEGMENT1 column in this table represents the Document number)

This table stores header information of a Purchasing Document. You need one row for each
document you create.

PO_LINES_ALL

This table stores the line information of a Purchasing Document

PO_LINE_LOCATIONS_ALL

This table contains the information related to purchase order shipment schedules and blanket
agreement price breaks. You need one row for each schedule or price break you attach to a
document line.

PO_DISTRIBUTIONS_ALL

This table contains the information related to accounting distribution of a purchase order shipment
line. You need one row for each distribution line you attach to a purchase order shipment

VENDORS_ALL

This table stores the general information about the suppliers

PO_VENDOR_SITES_ALL

This table stores information about the supplier sites. Each row includes the site address, supplier
reference, purchasing, payment, bank, and general information.

PO_RELEASES_ALL

This table stores information related to planned and blanket Purchase Order releases. Each row
includes the buyer, date, release status, and release number. Each release must have at least one
purchase order shipment.

PO_VENDOR_CONTACTS

This table stores information about contacts related to Supplier site. Each row includes contact
name and site.

PO_ACTION_HISTORY

This table stores information about the approval and control history of a Purchasing Document.
This table stores one record for each approval or control action an employee takes on a purchase
order, purchase agreement, release or requisition.

14. What is 2-way, 3-way, 4-way matching?

Oracle Payables shares purchase order information from your purchasing system to enable online
matching with invoices. Invoiced or billed items are matched to the original purchase orders to
ensure that you pay only for the goods or services you ordered and/or received.

Two–Way: Purchase order and invoice quantities must match within tolerance before the
corresponding invoice can be paid.

Three–Way: Purchase order, receipt, and invoice quantities must match within tolerance before the
corresponding invoice can be paid.

Four–Way: Purchase order, receipt, accepted, and invoice quantities must match within tolerance
before the corresponding invoice can be paid.

15. Explain the P2P process flow

Procure to pay (p2p) is a process of requesting, purchasing, receiving, paying for and accounting for
goods and services. Procure to Pay Lifecycle is one of the important business Process in Oracle
Applications. It’s the flow that gets the goods required to do business. It involves the transactional
flow of data that is sent to a supplier as well as the data that surrounds the fulfillment of the actual
order and payment for the product or service.

Create a requisition>> create RFQ>> create a quotation from quote analysis>> generate a
PO>>receipt of material>> create Invoice in payables>> transfer to GL

16. What is an approval hierarchy?

Approval hierarchies let you automatically route documents for approval. There are two kinds of
approval hierarchies in Purchasing: position hierarchy and employee/supervisor relationships.

17. What are the documents that use PO_HEADERS_ALL?

The following are the documents that use PO_HEADERS_ALL

RFQ’s, Quotations, Standard Purchase Order, Planned Purchase Order, Blanket Purchase Order and
Contracts

18. Can the original Purchase Order be viewed in any way without resorting to SQL, for a
revised Purchase Order?

The original version of a revised PO cannot be viewed from the PO form or PO summary form.
Information on the original PO can be obtained from the PO_HEADERS_ARCHIVE and
PO_LINES_ARCHIVE tables using the PO_HEADER_ID column as a common reference using
SQL only.

19. Can we automatically ‘Close’ the Purchase order without receiving the full quantity?

The Receipt Close Tolerance lets you specify a quantity percentage within which Purchasing closes
a partially received shipment. For example, if your Receipt Close Tolerance is 5% and you receive
96% of an expected shipment, Purchasing automatically closes this shipment for receiving.

20. When does a Purchase Order line get the Status ‘Closed for Receiving’?

Goods have been received on the system against this line but an invoice has not been
matched to the order.

21. Can we match an Invoice against a line even when it is ‘Closed for Invoicing’?

The Close for invoicing status does not prevent you from matching an invoice to a purchase order
or to a receipt.

22. What does create internal order conc request do?

Create internal order request will transfer the IR info to OM interface tables.

23. Explain the Receipt Routing

Receipt Routing is of three types: Direct, Standard and Inspection

In Direct once the goods arrive at the destination, we directly move them to a specific Sub-Inv

In Standard once the goods are at the destination, we receive it at the receiving point first and then
move them to the Sub-Inv.

In Inspection once the goods are at the destination, we receive it at the receiving point and then we
perform inspection and accordingly we either accept it or reject them.

24. What are the different Purchasing modes in Receiving?

There are three modes:

Online: Receipts are processed online. If there are any errors, they are shown on the FORM itself,
and don’t let you IGNORE and PROCEED.

Immediate: Receipts are processed immediately, but no errors are shown. Errors are recorded in
REC_TRANSACTION_INTERFACE table.
Batch: Receipts are processed in batch, but no errors are shown. Errors are recorded in
REC_TRANSACTION_INTERFACE table.

Note: In all the above two cases, it requires Receiving Transaction Processor to be run periodically.

25. Which tables are updated When you save a Received Data in a form?

RCV_SHIPMENT_HEADERS: It contains supplier shipment header data like

Shipment date, supplier Name

RCV_TRANSACTIONS_INTERFACE: It contains received data like Item name,

quantity, and receiving location

RCV_SHIPMENT_LINES

MTL_MATERIAL_TRANSACTIONS_TEMP

PO_LINE_LOCATIONS_ALL

PO_DISTRIBUTIONS_ALL

26. What are the major transactions in RECEIVING?

Purchase Order Receipts

Internal Requisition Receipts

Inventory Inter-Org Transfer Receipts

Customer Return Receipts

27. What is Pay on Receipt AutoInvoice Program?

By running this program, we can automatically create an invoice for a PO when we enter a receipt
for the respective PO.

28. What is Invoice Validation Process?

Before you can pay or create accounting entries for any invoice, the Invoice Validation process
must validate the invoice.

Invoice Validation checks the matching, tax, period status, exchange rate, and distribution
information for invoices you enter and automatically applies holds to exception invoices. If an
invoice has a hold, you can release the hold by correcting the exception that caused Invoice
Validation to apply the hold by updating the invoice or the purchase order, or changing the invoice
tolerances.

1. Who can be a Reviewer of a requisition?

A reviewer is an individual outside the preparer's direct requisition approval hierarchy to

whom a requisition has been manually forwarded for review. A reviewer can be within the
same organization as the preparer or an outside organization. A reviewer does not have final
approval authority for that requisition. Instead, he/she will be recorded in the approval
 history with his/her review comments only.
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2. Can I add Rutgers Exchange items to My Favorites List?

You cannot save RU Exchange items to My Favorites list in the Internet Procurement
Application. However, you can save your Rutgers Exchange "favorites" on the website of
each Rutgers Exchange Supplier. Also, you may wish to save multi-line item orders in the
Exchange Supplier's shopping cart before you exit the website in the event you do not
properly return to the Internet Procurement Application.
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3. When will I use the Internet Procurement Application?

The Internet Procurement Application will be used to:

o Create or approve a purchase requisition and a quick purchase order for an external
supplier for up to $5,000
o Create or approve a purchase requisition for an external supplier
o Create or approve a check request for a payment to supplier or other type of payee
o Create or approve a requisition and release order for internal suppliers. A listing of
these IPO Suppliers can be found on the RIAS website.
o Record the receipt of goods for purchase order line items over $5,000.

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4. Is there any one screen that contains all the details of a requisition?

The View Requisition Details screen provides all the details of a submitted requisition.
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5. How will I know what was on the purchase order that was sent to the Supplier?

Upon departmental approval, preparers will receive original Quick Purchase Orders for
issuance to suppliers via an email attachment. This copy must be mailed, faxed or emailed to
the supplier, to receive the goods or services.
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6. Where do I get a Change Order Request Form?

The Change Order Request form can be found on the RIAS Forms page and downloaded
onto your desktop.
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7. My department prepares thousands of requisitions. How do I manage so many
requisition files so that they can be retrieved quickly?

Select the Requisitions tab. You can use the search function to query a requisition by the
preparer's name, requester's name, requisition number, creation date, status of the requisition
and/or supplier.
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8. How do I add or delete Preparers or Approvers, or initiate other changes in the
requisition approval hierarchy?

Departments will need to complete the RIAS Access Request form to initiate changes
affecting an individual who is named in the requisition approval hierarchy for their
organization.
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Understanding Terms
1. What is a Notification?

A system-generated message informing the recipient of the status of a transaction or that an

action is required on a transaction. Back to Top

2. What is a Supplier Site?

A supplier site is the specific location of a supplier. The naming convention of supplier site
is the name of the town/city the supplier is located, followed by a dash, then a number
representing the number of the supplier's locations in that particular town/city. (i.e.
Piscataway-01, Piscataway-02). A supplier may have one or more supplier sites.
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3. What is a 3-Way match?

A 3-Way match is an automated process of verifying that the information contained in the
Purchase Order, Receipt of Goods or Services, and Supplier Invoice matches within
accepted tolerance levels.
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4. What is a Requisition Number?

A requisition number is a system-generated number assigned to the requisition when a

preparer creates a requisition.
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5. What is the difference between a Sole Source purchase and a Preferred or Single
Source purchase?

A Sole Source purchase occurs when the goods or services required are so unique that
competitive sources are not available. A Preferred or Single Source purchase occurs when
goods or services are requested from a particular vendor for an appropriate business
purpose. For example, to augment work on a project completed by a vendor in a previous
budget period.
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6. What is a Purchase Order Number?

A system-generated number assigned to the purchase order when approved by the

Purchasing Department. In the case of quick purchase orders and requisitions to Rutgers
Exchange vendors, the purchase order number is generated by the system when the
department approves the requisition.
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7. What is a Rutgers Exchange Supplier?

A Rutgers Exchange supplier is a supplier that offers products through electronic catalogs at
pre-negotiated prices with the university.
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8. What are the benefits of using Rutgers Exchange Suppliers?

You can select items from electronic catalogs to include in your shopping cart at pre-
negotiated prices by a click of the mouse. Also, upon departmental approval, purchase
requisitions to Rutgers Exchange suppliers will be quickly and automatically converted into
purchase orders without buyer involvement.
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9. What is the Oracle Exchange?

The Oracle Exchange is an electronic catalog of goods and services offered by a wide range
of suppliers. The Oracle Exchange catalog does not reflect pre-negotiated prices with the
 University.
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10. What is the difference between the Rutgers Exchange and Oracle Exchange?

A Rutgers Exchange supplier offers products through an electronic catalog maintained on its
own website at pre-negotiated prices with the university. An Oracle Exchange supplier
offers products through the Oracle Exchange electronic catalog, but not at pre-negotiated
prices with the university.
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11. What does the status pre-approved mean?

Pre-Approved is the status of a requisition when an authorized approver has approved the
requisition and has forwarded the requisition to another individual to review.
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12. What does the Approver Checkout button mean?

When an "approver" or "reviewer" edits a requisition, clicking the Approver Checkout

button will start them through the editing requisition process and will take them through all
the data completed on the requisition.
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13. What is the difference between a rejected and a returned requisition?

Only an approver or a reviewer can reject requisition. Only a buyer can return a requisition.
A buyer will return a requisition to the preparer for incomplete or inaccurate information.
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14. In the list of values contained on the Requisition Status page, what is meant by "My
Group's Requisitions"?

"My Group's Requisitions", displays all requisitions created in your organization.

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15. What is an Organization ID number and how do I find what my department's
number?

Each organizational unit within the university has been assigned an Organization
Identification (ORG ID) number which issued in conjunction with general ledger account
numbers to code and identify purchasing and payment transactions.
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16. What is the Requisition Approval Hierarchy?

A structure that defines the automatic routing of requisitions from a preparer to an approver.
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17. Is the Requisition Number the same as the Purchase Order Number?

No. Requisition numbers will be system-generated during the "Review and Submit" step
when creating a requisition. Once the requisition is approved and turned into a purchase
order, the system will generate another number for the purchase order. The numbers are
cross-reference in the system, so if you know one number, such as the requisition number,
you can find its corresponding purchase order number.
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Creating and Modifying a Requisition

1. How do I prepare a requisition?

Refer to the Procure to Pay User Guide for complete instructions.

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2. How do I prepare a requisition that will be funded by more than one university
department? Does the requisition require approval from both approvers?

If the items on a requisition will be split funded among multiple organizations, the preparers
must insert the names of the authorized approvers from each organization. The departmental
approvers must be inserted to review the requisition before the default approver (Creighton
Pfeifer). Do not remove the default approver.
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3. Can a Preparer withdraw a requisition that has been submitted for approval?

Yes, as long as the status of the requisition is "In Process". Additionally, approved
requisitions can be withdrawn as long as a purchase number has not automatically been
generated or one has not been created by a buyer within the Purchasing Department.
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4. How do I make a correction on the requisition after I have submitted it for approval?

It depends upon the status of the requisition. If the requisition status is "In Process", the
preparer of the requisition can withdraw the requisition, make any required changes and
resubmit for approval. Also, the withdraw function can be used to recall and re-route an "In
Process" requisition to the backup approver if the primary approver is unexpectedly
unavailable.

If the status is "Approved" and it was not a Quick Order or Check Request, you can contact
the buyer in Purchasing to stop the order before it is issued to the supplier. The buyer will
return the requisition to you to make your changes.

If the status is "Approved" and it was a Quick Order, you must complete a Change Order
Request form to cancel the Quick Order.

If the status is "Approved" and it was a Check Request, you must contact the Disbursement
Control to cancel the check.
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5. How will my Approver know what type of requisition (non-catalog, Rutgers Exchange,
Quick Order or Check Request) I am submitting for approval?

The approver can use the View Requisition Details screen to get this information. The View
Requisition Details screen also provides information about the charging instruction for a
requisition.
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6. If my Approver rejects my requisition, is it considered cancelled?

No. The requisition must be cancelled by the preparer to remove the commitment in the
general ledger.
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7. Who can edit a requisition and what fields can they edit?

A preparer can make any changes to a requisition using the Edit Lines functionality. An
approver and/or reviewer can edit any fields on a requisition prior to approving it by
clicking the Edit Requisition link.
8.
9. What is the purpose of choosing a Category when creating a requisition?

The Category box is a required field and is used to define goods and services at a summary
or detailed level.
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10. What happens if I lose power while I am creating a requisition?

If you have not saved your requisition, you may lose the information you entered.
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11. How long can the Shopping Carts be saved?

The contents of a shopping cart will remain saved until you complete the creation of a
requisition.
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12. How do you save attachments in the Internet Procurement application?

When you add an attachment to your requisition, select the save icon in the toolbar and
ensure that you saved the attachment with the appropriate extension (.xls for Excel, .doc for
Word, .pdf for Adobe Acrobat or .vsd for Visio files) so that the attachment can be opened
by the Purchasing Department.
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13. Will the information entered in the requisition description field be reflected under
requisitions at a glance?

Yes, any text in the requisition description field will be reflected under requisitions at a
glance.
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14. How do I prepare a requisition to engage an independent contractor to perform
services?

A requisition must be prepared in the Internet Procurement Application with a completed

Request for Consulting or Independent Personal Services Form (RCIPS) attached ("To
Buyer"). The buyer will review the RCIPS to determine if the worker is properly classified
as an independent contractor. Upon receipt of the signed agreement, the buyer will issue
either a regular purchase order to the individual or classify the work as an employee and
return the requisition to the preparer.
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15. Will I be able to approve requisitions that I prepare?

No. The system will automatically route the requisition from the preparer to the next
individual in the requisition approval hierarchy who is authorized for that dollar amount and
organization. If you are a Level 2 approver who prepares a requisition, you must change the
default approver to a Peer Approver prior to submitting the requisition.
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16. Can I forward my requisition to any person in the list of values?

Not necessarily. If the approver takes the action of Forward or Approve and Forward, and
selects an individual who is not in the hierarchy, the approver will receive a notification that
the requisition was sent to an invalid person. The approver must resubmit the requisition for
approval.
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17. What happens if I forget to enter my Fund Source, Natural Account and Organization
ID (ORG ID)?

The requisition will automatically be routed to Purchasing. Purchasing will return the
requisition to the preparer for correction to the proper charging instructions.
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18. Do I have to insert my Fund Source, Natural Account and Organization ID (ORG ID)
each time I create a requisition?

No, you can store pre-defined account distributions in Preferences and select them to
 populate the required fields.
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19. Will I be able to charge someone else's account for inter-disciplinary purchases?

Yes, provided you are given their account number and organizational identification number.
The preparer must select Add Approver to add the authorized approver for the designated
account and organization for inter-disciplinary purchases.
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20. How will I know which Buyer received my requisition?

The buyer's name will be reflected on the Requisition Detail Screen.

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21. What fields will print on the purchase order?

The following fields will be printed on a purchase order: item description, unit of measure,
quantity, unit price and total, supplier name and address, need by date, requestor name,
deliver-to location and notes to supplier.
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22. Are there shortcuts to reorder frequently requested items?

Some shortcuts you can use are:

o Non-Catalog Request - Prior to adding the item to your Shopping Cart, you can also
add it to your Favorites List. This will allow you to select the item again at a later
date. To add multiple items to your shopping cart, check the select box by each item
you want and click the Add to Cart button.
o Internal Suppliers - You can add frequently used internal suppliers to your Favorites
List prior to adding items to your Shopping Cart for Internal Purchase Orders. This
will allow to select them again at a later date.
o Copy to Cart - (From "My Requisitions" area) is a quick way to create a new
shopping cart. Select a requisition, open it, and click "Copy to Cart" or click on the
copy icon in the toolbar. Then make changes to any field in the new shopping cart
and proceed through the three steps of creating a requisition. Any attachments, notes,
reviewers or special item information from the original requisition will not be copied
to the new shopping cart. If this information is needed, it must be added. When
adding one of these notes/attachments, select "To Approver" or "To Buyer".

o Approving a Requisition

1. How many people will need to approve a requisition?

Requisitions require only one approval.

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2. Will the system automatically route requisitions to approvers by fund sources (e.g.,
state accounts to one approver and grant accounts to another approver)?

No. The requisition hierarchy is based upon organizational unit, not fund source. Level 1
approvers can approve all requisitions up to $10,000, regardless of fund source. Level 2
approvers can approve all requisitions up to the departmental budget, regardless of fund
source.
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3. Will the system automatically check for funds availability?

No, the system will NOT automatically check for funds availability. The approver is
responsible for checking the general ledger, to determine if there are sufficient funds to
 cover the expenditure during the budget or project period.
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4. I am a level 2 approver and creating a requisition. Who will approve my requisition?

As a level 2 approver, you need to manually change the default approver by clicking the
Change First Approver link to a "peer" approver. If you do not change the default approver,
the requisition will be routed to the Purchasing Department. The Purchasing Department
will reject the requisition with a note for you to change the approver's name.
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5. What happens when an Approver selects the action of Approve and Forward?

If an approver approves and forwards a requisition, the status of the requisition is pre-
approved. The reviewer who the requisition is forwarded to can change any information on
the requisition. Unless the reviewer indicates the changes he/she has made in the notes
section of the approval page, the approver will not know the requisition has been altered.

If a Level 1 approver selects the Approve and Forward function and the reviewer changes
the dollar amount to over the Level 1 approval authority, the requisition will be routed to the
approver Level 2 to approve changes made.
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6. Can an Approver change the specified Requester of the requisition?

Yes, provided the individual is in the list of values.

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7. Can an Approver add a Reviewer to a requisition?

If an approver requires additional information from someone in the hierarchy prior to

approving it, the approver would use the Forward function to route it to an added reviewer.
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8. What happens to a requisition if the Preparer enters charging instructions for an
account outside his/her own organizational unit? Does it go directly to his/her
Approver or to the Approver for the other organization?

If a preparer is authorized to prepare a requisition with a fund source outside his/her

organizational unit, the preparer should add the authorized approver for that organization to
the requisition to ensure proper routing and approval.
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9. What happens if my Approver does not take an action on a requisition that has been
routed to him/her?

If an approver does not take an action on a requisition within a day of receiving the
requisition, the approver will receive a system generated reminder notification. If the
approver does not take action on the second day, the approver will receive a second
reminder notification. If the approver does not take action by the third day, the preparer will
receive a notification that the approver has not taken any action on the requisition. The
preparer can either withdraw the requisition and either cancel the requisition or manually
change the approver to the Back Up Approver and resubmit the requisition.

10. How can I get approval for my requisition when my Approver is on vacation?

If the approver has an expected absence (e.g., vacation), the approver should re-assign
his/her requisitions to automatically route to a Back Up Approver for a specified amount of
time. If the approver has an unexpected absence (e.g., out sick) and the preparer is aware of
their absence, the preparer can manually forward the requisition to the Back Up Approver.