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    Sabarish Ganda
    Need to attach the final signed documents from Supplier to...Answered
    Topic posted October 29, 2018 by Sabarish GandaGold Medal: 3,500+ Points, tagged Approvals, Approvals/Notification, Orders, Setup, Supplier Communication 
    149 Views, 24 Comments
    Title:
    Need to attach the final signed documents from Supplier to Purchase Order
    Summary:
    Our requirement is we need attach a final signed legal document from Supplier after the Purchase order is in open status
    Content:

    When we send out Purchase order to Supplier, we have requirement to send legal document with it and once the supplier has signed this document and send it back to us, we need attach to that PO in oracle for our tracking purpose, but this is creating the change order. So, is there a way where we can avoid this change order to initiate when we attach a legal document?

    Version:
    Oracle Fusion R13

    Best Comment

    Sunny Todkari

    Why new template?

    Whatever template you were using, you should have selected the same and then do the changes in the same template.

    Comment

     

    • Sunny Todkari

      Goto Purchasing Setup > Goto task 'Manage Change Order Templates' > Choose the template > Goto 'Attachments' tab/link.

      Over here you can control the system and let the system know whether you want to create a new revision or not when attachments are changed.

      Hope this will help you.

    • Ramesh Radhakrishnan

      Hi Sabarish,

      You can try to use Docusign which is fully integrated with cloud. This will help to electronically sign the PO by the suppliers and after it is signed by both the vendor and buyer parties the status of the PO changes to open status. Also you will need to signup with docusign and there is a fee for each signature transaction as well. Refer below notes for details

      https://www.oracle.com/webfolder/technetwork/tutorials/tutorial/cloud/r13/wn/r13-procurement-wn.htm#F522

      How To Enable DocuSign For Purchasing Documents (Doc ID 2413012.1)

      Hope that helps.

      Thanks

      Ramesh

       

    • Sabarish Ganda

      Hi Sunny,

      I have created a new template and unchecked the Attachments from supplier option,

      but still it created a change order and status of Change Order is Pending approval

       

      Thanks

      • Sunny Todkari

        Why new template?

        Whatever template you were using, you should have selected the same and then do the changes in the same template.

        • Sabarish Ganda

          I tried using the existing Template, it did not work, so tried to create new template, even then it did not work.

          • Sunny Todkari

            Under 'Attachments' link, you have different 9 categories. I hope you have selected the correct category and doing the testing on right category only.

            If you have created new change template (the template status is active and document type is selected correctly), make sure that you have added the new template at below configuration.


            Configure Procurement Business Function> select BU > goto document types > select the type > goto  
            Purchase Order: Document Type Details > select the newly create change template for field 'Change Order Template'

            if this doesn't work, you will need to share the screenshots of the configuration done, I may try to troubleshoot thereafter.

    • Sabarish Ganda

      I did everything you listed and it is still creating the change order.

      Please find the attachment

    • Sunny Todkari

      See the attached document. done the POC at my end.

      PO was in open status > to add the attachment i need to edit the po > system will create change order > attachment added > submit the change order for approval > change order can be approved automatically based on the approval rules.

      Whenever you change anything in the approved PO, system will create the change order. The 'Change Order Template' decides whether new revision needs to be created or not. In my POC, change order was created but when I checked the revision history, no new revision was created.

      In short, change order will be created every time you cgane anything on the open PO, revision is something that you can control. Hope this will help you.

      • Sabarish Ganda

        Hi Sunny,

        Thanks for the comment, I have tested what you mentioned in the comment. It can be workaround for us but the main problem for us is as soon as change order is created, it initiates approval process and if all the approvals are done then the order is again sent to supplier, which the business does not like to happen.

        • Ramesh Radhakrishnan

          If the change order is internal then i believe it will not communicate to the supplier. Please check this out.

          • Sabarish Ganda

            can you please help me how can we differentiate internal and external change order?

            • Ramesh Radhakrishnan
              Internal and External Change Orders: 
               
              Change orders enable all of the affected parties to propose changes to an active purchasing document by indicating their desired changes to the current version of the document. The change order is consider internal or external depending on the document attributes being changed.
               
              A purchasing document is a contractually binding document between a buying organization and a selling organization, and hence it captures contractual terms like products or services to be delivered, delivery schedule and payment terms. Any change proposed to any of these kind of attributes must be communicated to and accepted by both parties before the changes become binding. These attributes are called supplier facing attributes.
               
              In addition to supplier facing attributes, a purchasing document also contains attributes that are required for administrative purposes within the buying organization, such as cost centers or projects that would be funding the purchase, internal delivery instructions, various tolerances and controls to ensure satisfactory order execution. These attributes are called internal control attributes.
               
              A change order that proposes changes to only internal control attributes is an internal change order, all other change orders are external. Change order type on a change order indicates whether the change order is an internal change order or an external change order. Unlike an external change order, an internal change order does not get communicated to the supplier and does not cause a new revision of the document. Although internal changes do not cause a new revision of the document, history of such changes is maintained in the same manner as external changes and can be accessed from the View Change History page.
              • Ramesh Radhakrishnan

                When you create a change order template you can enable if its is revision controlled. When its enabled it considers as external change order. If the Revision check box is not enabled then it will be considered as internal change order.

                • Ramesh Radhakrishnan

                  I see ER for change order communciation control as well. Track it as well.

                  ER: Bug 22195614 - ABILITY TO CHANGE COMMUNICATION METHOD ON CHANGE ORDER 

                • Ramesh Radhakrishnan

                  I see ER for change order communciation control as well. Track it as well.

                  ER: Bug 22195614 - ABILITY TO CHANGE COMMUNICATION METHOD ON CHANGE ORDER 

                  • Martijn Duijn

                    This ER is rejected, do you perhaps know the reasoning behind that?

                    Every customer I know will never automatically communicate the change order PDF by mail to the supplier, as there is a reasonable chance the supplier will perceive it as a new order or changes are misinterpreted. Therefore the changes are always communicated by phone, a handwritten email or webcare etc. Hence I still see a business justification for this, eventhough I agree changes should be communicated to the supplier.

                    • Sabarish Ganda

                      Hi Martijn,

                       

                      Thanks for the update, but is there any workaround that any of the other customers implemented to satify this requirement (Attaching Final Document after PO Open status or in Pending Approval)? Please help

                      • Martijn Duijn

                        Hi Sabarish,

                        The workaround for your situation is a combination of the earlier posts in this thread I guess. In order to add a document after the status is open you must create a change order, every change on an open document is a change order. You cannot add documents in the Pending Approval state without withdrawing and reinitiating the approval.

                        In the (seeded) change order template all the attachment categories besides the category ‘To Supplier’ will not create a revision. Only a revision will be communicated to the supplier, so if you only add an attachment with the category ‘From Supplier’, no communication will take place.

                        A change order must be approved, but in the rule setup it is possible to auto-approve these changes. For example only send change orders with an increased amount for approval, auto-approve the other change orders.

                        If you also need to send the final document to the supplier, I would suggest not to use the automatic communication. Instead choose the communication method None and manually initiate it (actions>communicate) after the final document is added (with category ‘To supplier’).

              • Sabarish Ganda

                Thank you so much for the information and the document you provided. I will track the ER also. It really helps.

                 

                Thanks

    • Sunny Todkari

      Due to some reason, I am not able to add the attachment.