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  • Ashok
    Tip: How Check Funds works in a multi-currency scenario for...
    Topic posted September 15, 2019 by AshokBlack Diamond: 60,000+ Points, tagged Budget/Encumbrance, Create Requisition, Tip in Procurement > Self Service Procurement public
    Title:
    Tip: How Check Funds works in a multi-currency scenario for a budget controlled requisition
    Summary:
    Tip: How Check Funds works in a multi-currency scenario for a budget controlled requisition
    Content:

    Customers / Support

    There were a couple of questions in this area in the recent past in our internal forums. I thought this tip might be helpful if you are not already familiar with the same.

    Context:

    The symptom that caused this question was an error submitting a budget controlled requisition for approval: Missing Currency Conversion on transaction

    Steps the customer followed:

    1. Create a requisition

    2. Added project details

    3. Submitted requisition for approval

    4. Funds check failed with the missing currency conversion error

    Analysis:

    The first check the customer did was to check if a currency conversion was defined between the requisition's functional currency and the budget currency. This came back positive, i.e. a conversion rate was present.

    On further detailed analysis, my colleague found the following issues:

    1. The conversion rate type on the control budget was not the same that was used on the requisition

    2. The budget date though has to also be considered was moot here because of 1.

    Conclusion:

    Concept: The check funds  process will attempt to convert the requisition amount to the control budget currency using the rate type in the control budget and the budget date entered in requisition distribution.
    So when you encounter an error, first ensure that the rate type used between the control budget and the requisition are the same and secondly that a rate has been defined for the budget date on the distribution.

  • Ashok
    19B Feature with Opt-in expiring in 19D: BCEA enabled...
    Topic posted September 2, 2019 by AshokBlack Diamond: 60,000+ Points, tagged Budget/Encumbrance, Requisition Processing in Procurement > Self Service Procurement public
    Title:
    19B Feature with Opt-in expiring in 19D: BCEA enabled Requisition Line Impact when linked Purchase Order is canceled with Reinstate Unfulfilled Demand
    Summary:
    What happens to a Requisition Line that is BCEA enabled with funds reserved when the linked purchase order is canceled with Reinstate Unfulfilled Demand option
    Content:

    Customers / Support

    This article is important for the following reasons:

    a) It reminds you of a feature that was enabled in 19B with Opt-in (this is a Purchasing Opt-in) entitled: Reinstate Unfulfilled Requisition Demand When Canceling a Purchase Order under Budgetary Control

    b) Also importantly, it seeks to remind you that this Opt-in is set to expire in Update 19D which means you will now automatically be entitled to the behavior that this feature has to offer

    What this feature offers:

    1. When the Opt-in prescribed has been turned on and a requisition line is BCEA enabled, if the corresponding Purchase Order line is canceled with the option 'Retain Unfulfilled Demand', the system will create a new requisition line (reinstate) instead of the existing one

    2. Funds will be reserved for the new line, importantly, even when there isn't enough funds available to reserve.

    This way, the requester of the original line will receive their requested item/s without any further process requirements.

     

  • Ashok
    Tip on how Budgetary Control works when using FBDI or SOAP...5.0
    Topic posted August 18, 2019 by AshokBlack Diamond: 60,000+ Points, tagged Budget/Encumbrance, Create Requisition, How-To, Tip in Procurement > Self Service Procurement public
    Title:
    Tip on how Budgetary Control works when using FBDI or SOAP to create a Requistion
    Summary:
    Tip on how Budgetary Control works when using FBDI or SOAP to create a Requistion
    Content:

    Context:

    The customer in this case observed that when they create 'Incomplete' requisitions through SOAP or FBDI processes, the budgetary control process did not kick off Funds Reservation on Submit even though the configuration was set to Reserve on Submit.

    Tip:

    We support Reserve on Approval for budgetary controls when using FBDI or SOAP Services to import and create requisitions. So the customers have the following 2 choices:

    1. Create the requisitions in Approved status when using these services so that the Funds Reservation is kicked off

    2. Import the requisitions as Incomplete and submit the requisitions through the UI for approval for the funds reservation process to be kicked off

  • Dev Thota
    How to restrict items (Inventory) in requisition /...45.0
    Topic posted August 3, 2019 by Dev ThotaGold Trophy: 10,000+ Points, tagged Agreement Loader, Approvals, Approvals/Notification, Budget/Encumbrance, Business Intelligence - BI, Create Requisition, FAQ, How-To, Internal Material Transfer, Inventory Cloud, Manage Procurement Catalog, OTBI, Public Sector, Requisition Import, Requisition Mobile, Requisition Processing, Requisition Web Services, Setup, Tip, Update Preparer and Requester, White Paper in Procurement > Self Service Procurement public
    Title:
    How to restrict items (Inventory) in requisition / PO Lines?
    Summary:
    How to restrict items (Inventory) in requisition / PO Lines?
    Content:

    Hi all,

    In Requisition / PO line-entry all inventory items are coming, We need to restrict some items for some people.

    Please suggest.

    Thanks,

    Dev Thota.

     

    Version:
    19B
    Image:
  • Dev Thota
    Work Order(WO): Requisition is approved without...85.0
    Topic posted July 22, 2019 by Dev ThotaGold Trophy: 10,000+ Points, tagged Agreement Loader, Approvals, Approvals/Notification, Budget/Encumbrance, Business Intelligence - BI, Internal Material Transfer, Inventory Cloud, Manage Procurement Catalog, OTBI, Public Sector, Requisition Import, Requisition Mobile, Requisition Processing, Requisition Web Services, White Paper in Procurement > Self Service Procurement public
    Title:
    Work Order(WO): Requisition is approved without approval.
    Summary:
    Work Order(WO): Requisition is approved without approval.
    Content:

    Hi all,

    Work Order(WO): Requisition is approved without approval.

     

    Thanks,

    Dev Thota.

    Version:
    19B
  • Ashok
    Tip: Requisition Fund Status in IMT Flows upon receiving the...15.0
    Topic posted July 14, 2019 by AshokBlack Diamond: 60,000+ Points, tagged Budget/Encumbrance, FAQ, Tip in Procurement > Self Service Procurement public
    Title:
    Tip: Requisition Fund Status in IMT Flows upon receiving the item
    Summary:
    Requisition Fund Status in IMT Flows upon receiving the item
    Content:

    Customers / Support

    I have seen a reasonable number of questions around this tip which is why I wanted to provide a quick reminder of how Funds Status operates in the context of Internal Material Transfer (IMT) flows.

    Business Flow:

    The customers in this case wanted to know if there was a bug in the system where the Funds Status on the Requisition never changed to Liquidated from Reserved even after the goods were received. The context of this concern were IMT flows.

    Tip:

    My colleague Mara provided the clarification that I think is quite useful to know the next time this question arises in anyone's mind or if Support gets asked this question in SRs:

    =========================================================================================================

    In the internal material transfer flow you won't see the funds status change from Reserved to Liquidated in the requisition pages. 
    This is because Inventory is not supporting budgetary control at the moment. However, Cost Management handles budgetary control and encumbrance accounting processing of the expenditure after final delivery for requisition sourced transfer orders. 

    In the Budgetary Control workarea you should be able to see the budget impact with the report Review Budgetary Control Transactions. There should be an entry for the expenditure created by Costing, which will mean that the corresponding commitment in the requisition is released/liquidated. 

    =========================================================================================================

  • Anas Marikkkar
    Purchase Requisition budget check for CAPEX purchases2
    Topic posted June 27, 2019 by Anas MarikkkarBronze Crown: 15,000+ Points, tagged Budget/Encumbrance, Create Requisition, How-To, Requisition Import, Requisition Processing, Requisition Web Services, White Paper in Procurement > Self Service Procurement public
    Title:
    Purchase Requisition budget check for CAPEX purchases
    Summary:
    Budget needs to be checked for CAPEX Purchase
    Content:

    The client has a budget for every Capital Expenditure (CAPEX) . They track based on certain categories. For example vehicle budget. At the time of the request , amount  needs to be checked against the budget.

    When raising a purchase requisition the user normally enters the asset clearing account for the charge account. This is to ensure the FA clearing account selected in the process of asset addition.

    How to check the budget against the relevant account at the time of purchase requisition.

    Version:
    19B
  • Ashok
    BCEA Enabled Requisitions: How are they processed if created...15.0
    Topic posted June 23, 2019 by AshokBlack Diamond: 60,000+ Points, tagged Budget/Encumbrance, Requisition Import, Requisition Processing, Requisition Web Services in Procurement > Self Service Procurement public
    Title:
    BCEA Enabled Requisitions: How are they processed if created via Web Services
    Summary:
    How are BCEA enabled requisitions processed when created via Web Services
    Content:

    Customers / Support

    I am posting this article in the hopes that this will help triage some basic behavior related queries on Budgetary Control enabled requisitions created by the Purchase Requisitions Web Service (PRWS).

    Context:

    Recently, a customer had a flow where they were attempting to create a requisition through PRWS and were observing behavior on which they wanted more clarifications. Here is a summary of what they were attempting:

    a) Creating a requisition through PRWS

    b) DocumentStatusCode = Approved passed in the payload. In other words, creating requisitions in Status 'Approved'

    c) Requisition was BCEA enabled

    d) Some of these requisitions were Canceled after import due to Funds Reservation failure (In this case the customer had not opened the encumbrance period causing the failure)

    e) This was causing a reconciliation issue for them between the legacy system and Fusion (they would not be able to use the same Requisition Number)

    f) They expected the requisition to go into Status 'Rejected'. This was their requirement

    Analysis and Resolution:

    My colleague Mara provided very helpful details that I thought would be worth posting here as a reminder or primer to you as well.

    Summary:

    1. Some reasons for Funds Reservation failure to be aware of prior to invoking such processes: Budget period closed, Accounting period closed, Not enough funds available to reserve

    2. When importing legacy requisitions, customers need to remember that BCEA validations will be triggered during import without which you cannot import a requisition that is BCEA enabled

    3. If you want control in reprocessing a requisition in the event of a failure, import the requisition in Status 'Incomplete'. That way if approvals are then triggered, you can view the status of the approval and the failure reasons on the UI. You can even write an approval rule to autoapprove requisitions based on the attribute 'Interface Source Code'

    4. If you have ensured that all check points for BCEA enablement are fine, then and only then import a requisition in Status 'Approved'. This is because, the implication of importing it in such a status is that if BCEA fails, then the requisition is automatically set to Status 'Canceled', not rejected. As you can imagine, if you have suggested that these requisitions have been approved in the legacy system there is not a mechanism to override that choice as that would be confusing

    5. When a requisition is imported as mentioned in 4. and the requisition is canceled due to BCEA failures, 

    6. To analyze BCEA errors on such approved requisitions, you will need to run the following XCC reports in the order stated below:

    a) Budgetary Control Results for Batch Report 
    b) Budgetary Control Exception Analysis Report 

    Here is a link that explains these reports in more detail: https://docs.oracle.com/en/cloud/saas/financials/19b/ocuar/oracle-fusion-budgetary-control-reports.html#OCUAR1569886

    7. If the requisition is imported in status 'Incomplete' and then submitted for approval and is rejected due to BCEA failures, note that the Document History section of the requisition will display an error message with details on what failed in the requisition details

    8, Note that the customer also wanted to know if they can in  such cases disable budgetary control and import the requisitions and then turn them on. The guidance here is to be aware that this can be potentially risky. It is not advisable to do this if transactions have already been created with BCEA. Also note that if you turn the feature off, it only impacts new requisitions created. Existing ones that are using BCEA will continue to do so even if the feature is disabled.

    I would ask support and customers to review the information provided here carefully. Do let us know whether you found this useful and also share your own experiences and insights.

     

  • Ashok
    Update 19B: Allow Approver to reject requisition during...15.0
    Topic posted June 20, 2019 by AshokBlack Diamond: 60,000+ Points, tagged Approvals, Budget/Encumbrance, Requisition Processing in Procurement > Self Service Procurement public
    Title:
    Update 19B: Allow Approver to reject requisition during Approver Checkout
    Summary:
    How can the approver reject a requisition during the approver checkout process
    Content:

    Customers / Support

    This article aims to provide you a comprehensive understanding of the following capability:

    Ability for an approver to reject a requisition that is budgetary controlled during the approver checkout process

    Business Problem:

    Before this feature was introduced, imagine the following scenario:

    When an approver tries to submit a requisition after updating it during the approval process and the requisition is enabled for Budgetary Control, the system will run a funds check process. If the funds check fails and the approver does not have the capability to request a funds override, the approver would have no way out of the flow. Essentially, the requisition would be stuck with the approver who in addition cannot create requisitions for themselves.

    Feature Highlights:

    1. With this feature, in the scenario the approver has the Funds Override privilege, the approver can reject the requisition and send it back to its preparer

    2. In the scenario the approver does have the Funds Override privilege, the approver can override and submit the requisition or edit it until the funds failure is resolved or alternatively, still choose to reject the requisition

    3. How this is accomplished:

    a) Insufficient Funds Scenario: In the event of a funds check failure, depending on whether or not the override privilege is available, a warning or an error popup is displayed to the approver to allow the approver to take the requisite action

    b) Any other BCEA Error Scenarios: In the event of any other BCEA related errors (such as Budget Period Closed error or any other), an error popup is displayed for the approver to take the requisite action.

    4. The approver can provide a reason for approval or rejection and this will be incorporated in the document history for future retrieval as well as appear in the notification

    5. This action then allows the approver to create new requisitions for themselves

    6. Prerequisite: The feature 'Allow Approvers to Update Budgetary-Controlled Requisitions' has to be opted in

    Do let us know your experiences with using this feature and any feedback you may have on this article. Feel free to rate the article based on its utility as well.

  • Ashok
    Announcement: Update 19B Features in Self Service...5.0
    Topic posted June 8, 2019 by AshokBlack Diamond: 60,000+ Points, tagged Budget/Encumbrance, Create Requisition, Public Sector, Requisition Processing in Procurement > Self Service Procurement public
    Title:
    Announcement: Update 19B Features in Self Service Procurement
    Summary:
    Announcement: Update 19B Features in Self Service Procurement
    Content:

    Dear Customers / Support

    Here are the list of features that have been released as part of Update 19B for Fusion Self Service Procurement:

    A. FULFILL PROJECT MATERIAL REQUIREMENTS FROM INTERNAL SOURCES:

    The capabilities supported in this update include: Create project-striped internal requisition with an expense destination type Create project commitment on requisition approval Create project-striped transfer orders with expense destination type Charge the expenditure to the project at destination

    B. OVERRIDE AGREEMENT PRICE ON REQUISITIONS:

    With this enhancement, you can change the item price on the Edit Requisition page and through the requisition import program when the blanket purchase agreement allows price override. You can modify the price within the price limit specified on the agreement line. This feature empowers you as an advanced procurement requester to set negotiated prices with suppliers when the price on the agreement is considered to be a guideline. 

    C. ALLOW APPROVERS TO REJECT UPDATED BUDGETARY-CONTROLLED REQUISITIONS THAT FAILED FUNDS CHECK:

    s an approver, you can now reject budgetary-controlled requisitions that you edited, but could not submit due to a failure of funds check. Requesters can then cancel the requisitions if needed. Without this feature, you would not be able to order any items for yourself, or to update any other budgetary-controlled requisitions, because your checkout process would be blocked.

    Additional details can be downloaded from this document link:

    https://www.oracle.com/webfolder/technetwork/tutorials/tutorial/cloud/r13/wn/proc/releases/19B/19B-procurement-wn.pdf