Posts

Posts

  • 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

  • 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
    Funds Reservation Point for Budget Enabled Requisitions25.0
    Topic posted August 18, 2018 by AshokBlack Diamond: 60,000+ Points, tagged Approvals, Budget/Encumbrance, Create Requisition, FAQ, How-To, Requisition Processing in Procurement > Self Service Procurement public
    Title:
    Funds Reservation Point for Budget Enabled Requisitions
    Summary:
    How to setup funds reservation point on budget enabled requisitions
    Content:

    Problem

    The funds status changes to reserved only after approval. How do I make sure that funds are reserved as soon as the requisition is submitted for approval?

    Resolution

    You can use budgetary controls to define the point in time at which you want funds to be reserved for requisitions and purchase orders. You can enable funds to be reserved when the document is submitted for approval or upon completion of approvals.

    To set up the funds reservation point for requisitions and purchase orders, use the Manage Budgetary Control and Encumbrance Accounting page. From the Setup and Maintenance work area, search for the task Manage Budgetary Control. It is also located under the Budgetary Control and Encumbrance Accounting functional area in the Financials offering.

    You define the funds reservation point at the business unit level. In the Procure-to-Pay Business Functions section, you can set the reservation point for Requisitioning and for Purchasing. For a business function, set the reservation point to one of these options:

        Submission: Funds reservation is done when the document is submitted for approval

        Approval: Funds reservation is done after the document is approved.

    If you want to know more about Funds Reservation and related statuses, this article previously published here should help:

    https://cloudcustomerconnect.oracle.com/posts/b2d94bb383

    As always, feedback and ratings are useful to gauge the effectiveness of these articles.

  • Ashok
    How does partial processing to an Order work on a Budget...35.0
    Topic posted July 28, 2018 by AshokBlack Diamond: 60,000+ Points, tagged Budget/Encumbrance, FAQ, Requisition Processing, Tip in Procurement > Self Service Procurement public
    Title:
    How does partial processing to an Order work on a Budget Controlled Requisition
    Summary:
    Impact of partially processing a budget controlled Purchase Requisition into a Purchase Order
    Content:

    I wanted to share some insight into how a budgetary controlled purchase requisition works for order processing. This was a recent customer question (and I have seen similar ones before) and thought it might be good to remind customers of behavior. 

    Specific Scenario:

    The purchase requisition contains a line for quantity 50 Units

    This requisition is processed into a purchase order

    The order is processed only for quantity 30 Units

    Question:

    What happens to the remaining quantity 20 Units on the purchase requisition

    Expected Behavior:

    When a purchase order is created from a requisition line, in the above scenario, two things happen:

    a) The entire Quantity 50 Units will be liquidated on the requisition line

    b) The purchase order will reserve the Quantity of 30 Units

    You cannot split that requisition that is budgetary controlled further.

    Also, current behavior does not support one requisition line to process into multiple purchase orders.

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

    As always please share feedback and ratings to help us evaluate the usefulness of these articles.

  • Dev Thota
    What is the difference between Oracle ERP Cloud and EBS...55.0
    Topic posted December 13, 2018 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, 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:
    What is the difference between Oracle ERP Cloud and EBS tables in Procurement?
    Summary:
    What is the difference between Oracle ERP Cloud and EBS tables in Procurement?
    Content:

    Hi All,

    Please help me on this

    What is the difference between Oracle ERP Cloud and EBS tables in Procurement?

    Thanks,

    Dev Thota.

    Version:
    18 C
  • Dev Thota
    Auto Create Receipt in Fusion Oracle Procurement?45.0
    Topic posted September 26, 2018 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, Public Sector, Requisition Import, Requisition Mobile, Requisition Processing, Requisition Web Services, Setup, Tip, Update Preparer and Requester, White Paper in Inventory and Logistics > Inventory public
    Title:
    Auto Create Receipt in Fusion Oracle Procurement?
    Summary:
    Auto Create Receipt in Fusion Oracle Procurement?
    Content:

    Hi,

    We have 100POs we don't need to create 100 receipts manually.

    Is there any option like run scheduled job to create automatically.

    Thanks,

    Dev Thota.

  • Ashok
    How to resolve funds not released issues on canceled...15.0
    Topic posted August 11, 2018 by AshokBlack Diamond: 60,000+ Points, tagged Budget/Encumbrance, FAQ, How-To, Public Sector, Requisition Processing in Procurement > Self Service Procurement public
    Title:
    How to resolve funds not released issues on canceled requisitions
    Summary:
    How to resolve funds not released on requisitions that are canceled
    Content:

    Problem Statement:

    Today, you can cancel requisitions even if during the process, budgetary control fails to release funds reserved against the requisition. We allow this behavior because we do not want the requisitions to be placed on purchase orders that are no longer needed and reach the suppliers. 

    Solution proposal:

    1. As discussed in a previous article, the first step is to run the Cancel Requisition Lines in Spreadsheet from Fusion Self Service Procurement to see all open commitments that need to be liquidated in a given period

    2. You then have to decide whether to cancel these requisitions or place any approved ones on a purchase order.

    3. You can set the Budgetary control default date rule to 'System Date' as opposed to 'Current Transaction Budget Date'. This will ensure that any cancellations will have the funds released in the current period.

    NOTE: 3. is set up in the FSM Task 'Manage Budgetary Control'

    4. In the event that a requisition is canceled but the funds are not released because of a closed period, you can adopt the following process:

    a) Create a report using OTBI to see all requisition distributions with Fund Status of 'Failed'. (These are the distributions that are holding funds)

    b) Create a manual encumbrance commitment journal entry for Encumbrance Accounting reversals (If applicable)

    c) Manually fix the budget

    We do not expect that you will have too many of requisitions in this status but if you do, this is the recommendation.

    We are reviewing ideas to enhance these processes including a funds check warning upon cancellation of requisitions or other alternatives. Goes without saying these are merely ideas at this time not time bound proposals.

    Hope this article is helpful. Do let us know with your comments and ratings.

  • Dev Thota
    Unable to Duplicate Requisition15.0
    Topic posted November 23, 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:
    Unable to Duplicate Requisition
    Summary:
    Unable to Duplicate Requisition it shows "In Budget is a required field" error.
    Content:

    Hi All,

    Unable to Duplicate Requisition it shows "In Budget is a required field" error.

    In our requisition screen, we are using mandatory DFF name "In Budget".

    Please help me with this.

     

    Thanks,

    Dev Thota.

    Version:
    19D
    Image:
  • 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.

  • Dev Thota
    Is it possible to create dependency between DFF and category...35.0
    Topic posted January 31, 2019 by Dev ThotaGold Trophy: 10,000+ Points, tagged Agreement Loader, Approvals, Approvals/Notification, Budget/Encumbrance, Business Intelligence - BI, Create Requisition, Internal Material Transfer, Requisition Import, Requisition Mobile, Requisition Processing in Procurement > Self Service Procurement public
    Title:
    Is it possible to create dependency between DFF and category name?
    Summary:
    Is it possible to create dependency between DFF and category name?
    Content:

    Hi all,

    Is it possible to create dependency between DFF and category name?

    Version:
    18 D