Purchase Requisition Creation in Oracle Apps

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.

RFQ required check box denotes that the purchase of the item requires a request for quote

Document type, document and line are all completed by EBSautomatically when a requisition is created from a blank order, a contract or a quotation.

Global is checked when a blanket purchase agreement for the entire organization exists for the item being purchased

Owning organization displays the organization who owns the agreement. This feature is usually seen when an organization is using a centralized purchasing model.

Contract num along with rev references the associated contract agreement with the supplier for specific terms and conditions

You can further add extra description in the details tab. You can notify supplier that the item is needed urgently by checking urgent checkbox.Note to receiver might give some information to the receiver when he receives the item. Transaction nature describes the nature of transaction. You can enter a reference number which provides a reference to a document in another system such as a work order. You can select UN number and hazard from list of values.

Requisitions can be added in any currency set up in EBS by identifying thecurrency 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

 Purchase Requisition Tables:

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 betweenPO_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

You can view results by executing the following SQL commands:

SELECT CREATION_DATE, AUTHORIZATION_STATUS, SEGMENT1, TYPE_LOOKUP_CODE from PO_REQUISITION_HEADERS_ALL where SEGMENT1= ’14303′;

Viewing results by executing SQL command

SELECT CREATION_DATE, CREATED_BY, ORG_ID, REQ_LINE_QUANTITY FROM PO_REQ_DISTRIBUTIONS_ALL WHERE REQUISITION_LINE_ID=208442;

viewing results by executing SQL command