Purchasing Document Printing and Communication

An Oracle White Paper August 2006

EXECUTIVE SUMMARY ............................................................................. 2 Definitions.......................................................................................................... 2 Introduction to Oracle XML Publisher ......................................................... 3 Setting up Document Layouts......................................................................... 5 Design Layout in Microsoft Rich Text Format (RTF)............................ 5 Design Layout in Adobe Portable Document Format (PDF) ............... 7 Modify XSL-FO Stylesheet ......................................................................... 8 Upload Layouts................................................................................................ 10 Setups in Oracle Advanced Procurement.................................................... 11 Setup PO Output Format in Purchasing Options window................ 11 Specify layouts for purchasing document types ..................................... 12 Procurement Processes................................................................................... 14 Communication........................................................................................... 16 Document Printing in Multiple Layouts.................................................. 17 Troubleshooting .............................................................................................. 18 Conclusion........................................................................................................ 19 Appendix A: Sample Layout Templates.............................................................. 20 Appendix B: List of System Codes....................................................................... 23 Appendix C: Modifying XSL-FO Stylesheet....................................................... 36 Appendix D: Purchasing Approval Workflow..................................................... 42

Purchasing Document Printing and Communication

EXECUTIVE SUMMARY
Organizations are printing and dispatching purchasing documents in a variety of formats. Most organizations develop and design their own layout for printing purchasing documents that optimize the visibility of data to be consistent and coherent with organization and industry standards. Public sector agencies have to maintain and publish several hundred forms as mandated by government regulations during various phases of the procurement cycle. Today these agencies use fill-able templates created in Adobe PDF. Would it not be remarkable if there was a way to effortlessly design layouts for your purchasing documents that suit your organizations need? Would it not be valuable if you could design and configure layouts in Microsoft Rich Text Format (RTF) or Adobe Portable Document Format (PDF) for document printing? Capitalizing on Oracle XML Publishers standard based tools and technologies, Oracle Advanced Procurements document printing solution promises to deliver an efficient means to design layout and print professional looking documents.

Definitions
Term Stylesheet Definition An XSL-FO stylesheet specifies the presentation of a class of XML documents by describing how an instance of the class is transformed into a formatted XML document. A licensed product that enhances Oracle Purchasing and Oracle Sourcing and iSupplier Portal by providing the ability to author contract terms and conditions on transaction documents being created. Also includes Contract workbench, contract terms library, and contract expert. A product that enables Oracle Applications to easily create rich output document (PDF, RTF) by applying layouts created in desktop tools such as Microsoft Word and Adobe Acrobat

Procurement Contracts

XML Publisher for Oracle EBS

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to application data sources.

Introduction to Oracle XML Publisher

Oracle Advanced Procurements document publishing solution is powered by standards based Oracle XML Publisher technology. Oracle XML Publisher is a template-based publishing solution. It provides a new approach to report, design and publish by leveraging the flexibility of familiar desktop word processing tools. XML Publisher leverages standard, well-known technologies and tools, so you can rapidly develop and maintain custom report formats.

Segregation of presentation layer and data structure in Oracle XML Publishers approach provides immense control over designing and printing of documents.

The flexibility of XML Publisher is a result of the separation of the presentation of the report from its data structure. The collection of the data is still handled by Oracle Advanced Procurement, but now you can design and control how the report outputs will be presented in separate template files. At runtime, Oracle XML Publisher merges your layout template files with the report data to create a variety of outputs to meet a variety of business needs. For example, Microsoft RTF is a supported output format.

Figure 1 diagrammatically represents the fundamental concept behind procurement document printing. You design your layout using tools provided by Oracle XML Publisher, capture procurement data in Oracle Advanced Procurement and utilize the Oracle XML Publisher engine to merge the layout with data structure to generate document output in Adobe PDF format. Oracle XML Publisher Desktop, a tool that embeds on Microsoft Word, is extremely simple to design layouts, even by end users.

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Figure 1: Document Printings Fundamental Concept

You can find a wealth of information about Oracle XML Publisher, including presentations, technical information, demonstrations and sample layout formats in the following location: http://www.oracle.com/technology/products/applications/publishing/index.html

Following tables displays few criteria that you can consider before deciding which layout format will suit your needs.

# 1

Format RTF

Usage Because of its simplicity consider it if end users need to design report layouts. Versatile features to support conditional formatting, inserting images and charts, etc. Consider a PDF template if, the template structure is simple and pixel perfect formatting is required. Highly useful for printing Government Forms. Recommended for using existing legacy stylesheets or very complicated stylesheets with many programming requirements. Consider it if IT department has deployed 3rd party XSL-FO WYSIWIG tools. Appendix C lists few frequently asked questions on modifying XSL-FO stylesheet.

PDF

XSL-FO

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Let us first start with the setups involved. Following are the setups steps involved in enabling and implementing document printing in Oracle Advanced Procurement. The next sections will elaborate these in further detail. Setting Up Document Layouts o o o Design Layout in Microsoft Rich Text Format (RTF) Configure Layout in Adobe Portable Document Format (PDF) Modify Layout in XSL-FO format

Setup in Oracle XML Publisher o Upload Layouts

Setups in Oracle Advanced Procurement o o Setup PO Output Format in Purchasing Options window Specify layouts in Purchasing Document Types window

Setting up Document Layouts

Design Layout in Microsoft Rich Text Format (RTF)
Prerequisites:

You should ensure that you have a licensed version of Oracle XML Publisher Desktop installed on your desktop. Oracle XML Publisher is installed with e-Business Suite and the license is free to users for runtime use, with restrictions.

Download Oracle XML Publisher Desktop and install it on your desktop.

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Instructions:

Oracle XML Publisher leverages flexibility of well known word processing tools such as Microsoft Word in order to design custom layouts efficiently without much user training.

Figure 2: Design RTF Template

1.

Download Purchase Order XML: Follow the instructions mentioned below to obtain the Purchase Order XML file.

Logon to the application and select XML Publisher Administrator responsibility Navigate to Data Definitions Enter PO_STANDARD_PO in the Code field in the search region Press the GO button Click on the Data Definition, Standard Purchase Order Data Source Preview Data field shows a link PO_STANDARD_PO.xml. Click on the link and save the file in your desktop. This is a sample purchase order XML file.

2.

Load Purchase Order XML in Microsoft Word: Launch Microsoft Word, you could view a new option in the tool bar, Template Builder. Navigate to Template Builder > Data > Load

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XML Data. Select the Purchase Order XML that you just stored on the desktop.
3.

Create Form Fields: You can effortlessly design your purchasing document layout using the various options provided in the Template Builder menu option. You can create Form Fields and Table in your RTF layout file. Advanced Options: You can create repeating sections and utilize advanced options provided by Oracle XML Publisher while creating your layout in Microsoft Rich Text Format.

4.

5.

Save the layout created in Microsoft Rich Text Format on your desktop. Appendix A displays a screenshot of a sample RTF template.

For more information, see chapter Creating an RTF Template of the Oracle XML Publisher User Guide.

Design Layout in Adobe Portable Document Format (PDF)

Prerequisites:

You should ensure that you have a licensed version of Adobe Acrobat Professional installed on your desktop.
Instructions:

Figure 3: Design PDF Template

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Fill-able government forms in Adobe PDF format can be configured with ease and generated from the system.

1.

Design PDF Layout Template: Many organizations have their purchasing document formats maintained in Adobe PDF format. You need to first obtain all the PDF layout templates that your organization needs to print during procurement process. You can also design your purchasing document layout using Adobe Acrobat Professional. Screenshot of a sample PDF template is captured in Appendix A.

Public sector agencies are mandated by regulatory authorities to print various forms during various phases of procurement process. Generally these Forms are fill-able Adobe PDF files published on Government websites. For example, US Federal Agencies need to print standard forms like SF30, SF33 etc. Refer to Appendix A for screenshot of a sample government form. 2.
Map PDF Field Tags: You need to open the Adobe PDF format layout template in Adobe Acrobat Professional and modify the PDF tags associated with various fields to the corresponding system codes. Refer to Appendix B for system codes supported by Oracle Purchasing.

For more information, see chapter Creating a PDF Template of the Oracle XML Publisher User Guide

Modify XSL-FO Stylesheet

Prerequisites:

You should ensure that you have a text editor such as Microsoft Notepad or better Microsoft WordPad installed on your desktop. A specialized XSL or XSL-FO editors, such as Oracle JDeveloper, will simplify the development.
Instructions:

In release 11.5.10, Oracle Advanced Procurement utilizes layouts created in XSL-FO format for printing purchasing documents in Adobe PDF format. Following the steps mentioned below for downloading a seeded XSL-FO stylesheet and modifying it for your needs.

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Figure 4: Download Seeded XSL-FO Stylesheet 1.

Download XSL-FO Stylesheet:

2.

Logon to the application using XML Publisher Administrator responsibility Navigate to the Templates page On the Search page enter Code as PO_STANDARD_XSLFO and press the GO button Click the Standard Purchase Order Stylesheet link Click the Download icon in the Template Files region Save the stylesheet to your desktop You can download seeded stylesheets for other document types in a similar way

Modify Seeded Stylesheet: You can open the downloaded stylesheet in Oracle JDeveloper and modify it according to your organizations needs. Here is a list of few modifications that you can make, the details can be found in Appendix C:

3.

Add company logo Modify field prompts Modify cover page text etc.

Contract Terms Stylesheet: Oracle Procurement Contracts customers can change the layout of Terms and Conditions section that exists in the system generated contracts Adobe PDF document. You need to search for the layout template in Oracle

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XML Publisher with code OKCTERMS and make the necessary modifications.

Upload Layouts
You can upload layouts created in RTF, PDF or XSL-FO formats to Oracle XML Publisher. The screenshot below shows an example of creating an RTF template named PO RTF Template and uploading a layout file named purchase_order.rtf.

Figure 5: Create Template and Upload Layout File

Instructions:

1.

Navigation Steps: You can upload a layout template using the following navigation: 1. 2. 3. 4. Logon to the application using XML Publisher Administrator responsibility Navigate to the Templates page Click Create Template Enter the information pertaining to the Layout Template

# 1

Field Name

Value <Template Name>

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2 3

Code Application

<Template Code> Oracle Purchasing Standard Purchase Order Data Source PDF/ RTF/ XSL-FO SYSDATE <Description> (Select file to upload) <Language> <Territory>

Data Definition

5 6 7 8 9 10

Type Start Date Description File Language Territory

5. 6.

Save the template Note: If different languages need different boilerplate text then you will have to modify the base language template and edit the necessary boilerplate text and register the template for each language.

Setups in Oracle Advanced Procurement

Setup PO Output Format in Purchasing Options window

To be able to generate a purchasing document in Adobe PDF format you should set the PO Output Format option to PDF in the Purchasing Options form.

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Figure 6: Set output format for purchasing document

Specify layouts for purchasing document types

Oracle Advanced Procurement provides the ability to specify a layout for each document type. The Document Type window has been enhanced to capture Document Type Layout. Oracle Procurement Contracts customers can specify Contract Terms Layout for each document type as well. Adobe PDF generation is supported for the following purchasing document types: Standard Purchase Order Blanket Purchase Agreement Contract Purchase Agreement Blanket Release

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Figure 7: Specify layout for document type The table below shows the seeded XSL-FO layout corresponding to each document type: Document Type Standard Purchase Order Blanket Purchase Agreement Contract Purchase Agreement Blanket Release Document Type Layout Standard Purchase Order Stylsheet Blanket Agreement Stylsheet Contract Agreement Stylesheet Blanket Release Stylesheet Contract Terms Layout Oracle Contract Terms Template Oracle Contract Terms Template Oracle Contract Terms Template --- Not Supported ---

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Procurement Processes
Prerequisites:

The prerequisites for capturing and accessing procurement data are: Oracle Purchasing is installed and implemented. Ensure that Oracle Procurement Contracts in enabled for printing contract terms and conditions along with the purchasing commercial terms. The setup steps mentioned in the above section have been performed.

Process Overview:

The powerful infrastructure provided by Oracle XML Publisher segregates the layout of the document and the data that need to be presented in the document. The layout is defined and specified in Oracle XML Publisher. The procurement data is still captured in Oracle Advanced Procurement. When a buyer initiates document printing either while dispatching the purchasing document to supplier or manually generating the purchase order PDF, Oracle Advanced Procurement generates XML containing the data and embeds it on to the layout uploaded in Oracle XML Publisher.

The following diagram depicts the various phases in the procurement process where buyer, approver and supplier can view the purchasing document in Adobe PDF format.

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Figure 8: Access to PDF in procurement flow

For Procurement Contracts Customers:

Print Terms and Conditions o If Procurement Contracts is implemented then the Adobe PDF document will be generated with the Contract Terms and Conditions. The PDF document is stored in the Contracts Core schema and visible from Oracle Procurement Contracts Manage Contract Document page. Additionally, Oracle Procurement Contract customers can generate the contract terms and conditions in Microsoft RTF format.

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Figure 9: Document Printing in Oracle Procurement Contracts

Amendment o You should set the profile option PO: Generate Amendment documents to Yes if you need to print amendments made to the contract terms and conditions. The amendment section in the purchasing PDF document shows the modification done to clauses and deliverables that includes adding, deleting and/or updating them.

Function Security o Generation of contract terms and conditions on a purchase order PDF is secured implying contract administrators can restrict certain users from viewing contract terms and conditions associated with a purchasing document.

Communication

Oracle Advanced Procurement provides the ability to dispatch purchasing document to the vendors in their language. Oracle Procurement Contracts customer can specify if they wish to expose contract terms and conditions to the supplier while communicating the document or not.

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Figure 10: Initiate Document Communication

Document Printing in Multiple Layouts

Organizations often have the need to print contract data in more than one format. This is especially true for government organizations that are mandated by regulatory authorities to generate various forms based on contract data. For example, US Federal Agencies need to generate forms such as SF30, SF33, OF347 etc. The usage of the forms varies from one form to another. They could be for internal record or for official communication to contractors or for reporting to regulatory agencies. Oracle Advanced Procurement provides the ability for buyers to print purchasing documents in multiple pre-defined formats. After having defined the layout template in Oracle XML Publisher, the buyer can specify a layout template while generating the purchasing document in Adobe PDF format using the concurrent program PO Output for Communication.

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Figure 11: Specify layout for document type

Steps: 1.

Create Purchasing Document: Create orders and agreements using Purchase Order form in Oracle Purchasing. Submit Report: Buyer can run the concurrent program PO Output for Communication and specify the Purchase Order Layout. If Oracle Procurement Contracts is enabled, you can specify Contract Terms Layout as well. View PDF: The purchase order PDF document is generated in the layout specified in the concurrent program parameter. You can view the PDF using the View Requests screen. Fill-able PDF: If a fill-able PDF Template were uploaded into Oracle XML Publisher the user would have the ability to enter the values for the fields that are not captured in the system and hence are not printed in the output PDF document. Attachment: The buyer has the option of saving the generated contract document and uploading it to the purchase order as an attachment. You would need Adobe Acrobat Professional installed on your desktop to save the PDF document.

2.

3.

4.

5.

Troubleshooting
Debug information is inserted into FND_LOG_MESSAGES table if the following profiles are set.

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o o o

FND: Debug Log Enabled = Yes FND: Debug Log Level = Statement (set this only to debug) FND: Debug Log Module = po.plsql%

Incase the PDF Document Generation fails then o o o o Run the Concurrent request PO Output for Communication In the parameter Test field Enter Debug as the option Submit the request In the log file, you can see the XML and XSL for the PO Document

Oracle Procurement Contracts users should perform the following in addition to the above to generate the complete log file. o o o o Set the profile option FND: Debug Log Module = OKC% Execute the flow in the application for which log file is being generated All messages except the XML messages are stored and can be viewed the same way as any other log messages The XML is stored as a binary attachment to preserve its encoding and can be viewed from the View Log Attachments screen available only to the system administrators

Conclusion
Industry standards and government regulations have forced commercial and public sector agencies to have a variety of formats in which to generate purchasing documents. Oracle XML Publisher provides a highly efficient tool to design your layouts and Oracle Advanced Procurement enables the use of such layout templates to generate purchasing documents having a professional look and feel that displays information best suited for the specific needs of your organization.

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Appendix A: Sample Layout Templates

Sample Purchase Order PDF Template

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Sample Purchase Order RTF Template

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Sample Government Form in PDF Template

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Appendix B: List of System Codes

SYSTEM CODES
HEADER
General SEGMENT1 REVISION_NUM PRINT_COUNT CUSTOMER_NUM LANGUAGE VENDOR_ORDER_NUM DOCUMENT_TYPE TIMEZONE VENDOR_NUM DOCUMENT_NAME Terms ACCEPTANCE_REQUIRED_FLAG ACCEPTANCE_DUE_DATE SHIP_VIA FOB FREIGHT_TERMS PAYMENT_TERMS PAY_ON_CODE SHIPPING_CONTROL NOTE_TO_VENDOR Amounts AMOUNT_LIMIT MIN_RELEASE_AMOUNT PRICE_UPDATE_TOLERANCE Agreement Amount Limit Minimum Release Amount Price Update Tolerance Flag indicating acceptance required Acceptance Due Date Ship Via FOB Freight Terms Payment Terms Pay On Code Shipping Control Note to Vendor Purchase Order Number PO Revision Number Number of times the document was printed Customer Number Supplier Site Language Supplier Order Number Document Type Timezone Supplier Number Document Type + PO Number + Revision

DESCRIPTION

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TOTAL_AMOUNT AMOUNT_AGREED Contacts DOCUMENT_BUYER_FIRST_NAME DOCUMENT_BUYER_LAST_NAME DOCUMENT_BUYER_TITLE BUYER_CONTACT_EMAIL BUYER_CONTACT_PHONE BUYER_CONTACT_FAX VENDOR_CONTACT_FIRST_NAME VENDOR_CONTACT_LAST_NAME VENDOR_CONTACT_TITLE VENDOR_CONTACT_AREA_CODE VENDOR_CONTACT_PHONE Addresses SHIP_TO_LOCATION_NAME SHIP_TO_ADDRESS_LINE1 SHIP_TO_ADDRESS_LINE2 SHIP_TO_ADDRESS_LINE3 SHIP_TO_ADDRESS_LINE4 SHIP_TO_ADDRESS_INFO SHIP_TO_COUNTRY BILL_TO_LOCATION_NAME BILL_TO_ADDRESS_LINE1 BILL_TO_ADDRESS_LINE2 BILL_TO_ADDRESS_LINE3 BILL_TO_ADDRESS_LINE4 BILL_TO_ADDRESS_INFO BILL_TO_COUNTRY

PO Total Amount Amount Agreed

Buyer's First Name Buyer's Last Name Buyer's Title Buyer's Email Buyer Contact Phone Buyer Contact Fax Supplier Contact's First Name Supplier Contact's Last Name Supplier Contact's Title Supplier Contact Phone Area Code Supplier Contact's Phone Number

Ship To Location Name Ship To Address Line 1 Ship To Address Line 2 Ship To Address Line 3 Ship To Address Line 4 Ship To Address Info Ship To Country Bill To Location Name Bill To Address Line 1 Bill To Address Line 2 Bill To Address Line 3 Bill To Address Line 4 Bill To Address Info Bill To Country

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VENDOR_NAME VENDOR_ADDRESS_LINE1 VENDOR_ADDRESS_LINE2 VENDOR_ADDRESS_LINE3 VENDOR_ADDRESS_LINE4 VENDOR_CITY VENDOR_STATE VENDOR_POSTAL_CODE VENDOR_COUNTRY VENDOR_AREA_CODE VENDOR_PHONE VENDOR_FAX OU_NAME OU_ADDR1 OU_ADDR2 OU_ADDR3 OU_TOWN_CITY OU_REGION2 OU_POSTALCODE OU_COUNTRY BUYER_ADDRESS_LINE1 BUYER_ADDRESS_LINE2 BUYER_ADDRESS_LINE3 BUYER_ADDRESS_LINE4 BUYER_CITY_STATE_ZIP BUYER_COUNTRY LE_NAME LE_ADDR1 LE_ADDR2

Supplier Name Supplier Address Line 1 Supplier Address Line 2 Supplier Address Line 3 Supplier Address Line 4 Supplier City Supplier State Supplier Zip Code Supplier Country Supplier Phone Area Code Supplier Phone Supplier Fax Number Operating Unit Name Operating Unit Address Line 1 Operating Unit Address Line 2 Operating Unit Address Line 3 Operating Unit Town/ City Operating Unit Region Operating Unit Zip Code Operating Unit Country Buyer Address Line 1 Buyer Address Line 2 Buyer Address Line 3 Buyer Address Line 4 Buyer City, State and Zip Code Buyer Country Legal Entity Name Legal Entity Address Line 1 Legal Entity Address Line 2

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LE_ADDR3 LE_TOWN_CITY LE_STATE_PROVINCE LE_POSTALCODE LE_COUNTRY Flags & Codes TYPE_LOOKUP_CODE CURRENCY_CODE CANCEL_FLAG APPROVED_FLAG CLOSED_CODE USSGL_TRANSACTION_CODE USER_HOLD_FLAG APPROVAL_REQUIRED_FLAG FROZEN_FLAG STATUS_LOOKUP_CODE FROM_TYPE_LOOKUP_CODE AUTHORIZATION_STATUS GLOBAL_AGREEMENT_FLAG ENCUMBRANCE_REQUIRED_FLAG CONTERMS_EXIST_FLAG PENDING_SIGNATURE_FLAG SIGNED DOCUMENT_CREATION_METHOD Dates and Text Fields CLOSED_DATE FIRM_DATE APPROVED_DATE START_DATE_ACTIVE

Legal Entity Address Line 3 Legal Entity Town/ City Legal Entity State/ Province Legal Entity Zip Code Legal Entity Country

Document Subtype Currency Code Flag indicating PO cancellation Indicates whether the purchase order is approved or not Describes the closure status of the document United States standard general ledger transaction code. Indicates whether the purchase order is on hold or not Indicates whether a quote or RFQ requires approval Indicates whether the document is frozen or not PO Status Document type of the document used to auto create another document Authorization status of the purchase order Global Agreement Flag Indicates whether the document is to be encumbered or not Flag Indicating Contract Terms Existence Pending Signature Flag Specifies if the document was ever signed or not Method in which the document got created - Auto create, enter PO , etc...

Date the document was closed Date from which the purchase order is firmed PO Approval Date Key Flexfield Start date

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END_DATE_ACTIVE CANCEL_DATE CREATION_DATE REVISED_DATE START_DATE END_DATE GOVERNMENT_CONTEXT COMMENTS NOTE_TO_AUTHORIZER NOTE_TO_RECEIVER CHANGE_SUMMARY COVER_MESSAGE AMMENDMENT_MESSAGE HEADER_SHORT_TEXT ATTRIBUTE_CATEGORY ATTRIBUTE1 - 15

Key Flexfield End date Cancellation Date PO Creation Date Revision Date Agreement Start Date Agreement End Date USSGL descriptive flexfield context column Purchase Order Description Note to approver Note to receiver Change Summary Cover Page Message Amendment Message in the cover page Short text attachment at header Header Descriptive FlexField Attribute Category Header Descriptive FlexField Attribute 1 - 15

LINES
General LINE_NUM ITEM_NUM ITEM_REVISION ITEM_DESCRIPTION VENDOR_PRODUCT_NUM LINE_TYPE JOB_NAME CONTRACTOR_FIRST_NAME CONTRACTOR_LAST_NAME SEGMENT1 TYPE_1099 Line number Item number of the item Item revision Item description Supplier item number "Holds the line type like AMOUNT, GOODS, RATE and FIXED PRICE." Job name for Temp Labor purchase basis line types. First name of the contingent worker Last name of the contingent worker Purchase Order Number 1099 type for the purchase order line

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CONTRACT_NUM QUOTE_VENDOR_QUOTE_NUMBER QUOTATION_LINE AUCTION_DISPLAY_NUMBER AUCTION_LINE_NUMBER BID_NUMBER BID_LINE_NUMBER SUPPLIER_REF_NUMBER QC_GRADE BASE_UOM SECONDARY_UOM SECONDARY_UNIT_OF_MEASURE PREFERRED_GRADE TAX_NAME Quantity, Price and Amounts UNIT_PRICE QUANTITY QUANTITY_COMMITTED MIN_RELEASE_AMOUNT MIN_ORDER_QUANTITY MAX_ORDER_QUANTITY QTY_RCV_TOLERANCE MARKET_PRICE COMMITTED_AMOUNT NOT_TO_EXCEED_PRICE LIST_PRICE_PER_UNIT AMOUNT LINE_AMOUNT CANCELED_AMOUNT

Contract number referenced on the line Supplier quotation number. Supplier quotation line number. Reference to the negotiation number in sourcing Reference to the negotiation line number in Sourcing Reference to the bid number in sourcing Reference to the Bid line in sourcing Tracking code for a specific configuration of an item. OPM: Stores the quality control grade wanted on the purchase order line OPM: Stores the base unit of measure (UOM) for the item ordered OPM: Stores the dual unit of measure for the item ordered OPM: Secondary unit of measure for the quantity ordered OPM: Preferred quality grade for the item ordered Tax code applying to the line

Unit Price Quantity Quantity Committed Minimum Release Amount Minimum Order Quantity Maximum Order Quantity Quantity received tolerance percentage Market Price Blankets only: Amount agreed for an agreement line Blankets or planned POs only: Price limit that you cannot exceed on a release shipment List price for the item on the line Budget Amount for temp labor standard PO lines Total line amount for a given line. The amount is null for canceled lines. Canceled line amount for a canceled line.

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BASE_UNIT_PRICE TOTAL_LINE_AMOUNT BASE_QTY SECONDARY_QUANTITY SECONDARY_QTY Flags & Codes CANCEL_FLAG GLOBAL_AGREEMENT_FLAG OVER_TOLERANCE_ERROR_FLAG UNORDERED_FLAG CLOSED_FLAG USER_HOLD_FLAG TAXABLE_FLAG

Base Unit Price Total line amount for a given line. Used only for canceled lines. OPM: Ordered quantity converted from transaction UOM to base UOM OPM: Secondary Quantity ordered on the line OPM: Converted quantity from BASE UOM to DUAL UOM for the item ordered

Indicates whether the line is cancelled or not Global Agreement Flag Indicates whether or not you reject receipts exceeding the tolerance Indicates whether or not the line was created from unordered receipts Indicates whether the line is closed or not Flag Indicating User Hold Indicates whether the document line is taxable or not Blankets or planned POs only: Indicates whether you can change the price on release

ALLOW_PRICE_OVERRIDE_FLAG UNIT_MEAS_LOOKUP_CODE ORDER_TYPE_LOOKUP_CODE PRICE_TYPE_LOOKUP_CODE CLOSED_CODE PRICE_BREAK_LOOKUP_CODE USSGL_TRANSACTION_CODE TRANSACTION_REASON_CODE UN_NUMBER UN_DESC HAZARD_CLASS MATCHING_BASIS PURCHASE_BASIS Dates & Text Fields CANCEL_DATE CLOSED_DATE

shipments Unit of measure for the quantity ordered Value basis of the line Pricing Type Describes closure status of the line Blankets only: Pricing scheme for the price breaks of this line (cumulative or non-cumulative). United States standard general ledger transaction code. Transaction Reason Code Contains the UN number Holds the description of UN_NUMBER Hazard class name Matching basis of the line type Purchase basis of the line type

Cancellation date Date the line is closed

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Blanket, quotation, or RFQ only: Date after which the item on this catalog line can no longer EXPIRATION_DATE RETROACTIVE_DATE START_DATE NOTE_TO_VENDOR ATTRIBUTE_CATEGORY ATTRIBUTE1 - 15 CANCEL_REASON GOVERNMENT_CONTEXT LINE_SHORT_TEXT be ordered Timestamp of a retroactive price change Assignment start Date for the contingent worker Short note to supplier Descriptive flexfield segment Line Descriptive FlexField Attribute 1 - 15 Cancellation reason provided by employee USSGL descriptive flexfield context column Short Text Attachment at Line level

SHIPMENTS
General SHIPMENT_NUM SHIPMENT_TYPE SUPPLIER_ORDER_LINE_NUMBER CUSTOMER_PO_NUM CUSTOMER_PO_LINE_NUM CUSTOMER_PO_SHIPMENT_NUM TAX_NAME Quantity, Price and Amounts QUANTITY QUANTITY_CANCELLED QUANTITY_RECEIVED QUANTITY_ACCEPTED QUANTITY_REJECTED QUANTITY_BILLED QUANTITY_SHIPPED SECONDARY_QUANTITY SECONDARY_QUANTITY_RECEIVED SECONDARY_QUANTITY_ACCEPTED Quantity ordered or break quantity for blanket purchase orders, RFQs and quotations Quantity cancelled Quantity received until today Quantity accepted after inspection, up until today Quantity rejected after inspection, up until today Quantity invoiced by Oracle Payables, up until today Quantity shipped OPM:Secondary Quantity ordered Quantity in secondary unit of measure received until today Quantity accepted in secondary unit of measure after inspection, up until today Shipment line number Type of the shipment Used to store a supplier change request Customer PO Number Customer PO Line Number Customer PO Shipment Number Tax code for the shipment

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SECONDARY_QUANTITY_REJECTED SECONDARY_QUANTITY_CANCELLED AMOUNT AMOUNT_RECEIVED AMOUNT_BILLED AMOUNT_CANCELLED AMOUNT_ACCEPTED AMOUNT_REJECTED TOTAL_SHIPMENT_AMOUNT PRICE_OVERRIDE PRICE_DISCOUNT QTY_RCV_TOLERANCE DAYS_EARLY_RECEIPT_ALLOWED DAYS_LATE_RECEIPT_ALLOWED INVOICE_CLOSE_TOLERANCE RECEIVE_CLOSE_TOLERANCE LEAD_TIME Flags & Codes CANCEL_FLAG ACCRUE_ON_RECEIPT_FLAG TAXABLE_FLAG CONSIGNED_FLAG INSPECTION_REQUIRED_FLAG RECEIPT_REQUIRED_FLAG ENCUMBERED_FLAG APPROVED_FLAG DROP_SHIP_FLAG TAX_USER_OVERRIDE_FLAG CALCULATE_TAX_FLAG

Quantity rejected in secondary unit of measure after inspection, up until today Quantity cancelled in secondary unit of measure after inspection, up until today Stores the amount on the shipments for service lines Stores the amount received for service lines Stores the amount billed for service lines Amount cancelled for service lines Amount Accepted for service lines Amount rejected for service lines Total Shipment Amount Order shipment price or break price for blanket purchase orders, RFQs, and quotations Discount percentage for price break (applies to RFQs and quotations only) Maximum over-receipt tolerance percentage Maximum acceptable number of days items can be received early Maximum acceptable number of days items can be received late Percentage tolerance within which a shipment is automatically closed for invoicing when billed Percentage tolerance within which a shipment is automatically closed for receiving RFQ and Quotations Only: Lead time for the price break

Indicates whether the shipment is cancelled or not Indicates whether items are accrued upon receipt Indicates whether the shipment is taxable Indicates shipment is consigned Indicates whether shipment must be inspected before the invoice is paid Indicates whether shipment must be received before the invoice is paid Indicates whether the shipment is encumbered or not Indicates whether the shipment is approved Indicates whether the Shipment has a backing Sales Order Line. Indicator of whether someone overrode the default tax Indicator of whether tax needs to be calculated

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VMI_FLAG FOB_LOOKUP_CODE QTY_RCV_EXCEPTION_CODE USSGL_TRANSACTION_CODE FREIGHT_TERMS_LOOKUP_CODE UNIT_MEAS_LOOKUP_CODE SHIP_VIA_LOOKUP_CODE COUNTRY_OF_ORIGIN_CODE

Indicates VMI shipment line with value = 'Y' Type of free-on-board terms for the shipment Describes what action is taken when the quantity received tolerance is exceeded United States standard general ledger transaction code Type of freight terms for the RFQ or quotation shipment Price break quantity unit of measure Type of carrier for the RFQ or quotation shipment Country of manufacture for this shipment Indicator of whether the invoice for the shipment should be matched to the purchase order or

MATCH_OPTION SECONDARY_UNIT_OF_MEASURE LEAD_TIME_UNIT PREFERRED_GRADE SHIPPING_METHOD VALUE_BASIS MATCHING_BASIS Dates & Text Fields DUE_DATE CANCEL_DATE START_DATE END_DATE CLOSED_DATE RETROACTIVE_DATE ENCUMBERED_DATE NEED_BY_DATE PROMISED_DATE

the receipt OPM: Secondary Unit of measure for the ordered item Unit of measure for the lead time Preferred quality grade for the ordered item Shipping Method Value basis of the line location Matching basis of the line location

Promised Date/ Need By Date Cancellation date Effective date of the price break (applies to RFQs and quotations only) Expiration date of the price break (applies to RFQs and quotations only) Date the shipment is closed Column used to store the date of a retroactive price change Date of encumbrance for the shipment Need-by date for the shipment schedule Supplier promised delivery date The date/time when any of referenced data elements on the backing Sales Order Line is

SALES_ORDER_UPDATE_DATE SHIPPING_INSTRUCTIONS PACKING_INSTRUCTIONS

updated Shipping Instructions Packing Instructions

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CUSTOMER_PRODUCT_DESC ATTRIBUTE_CATEGORY ATTRIBUTE1 - 15 LINE_LOC_SHORT_TEXT GOVERNMENT_CONTEXT CLOSED_REASON CANCEL_REASON CHANGE_PROMISED_DATE_REASON

Customer Product Description DFF Attribute Category DFF Attribute 1 to 15 Short text attachment at shipment USSGL descriptive flexfield context column Why the shipment is closed Cancellation reason provided by the employee Reason for changing the promised-by date Shipment level Note to receiver, which would hold the note to receiver info coming from req

NOTE_TO_RECEIVER Addresses SHIP_TO_LOCATION_NAME SHIP_TO_ADDRESS_LINE1 SHIP_TO_ADDRESS_LINE2 SHIP_TO_ADDRESS_LINE3 SHIP_TO_ADDRESS_LINE4 SHIP_TO_ADDRESS_INFO SHIP_TO_COUNTRY SHIP_CONT_PHONE SHIP_CONT_EMAIL ULTIMATE_DELIVER_CONT_PHONE ULTIMATE_DELIVER_CONT_EMAIL SHIP_CONT_NAME ULTIMATE_DELIVER_CONT_NAME SHIP_CUST_NAME SHIP_CUST_LOCATION ULTIMATE_DELIVER_CUST_NAME ULTIMATE_DELIVER_CUST_LOCATION SHIP_TO_CONTACT_FAX ULTIMATE_DELIVER_TO_CONT_NAME

lines.

Ship To Location Name Ship To Address Line 1 Ship To Address Line 2 Ship To Address Line 3 Ship To Address Line 4 Ship To Address Info Ship To Country Ship to Contact Phone Ship to Contact Email Deliver to Contact Phone Deliver to Contact Email Ship to Contact Name Deliver to Contact Name Ship to Customer Name Ship to Customer Location Deliver to Customer Name Deliver to Customer Location Ship to Contact Fax Deliver to Contact Name

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ULTIMATE_DELIVER_TO_CONT_FAX

Deliver to Contact Fax

DISTRIBUTIONS
DISTRIBUTION_NUM DISTRIBUTION_TYPE EXPENDITURE_TYPE WIP_OPERATION_SEQ_NUM WIP_RESOURCE_SEQ_NUM DESTINATION_SUBINVENTORY REQ_HEADER_REFERENCE_NUM REQ_LINE_REFERENCE_NUM CHARGE_ACCOUNT AMOUNT_ORDERED AMOUNT_DELIVERED AMOUNT_CANCELLED AMOUNT_BILLED QUANTITY_ORDERED QUANTITY_DELIVERED QUANTITY_BILLED QUANTITY_CANCELLED RECOVERABLE_TAX NONRECOVERABLE_TAX RECOVERY_RATE EXPENDITURE_ITEM_DATE DESTINATION_TYPE_CODE USSGL_TRANSACTION_CODE GOVERNMENT_CONTEXT PROJECT_ACCOUNTING_CONTEXT ATTRIBUTE_CATEGORY ATTRIBUTE1 - 15 Distribution Number Distribution Type Expenditure Type (Project Attribute) WIP Operation Sequence Number WIP Resource Sequence Number Destination Subinventory Requisition Number Reference Requisition Line Number Reference Change Account Amount Ordered Amount Delivered Amount cancelled Amount Billed Quantity Ordered Quantity Delivered Quantity Billed Quantity Cancelled Recoverable Tax Non Recoverable Tax Recovery Date Expenditure Item Date (Project Attribute) Destination Type Code United States standard general ledger transaction code USSGL descriptive flexfield context column Project Accounting Context Attribute Category DFF Attribute 1 to 15

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FULL_NAME WORK_TELEPHONE EMAIL_ADDRESS REQUESTER_DELIVER_TITLE REQUESTER_DELIVER_FIRST_NAME REQUESTER_DELIVER_LAST_NAME

Requester's Full Name Requester's Work Phone Requester's Email Address Requester's Title Requester's First Name Requester's Last Name

PRICE BREAKS
SHIPMENT_NUMBER QUANTITY START_DATE END_DATE PRICE_OVERRIDE SHIP_TO_LOCATION_NAME SHIP_TO_ADDRESS_LINE1 SHIP_TO_ADDRESS_LINE2 SHIP_TO_ADDRESS_LINE3 SHIP_TO_ADDRESS_LINE4 SHIP_TO_ADDRESS_INFO SHIP_TO_COUNTRY ATTRIBUTE1 -15 Price Break Line Number Quantity Start Date End Date Price Discount Percentage Ship To Location Name Ship To Address Line 1 Ship To Address Line 2 Ship To Address Line 3 Ship To Address Line 4 Ship To Address Info Ship To Country DFF Attribute 1 to 15

PRICE DIFFERENTIAL
NUMBER PRICE_TYPE PRICE_TYPE_DESCRIPTION MULTIPLIER ENABLED_FLAG Price Differential Line Number Price Type Price Type Description Multiplier Enabled Flag

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Appendix C: Modifying XSL-FO Stylesheet

Q1: How can I include the company logo in the printed Contract PDF document?

A1: Perform the following Place the image in OA_MEDIA directory in unix Open the Purchase Order Stylesheet in Oracle Jdeveloper Search for the following code is the XSL-FO and modify it to include the image string
<fo:table-cell > <fo:block> <!-- Code for displaying the image at top left corner in the first page. For displaying the company logo, uncomment the fo:inline tag and specify the image location. --> <fo:inline> <fo:external-graphic content-width="248pt" content-height="33pt" src="url('http://<server_path:port>/OA_MEDIA/ImageName.jpg')" /> </fo:inline> </fo:block> </fo:table-cell>

Ensure to save the stylesheet as a new file and create a new template in Oracle XML Publisher using the new file.

Q2: How can I modify certain field prompts, for example I need to change Deliver To Date to Due Date?

A2: You can change prompts that appear in the standard purchase order PDF. Follow these instructions to accomplish it. Search the following text
<fo:table-cell xsl:use-attribute-sets="table_cell_heading2" ><fo:block xsl:useattribute-sets="table_head1"> <xsl:if test="$DisplayBoilerPlate "> <xsl:value-of select="$BOILER_PLATE_MESSAGES_OBJ[MESSAGE='PO_FO_DELIVE R_DATE_TIME'][1]/TEXT"/> </xsl:if>

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</fo:block></fo:table-cell>

Modify it with following

<fo:table-cell xsl:use-attribute-sets="table_cell_heading2" ><fo:block xsl:useattribute-sets="table_head1"> <xsl:if test="$DisplayBoilerPlate "> <!-- <xsl:value-of select="$BOILER_PLATE_MESSAGES_OBJ[MESSAGE='PO_FO_DELIVE R_DATE_TIME'][1]/TEXT"/> --> <!-- changed the Delivery Date label to due date --> Due Date </xsl:if> </fo:block></fo:table-cell>

Q3: How can I modify information that is displayed in the document footer?

A3: You can modify header and footer information that is printed in the purchase order PDF document. Search the following text
<xsl:variable name="footer_text"> <xsl:text> </xsl:text> </xsl:variable>

Modify it with following

<xsl:variable name="footer_text"> <xsl:text>Footer Notes</xsl:text> </xsl:variable>

Q4: How can I modify Cover Page text?

A4: Cover page is printed onto the purchase order PDF document only if the purchasing document has contract terms and conditions associated with it. When printing a purchasing document that has been revised cover page shows a different message which is the amendment cover page text. Create a variable in the stylesheet and provide the text
<xsl:variable name="XX_COVER_MESSAGE"> <xsl:text>This is a Standard Purchase Order. This agreement between Vision Corporation and the above named Service Provider is authorizaed for binding commitment by the Vision Contracting Representative, and is effective on the above document date provided that the

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Service Provider accepts the contract terms by signing the copy of this Signature Page and returning it, or by delivering/performing the specified items/services. </xsl:text> </xsl:variable>

Reference it as shown below

<xsl:choose> <xsl:when test="PO_DATA/REVISION_NUM &gt; 0 and PO_DATA/AMENDMENT_PROFILE ='Y' and PO_DATA/SIGNED='T' "> <xsl:value-of select="PO_DATA/AMMENDMENT_MESSAGE"/> </xsl:when> <xsl:otherwise > <xsl:value-of select="$XX_COVER_MESSAGE"/> </xsl:otherwise> </xsl:choose>

Q5: How can I add or remove fields to my purchase order layout?

A5: You can add fields to the purchase order layout at various levels such as header, lines etc. You can remove fields from the layout as well by remove the tags from the stylesheet. For adding a header level field that already exists in the PO XML, say Document Status, to your purchase order layout, determine the corresponding system code from Appendix D, then add it as follows
<xsl:template match="PO_DATA"> <xsl:value-of select=AUTHORIZATON_STATUS/>

To add a line level field, search for the following code and add the field under this block. For example, Purchase Basis can be added as follows
<xsl:for-each select="$LINES_ROOT_OBJ"> . . . <fo:table-row> <fo:table-cell> <fo:block xsl:use-attribute-sets="form_data3"> <xsl:value-of select="PURCHASE_BASIS"/> </fo:block> </fo:table-cell>

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</fo:table-row>

Q6: How can I change the font?

A5: Fonts can be specified locally or globally. Specifying font properties locally means adding the font specification around a specific value. For example, if one wants to specify the Operating Unit Name in a different font, then first search for the corresponding code from Appendix D, which is OU_NAME,

<xsl:value-of select="OU_NAME"/>

Add the font properties as below:

<fo:block font-family="Times" font-size="10pt" fontstyle="italic"> <fo:inline color="red"> <xsl:value-of select="OU_NAME"/> </fo:inline> </fo:block>

Specifying fonts globally means defining the font properties at one place and then using this at multiple places. The Purchase Order Stylesheet uses attribute-sets to specify fonts. An attribute set is a collection of various font properties like font name, font size, background, bold etc. This way, one can create an attribute set that has a set of font properties and then apply this attribute set to any number of fields. Creating a new attribute-set: Add the attribute set definition under the root element.

<xsl:attribute-set name="custom_style"> <xsl:attribute name="font-size">10pt</xsl:attribute> <xsl:attribute name="font-family">Times</xsl:attribute> <xsl:attribute name="font-style">italic</xsl:attribute> <xsl:attribute name="font-weight">bold</xsl:attribute> <xsl:attribute name="color">Yellow</xsl:attribute> <xsl:attribute name="backgroundcolor">Green</xsl:attribute> </xsl:attribute-set>

Suppose you want to show the Operating Unit details using the above font.

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<xsl:value-of select="OU_NAME"/> <fo:block/> <xsl:if test="OU_ADDR1 !='' "> <xsl:value-of select="OU_ADDR1"/> <fo:block/> </xsl:if> <xsl:if test="LE_ADDR2 !='' "> <xsl:value-of select="OU_ADDR2"/> <fo:block/> </xsl:if> <xsl:if test="LE_ADDR3 !='' "> <xsl:value-of select="OU_ADDR3"/> <fo:block/> </xsl:if> <xsl:if test="OU_TOWN_CITY !=''"> <xsl:value-of select="OU_TOWN_CITY"/>,<fo:leader leader-pattern="space" leader-length="2.0pt"/> </xsl:if> <xsl:value-of select="OU_REGION2"/> <fo:leader leader-pattern="space" leaderlength="3.0pt"/> <xsl:value-of select="OU_POSTALCODE"/> <fo:block/> <xsl:value-of select="OU_COUNTRY"/>

Then, add the attribute set as shown

<fo:block xsl:use-attribute-sets="custom_style"> <xsl:value-of select="OU_NAME"/> <fo:block/> <xsl:if test="OU_ADDR1 !='' "> <xsl:value-of select="OU_ADDR1"/> <fo:block/> </xsl:if> <xsl:if test="LE_ADDR2 !='' "> <xsl:value-of select="OU_ADDR2"/> <fo:block/> </xsl:if> <xsl:if test="LE_ADDR3 !='' "> <xsl:value-of select="OU_ADDR3"/> <fo:block/> </xsl:if> <xsl:if test="OU_TOWN_CITY !=''"> <xsl:value-of select="OU_TOWN_CITY"/>,<fo:leader leader-pattern="space" leader-length="2.0pt"/> </xsl:if> <xsl:value-of select="OU_REGION2"/><fo:leader leaderpattern="space" leader-length="3.0pt"/> <xsl:value-of select="OU_POSTALCODE"/> <fo:block/> <xsl:value-of select="OU_COUNTRY"/> </fo:block>

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Note that everything between the bold lines takes the same font properties.

Q7: How can I print only Amendments to a contract? Printing or not printing of Amendments sections in the Contract PDF is determined by the variable PrintAmendments in the Contract Terms Stylesheet. A value of 0 will print the new Terms and Conditions; 1 will print Amendments only; 2 will print Amendments followed by Terms and Conditions. Modify the code fragment below

<xsl:variable name="PrintAmendments"> <xsl:value-of select="$ContractsRoot/ParametersVO/ParametersVORow/PrintAm endments/text()"/> </xsl:variable> to <xsl:variable name="PrintAmendments" select=""> and provide the value of 0 or 1 or 2 based on your needs.

You can add any additional logic in the stylesheet to determine when/if you want to print Amendments or not and set the value of the variable appropriately.

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Appendix D: Purchasing Approval Workflow

Generate PDF Document with Terms and Conditions

Generate PDF Document

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Attach PDF to Approval Notification

Check if PDF Exists

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Document Printing August 2006 Author: Shibhu Nambiar Contributing Authors: Suman Guha Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores, CA 94065 U.S.A. Worldwide Inquiries: Phone: +1.650.506.7000 Fax: +1.650.506.7200 oracle.com Copyright 2005, Oracle. All rights reserved. This document is provided for information purposes only and the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or implied in law, including implied warranties and conditions of merchantability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document and no contractual obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without our prior written permission. Oracle, JD Edwards, and PeopleSoft, are registered trademarks of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.