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PO Create Documents Processes The processes in the PO Create Documents workflow are as follows:
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Overall Document Creation / Launch Approval. This is the highest-level process, which contains the rest of the subprocesses in this list. Verify Req Line Information Does This Req Line Have Enough Information To Automatically Create A Document? Create and Approve Purchase Order Or Release Get Buyer
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For each document that is created successfully by the PO Create Documents workflow, the PO Approval workflow is called to approve the document if you have allowed automatic approval. See: Approval Workflows. There are also workflow processes for approving changes to purchase orders and releases. For more information about the change order workflow, see: Workflow Processes for Approving Change Orders. You can use the Workflow Monitor to follow where certain documents are in a workflow process. See: Overview of Workflow Monitoring.
The following three attributes in PO Create Documents can be customized. For each of these attributes you can change their values to 'Y' for Yes or 'N' for No. For information on opening workflows (also called "item types") in the Workflow Builder so that you can modify the attribute values, see: Opening and Saving Item Types.
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Is Automatic Creation Allowed? - The default value of this attribute is set to 'Y,' meaning that automatic document creation is allowed for approved requisition lines. You can prevent automatic document creation by setting the default value of this attribute in the Workflow Builder to 'N' for No. For more information on how this attribute is used, see: Overall Document Creation / Launch Approval Process. Should Workflow Create The Release? - The default value of this attribute is set to 'Y,' meaning that the workflow tries to create the release; if it cannot, or if the value of this attribute is set to 'N' for No, then the workflow will not create the release; you must use the AutoCreate Documents window to create the release. For more information on how this attribute is used, see: Verify Req Line Information Process. Is Automatic Approval Allowed? - The default value of this attribute is set to 'N' for No, meaning that documents are not automatically approved after they are created. If you set it to 'Y' for Yes, then the PO Approval workflow is launched to automatically route the documents for approval. For more information on how this attribute is used, see: Create and Approve Purchase Order Or Release (Process).
Is Automatic Creation Allowed? (Function) This function checks the "Is Automatic Creation Allowed?" attribute, which you can see in the Oracle Workflow Builder. If the Default Value of this attribute is 'Y' for Yes, then automatic document creation is allowed and "Verify Req Line Information" begins. You can prevent automatic document creation by setting the default value of this attribute in the Workflow Builder to 'N' for No. Verify Req Line Information (Function)
This function retrieves all requisition lines available for processing and launches the "Verify Req Line Information" process for each requisition line. Wait For Flow (Function) This function waits for all the requisition lines to be processed by "Verify Req Line Information." Group Req Lines Into Purchase Orders Or Releases (Function) Once "Verify Req Line Information" finishes processing all the requisition lines, this function groups together requisition lines that have similar characteristics and allows them to be created onto the same document. For example, if two requisition lines have the same Supplier, Site, Currency, and Buyer, they are created on a single purchase order header. Overall Document Creation / Launch Approval Process, Continued (partial view)
Launch Process To Create And Approve Purchase Order Or Release (Function) This function initiates the "Create and Approve Purchase Order Or Release" process for each document. Then it initiates the PO Approval workflow. Purchase orders or blanket releases that match pre-defined approval criteria get approved automatically. Remove Processed Req Lines From Temp Table (Function) In the "Verify Req Line Information" process, there is a function, "Insert Req Line Into Temp Table As A Candidate For Creation." This function puts into a temporary table those requisition lines that contain enough information to at least attempt autocreation. These lines are picked up from this table later when certain requisition lines are grouped onto particular purchase orders or releases. Once these purchase orders or releases are created, the lines in this temporary table can be purged. That is what this function, "Remove Processed Req Lines From Temp Table," does.
This function retrieves information from the requisition line and updates the PO Create Documents' attributes with the information. For example, the Currency Code attribute (under Attributes in the Workflow Builder) gets updated with information from the Currency field in the Requisition line. Does This Req Line Require An RFQ? (Function) This function checks to see if the following is true: RFQ Required is set to Yes (enabled in the Requisitions window), the profile option PO: Warn if RFQ Required before AutoCreate is set to Yes, and the requisition line has not been autocreated into an RFQ. If all of these are true, then this function returns "Yes." Otherwise, this function returns "No." Does This Req Line Have Enough Information to Automatically Create a Document? (Process) This process checks to see if the requisition line has enough and the correct information to automatically create a purchase order or blanket release. The individual functions that belong to this process are described in the section Does This Req Line Have Enough Information to Automatically Create a Document?. Get The Source Document Type (Function) This function checks for the source document type--blanket agreement or quotation--referenced on the requisition line. Does the Req Line Have A One-Time Item? (Function) This function checks for the type of item--one-time or predefined--used on the requisition line. Get Release Generation Method From ASL (Function) If the requisition line has a predefined item, this function checks to see if an approved supplier list (ASL) entry exists for that particular combination of item, supplier, and supplier site. Then the function retrieves the Release Generation Method specified in the approved supplier list. If the Release Generation Method is either Automatic Release or Automatic Release Review, then the Creates Releases process in Purchasing will create a blanket release for this requisition line. If the Release Generation Method is Release Using AutoCreate, then the workflow can continue. Should Workflow Create The Release? (Function) This function checks the value of the attribute, "Should Workflow Create The Release?" If the value of this attribute is set to 'Y' for Yes, then the workflow continues. That is, the workflow tries to create the release; if it cannot, or if the value of this attribute is set to 'N' for No, then the workflow will not create the release; you must use the AutoCreate Documents window to create the release. Insert Req Line Into Temp Table As A Candidate For Creation (Function) This function puts into a temporary table those requisition lines that contain enough information to at least attempt autocreation. These lines are picked up from this table later when certain requisition lines are grouped onto particular purchase orders or releases. Once these purchase orders or releases are created, the lines in this temporary table are purged. (The function that does the purging, "Remove Processed Req Lines From Temp Table," is described in Overall Document Creation / Launch Approval Process.) Continue Flow (Function)
This function tells the first "Wait for Flow" function in the "Overall Document Creation / Launch Approval Process" that "Verify Req Line Information" for a particular requisition line has been completed successfully. "Wait for Flow" now has to wait only for the other requisition lines to be processed.
Does This Req Line Have Enough Information To Automatically Create A Document?
The process "Does This Req Line Have Enough Information To Automatically Create A Document?" in the PO Create Documents workflow consists of the processes and functions described below. Does The Req Line Have Valid Supplier Information? (Function) This function checks to see if a valid Supplier and Supplier Site exist for the requisition line. Does The Req Line Have Valid Source Document Information? (Function) This function checks to see if valid source document information (from a blanket agreement or quotation) exists for the requisition line. Specifically, it checks the source document type, the source document, and the source document line. Get Buyer (Process) This process retrieves buyer information for the purchase order. It retrieves a valid buyer's name from one of the following sources: the buyer field from the requisition line, the default buyer from the item definition in the Master Item window, or the default category assigned to a buyer in the Define Buyers window. When creating a release, the process retrieves the buyer's name from the blanket agreement. The process is described in more detail in Get Buyer Process.
Launch Document Approval Process (Function) This function launches the PO Approval workflow. See Approval Workflows. Continue Flow (Function) This function tells the second "Wait for Flow" function in the "Overall Document Creation / Launch Approval Process" that the process "Create and Approve Purchase Order Or Release" has completed. "Wait for Flow" now has to wait only for the other documents to be processed.