Purchasing Document Open Interface (PDOI)

INTRODUCTION - PDOI are used to Import and update price/sales catalog information. It uses Application Program Interfaces (APIs) to process catalog data in the Oracle Applications interface tables. It is done to ensure that it is valid before importing it into Oracle Purchasing.

After validating the price/sales catalog information
1. PDOI program converts the information, including price break information, in the interface tables into blanket purchase agreements.
2. You can also choose to update your item master and apply sourcing rules and release generation methods to the imported item for blanket purchase agreements.
3. Blanket purchase agreements can also be replaced with the latest price/sales catalog information when your supplier sends a replacement catalog, or updated when the supplier sends an updated catalog.

How to import data - One way to import price/sales catalog data is through Electronic Data Interchange (EDI). PDOI supports the EDI transmissions of the price/sales catalogs (ANSI X12 832 or EDIFACT PRICAT).

FUNCTIONAL OVERVIEW - There are different ways that a supplier sends the price/sales catalog to its client. They may use EDI’s, interface, mail etc., The main aim with supplier information is to load the interface tables. we can load them manually or depending on the interface the information is coming through. Flow of price /sales catalog from supplier to client:

The figure above shows the flow of price/sales catalog information from the
supplier or trading partner, to Oracle e-Commerce Gateway, to the Purchasing
Documents Open Interface, and finally into Purchasing.
Interface tables - PO_HEADERS_INTERFACE and PO_LINES_INTERFACE

How the tables are loaded
- Can be done manually
- e-Commerce Gateway ( supplier provides information as flat file using EDI translator according to EDI interface file definitions, then , the EDI Catalog Inbound program loads the information into the interface tables.

How it works - The EDI inbound program and the PDOI program are run as a request set when you choose Submit Request in the EDI import programs window. The EDI inbound program loads the interface tables. Later on, PDOI program validates the data and loads the validated data into Purchasing.

The PDOI program receives the data, derives and defaults any missing data, and validates the data. If no errors are found in the submission process, the data in the PDOI tables is loaded into the PO_HEADERS, PO_LINES, and PO_LINE_LOCATIONS tables in Purchasing to create the blanket purchase agreement

How to check status – first make note of the Request ID number and then select View My Requests from the Help menu.

If PDOI program finds any error in the information, the record identification number and details of error are send to PO_INTERFACE_ERRORS table.

RECORD AND ERROR PROCESSING

Record Processing - PDOI processes a record from parent PO_HEADERS_INTERFACE table then to child PO_LINES_INTERFACE table before going on to the next record. Partial documents are accepted as PDOI saves or errors out line by line.

Error Processing –

1. If an error is found in a header, none of its lines will be processed and sets the column PROCESS_CODE to REJECTED in the PO_HEADERS_INTERFACE table.
2. If no errors are found, then the PROCESS_CODE is set as ACCEPTED.
3. If the supplier sends an updated price/sales catalog, the PDOI sets the PROCESS_CODE column to NOTIFIED for those lines with prices that exceed your price tolerance.

How to create Purchase Order

1ST STEP – CREATE AND APPROVE PURCHASE ORDER

Create your purchase order by entering header and line information. You can specify the shipment dates and quantities for each item, and how the shipment should be distributed across different accounts. Submit your order for approval when it is complete.

2ND STEP – COMMUNICATE PURCHASE ORDER TO SUPPLIER

Once your purchase order has been approved, send it to the supplier by Electronic Data Interchange (EDI), the Web, printed hard copy, or fax. If you communicate your purchase order by the Web, Oracle Supplier Management Portal allows your supplier to view and download the purchase order into their system.

3RD STEP – ACKNOWLEDGE PURCHASE ORDER

Enter the supplier's acceptance of the purchase order. Use the Purchase Order Summary window to query your purchase order. Choose Acceptances from the Tools menu and enter the supplier's acceptance of the purchase order.

4TH STEP – CHANGE AND REAPPROVE PURCHASE ORDER

Make changes to a purchase order, even after approval, by querying on the purchase order number and then making the necessary changes. Through the use of Oracle Workflow, Oracle Purchasing can then route the changed purchase order through a different approval hierarchy if necessary.

5TH STEP – COMMUNICATES PURCHASE ORDER CHANGES TO SUPPLIER

Once your changed order has been approved, communicate the change to the supplier by Electronic Data Interchange (EDI), the Web, printed hard copy, or fax. If you communicate your purchase order by the Web, Oracle Supplier Management Portal allows your supplier to download the purchase order into their system.

6TH STEP – ACKNOWLEDGE PURCHASE ORDER CHANGES

Enter your supplier's acceptance of the purchase order changes. Use the Purchase Order Summary window to query your purchase order. Choose Acceptances from the Tools menu and enter the supplier's acceptance of the purchase order changes.

Purchase to Pay

This cycle starts when there is a demand for inventory. To fulfill the demand, requisition is raised with the specified UOM, quantity, etc., If the requisition is approved, then the purchase order is created in the purchasing module. Then the PO is send to the supplier who indeed sends the receipt. When the supplier sends the consignment, it is received at inventory and the invoice is created in account payable module. Finally payment is done to supplier against the invoice and the details are transferred to cash management module for reconciliation.