How to Create a PO Receipt in Oracle EBS

Select the Inventory responsibility

1. Open Oracle Applications.
2. In the main Navigator window, locate your available functions and responsibilities and make sure you can access inventory-related responsibilities.

3. In the Responsibilities dialog, scroll through the list and select Inventory, Vision Operations (USA).
4. Click OK.

Choose the organization

1. In the Organizations dialog, select the organization where you want to create or check the item. For example, select B1 Northwest Electronic Supply or another relevant organization.
2. Click OK.

Open the Item Master and enter item details

1. Open the Item Master form.
2. In the Organization field, confirm your selected organization is displayed (for example, V1 Vision Operations).
3. In the Item field, enter Laptop.
4. Optionally, enter a description such as Laptop.
5. Set the Unit of Measure fields as needed. In this example, Primary is Each, Tracking is Primary, and Pricing is Primary.
6. Make sure Item Status is Active.

Configure the Inventory tab

1. Open the Inventory tab.
2. Select the Inventory Item checkbox to enable the item for inventory transactions.

This setting automatically enables the item as Stockable and Transactable.

Check costing information

1. Open the Costing tab.
2. Verify that the code combination for Cost of Goods Sold is available and correct.

Enable purchasing options

1. Open the Purchasing tab.
2. Select the Purchased and Purchasable checkboxes so the item can be purchased.
3. Optionally, fill in other purchasing fields, such as Default Buyer and Expense Account.

Configure receiving options

1. Open the Receiving tab.
2. Set options such as Allow Substitute Receipts (set it to Yes if substitutes are allowed).
3. Set other fields, such as Allow Unordered Receipts, Allow Express Transactions, and receipt routing, as needed.

These settings are optional. You can also configure them in the global Receiving Options or Purchasing Options.

Enable Order Management and Invoicing

1. Click the right arrow, or use the dropdown menu, to move to the next set of tabs.
2. Open the Order Management tab.
3. Select Customer Ordered and Customer Orders Enabled so the item can be included in customer sales orders.
4. Select Shippable to make the item available for shipping.
5. Open the Invoicing tab.
6. Make sure the item is set as Invoicable and that Invoice Enabled is selected.

Save the item attributes

1. Click the Save icon (diskette) to save your changes.
2. Make sure all required fields are filled and the item status is Active.

Assign the item to an organization

1. After saving, click Assign to Organization.
2. In the assignment window, confirm your item (for example, Laptop) is listed.
3. Select the organization or organizations where the item should be available, such as V1 Vision Operations.
4. Click Assign To Org....

Close the Item Master forms

Close the Item Master and Organization Item forms. You return to the main Oracle Applications Navigator.

Switch to the Purchasing responsibility

1. In the Responsibilities dialog, scroll to Purchasing, Vision Operations (USA) and select it.
2. Click OK.

Open a new purchase order

1. Open the Purchase Orders form.
2. Set Operating Unit to Vision Operations.
3. Set Type to Standard Purchase Order.
4. Enter the Buyer (for example, Stock, Ms. Pat).
5. Set the Ship-To and Bill-To locations (for example, V1 - New York City).

The Status remains Incomplete until you enter all details.

Select the supplier, ship-to, and bill-to locations

In the Purchase Orders form, make sure these fields are filled:

• Supplier: 3M Health Care
• Ship-To: V1 - New York City
• Bill-To: V1 - New York City. Ship-To and Bill-To don't have to match, but they are the same in this example.
• Buyer: Stock, Ms. Pat
• Type: Standard Purchase Order
• Status: Incomplete until all required fields are entered

Enter the purchase order line details

In the Lines section, enter the following:

• Type: Goods
• Item: Laptop (you can select it from the list)
• Category: MISC.MISC
• Description: Laptop
• UOM: Each
• Quantity: 1
• Price: 10000

Set the need-by date

1. In the Need-By field, click the calendar icon to open the date picker.
2. Choose the delivery date, for example 17-JUL-2019.
3. Set the time if required, for example 12:00 AM.
4. Click OK.

Set the match approval level and receipt routing

You must set the receipt routing correctly, or you can't create a receipt for this PO line.

1. Click the Shipments button at the bottom of the Purchase Orders form.
2. Review or enter any shipment-specific details you need.
3. Click the More button to access additional shipment options.
4. Change Match Approval Level to 3-Way, which requires matching of the PO, receipt, and invoice.
5. Set Receipt Routing to Standard, which enables receipt creation for this PO line.

Review the distribution details

1. Click the Distributions button.
2. Confirm the Requesting Org (for example, V1).
3. Make sure Ship-To is V1 - New York City.
4. Review or enter the PO account descriptions and destination account descriptions as required.
5. Confirm the Line Num and Item match the PO line (Line Num 1, Item Laptop).

Set the PO charge account

1. In the Distributions window, review the fields: Num, Deliver-To, Subinventory, Quantity, PO Charge Account, and Destination.
2. Click the PO Charge Account field and enter 01-510-7530-0000-000.
3. Save your changes.

The PO Account Descriptions section then shows:

• Charge: Operations-Vision Operations In-Equipment
• Accrual: Operations-No Department-Accounts Payable
• Budget: blank
• Variance: Operations-Vision Operations In-Invoice Price

The Lines and Shipment Details section shows Line Num 1, Shipment Num 1, Org V1, Ship-To V1 - New York City, and Item Laptop.

The system populates the Accrual, Budget, and Variance accounts automatically based on the purchasing options selected. You don't need to enter them manually.

Approve the purchase order

1. After you save, note the purchase order number the system generates (in this example, 6041).
2. Click Approve to start the approval process.

The status changes to Approved. In this example, purchase order 6041 is approved for a quantity of 1.

Open the Receipts window

In the Navigator window, select Receiving > Receipts.

Find the expected receipts

1. In the Find Expected Receipts window, set Operating Unit to Vision Operations.
2. Set Source Type to Supplier.
3. Enter 6041 in Purchase Order.
4. Run the search.

The Receipts window opens with the Receipt Header and Lines tabs. The header shows these values:

• Receipt Date: 16-JUL-2019 02:21
• Supplier: 3M Health Care
• Received By: Stock, Ms. Pat
• Item Description: Laptop

In the Receipts window, verify the receipt line details:

• Destination Type: Inventory
• Item: Laptop
• Quantity: 1 Each
• Order Type: Standard
• Order Number: 6041
• Due Date: 17-JUL-2019

Review the receipt details

Before you save, confirm the following in the Receipts window:

• Quantity: 1 Each
• Destination Type: Inventory
• Item: Laptop
• Subinventory: Stores
• Category: MISC.MISC

The Receipt Header window shows Receipt Date 16-JUL-2019 02:21, Supplier 3M Health Care, and Received By Stock, Ms. Pat. You don't enter shipment or packing slip details at this stage.

Save the receipt

1. Click the Save icon, or select File > Save.
2. Note the receipt number the system generates (in this example, 8459).

A confirmation message appears at the bottom of the window: FRM-40400: Transaction complete: 2 records applied and saved.

Close the receipt windows

Click the close (X) button on the Receipt Header window and on the Receipts window to exit the receipt entry screens.

Open On-hand Quantity

1. From the Navigator, select the Inventory responsibility.
2. Under On-hand, Availability, select On-hand Quantity.
3. Click Open.

Search for the item in the Query Material window

1. Set Organization to V1 (Vision Operations).
2. Set Subinventory to Stores.
3. Make sure On-hand is selected under Material Locations.
4. Leave Locator and Quantities blank for a broad search.
5. Click Find.

Review the Material Workbench results

1. In the Material Workbench, expand the Organizations tree to V1 > On-hand > Stores.
2. Confirm that Laptop appears as an item under Stores.
3. Check that the right pane lists Org V1, Sub Stores, and Item Laptop.
4. Click the Laptop entry to view more details.

Check availability

1. Click the Availability button.
2. In the Availability window, verify these values:
   • Material Location: On-hand
   • Organization: V1
   • Item/Revision: Laptop
   • Subinventory: Stores
   • Total Quantity (Primary): 1 Ea
   • Available to Reserve: 1 Ea
   • Available to Transact: 1 Ea

These values confirm that the received laptop is now available in inventory.