Procure to Pay (P2P) Function and Technical Flow

Diagrammatic representation of Procure to Pay cycle.

First let’s see what the heading itself means? Procure to Pay means Procuring Raw Materials required to manufacture the final or finished Goods to Paying the Supplier from whom the material was purchased. But this is not just two steps. It involves many steps. Let’s see the steps and Oracle Application involved in performing those steps.

1. Oracle Purchasing: You enter Suppliers of different materials and products you want to purchase to manufacture a finished good that your organization plans to sell.
2. Oracle Purchasing: You prepare a Request for Quotation (RFQ) and send it to different suppliers to get the best and/or economical price for the product.
3. Oracle Purchasing: Suppliers sends their quotations and you upload those quotations in Oracle Purchasing to get the best three quotes and further to get the one best quote.
4. Oracle Purchasing: You prepare a Purchase Order(PO) against the best RFQ to buy the goods from the supplier who quoted the suitable price and sends the PO to that supplier
5. Oracle Purchasing: The supplier receives the confirmation of purchase from PO and ships the ordered goods. You receive the goods enter aGoods Received Note (GRN) in Oracle Purchasing.
6. Oracle Inventory / Oracle Assets: It’s up to you whether you want to receive the goods at your head office or you Inventory directly. In either case you move the received goods to your different Raw Material Inventory from Oracle Purchasing to Oracle Inventory and the Item Count increases. If the item is Asset Type then it will move to Oracle Assets at the time of Invoice creation in Oracle Payables.
7. Oracle General Ledger: Once you move the goods to Oracle Inventory, it sends the Material Accounting to Oracle General Ledger.
8. Oracle Payables: After this the supplier sends you the invoice for the purchased goods and you Enter or Match the invoice against the PO from Oracle Purchasing in Oracle Payables. As said before, if the item is Asset in nature then it will move to Oracle Asset.
9. Oracle General Ledger: When you enter the invoice it means that you have created a Liability against that supplier and also you have recorded the expense incurred or asset purchased. Oracle Payables sends the invoice accounting to Oracle General Ledger.
10. Oracle Payables: You pay the invoice and settle the Liability.
11. Oracle General Ledger: The liability is settled and your cash movement account is updated.
12. Oracle Cash Management: As you pay the invoice Oracle Payables sends the payment information to Oracle Cash Management for Bank Reconciliation. Once reconciled, Oracle Cash Management sends the updated Bank/Cash accounting entry to Oracle General Ledger.
13. Oracle General Ledger: Your cash at bank is updated with actual balance.
14. Oracle Process Manufacturing(OPM) / Oracle Discrete Manufacturing(ODM): You start the manufacturing of your final product. Both OPM or ODM requests the different raw materials from your inventory organizations and manufactures a finished good.
15. Oracle Inventory: As the raw materials are issued to OPM and ODM the inventory sends the issuing material accounting to General Ledger and decreases the Item Count from the Raw Material Store. As the finished good is prepared, Oracle Inventory receives the finished good in Finished Good Store and increase the Item Count. 

Now the final product is ready to be sold in the market.

Oracle Procure to Pay Functional Flow

Stage 1: Choosing an Item

Let us choose an item to be procured in our example. 

Go to Purchasing Responsibility and follow the below navigation to check for the suitable item.

 

The item picked for our example should be purchasable item as above. Click on tools and choose “Categories” to view the below screen.

Stage 2: Creation of Requisition

Follow the below Navigation to reach Requisition Form. 

Create a new Requisition for the item viewed in Stage 1.

Click on Distributions to View the charge Account.

 

Save and Submit for Approval

 

Now note down the Requisition number and open the “Requisition Summary Form” to view the status of it. For our Example, Requisition number is: 14855

Stage 3 : Checking the Status of Requisition

 Query for the Requisition Number and click Find.

 Here for our example purpose, I kept the submitted and approved person has same and hence it shows the status as approved.

 To see the approval status, please follow the below navigation. 

  

Stage 4 : Creation of Purchase Order

For creating a Purchase order, let us use the “Autocreate Documents” Form. Follow the below Navigation

 Query for the Requisition

 Click on Automatic as shown in the above figure to create a Purchase Order

  

Click on “Create” button to create a Purchase order

  

 View the shipment screen to change the “Match Approval Level” to “2-Way”.

Click the “Receiving Controls” to make sure that the “Routing” is made as “Direct Routing”

 Click Save and submit for Approval.

                                     

 Note down the PO Number.

  

Stage 5: Creation of Receipts

Query with the Purchase order created in the above stage.

 Check the check box near to the lines that are received and click save.

  

Click the “Header Button” to view the Receipt Number.

Stage 6: Checking the On Hand

 Go to any Inventory Responsibility and follow the below Navigation

 Query for our Receipt and make sure the Organization is the same as we received.

 Below screen will show that our inventory has been increased by 5 quantities.

Stage 7: Check the Material Transactions

Follow the below Navigation to reach “Material Transactions” Form

 Query for the item and date as below

 Below screen shows the source and transaction Type

 Below screen shows you the Serial Numbers of the items received.

  

Stage 8: Creation of Invoice

Navigate to any Purchasing Responsibility and view à Requests 

Submit the below requests by providing the Receipt number as Parameter to create an invoice.

 Check the status of the program.

Stage 9: Checking the Invoice

Change to any Payables Responsibility and open the invoices Form.

Query for the Purchase order as below,

                                   

 Click “Actions” Button then tick the “Validate Check Box” and press “Ok” to validate the invoice

  

Below screenshot will give you the status of the invoice

  

Stage 10: Creation of Accounting and Payment

Once invoice got approved, we can “Create Accounting” and “Create Payments” via “Action” Button in the “Invoice Form” as we validated the invoice.

Oracle Procure to Pay Technical Flow

Difference between Org_id ,organization_id and operating_unit

For instance let us say you are having Inventory Store.
You have Inventory Stores in two different countries like India and USA
You have installed Oracle Apps single instance and entered all the suppliers information,customers data,tax rules etc.

And your business requirement is like this, all the rules and the data corresponding to indian store shouldnt be applicable/available to american store and vice versa.

So to meet the above requirements you will define two operating units one for india and one for USA.
Now each operating unit will have an ID known as ORG ID.

And we use ORG ID to secure our business data.

Now to do transactions for indian operations you need to define one responsibility and attach indian ORG ID to this responsibility.By this an indian will not see any data/rules applicable to USA.

Similarly you will define another responsibility for USA and attach USA's ORG ID to this responsibility so that an american will not see any data/rules corresponding to India.

This is the concept of ORG ID.

Now let us see what is Organization ID.

Within India you have got various branches in different parts of the country in different states like AP,UP,MP etc.
And the business requirement is like this in AP you will maintain stock of Rice,UP for Wheat and MP for Maize.
To meet this business requirement you will define 3 Inventory Organizations under Indian Operating Unit to maintain the respective stocks of the states..

Each Inventory Organization will have an Organization ID.

This is the outline of the differences between ORG ID and Organization ID.