How to use Microsoft Excel spreadsheets to create or modify Oracle EBS Purchase Order Lines?

Starting with Oracle EBS release 12.2.4 users may use Microsoft Excel (WebADI) functionality to create or modify Purchase Order Lines, Schedules and Distributions.

This information is from Oracle Procurement Releases 12.1 and 12.2 (inclusive of 12.0.2 – 12.0.7) document version 5.1 published on July 28, 2014.

At the PO Header level users can create or update lines, schedules and distributions in Excel and import these additions into the document. This feature may also be used at the line, schedule, pay item and distribution levels.

In this video I'm demonstrating how to use Microsoft Excel (Office 365) to create a new line for an existing Purchase Order (PO) and also to change price and quantity for existing PO lines.

This option is accessible only under Buyer Work Center (BWC) - Purchasing responsibility for all PO levels - header, lines, schedules and distributions. Based on the level you access "Update with Excel" option a different Excel template will be downloaded and displayed fields will be specific to each level (line, schedule, distribution).

PO lines before update

Microsoft Excel (Office 365) template automatically generated by Oracle EBS

 PO lines after update

View end to end demo about Microsoft Excel (WebADI) functionality to create or modify Purchase Order Lines.

For this demonstration I have used the E-Business Suite 12.2.4 VM Virtual Appliances provided by Oracle Software Delivery Cloud

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How to View AP Invoice or PO details from Asset Source Line in Oracle EBS?

Often Fixed Assets team members have to find more details about AP invoices in case asset is purchased and asset source lines came from Oracle EBS Account Payables module.

These details may be related to freight or tax lines, when invoice was entered, who approved the invoice in case approval flow is enabled, if invoice was paid, if are any invoice attachments and so no.

Also PO details may be useful for further investigation - when and who approved PO, if is any requisition link to PO, what was PO need by date and so on.

These details may be found within Oracle E-Business Suite modules but will required time, additional responsibilities and at the end FA clerk is tired about number of steps to go trough.

This post will show to you how to improve user experience with Oracle E-Business Suite Fixed Assets module when integration exists with Account Payables and Purchasing.

View invoice details starting from asset source line

View PO details starting from asset source line

View end to end demo for getting Invoice and PO details right from asset source line


This solution was implemented using Oracle EBS form personalization functionality and by adding required menus and/or function to FA responsibility menu.

o Step 1 - Enable Menu entries for each screen
o Step 2 - Assign action to each Menu entry
o Step 3 - Save Invoice number in a Global Variable
o Step 4 - Save PO number in a Global Variable
o Step 5 - Sent invoice number value to Invoices Summary screen
o Step 6 - Sent PO number value to Purchase Order Summary screen
o Step 7 - Add required menus/functions

View end to end demo for setting up. You may download setup details also.


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How to update Supplier information using API in Oracle EBS R12?

Is any way to run a supplier mass update from backend?

I bet this question was raised many time to E-Business Suite support team few months after go live. More over when data was migrated from a legacy system and cleaning activity was completed under time pressure.
Answer is yes, it’s possible to run a mass update as Oracle EBS provides APIs for supplier master data and also for supplier site level.

The API name is AP_VENDOR_PUB_PKG
· Create_Vendor
· Update_Vendor
· Create_Vendor_Site
· Update_Vendor_Site
· Create_Vendor_Contact
· Update_Vendor_Contact
· Update_Address_Assignments_DFF

In this video you can see the way AP_VENDOR_PUB_PKG.Update_Vendor may be used to update below fields:

Supplier type

Quantity Received Exception

Terms Date Basis and Pay Group

Inactive Date

Demo
 
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How to Refund/Return an AP Prepayment in Oracle Payables (eBS)?

There are situations when your supplier is returning your prepayment (advance payment) and you have to reflect this transaction in your bank statement.

Question

 How can we cover this flow in Oracle eBS Payables (AP)?

Basic Solution

Solution I always suggested is:

1.    Create a mixed invoice for supplier that is returning your prepayment

2.    Create a line with amount 0

3.    Apply prepayment by checking both Apply and Prepayment on Invoice checkboxes

4.    Validate mixed invoice

5.    Pay mixed invoice using a Refund payment type from your bank account   

Extended Solution 

Same solution with some additional steps may be used for the following cases:

• Prepayment sent to supplier X have to be applied to invoice received from supplier Y
• Prepayment sent to employee X have to be applied to invoice received from employee Y

Additional steps:

1. The payment from above point I.5 have to be from a “dummy bank account” with a clearing GL cash account 
2. Create invoice from supplier Y/expense from employee Y 
3. Pay invoice from supplier Y/expense from employee Y from same “dummy bank account” 

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How to Record Freight or Various Costs to a Purchase Order (PO) Line During the PO Match to Accounts Payables (AP) Invoice?

The main advantage is that the freight/miscellaneous line will automatically inherit PO line General Ledger (GL) account.

AP clerk will love you for this!

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How to Apply a Prepayment on Accounts Payable (AP) Invoice?

A prepayment (payment in advance to your supplier) may be applied in 2 different ways on AP invoice: as a payment or as a reverse.

As a payment it will decrease invoice balance, as a standard payment

As a reverse it will decrease invoice total amount. Used when supplier is reversing prepayment from their customers by adding a negative line inside the invoice. Using this solution in AP you will have the real amount of the invoice.

Live Demo

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How to Open Purchase Order (PO) Attachment From Accounts Payable (AP) Invoice Workbench?

Requirement

AP clerk needs instant access to a specific PO attachment type.

Solution

1. Create a custom object to retrieve URL address - download
2. Create form personalization at line level as same AP invoice may be matched to multiple POs
3. Test steps:

• Find a PO match to Invoice
• Add an attachment to PO
• Go to invoice line level and click on PO number field

Live Demo

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