Oracle order management functional setups

Prerequisite setup for Order Management. Define Multiple Organization. Define multiple organizations in Oracle Inventory, if multiple organizations. Define Inventory Organization. Define inventory organizations, parameters, subinventories and picking rules in Oracle Inventory.

Define COGS. Set Profile Options. Define profile options to specify certain implementation parameters, processing options and system options. Define System Parameters. Set Order Management Parameters to validate items, enable customer relationships and operating unit defaults. Define Invoice Transaction Types. Define invoicing information, including payment terms, invoicing and Accounting rules, Autoaccounting parameters, territories and invoice sources. Define Sales Persons.

Define information on sales representatives. Define Tax. Define tax features, such as codes, rates, exceptions and exemptions. Define Quick Codes. Define QuickCodes that provide custom values for many lists of values throughout Order Management. Define Workflow. Define order and line processing flows to meet different order and line type requirements.

Define Order Import Sources. Define sources for importing orders into Order Management. Define Unit of Measure. OM: Modify Seeded Holds;. OM: Interface freight tax code from line;. OM: Invoice Numbering Method;. Item Usage. OM: Item Flexfield;. Order Import. OM: Import Multiple Shipments;. OM: Commitment Sequencing;. OM: Credit Card Privileges;. Portal UI. OM: Customer Service Feedback;.

OM: Charges For Backorders;. OM: Charges for included item;. OM: Charging Privilege;. OM: Discounting Privileges;. OM: Negative Pricing;. OM: Notification Approver;. OM: AutoSchedule;. OM: Cascade Service;. Service OM: Cascade Service;. Transaction Entry. OM: Apply Automatic Attachments;. OM: Copy Model dff to child lines;.

OM: Default Salesrep;. OM: Enforce check for duplicate Purchase Orders;. For payment verification purposes to include tax in the total authorized amount , specify Entry or Booking as your Tax Event.

Note: The Copy Order functionality does not copy tax amounts; tax is recalculated for the new order. For return orders referenced or non-referenced returns , tax calculation occurs at the tax event defined for the associated Order Management transaction type.

With tax calculation at Entry, tax is calculated as each order line is entered. This tax calculation is used, for example, in businesses that requires the user performing order entry to view the total of the order, including tax, so it can be quoted to a customer.

When tax calculation occurs at Booking, tax is calculated on each of the booked order lines. This tax calculation option is used, for example, in business that require tax visibility for booked orders, but who want to increase order entry input times by not calculating tax at entry. When tax calculation occurs at Invoicing, no tax calculations will occur within Order Management. Tax calculation will occur in Oracle Receivables when the order or order line is invoiced.

When you create your tax codes, you can specify that the taxes are inclusive taxes the tax amounts are already included in the price of the item. When the Tax Engine is called to calculate taxes, it will return inclusive taxes as well as exclusive taxes.

Any inclusive taxes returned are not added to the extended amount of the order line or displayed within the Tax column of an order line. Order Management displays the estimated tax amount based on the tax date on the order line. Order Management enables you to specify the tax method for your company or installation as a Oracle Receivables system option.

The tax method determines how taxes are calculated. Tax methods include the following:. For sales tax, taxes are based on different components of the customer's shipping address.

Order Management provides you with a default sales tax location flexfield structure composed of the State, County, and City. For value added tax, taxes are based on tax rates assigned to user- defined codes. These codes are assigned to specific items, customers, and customers business locations.

Note: Tax codes are used for value added taxes or location-based taxes such as a sales tax. Order Management enables you to update the tax security information on an order or return by setting the eBTax: Allow Override of Customer Exemption profile option. Standard tax calculations can be overridden by setting the profile option to Yes. The eBTax: Allow Override of Tax Classification Code profile option determines whether the defaulted tax classification code on an order line can be updated.

Order Management enables you to define whether Oracle Receivables will automatically calculate taxes for a given OM order line type. This will determine if tax is required on an order. This option tax calculation flag is set in Oracle Receivables. You can specify whether a transaction type is taxable in the Receivables Transaction Types window. You can create QuickCodes for Order Management. QuickCode types that you can define include:.

The Access Level toggles display whether you can define new Lookup Codes. You can modify User and Extensible Lookup Codes, however, system code cannot be modified. Contact your system administrator. Navigate to the Oracle Order Management Lookups window.

You can use a single mechanism for receiving all of your notifications, as opposed to different review facilities for different types of messages. This viewer is provided with Oracle Workflow. You can view notifications and take the appropriate action to resolve each one quickly and easily. You can define selection and sorting criteria that let you manage your notification list so you see the most critical notifications first or can view different types of notifications on demand.

Given this universal Inbox of exceptions, you can see the context of each notification. For notifications where you need no additional information, you can choose a button to take the suitable action. If you require additional information, you can open the appropriate Order Management window.

For example, if you must approve or reject an order, you can view the order header and lines easily. The notification can either be a URL message or an attachment. This function seeds a new Action available from the Sales Orders windows. The action is accessed from the Actions button or the mouse right-click menu. In the event that activities are retried and failed multiple times, the concurrent program does not run again and again as this could result in performance issues.

There are no open messages. This message displays when you try to view the workflow activities in error, but the transaction does not have any activities in error. There are no workflow activities in error for this transaction. Please see the Workflow Monitor or status window for more information. Workflow activity has failed. Please fix the errors and retry the activity from the Order window or the Workflow Monitor. Message displays if there are no error messages on the stack.

Workflow activity has failed due to an unexpected error. Please retry the activity from the Order window or the Workflow Monitor. If it fails again, then contact your System Administrator. Message used to display the concatenated line number in the workflow notification for normal orders. Retrying the activity in error completed successfully.

Please look at the flow status or workflow monitor for more information. This is step eleven of the Order Management Setup Steps.

You can define document sequences that automatically generate numbers for your sales documents as you enter them. You can define a single document sequence to assign unique consecutive numbers to all your sales documents, or you can define multiple document sequences that are assigned to different order types.

In the latter case, an order or return is uniquely identified by its type and its number, since sales documents of different types may share numbers. Sales document numbers cannot contain alphabetic characters. Many countries have legal and audit requirements for order numbers to be contiguous.

You can set up a document sequence as gapless through the Define Documents Sequences window. You can set up a gapless sequence for quotes, sales orders and Sales Agreements. In addition, Order Management prevents deletion of orders that have been numbered using the gapless numbering sequence.

The application uses locks to ensure gapless numbering. If you are using gapless sequences, please save your changes frequently to minimize lock contention issues. Note: Transactions may be gapless, however if all quotes do not become orders, the order numbers will not appear gapless. Order Management enables you to enter the order numbers for certain types of orders. You can define a document sequence as manual and assign it to a desired order type. This order type can be used on orders that you want to manually enter order numbers.

When an order number is specified for such an order, Order Management validates that it is unique for a given order type.

Navigate to the Document Sequences window. Automatic: The system automatically increment document numbers. Automatic sequences do not guarantee contiguous numbering. For all types of numbering, Order Management validates that the number specified by you is unique for a given order type. Note: When sales document Types are defined, a corresponding Document Sequence Category will automatically be created for order types and not for line types.

The category created has the same name as the order type. If the Document Descriptive Flexfield is enabled, you need to specify the governing ledger. The Document Method code should be left blank. As an example, for each order type, you can assign a default price list, defaulting rules, order lines, return lines, line types, workflow assignments, payment terms, and freight terms. This is step twenty-two of the Order Management Setup Steps.

Define defaulting rules. See Define Defaulting Rules. Define credit check rules, not applicable for SA. See Define Credit Checking Rules. Define currencies and currency types.

Set up your cost of goods sold account flexfield segments. In the Operating Unit field, select an operating unit from the list of values. Operating Unit sensitive fields on the form are disabled until an Operating Unit is specified.

If you specify values for these fields and then change the Operating Unit, those fields will be cleared. In the Order Category field, select a category from the list of values. For Line Types you can specify Order or Return. When an order type is assigned to an order, the category determines whether both order and return lines can go on the order.

A category of Mixed enables an order to have both kinds of lines. For Sales Agreements, select Order. Order Management seeds defaulting rules to get the appropriate default outbound or inbound line transaction type from an order type to a line based on its category code. In the Transaction Type Code field, select order or line from the list of values to specify whether this is an order or line transaction type. Select "order" for Sales Agreements. In the Fulfillment Flow field, select a flow from the list of values.

If a negotiation flow is needed, select it in the Negotiation Flow field from the list of values. Select the default transaction phase, Fulfillment or Negotiation, in the Default Transaction Phase field from the list of values. Transaction phase determines where in the workflow the transaction begins, and can be used in defaulting rules. This field defaults to Fulfillment—a fulfillment phase must be defined; Negotiation is optional. Enter a value in the Layout Templates field.

This field is optional. See Preview and Print Sales Documents for more information. Enter a value in the Contract Template field.

See Authoring and Negotiating Contract Terms for more information. This is not applicable for Sales Orders or Sales Agreements. If the transaction type is associated with both a negotiation flow and fulfillment flow, the document number can be retained when the document transitions to fulfillment.

See Negotiation in Order Management for more information. In the Agreement Type field, select a pricing agreement type from the list of values.

If you enter an agreement type here, you can choose only agreements with this agreement type when using this order type. Define agreement types using Order Management QuickCodes. See Define QuickCodes. Select the Agreement Required check box if a pricing agreement is required. This is only applicable to order transaction types. Select the Purchase Order Required check box check to require purchase order numbers during order entry for orders and returns with this Order type.

Select the Enforce List Price check box to prevent discounts and overriding the selling price. If this is selected, you cannot apply discounts to the order line list price when you use this order type and you cannot override the selling price, unless the profile option OM: Discounting Privilege is set at the appropriate level.

In the Price List field select a price list from the list of values to serve as a defaulting source. The list of values displays global price lists and price lists defined for the Operating Unit selected. In the Ordering field, select an ordering credit check rule from the list of values. In the Shipping field, select a shipping credit check rule from the list of values. Select credit check rules to use when performing checking credit at either Booking, Pick Release and Purchase Release for drop shipments , Packing, or Shipping within the corresponding Credit Check Rule fields.

You can select a credit check rule for each field within the Credit Check Rule region, or choose to select combinations that suit your business purposes. For example, you can choose to select a credit check rule for booking only, or booking and shipping.

If you leave any of the Credit Check Rule fields blank, no credit checking will occur when an order or order line reaches the corresponding workflow activity within the order or line flow, using the order or order line type specified. Note: When a transaction is created, Order Management automatically creates a Document Sequence Category of the same name for you. You can then go and assign a document sequence that you have defined for order numbering to this document sequence category.

Document sequence categories are not MLS Compliant. Order Management recommends that you create your transaction types in the base language of your installation to minimize potential confusion.

Two document sequence categories are created - one, with the same name as that of the transaction type and the other with the same name as transaction type but appended with the string '-quote.

Note: Workflow assignments are required for order types to support the creation of quotes and sales orders as well as for types to support the creation of Sales Agreements. Navigate to the Transaction Types window.

Note: None of the fields in the Shipping tab are applicable to Sales Agreements. In the Shipping Source Type field, select the ship source type, internal or external, from the list of values. This determines if the order line is sourced externally through Drop Shipment, or sourced internally. This field is optional and applicable only to Line Transaction Types.

In the Demand Class field, select a region from the list of values. Define demand classes using Manufacturing QuickCodes. Note: If you do not specify a value for an Order Transaction type, the application interprets the null value as Complete Scheduling. If you do not specify a value for a Line Transaction Type the application uses the value from the Order Type on the Order.

Select the Inspection Required check box if an inspection is necessary. This is applicable only to return line transaction types. Select the Auto Schedule check box if you want automatic scheduling for this order type. This is applicable only to order transaction types. In the Line Set field, select Arrival or Ship from the list of values. Select the Fulfillment Set check box to apply a fulfillment set. Selecting this enables fulfilling all of the lines of an order at the same time.

If you put the lines in a fulfillment set, you cannot fulfill invoice the lines until all of the lines are ready. To define Financial attributes for Order Management order or line transaction types.

Oracle Receivables uses these accounting credit methods when adjusting the revenue account assignments of invoices using multi-period invoicing and accounting rules. LIFO Last In First Out : Backs out revenue starting with the last general ledger period, and reverses all prior periods until it has used up the credit memo.

Unit: Reverses the revenue for the number of units you specify from an original line of the invoice. Oracle Receivables uses the following the Invoicing credit methods when crediting the installments of invoices that have multiple installments split term invoices. Prorate: Prorates the credit received by the installments of invoices by the amount remaining on their installments.

In the Receivables Transaction Type, select a value from the list of values. This is applicable if you use Oracle Receivables. Invoice types designate invoice status, invoice printing options, credit memo type, and whether the invoice posts to General Ledger or creates an open receivable.

Ensure the Tax Calculation Flag for the Receivables transaction type you choose is set accordingly as this will determine whether Tax is calculated for the order line. The Tax Event determines when Order Management calculates the estimated tax amount for a transaction.

In the Conversion Type field, select a conversion from the list of values. In the Currency field, select a currency from the list of values. If you choose User as the currency conversion type, the Sales Orders window requires you to enter the conversion rate and date.

This is applicable only for order transaction types. Use this procedure to assign workflows to line transaction types. The combination of the order type, the line type, and the item type determines the line workflow. Line flows are required for Sales Orders but not for quotes. Once you have created a document using an order type you cannot change the existing line workflow assignments. Instead, enter an end date for the existing assignment and enter a new assignment for the for the new workflow.

If you leave Item Type blank, the workflow applies to all item types for the line type unless they have a specific assignment in this form. If you use line type ATO Models, use item type Configured Item and return line types use item type Standard even if they are for configurations.

If you do not assign a workflow to a configured item type, the configured item does not use a workflow. In the Transaction Type field, select the transaction type that the approval applies to, from the list of values. In the Transaction Phase field, select Negotiation or Fulfillment from the list of values. Ensure that the workflow assigned to the transaction includes the Approval activity and the phase assigned corresponds.

In the List Members region, select the members in the Role fields, assign a sequence, and indicate if they are active by selecting the Active check box next to their name.

You can define Order Import Sources from which to import order information. You can import historical orders, orders from other quote or sales systems, and changes to orders. Oracle Order Management recommends that you define a unique name for each source of order information you are importing.

When you run the Order Import program, you can enter the source or sources for each execution. You can run Order Import for multiple sources at one time. This is step twelve of the Order Management Setup Steps. If you are importing internal sales orders from Oracle Purchasing, you need to define an Order Import source to be used when you transfer the internal requisition information from Oracle Purchasing to create an internal sales order in Order Management.

Processing constraints are rules that control who can change what and when they can change it. Processing constraints can prevent certain changes, but can also be set up to perform actions based on those changes.

They can define actions that can result from these changes, such as requiring a reason for the change, triggering an action in Audit Trail or Versioning, or raising an Integration Event. This is step twenty-four of the Order Management Setup Steps. Become familiar with the Processing Constraints that are delivered with the Order Management Application. In Operation, select the operation that you want to constrain.

Select an Attribute to constraint, based upon the operation selected. If you select the value UPDATE for the Operation field and you do not select an Attribute value, the constraint allows no update to any field of the entity, by any user. Require Reason and History: You can perform the operation only if you enter a reason.

Requires History: You can perform the operation and will not be prompted to enter a Reason. You still have the option to enter both a Reason and Comment, and if you do so, the information is recorded. Use the value for enabling Audit Trail history to be recorded without a reason for an attribute change. Select a value for the System Changes field. The value selected in this field determines if system changes are allowed, despite the constraint.

Choose from:. The Enabled field indicates whether the current constraint is active. This allows constraints to be temporarily disabled if necessary.

System check box - If a Constraint has the System check box selected, you cannot update the constraint definition.

Move to the Conditions tab. Enter a constraining condition for the selected constraint. The selected constraint is determined by the previous cursor position prior to moving to the Conditions tab region.

In the Group Number field, enter a numeric value according to the following principles:. The constraint applies if the entity in question meets all of the conditions defined. For conditions that should together evaluate to OR OR conditions , enter a different number for each record. The constraint applies if the entity in question meets any one of the conditions defined.

In Scope, if the record set applies to multiple records, indicate the scope of evaluation of the record set for this condition. An example of a record set that applies to multiple records is the record set of all of the lines of a sales order. Select one of the following:. Any: The condition is satisfied if one of the records meets it, for example, the condition is satisfied if one of the sales order lines is booked. All: The condition is satisfied if all of the records meet it, for example, the condition is satisfied if all of the sales order lines are booked.

In Validation Entity, enter the entity for which the condition is validated. You can enter the same entity as the constraint at the top of the Constraints region or you can enter an entity related to the constraint. In Record Set, select the record set that corresponds to the entities to which the constraints process should apply the condition. For example, if you enter the order line record set Line, the condition is evaluated against the order line in question.

If you enter the order line record set Order, the condition is evaluated against any or all depending on the scope lines of the order in question. If Validation Entity is different from Entity at the top of the form , you can only select record sets based on the primary key of the validation entity.

Select the Not check box the negative condition modifier to direct the constraints processing to evaluate the NOT condition of Validation Template. For example, if you expect to select Validation Template Booked, selecting NOT creates the condition of not booked for the constraint.

In Validation, select a validation template. This item specifies the condition being evaluated. Enabled- The Enabled field indicates whether the current constraint is active. If a Constraint has the seeded check box selected, and the constraint condition check box is also selected, you cannot update the constraint condition. If a Constraint has the seeded check box selected, and the constraint condition check box is not selected, you can update the constraint condition.

In User Message, enter the trailing portion of the error message that the constraint processing should display when the user violates the constraint. For example, if the constraint was to not allow an update of the item field on the order line if the line has been previously booked, constraints processing displays the error message You are not allowed to update the item; the item is booked.

Move to the Applicable To tab and specify who the constraint applies to. Authorized responsibilities: The constraint applies to all responsibilities except ones that you specify. Specify the excepted responsibilities in the untitled lines below your selection. Constrained responsibilities: The constraint applies to the responsibilities that you specify. Note: Please ensure that when you are creating or updating Processing Constraints, the window that will be using the constraints e.

Sales Order, Sales Agreement is closed. The constraints are cached and if they are updated while a sales transaction window is open, the updated constraints may not function according to the updates. Therefore it is advisable to close all sales transaction windows before updating Processing Constraints. To set up a processing constraint that forbids update of the sales order header order type when there are order lines created or when the order is booked, do the following after navigating to the Define Processing Constraints form:.

As you use Order Management, processing constraints are evaluated for any entity you try to cancel, delete, create, split, or update. If you are trying to modify an order line, Order Management evaluates the processing constraints for the Line entity. To set up Automatic Versioning, you must set up processing constraints to enable a select attribute update to autogenerate versioning. Order Management provides you the ability to define your own validation conditions by the use of validation templates.

A validation template names a condition and defines the semantics of how to validate that condition. Validation templates can be used in the processing constraints framework to specify the constraining conditions for a given constraint.

These conditions are based on:. API based validation templates are not available if constrained entity is different from the entity for which the validation template has been defined or the Validation templates are not available even if the record set being used is anything other than the primary key record set.

For attribute Ship To on Order Line, if the constraint condition uses any record set ATO Configuration, for example other than the primary key record set Order Line, the validation template Pick Released will not be available. Select the Activity Status for the condition. Select the Validation Operation for the constraint condition. Note: You can add more than one attribute, value pair, otherwise all pairs will be added together in the validation.

When you have created new validation templates or record sets, you will need to submit the Create Validation Packages concurrent program from the Tools menu to submit a concurrent request to create a validation package for all new or modified validation templates and record sets that may constitute a permitted validation combination.

After the request completes, all validation templates that processed successfully will be visible in the list of values in the Processing Constraints window.

The Records Sets feature in Order Management is used to define and maintain record set definitions for processing constraints. A record set is a set of records that are bound by common attributes such as ship sets. You can define constraining conditions and specify a record set to be validated for a given condition as defined by its validation template.

The Seeded check box is enabled if the system automatically defines the name of the record set. This check box is non updatable. The Based On Primary Key check box is used to indicate the record set that is based on the primary key columns for the entity. There can only be one primary record set per entity.

These records are seeded and cannot be updated. Select the name of the columns that should be matched from the validated record in the Matched Columns For Record Selection region. Select the Create Validation Packages concurrent program from the Tools menu to submit a concurrent request to create a validation package for all modified validation templates and record sets that may constitute a permitted validation combination.

Only after the request completes, the created validation template is visible in the list of values in the Processing Constraints window. You can create and modify defaulting rules to improve the efficiency and accuracy with which you enter orders. You can define the rules to determine the source and prioritization for defaulting order information to reduce the amount of information you must enter manually in the Sales Orders window. For most fields, you can assign one or more defaulting sources in a priority sequence, or, if the default is always the same, you can define a constant value.

This is step twenty-five of the Order Management Setup Steps. Updates to defaulting rules take effect once the Defaulting Generator concurrent program has been submitted for the application and the program successfully completes for the entity combination modified.

Existing orders are only affected by updates to defaulting rules if you update an attribute on an order that was included in the modified defaulting rule. If you do not perform a change to an existing order that uses the modified defaulting rules, thus activating validation of defaulting, the order is not affected by the modification. If you wish to modify a seeded defaulting rule, disable the seeded defaulting rule condition, and then create a copy of the seeded defaulting rule and include your changes in the copied defaulting rule.

Application: The Application field displays the application context for the entity displayed. This field is non updatable. Entity: The Entity field displays the name of the object for which defaulting rules and conditions are being defined such as the order line.

For Order Management you have the following options:. Note: Defaulting rule creation is not supported for the sales credit entity and the price adjustment entity. Note, defaulting rules can be created for Releases only. Sales Agreements have several hard coded defaults in place but currently does not support the defaulting framework. The Attributes Region displays all the entity attributes for which defaulting rules can be defined.

You are NOT allowed to enter new records here. The Defaulting Sequence field enables a user to assign the sequence priority number in which this attribute should be defaulted. Note: Attributes with identical sequence numbers are defaulted in alphabetical order. If the attribute Contact has a sequence number of 1 and the price list has a sequence number of 1, then the Contact defaults before the price list.

The Attribute field stores the name of available attributes. Values are currently displayed based upon the entity selected. The Include in Building Defaulting Conditions check box indicates whether an attribute can be used in defining conditions for the entity selected. Note: The Include in Building Defaulting Conditions check box is for display purposes only, and is non-updateable. Selecting this button will take you to the Defaulting Condition Validation Templates window. The Defaulting Rules button enables users to define defaulting rules for the attribute selected.

Selecting this button will take you to the Attribute Defaulting Rules window. For more information on defining or updating defaulting sourcing rules, see the Define Defaulting Rules section. Select the Defaulting Condition Templates button to define the defaulting condition for this entity.

Note: The template that appears after selecting the Default Condition Template button is based upon current values displayed in the Application and Entity field on the Defaulting Setup window. Defaulting conditions enable you to define conditions that can be used to dictate when an attribute is sourced and defaulted. Select an existing condition name if you wish to update the associated validation rules or add a new condition name with associated validation rules.

Note: A generic condition of Always is seeded for each entity. Use this condition to define generic defaulting rules. The Seeded check box will be checked for seeded conditions. This field is protected against update. You cannot update seeded conditions or validation rules associated with seeded conditions, however, you can disable seeded conditions and create your own. In the Validation Rules Region, enter the validation rules based on the attribute values of the above entity.