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  30/10/2014 Document Display 1/7 E1: 43: Procurement Process Functional Overview (Doc ID 1345967.1) APPLIES TO: JD Edwards EnterpriseOne Procurement and Subcontract Management - Version XE and laterInformation in this document applies to any platform.. PURPOSE Information Center: Overview of JD Edwards EnterpriseOne Procurement and Subcontract Product ->Information Center: Using JD Edwards EnterpriseOne Procurement and Subcontract Product -> Doc id1345967.1 This document provides a high level overview of various functions available in Procurement module. DETAILS Table of Contents  OverviewStep 1: Order EntryStep 2: Order PrintStep 3: Order ReceiptsStep 4: Voucher MatchSelf- ServiceEDIOverview Procurement is the process of obtaining products and services from suppliers. It includes decisions about how muchand when to purchase goods and services, the actual purchasing of goods and services, and the process of receivingthe requested goods or services. The purchasing cycle ensures that the appropriate quantity and quality of equipment,material, supplies, or services are acquired at the best price and from the most appropriate source. Procurementinvolves and affects more departments than just the purchasing department. An integrated procurement system provides the purchasing professional with links to information across all of anorganization's functions and departments. Some of the links include activities and information, including receivingtransactions, order revision data, supplier profiles, accounts payable status, special order processing, and the trackingof incoming purchases through receipt routing.Steps in the typical Procurement system:   30/10/2014 Document Display 2/7   Step 1: Order-Entry and available functionalities Several time saving features can be used to enter order information; for example, an order can be duplicated to createanother order, and orders for multiple suppliers can be created simultaneously. Other features help to quickly locateitem and supplier information and enter the information on purchase order detail lines. Order entry has several specialfeatures. Order Duplication To avoid entering the same information for multiple orders, duplicate an order. An order can also be duplicated tocreate a new type of order from an existing order. Purchase Order Workbench Orders can be entered for multiple suppliers simultaneously instead of entering a separate order for each supplier.Specify the items to purchase and the supplier from whom to purchase each item on the Purchase Order Workbenchform. Generate Purchase Orders from Requisitions The company might require a requisition be submitted for the items and services to procure. Normally a requisition isentered to obtain approval for goods and services before creating an order. A requisition is entered in the same waythat an order is entered. After a requisition is approved, an order can be created from the requisition. Generate Purchase Orders from Blanket Orders  A blanket order can be entered when an agreement with a supplier is reached to purchase a certain quantity oramount of goods over a period of time. When entering a blanket order, the entire quantity or amount of the item orservice to be ordered must be specified. For example, an agreement with a supplier to purchase 100 widgets a monthover the next 12 months must have a blanket order entered for 1200 widgets. Release the quantity or amount for theportion of goods or services to create a purchase order. For example, a blanket order for 1200 widgets and receiving  30/10/2014 Document Display 3/7 100 widgets each time, locate the blanket order detail line and release 100 widgets. Generate Orders from Quotes Before procuring an item or service, gather and compare price quotes from different suppliers. Work with quote ordersfirst and then generate the actual purchase orders as per company needs. Purchase Order Generator The system can generate purchase orders for stock and non-stock items. The system can suggest the items andquantities to order. The system bases ordering suggestions on current demand (sales backorders) or historical demand(sales history). Review the suggestions to determine whether to generate the purchase order for the item andquantity. The suggestions can also be changed before generating the order. Purchase Order Interoperability The Inbound Purchase Order program (R4311Z1I) is designed to upload purchase orders quickly and efficiently froman external system into EnterpriseOne application tables.  Additional functionalities for efficient order entry Supplier Catalogs Suppliers might organize their products into different catalogs due to seasonal changes in products, different productlines, and so forth. If maintaining items in catalogs on the system, use the catalogs to locate and select items to order. Order Templates Order templates can be used to locate lists of items that are frequently ordered and to select items to be ordered. Eachorder template contains a specific group of items. When entering a purchase order, select to review a certain template.From the template, select the items to order, and the system returns the items to the purchase order. Working with Budgets If setting up budgets for jobs, projects, departments, and so forth, verify that the purchase amounts to incur do notexceed these budgets. Compare budget amounts to actual amounts to spend and to the amounts that are committedto spend in the future. Available Budget = Original Budget Changes - Actual amounts spent - Commitments /Encumbrances  Approval Processing The company might require approval for the items or services that are purchased. After entering a purchase order,subcontract order, requisition, or blanket order, and so on, can require that the proper authorities approve the orderbefore the system processes it. This approval eliminates the unauthorized purchase of items.The orders entered might require approval from different persons, based on the department or the amount of purchases made. Approval routes must be setup to specify the persons responsible for approving orders then assignthose routes to orders.  Vertex Sales Tax Q Series If the company wants to apply sales taxes automatically, use the Vertex Sales Tax Q Series a third party system. Standard Pricing and Advance Pricing in Procurement Because pricing is probably one of the most complex aspects of the business, planning, setting up, and maintainingpricing information might take a considerable amount of time. When you enter a purchase order, the system retrievesthe unit cost for the item based on characteristics, such as the branch/plant, the supplier, and the quantity. Dependingon the purchase price level for the item, the system retrieves the unit cost from either the Supplier Price/Catalog Filetable or the Item Cost File table. After the system retrieves the unit cost, it verifies that Oracle's JD Edwards EnterpriseOne Advanced Pricing is active. If  Advanced Pricing for Procurement is active, the system bypasses standard price adjustments and searches forapplicable schedules and adjustments in JD Edwards EnterpriseOne Advanced Pricing. Tolerance Rules Tolerance Rules are used to define how much a line can exceed the Purchase Order amount before the system returnsan error. Tolerance Rules can be applied to Receipts (P4312), Voucher Match (P0411/P4314) and Purchase Orders  30/10/2014 Document Display 4/7 generated through a Requisition or Blanket Release (P43060). Basic Rebate Agreement Information When a supplier offers a rebate for purchasing certain goods and services, set up a rebate agreement. An unlimitednumber of rebate agreements can exist for each supplier. Commitment and Encumbrances Tracking Encumbrances are a key piece of Budgetary Reporting and Government Finance. Compliance to state and local law, byproviding up-to-date information on unrealized revenues and uncommitted balances of appropriations. Uncommittedbalance of appropriations that have not yet resulted in expenditures must include commitments. As encumbrances aresometimes based on estimates, automated systems must be able to remove any disparity between the encumbranceand the appropriation once the expenditure is recorded.Set up commitment tracking to monitor purchasing obligations for a specific job or project. Each time an order detailline is entered; the system recognizes the amount on the line as a commitment and applies it to a job or project.Individual commitments and the total amount of outstanding commitments can be reviewed for a specific job orproject.Commitments are relived at Receipt or Voucher Match depending upon the type of processing. Step 2: Printing Orders and available functionalities   After entering orders, print them to review the orders and then send them to the appropriate suppliers. The systemprints the orders in the language that is specified for the supplier in the supplier master table. Orders can also beprinted to a work file, which enables the report to be customized. Before customizing a report, retrieve the appropriateaddress information and attachments or notes. The Purchase Order Print Output program (R43501) is a starting pointfor the customized report. Either use it as an example of how to write the custom report in JD Edwards EnterpriseOnesystem 55 or you can modify R43501 to fit the requirements. The Purchase Order Print program (R43500) calls theR43501 program via the processing options. Step 3: Receiving Process and availablefunctionalities Use either an informal or formal receiving process to acquire the goods and services that you requested on a purchaseorder. The formal receiving process must be used for items purchased to inventory; the informal or formal receivingprocess can be used for purchased items or services to the general ledger. Purchase Receivers  A purchase receiver is a document that used to manually record the receipt of goods upon delivery. Determine theinformation that prints on purchase receivers. Pricing and Re-pricing at ReceiptsPrice and re-price items at receipt based on quality attributes and changes in pricing. The system uses contracts andprice adjustments to calculate the new item price at receipts. Cascading Receipts The PO Receipts program (P4312) enables the total received quantity of an item to automatically be applied to multiplepurchase orders in a supplier's shipment. This process is known as cascading receipts functionality. Receipt Routing Track items from the moment that they leave a supplier's warehouse until they arrive in stock. Depending on theoperation, several stops might exist between the two points, such as the dock, the staging area, inspection, and so
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