Touchless Buying Process in Oracle Fusion

 Touchless Buying Process in Oracle Fusion: A Quicker Way to Generate Purchase Orders

In some business scenarios, the automated purchase order creation process is used to automatically convert an approved purchase requisition into a purchase order and communicate it to the supplier. Automated order creation is done with no manual intervention from a procurement agent. In Oracle Fusion Procurement, automated purchase order creation can work differently depending on whether the Purchase Agreements (BPA/CPA) exist or not.

1.      Based on the Purchase Agreements

The system always attempts to source a requisition into an order through an agreement. On the Purchase Agreement page, select these checkboxes:

·       Enable automatic sourcing – in case of Contract Purchase Agreements

·       Automatically generate orders

·       Automatically submit for approval

·       Requisitions sourced to a contract purchase agreement must have the Negotiated check box selected on the requisition line in order to be automatically converted to a purchase order.

CPA

BPA

2.      Without Purchase Agreements

For the touchless buying process, the below attributes are critical and must be populated in the requisitions for the automatic purchase order creation and approval.

1.      Supplier and Site (address) details

2.      'Negotiated' check box is selected

3.      'Suggested Buyer'

These fields should not be left blank in the requisition. Otherwise, the automatic PO creation will fail.

Below are few options to ensure the correct defaulting of these attributes to avoid any manual errors from the requester.

1.      On the smart form definition page or Create Noncatalog request page, select the Negotiated checkbox to enable autogenerating an order for the specific item.

2.      Personalize the Create Non-Catalog Request page to view the check box.

3.      Setup the correct Buyer assignment rules to derive a valid buyer if the Suggested Buyer is not provided in the requisition

4.     At BU level, the below checkbox should be enabled for the procurement BU

Setup and Maintenance -> Procurement -> Configure Procurement Business Function -> Autogenerate orders from requester-negotiated requisition lines

 

Possible Case 1: The PO will not be created automatically for the Requisition if it is missing the details in Suggested Buyer field or the ‘Negotiated’ checkbox in not checked in.

Possible Case 2: The PO will be created for the Requisition, but it will be stuck with INCOMPLETE status if the requisition is missing the entry in Supplier site (address) field.

 

 

Troubleshooting:

The troubleshooting of Touchless Purchase Order (PO) creation failures in Oracle Fusion Procurement usually involves looking at various reasons due to which the requisition is not converted into purchase order. You can follow below steps to identify the root cause and fix such issues.

 

1. Run the following SQL query (SQL:1) to find the reason for the failure of the automation process:

 

SELECT prh.requisition_number
,prl.line_number
,prl.line_status
,prl.req_po_instance_id
,prl.reqs_in_pool_flag
,ph.segment1 AS po_number
,prh.emergency_po_number
,prl.reqtopo_automation_failed
,prl.reqtopo_auto_failed_reason
,msg.context AS failed_reason_text
,DECODE(NVL2(prh.EMERGENCY_PO_NUMBER, 1, - 1), 1, prh.SOLDTO_LE_ID, - 1, NULL) AS SOLDTO_LE_ID
,prh.pcard_id
,prl.line_type_id
,prl.pcard_flag
,prl.requisition_header_id
,prl.requisition_line_id
,prl.prc_bu_id AS req_line_prc_bu
,prh.prc_bu_id AS req_header_prc_bu
,prl.req_bu_id
,prl.assigned_buyer_id
,prl.negotiated_by_preparer_flag
,prl.negotiation_required_flag
,prl.source_document_type
,prl.source_doc_header_id
,prl.vendor_id
,prl.vendor_site_id
,prl.line_location_id
,prl.item_id
,prl.category_id
,prl.amount
,prl.quantity
,prl.unit_price
,ph.document_creation_method
,ph.prc_bu_id AS po_prc_bu
,ph.document_status
,ph.po_header_id
FROM po_headers_all ph
,po_lines_draft_all pl
,por_requisition_lines_all prl
,por_requisition_headers_all prh
,fnd_messages_b msg
WHERE ph.po_header_id(+) = pl.po_header_id
AND prl.po_line_id = pl.po_line_id(+)
AND prl.requisition_header_id = prh.requisition_header_id
AND prh.requisition_number IN (:Bind_Req_Number)
AND prl.reqtopo_auto_failed_reason = msg.message_name(+)
ORDER BY prl.requisition_header_id, prl.line_number;

 

2. Get the failure reason code from REQTOPO_AUTO_FAILED_REASON column.

3. Refer the table below with the list of Reason Codes for Automation Failure and Steps to Resolution for Touchless Buying.

 

Sr. No.	Reason Code	Reason	Steps to Resolution
1.	PO_RTP_NEG_REQUIRED	The requisition line failed automation because it requires a negotiation.	a. This error occurs if specified that is requires a negotiation at the requisition level. b. Run the query (SQL:1) and check the negotiation required flag for the requisition. c. If the flag is Y, then the requisition line needs negotiation and PO or Negotiation Award process should be followed manually by buyer.
2.	PO_RTP_SUPP_NOT_KNOWN	The requisition line failed automation because a supplier and site could not be determined. This message is shown when the application could not identify a valid supplier and supplier site to be used to automatically convert a requisition line into a purchase order.	a. Go to Manage Suppliers link in the task window and search for the supplier mentioned in the requisition. b. If the supplier is not present, then you can register the new supplier by adding supplier details. c. If the supplier is already present, then edit the supplier and check for the supplier site on the site tab.
3.	PO_RTP_ITEM_NOT_PURCH	The requisition line failed automation because the requested item is not purchasable in the inventory organization of the procurement business unit. This occurs if the requested item is not purchasable in the default inventory organization of the procurement business unit.	a. Login to the application and click on Product Management option. Now select for Product Information Management option. b. Go to manage Item in the task menu and search for the item requested. c. Check if the item exists for the default inventory organization. Ensure that the Purchasable flag is Enabled for the item.
4.	PO_RTP_NOT_NEG_BY_PREP	The requisition line failed automation because the price is not negotiated. Shown when the application cannot automatically convert a requisition line into a purchase order because it specified that price requires to be negotiated.	a. Since the negotiation required flag is true and price needs to be negotiated, the PO creation needs to be done manually from process requisition. To verify this, we can run the query (SQL:1) and check the negotiated_by_preparer_flag. If it is ‘Y’, then PO creation needs to be done manually from process requisition.
5.	PO_RTP_SITE_INACTIVE	The requisition line failed automation because the supplier site is inactive.	Go to Manage Suppliers link and check if the supplier site for the corresponding supplier is active or not.
6.	PO_RTP_PA_NOT_OPEN	The requisition line failed automation because the source agreement is currently not open for new orders.	Check if the agreement sourced to the requisition is in “open” status or not.
7.	PO_RTP_PA_NOT_EFFECTIVE	The requisition line failed automation because the source agreement is no longer effective.	Check for the agreement’s start date and end date. The agreement should be valid for the day we are trying to create the Purchase document.
8.	PO_RTP_PA_LINE_EXPIRED	The requisition line failed automation because the source agreement line expired.	Check if the agreement sourced to the requisition is in “open” state and Expiration Date at the line level is not past.
9.	PO_RTP_PA_BU_DISABLED	The requisition line failed automation because the source agreement is no longer enabled for use by the requisitioning business unit.	a. Go to manage agreement page and search for the agreement sourced to the requisition. b. Open the agreement and go to control tab. c. Check under Business Unit Access if the Enabled field is checked.
10.	PO_RTP_NO_PCARD_SITE	The requisition line failed automation because the supplier site does not accept procurement cards.	Check the supplier site setup to confirm that Site is enabled for P-Card.
11.	PO_RTP_BU_ASSGN_INVALID	The requisition line failed automation because the supplier site does not have an active assignment in the requisitioning business unit.	Check the agreement controls BU assignments are valid. Check that the supplier site assignment associated with the requisition BU is valid or not. (Check for supplier site assignment inactive date.)
12.	PO_RTP_NO_BUYER	The requisition line failed automation because a buyer could not be determined.	Check if the requisition has Suggested Buyer details populated or not. Verify buyer assignment rule and also check the default buyer setup at procurement BU. Following is the complete hierarchy for defaulting buyer. The sequence of buyer determination is as follows: 1. Assign buyer from buyer assignment rules. 2. Default buyer from item definition for the item and deliver-to Org. 3. If procurement BU is specified on the Requisition Line, then derive the default buyer from Configure Procurement Business Function page for the Procurement BU. 4. If procurement BU is not specified on the Requisition Line, then derive the default buyer from the Configure Procurement Business Function page of the default service provider of the requisitioning BU. If a buyer is determined through one of the steps above, the derivation process should stop, and the subsequent steps should not be executed.
13.	PO_RTP_INVALID_BUYER	The requisition line failed automation because the buyer is no longer an active agent.	Go to setup and maintenance page and search for Manage Procurement Agents. Search for the buyer given in the requisition and check if the buyer is active or not.
14.	PO_RTP_EMERG_PO_EXISTS	The requisition line failed automation because a purchase order already exists with the number reserved for the emergency requisition.	Go to Manage Orders Page in purchasing workarea and search for emergency PO number reserved for this requisition. Buyer should create the PO Manually from Process Requisitions. If the Emergency PO is still Incomplete Buyer can choose to add to exiting PO.
15.	PO_RTP_CPA_AUTO_GEN_N	No message is shown for this failed reason code.	The code is used internally for coding. This message means Generate Orders Automatic in Contract Agreement's Controls is unchecked.
16.	PO_RTP_NO_PA	No message is shown for this failed reason code. The code is used internally for coding.	This message means no agreement exist for the given requisition line.
17.	PO_RTP_BPA_AUTO_GEN_N	No message is shown for this failed reason code. The code is used internally for coding.	This message means Generate Orders Automatic in Blanket Agreement's Controls is unchecked
18.	PO_RTP_PA_LIMIT_REACHED	The requisition line failed automation because the source agreement amount reached its limit.	Check the source agreement limit and make change as needed.
19.	PO_RTP_SUPP_INACTIVE	The requisition line failed automation because the supplier is inactive.	Go to Manage Suppliers and check supplier is active or not.