Document Types
Use the Document Types window to define access, security, and control specifications for all Purchasing documents. You cannot enter new document types; you can enter new document subtypes only for RFQs and quotations.
Prerequisites
1. If you want to be able to choose the document approval hierarchy in this form, you must enable Use Approval Hierarchies in the Financial Options window.
2. You must use the Position Hierarchy window to create and update the position hierarchies, since Purchasing uses these hierarchies as document approval routing.
Select a Document Type from the list and click its icon in the Update column. If your document type is one of Purchase Agreement, Purchase Order, Quotation, Release, Request for Quotation, or Requisition you can update the attributes
discussed in the following steps.
1. You can enter user-defined Document Subtypes only for document types Quotation and Request for Quotation. You can delete Quotation and Request for Quotation document types you have created, but only if no actual document exists for thetype. Purchasing provides the following document subtypes:
Request for Quotation - Bid, Catalog, and Standard
Quotation - Bid, Catalog, and Standard
Requisition - Internal and Purchase
Purchase Agreement - Blanket and Contract
Purchase Order - Planned, Standard, Requester Change Order
Release - Blanket and Scheduled
- The Quotation Class is applicable only for document types Quotation and Request for Quotation. Choose one of the following options:
• Catalog - The quotation or RFQ includes price breaks at different quantity levels.
2. Enter your Document Name for the document. The description must be unique for the given document type. The name that you enter here appears as a list of values choice in the Type field in the appropriate document entry window. For example, the Name Bid Quotation appears, along with the Quotation Class Bid, as a list of values choice in the Quotation Type field in the Quotations window
3. For purchasing documents other than requisitions, select the stylesheet for this document type in the Document Type Layout field. If you have selected PDF as your purchase order output format, you must select a
layout template in Document Type Layout
4. If you have implemented Oracle Procurement Contracts, you must select a contract terms layout template in Contract Terms Layout. Note that if a Document Type Layout is specified, Oracle Purchasing will use that template to format output
Approval
1. Check Owner Can Approve to indicate that document preparers can approve their own documents. This field is not applicable when the Document Type is Quotation or RFQ.2. Check Approver Can Modify to indicate that document approvers can modify documents. This field is not applicable when the Document Type is Quotation or RFQ.
3. Check Can Change Forward-To to indicate that users can change the person the document is forwarded to. This field is not applicable when the Document Type is Quotationor RFQ
4. Check Can Change Approval Hierarchy to indicate that preparers and approvers can change the default approval hierarchy in the Approve Documents window. This field is not applicable when the Document Type is Quotationor RFQ.
5. Check Can Change Forward-From to indicate that preparers can change the name of the document creator. This field is applicable only when the Document Type is Requisition.
6. For Purchase requisitions only, select Use Contract Agreements for Auto Sourcing to require the requisition creation autosourcing logic to include approved contract purchase agreements. The autosourcing logic for requisition creation will not
consider contract purchase agreements if this box is unchecked, even if you have the profile PO: Automatic Document Sourcing set to Yes.
Include Non-Catalog Requests - For Oracle iProcurement only, this checkbox is used in conjunction with the Use Contract Agreements for Auto Sourcing. Select this checkbox to enable the use of contract purchase agreements when autosourcing non-catalog requisitions.
7. The Forward Method field is not applicable when the Document Type is Quotation or RFQ. The following options apply regardless of whether you are using position hierarchies or the employee/supervisor relationship to determine your approval
paths. Choose one of the following options:
• Direct - The default approver is the first person in the preparer's approval path that has sufficient approval authority.
• Hierarchy - The default approver is the next person in the preparer's approval path regardless of whether they have approval authority. (Each person in the approval path must take approval action until the person with sufficient approval authority is reached.)
Control
1. For user-defined quotations and RFQs, Purchasing displays as a default the Security Level of the Standard Quotation or RFQ, and you cannot enter the field. Otherwise, choose one of the following options:• Private - Only the document owner may access these documents.
• Purchasing - Only the document owner and users listed as buyers in the Define Buyers window may access these documents.
• Hierarchy - Only the document owner and users above the owner in the defined purchasing security hierarchy may access these documents.
• Public - Any user may access these documents.
2. For user-defined quotations and RFQs, the Access Level is that of the Standard Quotation or Standard RFQ, and you cannot enter the field. Otherwise, choose one of the following Access Level options:
• Full - Users can view, modify, cancel, and final close documents.
• Modify - Users can only view and modify documents.
• View Only - Users can only view documents.
3. The Archive When field is applicable only when the Document Type is Purchase Agreement, Purchase Order, or Release. Choose one of the following options:
• Approve - The document is archived upon approval. This option is the default. The Change Order workflow begins only if this option is chosen.
• Communicate - The document is archived upon communication. A document communicate action would be printing, faxing, or e-mail.
Purchasing Document
I Want To Update Purchasing Document but for some Operating Unit List of document types are not there. How I can get those documents there?