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Subject: FAQ: Control Actions

Doc ID: 225217.1 Type: FAQ
Modified Date: 06-OCT-2009 Status: PUBLISHED

In this Document
Purpose
Questions and Answers
Why does canceling the PO not automatically cancel assigned requisition, even when the checkbox 'Cancel
requisition' is checked?
Why do I get an APP-14056 error when canceling a PO shipment that has been matched?
Why does 'Canceling of Standard PO' not change the status of the document? The Status stays in value 'Approved'.
Can I automatically 'Close' the Purchase order without receiving the full quantity?
When does a Purchase Order line get Closure Status 'Closed for Receiving'?
When does a Purchase order get Closure Status 'Closed'?
What is the difference between the control actions 'On Hold' and 'Freeze' for a Purchase order?
What are the different document statuses/actions used in Oracle Purchasing?
Will shipment of a PO be cancelled if these conditions are met?
What are need to be tried If USER_EXIT error is raised when 'Canceling'?
Why Closed Code is set to 'I' when Cancellation failed with user exit error?
Is there anyway I can revert back the document if a Purchase Order/Requisition is cancelled accidentally?
Can I Receive a shipment even when it is "Closed for Receiving"?
Can a Closed / Finally Closed Purchase Order be reopened?
Can I match an Invoice against a line even when it is 'Closed for Invoicing'?
What are the valid Statuses/Actions for Requisitions?
Is It Possible To Final Close Purchase Orders With Matched Invoices On Hold?

Applies to:

Oracle Purchasing - Version: 11.0.3 to 12.1

Microsoft Windows 2000
Sun Solaris x86 (32-bit)
Microsoft Windows XP (64-bit Itanium)
IBM AIX Based Systems (64-bit)
Red Hat Enterprise Linux Advanced Server Itanium
SUSE \ UnitedLinux x86-64
Red Hat Enterprise Linux Advanced Server x86-64 (AMD Opteron Architecture)
Sun Solaris SPARC (64-bit)
IBM AIX Based Systems (32-bit)
IBM AIX 4.3 Based Systems (64-bit)
Sun Solaris SPARC (32-bit)
HP-UX PA-RISC (64-bit)
HP Tru64 UNIX
Microsoft Windows (32-bit)

Purpose

PURCHASE ORDERS: Control Actions - Release 10.7, 11.0, 11.5.X

Frequently reported how-to questions relating to product specific programs.

Questions and Answers

Why does canceling the PO not automatically cancel assigned requisition, even when the checkbox 'Cancel
requisition' is checked?

The intended functionality is that when a PO is canceled and the cancel requisition option is selected, it only cancels the

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backing requisition lines not the header. So only requisition lines will get canceled not the header.

Why do I get an APP-14056 error when canceling a PO shipment that has been matched?

Please check to see if the shipment being canceled is not Over Billed [billed more than received]. In that case it cannot
be canceled.

Why does 'Canceling of Standard PO' not change the status of the document? The Status stays in value
'Approved'.

The authorization status remains Approved. Even if PO is canceled, only the canceled flag is set to 'Y'. It is intended
functionality.

Can I automatically 'Close' the Purchase order without receiving the full quantity?

The Receipt Close Tolerance lets you specify a quantity percentage within which Purchasing closes a partially received
shipment. For example, if your Receipt Close Tolerance is 5% and you receive 96% of an expected shipment,
Purchasing automatically closes this shipment for receiving.

When does a Purchase Order line get Closure Status 'Closed for Receiving'?

Purchasing automatically closes shipments for receiving and invoicing based on Tolerances that you specify in the
Purchasing Options window. Once all shipments for a given line are received and invoiced within these tolerances,
Purchasing automatically closes the line.

When does a Purchase order get Closure Status 'Closed'?

When all lines for a given header are closed, Purchasing automatically closes the document.

What is the difference between the control actions 'On Hold' and 'Freeze' for a Purchase order?

You can place a Purchase order 'On hold' only at the header level. This unapproves the purchase order while preventing
printing, receiving, invoicing, and future approval until you remove the hold. You can 'Freeze' only at the header and
release level. You freeze a Purchase order when you want to prevent any future modifications to the Purchase order.
When you freeze a Purchase order, you can still receive and pay for goods you already ordered. If you use a Requisition
template or AutoSource to source requisition lines from a Purchase order line, Purchasing does not automatically update
the corresponding sourcing information when you freeze a purchase order with which you source requisition lines. If you
freeze a purchase order, you have to update the corresponding information in the Requisition Templates or the
AutoSource Rules window.

What are the different document statuses/actions used in Oracle Purchasing?

This discusses mainly the statuses/actions of a purchase order:

Delete
Before documents are approved, you can delete them or their components from the document entry window. If you use
online requisitions, Purchasing returns all requisitions associated with your delete action to the requisition pool. You can
reassign these unfilled requisitions to other purchase orders or releases using the AutoCreate Documents window.

Cancel
Purchasing lets you terminate an existing commitment to buy from a supplier by canceling document headers, lines,
shipments, or releases. When you cancel a purchase order entity, you are unable to receive or pay for cancelled items
and services, however, you can pay for all previously received orders. You also cannot modify a cancelled entity or its
components.

Final Close
Prevent modifications to or actions against completed documents, lines, and shipments by final closing them. Final-
closed documents are not accessible in the corresponding entry forms, and you cannot perform the following actions
against final-closed entities: Receive, Transfer, Inspect, Deliver, Correct receipt quantities, Invoice, Return to supplier, or

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Return to receiving.
You can approve documents that include final-closed entities, but you cannot approve documents that are final closed at
the header level. You can print final-closed documents. Finally, you can Purge documents that were final closed at the
header level before the Last Activity Date that you specify when you submit Purge.

Freeze
Freeze your purchase orders and releases to prevent changes or additions while maintaining the ability to receive and
match invoices against received shipments. You cannot access frozen documents in the entry forms.

Hold
Place documents on hold to un-approve them while preventing printing, receiving, invoicing, and future approval until you
remove the hold.

Firm
When you firm an order, Master Scheduling/MRP uses the firm date to create a time fence within which it will not
suggest new planned purchase orders, cancellations, or reschedule–in actions. It continues to suggest reschedule–out
actions for orders within the time fence. If several shipments with different promised or need–by dates reference the
same item, Master Scheduling/MRP sets the time fence at the latest of all scheduled dates.
You can firm orders at the document header or shipment level. If you firm at the header level, Purchasing applies this
control to every shipment on the document.

Close
Purchasing automatically closes shipments for receiving and invoicing based on controls that you specify in the
Purchasing Options window. Once all shipments for a given line are closed, Purchasing automatically closes the line.
When all lines for a given header are closed, Purchasing automatically closes the document.

Close for Receiving

The Receipt Close Tolerance lets you specify a quantity percentage within which Purchasing closes a partially received
shipment. For example, if your Receipt Close Tolerance is 5% and you receive 96% of an expected shipment,
Purchasing automatically closes this shipment for receiving.
The Receipt Close Point lets you choose which receiving action (Received, Accepted, or Delivered) you want to use as
the point when Purchasing closes a shipment for receiving based on the Receipt Close Tolerance. For example, if you
set a Receipt Close Tolerance of 5% and choose Delivered as your Receipt Close Point, Purchasing closes shipments
for receiving when you have delivered 95% or more of the ordered quantity.

Close for Invoicing

The Invoice Close Tolerance lets you specify a similar quantity percentage within which Purchasing automatically closes
partially invoiced shipments for invoicing.

Open
You can open at the header, line, and shipment levels.

Open for Receiving

You can reopen for receiving at the header, line, and shipment level.

Open for Invoicing

You can reopen for invoicing at the header, line, and shipment level.

Unfreeze
You can unfreeze only at the header and release levels.

Will shipment of a PO be cancelled if these conditions are met?

Shipment Checks:
Quantity received >= quantity ordered -> Fully received
Quantity billed >= quantity ordered -> fully billed
Distribution Checks:
Quantity billed > quantity ordered -> over billed

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Quantity delivered > quantity ordered -> over delivered

If you partially received a shipment corresponding to multiple distributions, Purchasing cannot always cancel the
shipment. To make sure Purchasing can cancel a shipment, enter the delivery transactions for the receipts you entered
against that shipment. You can use express delivery to facilitate this process.
No records in receiving interface for this entity being cancelled. The ASN for this entity being cancelled should be
completely received.

What are need to be tried If USER_EXIT error is raised when 'Canceling'?

Regenerate the message file.

Disable all the custom triggers.
Check the quantities whether they are matching with the conditions.

Why Closed Code is set to 'I' when Cancellation failed with user exit error?

When using encumbrance, the funds checker will be called before canceling the document. Fund checker will change the
cancel flag to ‘I’. Now the cancellation code will process the record and change the cancel flag to ‘Y’. In our case the
fund checker went through fine. But it failed in the cancellation code.

Is there anyway I can revert back the document if a Purchase Order/Requisition is cancelled accidentally?

No. The cancellation is a non-reversible process. Once the document is cancelled we cannot revert it back.

Can I Receive a shipment even when it is "Closed for Receiving"?

Yes, it does not prevent you from receiving.

Can a Closed / Finally Closed Purchase Order be reopened?

You can Open a Closed purchase order but you cannot take any control action on Finally Closed PO.

Can I match an Invoice against a line even when it is 'Closed for Invoicing'?

The Close for Invoicing status does not prevent you from matching an invoice to a purchase order or to a receipt.

What are the valid Statuses/Actions for Requisitions?

For requisitions, the only available actions are Cancel and Finally Close.

Is It Possible To Final Close Purchase Orders With Matched Invoices On Hold?

If the invoice hold allows accounting the purchase order can be finally closed. To check whether the invoice hold allows
accounting, navigate under payables responsibility to- Setup->Invoice->Hold and Release Names. Query the 'hold' that
was placed on the invoice and check whether 'Accounting Allowed Flag' is checked.

Keywords

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