Close iStore Order Cycle By: Heena Gaglani

Steps to close iStore order cycle in Shipping Module: ===================================================== This document provides you generic guideline to close iStore order cycle. For the dependent, detailed setup requirements one should refer to related application documents: - Oracle Shipping Execution Users Guide Rel 11i - Oracle Receivables Users Guide Rel 11i - Oracle Order management Users Guide Rel 11i - Oracle Order management Suite Implementation Manuals - Etc. In order to complete order cycle, following minimum criteria/set up should be done in respective applications. 1. Periods of GL Calendar and Inventory Calendar should be open for the month you are shipping your order. I.e. If you are performing shipping in November of 2002 then GL calendar for the year 2002 should be open Optionally open GL calendar for the period of Nov 2002 GL period for Nov 2002 should be open Inventory period of Nov 2002 should be open To open GL Period: ----------------- Log in to forms as sysadmin or the user with General Ledger Responsibility Navigation: Setup/ Open/close Check year in Encumbrance Year block and Latest open period in Accounting Period block Ensure the year is open if not then click on Open Next Year button till you see the present year in Latest Open window field of Encumbrance Year block (Note: When you click on Open Next Year it kick off concurrent program, Open Period. Ensure it completes normally.) To Open Inventory Period: ------------------------ Log in to forms as sysadmin or the super user with Inventory Responsibility Navigation: Accounting Close Cycle/Inventory Accounting Periods On the Organizations pop up window, choose the organization you want to open the Inventory Periods for Status of the period Nov-02 should be Open. If is Future then click on Change Status button and then it will be open (For functional details, refer to MRP) 2. Items should have following minimum attributes checked in Item Master Customer Orders Enabled Customer Ordered Inventory Item OE Transactable Transactable

Close iStore Order Cycle By: Heena Gaglani

Shippable Returnable Invoice Enabled Invoiceable Item Orderable On the Web Stockable Item Status = Active Web Status = Published 3. Inventory Manager should be running Log in to forms as System Administrator Navigation: Concurrent/Manager/Administer Check the status of Inventory Manager. If is blank then you can restart the process 4. Profile value of TP:INV Transaction Processing mode Should be set to On-line Processing Log in to forms as System Administrator Navigation: Profile/System On Find System Profile Values window, query above profile with Application = iStore Set the profile value to On-line Processing Save the record Order Status should be Booked Profile ASO: Default Order State governs the order status of orders placed in iStore. [Note: (a) (b) With Payment Type = Invoice/Cash/Check/CC, iStore Order state will be Booked. With Payment Type = Fax CC, iStore Order state will be Entered; in this case you can book an order in Order Management ]

5.

6. Item/s should be available/On Hand in shipping warehouse. To find Quantity On-hand: ------------------------ Log in to forms as sysadmin or the user with Inventory Responsibility Navigation: On-hand, Availability/On-hand Quantity Choose the Inventory Organization from the Organization window On Find On-hand Quantities, Organization you selected will appear in Organization field Enter Item followed by Find button (Remember, Item field is case sensitive Item On-hand Quantities window will display On-hand Qty and Total Quantity of the item To increase Quantity On-hand: ---------------------------- Log in to forms as sysadmin or the user with Inventory Responsibility Navigation: Transactions/Miscellaneous Transaction Choose the shipping organization from the LOV

Close iStore Order Cycle By: Heena Gaglani

On the Miscellaneous Transaction form, --- Select Type = Miscellaneous receipt --- Click on Transaction Lines button On miscellaneous receipt form, enter: --- Item (Available and On-hand quantity will appear on bottom of the form) --- Sub inventory field will populate default value set --- UOM value will be defaulted --- Quantity --- Account (Appropriate account alias) --- Reason (Optional) --- Reference (Optional) Save the record

Steps to Ship iStore Order Items: ================================= 1. Log in to 'Oracle Shipping' Responsibility 2. Grant Shipping Execution Role to user/s who will be executing shipping process (If it is sysadmin then grant Shipping Execution role to Sysadmin User) Navigation: Setup/Grants and Role Definitions/Grants From LOV, choose User Name From LOV, choose Role who can ship Orders (ex: Upgrade Role) Start Date will be System Date 3. Navigate to Release Sales Order Form and query your Order and provide following (optional) information: Document Set (accept the default value) Go to Inventory Block of the form and provide shipping from warehouse Go to 3rd block and check Auto Create = Yes, Auto Delivery = Yes Click on 'Concurrent' or Online button 4. Note down the Batch Number and concurrent request number Navigate to View/Requests and check the request has completed successfully 5. Navigate to Transaction form in Shipping module and query your order number Form will open in the Line/LPN region Enter Shipping quantity (total order/item quantity or partial quantity) Check other relevant information that have been populated (Note: Shipping Method may not be populating) Save the record 6. Requery your order on this form, now the Order is in status 'Staged'

7. On the lower 'Action' Drop down menu, select 'Ship Confirm' and click on Go Button. 8. On the pop up window for ship confirm, enter the 'Shipping Method' (which you had selected for the order) followed by done button. 9. Run Workflow Background Process from the Shipping module itself or from system administrator responsibility. (This background process will assign Delivery Ticket number to an Order and

Close iStore Order Cycle By: Heena Gaglani

will generate an invoice through Auto Invoice generation interface, which has been included in Workflow Background Process from 11i) In Shipping Module, Navigate to Reports and Documents Select the Organization you want to run this process Select Single Request Select Concurrent Name = Workflow Background Process, --- Choose following Parameters: --- Item Type = OM Order Line --- Minimum Threshold (Optional) --- Miximum Threshold (Optional) --- Process Deferred = Yes --- Process Timeout = No --- Process Stuck = No --- Click on Ok button --- Note down the concurrent program Ensure that this program completes normally.

For any reason if the invoice hasnt been generated then you use Autoinvoice functionality of Oracle AR and generate the invoice for order/s. Steps to run AutoInvoice in Oracle Receivables: =============================================== You can generate an invoice for one sales order or for the range of sales orders. 1. Log into forms and choose the responsibility = Receivables Manager 2. Navigation: Interfaces/AutoInvoice/Single Request 3. On Run AutoInvoice window, choose Reports = Autoinvoice Master Program, click Ok. 4. On the Parameters window: -- Number of Instances = 1 (Default value) -- Invoice Source = Order Entery -- Default Date = DD-MON-RRRR format -- Transaction Type = Invoice -- (Low) Sales Order Number = Your Order Number Click on Ok button Note: If you keep both fields blank (Low) Sales Order Number and (High) Sales Order Number then all orders sitting in the queue for invoice generation will be picked up for this process.

Some pointers to troubleshoot issues of AutoInvoice: ==================================================== (a) AutoInvoice concurrent program generates following reports and logs that can help to trouble shoot issue if invoice hasnt been generated. AutoInvoice Execution Report AutoInvoice Validation Report AutoInvoice Master Program Log AutoInvoice Import Program Log (mainly for imported trasactions) (b) You can also use interface exception windows to view errors. Navigation: Control/AutoInvoice/Interface Lines Navigation: Control/AutoInvoice/Interface Eception

Close iStore Order Cycle By: Heena Gaglani