A portion of the disclosure of this patent document contains material that is subject to copyright protection. The copyright owner has no objection to the facsimile reproduction by anyone of the patent document or the patent disclosure as it appears in the Patent and Trademark Office patent file or records, but otherwise reserves all copyright rights whatsoever.
Changes to requisitions from a requester (or other party involved with the transaction) are a frequent occurrence. Presently, a requester is required to go back and edit the purchase order directly, in order to affect any changes to a requisition. The requisition cannot be changed and have the changes flow through automatically to affect the change orders. Further, none of these changes are captured within the requisition. This is a major issue for customers, since many requesters are not familiar with purchase orders, and for continuity purposes, the data needs to be changed at each step of the process.
For example, if a requester creates a requisition for one line with a quantity of 5. The line is sourced to a purchase order, the purchase order line-schedule references the requisition, and the purchase order is then dispatched. If the requester subsequently desires to change the quantity to 20, the current change request process may take the requester to a purchase order line schedule change page, and allow the requester to submit the change request. Once the change request is approved and processed, the purchase is updated and re-dispatched with a quantity of 20. However, the requisition still shows a quantity of 5. Further, on the purchase order the first quantity of 5 is referenced to the requisition; the additional quantity of 15 is not associated with the requisition. As such, core requisitions does support change requests, but it does not provide the ability to require or request reasons for the changes. Hence, improved rating and ranking methods and systems are needed in the art.
According to one embodiment of the present invention, a method is described. The method includes receiving a request to edit a requisition order from a requestor. The requisition order has been previously completed and the requisition order includes a lines. The method further includes receiving updates to at least one of the lines, and based on the received updates, updating the at least one of the lines of the requisition order. Further, the method includes determining that the at least one of the lines has been sourced to a purchase order, in response to the at least one of the lines being sourced to the purchase order, creating a requisition change request for the at least one of the lines, and updating the purchase order with the updates to the at least one of the lines of the requisition order.
According to yet another embodiment, a method is described. The method includes receiving a request to edit a requisition order from a requestor. The requisition order has been previously completed and the requisition order includes a plurality of lines and a budget. The method further includes receiving updates to at least one of the plurality of lines of the requisition order, based on the received updates, updating the at least one of the plurality of lines of the requisition order, and determining that the at least one of the plurality of lines has been sourced to a purchase order. Further, the method includes in response to the at least one of the plurality of lines being sourced to the purchase order, creating a requisition change request for the at least one of the plurality of lines, based on the requisition change request, checking the budget to determine if the budget is valid and checking if the requisition change request generates a process exception for the requisition order, and in response to the budget being valid and no process exceptions being generated, updating the purchase order with the updates to the at least one of the plurality of lines of the requisition order.
According to another embodiment of the present invention, a computer-readable medium is described. The computer-readable medium includes instructions for receiving a request to edit a requisition order from a requestor. The requisition order has been previously completed and the requisition order includes a lines. The computer-readable medium further includes instructions for receiving updates to at least one of the lines, and based on the received updates, updating the at least one of the lines of the requisition order. Further, the computer-readable medium includes instruction for determining that the at least one of the lines has been sourced to a purchase order, in response to the at least one of the lines being sourced to the purchase order, creating a requisition change request for the at least one of the lines, and updating the purchase order with the updates to the at least one of the lines of the requisition order.
The present invention is directed to an eProcurement system with the ability to communicate a changed requirement through the procurement system in an easy and effective manner. In one embodiment, the present invention manages this requirement by providing an interface to change requisitions after they are sourced to purchase orders (which may have been dispatched to suppliers). Further, the present invention provides the ability to track the changes within the system and have these changes go through the appropriate approvals. For example, changes are allowed to be made to sourced requisitions that are initiated from eProcurement or sProcurement applications, and changes are also tracked. For eProcurement requisitions that have been sourced, change requests may be created. When the change requests are approved and purchase orders are updated, the requisitions are updated to reflect the changes.
Change tracking may be invoked on eProcurement requisitions in the same way that is done for core requisitions, using batch/sequence logic to track changes made. Each time a change is made to a requisition where tracking is used, a new change sequence may be created. When a requisition change control status is changed (i.e., Approved, Budget Checked, Sourced), a batch may be created.
In one embodiment, a change request feature of the present invention, makes it very configurable and intuitive for a user (or customer) to make changes to a requisition. These changes then flow seamlessly through the eProcurement process, with the appropriate approvals, and are kept synchronized among all transactions. For example, users are able to specify which requisition fields that would require re-approvals and can trigger change request to update associated purchase orders utilizing a change template. This flexibility gives different customers the ability to tailor the eProcurement system to meet approval requirements of individual companies. Further, users may be allowed to specify reasons for the change requests
Additionally, changes to the requisition are easy to make. For example, a user can go directly back to his/her original requisition to make any changes that are allowed, based on the business unit's change template setup. Then when changes are made to requisitions, those changes can be reviewed and approved or denied, following the appropriate requisition approval process. Also, buyers can automatically be notified when a change request comes in and after buyers' approval, these changes can be reflected on the associated purchase orders. Further, requesters can easily determine the status of their changes through a manage requisition page's lifespan presentation, or similar interface.
Turning now to
At decision block 108, a determination is made whether any lines from the requisition order have been sourced to a purchase order. If none of the lines from the requisition order have been sourced to the purchase order, then the change is “caught” early enough in the process, and a check to determine if the changes are approved can be made (decision block 110). If it is determined that the change is approved, then at process block 112, the requisition process continues. Otherwise, if the changes are not approved, then at process block 114, a message is sent to the requester notifying him/her that the change did not go though, and the requisition remains the same.
Returning to decision block 108, if it is determined that at least one of the lines have been sourced to a purchase order, then a process block 116, a requisition change request (i.e., for the lines sourced to the purchase order) is created (process block 116). The requisition change request will be described in more detail below. At decision block 118, a determination is made whether the requisition changes are approved. If the changes are not approved, then at process block 114, the requester is notified. However, if the requisition changes are approved, then at decision block 120, a determination is made whether the requisition's budget status is valid. If the requisition budget is determined to not be valid, the requestor is notified (process block 114).
If the requisition's budget status is valid, then method 100 continues to point ‘A’. At point “A”,
Alternatively, if no reduction to the sourced amount occurs, then at process block 126, a purchase order change request is created. In one embodiment, an auto-approve changes to the purchase order option is set (decision block 128), and therefore at process block 130, the change request for the purchase order is processed. Alternately, if the auto-approve changes to the purchase order option is not set, then at process block 132 a manual review of the changes to the purchase order occurs.
At decision block 134, if the change request is approved, then the changes to the purchase order are processed (process block 130); however, if the changes are not approved, then at process block 138, the changes to the requisition are undone (i.e., the changes revert back to the original values in the requisition). Then, at process block 140, the requester is notified that the changes to the requisition have been undone.
If the changes to the purchase order have been processed, then at decision block 136, a determination whether process exception have occurred is made. One example of a process exception may be that the goods have already been shipped or if an invoice for the purchase order has already been sent to the buyer. If process exceptions have occurred, then at process block 138, the changes to the requisition are undone and the requester is notified (process block 140). If there are no process exceptions, then at process block 142, the purchase order is updated to reflect the changes to the requisition order.
At process block 144, a purchase order change tracking record is created. Subsequently, in light of the changes to the purchase order, at decision block 146, a determination is made whether the purchase order's budget is valid. If it is determined that the purchase order's budget is not valid, then at process block 148, the buyer is notified that the purchase order's budget is invalid. If the purchase order's budget is determined to be valid, then at process block 150, a manual review of the change requests is performed.
Turning next to
Referring now to
This interface further displays fields which may be eligible for change tracking, and such fields will be editable on the requisition. Further, checkboxes for fields which are designated as ineligible for change tracking should be grayed out (or a similar designation). Table 1 shows one example of the fields that may be included in a requisition and/or purchase order. The Eligible to Update Purchase Order column indicates whether the field can be used to update purchase orders. If the field is not eligible to update purchase orders, the checkbox should be grayed out on the page.
In one embodiment, the “Scoped Out” field indicates that if any chart field segment is selected for tracking, all active chart field segments may also be selected. This is so the complete chart field can be viewed for approval and passed to purchase order. In a further embodiment, the template may have a checkbox (or the like) to indicate whether a change to a field will trigger re-approval of the requisition. This re-approval logic would be applied when approval workflows are used. Furthermore, changes to some fields may automatically trigger re-approval. These fields may automatically be checked on without the ability to be changed. These fields may include: REQ_LINE.QTY_REQ, REQ_LINE.PRICE_REQ, REQ_LINE_SHIP.QTY_REQ, and REQ_LINE_SHIP.PRICE_REQ. Whether or not re-approval is required when a quantity or price is decreased may be controlled by the requisition approval workflow settings.
In a further embodiment, if a requisition comment option is selected for tracking, only deletions of comments may be tracked with the status field available for tracking. Further, the re-approval and update purchase options may not be available.
In one embodiment, the Eligible to Update PO checkbox may indicates whether the field can be used to update purchase orders. If the field is not eligible to update purchase orders, the checkbox should be grayed out on the page (e.g., VENDOR_ID in
Templates can be accessed from several places, for example, in add eProcurement requisition change templates to the purchasing options menu under eProcurement options setup, add to maintain eProcurement options menu under an administer procurement menu, or add access to eProcurement requisition change templates under sProcurement setup options.
Turning now to
In one embodiment, the reason types may include a procurement change, a deny PO change request, or the like. New reason types can be added to support requisition change tracking. A reason code required drop-down box may include the following options: Not Used, Required, and Optional. Further, comments may be required in conjunction with entering a reason code, as such the comments required checkbox may be toggled. If comments are not required, the comments may are optional when a reason code is entered. Comments that are defined on the reason code setup page may default when the reason code is selected on a transaction. The defaulted comments may be used to satisfy the requirement when comments are mandatory. Furthermore, a default reason code may be established for each reason type. Also, contract changes may be included on a contract and vendor rebate controls page.
Turning now to
The user interface may include an icon indicating the status of sourcing. For example, a Sourced to PO icon and an unavailable for edit icon (lock icon). If the line has not yet been sourced, no icon should be displayed. There may be restrictions on whether a user can use “Edit Mode” and these lines would be unavailable for edit. Hover text for the icon would explain that a requisition line cannot be edited. For example. users may not be able to edit requisition lines when: Lines have been submitted for an RFQ, sourcing is in process for the requisition line, a sourcing event is in process for the line item, a line is sourced to inventory, or the line is a sProcurement requisition line that has been sourced.
Furthermore, various fields may be available for edit depending on the sourcing status. Table 2 below shows which fields may be editable when the requisition line is sourced and when the line is not sourced. The fields marked ‘Y’ in the Allow Change if Sourced column may only be editable if the Allow to Change PO option is selected for the field in the business unit options (nonetheless, these settings may be changed).
Additionally, if fields are not eligible for change, the field may be grayed out. In conjunction with requisition quantity increases, schedules may be added to the requisition line when allowed by, for example, the business unit option settings. Distribution lines may be added to the requisition line, and role action may need to be taken into consideration in conjunction with this requirement (e.g., Novice Requester cannot edit distributions). Further, there may be some restrictions that exist on changing requisitions. Users should receive a message explaining that they cannot change a requisition when one of the following conditions exist: users cannot change distributions on sourced requisition quantities (distribution information should be grayed out), users cannot cancel a requisition schedule if the schedule is associated to the only active schedule for a PO line, users cannot change a value where that field is tied to a PO change request that is pending buyer approval, or any other restrictions to allowable requisition changes.
In a further embodiment, if commitment control is being used, users cannot make a change to quantity or price that will reduce the amount of the requisition, if the purchase order to which it is associated does not have header budget status of “Valid.” Also, if a requisition is sourced to multiple purchase orders, changes to price may not be allowed.
If changes to reduce requisition quantity are made and allowed, then changes in requisition quantity to less than the quantity sourced can be made. In one embodiment, an exception may be when the changed line or schedule has been sourced to multiple purchase orders, then reductions to quantity may not be allowed. Users should receive a message indicating that because the requisition is sourced to multiple PO's, the PO change requests must be created in the purchasing interface.
Furthermore, if the line is an amount only line or is distributed by amount, re-pricing logic should not be invoked when a change is made to a field such as ship-to or due date. Further, lines and schedules may be eligible to be cancelled, regardless of whether the lines have been sourced. If the line or schedule is canceled and the requisition has been sourced, a change request should be created, and the change request can be created regardless of whether the PO has been dispatched. Additionally, existing limits to cancellation should be maintained (e.g., all schedules associated to a line cannot be cancelled, all distributions associated to a schedule cannot be cancelled, etc.).
In a further embodiment, if the changed line or schedule has been sourced to multiple purchase orders, and the change is an increase to requisition quantity, no change request will be created. Then, the requisition will be updated with the new quantity, a requisition change tracking records will be created, the new open quantity will be available for sourcing, and the requester will see a message that the requisition has been changed. For all other requisition changes, if the line has been sourced when the page is saved, then the requisition is changed and the requisition change logic is invoked to create requisition change tracking records, and requesters should receive a message that a PO change request(s) will be created upon approval and a valid budget status.
In a further embodiment, if they apply changes from all other sources is not toggled on, then the purchase order change request records will be written, with approved status set to N. Further, if the requisition change was to a field other than quantity and that requisition was sourced to more than one purchase order, multiple change requests should be created. A request should be created for the field on each PO to which the requisition was sourced. Also, a line should be written to the buyer's worklist to notify the buyer that a change request needs approval. If the line has been sourced, and the Apply Changes from all other sources is toggled on, and purchase order change request records will be written, with approved status set to ‘Y’.
If the requisition change was to a field other than quantity and that requisition was sourced to more than one purchase order, multiple change requests should be created. A request should be created for the field on each PO to which the requisition was sourced. Further, if commitment control is being used and the requisition change resulted in a decrease to the sourced amount, when the requisition is budget checked and the budget status is valid, the associated PO should be budget checked immediately to ensure the correct budget amount is available for spending. Then, for the purchase order(s) to which the requisition is sourced, the budget status for the header (BUDGET_HDR_STATUS and BUDGET_HDR_STS_NP) and budget status for the distribution line to which the requisition is associated (BUDGET_LINE_STATUS) should be set to ‘N’, and budget checking should then be invoked for the purchase order.
Turning next to
When notifying the buyer of PO change requests from requisitions, and manual approval of a requisition change request is needed, a notification may be sent to the buyer for the changed item. Buyers may then see change requests resulting from changes to requisitions on an approve change requests page. The buyer can approve or deny the change request, and if the request is denied, a message may be sent to the requester to inform the buyer of the denial. Further, a new worklist template may be created for the requisition change request, and when a requisition is approved and budget checked (i.e., BUDGET_STATUS=V or N), a user assigned to the buyer role should receive notification either through an e-mail or on a worklist (or other appropriate communications medium) that a purchase order change request has been created. Both the e-mail and the worklist may then link to the approve change requests interface in
In one embodiment, the worklist may include the following: from—REQUESTER_ID from the requisition, date from—requisition approval date, business unit, req ID, requisition line(s), requisition schedule, requisition distribution, requisition item, and PO ID. The link should include the business unit, PO ID, requisition ID, and requisition line(s) so that the worklist user can be taken to the approve change requests interface where the user can see the information provided on the requisition that pertains to the new item.
Additionally, when the worklist link is selected, the user may be taken to a change order lookup page (CHNG_ORD_LOOKUP) with the grid filtered to display the PO(s) associated to the changed requisition. Alternatively, if the change order lookup page is accessed from the buyer center menu, the page should be populated with the user's default business unit and change order source equal to the change request. This page can also be accessed from the approve change requests page (CHNG_RQST_SELECT).
On the change request selection page (CHNG_RQST_SELECT) (and the change request details page (CHANGE_REQUEST)) a selection option, requisition ID From/To, should be displayed when the change order source (change request) is selected. The change order request page (CHNG_ORD_LOOKUP) should include a drop down selection of approved or denied (buyers may need to explicitly deny change requests).
A requisition information tab may be included in the change request details page (CHANGE_REQUEST). The tab page should show the requisition number, schedule, and requester. Requester name should be shown as, for example, a hyperlink that can provide buyer with contact information for the requester. Further, a change reason tab should be included in the change order request page (CHNG_RQST_LOOKUP). The tab page should include the reason code and comments. Also, if a change request has been accepted, but is not yet processed, the deny change option is available to the buyer.
Referring next to
Referring now to
This interface may also be accessed from the approve change requests page. If buyers have used that option, they will be brought to the requisition change orders page with the requisitions meeting the select criteria displayed. Alternatively, if the page has been accessed from the approve change requests page, a link should be displayed at the bottom of the page to allow the buyer to return to the approve change requests page. The page should display only requisitions associated to purchase orders belonging to the buyer. The page should also show the requisition number, the change type, change field, current field value, proposed field value, and purchase order to which the requisition is associated. Further, if the requisition change is at the line level, when the requisition is unfolded the schedule and distribution columns may be blank, and if the requisition change is made at the schedule level, the distribution column may be blank.
Furthermore, reason codes and comments should be available on the change reason tab, and if the change request has already begun processing, the action box may be grayed out. The change request processing tab may include a column to indicate whether the change request has been accepted (values can be pending approval, approved, or denied). Another column will show process status for those changes that have been accepted. If the process status is “Error”, it will show the message set, message number, and long message description. If the Error is a budget checking error, then another column should be shown with the header budget status (otherwise this column may be hidden).
Additionally, this page can be accessed from a worklist or from a menu option. If the page is accessed from a menu, all requisition change requests would be displayed here, not just those for a specific requisition, as would be done if accessing via the worklist. The actions that can be taken on the requisition change requests page are included in Table 3:
Accept change if a single field is changed on a requisition sourced to a single PO, the buyer can approve the change request from this page. By selecting the accept change option from the drop down options, and pressing the save button, the approved flag PV_CHNG_REQST_DTL will be set to ‘Y’. This will enable the request to be picked up by the load change requests process, which will also mark the line as worked on the worklist.
Deny change is selected if the buyer denies the change request using the deny change request option. If this button is used: the buyer is prompted for a reason code and a comments box, an e-mail is returned to the requester with the requisition name, line, schedule, distribution, change field, prior value, new value, and reason code and description to let them know the change request is denied, the approved flag on PV_CHNG_RQST_DTL is set to denied, and the worklist entry is marked as worked.
Buyers can unfold to the purchase order to view and update the purchase order line associated to a requisition. If the change is a single field, other than quantity, on a single PO the unfolded PO information displays the purchase order line, schedule, and/or distribution line, depending on the level where the change is being made. The field to be changed, the existing value, and the new value are displayed, and the user may accept or deny the change. If the field changed is the one-time address, show all address fields for both the existing and new values.
If the field changed is a distribution chart field segment, show all chart field segments for both the existing and new requisition values and also for the existing PO Value. An icon displayed with the field may be selected to show all chart field segments. If multiple chart field segments were changed in a batch, display all changed segments at the top and display all the new chart field values in a single grid.
As shown, system environment 900 includes one or more client computing devices 902, 904, 906, 908 communicatively coupled with a server computer 910 via a network 912. In one set of embodiments, client computing devices 902, 904, 906, 908 may be configured to run one or more components of a graphical user interface described above. For example, client computing devices allow user to create and customize network communities, enter search queries, view search results, and others.
Client computing devices 902, 904, 906, 908 may be general purpose personal computers (including, for example, personal computers and/or laptop computers running various versions of Microsoft Windows™ and/or Apple Macintosh™ operating systems), cell phones or PDAs (running software such as Microsoft Windows™ Mobile and being Internet, e-mail, SMS, Blackberry,™ and/or other communication protocol enabled), and/or workstation computers running any of a variety of commercially-available UNIX™ or UNIX™-like operating systems (including without limitation the variety of GNU/Linux™ operating systems). Alternatively, client computing devices 902, 904, 906, and 908 may be any other electronic device capable of communicating over a network (e.g., network 912 described below) with server computer 910. Although system environment 900 is shown with four client computing devices and one server computer, any number of client computing devices and server computers may be supported.
Server computer 910 may be a general purpose computer, specialized server computer (including, e.g., a LINUX™ server, UNIX™ server, mid-range server, mainframe computer, rack-mounted server, etc.), server farm, server cluster, or any other appropriate arrangement and/or combination. Server computer 910 may run an operating system including any of those discussed above, as well as any commercially available server operating system. Server computer 910 may also run any of a variety of server applications and/or mid-tier applications, including web servers, Java virtual machines, application servers, database servers, and the like. In various embodiments, server computer 910 is adapted to run one or more Web services or software applications described in the foregoing disclosure. For example, server computer 910 is specifically configured to implemented enterprise procurement systems described above.
As shown, client computing devices 902, 904, 906, 908 and server computer 910 are communicatively coupled via network 912. Network 912 may be any type of network that can support data communications using any of a variety of commercially-available protocols, including without limitation TCP/IP, SNA, IPX, AppleTalk™, and the like. Merely by way of example, network 912 may be a local area network (LAN), such as an Ethernet network, a Token-Ring network and/or the like; a wide-area network; a virtual network, including without limitation a virtual private network (VPN); the Internet; an intranet; an extranet; a public switched telephone network (PSTN); an infra-red network; a wireless network (e.g., a network operating under any of the IEEE 802.11 suite of protocols, the Bluetooth™ protocol known in the art, and/or any other wireless protocol); and/or any combination of these and/or other networks. In various embodiments, the client computing devices 902, 904, 906, 908 and server computer 910 are able to access the database 914 through the network 912. In certain embodiments, the client computing devices 902, 904, 906, 908 and server computer 910 each has its own database.
System environment 900 may also include one or more databases 914. Database 914 may correspond to an instance of integration repository as well as any other type of database or data storage component described in this disclosure. Database 914 may reside in a variety of locations. By way of example, database 914 may reside on a storage medium local to (and/or resident in) one or more of the computing devices 902, 904, 906, 908, or server computer 910. Alternatively, database 914 may be remote from any or all of the computing devices 902, 904, 906, 908, or server computer 910 and/or in communication (e.g., via network 912) with one or more of these. In one set of embodiments, database 914 may reside in a storage-area network (SAN) familiar to those skilled in the art. Similarly, any necessary files for performing the functions attributed to the computing devices 902, 904, 906, 908, or server computer 910 may be stored locally on the respective computer and/or remotely on database 914, as appropriate. For example the database 914 stores user profiles, procurement information, attributes associated with network entities.
In various embodiments, computer system 1000 may be used to implement any of the computing devices 902, 904, 906, 908, or server computer 910 illustrated in system environment 900 described above. As shown in
Computer system 1000 may additionally include a computer-readable storage media reader 1012, a communications subsystem 1014 (e.g., a modem, a network card (wireless or wired), an infra-red communication device, etc.), and working memory 1018, which may include RAM and ROM devices as described above. In some embodiments, computer system 1000 may also include a processing acceleration unit 1016, which can include a digital signal processor (DSP), a special-purpose processor, and/or the like.
Computer-readable storage media reader 1012 can further be connected to a computer-readable storage medium 1010, together (and, optionally, in combination with storage devices 1008) comprehensively representing remote, local, fixed, and/or removable storage devices plus storage media for temporarily and/or more permanently containing computer-readable information. Communications system 1014 may permit data to be exchanged with network 912 of
Computer system 1000 may also comprise software elements, shown as being currently located within working memory 1018, including an operating system 1020 and/or other code 1022, such as an application program (which may be a client application, Web browser, mid-tier application, RDBMS, etc.). In a particular embodiment, working memory 1018 may include executable code and associated data structures for one or more of the design-time or runtime components/services illustrated in
In one set of embodiments, the techniques described herein may be implemented as program code executable by a computer system (such as a computer system 1000) and may be stored on machine-readable media. Machine-readable media may include any appropriate media known or used in the art, including storage media and communication media, such as (but not limited to) volatile and non-volatile, removable and non-removable media implemented in any method or technology for storage and/or transmission of information such as machine-readable instructions, data structures, program modules, or other data, including RAM, ROM, EEPROM, flash memory or other memory technology, CD-ROM, digital versatile disk (DVD) or other optical storage, magnetic cassettes, magnetic tape, magnetic disk storage or other magnetic storage devices, or any other medium which can be used to store or transmit the desired information and which can be accessed by a computer.
Although specific embodiments of the present invention have been described, various modifications, alterations, alternative constructions, and equivalents are within the scope of the invention. Further, while embodiments of the present invention have been described using a particular combination of hardware and software, it should be recognized that other combinations of hardware and software are also within the scope of the present invention. The present invention may be implemented only in hardware, or only in software, or using combinations thereof.
The specification and drawings are, accordingly, to be regarded in an illustrative rather than a restrictive sense. Many variations of the invention will become apparent to those skilled in the art upon review of the disclosure. The scope of the invention should, therefore, be determined not with reference to the above description, but instead should be determined with reference to the pending claims along with their full scope or equivalents.