P2P Workflow in Oracle Fusion ERP (Goods, Services & Capex)

SR. No.

Role Name

 Module

 Role Code

 Key Responsibilities

1

Requisitioning (PR Creation)

 Self Service Procurement

ORA_PRC_BUYER_REQUESTER_JOB`

· Create PRs for goods, mention item code, quantity, and delivery location.

2

PR Approval

 Procurement

ORA_PRC_REQUISITION_APPROVER_JOB`

· Approve PRs based on stock needs, budget, and consumption trends.

3

RFQs to PO Creation and Approval

 Procurement (Purchasing)

ORA_PRC_BUYER_JOB`

· Float RFQs, compare supplier quotes, create POs for goods, release POs.

4

Goods Receipt (GRN)

 Inventory

ORA_RCV_RECEIVING_AGENT_JOB`

· Perform GRN on receipt of goods, inspect, report damages or shortages

5

Inventory Management

 Inventory

ORA_INV_INVENTORY_MANAGER_JOB`

· Oversee stock levels, receipts, internal movement, stock adjustments etc.

6

Invoice Matching and Validation

 Payables

ORA_AP_ACCOUNTS_PAYABLES_SPECIALIST_JOB`

· Validate invoice based on PO and GRN (3-way matching).

7

AP Supervision

 Payables

ORA_AP_SUPERVISOR_JOB`

·  Supervise invoice/payment processing and reporting.

8

Payment Processing

 Payables / Cash Management

ORA_CE_PAYMENT_SPECIALIST_JOB`

·  Release supplier payments as per payment terms.

9

Financial Accounting Oversight

 General Ledger

ORA_GL_GENERAL_ACCOUNTANT_JOB`

· Ensure inventory accounting and proper sub ledger entries.

SR. No.

 Role Name 

 Module  

 Role Code

 Key Responsibilities  

1

Capex PR Creation

 Self Service Procurement   

ORA_PRC_BUYER_REQUESTER_JOB`

·  Raise PR for capital items linked to approved Capex budget.

2

Capex PR Approval

 Procurement  

ORA_PRC_REQUISITION_APPROVER_JOB

·  Approve Capex PRs based on budget allocation, business justification.

3

RFQ & Capex PO Creation

 Procurement (Purchasing)

ORA_PRC_BUYER_JOB

·  Issue RFQ, evaluate technical & commercial offers, create PO for Capex items.

4

Asset Receipt & Verification

 Inventory

ORA_RCV_RECEIVING_AGENT_JOB

·  Receive and inspect capital goods, coordinate with engineering or project teams.

5

Asset Capitalization Input

 Fixed Assets 

ORA_FA_ASSET_ACCOUNTANT_JOB`

·  Create asset lines for capital items, link to FA module for depreciation run.

6

Invoice Validation (Capex)

 Payables 

ORA_AP_ACCOUNTS_PAYABLES_SPECIALIST_JOB`

·  Validate invoice (linked to asset PR and PO), ensure correct asset classification

7

Capex Payment Processing

 Payables / Cash Management

ORA_CE_PAYMENT_SPECIALIST_JOB

·  Release supplier payments as per payment terms.

8

Capex Budget & Accounting

General Ledger

ORA_GL_GENERAL_ACCOUNTANT_JOB

·  Monitor Capex booking, capitalization, budget compliance

SR. No.

 Role Name        

 Module                 

 Role Code

 Key Responsibilities             

1

 Service PR Creation

 Self Service Procurement  

ORA_PRC_BUYER_REQUESTER_JOB

· Create PR for services, define service lines and terms.

2

 Service PR Approval

 Procurement 

ORA_PRC_REQUISITION_APPROVER_JOB

· Approve service PRs based on budget and scope.

3

 RFQ and PO for Services

 Procurement (Purchasing)

ORA_PRC_BUYER_JOB

·  Issue RFQs, evaluate service bids, create Service POs, negotiate terms and approve POs.

4

 Service Confirmation / Receipt

 Receiving / Inventory 

ORA_RCV_RECEIVING_AGENT_JOB

· Acknowledge service completion

5

 Invoice Validation (Services)

 Payables

ORA_AP_ACCOUNTS_PAYABLES_SPECIALIST_JOB`

· Match service invoices to PR/PO, validate, and post accounting entries

6

 AP Supervision

 Payables

ORA_AP_SUPERVISOR_JOB

·  Supervise end-to-end service invoice processing and ensure timely payment

7

 Payment Processing

Payables / Cash Management

ORA_CE_PAYMENT_SPECIALIST_JOB`

· Process payments to service providers as per due dates and terms.

8

Financial Accounting Oversight

General Ledger  

ORA_GL_GENERAL_ACCOUNTANT_JOB`

·  Review accounting entries related to service procurement and proper sub ledger entries.

Step

 Process Step 

 Initiated / Approved By  

 Applicable to 

 Key Activities / Notes     

 1    

 Requisition Creation (PR)

 User Department (Production / Maintenance / Admin etc.)

 Goods, Services, Capex

· PR created via Oracle Self-Service Procurement.

·  Select category: Raw Material, Consumable, Service, Capex etc.

· Enter item details such as quantity, UOM, cost center, justification etc. 

 2    

Requisition Approval                 

 Department Head, Plant Head (via Workflow)  

 All

· Auto-routed for approval as per approval hierarchy.

 3    

 RFQ & Vendor Selection               

 Supply Chain / Procurement                                    

 Goods, Services, Capex 

· Float RFQ to approved vendors.

· Compare quotes by price, delivery, quality, terms etc.

· Finalize vendor based on evaluation criteria.   

 4    

 PO Creation                          

 Procurement Team (SCM Dept.)

 All  

· PO created against approved PR & vendor.

· Define PO Types:

i. Standard PO: Goods/Capex (one-time).

ii. Blanket PO: Repetitive Goods (like diesel, explosives etc.)

iii. Service PO for AMC, contract services, Security Services etc.

· Include fields like : Vendor Name, Payment Terms, Tax Category (GST/IGST),Freight Terms, PO Line, Price, UOM, Delivery Schedule, Linked to Inventory Org / Sub-inventory etc.

 5    

 PO Approval & Vendor Communication   

 As per DOP Workflow

 All                                   

· PO auto-routed to approving authorities in line with DOP.

· Once approved, PO is sent to the vendor for acknowledgement.

 6    

Goods Receipt / Service Confirmation

 Stores OR End-User Department                                  

 For Goods: Stores Dept.

For Services: User Dept.

· Goods: Perform GRN in Oracle with quantity, batch, lot, quality parameters etc.

· Services: Submit Work Completion Certificate + Measurement Sheet                                           

 7    

 Invoice Matching & Validation

 Accounts Payable Team

 All

· Perform: 3-Way Matching: Invoice vs. PO vs. GRN.

· Perform: 4-Way Matching (For high-value or capital item): Invoice vs. PO vs. GRN. Vs. Inspection (as per drawing)

· Validate for GST applicability, TDS applicability, and Duplicate invoice checks etc.

· Hold/Release mechanism for mismatches.

 8    

Payment Processing                   

 Finance Team / Payment Scheduler

 All

· On receipt of a valid invoice, the Payment Scheduler initiates the payment process by obtaining necessary approvals and generating the Payment Advice to the vendor.

 9    

Financial Accounting Oversight 

 Finance /GL Team                                             

 All

· Review sub ledger entries for each transaction.

· Ensure proper classification of expense or asset.

· Month-end & year-end closing.

 10   

 Asset Capitalization (for Capex)

 Finance / Fixed Asset Team 

 Capex Only

·  Transfer capital items to Fixed Assets module.

·  Tag Asset Category, Location, Asset Life and Start depreciation.