Order Management & Fulfillment

Manage and Control Order Processing

SCM Cloud Implementation Workshop

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 Agenda

• Overview
• Approve Orders
• Control order processing with Processing Constraints
• Control order processing with Holds

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Requirement Overview

Functional Scope Key Features Requested

• Vision has implemented a full • Vision has a large customer

suite of Oracle offerings base and allows order capture
including HCM, Financials, SCM through various channels.

•
and CX Cloud.
Vision has complex
vision • Vision has requirements to
route some orders through
requirements across process approvals.
areas and is requesting the Vision Corporation has a strong • Vision also wants to ensure that
implementation partner to help presence in US, UK and APAC order changes are controlled as
them with support needed for regions with active presence in per system rules.
successful implementation. other countries as well.
• The order processing needs to
They have a diversified portfolio be held sometimes from
of products like hardware, shipping and invoicing.
software, computers and
accessories manufactured in
house, and procured through
suppliers as well.

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 Revise and control order processing

Karen services customer Orders are created for Vision has a policy to route
Karen is a customer service orders and manages any different customers and orders above $50000
representative who creates and additional requests for items. Order totals vary through approvals
manages customer orders changes based on the products

Vision disallows changes to Post order creations there Approval rule needs to be
specific legacy orders after are frequent requests for setup to move the orders
Frank is a warehouse manager the order line getting to changes to through managerial
and he uses Inventory to approvals
optimize the flow of materials to Awaiting Shipping quantity/request dates
staging, picking, packing and
shipping

Frank the W/H manager Order holds are setup to

Processing constraints need
also requests Karen control specific orders from
to be setup to control order
sometimes to hold the getting processed at
updates
orders from getting specific tasks
Mike is the Order Administrator shipped
at Vision and performs tasks
related to configurations and
rule setups to aid the business
needs

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Order to Cash Process – Pick from Stock Flow

Upstream Order Capture Downstream Fulfillment/

(CPQ, EBS, Web, EDI etc.) Billing Systems

Submit/Book Fulfill & Bill

Capture Order
Order Order
Assign
Orch.
Validation, Defaulting, Process Schedule
Enter Order Header
Pricing

Approvals, Constraints, Reserve

Add/configure Items
Holds
Pick
Check Availability Extensions
Ship
Credit Check/
Price Order Create Invoice
GTM Check

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 Agenda

• Overview
• Approve Orders
• Control order processing with Processing Constraints
• Control order processing with Holds

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Approvals in Order Management

Allows users to configure approval rules and Approvals Process Flow

send orders for approvals when order meets the
approval rule conditions.
Submit Approvals No Continue order
Order enabled? processing

Business Scenarios Yes

Orders from a specific source system need to be
routed for approval
Route order for
Orders above a total value of $50,000 USD need to approval based on
be routed for approval Approval Rule
Orders containing Manual Discounts of more than
15% of the order total need to be routed for
approval
Rejected Approved
Revert to Is order
Draft approved?

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Approvals – Technical Architecture
User Worklist &
Notifications

Oracle Fusion Order Management Approvals Management

Updates
Extensions (AMX)

Assign,
Yes Yes Invoke
Approval Monitor &
Create Invoke Validation Human
Validation Complete
Order Submit Success Required Task
Approval
Flow
No Flow
No

Present
Messages Complete
Order
Submission

Act on the
Messages

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Approval Management Considerations

Do you need approvals?

• Setup approval usage in Order Management Parameter “Start Approval
Process for Sales Orders” for All source systems or a specific source
1 system.

Do you need to edit task configuration setups?

2 • Control the approval human task features like Deadlines, Notification
controls and other configurations if needed.
• Create Approval Groups if intended to be used in the rules.

3 Manage Order Approval Rules

• Create, manage and publish Approval rules using the Visual Editor.
• Define conditions that determine when an order needs to be approved.
• Specify actions that drive the approval assignment based on conditions.

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Approval Routing

Assign to Assign to Job Assign to Assign to Auto Approve/

Assign to Group
Supervisor Level Position Individual Auto Reject

Casey Brown Casey Brown Software Approval Automatically

Order Manager Thomas Mack
(Director) (Director – JL 3) Group approve or reject the
(Sales Manager) order
1. Thomas Mack
Pat Stock Jack Order Entry (Sales)
(Manager) (Sr. Manager – JL 2) Supervisor
2. Tracey Allen
(Finance)
Mary Walton Pat Stock
(Assistant) (Manager – JL 2) Order Entry Specialist

Mary Walton
(Assistant – JL 1)

Task » Manage Users Task » Manage Jobs , Task » Manage Jobs , Task » Manage Users Task » Manage
Employee » Manager Assign Job level Assign Job level Approval groups
Relationship Task » Manage Users Task » Manage (Only Static Approval
Employee » Manager Positions » Associate Groups supported)
Relationship Job
Assign Jobs to Task » Manage
Employees Position Trees

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Approval Actions

Action Description
Completes the approval activity and progresses the order. Order status changes to Processing
Approve
from Approval Pending.
Reject Changes the order status to Draft from Approval Pending.
Request Send the request back to the requester or anyone else with a comment asking for additional
Information information. Requester gets a notification to which he can respond back.
Reassign Assign or delegate to someone else, a group or role.
Create Subtask Create additional approval request to get responses from more approvers.
Escalate Escalate to higher authority.
Suspend Pause the approval process until any action is done.
Requester can withdraw to revert the order status draft. Approver gets a withdrawal
Withdraw
notification
Save Save the request with changes done.

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Order Approval – Demo Use Case

The order entry The total order value

specialist Karen exceeds 50000 $. This
creates an order for a initiates an approval
customer using the process
Order UI

The approval request is

routed through the
approval workflow until all
the supervisors approve

Note:
Use the Primary Flag in conjunction with the Order Total parameter to
ensure that a single approval task is triggered for the order.

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Implementation Best Practices
Tips - Functionality
Setups and tasks
• Order approval always works at the order header level, even
• Manage Order Management Parameters > Start approval
process for sales orders
though you may use the available line level attributes to
• Manage Order Approval Rules Task define approval rules
• Manage Approval Groups • Currently, it is supported only as part of the Submission
• Manage Task Configurations for Supply Chain Management process
• There are no seeded approval rules
• Approvals based on specific attribute value changes or
based on comparisons of 2 order versions is not supported
Tips - Migration currently
• Approvals by group –will support sequential notification and
• Migration of Approval rules from one instance to another approval
instance on the same Fusion application release is possible • Approval task can be reassigned to another user
• The approval rules from the source instance will completely • Approval task can be actioned upon by creation of another
replace all the rules of the selected rule dictionary in the
target instance
approval sub-task
• Even rules defined in target instance alone will get removed if • Adding users to notifications –these should be Fusion
the same rules do not exist in the source instance Application users
• The migration of approval rules will not be done if even one • Attachments section in the Task form is meant for the
rule within the rule dictionary has an error during migration Approver
• Migration will only migrate the IF condition of the rules and • The approver can attach a document while performing the
not the rule assignment Approve/Reject action

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 Agenda

• Overview
• Approve Orders
• Control order processing with Processing Constraints
• Control order processing with Holds

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Processing Constraints

A processing constraint is a rule that controls

who can change a sales order, what can change
in the sales order, and when the change can
occur.
• Allow the change: Accept the change and
accommodate the change
• Disallow the change: Display an error message that
change is not allowed

Business Scenarios
Disallow changes to order lines after Pick Release

Do not allow orders with missing attributes to be

booked
Do not allow changes to the order based on
specific user roles

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Processing Constraint Components
Key components include Record Sets, Validation Rule Sets and Constraint Entities

Attribute that the user User role that isn’t

wants to change allowed to make
the change

Circumstances under which

to prohibit the change Message that appears when a user
submits a change order after the
fulfilment line was already shipped

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Component Definitions

Entity Description
Record Set A group of records that are bound by some common attribute values for the purpose of constraint
evaluation. Record sets define the data collected to test the conditions provided by the validation
rule set
Validation Rule Set A validation rule set names a condition and defines how to validate that condition for a processing
constraint. Rule sets provide the conditions that are checked at runtime to identify whether the
constraint should be applied.
Constraint Entity A business object that a processing constraint is applied to. For example, you might want to
prohibit changes to fulfillment lines when their associated orchestration processes reach a certain
step.
Processing Constraint The process constraint ties these entities together to enforce the business rule.
• Role: The user role that is prohibited from making a change. For example, you might want to
prohibit order managers from making changes when the orchestration process proceeds
beyond a certain step.
• Operation: The action that is prohibited. Options: create, update, cancel, split, delete, submit,
validate.
• Condition: The test that must be passed for a constraint to be applied. For example, you can
create a condition that a constraint be applied if an order is booked.

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Constraint Entities
Business object that a processing constraint is applied to. Order Management provides two kinds of
constraint entities: View Entities and Process Task Entities.

View Entity Process Task Entity

• Order header, order line, and fulfillment lines that • Is based on a combination of orchestration
contain a group of related attributes that correspond process, task, and service
to a table. • Prohibits actions, such as the update of
• Predefined view entities are provided. You can’t attributes or deletion of table entities, at some
create new view entities. point in an orchestration process
• Validates required attributes for fulfillment
• Additional attributes, such as flexfields, can be requests, such as Create Shipment request,
enabled within an existing view entity. Update Shipment request, and Create
Reservation request
Constraint
Entities

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Processing Constraints – Use Cases
1
Reject a
change when
order is in
shipping Request for change on Constraint evaluation to Order update
an order which is picked disallow change constrained

2
Reject sales
order that
does not
include ship to
Place an order without a Constraint evaluation Order submission
contact
ship to contact selected based on criteria disallowed

Validate to 3
ensure a
shipping
instruction is
provided for a Create an Order with a Constraint evaluation to
Shipment task ends in
custom orch custom orch process check if shipping inst is
error if shipping inst is
shipment step assigned for external provided at the
missing
shipment shipment step

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Processing Constraints – Demo Use Case
4

Reject quantity
change for a Demo
legacy order
Revise an order with Constraint evaluation Order submission
quantity change based on criteria disallowed

Agenda for discussion / demo

 Create a record Set

Karen manages the Vision has a rule that  Create a validation rule set
channel orders for any orders from legacy  Create a processing constraint
Vision. Karen gets a system should not be
request to modify the
quantity of a legacy
edited for quantity  Create a sales order and check the constraint
changes
order

Karen tries to modify Appropriate constraint

the order, but is not messages are
able to complete the displayed informing
edits the reason

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Processing Constraint - Use case working
Use Case: Disallow quantity update on any order lines that are in Awaiting shipping status for Customer - Stark
Industries

Fulfillment Lines That Belong to 2. Validation Line status is Awaiting Shipping

1. Record Set Same Header Rule Set AND Customer is Stark Industries

Order 999 – Customer Item Status Rule 1 Customer = Stark Industries

Stark Industries
Fulfillment Line 1 Laptop Qty 1 Closed Rule 2 Line status = Awaiting Shipping

Fulfillment Line 2 Headset Qty 1 Awaiting Shipping

Constraint Entity Conditions:

3. Constraints
Entity Fulfillment Line Group # Record Set Rule Scope (Any/ All)

Operation Update 10 Header default record set Rule 1 Any

Disallow quantity
update on lines that Attribute to be Quantity 10 Fulfillment lines that Rule 2 Any
belong to same header
are awaiting constrained
shipping for Stark
Industries Optionally tag applicable roles

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Implementation Considerations

Setups
• Manage Processing Constraints
• Manage Constraint Entities

Tips
• If you set up a constraint that doesn't include a condition, then the
constraint is always true
• You can't modify or delete a predefined validation rule set, but you can
create a new one
• You can apply a processing constraint when the condition is true or isn't
true
• You can't enter a value that contains ~ (a tilde) when you define a
validation rule set because Order Management uses the tilde as a delimiter
when it evaluates the constraint rule at run time. You might also encounter
this problem at run time with some order attributes. For example, a
shipping instruction might contain a tilde.

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 Agenda

• Overview
• Approve Orders
• Control order processing with Processing Constraints
• Control order processing with Holds

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Holds

Holds can be used to temporarily stop an Business Scenarios

orchestration process from processing an order
Customer has called the customer service desk and informed
line or fulfillment line. them to delay the shipment due to his unavailability to
receive the order
Define role-based use of holds: Warehouse manager has noticed a product issue and wants
to hold off dispatch
• Determine which users can apply and release
holds. The customer has asked for revision of the sales order placed
in the morning, so the order entry analyst wants to ensure
• Authorize only certain user roles to apply and the order is not picked
release specific types of holds

Holds are applicable for all types of items like

Standard Items, PTO Models, Kits etc.

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Types of Holds

Hold Type Description

Hold that Order Management automatically applies and releases. For example:
• Hold for Change Request: Order Management applies this hold when the user
revises a sales order so no other user or process can modify the sales order during
System Hold the revision.
• Credit Check Hold: Order Management applies this hold when the customer exceeds
their credit limit so that the orchestration process does not proceed to ship step.
Hold that you apply on a specific task type and service, such as the Create Billing Lines
Service Hold service of the Invoice task type. You specify the service when you create the hold code.
Hold that you apply on any step of an orchestration process. It doesn't apply a hold for a
Generic Hold specific task. You enable Hold All Services when you create the hold code.

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How Holds Behave

Automatically Apply Hold Propagate Hold Display Active Hold

Order Management automatically applies Order Management transforms a hold An active hold is a current hold on an
a hold if a change in the OM work area that it receives from a source system or a orchestration process.
requires it to compensate the fulfillment system. The hold becomes • The Hold Source System attribute
orchestration process. part of the sales order. displays the location of where the hold
• Order Management automatically • If a source order includes a hold, then was applied.
releases the hold after it finishes Order Management includes it on the • If a fulfillment line includes a hold, and
compensation. fulfillment lines that it maps to the if the orchestration process that the
• An orchestration process can sales order. fulfillment line references hasn't
automatically apply a hold only when • If a fulfillment line includes a hold, and reached the step that includes the
a hold request already exists in Order if Order Management splits the hold, then Order Management might
Management, in the source system, or fulfillment line, then it includes the continue to run the process until it
in the fulfillment system. hold on each new fulfillment line that reaches the step that includes the
it creates to do the split. hold.
• If Order Management applies a hold to • If a fulfillment line includes a hold that
one or more lines in a shipment set, Order Management hasn't released,
then it applies the hold on the entire then Order Management displays it as
shipment set. an active hold even if the line doesn't
include an active hold.

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Releasing Holds

Can I Release it on the Create Can I Release it in the Can I Release it through Web
If I Apply Hold Here
Order or Revise Order Page? Fulfillment View? Service?
Yes,
Create Order or Revise Order
but only if you applied the hold
Page in Order Management Yes Yes
on the order header or order
Work Area
line.

Yes,
Yes,
but only if you applied the hold
Fulfillment View Yes but only if you applied the hold
on the order header or
on the order header.
fulfillment line.

Yes,
Web Service but only if you applied the hold Yes Yes
on the order header.

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Manage Holds – Demo Use Case
1
Hold an order
at shipping Demo
task
Receive a customer request Apply the hold Order shipment is held
to delay shipment for an manually until release
existing order

Agenda for discussion / demo

 Apply and release holds on order headers or

order lines
Karen manages the The customer requests
channel orders for  Apply holds from User Interface, Webservice,
to delay the shipment
Vision. Karen has as he would not be at
Fulfillment view
already entered a his location for next 2  Apply holds at any point during order processing
customer order and gets
weeks on different tasks
a follow up call  Hold types
 Manage hold codes
 Hold reason code
Karen ensures the The order is stopped
order is put on a from further progress
shipping hold

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Implementation Considerations
Setups

• Manage Hold Codes

• Manage Reason Codes – Lookup code
DOO_HLD_RELEASE_REASON
• Holds can be migrated from instance to another instance

Tips

• Holds applied to the header are cascaded to lines automatically

• Users can apply holds from UI, Webservice, Fulfillment view
• Hold codes are set enabled, so BU level segregation can be controlled
• Holds can be applied at any time, like an invoicing hold can be applied after order submission. The order goes on hold when
invoicing task is reached
• Holds applied on pause task will not have any effect
• Multiple holds can be applied on sales orders
• User can apply/release hold across multiple sales orders
• Hold Running Task (HRT) is a flag used to forcefully pause processing of an order/line at a particular task, by sending the hold
request to the fulfillment system currently processing the task
• Currently if an order needs to be created with a hold applied, it must be done on a draft order

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