PO Return/Cancellation Issue - Primary quantity XX exceeds available subinventory quantity YY

Issue and Resolution Document for PO Returns and Cancellation Issue

1. Issue:

Buyers are created the Purchase Orders with wrong items and they have submitted for Approval process. Then the PO have been Approved and Fully Received. The fully received items are consumed by the warehouse.

Now, if they try to perform the Return or Cancel actions for those problematic PO Lines, system is not allowing to do that.

2. Root Cause:

• Those lines are fully received. So, system will not allow to Cancel the fully received lines.
• There were no On Hand Quantity in that sub-inventory and more over, many records got stuck in "Transaction Status Summary" form. So, system will not allow to do the Returns.
• One more thing, PO Order Quantity is less than the PO Due Quantity.

3. Errors:

Error Message During Cancellation:

Error: Shipment #1 You cannot finally close this & LINE_LOCATION_TYPE because unprocessed receiving transactions exist.

Error: Line #5 Shipment #1 You cannot cancel a fully received purchase order. (Quantity ordered is 2. Quantity received is 2.)

Error Screenshot:

Error Message During Returns - Core Purchasing using Returns Form:

APP-PO-14888: Primary quantity 1 exceeds available subinventory quantity 0

Cause: The transaction quantity 1 in primary unit of measure exceeds t he available quantity 0 in the subinventory.

Action: Enter a smaller quantity.

Error Screenshot:

Error Message During Returns - iProcurement Form:

Your receipt could not be created successfully due to an unexpected error. Please contact your system administrator with the following information for further assistance.

"rvtptcontrol failed RVTII-060: Subroutine INV_TXN_MANAGER_PUB.process_Transactions() returned error Cause: Subroutine INV_TXN_MANAGER_PUB.process_Transactions() returned an internal error. Action: Note RVTVT-065: Subroutine afdname() returned error Cause: Subroutine afdname() returned an internal error. Action: Note this error number and the actions you are trying to perform. Conta NEGATIVE BALANCES NOT ALLOWED Cannot read value for profile option INV_DEBUG_TRACE in routine &ROUTINE."

Error Screenshot:

4. Transaction Status Summary:

Navigation: Receiving > Transaction Status Summary

Query the PO and the problematic lines

Many of the transactions got stuck in "Transaction Status Summary" form for this PO.

5. PO Shipments - Purchase Order Summary:

Query the PO Shipments in Purchase Order Summary form

Ordered Quantity = 2 Quantity Due = 3 Quantity Received = 2

Ordered Quantity < Quantity Due

6. Solution:

Step 1: Delete all the stuck records in "Transaction Status Summary" form and Save.

Step 2: Once you clear the records in "Transaction Status Summary" form, query the PO Shipments in Purchase Order Summary form for that PO and check the "Quantity" and "Quantity Due".

Now, the Quantity and Quantity Due becomes equal.

Step 3: Increase the On Hand Quantity for those problematic Items (Cycle Counting Process). Make sure the OHQ should be equals to quantity returns.

Step 4: Once you have the On Hand Quantity for those items, perform "Returns"

Now, system is allowing to do the "Returns" without any issues.

Step 5: After Returns, Cancel the PO Lines

Now, system is allowing to Cancel the problematic PO Line without any issues.

Cancel the other problematic PO lines also.

All three problematic PO lines have been successfully cancelled.

How to Process the Stuck Purchase Orders with an Pending "Respond to Changes" Action

Issue:

Requisitions are created using either from the Core Purchasing or Internet Procurement responsibilities. Then the requisitions will be converted into Purchase Orders using either Buyers Work Centre form or Autocreate form and will be submitted for Approval. During the PO Approval process, if the Requestor requested any changes in the Requisition through iProcurement then the related PO workflow will be removed. So, the Purchase Order will get stuck in the system with "In Process" status.

We can not approve the Purchase Order using the normal approval process. The workflow and it's notifications will be removed against that PO because of the change request in the requisitions.

In this case, first the Buyer should respond to that change request.

1. Use the following query to determine if there is a Change Request against the Purchase Order: Note: The query will prompt for the PO Number and the Org ID select ref_po_num PO_Num, ref_po_header_id po_head_id, document_num Req_Num, change_request_id CR_Id, change_request_group_id CR_Grp_ID, last_update_date, document_line_number Doc_Line_Num, action_type, request_reason, request_status status from po_change_requests where ref_po_header_id = (select po_header_id from po_headers_all where segment1 = '&PO_NUMBER' and org_id = '&ORG_ID' ) and document_type = 'REQ' order by last_update_date 2. If an open Change Request is tied to the PO then the Change must be either accepted or rejected by the Buyer. Normally the Buyer will have a Notification in their Worklist to either accept or reject the changes. Note: If either the Buyer's Worklist is not able to be reached or the needed notification is not present, the following steps can then be taken to process the outstanding change:  Steps to Respond to the Changes: Get into Purchasing Responsibility Navigation: Purchase Orders > Purchase Order Summary Query the PO by entering the PO Number and click "Find" PO Summary form will get open with that desired PO Go to Tools > Respond to Changes Take the desired Actions (Accept / Reject) against the Change Request in that PO Enter the Reason and click "Submit" Will get a confirmation like below; Requery the Purchase Order and check the PO Status. 3. If after responding to the changes, the PO still remains in In Process status, then engage Oracle Support iProcurement Product Group 398 to obtain a datafix to reject the Change Request and return the PO back to Approved status. Request the datafix from Bug 5620465 be reviewed to determine if it will be applicable.