PO Cancelled Purchase Orders

Description:

Application: Purchasing Source: Cancelled Purchase Orders Report (XML) Short Name: POXPOCAN_XML DB package: PO_POXPOCAN_XMLP_PKG

Parameters

Show Order Lines, Operating Unit, Vendor From, Vendor To, Buyer Name, Cancelled Date From, Cancelled Date To, Creation Date From, Creation Date To

Used tables

po_headers_all, po_action_history, po_vendors, ap_supplier_sites_all, fnd_user, per_all_people_f, po_system_parameters_all, mo_glob_org_access_tmp, fnd_lookup_values_vl, financials_system_params_all, po_lines_all, po_line_locations_all, mtl_categories_kfv, mtl_system_items_vl, po_releases_all

Dependencies

If you would like to try one of these Oracle EBS SQLs without having Blitz Report installed, note that some of the reports require functions from utility package xxen_util.

Example Report

PO Cancelled Purchase Orders 03-Mar-2023 034355.xlsx

Report SQL

www.enginatics.com/reports/po-cancelled-purchase-orders/

Blitz Report™ import options

PO_Cancelled_Purchase_Orders.xml

PO Cancelled Purchase Orders - Case Study

Executive Summary

The PO Cancelled Purchase Orders report provides Procurement Managers and Financial Controllers with critical visibility into cancelled spending commitments. By aggregating data on cancelled headers and lines, this report helps organizations analyze patterns in order cancellations, manage supplier relationships, and ensure that financial liabilities are properly de-obligated in the system.

Business Challenge

Cancelled orders, if not monitored, can lead to several business issues:

Lost Visibility: Understanding why orders are cancelled is key to improving demand planning.
Supplier Performance: Frequent cancellations by a supplier (or due to supplier issues) can indicate reliability problems.
Financial Liability: Ensuring that cancelled POs are fully closed and funds are unencumbered (in encumbrance accounting environments) is vital for accurate budget reporting.
Audit Trails: Auditors often look for cancelled large-value orders to ensure proper authorization and process adherence.

The Solution

The PO Cancelled Purchase Orders report offers a clear “Operational View” of the cancellation history.

Key Features:

Granular Detail: Can report at both the PO Header level (entire order cancelled) and the Line level (partial cancellation).
Audit Data: Includes details on who cancelled the order and when, providing a robust audit trail.
Supplier Focus: Allows filtering by specific vendors to analyze cancellation trends per supplier.
Buyer Analysis: Enables performance review by grouping cancellations by the buyer responsible.

Technical Architecture

The report queries the Purchasing tables, focusing on status flags and action history.

Primary Tables:

PO_HEADERS_ALL: The main table for Purchase Order documents. Contains the CANCEL_FLAG and CANCEL_DATE.
PO_LINES_ALL: Contains line-level details. Also has CANCEL_FLAG for individual line cancellations.
PO_VENDORS (AP_SUPPLIERS): Provides supplier names and details.
PO_ACTION_HISTORY: Used to trace the specific actions taken on the document, identifying the user who performed the cancellation.

Logical Relationships: The report filters PO_HEADERS_ALL (and optionally PO_LINES_ALL) where the CANCEL_FLAG is set to ‘Y’. It joins to PO_VENDORS to retrieve supplier names and PER_ALL_PEOPLE_F to identify the buyer.

Parameters & Filtering

Key parameters allow for targeted analysis:

Operating Unit: Restricts data to a specific business entity.
Show Order Lines: A toggle to determine if the report should list every cancelled line or just cancelled headers.
Vendor From/To: Filters for a specific supplier or range of suppliers.
Cancelled Date From/To: The most critical filter, allowing users to see cancellations within a specific reporting period (e.g., last month).
Buyer Name: Filters by the purchasing agent.

Performance & Optimization

Date-Based Indexing: The report is designed to filter efficiently on CANCEL_DATE or CREATION_DATE, which are typically indexed columns, ensuring fast retrieval even with large historical datasets.
Selective Joins: The join to PO_LINES_ALL is conditional or optimized to only occur when line-level detail is requested, reducing processing overhead for header-level summaries.

Frequently Asked Questions

Q: Does this report include orders that were “Finally Closed”? A: “Finally Closed” and “Cancelled” are distinct statuses in Oracle EBS. This report specifically targets orders where the Cancel action was performed. Finally Closed orders are typically handled by the “PO Final Close” process.

Q: Can I see who cancelled the order? A: Yes, by linking to the PO_ACTION_HISTORY or checking the LAST_UPDATED_BY fields on the cancellation action, the report can identify the user responsible.

Q: Does it show the value of the cancelled funds? A: Yes, the report typically calculates the cancelled amount based on the quantity cancelled and the unit price, helping Finance understand the value of de-obligated funds.

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