How to Setup and Verify Audit Changes to Orders using Audit History

Setup Steps

The following example illustrates how to audit when a change is made to the Payment Terms of an order that is booked with a reason as to why it was changed. The steps to initiate Audit History are:

1. Turn Audit History on at the site level.

     a) Navigation: Order Management Super User > Setup > System Parameters > Values
     b) Change "Audit Trail" from Disable.

There are two choices:

Enable When Order is Entered: This will initiate auditing when a change is made to a specified field after the order has been Saved.
Enable When Order is Booked: This will initiate auditing when a change is made to a specified field after the order has been Booked.

2.  Identify a specified field when changed that will be audited.      

     a) Navigation: Order Management Super User > Setup > Rules > Security > Processing Constraints
     b) Setup Processing Constraints for Order header or Line attribute for UPDATE or CANCEL operation that requires
          1) Required Reason and History - a reason window will always appear and a reason with optional comments must be entered. History will be captured.
          2) Require History - a reason window will not appear when making a change and history will be captured. There is always the flexibility of entering a reason by navigating to Tools > Change Reason.
          3) Require Reason, History and Raise Integration Events
     c) Position your cursor on the field to be audited in the constraints block and click the plus icon in the toolbar. This will add a new row where information can be entered.
     d) You can then change to the Conditions tab in the form and select: Scope, Order Validation template.
     e) Next navigate to the applicable tab. The audit can be associated with a specific responsibility.  "All Responsibilities" can be selected.

3. Run Generate Constraints Validation Packages

     a) Navigation: Order Management Super User > Setup > Rules > Security > Generate Constraints Validation Packages

4. Now test the Audit Trail defined. 

     a) Enter Sales Order header and Line Information and Save as usual.
     b) After you saved the Sales Order, try to change the value of the field on which Processing Constraints.

5. In order to obtain data in the Audit History Report it is necessary to run on a regularly scheduled basis a consolidation program that will extract the audit information and add it to a history file.

     a) Navigation: Order Management Super User > Reports,Request > Run Requests > Select Audit History Consolidator (OEXAUGEN).
     b) Data can be extracted based on History Date From and To, Order Number From and To, or Changes in last N days.
     c) Enter 1 in the Changes in last N days.
     d) To view the data either an audit report. Navigation: Order Management Super User > Reports,Requests > Reports > Select Audit History.
     e) Report can be created based upon History Date From and To, Order Number From and To, Entity Name, Attribute, User, and Responsibility.

6. To view history online, Navigation: Order Management Super User > Orders, Returns > View Audit History and select the data you want to view.

How to track Comments field In Sales Order Form > Line tab

Comments and Reason fields on the Lines are never stored in OE_ORDER_LINES_ALL table. They are used by Processing Constraints (Auditing) frame work to store the reason/comments for each change being done by users.  Hence when ever a Line is saved, these fields are always cleared and made as blank, to again capture the reason/comments for any new changes.  This is intended behavior. Users will have to use DFF to store their comments.

You can see Comment field via View Audit History form:
Run: Audit History Consolidator
Order Management Responsibility:
Orders, Returns -> View Audit History
Query on Order Number: 
Go to Lines Tab
Put Cursor on each line..
You can see , bottom of the form,
Reason : Item Description: Comments:...

How to Verify Audit History changes:

Check the data in attribute change in Tables

When OM system parameter: Audit Trial is enabled and proper processing constraints are defined for the auditable attributes, the relevant history tables are populated with the history data.
         OE_ORDER_HEADER_HISTORY - Table that stores history of attribute change for Order Headers
         OE_ORDER_LINES_HISTORY  - Table that stores history of attribute change for Order Lines
         OE_PRICE_ADJS_HISTORY   - Table that stores history of attribute changes of Entity Price.
         OE_SALES_CREDIT_HISTORY - Table which stores history of attribute changes of Entity Sales Credits

     For example: If the processing constraint is setup for the
         Application: Order Management.
         Entity: Order Line and
        Attribute: Sales Person

     Select  *  from OE_ORDER_LINES_HISTORY 
     Where header_id = &Enter Order header for  which the changes were made.
     and line_id = &Enter line_id of the Order on which changes were made.

Similarly if the processing constraint was set up for the attributes on the ‘Order header’  or ‘Price adjustments’ window or ‘Sales Credits’ entity, the data for the attribute change can be checked in tables
         OE_ORDER_HEADER_HISTORY - Table that stores history of attribute change for Order Headers
         OE_PRICE_ADJS_HISTORY - Table that stores history of attribute changes of Entity Price.
         OE_SALES_CREDIT_HISTORY - Table which stores history of attribute changes of Entity Sales Credits

Check the data in Audit Attribute History Tables

Check the data OE_AUDIT_ATTR_HISTORY - Table which holds the consolidated history data in a format needed for viewing and reporting history. This table is populated with the history data by Audit History Consolidator concurrent program.

Select * from OE_AUDIT_ATTR_HISTORY  
Where ORDER_NUMBER = &Enter Order number for which the history data is consolidated

Investigating issues with Audit History

Important: In the case the Audit History is not captured even though Require History constraint is defined, check
a) If there is a versioning constraint for the same operation. Versioning takes precedence and version is captured instead of the audit record.
          Example: You have processing constraints defined for:
              • Update of Salesperson with action Require History
              • Update of Salesperson with action Generate Version
            The versioning will take precedence.

b) Check processing constraint is setup for the 'All responsibilities' or the Responsibility used for making the changes the is listed in 'Constrained Responsibilities'
     Navigation: Navigation: Order Management Super User > Setup > Rules > Security > Processing Constraints
     Check under ‘Applicable To’ tab

Return to Vendor in Oracle apps R12

Following description will take you to the RETURN TO VENDOR transaction, which is in synchronization with Purchasing, Inventory and Payable modules. It has all the required information in order to practice this cycle in EBS R12.

Return to Vendor

RTV is used for to return the items to supplier. If buyer had made PO for certain items and after receiving at inspection section buyer found that some of the ordered items are defective, then returning of those items is transacted by RTV.

Let’s start from beginning

Create purchase requisition. Go to Purchasing responsibility > Requisitions > Requisitions

Click on Approve  and it goes for approval.

To create PO, go to Auto create and enter the requisition number.

And then click on Automatic

Enter supplier name and site and then click on create.

Then the PO form will be open and after checking all the information on PO form approve it. So status of PO will be approved.

Now as per simple P2P process we have to make receipt of ordered item .

Go to purchasing > Receiving > Receipts

Enter the PO number and click on Find

Then check the flags for lines in receipt form and save it so receipt number will be generated.

Now go for receiving transactions and again enter PO number or receipt number. Then check the flags at lines and save it so those items would be received and added to on hand quantity in inventory.

Now all three items has been received, then buyer found that 40 quantity of win01 are defective and buyer wants to return it. For that,

Go to Purchasing > Receiving > Returns

Enter PO number and click on Find button.

Clicking on find button, following window will be opened. In that we can return items which we have ordered in desired quantity.

Here we want to return win01 items in 40 quantities so we will check line of win01 and enter 40 numbers of quantity. Then save it.

Here we had completed part of purchasing module and now we have to create AP invoice for win01 (60 quantity), win02 (200 quantity), win03 (300 quantity) and credit memo for win01 (40 quantity).

First of all, go to payables > invoices > Entry > Invoices

Enter required information.

Then press match button and enter PO number then press Find button.

Then check all three item flags and press Match button.

Now the following screen will be shown, and we need to validate it by going Actions tab.

Press actions button.
 

Check on validate and press OK.

So the status of the invoice will be changed to Validated.

Now again click on Actions and select pay in full and create accounting then press OK.

Following dialogue box will be appeared.

At payments window fill all the required information and click on Actions.

Check on create accounting and final post

At payments form, following form will be generated.

Here buyer had paid for its 600 quantities but now buyer need to create credit memo for 40 quantities of win01 which was returned.

To create credit memo,

Go to Payables > Invoices > Entry > Invoices

Enter all the information including PO number and change type to credit memo.

Then click on Match and enter the required information and minus amount of quantity at Match form. Then the following form will be generated.

Now invoice needs to be validated. To validate invoice click on Actions button and check on validate flag.

Then click on OK button.

So the status of invoice will be changed to Validated.

Now again click on Actions and check the flags : Pay in full and create accounting, then click on OK.

At payment form fill the required information and save it.

Then click on Actions and check the flag create accounting and final post.

So here we have generated credit memo for 40 quantities of win01.