PO Document Types in R12

Document Types window is used to define access, security, and control specifications for all Purchasing documents.
1. Navigate to Purchasing Super User->Setup->Purchasing->Document Types
2. Purchasing mainly provides the following document subtypes:

• Purchase Agreement – Blanket and Contract
• Purchase Order – Planned and Standard
• Quotation – Bid, Catalog, and Standard
• Release – Blanket and Scheduled
• Request for Quotation – Bid, Catalog, and Standard
• Requisition – Internal and Purchase

3. Click update against any one document type.(Our case we are updating against Purchase Requisition document type)

• Owner Can Approve: Owner of the document is also an approver for the document. This field is not applicable when the Document Type is Quotation or RFQ.
• Approver Can Modify: Enables the approver of the document to modify the document and then forward it to the next approver
• Can Change Forward-To: Approver can change the next person to whom the document is forwarded
• Can Change Approval Hierarchy: Owner / approver can change the sequence and persons involved in the approval process. The Approval Hierarchy can be edited, that is, you can add, delete or move an approver.
• Approval Workflow: The Workflow Item Type that is used in this approval.
• Workflow Start Process: The top process (first entry process) that is used in this approval.
• Forward Method: The Forward Method field is not applicable when the Document Type is Quotation or RFQ. The following options apply regardless of whether you are using position hierarchies or the employee/supervisor relationship to determine your approval paths. Choose one of the following options:
  • Direct - The default approver is the first person in the preparer’s approval path that has sufficient approval authority.
  • Hierarchy - The default approver is the next person in the preparer’s approval path regardless of whether they have approval authority. (Each person in the approval path must take approval action until the person with sufficient approval authority is reached.)
• Default Hierarchy: The Default Hierarchy field is not applicable when the Document Type is Quotation or RFQ. Otherwise, when Use Approval Hierarchies is enabled in the Financial Options window, you can enter a position hierarchy from the Position Hierarchy window. This hierarchy then becomes the default in the Approve Documents window.

• Security Level: The following security levels are available:
  • Public - All system users can access the document
  • Private - Only the document owner and subsequent approvers can access the document
  • Purchasing - Only the document owner, subsequent approvers, and individuals defined as buyers can access the document
  • Hierarchy - Only the document owner, subsequent approvers, and individuals included in the security hierarchy can access the document
• Access Level: This LOV enables you to control which modification/control actions you can take on a particular document type once you gain access. Document owners always have Full access to their documents. The Access Level options include:
  • View Only - Accessing employees can only view this document
  • Modify - Accessing employees can view, modify, and freeze this document
  • Full - Accessing employees can view, modify, freeze, close, cancel, and final-close this document

• Archive On: The Archive On field is applicable only when the Document Type is Purchase Agreement, Purchase Order or Release.Choose one of the following options:
  • Approve - The document is archived upon approval. This option is the default.
  • Transmission - The document is archived upon communication. A document transmission action would be printing, faxing, or e-mail.

• Quotation Class: It is applicable only for document types Quotation and Request for Quotation. Choose one of the following options:
  • Bid – The quotation or RFQ is for a specific fixed quantity, location, and date.
  • Catalog – The quotation or RFQ includes price breaks at different quantity levels.