Oracle 12 i-Procurement Purchase Guide€¦ · Oracle 12 i-Procurement Purchase Guide A Guide on...

1 | P a g e I-Procurement

University of Sunderland

Oracle 12 i-Procurement

Purchase Guide

A Guide on how to purchase from i-Procurement


Table of Contents INTRODUCTION 3

Associated Guides 3

i-Procurement Purchases 4

i-Procurement Process 4

SECTION 1 – LOGIN & I-PROCUREMENT OPTIONS 5 Login 5

Shop Screen 5

Requisition Screen 6

Receiving Screen 8

SECTION 2 – PURCHASES FROM SCIENCE WAREHOUSE STORE 9 2.1 Searching Science Warehouse (On-line Help) 10

Filtering Catalogues 11

Viewing Items 11

Comparing Items 12

Adding Items to the basket 13

Updating your basket and CheckOut 14

Saving your basket 15

2.2 Oracle Shopping Cart 16

Checkout Requisition Information 17

Edit Lines 18

Submitting the Requisition 21

2.3 Completing the Purchase Order 22

What happens next to the purchase order? 24

SECTION 3 – NON-CATALOGUE PURCHASES 25 3.1 Adding to Oracle Cart 26

3.2 Oracle Shopping Cart Checkout 27


Edit Lines 29




SECTION 4 –INTERNAL CATALOGUE PURCHASES 36 4.1 Adding to Oracle Cart 37

4.2 Oracle Shopping Cart Checkout 38


Edit Lines 40




SECTION 5 – RECEIPTING & RETURNING ITEMS 47 Email Receipting 47

I-Procurement Receipting 48

Receipting Old Purchase Orders 49

Returning Items 49

SECTION 6 – OBLIGATIONS (COMMITMENTS) 51


Introduction

This guide outlines the new procurement processes within Oracle Finacials. These

processes replace the current processes. The changes have been made to streamline the

procurement processes and provide access to on-line catalogues to enable buyers to make

more informed choices.

It is advised that you read the Purchase Order Regulations before you decide how you will

purchase items.

Every Purchase you make creates 2 items , a Requisition and Purchase Order. The

requisitionis the first stage of the Purchase. Please remember to finally close the Purchase

Order when the process is complete. The requisition will be closed automatically when the

Purchase Order have been closed.

You must remember that all prices must be entered at Net price i.e. exclusive of VAT.

You cannot have mixed Tax Classification Codes on any purchase. If the goods you wish to

purchase require different tax classification codes fill the basket/cart with those items all

requiring the same tax classification code, checkout, then follow the process to complete the

purchase. Then go back and fill basket/cart with the other items requiring the same tax

classification code, checkout,then follow the process to complete the purchase.

Listed below is a list of associated guides. Please click on the link to open the documents.

Associated Guides

Purchase Order

Regulations

Gives advise on how you should

purchase items

How to set up a call

off order

This guide explain why you should

use a call off order and then explain

how to set one up and receipt them.

Project Overview This is an overview of projects and the

View Projects screens

Autocreate a

Purchase Order

Use this guide if you forget to select

I need a purchase order number

immediately from the Oracle Cart

GL Overview This is an overview of General Ledger

and the View Budgets screens

Approving Purchase

Orders

A guide to show approvers how then

can Approve Purchase Orders and

share / delegate worklists.

VAT Guide

VAT UK Codes

VAT Non UK Codes

Provides general information about VAT

and details the correct Tax Codes you

should use

Autocreate a

Purchase Order

Use this guide if you forget to select

I need a purchase order number

immediately from the Oracle Cart

Science Warehouse

Supplier List

This a list of all the Suppliers on Scince

Warehouse and there areas of

specialisation

Attach Documents

to Purchase Orders

Use this guide to attach the 5K

documents to the requisitions

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7906/Purchase%20Order%20Regulations.pdf



https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7863/Call%20off%20Order.pdf

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7863/Call%20off%20Order.pdf

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7902/Projects%20Overview%20.pdf

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7862/Autocreate%20a%20Purchase%20Order.pdf


https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7901/GL%20Overview.pdf

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7865/Notifications.pdf

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7865/Notifications.pdf

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7905/VAT%20Guide.pdf

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7903/VAT%20CODES%20UK.pdf

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7904/VAT%20CODES%20NON%20UK.pdf



http://services.sunderland.ac.uk/images/Copy%20of%20supplier_contracts%20November%20'13%20(3).xls

http://services.sunderland.ac.uk/images/Copy%20of%20supplier_contracts%20November%20'13%20(3).xls

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7891/Attaching%20Documents%20to%20a%20Purchase%20Order.pdf



i-Procurement Purchases

i-Procurement is the place where all Oracle purchasing is processed.

There are 3 ways to Purchase from i-Procurement

1. Science Warehouse (On-line Catalogues

2. Internal Catalogues (Catalogues set up by Planning & Finance, Suppliers we buy a lot

from)

3. Non-Catalogue Purchases (All other Oracle Purchase Orders. This replaces the

Purchase Order screen as the place where you enter Purchase Orders into Oracle.)

i-Procurement Process

Add to Cart

•Science Warehouse

•Internal Catalogue

•Non Catalogue

Create Requisition

•add Cost Centres, Projects, Tax Codes

•Add Attachments

Requisition Approval

•If IT or Telephony Dave Hartis to Approve

•Otherwise automatically Approved

Purchase Order

•Science Warehouse is automatically completed

•Otherwise manually complete.

Purchase Order Approval

•Over 5k will go procurement, then forwarded to department

•Science Warehouse will default Approver otherwise you can select Approver

Supplier

•Science Warehouse is sent electronically instantly

•Otherwise emailed

Receipt

•Receipt items on arrival

Finally Close

•Finally Close Purchase Orders when requested


Section 1 – Login & i-Procurement Options

Login

The URL to login is www.sunderland.ac.uk/finance. Enter your Username & Password and

select Internet Procurement.

The main i-Procurement screens are split into 3 main sections. To go to the relevant screen

select the corresponding tab at the top left of the screen.

Shop Screen

Shopping Cart Area – This area contains all the items that

are ready to checkout and create a purchase order.

Stores Area – These are links to all the stores


My Requisitions – This will display the last 5 requisitions you created. You can link to the

requisitions and also receipt from the icon on the right. There is also an icon to show the full

list.

My Notifications – This will display the last 5 notification you have received. You can link to

the notifications. There is also an icon to show the full list.

Requisition Screen

This screen will display all of your requisitions. The Requisition Number, Description,

Amount and Date are displayed on the screen. The Status and Purchase Order number is

displayed on the right hand side of the screen. You can click on any of the links and this will

show a summary of the requisition or Purchase Order number.

Click on Previous 10, Next 10 or click on the number range drop down box to navigate.


Only your own requisitions will be displayed.

To view your department’s requisitions select

My Group’s Requisitions from the view list

and click Go.

You can also cancel a requisition from this. Click on the radio button next to the

requisition(s) you wish to cancel and click on the Cancel Requisition button.


Receiving Screen

The receiving screen will give you a list of the requisition that you have to receive or have

received. The list will only display the most recent 5. Click on the Full List button to see the

full list.

You can click on the Receive icon to receipt goods and click on the View Details

icon to return goods.

Also see Section 5 – Receipting & Returning Items


Section 2 – Purchases from Science Warehouse Store

2

.1 S

cien

ce W

areh

ou

se

• Browse Catalogues

• Add to Basket

• Delete / Amend Basket

• Checkout

2.2

Ora

cle

Req

uis

tio

n • Shopping Cart

• Change description

• Need-By Date

• Default Location

• Project Info (if project)

• Tax Code (you must Review)

• Edit Line

• Delivery (Deliver-To Address)

• Accounts (Cost Centre, analysis)

• Billing (Tax Code & Project)

• Attachments (Over 5K form)

• Return

• Submit

2.3

Ora

cle • Go to Purchase Order

Summary

• Find & Open Purchase Order

• Add Ship-To Location

• Approve

• Reserve

• Forward & Choose Name

• Purchase will need approving

• Automatically sends it to Science Warehouse

• Receipt when recieved

• Finally Close Purchase Order


2.1 Searching Science Warehouse (On-line Help)

Select Science Warehouse from the i-Procurement Shop Screen.

To Search the catalogue type in what you want to search for and click on the Search icon.

The Catalogue number and product description will be searched first. All the other fields will

then be searched.

You can also browse Suppliers by clicking the Browse Suppliers icon. Select the supplier

from the Supplier index. To ensure you get the best value for money it is advisable to use

the search icon. Finally click on the Search catalogue icon which appears on the right of the

screen.

If you wish to go back to the main search screen, click on the Home icon at the bottom of the

page.

http://www.sci-ware.com/cfusion/swl/www/help2/


Filtering Catalogues

You can filter your search results by typing text into the Item

Description box and clicking the Filter button.

You can also filter you results by ticking the relevant tick boxes.

You can clear the filters by clicking on the clear

filters button.

You can also expand the lists by clicking the Click to Expand

button.

Viewing Items

To view an item from the search list click on either the

thumbnail picture or the Description to view more information

on that item.

To return to the search results click the back to

search results button. This is at the top right of the

product screen.


The product information screen is split into 5 Information Tabs.

Basic Info: This displays the Basic Information for the products. It may also have links to

websites and PDFs.

Additional Info: This will display additional information about the product.

Related products: This will list other products related to this item.

Delivery Charges: This will state the delivery charges for this product.

Supplier Info: This will give information about the supplier such as contact details and

delivery schedules.

Comparing Items

You can compare up to 4 items. Select the items you want to

compare by clicking on the tick box to the right of the item. The

compare list is displayed just under the search box. Click Compare

to see the Comparison or click Clear All to clear the comparison.


A comparison screen will be displayed. Scroll up and down the screen to see all the fields.

To return to the search results click the back to search

results button. This is at the top right of the product

screen.

Adding Items to the basket

To add the item from product information screen,

enter the quantity and click the add to basket button

To add items from the comparison

list enter the quantities to the

relevant boxes then click the Add to

Basket button.


To add items from the search list enter the quantities to the

relevant boxes then click the Add to Basket button.

Updating your basket and CheckOut

Click view basket to view your shopping basket, or

click checkout to go straight to the

oracle cart.

To delete items from

the basket. Tick the box

to the left of the item

and click Delete

selected items.

To change the quantity,

type a new Order

quantity and click

Update basket.

Click on Empty basket

if you wish to empty the

basket.

Click Checkout to go the Oracle cart, or click continue shopping to search for more items.


Saving your basket

Only Save you basket if you need more information or you wish to continue at a latr date

Do not save baskets for repeat purchases because

a) Prices change on a regular basis and you may not be getting best value for money

b) Better items may appear on the calalogues which you may miss

Click the Add this basket to a saved basket button.

If you want to save it to a new saved basket type in a name

to the Saved basket name field and click the Create new

saved basket button.

If you want to save it to an existing basket pick the name

from the drop down list and click Add button.

To go to your saved basket(s) select saved baskets from

the my account on the top of the Science Warehouse

page. Click on the name of the saved basket. This will

display the saved basket.

Click on the add to current basket button

to add the saved basket to your current

basket.


2.2 Oracle Shopping Cart

Please ensure that you select I need a purchase order number immediately.

The Science Warehouse basket will be displayed in the Oracle Shopping Cart. You can

delete individual lines by clicking on the Delete icon at the end of the line.

Click on the Checkout button to proceed to the checkout.


Checkout Requisition Information

Please enter the following details

Field Description

Requisition

Description

Enter a Description, this should be as descriptive as possible stating

the person’s name requesting the purchase as well as the purpose of

the Purchase. Note. This description is for use in the Finance

System only and is visible on the Purchase Order.

Need-By Date Select a Need-By Date, this will not only sent the date to the supplier

but send you an email to receipt. Click the calendar icon to select a

date. The email will be sent the morning after the date and will allow

you to receipt goods via email when they have been delivered. See

Email Receipting.

Delivered-To location Select the correct Delivered-to location for your facility or

service. There may be multiple locations for your faculty or

Service so select the one you wish the goods to be delivered to.

Use the torch icon to pick from a drop down list.

Suggested Buyer Enter your own name as the buyer, you can copy and paste the

name from the Requester field.

Tax Classification Code Please enter the correct Tax Classification Code. Please click

the link below to see the up to date tax code list. Warning:

Science Warehouse will not allow mixed Tax Classification

Codes.

Please read VAT Guide, VAT UK Codes, VAT Non UK Codes





If the Purchase is for a project you must enter the project information on this screen.

Field Description

Project Enter the Project Number.

Task Select 1

Expenditure Type Select the appropriate Type from the List of Values. You can change

the expenditure type of the individual items in the Billing section.

Expenditure

Organization

Select the appropriate Organiazation from the List of Values. You can

change the expenditure type of the individual items in the Billing section.

Expenditure Item

Date

Select today’s date.

Edit Lines

Click on the Edit Lines button. When you have finished editing lines click on the

Apply button to go back to the Requisition Information screen.

The screen is split between 4 tabs, Delivery, Billing, Accounts, and Attachments. They are

all explained below.


Delivery

You can select different Deliver-To Locations for individual items. Select the Delivery Tab.

If needed change the Delivery-To Location for an individual item. Use the search icon to

pick from a drop down list.

Billing

You can change the Project Information for individual items. Select the Billing Tab.

If you have selected a project you must select the correct Expenditure Type for each item.

Accounts

This is where you enter the Charge Account information. Select the Accounts Tab.

Click on the link of the first charge account to change the Cost Centre. After you have

changed the charge account click on the next one down until you have changed all of them.


Enter the correct Company, Cost Centre and Analysis code.

Click on Apply.

Attachments

If your order is over £5,000 gross (ie. value of items + VAT) you must attach the over 5K

form and supported quotations. To attach these repeat the process below until all the

attachments are added. If you forget to attach the forms at this point you can attach them to

a Purchase Order at a later stage. See the Attach Documents to a Purchase Order Guide.

Select the Attachments Tab.

Click on the Add Attachments button.



Enter a Description including the name of the person within your Faculty / Service who will

Approve the Purchase Order in the Description field. Change the Category to To Buyer.

Browse for the completed form then click Apply button.

The file will appear in the attachment list.

Submitting the Requisition

When you have finished editing lines click on the Apply button to go back to the Requisition

Information screen.

Click on the Submit button.

The Requisition is now complete and a Purchase Order has been created. A confirmation

screen will be produced. Click on the Continue Shopping button to continue. The items will

still need to be approved by the approver.

If the items are IT related they will firstly need to be approved by David Hartis from the ITS

Procurement team. IT items should not be mixed on a requisition with non IT items.


2.3 Completing the Purchase Order

You need to complete the Purchase Order, you can do this via the Purchase Order

Summary screen.

If you forgot to select I need a purchase order number immediately earlier you will need

to Autocreate a Purchase Order.

From the Shop screen and click on the

Home link on the top right of the page.

Then select Purchase Order Summary from the P & T

Admin menu.

Enter the Purchase Order

number, that was given on the

Confirmation screen, on the

Find Purchase Orders screen

and click Find.

lease ensure it is the correct

purchase order, and then

click Open. A Purchase

Order screen will appear.



Warning: The Ship-To location will default to the University of Sunderland and must be

changed to the ship to location you require.

You can also add Supplier information using the Terms button.

Click on Approve to forward the purchase for

approval.

Click into the Reserve tick box to commit funds

for the Purchase Order.

Click in the Forward check box. Change the

name if needed. If the order is Over £5000 the

name cannot be changed.

Select E-Mail if you wish to send the Purchase Order to the supplier company.

Warning: Do not tick Print, or Fax as this will stop the Purchase order from going to the

Supplier

Make sure that the Submit for Approval box is ticked.

Click on the OK button to forward

the purchase order.

A Decision box will be displayed,

click OK.


What happens next to the purchase order?

The Purchase Order will be forwarded to the line manager or budget holder for approval.

After approval the finance system will automatically email the purchase order to the

supplier. Note if your order is for £5000 (inc VAT) or over it will be retained by

Purchasing (pending approval), until a completed ‘Over £5000 Form’ and relevant

quotes’ are received. This is not needed if the supplier is on the approved

dispensation list for your Faculty/Service, or it has been through approved tender

process. Purchasing will then check the over £5000 order and relevant paperwork, and

either reject / return the order to buyer for further information, or if fully approved will be then

forwarded on by Purchasing to the relevant approver, once approved it will be emailed to

the supplier automatically.

You have to make sure you select

E-Mail if you wish to send the

Purchase Order to the supplier

company in the Approve Screen for the Purchase order to be sent to the Supplier.


Supplier

If you need to change the supplier the purchase order will need to be cancelled. To cancel a

purchase order contact :[email protected]

To return to the i-Procurement screen close the Purchase Order and Purchase Order

Summary screens.

Click the Switch Responsibility button from the toolbar and select Internet Procurement.

mailto:[email protected]


Section 3 – Non-Catalogue Purchases

3.1

Ad

din

g to

th

e C

art • Non Catalogue Request

• Item Description

• Category

• Quantity

• Unit of measure

• Unit Price

• Supplier Name

• Site

• Add to Cart3

.2 O

racl

e R

equ

isti

on • Shopping Cart


• Need-By Date




• Edit Line





• Return

• Submit

3.3

Ora

cle • Go to Purchase Order

Summary



• Approve

• Reserve







3.1 Adding to Oracle Cart

Click on the Non-Catalog Stores link from the Shop screen.

Enter the following fields. When complete click the Add to Cart button.

Field Description

Item

Description

Type a Description for the Item, make this as descriptive as possible

because this information is sent to the supplier company, stating a

description and a reference number (e.g. Ref:AS3498 A4 White

Photocopy Paper.)

Category Select the appropriate Category for the item. Use the List of Values.

Note: The Category you pick will link to a subjective code for this item, so

it is important you get it correct.

Guide: Understand & Search Category Codes

Quantity Type the Quantity of the item to be ordered.

Unit of Measure Select the appropriate Unit of Measure for the item. Each is

recommended. Use the List of Values. .

Unit Price Type in the unit price for the item.

Note: The price must be net VAT

https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-7864/category%20code%20.pdf


Supplier / Site

Select the correct Suppler & Site for the item. Use the List of Values.

Warning: Please ensure that you pick the correct Site.

The item will be added to the Shopping Cart on

the right hand side of the screen. The last Item

you typed in will stay on the screen. You can

either amend the details or click on the Clear All

button to empty the screen.

When you have put all your items into the Cart, click on the View Cart and Checkout button

in the Shopping Cart.

3.2 Oracle Shopping Cart Checkout

Please ensure that you select I need a purchase order number immediately. If you forget

to select this you will need to Autocreate a Purchase Order .

The Oracle Shopping Cart will be displayed. You can amend the Quantity values and







Field Description

Requisition

Description









Email Receipting.








the link below to see the up to date tax code list.







Field Description


Task Select 1



Expenditure

Organization



Expenditure Item

Date


Edit Lines






Delivery




Billing



Accounts






Click on Apply.

Attachments















Information screen.










Summary screen.






Admin menu.





and click Find.











approval.








Supplier



the purchase order.


click OK.


















Supplier




Summary screens.




Section 4 –Internal Catalogue Purchases

4.1

Ad

din

g to

th

e C

art • Internal Catalogue Ordering

• Search

• Supplier Site

• Quantity

• Add to Cart

4.2

Ora

cle

Req

uis

tio

n • Shopping Cart


• Need-By Date




• Edit Line





• Return

• Submit

4.3

Ora

cle • Go toPurchase Order

Summary


• Add Description


• Approve

• Reserve







4.1 Adding to Oracle Cart

Click on Internal catalogue ordering, from the Shop screen.

At the top of the screen

you are given a search

field. Type in the product

you want to search for

into the field and click on Go. Use the % symbol as a wildcard.

A list of the items you searched for will appear.

Change the quantity of the item you want to purchase, then click the Add to Cart button.

Warning. Each product will have 2 items as displayed above. One is for UNI purchases,

and the other for USE purchases. The Supplier Site is displayed at the top right area of the

item description. Please ensure you select the correct one.

Repeat the process to add more items to the Cart. The item will be added to the Shopping

Cart on the right hand side of the screen. The search Items you typed in will stay on the

screen.


When you have put all your items into the Cart, click

on the View Cart and Checkout button in the

Shopping Cart.

4.2 Oracle Shopping Cart Checkout

Please ensure that you select I need a purchase order number immediately.

The Science Warehouse basket will be displayed in the Oracle Shopping Cart. You can






Field Description

Requisition

Description









Email Receipting.








the link below to see the up to date tax code list.







Field Description


Task Select 1



Expenditure

Organization



Expenditure Item

Date


Edit Lines





Delivery





Billing



Accounts





Click on Apply.

Attachments







Information screen.










Summary screen.






Admin menu.





and click Find.











approval.








Supplier



the purchase order.


click OK.


















Supplier




Summary screens.




Section 5 – Receipting & Returning Items

There is 2 ways to receipt, via email and via the receiving screen.

Email Receipting

You will receive an email the day after Need-By date of the Requisition. To receipt all of the

goods fully click on the Fully Received link at the bottom of the email. If you wish to

partially receipt items you will need to use the i-Procurement receipting screen explained

next.

Click on Send from the Email client.


I-Procurement Receipting

Select the Receiving screen. The link can be found on the top right of the screen. The list

of requisitions to be received is found in the Requisitions to Receive section. Only items

not fully receipted will appear in the list. To display the full list click on the full list icon.

To receipt an item click on the corresponding Receive icon.

On the Receive Items screen tick the items you wish to receipt. If you wish to partially

receipt change the Reciept Quantity to the amount you have received. When the

information is correct click on the Next button.

On the next screen click (Step 2 of 3) on the Next button.


Finally click on the Submit button.

Receipting Old Purchase Orders

To receipt old Purchase Orders you follow the i-Procurement Receipting procedures

explained above, but firstly you must search for your Purchase Order.

To search for Purchase Order click on the Receive Items link on the right hand side of the

Receiving screen.

Delete the name from Requester.

Enter the Purchase Order number into

the Order Number field.

Select Any Time from the Items Due

drop dow box.

Click Go.

The items to receipt will now be displayed. Follow the i-Procurement Receipting process as

explaned above.

Returning Items

You need to tell the finance system that you are returning goods so that the Finance Team

know not to pay the invoice from the supplier.

To return an item click on the corresponding View Details icon.


Make sure it is the correct item and click on the Return Items button.

On the Return Items screen enter the Return Quantity to the amount you have return.

When the information is correct click on the Next button.

On the next screen click (Step 2 of 3) on the Next button.

Finally click on the Submit button.


Section 6 – Obligations (Commitments)

In Oracle12 the term Commitments has been changed to Obligations.

When a purchase order is raised and approved on Oracle it reserves (commits) the value of

money from the Faculty/Service budget, therefore enabling the invoice to be paid once

receipted on the Finance system.

Sometimes an order is over committed by a value of money (for example VAT is quoted

when not applicable, items are returned, the invoice was charged slightly cheaper, Order no

longer required, etc), this leaves a balance of money on a purchase order which is no longer

required to be committed.

In order to help remind Faculties/Services of these orders, Procurement team send out a

weekly report to each buyer showing the orders with outstanding commitment against Oracle

orders which can be finally closed (therefore releasing the Obligation back to the budget).

Each buyers has a responsibility to ensure they look at the current outstanding obligation

orders and finally close wherever possible. However, if there are any problems finally

closing please contact [email protected] who will help.


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