Oracle i procurement

Oracle iProcurement

Agenda

• Overview

• Prerequisites for iProcurement

• Setup Overview

• Logging into iProcurement

• Cataloging Process

• Creating Purchase Requisitions in iProcurement

• Creating Internal Requisitions in iProcurement

• Managing Purchase Requisitions

• Notifications and To-Do List

• Receiving in iProcurement

• Returns

• Correct Receipts

• Procurement Card

iProcurement Overview

How does Procurement Typically Work?

• Essentially, it supports the procure-to-pay process in an

organization’s purchasing function.

Requisition Approvals Orders Receiving Payment

Introduction

• Internet Procurement allows organizations to perform the

procurement activity electronically over the internet, using a suite of

products• iProcurement is a Self Service Application Module which facilitates

Buyers to: Raise Requisitions for items already existing as a part of Item

Master Raise Requisitions from external sources even for items which

presently do not exist in inventory.

• Application Short name = ‘ICX’.

iProcurement

Enter requisition online using catalogue form

Workflow approval

Supplier notified and delivers directly to the Requestor

Record receipt on i-Procurement

Buyer creates Order

iProcurement Process Flow

Requisitions

Purchase Orders

Receiving

Payment

SupplierPerformance

Catalog Content

Management

Supplier Management

Sourcing

Analysis

Negotiations & Awards

Ordering

iProcurement

• It directly integrates with several other Oracle Applications to

fully support the purchasing process.

iProcurement

Required to complete the

base purchasing

functionality

Oracle Purchasing

Oracle Payables

Procurement Cards (P-Card transactions)

Item information

Oracle Inventory

Oracle Projects

Project/Task information

iProcurement – Key Features

• Oracle Internet Procurement 11i provides an intuitive, web shopping interface.

• With a web browser, quickly find goods and services, add them to the shopping cart, and simply checkout.

• Streamlined Order Placement - Shopping Shopping Lists Multiple Shopping Carts Copy Orders Service requests Non Catalog Requests Automatic Document creation Centralized Purchasing

• Streamlined Order Placement - Delivery Inventory Replenishment Requests

iProcurement – Key Features

• Streamlined Order Placement - Billing Procurement Card Purchases for Catalog Orders Oracle Projects Integration Multiple Account Distributions and Account Generation

Workflow Integration

• Streamlined Order Placement Notes - Additional Item Information, Upload and View

Attachments Approvers - Approval Routing Configuration, Vacation

Scheduling Review/Submit, Cancellations

• Desktop Receiving Requesters can receive orders in iProcurement and confirm receipt

of requested goods and services. iProcurement automatically records the receipt transaction.

Prerequisites for iProcurement

• Oracle Core Purchasing setups For example : Jobs, Positions, Employees, Hierarchy, Approval

groups, Assignments, Item categories, Buyers, Purchasing / Financial / Receiving options etc.,

• Items availability in iProcurement from : Internal Catalog: Items assigned to categories which are enabled

for iProcurement External Catalog: Managed by Supplier / Third Party / Self

Prerequisites for iProcurement

Setup Overview

1 Descriptive Flexfield for Item Categories Required

2 Define Information Templates Optional

3 Define Realms Optional

4 Set Up Attachments Optional

6 Set Up Profile Options Required

7 Enable Function Security Optional

Important Setups

Logging into iProcurement

iProcurement – Login

iProcurement Home Page

The Home Page offers one click access to the following:

• Search: Users shall search for the items from this screen. Search can be performed by wild search parameters like giving %Description% in the Search Main Store Field.

• My Requisitions: It provides the summary of the Requisitions raised and their status. Clicking on the Requisition Number link shall provide the user about the details of the requisition raised by him/her.

iProcurement Home Page

Cataloging Process

Cataloging Process

• Internet Procurement module will hold all the items and details related to the items in the form of a Catalog.

• These catalogs will store the Sourcing information such as Blanket Agreements or Catalog Quotations of suppliers where available, besides storing the Requisition Templates. These information elements will be extracted from the definitions in Core Purchasing module.

• Users of Internet Procurement will be able to access items that are part of the Unified Catalog hosted in iProcurement and generate Requisitions from these catalogs. However, the items in a Catalog visible to each user are restricted by the Realm(s) attached to the User, if any.

• The cataloging process will be controlled by the Purchasing Administrator.

Uploading Catalog First Time: Loading Items into the Unified Catalog

• Define Catalog Server Loader Values window should be used for the initial loading of item data into Internet Procurement unified catalogs.

• Navigate to Oracle purchasing > SetUp>E-Catalog admin>Loader Values Clear the values in all Date fields in this screen (set to null) for initial load.

Else the data previous to the dates entered will be ignored for upload as the loader only goes back and looks for things which have been updated since these dates.

In Category extract zone, click the following boxes: extract categories, template headers (if you want to load blanket templates), perform load and write record. Specify the output file name. Press Extract Categories button. This will kick off a concurrent process. When that process finishes, continue with the Item Extract.

In the item extract zone, click the following boxes: contracts, "ITEM MASTER" (if you're loading inventory items), template lines, (if you're loading blanket lines) perform load and write record. Click on the Load Items button to fire off the concurrent process.

Subsequent Loads

• After the initial load, following concurrent programs can be run in the given order: Catalog Data Extract - Classifications Catalog Data Extract - Items Rebuild Catalog Item InterMedia Index

• Any changes made in Item Master. Catalog Quotation /Blanket agreement or creation of new item, Quotation /Blanket agreement or requisition template will be visible in iProcurement only after running the Catalog loader process.

Enable Categories for iprocurement

Assign the Category to Item

Extract Classifications & Items

Map iproc categories to purchasing Categories

Create Top Level Heirarchy

Define category Hierarchy

Browse Items in iprocurement Categories

Catalog Content Management

Catalog Description Suggested Commodities

Local Iprocurement catalog to which the buyer adds items

Direct and Indirect Material

Supplier hosted Supplier webstore to which the buyer links directly

Configured Products

Market Place- hosted A third party site hosts catalog items for buyers and suppliers

Indirect material

Informational Free form Catalog containing policies and procedures

Policy controlled Items

Oracle Catalog Utilization Types

Type Location Description

Local Oracle iprocurement

Content extracted from Oracle Purchasing or Upload

Punchout Supplier or Market place

Requestor adds Items from the external site to the Shopping cart in Oracle Iprocurement

Transparent Punchout

Supplier or Market Place

Requestor Shops External site in the background and returns matching items to the search result pages

Informational Oracle iprocurement

Instructions , policies & links for ordering items and services that may not be supported by other catalog types

Stores

Stores are collection of similar Catalogs created to enable an intuitive Shopping mall experience

• Requestors choose the appropriate store to guide finding the items they want to order

• A Store can be configured to include any combination of Local Catalogs, punch out catalogs, informational catalogs and transparent punchout catalogs

Realms

A Realm is a set of access privilege to Catalog Content• Can be assigned to User or responsibility Level• Category realms to control access to Categories with

in any Local Content , by user or responsibility• Item Source realms to control access by user or

responsibility :

-Punchout Catalogs

-Transparent punchout Catalogs

-Informational Catalogs

Catalog category Realm Setup

• Define the category realm , include the categories u want to secure

• Add ICX_POR_REALM_ID securing attribute to the iprocurement responsibility or User

• Click Values and enter the realm ID or realm IDsyou have created

Define Realm

Assign Realm Id to Security Attribute

Informational Template

• iprocurement uses Informational Templates to pass additional required information to the supplier

• Informational Templates are setup in Purchasing but used by iprocurement

• Each Informational Template must be associated with an Oracle Inventory Item or Category

Creating Purchase Requisitions in iProcurement

Why Purchase Requisitions?

• Purchase requisitions allow decentralisation of requisitioning of goods and services

• Purchase requisitions allows users to source the requisition with the best suppliers and at the lowest cost

• Purchase requisitions ensure that the appropriate management approval is given before purchase orders are created

iProcurement

With iProcurement employees can:

• Create purchase requisitions using a web browser

• Order from on-line catalogues

• Track the progress of requisitions in process

• Confirm receipt of requisitioned goods

• Respond to workflow notifications to approve, reject, and reassign purchase requisitions

• Monitor the on-line approval process

Overview of Purchase Requisition Creation

Catalogs

Choose items orenter lines

Shopping lists

Purchase Requisition

Non-catalogrequest

Creating Requisition in iProcurement

• All the items defined in Purchasing Inventory Organization will be available in iProcurement provided they belong to Categories enabled for iProcurement.

• The items assigned to such category will be available in iProcurement after running Catalogue Loader Process. Further, the availability of items to a particular user will be secured by the Realm attached to the user/responsibility.

Catalogue Requests

• Most efficient method of requisitioning within i-Procurement

• Search for both goods and services in a single unified catalogue

• Search the catalogue of items using the ‘Search Main Store’ function

• Use the ‘Advanced Search’ function to enter multiple criteria

• Search can be by item description, category, supplier name, price, internal item code, currency

• Catalogs from internal sources includes the following: Items from the Item Master Requisition Templates Blanket Purchase Orders Quotations Approved Supplier Lists

Catalogue Search

Non-Catalogue Requests

• Provides facility to requisition goods and services for adhoc or new items that are not in the catalogue

• Used to request the following types of items : Goods billed by quantity (per unit) Services billed by quantity (rate) Goods or services billed at a fixed amount

• Enter information about the item including: Description, Unit of Measure, Price

• Associate it to a category

• Optionally select a supplier for the item

• Click on Add to Cart

Non-Catalogue Requests

Browse Categories

• A category represents a grouping of items within the internal catalogue

• You can browse categories and select items

• Access to different categories can be assigned to each user

Browse Categories

Shopping Lists

• Shopping lists contain items that you or your company frequently order

• There are two different kinds of shopping lists: Personal – My Favourites

• You can create your own personal shopping list of favourite items that you frequently request

• To expedite the selection process, you can order items from your list

Corporate – Public• Corporate shopping lists are public

• They contain requisition templates for frequently ordered set of items

• You can order all the items on a corporate list or by selecting individual items off a list

• Can contain non-catalogue request items

Shopping Lists

Searching Items from Catalogue and Adding to Shopping Cart

• Users can search the items available in the Item Catalogue from Home Page and click on “Go”

• Items can be searched by entering item description, supplier name, price, internal item code or currency in the Search field. The percent sign (%) may be used as a wildcard which takes the place of missing characters in the keyword.

• Search results will show the relevant items with the list price defined in Item Master as the Price in case no Agreements/Quotations are defined for them.

Demonstration

Shopping Cart Page

• In Shopping Cart page, system defaults a quantity of one for each line. The user as required can modify the same by entering the required quantity in the Quantity column.

• Further, the user can add as many lines as required by using ‘Return to Shopping’ link which brings the user back to Shopping Page/ Catalogue Search Result page where further search can be performed.

• User as required can delete if he/she wishes to delete the requisition line by clicking on the delete button.

• After completing the requisition, the user can select one of the following options in the Shopping Cart page: Save – User can save the items in the Shopping cart and opt for checkout

process at a later time. This generates a requisition number. The Shopping cart may be reopened for completion of checkout steps by using ‘Open Saved Cart’ feature in ‘Shopping Cart’ page

Checkout – This allows the user to enter detailed delivery and billing instructions, both line specific or applicable to entire requisition.

Demonstration

Click to delete items from cart

Demonstration

Check Out

• A process for completing shopping cart orders

• You can verify your order and update delivery and billing information

• Delivery Information : Urgent requisition checkbox – optional – tick if you need the buyer to take

priority action Need by date – defaults, but can be modified by you Requester name defaults from user, no modification Deliver to location defaults from the user. You can select an alternative from

the list if required

Demonstration

Demonstration

Click here to split the charge account

allocation

Demonstration

Demonstration

Click here for Header Attachments

Click here for Line Attachments

Demonstration

Creating Internal Requisitions in iProcurement

Demonstration

Managing Requisitions

Viewing Purchase Requisitions

• In the home page, first five requisitions are displayed with Requisition number, Description and Status.

• Click on the Requisition number shows the requisition details and click on the status shows the view action history of the requisition

My Requisitions

Requisitions Page

• In the Requisitions page, the user can view requisition status using various search criteria. User needs to click on the View dropdown list box and select one of the following: All My Requisitions All My Group’s Requisitions

• The user can click the ‘Go’ button to retrieve the relevant Requisitions as per the selected criteria. The user can further select the desired Requisition by clicking on the ‘Select’ radio button for the relevant Requisition

• Subsequently, the user can select any of the following actions for the selected Requisition: Copy To Cart Cancel Requisition Change Complete

Requisitions Page

Requisition Details

Click here for line details

Requisition Details

Managing Requisitions

• Requisitions prepared by the Users can be amended either by the Users or by the Approvers of the document or by the Buyer where necessary.

• Where the Users who created the requisition want to amend the same, they can do so any time until the requisition is converted into a Purchase Order/Release.

• The approvers can amend only if the document us pending for approval with them.

• Buyers can amend the requisition only after the requisition is approved and awaiting further action in the Requisition Pool.

• Cancellation of requisitions can be done only by the Requestor (Owner of the document) or any person defined as a Buyer.

• The Requestor can cancel only such requisitions which have not been converted into a Purchase Order/Release. Once converted, only the Buyer can cancel the Purchase Order/Release and also optionally cancel the underlying Requisition.

Amendment/Cancellation of Requisitions

• Using the ‘My Requisitions’ in Home Page / Requisition page in iProcurement, Users will identify the requisitions to be amended or cancelled.

• Following control actions are available to the users: Copy To Cart Change Cancel Requisition Complete


• Cancel: User can cancel requisitions with all the statuses other than ‘Incomplete’.

However, user cannot cancel individual line items from a multi-item requisition.

When user cancels a requisition, all line items in the requisition are cancelled. User can cancel only one requisition at a time. To cancel a requisition, the user needs to open the Requisition Page and select

the requisition that is required to be cancelled. Requisitions which have one or more requisition lines placed on a purchase order cannot be cancelled.

If the Purchase Order is raised against the requisition line, then the notification is sent to buyer whether it is acceptable to cancel the requisition line. It is with the discretion of the Buyer whether to accept or reject since this requisition line is already on a Purchase Order. When buyer accepts, then the requisition / line shall be cancelled as per the user request. (Such requisitions submitted for a change request shows the blue highlighted circle mark against that requisition indicating that there is a pending change request).


• Change: The ‘Withdraw’ feature allows the Requester to pull a requisition from the

approval process, make changes to the requisition and resubmit for approval. On the Requisition Page, user has to select the requisition he needs to change

and click on the ‘Change’ button. When user withdraws a requisition, the following options are available:

• Change and Resubmit requisition: User will have to select this option if the requisition needs to be withdrawn from the approval process for carrying out modifications before resubmitting it for approval.

• Cancel Requisition: User will be selecting this option if the items ordered in the requisition are not required any more. If the user chooses this option, the requisition will be placed in a status of ‘Cancelled’ and cannot be resubmitted.

Once withdrawn, the approval status of the requisition is changed to ‘Incomplete’ until it is resubmitted for approval.


• Resubmit: User can resubmit only those requisitions that have a status of

either ‘Returned’ or ‘Rejected’. Requisitions with any other status cannot be resubmitted for approval.

Only one requisition can be resubmitted at a time.

• Copy To Cart: Copy the item information from the original requisition into the

shopping cart. During the checkout process, you can modify the item quantity,

delivery, billing and approval information. You cannot modify the item description, price, unit of measure, or supplier information.

Notifications and To-Do List

Notifications

• As and when documents (Purchase Requisition / Purchase Orders / Releases) are submitted for approval / approved / rejected / returned, system generates appropriate notifications and sends them into notification window of the relevant users.

• The iProcurement notification page lets the user view the following types of notifications: Open Notifications (default) FYI Notifications All Notifications To Do Notifications Notifications from Me

Notification Types

• Open Notifications are those notifications on which the user needs to take some action (Approve / Reject / Reassign). This list also displays the requisitions approved by you.

• FYI Notifications are those notifications that are only for information. These notifications will have to be manually closed after carrying out necessary action using ‘Close’ option to delete the same from the Notification screen.

• All Notifications include the notifications of both the types discussed above.

Notifications Page

Reassigning/ Delegating Notifications (Vacation Rules)

• iProcurement provides a feature to set the vacation rules to delegate the notifications while out of office due to any reason.

• Vacation rules can be set by creating the rules from ‘Notifications’ page.

Reassigning/ Delegating Notifications (Vacation Rules)

Receiving in iProcurement

Receiving Process

• Oracle i-Procurement allows users to record receipt of goods and services they receive

• i-Procurement automatically records the receipt transaction

• Only Preparer can record the receipt against the Requisition

• If the item requires a receipt, it is important that you record the receipt online, as it will have an impact on the matching and approval of the supplier invoice.

• Navigation: i-Procurement Home Page Receiving

How to create a Receipt

• You can find latest receipt notifications under Requisitions to Receive section of Receiving page.

• Click on Full List button

Receiving Tab

Receive Requisitions – Step 1

• Select the line you want to receipt

• Receipt Quantity defaults to the order quantity, but you can change it as required.

• Click at Next button to continue the receiving process


• In the Receive Items: Enter Receipt Information page where you can enter additional receipt information.

• You can enter details such as packing slip, waybill number and additional comments

• The Receipt date defaults to the current date, but can be overwritten


• The Receive Items: Review and Submit page opens.

• Review the details.

• Click submit button.

Receive Requisitions - Confirmation

Receiving Page

Receiving Details

Express Receive

• Alternatively click on the Express Receive button in the Requisitions to Receive section to receive a single Requisition in a quick step

Express Receive

Express Receive - Confirmation

Receiving Page

Receiving Details

View History of Receipts

• View Receipt transaction history for your items using View Receipts

or My Receipts at a Glance in the Receiving page.

View History of Receipts

Returns

Return Process

• iProcurement Home Page Receiving Return Items• Select Return Items to record any items that you return to the supplier• Select the Receipts which are to be returned by entering the Return

Quantities and selecting the Next button• This opens the Return Items: Enter Return Information page where

user can enter additional return information• Click the Next button to open the Review and Submit Return(s)

page. Review the entered return details and carry out necessary changes, if required, by using the ‘Back’ button in the browser. Select the Submit button and system generates a receipt number and provides a return confirmation

Return Process

Return Process – Step 1

Return Process – Confirmation

Receiving Page

Correct Receipts

Receiving Page

Correct Receipts – Step 1

Correct Receipts – Step 2

Correct Receipts – Confirmation

Receiving Home Page

View Corrected Receipt Details

Procurement Cards(P-Card)

P-Card are corporate credit cards assigned to use when requisitioning items from suppliers

• P-card defaults on requisition in iprocurement• Purchase Order with P-card created in Purchasing• Supplier validates P-card and processes the Order• Card Issuer Validates P-card and invoices payables• Payables Validates P-card Invoices

P-Card Flow-Invoice

• Load AP_Expense_Feed_Lines (through SQL*Loader Script)

• Submit the Credit Card Transactions validation Program

• Distribute Employee Card Transaction Verifications• Distribute Manager card Transaction Approvals• Create P-card Issuer Invoice• Run the Payables Open Interface Import with a

Source of Procurement Cards.

Oracle i procurement

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