Oracle iProcurement

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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

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How does Procurement Typically Work?

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

organization’s purchasing function.

Requisition Approvals Orders Receiving Payment

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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.

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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

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iProcurement Process Flow

Requisitions Purchase Orders Receiving Payment Supplier Performance Catalog Content Management Supplier Management Sourcing Analysis Negotiations

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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

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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

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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.

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• 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}

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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

6 Enable Function Security Optional

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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

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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.

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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.

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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.

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Enable Categories for

iprocurement

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Map iproc categories to

purchasing Categories

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Browse Items in iprocurement

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

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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

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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

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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

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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 IDs

you have created

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Assign Realm Id to Security

Attribute

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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

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Creating Purchase Requisitions in

iProcurement

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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

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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

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Overview of Purchase Requisition Creation

Catalogs Choose items or enter lines Shopping lists Purchase Requisition Non-catalog request

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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.

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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

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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

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Browse Categories

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

• You can browse categories and select items

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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

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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.

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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}

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Demonstration

Click to delete items from cart

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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}

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Demonstration

Click here to split the charge account

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Demonstration

Click here for Header Attachments

Click here for Line Attachments

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Creating Internal Requisitions in

iProcurement

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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

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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

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Requisition Details

Click here for line details

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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

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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

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Amendment/Cancellation of Requisitions

• 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).

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Amendment/Cancellation of Requisitions

• 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}

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Amendment/Cancellation of Requisitions

• _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.

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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}

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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.

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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.

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Reassigning/ Delegating Notifications

(Vacation Rules)

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Reassigning/ Delegating Notifications

(Vacation Rules)

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Reassigning/ Delegating Notifications

(Vacation Rules)

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Reassigning/ Delegating Notifications

(Vacation Rules)

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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.

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How to create a Receipt

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

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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.

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Receive Requisitions – Step 2

• 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

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Receive Requisitions – Step 3

• The Receive Items: Review and Submit page opens.

• Review the details.

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Express Receive

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

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View History of Receipts

• View Receipt transaction history for your items using View Receipts or My Receipts at a Glance in the Receiving page.

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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

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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

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