Iproc

Oracle iProcurement
Confidential © Sierra Atlantic, Inc.

Agenda
 Overview
 Prerequisites
 Setups
 Creating Requisitions
 Managing Requisitions
 Desktop Receiving
 Catalog Management
 Work Flow Process

Overview of 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

Overview
Typical Procurement Issues
• Lack of procurement information
• Minimal coordination of common purchases across
organizations
• Scarcity of formal contracts - few long term agreements and
blanket orders
• Small number of strategic partners
• Large amount of complexity - many people involved
• Lack of standardization - processes, systems
Internet Procurement allows organizations to perform

the procurement activity electronically over the
internet, using a suite of products.

Overview
iProcurement
Enter requisition online Workflow approval

using web forms and
catalogs
Purchasing
Process
Supplier notified and Record receipt on the

delivers directly to the web
Requestor

Overview

Overview
iProcurement – Key Features

• Oracle Internet Procurement provides an intuitive, web
shopping interface.
• With a web browser, quickly find goods and services, add
them to the shopping cart, and simply checkout.
• Available capabilities are:
 web shopping experience,
 next generation catalog engine,
 complete catalog and content management,
 streamlined order placement processes.

Overview

• Web shopping experience allows:
 First time, untrained requesters to easily find desired items or
services, (large number of users)
 Express Checkout enables repeat users to handle checkouts in
one step
 Power Checkout enables the ultimate item level control and
flexibility, so frequent users can quickly edit or copy multiple
lines
• Next Generation Catalog Engine
 Search capabilities optimized for self-service deployment.
• Combines the advantages of text search, parametric search, and
categorization, the new search capabilities perform as people
think.

Overview

• Complete Catalog and Content Management

Simplified XML catalog and spreadsheet data loads.
 Search for products and services in a single unified catalog.
 Seamless integration with supplier sites and market places such
as TPN Register’s
• Streamlined Order Placement - Three options for ordering
items as part of the ‘Go Shopping’ function:
 Step-by-Step Checkout,
 Express Checkout for repeat users,
 Power Checkout for frequent users.

Overview

• Streamlined Order Placement - Shopping
 Shopping Lists
 Copy Orders
 Service requests
 Non Catalog Requests
 Automatic Document creation

Overview

• Streamlined Order Placement - Billing
 Procurement Card Purchases for Catalog Orders
 Oracle Projects Integration
 Tax Exempt Purchases
 Multiple Account Distributions and Account Generation
Workflow Integration
 Multi-Currency Enhancements
• Streamlined Order Placement
 Notes - Additional Item Information, Upload and View
Attachments
 Approvers - Approval Routing Configuration, Vacation
Scheduling
 Review/Submit, Cancellations

Overview

• 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

Prerequisites
• Oracle Core Purchasing setups
- 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 have the

attribute iProcurement check box as enabled and ‘Web Enabled’
as ‘Yes’ in Category Descriptive Flexfield
or / and
External Catalog: Managed by Supplier / Third Party / Self

Setups of iProcurement

Setups
1 Descriptive Flexfield for Item Categories Required
2 Configure Account Regions Required
2 Define Information Templates Optional
3 Define Realms Optional
4 Set Up Procurement Cards Optional
5 Set Up Attachments Optional
6 Set Up Profile Options Required
7 Enable Function Security Optional

Setups
• Descriptive Flexfield for Item Categories

 Enable descriptive flexfield “Item Categories”
 Label segment “Use with iProcurement” or something similar
 Choose Attribute10 from external sources
 Enter a value ‘Y’ for the item categories (the Items belonging to these
categories only are available in iProcurement).
• Information Templates
 Are setup in Oracle Purchasing for capturing additional information in
iProcurement
 Used to pass required information to the supplier
 Each Information Template must be associated with an item or a category

Setups
• Realms
 A realm is a set of access privileges
 A realm is used to control access to internal catalog content / external
source at the user level
• Procurement Cards
 Procurement cards (P-Cards) are setup with Accounts Payable and can be
used for iProcurement requisitions
 Define which users are allowed to use procurement cards
• Attachments
 iProcurement allows attaching of additional information to the
requisitions (Types: File, URL, or Note)
 Type of note determines who will be allowed to see the note

Setups
• Profile Options
ICX: Allow Funds Override
Indicates whether a requestor can override their allowed funds,
if encumbrance is enabled.
ICX: Date Format Mask
Determines the date format.
ICX: Days Needed By

Sets the number of days until the user needs to receive
an order.

• Profile Options
ICX: Language
Determines the language.
ICX: Limit Connect
Sets the maximum number of page hits per session. Set the
value to 1000.
ICX: Limit Time

Determines the maximum time limit a user can be logged into
the system. Default is 4 hours.
ICX: LOV Type
Should always be set to “HTML”.

• Profile Options
POR: Approved Pricing Only
Restricts user access to only those items associated with
contracts or templates.
POR: Goods Line Type
Determines line type for goods type non-catalog order.
POR: Rate Based Services Line Type

Determines line type for rate-based Service type non-catalog
orders. A rate-based Service is a monetary charge per four, day,
and month.

• Profile Options
POR: Edit Accounts Region
Enables the user to support multiple chart of accounts.

POR: Multiple Accounts Region
Enables the user to support multiple chart of accounts.

• Function Security
 iProcurement allows assignment and modification of
responsibilities to control users access
 If the responsibility is not secured the functions allow the user to
see all the data within the Web page that is brought up
 If the responsibility is secured, additional security checks are
made to determine which data, if any, is displayed by its functions
 Securing attributes are used to control the data that is displayed

Creating Requisitions in iProcurement

Creating Requisitions
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

Purchasing Process Overview..
Business Needs Associated with Purchase

Requisitions
• Automate the procurement process
• Monitor and control spending amounts by approval
authorizations
• Simplify the interaction with suppliers
• Free buyers from daily transactions to focus on negotiation
management and supplier analysis
• Reduce administrative costs and inefficiencies

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

Overview of Obtain and Grant Requisition
Approvals
• View, modify, approve and forward documents
• Respond to notifications via the Notification Viewer, web or e-
mail
• Control approvals by amount, cost center, account
• Control requisition approval routing according to
management structure
• Reassign or forward requisitions for approval if approver is
not available or on vacation
• Route requisition to next approver when timely response is not
received

Creating and submitting purchase requisitions
The iProcurement Home Page offers one click access to:

• Initiate the creation of a requisition
• Search for or select items to order from the catalog or a
supplier site
• View and respond to notifications
• View the status of requisitions

Requisition Creation Flow
Log into iProcurement
Find
Add items
items
Proceed to Checkout
Edit shopping cart

Proceed to Checkout
Submit requisition Review requisition

Checkout

Streamlined Order Placement
Find Items
Add to shopping cart
Step-by-Step Express Power

Checkout Checkout Checkout

Find Items
• Search for Items
 Combine text search, parametric search, and categorization
 Search by:
– Part number
– Description
– Supplier
– Price
– Currency
• Browse Categories
 Browse categories and select items
 Access to different categories can be assigned to each user
• Shopping lists
 Personal - My Favorites
 Corporate - Public

Shopping at Supplier Sites
• You can shop for items from a supplier web site that your
company has an arrangement with
• To requisition an item off of a supplier site, you will need to
click on the link to the supplier site from your Home Page or
the Shopping Page

Non-Catalog Requests
• Used to requisition items that are not in the catalog

• Used to order the following types of items:
 Goods billed by quantity (per unit)
 Service billed by quantity (rate)
 Goods or services billed at a fixed amount
• Mandatory information required:
 Enter basic information about the item (description, uom, price)
 Associate it to a category
 Optionally designate a supplier for the item

Shopping Cart
• Contains items that you have selected to order in the current

session
• You can update the quantity of line items
• Recalculates your requisition total as you select or delete items
• You can save the contents of the shopping cart to order items
at a later time
• Additionally,
 View item images, if available
 Enter Special Item Information, if required as per the setup

Checkout
• A process for completing shopping cart orders
• You can verify your order and update delivery and billing
information
• There are different levels of checkout to meet the needs of
different experience levels:
 Step by Step
 Express
 Power

Checkout: Step-by-Step
Shopping
Delivery
Billing
Notes
Approvers
Review/Submit

Checkout Information
• Delivery stage
 Date on which the items are required to be delivered
 Requester
 Location to deliver to
 Different delivery information for each line item
 A one-time address
• Billing stage • Procurement cards (p-card) are corporate credit cards assigned
to an employee to use when requisitioning items from suppliers
 Procurement card • Automatically flags shopping cart lines for p-card payment and
defaults in the appropriate p-card number
 Taxable status • After approval and purchase order creation, a p-card order is
 Project to bill to generated and transmitted to the supplier
 Different billing information for each line item

 Multiple charge accounts for a single line item

• Notes stage
 Description for the requisition
 Notes to the buyer and approver
 Attachments
• Approval stage
 Review list of approvers
 Specify additional approvers *
 Change first approver *
 Delete non-mandatory approver *
 Add note to approver
 Attach justification attachment
* Note: These functions will be available / unavailable as per the security setup

• Review / Submit stage
 View the details of the requisition before submitting it
 Submit the requisition for approval
 Resubmit a rejected or returned requisition

Express Checkout
Step-by-Step Express Checkout
Shopping Shopping
Delivery
Express
Checkout
Billing
Notes
Approvers
Review/Submit Review/Submit

Express Checkout
• Quicker, more convenient checkout

• Checkout is completed in one step
• Targeted to users who do a high volume of requisitions
• Uses default delivery and billing preferences specified in My
Profile page • Setup default delivery and billing information so it defaults when
creating requisitions
• Speeds up the requisition process
• These values are updateable during the requisition process
• During express checkout, enter:
 Need-by date
 Requisition description
 Notes to buyer and approvers

Power Checkout
Step-by-Step Express Checkout Power Checkout
Shopping Shopping Shopping
Delivery
Express Power
Checkout Checkout
Billing
Notes
Approvers Approvers
Review/Submit Review/Submit Review/Submit

Power Checkout
• Used for large requisitions where billing and delivery

information is not the same for each line
• Update an individual line or a group of lines
• During power checkout:
 Enter/update all the information available during the step-by-step
process
 Review and edit approvers similar to step-by-step checkout

Managing Requisitions in iProcurement

Managing Purchase Requisitions
• Viewing requisitions
• Copying requisitions
• Canceling requisitions
• Withdrawing requisitions
• Resubmitting requisitions
• Approving Requisitions

Viewing Requisitions
• To view most recent requisitions select:
 Requisitions at a Glance on home page or
 Requisition Status tab
• View
 Requisition
 Requisition status
 Approval history
 Requisitions created by others in your group

Copying Requisitions
• Copy requisitions of any status from the Requisition Status

page
• Copying a requisition copies the items from the original
requisition into a shopping cart

Canceling Requisitions
• Requisitions that have been submitted for approval can be

‘Cancelled’ from the Requisition Status page
• The following rules apply to canceling requisitions:
 Cancel requisitions of any status
 Cannot cancel individual requisition lines *
 Cannot cancel requisitions once it has a line converted to a
purchase order
*Note: To cancel individual lines, use the withdraw feature

Withdrawing Requisitions
• Requisitions that have been submitted for approval can be

‘Withdrawn’
• The Withdraw button is available:
 From the Requisition Status page
 From the requisition details page
• Withdrawn requisitions are no longer available on the
approver’s notification list
• Withdrawn requisitions can be:
 Moved back to the shopping cart
 Canceled

Approving Requisitions
• Requisitions that have been submitted for approval are

available in
 Home Page in ‘To-Do List’ or in
 Notifications window (under Requisition Status)
for necessary action.
• Valid Actions are:
 approve the requisition,
 approve and forward the requisition to another approver,
 reject the requisition,
 reassign the requisition.

Editing Requisitions before Approval
• Approver can make changes to requisitions that are waiting

for approval before submitting them for approval
• Approver can
 add new items
 delete existing items,
 change item quantities.

Receiving in iProcurement

Receiving Orders
• Receiving of goods and services can be done in either Oracle

Purchasing and iProcurement
• Receiving represents the final step of the ordering process:
 Records receipt of goods and services
 Initiates the payment process

Receiving Orders
• Receiving of goods and services can be done in either Oracle

Purchasing and iProcurement
• Receiving represents the final step of the ordering process:
 Records receipt of goods and services
 Initiates the payment process

Overview of Receipt Types
Receive
Standard Direct
Destination type: Destination type: Inventory,
Receiving Expense, or Shop Floor
Location
Location Inspection
Inspection
Location Inspection Final
destination
Final
destination

iProcurement Receiving
Features of receiving orders in iProcurement:

• The requisitioners are allowed to receive at their desktop from
the browser
• Requesters can view and receive orders in a simple, workflow-
driven self-service interface.
• Requesters can review the order details and confirm receipt of
requested goods and services.
• iProcurement automatically records the receipt transaction.
• Requesters can optionally enter additional information like
packing slip number, waybill/airbill number, etc.

iProcurement Receiving
Features of receiving orders in iProcurement:

• The requisition is required to have a purchase order or
blanket release associated with it to be received
• The routing of the item to be received must have been set to
Direct Delivery

Centralized Receiving Functions
• All iProcurement receiving functions are located on the Receiving

page
• From the Receiving home page a Requisitioner can:
 Receive
 Return
 Correct
 View receiving transaction history
*Note:
 In iProcurement receiving, a Requisitioner can transact someone else’s items
also
 Access for the Requisitioners can be restricted to only their items by excluding
the above functions from the respective Internet Procurement responsibility

Catalog Management

Catalog Types
• iProcurement uses a simple, web-based graphical interface to
create requisitions using catalog data from internal and
external sources.
• Oracle Internet Procurement 11i supports multiple sources for
item selection. Items may be selected from catalogs:
 from internal sources
 from external sources
 hosted by suppliers and marketplaces

Loading Catalog Data From Internal Sources
• Items and categories in Oracle Applications can be loaded

into Oracle Internet Procurement 11i catalogs. The extracted
purchasing data includes:
 Items from the Master Organization
 Requisition Templates
 Blanket Purchase Agreements
 Catalog Quotation information
 Approved Supplier Lists

Loading Catalogs: Concurrent Programs
• Catalog Extract Data-Classifications

 Extracts categories in Purchasing Default Category Set
 Also extracts Requisition Template names defined in Oracle Purchasing
• Catalog Extract Data-Items
 Oracle Inventory Master Items
 Oracle Purchasing Blanket Purchase Orders and Catalog Quotation lines
 Requisition Template lines
• Catalog Data Purge
 Inactive Blanket Agreements
 Inactive Quotations
 Inactive Items
 Inactive Requisition Templates

Loading Catalog Data From External Sources
• Catalogs from external sources may be provided by a

supplier or by companies that provide third party content
management services
• Catalogs from these sources are loaded onto iProcurement
via XML files or spreadsheets
• Templates and instructions that help create these catalog files
can be downloaded from the eContent Manager of Oracle
iProcurement 11i.

Catalogs Hosted by Suppliers/Marketplace
• A Supplier Hosted catalog is maintained by a third-party

supplier
• Marketplace catalog is maintained by a third party catalog
provider
• Users navigate these catalogs through a web page link, via
their corporate firewall, before returning to iProcurement to
complete their requisition.

Catalogs Hosted by Suppliers/Marketplace
1. User selects link to external catalog
2. External catalog asks iProcurement (using the Externally
Hosted
secure authentication server) to authenticate the catalog
user.
3. iProcurement responds to the request with an 1 2 3 4
XML document indicating whether user was Firewall
successfully authenticated
4. User then shops at external site, selects items
and finally indicates they are ready to add items
iProcurement
to their requisition.
• External catalog then transmits items to iProcurement
where they are converted to requisition lines .

Workflow Processes in iProcurement

Workflow Processes
• PO Requisition Approval Workflow

• PO Create Documents Workflow
• PO Confirm Receipts Workflow
• PO Account Generator Workflows

Iproc

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Iproc

Uploaded by

Copyright:

Available Formats

Oracle iProcurement

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.

How Does Procurement Typically Work?

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

Requisition Approvals Orders Receiving Payment

Confidential © Sierra Atlantic, Inc.

Internet Procurement allows organizations to perform

Confidential © Sierra Atlantic, Inc.

Enter requisition online Workflow approval

Supplier notified and Record receipt on the

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.

iProcurement – Key Features

Confidential © Sierra Atlantic, Inc.

iProcurement – Key Features

Confidential © Sierra Atlantic, Inc.

iProcurement – Key Features

Confidential © Sierra Atlantic, Inc.

iProcurement – Key Features

Confidential © Sierra Atlantic, Inc.

iProcurement – Key Features

Confidential © Sierra Atlantic, Inc.

iProcurement – Key Features

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.

• Oracle Core Purchasing setups

- Jobs, Positions, Employees, Hierarchy, Approval groups,

• Items availability in iProcurement from :

-Internal Catalog: Items assigned to categories which have the

External Catalog: Managed by Supplier / Third Party / Self

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.

1 Descriptive Flexfield for Item Categories Required

2 Configure Account Regions Required

2 Define Information Templates Optional

3 Define Realms Optional

4 Set Up Procurement Cards Optional

5 Set Up Attachments Optional

6 Set Up Profile Options Required

7 Enable Function Security Optional

Confidential © Sierra Atlantic, Inc.

• Descriptive Flexfield for Item Categories

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.

ICX: Days Needed By

Confidential © Sierra Atlantic, Inc.

ICX: Limit Time

Confidential © Sierra Atlantic, Inc.

Determines line type for goods type non-catalog order.

POR: Rate Based Services Line Type

Confidential © Sierra Atlantic, Inc.

Enables the user to support multiple chart of accounts.

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.

Why Purchase Requisitions?

• Purchase requisitions allow decentralisation of requisitioning

Confidential © Sierra Atlantic, Inc.

Business Needs Associated with Purchase

Confidential © Sierra Atlantic, Inc.

Confidential © Sierra Atlantic, Inc.