Oracle iProcurement Training

Logging in to Oracle Click on the link provided to Oracle applications. The Oracle E-Business Suite Log In window will display.

Enter your Username (may be case sensitive) and password (always case sensitive). Click (B) Log In. Note: The first time you log into the Oracle E-Business Suite, you will be required to change your password before the Log In process is completed. The E-Business Suite Home Page will appear after log in, displaying all your available responsibilities. Under Navigator, click Internet Procurement.

The Oracle iProcurement Home Page will open in the Shop tabbed region.

iProcurement Home Page

My Favorite Store – a store is a collection of catalogs. It may be one or more catalogs or may be a link to a website for one or more vendors but allows searching and/or shopping through one link. My Favorite Store is the default store for searching when the iProcurement page opens. Search – allows you to search the contents of a store or the Internal Catalog through key words. Other Stores – Stores other than the default Store. You must click on the name of one of the Other Stores to make it the active store. Once one of the Other Stores is the active store, you may search the contents using Search function. Note: at this time there will be no Other Stores, only FNLC Store. Browse Categories – shows you items associated with a selected Category. You may add items from here to your Shopping Cart or to your My Favorites list. Browse My Favorites Lists and Other Shopping Lists – allows you to see items you have saved on your favorites list and also any public lists. Create a Non-Catalog Request –allows you to create a requisition where the item is not related to any category or the internal catalog.

and any special news such as tips and tricks for using the tools available within Oracle. . Shopping Cart Number of Lines – tells you how many items you have selected or created while shopping. You may select to checkout by clicking (B) Proceed to Checkout Purchasing News This section is used by the Purchasing Department to make employees aware of common purchasing issues. Pre-Approved. You may also reassign your notifications for a period of time here. purchasing policies.Manage Requisitions Requisitions at a Glance – shows you all of your open requisitions which include requsitions that are In Process. Approved. To-Do List – shows all your notifications which include “To Do” notifications and “FYI” notifications. Rejected. or Returned.

My Profile You may set your default preferences that will be automatically inserted into your documents. etc) and save the accounting with a nickname.This allows you to enter other accounting information that you might use (multi-department projects. You may add and delete these favorites as needed. click (T) My Profile. My Profile tabbed region will open. you select their name here and it will be the default Requester on all your requisitions. If you have more than three (3) favorites. Enter Favorite Charge Accounts . Need-By Date .You can create a default lead time for your orders Requester Name – If you purchase for someone else constantly. To do so. Deliver-To Location – If you purchase items to be delivered to another location constantly. Ignore Billing Defaults as First NLC does not use Project Accounting at this time. Enter Delivery Defaults. multiple cost allocation. you may add another line by clicking (B) Add Another Row. . you can default that location as the Deliver-To Location on all your requisitions. requiring you to change the name only when different.

reason codes. Catalog Search Result Set Size – allows you to set how many items are returned per page when searching catalogs. Other Result Set Size – allows you to set how many records are returned per page for all other search functions. Show/Hide Images – if thumbnail pictures are loaded in catalogs. .Enter Preferences – Date Format – allows you to determine how you enter and see the date format in Oracle iProcurement. this allows to turn the feature on and off. My Favorite Store – allows you to select which catalog store is the default store for searching items. i.. The range is 1-25. categories. employees. units of measure.e.

When finished with all changes. At the top of the page. a confirmation will appear that your profile information has been updated.Reset Password – allows you to reset your password whenever you want to. click (B) Apply Changes. .

A confirmation will appear at the top of the Search Results page. . a word that is in the description. Click (B) Add to Favorites to add the Item to your Favorites List. Click (B) Go All items matching the search criteria will be displayed on the Search Results page.Adding Items to Favorites List You may search for items to add to your Favorites List by entering in the Search FNLC Store field.

You may not select multiple items to be added to your Shopping Cart.Your Favorites List will be updated with the new Item added. select Browse My Favorites List and Other Shopping Lists link. Note: you must repeat this process for each item to be added. All items in your Favorites List will be displayed. . The item previously selected is now in your Favorites List. To View Your Favorites List Below Stores. select Browse My Favorites List and Other Shopping Lists link. Adding Items to your Shopping Cart – Favorites Below Stores.

You may also select all items by clicking Select All link. Note: You will need to update your quantity for items selected from My Favorites List when you Proceed to Checkout or after adding an item to your Shopping Cart by a non-catalog request. When you are finished selecting items. The Shopping Cart Contents page will be displayed.Select the item(s) to be added to your Shopping Cart by clicking in the checkbox next to the item. . Click (B) Add to Cart Shopping Cart contents are updated and show your items as Recently Added. click (B) Proceed to Checkout. in the Shopping Cart section.

Adding Items to Shopping Cart – Search You may search for items to add to your Shopping Cart by entering the Item Number or a word that is in the description. Click (B) Add to Cart to add the Item to your Shopping Cart. A confirmation will appear at the top of the Search Results page. Click (B) Go All items matching the search criteria will be displayed on the Search Results page. Change the quantity to meet your requirements. .

in the Shopping Cart section. Note: you must repeat this process for each item to be added.Your Shopping Cart will be updated with the new Item added. click (B) Proceed to Checkout The Shopping Cart Contents page will be displayed. . You may not select multiple items to be added to your Shopping Cart. When you are finished selecting items.

Non-Catalog Request window will open.00 price.Adding an Item to Your Shopping Cart – Non-Catalog Requests Below Browse Categories link. Unit of Measure = USD) . Unit of Measure = USD) • Goods or services billed as an amount (X quantity time $1. select Create a NonCatalog Request link. Item Type – default value is “Goods billed by quantity” ( X quantity times price of individiual unit of measure) • Service billed quantity (X quantity times price. Enter your requisition data.

then click (B) Go. Item Description – Describe the item you are purchasing. Click Down Arrow to right of Search By field. Click (I) Flashlight. Click (B) Select by the desired category. . The Search and Select: Category page will open.Category –Enter the first few letters of the category name. Search results will be displayed for all categories matching the search criteria. Select Category Description. Category field is populated with selected category.

Enter the first few letters of the UOM name. Click (B) Go. Quantity – how many you are buying based on the Unit of Measure Currency – always USD Unit Price – how much the item costs per Unit of Measure Exchange Rate Type & Date – not used because all transactions are in USD . UOM name entered on previous page is defaulted in Unit of Measure field. Click (B) Select by the desired category. Search results will be displayed for all categories matching the search criteria. The Search and Select: Unit of Measure page will open. Click (I) Flashlight. Unit of Measure field is populated with selected UOM.Unit of Measure (UOM) – how the item is counted.

.Describe the Supplier (If you know who it is) (optional) Check if New Supplier not in Oracle Enter Name of Supplier Enter Site Name for Supplier Enter Supplier Contact Name Enter Supplier Contact Phone Number Enter Supplier Item Number reference Click (B) Add to Cart to add this item to your requisition Oracle iProcurement Shopping Cart Contents page will open.

If you wish to delete an item. . otherwise. click (I) Trash Can at end of item line. A requisition number is assigned to the Shopping Cart when you save it. If you select this option you must enter a description for your saved cart. After editing click Update link. click (B) Proceed to Checkout Note: You may also click (B) Save Cart to complete this requisition later. If you need to add another Item.Shopping Cart Contents Page All lines of your requisition will appear here. You may edit the quantity (all items) and price (non-catalog items only). click link Return to Shopping.

delivery information differs by item You will be able to select delivery information by line. All fields are populated by the default values you provide in My Profile tab Edit the following per your requirements: • Need-By Date • Requester • Deliver-To Location Need By Date (must be in format shown under field Requester (person who asked that item be bought) Deliver To Location (where item is to be delivered) If requisition lines are to be delivered to more than one place. . click circle for No. The Enter Billing Information page will display. click (B) Continue. Otherwise.Checkout – Delivery Information Oracle iProcurement Checkout window will display.

If any of the charge accounts are incorrect. If Yes is selected. Note: Project Information is not used. select Yes if purchase is taxable. . Skip this section and do not any entry here. Note: All items are associated with a charge account through a category. Items selected from the catalog automatically have the proper category associated with them. select the proper Tax Code.Checkout – Billing Information In Taxable field. Click (B) Continue Checkout – Review Charge Accounts Review Charge Accounts window will display. Noncatalog items requested depend on the user selecting the proper category to ensure proper charge accounts. you may correct them by clicking on the Charge Account Number link for that line.

If you need to enter multiple Charge Accounts for a requisition line. Enter additional lines Charge Account and Percentage or Quantity. The total of all lines must equal 100% of Percentage and Quantity. Note: if this Charge Account can be applied to all lines of the requisition check the box Apply this account to all requisition lines. You will not be allowed to proceed to the next step until this requirement is met. Note: You may allocate by Quantity or Percentage. Enter the proper Charge Account combinations. Enter modified Percentage or Quantity for 1st line. .Edit Charge Account window will display. click the link select multiple charge accounts.

click (B) Continue. Note: All lines must have valid Charge Accounts entered before clicking (B) Continue. When finished. click (B) OK Review Charge Accounts window will display with Accounts information.When complete. .

Approver. Requisition Description – name your requisition (required). Attention Internal to Requisition – can only be viewed by Preparer Miscellaneous – can only be viewed from within requisition To Approver – can be viewed by Preparer and Approver To Buyer – can be viewed by the Preparer. Attachments window will display. URL – enter a URL to be viewed Text – allows entry of up to 2000 characters (will print on PO if To Supplier) . and Buyer. Note to Approver – this note will appear in the notification to the Approver. Add Attachments – click on this link to create an attachment to the requisition.Checkout – Enter Notes & Attachments Enter Notes & Attachments window will display. You may create attachments to the requisition and/or enter notes to the Approver. and Receiver To Supplier – prints on Purchase Order Description – subject of attachment (required) Attachment Type – File – allows attachment of any file to requisition. Approver. Buyer. To Receiver – can be viewed by Preparer.

click (B) OK. Enter Notes & Attachments window will display. Attachment information is displayed.When finished. Click (B) Continue .

Window expands for entry of additional approvers and justifications. click link add approvers. Click (B) Go to find Approver Names. You may also select additional approvers if you wish. Search and Select window will display. To add an approver. There will be information here to tell you if you have authority to approve requisition or if your request will be submitted to someone else for approval.Approvers List Review Approvers List & Enter Justifications window will display. Enter the first few letters of the Approver’s last name + the percentage sign (%). . Click on (I) Flashlight to select an approver.

. Selected Approver name will appear in Approver Name field.Search Results page will appear with all names matching search criteria. click (B) Continue. To add another approver. click (B) Add Another Approver and repeat the above steps for adding an approver. Click (B) Select by the appropriate name Review Approvers List & Enter Justifications window will display. When finished. To enter a Justification repeat steps for Enter Notes and Attachments.

Review and Submit window will display. .

When finished. .Checkout – Review and Submit Requisition Review requisition. If you wish to begin a new Shopping Cart. Submit Confirmation window will display. Your requisition is completed and is in the Approval process. you may click on the Requisition Status tab at the top of the page or click on the Shop tab and view Requisitions at a Glance at the bottom left of the page. click link Continue Shopping. click (B) Submit. To check the status of the requisition.

the buyer must first cancel the Purchase Order line (or optionally cancel both the Purchase Order line and the requisition line). From Requisitions at a Glance select the requisition number you wish to change by clicking on the Requisition number link. View Requisitions Details window will open. If a requisition is approved and associated with a Purchase Order line.Withdrawing a Requisition Note: You may only withdraw or cancel a requisition if no requisition line has been associated with a Purchase Order line. Click (B) Change . You may always withdraw a requisition in the status of In Process or Pre-Approved.

You may optionally delete a line or change the line quantity (any item) or item price (non-catalog items only).Change Requisition window will open To withdraw the requisition. When you are finished with the changes. Click (B) Proceed to Checkout. . click link update to show your changes and their effects on the line. Shopping Cart Contents window will open. The changed requisition data will be displayed. Click (B) Continue. select Change and Resubmit Requisition.

Click (B) Continue. click (B) Continue.Enter Delivery Information will open with the original requisition data displayed. When finished. click (B) Continue. Optionally change this information. When finished. . Review Charge Accounts window will open. Optionally change this information by clicking on the Charge Account link. Enter Billing Information window will open.

When finished. click (B) Continue. Make sure that Requisition Description. When finished reviewing changes. Optionally change the original data entered.Enter Notes and Attachments window will open. click (B) Continue. Review and Submit Requisition window will open. has an entry. Review Approver List & Enter Justifications window will open. click (B) Submit. When finished. a required field. Optionally enter or change this information. .

Click link View Approval History. . Click on requisition number just submitted for approval. Requisition Status page will open in Last 10 Requisitions view.Submit Confirmation window will display. Click (T) Requisition Status. View Requisition Details window will open.

.Approval History window will open. Withdrawn will be one of the actions taken on this requisition after the first approval.

Canceling a Requisition Line From Requisitions at a Glance select the requisition number you wish to cancel by clicking on the Requisition number. When finished selecting lines to cancel. To cancel selected lines – click on checkbox for line to be canceled.-“. View Requisitions Details window will open. Click (B) Cancel Cancel Requisition: Select Lines window will open. click (B) Continue. Note: Previously canceled lines are marked next to the Line Number with “. .

. When finished reviewing. Review the line(s) to be canceled. click (B) Submit. When ready. click link Return to Requisition Details. This is your only indication that the line is canceled. View Requisition Details window will open. Cancel Requisition: Confirmation Details window will open.Cancel Requisition: Review and Submit window will open. Canceled line total amount will be $0. This details the old and new values after cancellation.00. Line to be canceled will have “Yes” in Cancel Line field.

Click on (T) Shop at top of page to return to iProcurement Home Page. .

View Requisitions Details window will open. . To cancel requisition –click (B) Cancel Entire Requisition.-“. Click (B) Cancel Cancel Requisition: Select Lines window will open.Cancel an Entire Requisition From Requisitions at a Glance select the requisition number you wish to cancel by clicking on the Requisition number. Note: Previously canceled lines are marked next to the Line Number with “.

Find your requisition in Requsitions at a Glance. . When review is complete. To view the new status of the requisition. New requisition status will be “Cancelled”. detailing the lines canceled.Cancel Requisition: Review and Submit window will open. Cancel Requisition: Confirmation Details window will open. click (T) Shop iProcurement Home Page will open. All lines not previously canceled will be marked for cancellation. click (B) Submit.

filled with the requisition lines of the copied requisition. View Requisitions Details window will open. by clicking (B) Proceed to Checkout.Copying a Requisition From Requisitions at a Glance select the requisition number you wish to copy by clicking on the Requisition number. when finished editing or shopping. Here you may edit Quantity or delete a line. Complete your transaction by adding additional items or. . Click (B) Copy to Cart Shopping Cart Contents window will open.

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• Receiving Process – has same functionality as Receiving section. click link Receive Items. . but has an explanation for each function above the links. • Receipt at a Glance – List of most recent receipts that you have created. Receive Items: Select Items to Receive page will display. Full List shows all Receipts that you have created. Note: The default for the Search criteria is any expected receipts for requisitions created by you during the current week.Receiving To receive an item. Full List shows all Requisitions to Receive based on default criteria. Correct Receipts. There are four sections to the Receiving tabbed region – • Receiving – with links to Receive Items. and View Receipts • Requisitions to Receive – Short list of Requisitions that are on Purchase Orders and have items that can be received. Return Items. All requisition lines meeting this criteria will be displayed in Results section. The Receiving tabbed region will display. click (T) Receiving. In Receiving section.

By default.Select the requisition line to receive by clicking in the checkbox in the Select column. click (B) Next. Enter the Waybill (bill of lading) and Packing Slip info. Change this number if you received less than this number. . Receive Items: Enter Receipt Information page will display. After entering the Receipt Quantity (or accepting the default). if you have it. Also enter Comments if there was anything unusual about the package or delivery. the remaining quantity to be received will appear in Receipt Quantity filed.

Receive Items: Review and Submit page will appear.When finished. . click (B) Next. click (B) Submit Receive Items: Confirmation Information page will appear. when ready. All information that you have entered will appear here. Review for accuracy and. A Receipt Number is assigned to your transaction and the information you entered is displayed for you.

click (B) Submit. click (B) Back. The Correct Items: Select Items page will appear. and the received quantity from the original receipt. click the Correct Receipts link. Correct Receipts: Review and Submit page will appear. Note: The default for the Search criteria is any receipt created by you during the current week. This page will show the corrected quantity.Correcting a Receipt In the Receiving section. . If you need to edit your correction. Click (B) Continue. All receipt lines meeting this criteria will be displayed in Results section. In the Correct Quantity field for the Receipt to corrected enter the actual number received (0 is a valid number for this field). the change quantity (can be a negative number). If you are ready to submit your change.

displaying the changes made by the correction. .Correct Receipts: Confirmation Details page will appear.

This number may not exceed the Quantity Received value. Return Items: Enter Return Information page will appear. In the Return Quantity field. . To do so. enter the number of items to return.Returning an Item You must document any returns to a vendor that you received in Oracle iProcurement. click the Return Items link. All receipt lines meeting this criteria will be displayed in Results section. The Return Items: Select Items to Return page will appear. Click (I) Flashlight. You are required to enter a reason code for the return. Click (B) Next. Note: The default for the Search criteria is any receipt created by you during the current week. in the Receiving section.

. Enter an RMA number if you have one from the supplier. Click (B) Select The pop-up window will close. Select the proper Reason Code by clicking in the circle to the left. Enter a comment if needed. Search and Select: Reason. The circle will now have a dot inside it. Click (B) Next. Click (B) Go. displaying the Return Items: Enter Return Information page with the Reason Code populated. The page will refresh with all Reason Codes.A pop-up window. will open.

click (B) Submit. A confirmation page will display. click (B) Back. To submit your return.Return Items: Review and Submit Return(s) page will appear. showing the returns that you submitted. To edit. . Verify the return data you entered.

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