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Index of iProcurement Training Document

1. Oracle iProcurement 2. 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 3. iProcurement Overview 4. How does Procurement Typically Work? Essentially, it supports the procure-to-pay process in an organization’s purchasing function. Requisition Approvals Orders Receiving Payment 5. 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’. 6. 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 7. iProcurement Process Flow Requisitions Purchase Orders Receiving Payment Supplier Performance Catalog Content Management Supplier Management Sourcing Analysis Negotiations & Awards Ordering 8. iProcurement 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 9. 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 Lists Multiple Shopping Carts Copy Orders Service requests Non Catalog Requests Automatic Document creation Centralized Purchasing Streamlined Order Placement - Delivery Inventory Replenishment Requests 10. 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.

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. 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. These catalogs will store the Sourcing information such as Blanket Agreements or Catalog Quotations of suppliers where available.. iProcurement – Login 17. Employees. Prerequisites for iProcurement 12. Press Extract Categories button. Positions. continue . Buyers. Oracle Core purchasing setups For example: Jobs.11. When that process finishes. Approval groups. Assignments. 18. besides storing the Requisition Templates. Item categories. Hierarchy. Search can be performed by wild search parameters like giving %Description% in the Search Main Store Field. iProcurement Home Page 19. template headers (if you want to load blanket templates). 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. iProcurement Home Page the Home Page offers one click access to the following: Search: Users shall search for the items from this screen. Purchasing / Financial / Receiving options etc. However. 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. the items in a Catalog visible to each user are restricted by the Realm(s) attached to the User. Setup Overview 14. 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 Enable Function Security Optional Important Setups 15. Cataloging Process Internet Procurement module will hold all the items and details related to the items in the form of a Catalog. click the following boxes: extract categories. Cataloging Process 20. Logging into iProcurement 16. Clicking on the Requisition Number link shall provide the user about the details of the requisition raised by him/her. This will kick off a concurrent process. Specify the output file name. perform load and write record. 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 13. These information elements will be extracted from the definitions in Core Purchasing module. 21. if any. The cataloging process will be controlled by the Purchasing Administrator. In Category extract zone. My Requisitions: It provides the summary of the Requisitions raised and their status.

23. Assign the Category to Item 25.ITEM MASTER&quot. (if you&apos. Define category Hierarchy 29. 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. 22.re loading inventory items).re loading blanket lines) perform load and write record.with the Item Extract. Enable Categories for iProcurement 24. 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 . click the following boxes: contracts.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 31. Quotation /Blanket agreement or requisition template will be visible in iProcurement only after running the Catalog loader process. Click on the Load Items button to fire off the concurrent process. punch out catalogs. by user or responsibility Item Source realms to control access by user or responsibility : -Punchout Catalogs Transparent punchout Catalogs -Informational Catalogs . template lines. &quot. Catalog Quotation /Blanket agreement or creation of new item. 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.Classifications Catalog Data Extract . following concurrent programs can be run in the given order: Catalog Data Extract . Extract Classifications & Items 26. policies & links for ordering items and services that may not be supported by other catalog types 32.Items Rebuild Catalog Item InterMedia Index Any changes made in Item Master. Map iprocurement categories to purchasing Categories 27. In the item extract zone. Browse Items in iprocurement Categories 30. 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 . informational catalogs and transparent punchout catalogs 33. (if you&apos. Create Top Level Heirarchy 28. Subsequent Loads After the initial load.

Catalog category Realm Setup Define the category realm . Overview of Purchase Requisition Creation Catalogs Choose items or enter lines Shopping lists Purchase Requisition Non-catalog request 42. 43. supplier name. the availability of items to a particular user will be secured by the Realm attached to the user/responsibility. and reassign purchase requisitions Monitor the on-line approval process 41. The items assigned to such category will be available in iProcurement after running Catalogue Loader Process. internal item code. 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.34. 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. Catalogue Search 45. currency Catalogs from internal sources includes the following: Items from the Item Master Requisition Templates Blanket Purchase Orders Quotations Approved Supplier Lists 44. Further. 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. Assign Realm Id to Security Attribute 37. 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 35. 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 38. Define Realm 36. price. reject. Creating Purchase Requisitions in iProcurement 39. 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 40. 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 . category.

Demonstration . supplier name. The user as required can modify the same by entering the required quantity in the Quantity column. 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. Price Associate it to a category Optionally select a supplier for the item Click on Add to Cart 46. 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 48.about the item including: Description. Shopping Cart Page In Shopping Cart page. 52. 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. Browse Categories 49. The percent sign (%) may be used as a wildcard which takes the place of missing characters in the keyword. internal item code or currency in the Search field. Demonstration 57. Shopping Lists 51. 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. 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. Unit of Measure. system defaults a quantity of one for each line. price. After completing the requisition. Demonstration 54. This generates a requisition number. Non-Catalogue Requests 47. Further. 55. 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. User as required can delete if he/she wishes to delete the requisition line by clicking on the delete button. Demonstration Click to delete items from cart 56. 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 53. 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 50. both line specific or applicable to entire requisition.

Demonstration 62. Demonstration 75. Demonstration 73. Demonstration 72. Demonstration Click here for Header Attachments Click here for Line Attachments 66. Demonstration 76. but can be modified by you Requester name defaults from user. Demonstration 69. Demonstration 65. Demonstration . Demonstration 77. Demonstration Click here to split the charge account allocation 63. Demonstration 60. Demonstration 79. Demonstration 70. Demonstration 71. no modification Deliver to location defaults from the user. You can select an alternative from the list if required 59. Demonstration 64. Demonstration 80. 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. Demonstration 67. Creating Internal Requisitions in iProcurement 74. Demonstration 61. Demonstration 78.58. Demonstration 68.

81. Demonstration 82. Cancellation of requisitions can be done only by the Requestor (Owner of the document) or any person defined as a Buyer. Amendment/Cancellation of Requisitions Cancel : User can cancel requisitions with all the statuses other than ‘Incomplete’. . 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. user cannot cancel individual line items from a multi-item requisition. The Requestor can cancel only such requisitions which have not been converted into a Purchase Order/Release. Click on the Requisition number shows the requisition details and click on the status shows the view action history of the requisition 85. Requisition Details 90. all line items in the requisition are cancelled. Buyers can amend the requisition only after the requisition is approved and awaiting further action in the Requisition Pool. only the Buyer can cancel the Purchase Order/Release and also optionally cancel the underlying Requisition. Where the Users who created the requisition want to amend the same. the user can select any of the following actions for the selected Requisition: Copy To Cart Cancel Requisition Change Complete 87. Once converted. Demonstration 83. To cancel a requisition. My Requisitions 86. they can do so any time until the requisition is converted into a Purchase Order/Release. Requisitions Page In the Requisitions page. Managing Requisitions 84. the user can view requisition status using various search criteria. Requisition Details Click here for line details 89. 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. Following control actions are available to the users: Copy To Cart Change Cancel Requisition Complete 92. Viewing Purchase Requisitions In the home page. Users will identify the requisitions to be amended or cancelled. The user can further select the desired Requisition by clicking on the ‘Select’ radio button for the relevant Requisition Subsequently. the user needs to open the Requisition Page and select the requisition that is required to be cancelled. User can cancel only one requisition at a time. Description and Status. Requisitions Page 88. The approvers can amend only if the document us pending for approval with them. first five requisitions are displayed with Requisition number. If the Purchase Order is raised against the requisition line. 91. However. Amendment/Cancellation of Requisitions Using the ‘My Requisitions’ in Home Page / Requisition page in iProcurement. When user cancels a requisition. Requisitions which have one or more requisition lines placed on a purchase order cannot be cancelled.

During the checkout process. Amendment/Cancellation of Requisitions Resubmit : User can resubmit only those requisitions that have a status of either ‘Returned’ or ‘Rejected’. Once withdrawn. make changes to the requisition and resubmit for approval. Only one requisition can be resubmitted at a time. Amendment/Cancellation of Requisitions 97. the approval status of the requisition is changed to ‘Incomplete’ until it is resubmitted for approval. Amendment/Cancellation of Requisitions 104.then the notification is sent to buyer whether it is acceptable to cancel the requisition line. Amendment/Cancellation of Requisitions 94. Amendment/Cancellation of Requisitions 95. you . Amendment/Cancellation of Requisitions 103. Amendment/Cancellation of Requisitions 106. Amendment/Cancellation of Requisitions 101. 99. On the Requisition Page. (Such requisitions submitted for a change request shows the blue highlighted circle mark against that requisition indicating that there is a pending change request). Amendment/Cancellation of Requisitions 105. Amendment/Cancellation of Requisitions 98. user has to select the requisition he needs to change and click on the ‘Change’ button. then the requisition / line shall be cancelled as per the user request. 93. Cancel Requisition : User will be selecting this option if the items ordered in the requisition are not required any more. Requisitions with any other status cannot be resubmitted for approval. It is with the discretion of the Buyer whether to accept or reject since this requisition line is already on a Purchase Order. When user withdraws a requisition. Amendment/Cancellation of Requisitions 100. the requisition will be placed in a status of ‘Cancelled’ and cannot be resubmitted. Amendment/Cancellation of Requisitions 102. Amendment/Cancellation of Requisitions Change : The ‘Withdraw’ feature allows the Requester to pull a requisition from the approval process. 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. Copy To Cart : Copy the item information from the original requisition into the shopping cart. Amendment/Cancellation of Requisitions 96. When buyer accepts. If the user chooses this option. Amendment/Cancellation of Requisitions 107.

Navigation: i- 119. Vacation rules can be set by creating the rules from ‘Notifications’ page. Notification Types Open Notifications are those notifications on which the user needs to take some action (Approve / Reject / Reassign). delivery. Notifications Page 112. Click on Full List button 120. Reassigning/ Delegating Notifications (Vacation Rules) 115. This list also displays the requisitions approved by you. unit of measure. 113. 108. as it will have an impact on the matching and approval of the supplier invoice. All Notifications include the notifications of both the types discussed above. FYI Notifications are those notifications that are only for information. Reassigning/ Delegating Notifications (Vacation Rules) 117. Receiving in iProcurement 118. Reassigning/ Delegating Notifications (Vacation Rules) 116. system generates appropriate notifications and sends them into notification window of the relevant users. or supplier information. 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. Reassigning/ Delegating Notifications (Vacation Rules) 114. Receiving Tab 121. These notifications will have to be manually closed after carrying out necessary action using ‘Close’ option to delete the same from the Notification screen. 111. 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. Receiving Tab . How to create a Receipt You can find latest receipt notifications under Requisitions to Receive section of Receiving page . it is important that you record the receipt online. Notifications and To-Do List 109. price. Receiving Tab 122. billing and approval information.can modify the item quantity. 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 110. Notifications As and when documents (Purchase Requisition / Purchase Orders / Releases) are submitted for approval / approved / rejected / returned. You cannot modify the item description.

Review the details. You can enter details such as packing slip. but you can change it as required.Confirmation 136. Receive Requisitions – Step 1 125. View History of Receipts View Receipt transaction history for your items using View Receipts or My Receipts at a Glance in the Receiving page. Click at Next button to continue the receiving process 124. Receive Requisitions – Step 2 127. Receive Requisitions . View History of Receipts 141. Returns 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 . Click submit button. Express Receive 135. waybill number and additional comments The Receipt date defaults to the current date. Receiving Page 131. Receive Requisitions – Step 3 The Receive Items: Review and Submit page opens. Receive Requisitions – Step 2 In the Receive Items: Enter Receipt Information page where you can enter additional receipt information. Receiving Details 138. Express Receive 134. Express Receive . 128. Express Receive Alternatively click on the Express Receive button in the Requisitions to Receive section to receive a single Requisition in a quick step 133. 139.Confirmation 130. Receive Requisitions – Step 3 129. but can be overwritten 126. Receiving Details 132. Receive Requisitions – Step 1 Select the line you want to receipt Receipt Quantity defaults to the order quantity.123. View History of Receipts 140. Receiving Page 137.

Select the Submit button and system generates a receipt number and provides a return confirmation 143. Correct Receipts – Step 1 152. Receiving Page 151. Review the entered return details and carry out necessary changes. Return Process – Confirmation 148. Return Process – Step 3 147. 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. Correct Receipts 150. Receiving Page 149. by using the ‘Back’ button in the browser. 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 157.Submit Return(s) page. Receiving Home Page 155. . Correct Receipts – Step 2 153. View Corrected Receipt Details 156. Return Process – Step 2 146. Return Process 144. if required. Correct Receipts – Confirmation 154. Return Process – Step 1 145.