R12 Oracle iProcurement

Fundamentals
Student Guide

D50792GC20
Edition 2.0
May 2009
D60453
Copyright © 2009, Oracle. All rights reserved.

Disclaimer

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Authors

Richard Sears, Vic Mitchell

Technical Contributors and Reviewers

Barbara Snyder, Sharon Tennier, David Nelson, Denis Faivre

This book was published using: Oracle Tutor

 Table of Contents

Procure to Pay Lifecycle Overview ................................................................................................................1-1

Procure to Pay Lifecycle Overview ...............................................................................................................1-3
Objectives ......................................................................................................................................................1-4
Procure to Pay Lifecycle................................................................................................................................1-5
Oracle Procure to Pay Process.......................................................................................................................1-7
Demand: Requisitions....................................................................................................................................1-9
Source: RFQs and Quotations .......................................................................................................................1-11
Suppliers ........................................................................................................................................................1-13
Purchase Orders.............................................................................................................................................1-15
Receiving.......................................................................................................................................................1-17
Invoicing........................................................................................................................................................1-19
Payment .........................................................................................................................................................1-20
Overview of Oracle Application Integration .................................................................................................1-21
Summary........................................................................................................................................................1-23
Understanding Oracle iProcurement.............................................................................................................2-1
Understanding Oracle iProcurement..............................................................................................................2-3
Objectives ......................................................................................................................................................2-4
Procure to Pay: Oracle iProcurement.............................................................................................................2-5
Agenda...........................................................................................................................................................2-6
Oracle Advanced Procurement ......................................................................................................................2-7
Oracle iProcurement In E-Business...............................................................................................................2-9
Key Oracle iProcurement Capabilities ..........................................................................................................2-10
E-Business Suite Integration..........................................................................................................................2-11
Procurement Suite Integration .......................................................................................................................2-13
Agenda...........................................................................................................................................................2-15
Key Functionality of Oracle iProcurement ....................................................................................................2-16
Oracle iProcurement Content Management...................................................................................................2-18
Content Zones................................................................................................................................................2-19
Stores .............................................................................................................................................................2-20
Shopping........................................................................................................................................................2-21
Overview of Checkout...................................................................................................................................2-23
Approval and Document Creation .................................................................................................................2-24
Overview of Receiving..................................................................................................................................2-25
Center-Led Procurement................................................................................................................................2-26
Agenda...........................................................................................................................................................2-27
Oracle iProcurement Shopping Data Flow ....................................................................................................2-28
Oracle iProcurement Submit Request Data Flow .........................................................................................2-30
Agenda...........................................................................................................................................................2-32
Oracle iProcurement Setup Overview ...........................................................................................................2-33
Oracle iProcurement Setup Steps ..................................................................................................................2-34
Summary........................................................................................................................................................2-35
Oracle iProcurement Content Management .................................................................................................3-1
Oracle iProcurement Content Management...................................................................................................3-3
Objectives ......................................................................................................................................................3-4
Procurement Process: Oracle iProcurement...................................................................................................3-5
Agenda...........................................................................................................................................................3-6
What Are iProcurement Catalogs? ................................................................................................................3-7
Why Use Catalogs? .......................................................................................................................................3-8
What Is an iProcurement Store? ....................................................................................................................3-9
Where Does the Catalog Content Come From?.............................................................................................3-10
Oracle iProcurement Content Management...................................................................................................3-11

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 Local or Buyer-Hosted Content.....................................................................................................................3-13
External or Supplier-Hosted Content.............................................................................................................3-14
External Marketplace-Hosted Content...........................................................................................................3-16
Choosing Content ..........................................................................................................................................3-17
Requirements of Local Catalogs....................................................................................................................3-18
Requirements of Supplier-Hosted Content ....................................................................................................3-19
Requirements of Marketplace-Hosted Content..............................................................................................3-20
Utilization of Catalog Content.......................................................................................................................3-21
Control Content Using Content Zones...........................................................................................................3-22
Stores: Pulling It All Together…...................................................................................................................3-23
iProcurement Catalog Administration ...........................................................................................................3-24
Agenda...........................................................................................................................................................3-25
Creating Local Content..................................................................................................................................3-26
Oracle iProcurement Content Management Review......................................................................................3-27
Oracle Content Utilization Types ..................................................................................................................3-28
Local Content ................................................................................................................................................3-29
E-Business Suite Local Content ....................................................................................................................3-30
Uploading Local Content...............................................................................................................................3-31
Before Uploading Content.............................................................................................................................3-32
Upload Content: Resource Files ....................................................................................................................3-33
Item Content That You Upload .....................................................................................................................3-34
Uploading Local Content...............................................................................................................................3-35
Content Upload And Document Types..........................................................................................................3-36
Automatically Uploading Shopping Categories ............................................................................................3-38
Price Lists That You Upload .........................................................................................................................3-39
Online Content Authoring Flow ....................................................................................................................3-40
Upload Content Authoring Flow ...................................................................................................................3-41
Sample Item Spreadsheet Upload ..................................................................................................................3-42
XML: More Catalog Control .........................................................................................................................3-43
XML Upload Items File Structure .................................................................................................................3-44
Uploading Items: Spreadsheet Compared to XML.......................................................................................3-46
Sample XML Administrative Section............................................................................................................3-47
Sample XML Data File Structure ..................................................................................................................3-48
Sample XML Document Header Section ......................................................................................................3-49
Sample XML Document Lines Section .........................................................................................................3-50
Sample XML Data Item Section....................................................................................................................3-51
Sample XML Data Price Section...................................................................................................................3-52
Loading Local Catalog Images ......................................................................................................................3-53
Sample Uploads for Image Files....................................................................................................................3-54
Maintaining Items and Prices ........................................................................................................................3-56
View Loader Job Status.................................................................................................................................3-57
View Document Upload History ...................................................................................................................3-59
Agenda...........................................................................................................................................................3-60
Catalogs, Content Zones, And Stores ............................................................................................................3-61
iProcurement Catalog Administration: Manage Stores ................................................................................3-62
Content Zones................................................................................................................................................3-63
Why Content Zones? .....................................................................................................................................3-64
Creating A Local Content Zone.....................................................................................................................3-65
Applying Content Security Rules ..................................................................................................................3-66
Applying Content Security Rules In Stores ...................................................................................................3-67
Creating A Punchout Zone ............................................................................................................................3-68
Creating An Informational Zone ...................................................................................................................3-69
Creating Smart Forms....................................................................................................................................3-70
What Are iProcurement Stores? ....................................................................................................................3-71
Managing Stores ............................................................................................................................................3-73
Agenda...........................................................................................................................................................3-75
Remote Catalog Content................................................................................................................................3-76

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 Oracle iProcurement Catalog Management Review......................................................................................3-77
Oracle Content Zone Types Review..............................................................................................................3-79
What Is Punchout?.........................................................................................................................................3-80
What Is Transparent Punchout?.....................................................................................................................3-81
Oracle iProcurement Punchout Models .........................................................................................................3-83
XML: The Language of a Punchout ..............................................................................................................3-84
Comparing a Supplier Punchout to a Marketplace Punchout ........................................................................3-85
Model 1 & 2 Technical Overview .................................................................................................................3-86
Models 3 & 4 Technical Overview................................................................................................................3-87
Deciding on a Punchout Model .....................................................................................................................3-89
Punchout Management ..................................................................................................................................3-90
Basic Punchout Setup Steps...........................................................................................................................3-91
Oracle Exchange Punchout Setup..................................................................................................................3-93
Supplier Punchout Setup ...............................................................................................................................3-94
Agenda...........................................................................................................................................................3-95
Administer Oracle iProcurement Catalog Structure .....................................................................................3-96
Catalog Structure Components ......................................................................................................................3-97
Local Catalog Structure: Categories ..............................................................................................................3-98
Local Catalog Structure: Items ......................................................................................................................3-99
Creating and Modifying the Catalog Structure..............................................................................................3-100
Online Schema Maintenance .........................................................................................................................3-101
XML Upload Schema File Structure .............................................................................................................3-102
Sample XML Schema File.............................................................................................................................3-103
Sample XML Schema Section.......................................................................................................................3-104
Manage Base Descriptors ..............................................................................................................................3-105
Manage Item Categories................................................................................................................................3-106
Managing Descriptors....................................................................................................................................3-107
Manage Category Hierarchy..........................................................................................................................3-109
Sample iProcurement Table of Contents .......................................................................................................3-110
Map iProcurement Categories .......................................................................................................................3-111
Map Purchasing Categories ...........................................................................................................................3-112
Shopping Category Mapping.........................................................................................................................3-113
Uploading Categories and Descriptors ..........................................................................................................3-114
Agenda...........................................................................................................................................................3-115
Catalog Search Components..........................................................................................................................3-116
Types of Catalog Searches.............................................................................................................................3-117
Search Results Display: Paragraph ................................................................................................................3-119
Search Results Display: Grid.........................................................................................................................3-120
Special Characters in Catalog Searches.........................................................................................................3-121
Filtering and Sorting......................................................................................................................................3-122
Search Descriptor Characteristics..................................................................................................................3-123
Searchable Base Descriptors..........................................................................................................................3-124
Search Results Visible Base Descriptors .......................................................................................................3-125
Rebuild Catalog Indexes................................................................................................................................3-126
Search Engine Setup Impact..........................................................................................................................3-127
Agenda...........................................................................................................................................................3-128
iProcurement Catalog Administration ...........................................................................................................3-129
Setup Considerations .....................................................................................................................................3-130
Local Catalog Setup.......................................................................................................................................3-131
Profile Options for Uploading Local Content................................................................................................3-132
Supplier-Hosted Setup...................................................................................................................................3-133
Marketplace-Hosted Setup.............................................................................................................................3-134
Profile Options for Punchout .........................................................................................................................3-135
Agenda...........................................................................................................................................................3-136
Decide on a Catalog Source...........................................................................................................................3-137
Considerations for Local Catalogs.................................................................................................................3-139
Considerations for Supplier-Hosted Content .................................................................................................3-141

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 Considerations for Marketplace-Hosted Content...........................................................................................3-142
Considerations for Security ...........................................................................................................................3-143
Summary........................................................................................................................................................3-144
Oracle iProcurement Requisitions .................................................................................................................4-1
Oracle iProcurement Requisitions .................................................................................................................4-3
Objectives ......................................................................................................................................................4-4
Agenda...........................................................................................................................................................4-5
Procurement Process: Oracle iProcurement...................................................................................................4-6
iProcurement Flow ........................................................................................................................................4-7
iProcurement Home Page ..............................................................................................................................4-8
iProcurement Preferences ..............................................................................................................................4-9
Shop For Goods and Services........................................................................................................................4-10
Basic Shopping Flow.....................................................................................................................................4-12
Basic Checkout Flow.....................................................................................................................................4-13
Checkout Step-by-Step ..................................................................................................................................4-14
Review & Submit ..........................................................................................................................................4-16
Agenda...........................................................................................................................................................4-17
Enter iProcurement Users ..............................................................................................................................4-18
Document Routing Option #1: Employee/Supervisor Relationship ..............................................................4-20
Document Routing Option #2: Position Approval Hierarchy........................................................................4-21
Run Fill Employee Hierarchy Process...........................................................................................................4-23
Document Routing Option #3: Oracle Approvals Management....................................................................4-24
Give Access to the Users ...............................................................................................................................4-26
My Notifications Region ...............................................................................................................................4-27
Center-Led Procurement................................................................................................................................4-28
Agenda...........................................................................................................................................................4-30
Set up iProcurement Shopping Defaults........................................................................................................4-31
Oracle Applications Framework....................................................................................................................4-32
OAF / iProcurement Personalization .............................................................................................................4-33
Setting Up iProcurement Information Templates ..........................................................................................4-34
Smart Forms ..................................................................................................................................................4-35
Internally Sourced Requisitions Overview ....................................................................................................4-37
Internally Sourced Requisitions Details ........................................................................................................4-39
Internally Sourced Requisitions Prerequisites ...............................................................................................4-41
Services Procurement Contractor/Service Request ......................................................................................4-43
Oracle Services Procurement.........................................................................................................................4-45
Services Procurement: Contingent Labor Flow.............................................................................................4-47
Oracle Procurement Feature Comparison......................................................................................................4-48
Agenda...........................................................................................................................................................4-49
Requisition Management Actions..................................................................................................................4-50
Copying Requisitions ....................................................................................................................................4-51
Canceling Requisitions ..................................................................................................................................4-52
Change / Resubmit Requisitions....................................................................................................................4-53
Requisition Statuses.......................................................................................................................................4-54
Requester Change Order................................................................................................................................4-55
Requester Change Order Approval................................................................................................................4-57
Procure to Pay Lifecycle Tracking ................................................................................................................4-59
Agenda...........................................................................................................................................................4-60
Setting Up Oracle iProcurement Responsibility and Function Security ........................................................4-61
Approval and Document Creation .................................................................................................................4-62
Automatic Purchase Order Creation ..............................................................................................................4-63
Automatic Release Creation ..........................................................................................................................4-64
Oracle iProcurement Requisition Approval...................................................................................................4-65
Integration with Oracle Approvals Management...........................................................................................4-67
Workflows Used by Oracle iProcurement .....................................................................................................4-68
PO Create Documents Workflow ..................................................................................................................4-70

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 Accounting Considerations for Oracle iProcurement ...................................................................................4-72
PO Account Generator Workflow .................................................................................................................4-73
Account Creation Overview ..........................................................................................................................4-74
Expense Account Rules .................................................................................................................................4-76
Tax Calculation .............................................................................................................................................4-77
Grants Accounting and Hazard Information..................................................................................................4-78
Attachments and Special Requisitions...........................................................................................................4-79
Agenda...........................................................................................................................................................4-81
Procurement Card Support ............................................................................................................................4-82
Procurement Card Flow - Order ...................................................................................................................4-83
Procurement Card Flow - Invoice..................................................................................................................4-84
Procurement Card Flow - Reconciliation ......................................................................................................4-86
Setting Up Credit Card Programs in Oracle Payables ...................................................................................4-88
Code Sets Window ........................................................................................................................................4-89
Card Programs Window ................................................................................................................................4-90
GL Account Sets Window .............................................................................................................................4-91
Credit Card Profiles Window ........................................................................................................................4-92
Credit Cards Window ....................................................................................................................................4-93
Credit Card Workflows .................................................................................................................................4-94
P-Card Setup for iProcurement......................................................................................................................4-95
Agenda...........................................................................................................................................................4-96
iProcurement Profile Options ........................................................................................................................4-97
Notification Routing Rules ............................................................................................................................4-98
Personalizing the Home Page ........................................................................................................................4-99
Home Page Logo ...........................................................................................................................................4-100
Purchasing News ...........................................................................................................................................4-101
Purchasing Policies........................................................................................................................................4-102
Descriptive Flex Fields In iProcurement .......................................................................................................4-103
Agenda...........................................................................................................................................................4-105
Requisition Implementation Considerations Checklist..................................................................................4-106
Important Points to Remember......................................................................................................................4-108
Summary........................................................................................................................................................4-109
Oracle iProcurement Receiving......................................................................................................................5-1
Oracle iProcurement Receiving.....................................................................................................................5-3
Objectives ......................................................................................................................................................5-4
Agenda...........................................................................................................................................................5-5
Procurement Process: Oracle iProcurement...................................................................................................5-6
Key Functionality of Oracle iProcurement ....................................................................................................5-7
Oracle iProcurement Receiving.....................................................................................................................5-8
Overview of Procurement Receiving.............................................................................................................5-9
Oracle iProcurement Receipt Routing ...........................................................................................................5-10
Agenda...........................................................................................................................................................5-11
Receiving in Oracle iProcurement.................................................................................................................5-12
Receiving Orders in Oracle iProcurement .....................................................................................................5-13
Oracle iProcurement Receiving Page ............................................................................................................5-14
Receiving Home Page Functions...................................................................................................................5-15
iProcurement Receiving Process ...................................................................................................................5-16
Finding Your Receipts...................................................................................................................................5-17
Oracle iProcurement Receiving.....................................................................................................................5-18
iProcurement Receiving Process ...................................................................................................................5-19
Entering Returns in Oracle iProcurement......................................................................................................5-20
iProcurement Receiving Process ...................................................................................................................5-22
Entering Corrections......................................................................................................................................5-23
Difference Between Returns and Corrections................................................................................................5-24
Receipt Header in Oracle iProcurement ........................................................................................................5-25
Receipt Line in Oracle iProcurement.............................................................................................................5-26

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 The PO Confirm Receipts Workflow ............................................................................................................5-27
Agenda...........................................................................................................................................................5-28
Purchasing Receiving Setup ..........................................................................................................................5-29
iProcurement Profile Options ........................................................................................................................5-31
iProcurement Receipt Function Security .......................................................................................................5-32
Agenda...........................................................................................................................................................5-33
Additional Receiving Considerations ............................................................................................................5-34
Receiving Comparison ..................................................................................................................................5-35
Data Mapping Considerations .......................................................................................................................5-36
Data and Reporting Considerations ...............................................................................................................5-37
Optional Components ....................................................................................................................................5-38
Receiving Open Interface ..............................................................................................................................5-39
Overview of Payment on Receipt ..................................................................................................................5-40
Summary........................................................................................................................................................5-41
Oracle iProcurement Setup Steps ..................................................................................................................6-1
Oracle iProcurement Setup Steps ..................................................................................................................6-3
Objectives ......................................................................................................................................................6-4
Agenda...........................................................................................................................................................6-5
Procurement Process: Oracle iProcurement...................................................................................................6-6
Oracle iProcurement Integration with Oracle Applications Impact on Setup................................................6-7
Oracle iProcurement Setup Overview ...........................................................................................................6-8
Agenda...........................................................................................................................................................6-9
Oracle Applications Setup Overview ............................................................................................................6-10
Oracle Applications Setup Overview - 2 .......................................................................................................6-11
Oracle Applications Setup Overview - 3 .......................................................................................................6-12
Oracle Applications Setup Overview - 4 .......................................................................................................6-13
Agenda...........................................................................................................................................................6-14
Oracle iProcurement Setup Overview ...........................................................................................................6-15
Perform Oracle iProcurement Specific System Administration Setup ..........................................................6-16
Verify Profile Options That Impact Oracle iProcurement: Oracle Applications ...........................................6-17
Verify Profile Options That Impact Oracle iProcurement: Oracle Purchasing..............................................6-19
Verify Profile Options That Impact Oracle iProcurement .............................................................................6-21
Requisition Templates ...................................................................................................................................6-25
Define Information Templates.......................................................................................................................6-26
Set Up Catalog...............................................................................................................................................6-27
Agenda...........................................................................................................................................................6-28
Additional Implementation Considerations ...................................................................................................6-29
Training Considerations ................................................................................................................................6-30
Oracle iProcurement Features to Consider ....................................................................................................6-31
Custom Package Implementation ..................................................................................................................6-32
Page-Specific Customization.........................................................................................................................6-33
Summary........................................................................................................................................................6-34

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Preface
Profile
Before You Begin This Course

• Thorough knowledge of Oracle E-Business Procure to Pay process

• Working experience with Oracle E-Business Procure to Pay products

Prerequisites

• R12 Oracle Purchasing Fundamentals

How This Course Is Organized

This is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations
and written practice sessions reinforce the concepts and skills introduced.

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Related Publications
Oracle Publications
Title Part Number
Oracle Purchasing User's Guide B28669-01
Oracle iProcurement Implementation and Administration Guide B31402-01
Oracle Procurement Buyer's Guide to Punchout and Transparent Punchout B13856-01
Oracle Payables User Guide B25454-01

Additional Publications

• System release bulletins

• Installation and user’s guides

• Read-me files

• International Oracle User’s Group (IOUG) articles

• Oracle Magazine

Copyright © Oracle 2009. All rights reserved.

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Typographic Conventions
Typographic Conventions in Text
Convention Element Example
Bold italic Glossary term (if The algorithm inserts the new key.
there is a glossary)
Caps and Buttons, Click the Executable button.
lowercase check boxes, Select the Can’t Delete Card check box.
triggers, Assign a When-Validate-Item trigger to the ORD block.
windows Open the Master Schedule window.
Courier new, Code output, Code output: debug.set (‘I”, 300);
case sensitive directory names, Directory: bin (DOS), $FMHOME (UNIX)
(default is filenames, Filename: Locate the init.ora file.
lowercase) passwords, Password: User tiger as your password.
pathnames, Pathname: Open c:\my_docs\projects
URLs, URL: Go to http://www.oracle.com
user input,
User input: Enter 300
usernames
Username: Log on as scott
Initial cap Graphics labels Customer address (but Oracle Payables)
(unless the term is a
proper noun)
Italic Emphasized words Do not save changes to the database.
and phrases, For further information, see Oracle7 Server SQL Language
titles of books and Reference Manual.
courses, Enter user_id@us.oracle.com, where user_id is the
variables name of the user.
Quotation Interface elements Select “Include a reusable module component” and click Finish.
marks with long names
that have only This subject is covered in Unit II, Lesson 3, “Working with
initial caps; Objects.”
lesson and chapter
titles in cross-
references
Uppercase SQL column Use the SELECT command to view information stored in the
names, commands, LAST_NAME
functions, schemas, column of the EMP table.
table names
Arrow Menu paths Select File > Save.
Brackets Key names Press [Enter].
Commas Key sequences Press and release keys one at a time:
[Alternate], [F], [D]
Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]

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Typographic Conventions in Code
Convention Element Example
Caps and Oracle Forms When-Validate-Item
lowercase triggers
Lowercase Column names, SELECT last_name
table names FROM s_emp;

Passwords DROP USER scott

IDENTIFIED BY tiger;
PL/SQL objects OG_ACTIVATE_LAYER
(OG_GET_LAYER (‘prod_pie_layer’))

Lowercase Syntax variables CREATE ROLE role

italic
Uppercase SQL commands and SELECT userid
functions FROM emp;

Typographic Conventions in Oracle Application Navigation Paths

This course uses simplified navigation paths, such as the following example, to direct you
through Oracle Applications.

(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve

This simplified path translates to the following:

1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches
Summary.

2. (M) From the menu, select Query then Find.

3. (B) Click the Approve button.

Notations:

(N) = Navigator

(M) = Menu

(T) = Tab

(B) = Button

(I) = Icon

(H) = Hyperlink

(ST) = Sub Tab

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Typographical Conventions in Oracle Application Help System Paths
This course uses a “navigation path” convention to represent actions you perform to find
pertinent information in the Oracle Applications Help System.

The following help navigation path, for example—

(Help) General Ledger > Journals > Enter Journals

—represents the following sequence of actions:

1. In the navigation frame of the help system window, expand the General Ledger entry.

2. Under the General Ledger entry, expand Journals.

3. Under Journals, select Enter Journals.

4. Review the Enter Journals topic that appears in the document frame of the help system
window.

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