User guide: PR-PS Version No.

: 02

Written By: Alon Nissim

Effective date: 05.01.2021
Edited by: Haim Shalev

User Guide

PR PS

Page 1 PR-PS User Guide

 Contents
1. LOGIN TO ORACLE SYSTEM.............................................................................................................. 3
2. CREATE PURCHASE REQUISITION................................................................................................4
2.1 SET UP REQUISITION PREFERENCES.......................................................................................4
2.1.1 ENTER REQUISITION LINE....................................................................................................... 6
2.2 REVIEW & UPDATE REQUISITION LINE.................................................................................8
2.2.1 EDIT PURCHASE REQUISITION HEADER............................................................................8
2.2.2 EDIT PURCHASE REQUISITION LINES................................................................................9
2.2.3 EDIT PURCHASE REQUISITION LINE SEGMENTS.........................................................11
3. PURCHASE REQUISITION APPROVAL WORKFLOW..............................................................12
3.1 SEARCH REQUISITION AND WF STATUS..............................................................................13
4. GOOD RECEIPT (PACKING SLIP)................................................................................................. 18
APPENDIX 1 – BUSINESS UNITS AND LEGAL ENTITIES LIST.................................................22

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1. Login to Oracle system

Login to Oracle using the SSO (Single Sign–On)

Choose your account name,
If you do not see your name write done your corporate email.

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2. Create Purchase Requisition

Click on the Home button and scroll the top bar menu to “Procurement” and click it

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 Click on the Purchase requisition icon

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2.1 Set up requisition preferences

Choose the LE: Go to “More Task” and click on “Update Requisition Preferences” to

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 Edit Requisition Preferences by filling in the mandatory fields (*):

 Legal entities in Oracle are grouped into 9 different BUs (Business units)

 Requisitioning BU: Choose the BU for the required LE as shown on appendix 1

 Deliver-to Location: Enter the required LE on this field

Click on button to search the LE you need Note:
LEs in the search area based on
the BU you’ve chosen

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 2.1.1 Enter Requisition Line
Once the preferences are set go to “More Tasks” and click on the Enter Requisition Line option.

Enter all the mandatory fields for your request (*):

 Item: click on item’s search button

to choose your item or start typing the
number

 Item description: write the full item request,

defaulted value is the Item name

 Category Name: defaulted from the chosen

item and cannot be changed, as it effects the
PR approval WF

 Quantity: fill in the required quantity

 Price: fill in the costs. if this is a frame PR,

please make sure to switch the price and
quantity just like we did in 8AX

 Currency: This field default is USD.

if changing it to other currency always keep the
“Conversion Rate Type” under “Corporate”

 Requested Delivery Date: fill in the requested

date of the service. This field default is the
creation date + 7 days

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 Please note: Dates are set to US format by default, mm/dd/yyyy – can be changed in user
preferences

 Supplier: fill in the supplier name if you know it.

Once done click on the

add to cart button:

Avoid clicking “Done” button

If you need to add another line to this PR, repeat process 2.1.1,
if not click on the “Cart” button and then on the “Review” button.

Important:
Do not click “SUBMIT”

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 2.2 Review & Update Requisition Line

Once entered requistion line you can review all its details before submitting it to approval flow,
but first go to the “Action” button and click on “Edit”:

2.2.1 Edit Purchase Requisition Header

Once we click on the “Review” button the system will create the PR and sperate it into two
section, the PR header and the PR lines

 Justification: Write down the business needs for the requested PR.

 Attachments: Add attachments, like Price quote, Contract, T&C

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 2.2.2 Edit Purchase Requisition Lines

Go over the requistion lines to complate the PR before submitting it to approval WF.
Go to the itme line and mark it:

Go to action and click on “Edit”.

A new widow will pop up. Go over the item details and correct if needed. Once done click on “OK”

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 Prepayment fields: use these fields to indicate the requested service start and end date and
choose “YES” if it’s a prepayment service.

IT equipment fields: use these

fields to indicate the IT equipment specification like Make and Model when requesting IT
equipment like Laptops and Servers.

IT budget line fields: use these fields to indicate the IT budget line when opening a PR
related to the ProTech division.
The “IT Budget line ID code” field is subject to the “IT Budget Line Department” field, so
when choosing a specific department only the relevant codes for this department will appear
in the “IT Budget line ID code” field.

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 2.2.3 Edit Purchase Requisition Line segments

The segments (Dimensions) are located under the “Billing” section per each item line.
Please note that Oracle is segmentally oriented and it’s very crucial filling them up
correctly.
Click on the “Select: Charge Account” button and update the segments accordingly:
Do not change “Company” and “Account” segments they are defaulted from the LE and item
Make sure to always fill in your “Division” and “Department” details in the relevant segments.
Fill in the rest of the segments if relevant.

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 2.3 Duplicate Purchase Requisition

* To duplicate a purchase requisition *

Go to Procurement -> Purchase requisition

You will be prompted to the “Recent Requisitions” and “Recent payments” tab.

To duplicate an already submitted requisition, click on the desired one.

After clicking on the requisition you want to duplicate, click on Actions and then Duplicate.

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 On the top-left corner you will see that the PR number has changed, meaning that your PR now
has been duplicated

By pressing Submit you will be prompted to the “Recent Requisitions” and there you have your new
duplicated PR.

3. Purchase Requisition Approval Workflow

*To add items please repeat 2.1.1 after clicking “Shop”

Once the PR is complete click the “Submit” button to initiate the approval WF.

The system will send you an email confirmation with the PR details and the WF status.

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 3.1 Search Requisition and WF status

To search your requisitions, Navigate Procurement à Purchase Requisitions.

In the main screen you will see your recent requisitions.

Click on the “View More” button to search all your requisitions in all BUs and LEs.

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 Go to “View” and click on the “Columns” button.

Click “Filter” button to enable

filtering on fields

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 On the “Status” column, you can see the status for each PR.

For each approved PR you can see the converted Purchase Order number on the Order column
and its Order status.

 Hyperlink fields: each field on the grid marked in Blue is a Hyperlink and by clicking on it the
system will open the relevant screen.

For example: by clicking on the Order number the system will open the Order screen.

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  Pending approval PR status: click on the “Pending approval” Hyperlink next to your PR
number to check WF status.
For each stage in the WF you can see the name of the user the PR is assigned to, marked in
Blue, and the next approvers, marked in Gray, according to the PR amount and users limit.

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 Purchase Requisition
Managerial Approval
On the top you can see who
requested the PR and its total
amount in USD

 If the PR was opened on

behalf of another user,
you can who opened the
PR in the “Entered By”
field, as well as the PR
number and the business
justification.

 Here you can see the lines

item and segments.

 Here you can see the full

approval chain

 Here you can see the

username who submitted
the PR

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  PR email approval: click the “Approve” button on the email, a new email will appear, click on
“Send” and the system will receive the email with your approval.

Do not edit this email.

The same process applies for rejecting or requesting for information.

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 4. Good Receipt (Packing Slip)

Go to “Supply Chain Exaction” and click on “Inventory Management”

Go to the “Tasks” icon, choose “Receipts” on the “Show Tasks” menu and click on the “Receive
Expected Shipments” hyperlink.

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 Make sure to choose the correct “Inventory Organization” for the PO’s LE by clicking on the
“Change Organization” button.
For the full Inventory Organization codes per each LE see Appendix 1.

Enter your PO number on the “Purchase Order” field and click on “Search”.

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 Mark the PO line and click on “Receive”

Click on “Show Receipt Quantity”, amend the receiving “Quantity”

Click on “Create Receipt”:

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 Fill in the “Packing Slip” number and other information if needed an click the Submit

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 Appendix 1 – Business units and Legal entities list

BU /
Company /
Parent Description Currency Category 8AX_OLD CODE Location BU Inventory Organization Code
LE code
code
8888 Total 888 Holdings PLC Group - Group Total New Parent Group - - -
9999 8888 Elimination company USD Elimination company New company - - -
1000 8888 Total Gibraltar Companies - Business Unit New Parent Group - Gibraltar BU -
1900 1000 888 Holdings PLC USD Company 900 GI Gibraltar BU 888_HOLDINGS_PLC
1830 1000 VHL Financing Limited USD Company 830 GI Gibraltar BU VHL_FIN_LTD
1812 1000 Virtual Digital Services Limited - Gibraltar Branch USD Company 812 GI Gibraltar BU VIR_DIG_SER_LIM_GI
1730 1000 888 Atlantic Limited USD Company 730 GI Gibraltar BU 888_ATLANTIC_LTD
1450 1000 888 CZ Limited CZK Company 450 GI Gibraltar BU 888_CZ_LTD
1652 1000 888 Denmark Limited - Gibraltar Branch EUR Company 652 GI Gibraltar BU 888_DEN_LTD_GIB
1672 1000 888 Germany Limited - Gibraltar Branch EUR Company 672 GI Gibraltar BU 888_GER_LTD_GIB
1312 1000 888 Italia Limited - Gibraltar Branch EUR Company 312 GI Gibraltar BU 888_IT_LTD_GIB
1760 1000 888 Liberty Limited USD Company 760 GI Gibraltar BU 888_LIBERTY_LTD
1522 1000 888 Romania LTD - Gibraltar Branch EUR Company 522 GI Gibraltar BU 888_ROMLTD_GIB
1562 1000 888 Portugal LTD - Gibraltar Branch EUR Company 562 GI Gibraltar BU 888_POR_LTD_GIB
1582 1000 888 Sweden LTD - Gibraltar Branch USD Company 582 GI Gibraltar BU 888_SWE_LTD_GIB
1101 1000 Virtual Global Digital Services Limited USD Company 101 GI Gibraltar BU VIRT_GLOB_DIG_SRV
1100 1000 Cassava Enterprises (Gibraltar) LTD USD Company 100 GI Gibraltar BU CASSAVA_ENT_GIB
1500 1000 Fordart Limited USD Company 500 GI Gibraltar BU FORDART_LTD
1700 1000 Brigend LTD USD Company 700 GI Gibraltar BU BRIGEND_LTD
1380 1000 New Wave Virtual Ventures Limited USD Company 380 GI Gibraltar BU NEW_WAVE_VIRT
1190 1000 Virtual Share Services Limited USD Company 190 GI Gibraltar BU VIRT_SHARE_SRV_LTD
1180 1000 Virtual Marketing Services (Gibraltar) LTD USD Company 180 GI Gibraltar BU VIRT_MARK_SRV_GIB
1600 1000 Online Entertainment Limited USD Company 600 GI Gibraltar BU ONLINE_ENT_LTD
1110 1000 Virtual Internet Services Limited USD Company 110 GI Gibraltar BU VIRT_INT_SRV_LTD
1150 1000 Gisland Limited USD Company 150 GI Gibraltar BU GISLAND_LTD
1540 1000 Virtual Emerging Entertainment Limited USD Company 540 GI Gibraltar BU VIRT_EMERG_ENT_LTD
1680 1000 888 US Limited USD Company 680 GI Gibraltar BU 888_US_LTD
1592 1000 Entertainment Ventures Europe 2019 LTD - Gibraltar Branch EUR Company 592 GI Gibraltar BU ENT_VEN_EU_GIB
1572 1000 Gaming Ventures Europe 2019 LTD - Gibraltar Branch EUR Company 572 GI Gibraltar BU GAM_VEN_EU_2019_GI
1332 1000 888 (Ireland) Limited - Gibraltar Branch EUR Company 332 GI Gibraltar BU 888_IE_GIB
1340 3000 888 UK Limited GBP Company 340 GI Gibraltar BU 888_UK_LTD
1155 1000 MQCF Services Limited EUR Company 155 GI Gibraltar BU MQCF_SRV_LTD
9000 8888 Total Spain Companies Business Unit New Parent Group Spain BU
9660 9000 888 Online Games Espana, S.A. EUR Company 660 ES Spain BU 888_ONLINE_GAM_ES
5000 8888 Total Malta Companies Business Unit New Parent Group Malta BU
5330 5000 888 (Ireland) Limited EUR Company 330 MT Malta BU 888_IE_LTD
5490 5000 888 France Limited EUR Company 490 MT Malta BU 888_FR_LTD
5670 5000 888 Germany Limited EUR Company 670 MT Malta BU 888_GER_LTD
5310 5000 888 Italia Limited EUR Company 310 MT Malta BU 888_IT_LTD
5560 5000 888 Portugal Limited EUR Company 560 MT Malta BU 888_POR_LTD
5520 5000 888 Romania LTD USD Company 520 MT Malta BU 888_ROMANIA_LTD
5650 5000 888 Denmark Limited DKK Company 650 MT Malta BU 888_DK_LTD
5580 5000 888 Sweden Limited SEK Company 580 MT Malta BU 888_SWE_LTD
5870 5000 VHL Financing (Malta) LTD EUR Company 870 MT Malta BU VHL_FIN_MALTA
5850 5000 VDSL International (Malta) LTD USD Company 850 MT Malta BU VDSL_INT_MALTA
5445 5000 888 Netherlands Limited EUR Company 445 MT Malta BU 888_NETHERLAND_LTD
5570 5000 Gaming Ventures Europe 2019 LTD EUR Company 570 MT Malta BU GAMING_VEN_EU_2019
5810 5000 Virtual Digital Services Limited USD Company 810 MT Malta BU VIR_DIG_SER_LIM
5590 5000 Entertainment Ventures Europe 2019 LTD EUR Company 590 MT Malta BU ENTERT_VEN_EU_2019
7000 8888 Total US Companies Business Unit New Parent Group US BU
7690 7000 888 US Inc USD Company 690 US US BU 888_US_INC
7720 7000 888 US Services Inc USD Company 720 US US BU 888_US_SERV
7740 7000 AAPN New Jersey LLC USD Company 740 US US BU AAPN_NJ_LLC
7750 7000 AAPN Holdings LLC USD Company 750 US US BU AAPN_HLD_LLC
7745 7000 888 US Holdings Inc USD Company 745 US US BU 888_US_HLD
7780 7000 VHL Colorado LLC USD Company 780 US US BU VHL_COL_LLC
4000 8888 Total Antigua and Barbuda Companies Business Unit New Parent Group Antigua BU
4880 4000 Virtual IP Assets Limited USD Company 880 AG Antigua BU VIRT_IP_ASS_LIM
4410 4000 Dixie Operations Limited USD Company 410 AG Antigua BU DIXIE_OPER
4420 4000 Cassava Holdings Limited USD Company 420 AG Antigua BU CASSAVA_HOLD_LIM
2000 8888 Total Israel Companies Business Unit New Parent Group Israel BU
2200 2000 Random Logic Limited ILS Company 200 IL Israel BU RANDOM_LOG_LTD
2210 2000 Random Logic Ventures Limited ILS Company 210 IL Israel BU RANDOM_LOG_VENT_LI
3000 8888 Total UK Companies Business Unit New Parent Group UK BU
3300 3000 Virtual Marketing Services (UK) LTD GBP Company 300 GB UK BU VIRT_MARK_SER_UK
6000 8888 Total Ireland Companies Business Unit New Parent Group Ireland BU
6555 6000 Spectate Limited EUR Company 555 IE Ireland BU SPECTATE_LTD
6820 6000 Virtual Marketing Services (Ireland) Limited USD Company 820 IE Ireland BU VIRT_MARK_SRV_IE_L
6860 6000 Virtual Internet Services (Ireland) Limited EUR Company 860 IE Ireland BU VIRT_INT_SER_IRL
8000 8888 Total Romania Companies Business Unit New Parent Group Romania BU
8510 8000 Sparkware Technologies SRL RON Company 510 RO Romania BU SPARKWARE_TECH_SRL

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