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Oracle Iprocurement: P-Card Functional Setup: An Oracle White Paper August 2000 Revised October 2002
Oracle Iprocurement: P-Card Functional Setup: An Oracle White Paper August 2000 Revised October 2002
Functional Setup
An Oracle White Paper
August 2000
Revised October 2002
Oracle iProcurement: P-Card
Functional Setup
ABSTRACT
The Oracle iProcurement (IP) product enables corporations to acquire goods and
services through the Internet. A procurement card (P-Card) is a corporate credit
card issued to an employee to purchase items directly from a supplier.
P-Card orders are approved and transmitted to the supplier like any other order.
When you order an item, the Billing page (or Order Information page, if you are
using Power Checkout) lets you select a P-Card number if you have one. P-
Cards must be set up for each employee. You cannot enter a number yourself. If
a P-Card is set up for you, you will see your P-Card number in the pull-down P-
Card Number menu on the Billing page (or Order Information page) when you
place an order.
CONTENTS
1) Oracle Application Modules Needed for P-Card Functionality
2) Supplier Setup
3) P-Card Program Setup
4) Credit Card Setup
5) Requisition Creation in iProcurement Using P-Card
6) P-Card Validation
7) Encumbrance and Receiving for P-Card transactions.
8) Features included in 10.7, 11.0.3 and 11i
9) Known Issues and Resolutions
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Supplier Setup
Set up your supplier and P-Card enabled suppliers’ sites. The P-Card check box
that enables P-Card use appears in the core Purchasing application under Supply
Base àSuppliers. Select a supplier site by clicking the Site button in the lower
right hand corner of the Supplier screen. The P-Card checkbox appears in the
General region on the supplier site screen.
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Fig. 2: P-Card Supplier Site Setup
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Fig 3: Credit Card Setup
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2. In the Credit Card Programs window, define your credit card program,
including the card issuer, card type, and credit card code set. In this
window you can also specify transaction statuses for which you will not
create invoice.
5. In the Credit Cards window, assign a card to a cardholder and assign a credit
card profile to the card.
8. In the Users window, assign a Credit Cards responsibility and the Workflow
responsibility to employees.
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There are four levels of the Credit Cards responsibility that you can define
for employees:
1. Credit Cards - Assign this responsibility for employees that should have
access to records for one or more employees. The securing attribute for the
seeded Credit Cards responsibility is ICX_HR_PERSON_ID. To allow a
Web user the ability to verify open credit card transactions and to review a
credit card transaction history for more than one employee, define an
additional securing attribute value (ICX_HR_PERSON_ID).
Verify Open Transaction. Use to update the status, cost center, account, and
description of a transaction. You can also split a transaction.
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Creating a Requisition using P-Card in iProcurement (SSP 5)
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Billing Information of P-Card
Make sure the drop down list shows the last 4-digits of the P-Card
associated to the employee. Oracle Self-Service Purchasing allows the user
to optionally specify a status of Taxable or Tax-Exempt (see fig. 8) for the
requested item (overriding the system-determined default value). The status
indicated on the requester’s order line is carried forward to the purchasing
document that is created from the requester’s order.
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Validation
The following screen shows the warning when the transaction exceeds the
amount limit associated with the P-Card.
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Procurement card purchase orders and releases can be created only from
requisition lines in iProcurement. To use procurement card purchase orders
or releases in Purchasing, you must set up procurement card functionality in
both iProcurement and Payables.
Receiving
You receive a procurement card order like any other. However,
procurement card items do not accrue upon receipt. Payment and
accounting for procurement card orders are already handled in
Payables, which imports the credit card transaction files from the credit
card issuer. If you accrue upon receipt, Purchasing accrues upon
receipt all items except procurement card items. You cannot change the
Accrue at Receipt check box in the Shipments window for procurement
card purchase orders or releases.
Similarly, at period–end, Purchasing does not accrue or roll over
procurement card orders to General Ledger.
Invoicing
Since invoices for procurement card purchase orders are created through
credit card transaction files that are imported from the credit card issuer into
Payables, note the following:
•Procurement card purchase orders are not available for invoice matching in
Payables.
•Procurement card shipment lines are automatically closed after approval if
you use the Two–Way match approval level. (If you use Three–Way or
Four–Way match approval levels, you can still receive or inspect against the
shipment.)
•Payment on Receipt does not generate invoices automatically for
procurement card orders, even if the supplier is set up as a ‘Pay on Receipt’
site in the Supplier Sites window. A supplier site can be both a ‘Pay on
Receipt’ site and a ‘Procurement Card Site’. However, if the supplier site is
a Pay on Receipt site, invoices will be generated automatically for all orders
received from that supplier site when you run Payment on Receipt, except
those that include procurement card information.
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Features included in 10.7, 11.0.3 and 11i :
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Approval List Configuration Available Available Available
Finding Requisitions to
Available Available Available
Approve
Editing requisitions in
Available Available Available
approval queue
Vacation handling/reassigning
Available Available Available
to-do notifications
Copy Requisition Available Available Available
Requisition Cancellations Available Available Available
Requisition resubmit Available Available Available
Requisition withdraw -- Available Available
Emergency Requisitions -- Available Available
Requisition status (Inquiries) Available Available Available
Centralized Receiving Home
Available Available Available
Page
Receipts inquiry (history) Available Available Available
Finding Items to Receive Available Available Available
Returns and Corrections -- Available Available
Upload catalogs Available Available Available
Download templates Available Available Available
Building Table of Contents Available Available Available
Mapping Categories Available Available Available
Mapping Special Order Available Available Available
Catalog Search Available Available Available
Comparing Catalog items Available Available Available
Linkout to
Available Available Available
Suppliers/Marketplaces
E-Content Manager (Catalog
Available Available Available
authoring tool)
Retrieve Forgotten Password -- Available Available
Multi Byte Language -- Available Available
Search Based Punchout Available Available Available
OU Specific Purchasing News
Available Available Available
and Policies
MLS Compliant Loader -- -- Available
Dynamic Templates for
-- Available Available
Spreadsheets
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Suggested Buyer -- -- Available
Hazard Information -- -- Available
Express Receiving -- -- Available
iHelp Integration -- -- Available
New Punchout Architecture -- -- Available
Express (employee/location)
-- -- Available
Loader
Global Supervisor -- -- Available
Transaction Currency -- -- Available
Improved Search -- -- Available
Expense Account Exception
-- -- Available
Rules
Direct Approve and Reject -- -- Available
Estimated Tax -- -- Available
Favorite Charge Accounts -- -- Available
Contract Autosourcing -- -- Available
Grants Support -- -- Available
Enhanced Global Buyer
-- -- Available
Defaulting
Known Issues
Solution:
---------
Make sure the profile used for the P-Card has the Time Unit field set to
TRANSACTION:
A. From the AP Superuser responsibility, navigate to set up credit cards and
procurement card profiles.
B. Query the profile attached to your credit card. The ‘maximum amount’
field will only be validated on a requisition in Self-Service Purchasing if the
value is TRANSACTION.
C. On the list of values itself, scroll up to find the correct value. On some
forms only PERIOD and MONTHLY are displayed. By scrolling up you
will find the other codes. The actual code that performs this validation is
contained within the ReqHeader.java file as follows:
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String sqlStatement = "SELECT apcl.amount " +
"FROM ap_card_profile_limits apcl, " +" ap_cards apc " +
"WHERE apcl.profile_id = apc.profile_id" +" AND
apcl.time_unit_lookup_code = TRANSACTION'" + " AND apc.card_id = ?";
Solution:
---------
There is a profile option 'PO: Use P-Cards in Purchasing' which exists only
for release 11 or higher. When this profile option is set to 'Yes' the
Procurement Card functionality will be enabled and the Procurement Card
Number fields will appear on the two forms. Setting this profile option to
'No' will ensure that the Procurement Card functionality is disabled and the
Procurement Card Number field does not appear on the Purchase Order
Entry and Summary Forms.
Steps to recreate:
-------------------
a. Enter a non-catalog requisition with supplier and site.
(supplier > site > enabled for p-card)
b. Use p-card during checkout.
c. Buyer auto-creates from core purchasing and changes the supplier
and site (that is not enabled for P-card).
d. The p-card field still holds the p-card number even the supplier
and site are not enabled for p-card
Analysis
----------
Currently for a requisition line with an associated p-card, during the auto
create process, the buyer is able to change the supplier/supplier site
information. The Autocreate form restricts the change only to other p-card
enabled supplier/supplier sites (i.e. LOV for the supplier/supplier site field
shows only p-card enabled supplier/supplier sites). So the p-card
information will always apply for the supplier/supplier site on the resulting
PO document.
There is a problem on the PO Entry form (after the PO gets created) in that
there is no similar restriction on the supplier/supplier site field. So the buyer
can change it to any other supplier/supplier site, and the p-card information
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remains on the PO even if the newly selected supplier/supplier site is not p-
card enabled.
3. When a Credit Card inactive date in the Payables: Credit Cards form is
populated with a future date, the P-Card information is no longer visible
in the SSP5 billing information.
Solution:
---------
Fixed in ReqHeader.java 110.65, 115.36, available in ICX Patchset F.
(R11.0.PO.F patch #1330514) Bug 1341092
Summary
One of the most important aspects of the Distribution/Supply chain is the ability
to procure goods and services. iProcurement replaces the typical manual
procurement process with a streamlined, decentralized, electronic commerce
process that can dramatically reduce costs and time involved in doing so. P-Card
functionality gives an added advantage for procurement and receiving items with
P-Card transactions.
Credits
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Oracle iProcurement: P-Card Functional Setup
August 2000
Updated: August 2002
Author: Nag Dasari
Contributing Authors: n/a
Copyright © Oracle Corporation 2000
All Rights Reserved Printed in the U.S.A.
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