Oracle iProcurement

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

iProcurement Overview

How does Procurement Typically Work? • Essentially. it supports the procure-to-pay process in an organization’s purchasing function. Requisition Approvals Orders Receiving Payment .

• • .Introduction • Internet Procurement allows organizations to perform the procurement activity electronically over the internet. Application Short name = ‘ICX’. 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.

iProcurement Enter requisition online using catalogue form Workflow approval Buyer creates Order Supplier notified and delivers directly to the Requestor Record receipt on iProcurement .

iProcurement Process Flow Requisitions Purchase Orders Catalog Content Management Negotiations & Awards Sourcing Ordering Receiving Analysis Supplier Management Supplier Performance Payment .

iProcurement • It directly integrates with several other Oracle Applications to fully support the purchasing process. Oracle Purchasing Required to complete the base purchasing functionality Oracle Payables Procurement Cards (P-Card transactions) iProcurement Oracle Inventory Item information Oracle Projects Project/Task information .

web shopping interface. add them to the shopping cart. quickly find goods and services. With a web browser.Shopping  Shopping Lists  Multiple Shopping Carts  Copy Orders  Service requests  Non Catalog Requests  Automatic Document creation  Centralized Purchasing Streamlined Order Placement . and simply checkout.iProcurement – Key Features • • • Oracle Internet Procurement 11i provides an intuitive. Streamlined Order Placement .Delivery  Inventory Replenishment Requests • .

.Billing  Procurement Card Purchases for Catalog Orders  Oracle Projects Integration  Multiple Account Distributions and Account Generation Workflow Integration • Streamlined Order Placement  Notes . Vacation Scheduling  Review/Submit.Additional Item Information.Approval Routing Configuration. Upload and View Attachments  Approvers .iProcurement – Key Features • Streamlined Order Placement .  iProcurement automatically records the receipt transaction. Cancellations • Desktop Receiving  Requesters can receive orders in iProcurement and confirm receipt of requested goods and services.

Prerequisites for iProcurement .

Assignments.. Hierarchy. Items availability in iProcurement from :  Internal Catalog: Items assigned to categories which are enabled for iProcurement  External Catalog: Managed by Supplier / Third Party / Self • . Buyers.Prerequisites for iProcurement • Oracle Core Purchasing setups  For example : Jobs. Purchasing / Financial / Receiving options etc. Item categories. Approval groups. Positions. Employees.

Setup Overview .

Important Setups 1 2 3 4 6 6 Descriptive Flexfield for Item Categories Define Information Templates Define Realms Set Up Attachments Set Up Profile Options Enable Function Security Required Optional Optional Optional Required Optional .

Logging into iProcurement .

iProcurement – Login .

iProcurement Home Page The Home Page offers one click access to the following: • Search: Users shall search for the items from this screen. Search can be performed by wild search parameters like giving %Description% in the Search Main Store Field. • My Requisitions: It provides the summary of the Requisitions raised and their status. . Clicking on the Requisition Number link shall provide the user about the details of the requisition raised by him/her.

iProcurement Home Page .

Cataloging Process .

the items in a Catalog visible to each user are restricted by the Realm(s) attached to the User. These catalogs will store the Sourcing information such as Blanket Agreements or Catalog Quotations of suppliers where available.Cataloging Process • • Internet Procurement module will hold all the items and details related to the items in the form of a Catalog. besides storing the Requisition Templates. 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. These information elements will be extracted from the definitions in Core Purchasing module. However. • • . if any. The cataloging process will be controlled by the Purchasing Administrator.

Click on the Load Items button to fire off the concurrent process. template lines. click the following boxes: contracts. template headers (if you want to load blanket templates). 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.  In Category extract zone. continue with the Item Extract. "ITEM MASTER" (if you're loading inventory items). 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.  In the item extract zone. perform load and write record. Press Extract Categories button. This will kick off a concurrent process. (if you're loading blanket lines) perform load and write record.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. When that process finishes. • . click the following boxes: extract categories. Specify the output file name.

Catalog Quotation /Blanket agreement or creation of new item. • . Quotation /Blanket agreement or requisition template will be visible in iProcurement only after running the Catalog loader process.Classifications  Catalog Data Extract .Subsequent Loads • After the initial load. following concurrent programs can be run in the given order:  Catalog Data Extract .Items  Rebuild Catalog Item InterMedia Index Any changes made in Item Master.

Enable Categories for iprocurement .

Assign the Category to Item .

Extract Classifications & Items .

Map iproc categories to purchasing Categories .

Create Top Level Heirarchy .

Define category Hierarchy .

Browse Items in iprocurement Categories .

hosted A third party site hosts Indirect material catalog items for buyers and suppliers Free form Catalog containing policies and procedures Policy controlled Items Informational .Catalog Content Management Catalog Local Description Iprocurement catalog to which the buyer adds items Supplier webstore to which the buyer links directly Suggested Commodities Direct and Indirect Material Configured Products Supplier hosted Market Place.

Oracle Catalog Utilization Types Type Local Location Oracle iprocurement Supplier or Market place Supplier or Market Place Description Content extracted from Oracle Purchasing or Upload Requestor adds Items from the external site to the Shopping cart in Oracle Iprocurement Requestor Shops External site in the background and returns matching items to the search result pages Instructions . policies & links for ordering items and services that may not be supported by other catalog types Punchout Transparent Punchout Informational Oracle iprocurement .

informational catalogs and transparent punchout catalogs . punch out catalogs.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.

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 . by user or responsibility • Item Source realms to control access by user or responsibility : -Punchout Catalogs -Transparent punchout Catalogs -Informational Catalogs .

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 .Catalog category Realm Setup • Define the category realm .

Define Realm

Assign Realm Id to Security Attribute

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

Creating Purchase Requisitions in iProcurement .

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 .

and reassign purchase requisitions • Monitor the on-line approval process . reject.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.

Overview of Purchase Requisition Creation Shopping lists Catalogs Choose items or enter lines Non-catalog request Purchase Requisition .

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. • . the availability of items to a particular user will be secured by the Realm attached to the user/responsibility. The items assigned to such category will be available in iProcurement after running Catalogue Loader Process. Further.

supplier name.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. category. price. currency Catalogs from internal sources includes the following:      Items from the Item Master Requisition Templates Blanket Purchase Orders Quotations Approved Supplier Lists . internal item code.

Catalogue Search .

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 about the item including:  Description. Unit of Measure. Price Associate it to a category Optionally select a supplier for the item Click on Add to Cart • • • • .

Non-Catalogue Requests .

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 .

Browse Categories .

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. 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 .

Shopping Lists .

price. The percent sign (%) may be used as a wildcard which takes the place of missing characters in the keyword.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. • . internal item code or currency in the Search field. 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. supplier name.

Demonstration .

Demonstration .

Shopping Cart Page • In Shopping Cart page. 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. User as required can delete if he/she wishes to delete the requisition line by clicking on the delete button. both line specific or applicable to entire requisition. system defaults a quantity of one for each line. This generates a requisition number. The user as required can modify the same by entering the required quantity in the Quantity column. 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. After completing the requisition. Further. • • • . 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.

Demonstration

Click to delete items from cart

Demonstration

Demonstration

but can be modified by you  Requester name defaults from user. no modification  Deliver to location defaults from the user.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. You can select an alternative from the list if required .

Demonstration .

Demonstration .

Demonstration .

Demonstration Click here to split the charge account allocation .

Demonstration .

Demonstration .

Demonstration Click here for Header Attachments Click here for Line Attachments .

Demonstration .

Demonstration .

Demonstration .

Demonstration .

Demonstration

Demonstration

Demonstration

Creating Internal Requisitions in iProcurement .

Demonstration .

Demonstration .

Demonstration .

Demonstration .

Demonstration .

Demonstration .

Demonstration .

Demonstration .

Demonstration .

Managing Requisitions .

Viewing Purchase Requisitions • • In the home page. first five requisitions are displayed with Requisition number. Click on the Requisition number shows the requisition details and click on the status shows the view action history of the requisition . Description and Status.

My Requisitions .

the user can view requisition status using various search criteria. The user can further select the desired Requisition by clicking on the ‘Select’ radio button for the relevant Requisition Subsequently. the user can select any of the following actions for the selected Requisition:     Copy To Cart Cancel Requisition Change Complete .Requisitions Page • In the Requisitions page. 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.

Requisitions Page .

Requisition Details Click here for line details .

Requisition Details .

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. The approvers can amend only if the document us pending for approval with them. Buyers can amend the requisition only after the requisition is approved and awaiting further action in the Requisition Pool. Cancellation of requisitions can be done only by the Requestor (Owner of the document) or any person defined as a Buyer. they can do so any time until the requisition is converted into a Purchase Order/Release. . Where the Users who created the requisition want to amend the same. only the Buyer can cancel the Purchase Order/Release and also optionally cancel the underlying Requisition. The Requestor can cancel only such requisitions which have not been converted into a Purchase Order/Release. Once converted.

Amendment/Cancellation of Requisitions • Using the ‘My Requisitions’ in Home Page / Requisition page in iProcurement. Users will identify the requisitions to be amended or cancelled. Following control actions are available to the users:     Copy To Cart Change Cancel Requisition Complete • .

 User can cancel only one requisition at a time. When buyer accepts. However. then the notification is sent to buyer whether it is acceptable to cancel the requisition line. Requisitions which have one or more requisition lines placed on a purchase order cannot be cancelled. then the requisition / line shall be cancelled as per the user request.  To cancel a requisition. user cannot cancel individual line items from a multi-item requisition.Amendment/Cancellation of Requisitions • Cancel:  User can cancel requisitions with all the statuses other than ‘Incomplete’. (Such requisitions submitted for a change request shows the blue highlighted circle mark against that requisition indicating that there is a pending change request). the user needs to open the Requisition Page and select the requisition that is required to be cancelled.  When user cancels a requisition.  If the Purchase Order is raised against the requisition line. It is with the discretion of the Buyer whether to accept or reject since this requisition line is already on a Purchase Order. all line items in the requisition are cancelled. .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

the approval status of the requisition is changed to ‘Incomplete’ until it is resubmitted for approval. • Cancel Requisition: User will be selecting this option if the items ordered in the requisition are not required any more.Amendment/Cancellation of Requisitions • Change:  The ‘Withdraw’ feature allows the Requester to pull a requisition from the approval process.  When user withdraws a requisition. make changes to the requisition and resubmit for approval. .  On the Requisition Page. 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. user has to select the requisition he needs to change and click on the ‘Change’ button. the requisition will be placed in a status of ‘Cancelled’ and cannot be resubmitted. If the user chooses this option.  Once withdrawn.

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Amendment/Cancellation of Requisitions .

Requisitions with any other status cannot be resubmitted for approval. unit of measure. delivery. price. or supplier information.  During the checkout process. you can modify the item quantity.  Only one requisition can be resubmitted at a time. You cannot modify the item description. billing and approval information. Copy To Cart:  Copy the item information from the original requisition into the shopping cart. • .Amendment/Cancellation of Requisitions • Resubmit:  User can resubmit only those requisitions that have a status of either ‘Returned’ or ‘Rejected’.

Notifications and To-Do List .

Notifications • As and when documents (Purchase Requisition / Purchase Orders / Releases) are submitted for approval / approved / rejected / returned. system generates appropriate notifications and sends them into notification window of the relevant users. 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 • .

These notifications will have to be manually closed after carrying out necessary action using ‘Close’ option to delete the same from the Notification screen.Notification Types • Open Notifications are those notifications on which the user needs to take some action (Approve / Reject / Reassign). • • . All Notifications include the notifications of both the types discussed above. This list also displays the requisitions approved by you. FYI Notifications are those notifications that are only for information.

Notifications Page .

Vacation rules can be set by creating the rules from ‘Notifications’ page. .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) .

Reassigning/ Delegating Notifications (Vacation Rules) .

Reassigning/ Delegating Notifications (Vacation Rules) .

Reassigning/ Delegating Notifications (Vacation Rules) .

Receiving in iProcurement .

Navigation: i-Procurement Home Page  Receiving • . as it will have an impact on the matching and approval of the supplier invoice. it is important that you record the receipt online.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.

Click on Full List button .How to create a Receipt • • You can find latest receipt notifications under Requisitions to Receive section of Receiving page.

Receiving Tab .

Receiving Tab .

Receiving Tab .

Receive Requisitions – Step 1 • • • Select the line you want to receipt Receipt Quantity defaults to the order quantity. but you can change it as required. Click at Next button to continue the receiving process .

Receive Requisitions – Step 1 .

waybill number and additional comments The Receipt date defaults to the current date.Receive Requisitions – Step 2 • • • In the Receive Items: Enter Receipt Information page where you can enter additional receipt information. You can enter details such as packing slip. but can be overwritten .

Receive Requisitions – Step 2 .

.Receive Requisitions – Step 3 • • • The Receive Items: Review and Submit page opens. Review the details. Click submit button.

Receive Requisitions – Step 3 .

Receive Requisitions .Confirmation .

Receiving Page .

Receiving Details .

Express Receive • Alternatively click on the Express Receive button in the Requisitions to Receive section to receive a single Requisition in a quick step .

Express Receive .

Express Receive .

Express Receive .Confirmation .

Receiving Page .

Receiving Details .

View History of Receipts • View Receipt transaction history for your items using View Receipts or My Receipts at a Glance in the Receiving page. .

View History of Receipts .

View History of Receipts .

Returns .

Select the Submit button and system generates a receipt number and provides a return confirmation .Return Process • • • • • iProcurement Home Page  Receiving  Return Items Select Return Items to record 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 Submit Return(s) page. Review the entered return details and carry out necessary changes. if required. by using the ‘Back’ button in the browser.

Return Process .

Return Process – Step 1 .

Return Process – Step 2 .

Return Process – Step 3 .

Return Process – Confirmation .

Receiving Page .

Correct Receipts .

Receiving Page .

Correct Receipts – Step 1 .

Correct Receipts – Step 2

Correct Receipts – Confirmation

Receiving Home Page

View Corrected Receipt Details .

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 .

.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.

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