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

organizations purchasing function.

Requisition

Approvals

Orders

Receiving

Payment

Introduction

Internet Procurement allows organizations to perform the procurement

activity electronically over the internet, using a suite of products
iProcurement is a Self Service Application Module which facilitates
Buyers to:
Raise Requisitions for items already existing as a part of Item
Master
Raise Requisitions from external sources even for items which
presently do not exist in inventory.
Application Short name = ICX.

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
Catalog
Content
Management

Negotiations
& Awards

Purchase
Orders

Sourcing

Ordering

Receiving

Analysis
Supplier
Management

Payment
Supplier
Performance

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
Inventory
Item
information

Oracle
Payables
Procurement
Cards (P-Card
transactions)

iProcurement
Oracle
Projects
Project/Task
information

iProcurement Key Features

Oracle Internet Procurement 11i provides an intuitive, web shopping

interface.
With a web browser, quickly find goods and services, add them to the
shopping cart, and simply checkout.
Streamlined Order Placement - Shopping
Shopping Lists
Multiple Shopping Carts
Copy Orders
Service requests
Non Catalog Requests
Automatic Document creation
Centralized Purchasing
Streamlined Order Placement - Delivery
Inventory Replenishment Requests

iProcurement Key Features

Streamlined Order Placement - Billing
Procurement Card Purchases for Catalog Orders
Oracle Projects Integration
Multiple Account Distributions and Account Generation Workflow
Integration

Streamlined Order Placement

Notes - Additional Item Information, Upload and View
Attachments
Approvers - Approval Routing Configuration, Vacation Scheduling
Review/Submit, Cancellations

Desktop Receiving
Requesters can receive orders in iProcurement and confirm receipt
of requested goods and services.
iProcurement automatically records the receipt transaction.

Prerequisites for iProcurement

Prerequisites for iProcurement

Oracle Core Purchasing setups

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

Setup Overview

Important Setups
1

Descriptive Flexfield for Item Categories

Required

Define Information Templates

Optional

Define Realms

Optional

Set Up Attachments

Optional

Set Up Profile Options

Required

Enable Function Security

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

Cataloging Process

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

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

Subsequent Loads

After the initial load, following concurrent programs can be run in

the given order:
Catalog Data Extract - Classifications
Catalog Data Extract - Items
Rebuild Catalog Item InterMedia Index
Any changes made in Item Master. 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.

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

Catalog Content Management

Catalog

Description

Suggested
Commodities

Local

Iprocurement catalog
to which the buyer
adds items

Direct and Indirect

Material

Supplier hosted

Supplier webstore to
which the buyer links
directly

Configured Products

Market Place- hosted

A third party site hosts Indirect material

catalog items for
buyers and suppliers

Informational

Free form Catalog

containing policies
and procedures

Policy controlled Items

Oracle Catalog Utilization Types

Type

Location

Description

Local

Oracle
iprocurement

Content extracted from Oracle

Purchasing or Upload

Punchout

Supplier or
Market place

Requestor adds Items from the

external site to the Shopping cart in
Oracle Iprocurement

Transparent
Punchout

Supplier or
Market Place

Requestor Shops External site in the

background and returns matching
items to the search result pages

Informational Oracle
iprocurement

Instructions , policies & links for

ordering items and services that may
not be supported by other catalog
types

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, punch out catalogs, informational
catalogs and transparent punchout 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

Catalog category Realm Setup

Define the category realm , 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

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

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

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

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, supplier name, price,
internal item code, currency
Catalogs from internal sources includes the following:

Items from the Item Master

Requisition Templates
Blanket Purchase Orders
Quotations
Approved Supplier Lists

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

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, supplier name, price,
internal item code or currency in the Search field. The percent sign (%)
may be used as a wildcard which takes the place of missing characters in
the keyword.
Search results will show the relevant items with the list price defined in
Item Master as the Price in case no Agreements/Quotations are defined for
them.

Demonstration

Demonstration

Shopping Cart Page

In Shopping Cart page, system defaults a quantity of one for each line.
The user as required can modify the same by entering the required
quantity in the Quantity column.
Further, 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.
After completing the requisition, 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. This generates a requisition number. 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, both line specific or applicable to entire requisition.

Demonstration

Click to delete
items from cart

Demonstration

Demonstration

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, but can be modified by you
Requester name defaults from user, no modification
Deliver to location defaults from the user. 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, Description and Status.
Click on the Requisition number shows the requisition details and click on
the status shows the view action history of the requisition

My Requisitions

Requisitions Page

In the Requisitions page, the user can view requisition status using various
search criteria. User needs to click on the View dropdown list box and
select one of the following:
All My Requisitions
All My Groups Requisitions

The user can click the Go button to retrieve the relevant Requisitions as
per the selected 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

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.
Where the Users who created the requisition want to amend the same, they
can do so any time until the requisition is converted into a Purchase
Order/Release.
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.
The Requestor can cancel only such requisitions which have not been
converted into a Purchase Order/Release. Once converted, only the Buyer
can cancel the Purchase Order/Release and also optionally cancel the
underlying Requisition.

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

Amendment/Cancellation of Requisitions

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

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Change:
The Withdraw feature allows the Requester to pull a requisition from the
approval process, make changes to the requisition and resubmit for approval.
On the Requisition Page, user has to select the requisition he needs to change
and click on the Change button.
When user withdraws a requisition, 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.
Cancel Requisition: User will be selecting this option if the items ordered in the
requisition are not required any more. If the user chooses this option, the requisition
will be placed in a status of Cancelled and cannot be resubmitted.

Once withdrawn, the approval status of the requisition is changed to

Incomplete until it is resubmitted for approval.

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

Amendment/Cancellation of Requisitions

Resubmit:
User can resubmit only those requisitions that have a status of
either Returned or Rejected. Requisitions with any other status
cannot be resubmitted for approval.
Only one requisition can be resubmitted at a time.

Copy To Cart:
Copy the item information from the original requisition into the
shopping cart.
During the checkout process, you can modify the item quantity,
delivery, billing and approval information. You cannot modify the
item description, price, unit of measure, or supplier information.

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

Notification Types

Open Notifications are those notifications on which the user needs to

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

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

Reassigning/ Delegating Notifications

(Vacation Rules)

Reassigning/ Delegating Notifications

(Vacation Rules)

Reassigning/ Delegating Notifications

(Vacation Rules)

Reassigning/ Delegating Notifications

(Vacation Rules)

Receiving in iProcurement

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

How to create a Receipt

You can find latest receipt notifications under Requisitions to Receive

section of Receiving page.
Click on Full List button

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

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, waybill number and
additional comments
The Receipt date defaults to the current date, 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

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. Select
the Submit button and system generates a receipt number and
provides a return confirmation

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.