iProcurement Setupas

This is not a comprehensive BR100, but this article will give you an outline of the steps to implement Oracle iProcurement using Punchouts.I will try to cover as many steps for full cycle iProcurement implementation using Punchouts. This is due to email requests & the comment requests that I received to write something on iProcurement implementation.What is a punchout?In your iProcurement homepage, your suppliers can raise requisition to buy items like stationary. By punchout, we integrate iProcurement with Suppliers website. From a users perspective below steps take place:-1. Buyer logs into iProcurement Homepage2. Buyer then sees various suppliers for which punchouts are enabled [depending on their security via realm & secured attributes]3. Buyer clicks on a stationary supplier and browser displays suppliers website.4. Buyer selects the items on supplier website and adds them to his cart.5. Buyer checks out the basket from Suppliers iStore [website]6. The items selected are brought in as Shopping Basket in iProcurement7. Requisition is created in iProcurement and sent for Approval [can be auto approved].Typical iProcurement Steps [assuming no encumbrances setup]a. CreateRequisitionb. Approve Requisitionc. Auto-create & auto-approve Purchase Orders for approved requisitions.d. Send PO XML to Supplier [if approver is setup as trading partner for XML PO]e. Create receipts for goods [optional depending on setup]-----Other non iProc steps----f. Supplier sends Invoice electronically [posts to your XML Gateway electronically]g. Invoice is Matched, Approved & PaidAccount Generation for iProcurement RequisitionDecide the rules for your account generation. For this you will need to customize PO Requisition Account Generator. For details of account generator implementation visit linkAccount Generation using Workflow.You may also visitRebuilding Generated Account in iProcurement 11.5.10 using OA Framework

PO Create Documents WorkflowIn iProc you create Requisitions, which then get converted to a Purchase Order using workflow PO Create Documents.In this workflow, you must examine & modify the default values of following attributes[sample defaults values listed below]:-Is Automatic Creation Allowed -- YShould PO be created from iProc requisition without user intervention?Is Automatic Approval Allowed YShould Contract be used to auto create Doc YShould non-catalog request be auto sourced from contract YIs Contract Required on Requisition Line NThere could be other attributes of your interest, but my implementation involved usage of contracts to create Purchase Orders. We have a blanket contract against each iProc supplier. The values above for those attributes are merely indicative of one scenario.PO Requisition Approval WorkflowSimilarly for workflow PO Requisition Approval, assign a default value for attributeSend PO Auto-creation to Background N

This means, as soon as a Requisition is approved, the creation of Purchase Order is kicked off [rather than wait for workflow background process]Charge Account Flexfield Display-Prior to 11.5.10If you are not on 11.5.10, then you would be using AK Developer.Prior to 11.5.10, You will modify below AK regions to enable region items POR_CHARGE_ACCT_SEG1...X [depending upon the number of segments in your accounting flexfield.]POR_BILLING_CHARGE_ACCOUNT_RPOR_BILLING_MULT_CHARGE_AC_RYou will also set the profile options to relate to those regions for Accounting KFFPOR: Edit Account Regions: POR_BILLING_CHARGE_ACCOUNT_RPOR: Multiple Account Regions: POR_BILLING_MULT_CHARGE_AC_RCharge Account Flexfield Display-On or after 11.5.10You can use personalization to decide which segments are visible in Accounting Flexfield in iProc. Hence you no longer have to touch the AK DeveloperIndicative Profile options for iProcurement[Assuming punchout implemented & no local hosting of catalogs]ProfileSiteNote

Indicate AttachmentsYesShow attachment icon

INV: Dynamic Precision Option-9999990

PO: Terms and Conditions File NameNo need for Punchouts

MO: Operating UnitYour operating Unit

ICX: Days Needed By4 --Change as you desire

ICX: Override Location FlagYes

ICX: Override RequestorBy All

ICX: Allow Funds OverrideNo

POR: Amount Based Services Line TypeServices

POR: Approved Pricing OnlyNo

POR : CA Certificate File NameIn ApacheTop/conf/ssl.crt/ca-bundle.crtUsed for https punchout

POR: Emergency Requisitions Restrict To TemplatesNo

POR: Goods Line TypeGoods

POR: Override Supplier P-cardNo

POR: Parallel Routing AllowedNo

POR : Proxy Server NameLeave this blank

POR :ProxyServerPortLeave this blank

POR: Rate Based Services Line TypeService Quantity

POR: Sort By RelevanceNo

POR: System Approvers Are MandatoryYes

POR: Use Sequence for Requisition NumberingNo

POR: Catalog Bulk Load DirectoryIgnore for punchout

POR: Catalog Bulk Load HostDefaultIgnore for punchout

POR: Default Currency Conversion Rate TypeCorporateChange as you wish

POR: Edit Accounts RegionsPOR_BILLING_CHARGE_ACCOUNT_R

POR: Enable Requisition Line CustomisationYes

POR: Extract BPA/Quote ImagesYes

POR: Help PathDBAFor help customisations

POR: Hosted Images DirectoryIgnore for punchout

POR: Items Display Num

POR: Load Auto CategoryNo

POR: Multiple Accounts RegionPOR_BILLING_MULT_CHARGE_AC_RPrior to 11.5.10

POR: One Time Location

POR: Purge Commit Size2500

POR:Purge Jobs Older Than (days)30

POR: ROWS DISPLAY NUM

POR: Result Set Size10

POR: SSP Version5

POR: SSP4 InstalledYes

POR: Select Internal Requisition for Confirm ReceiptNo

POR: Select Inventory Replenishment Lines for Confirm ReceiptNo

POR:Allow Manual Selection of SourceYes

POR:Display Search Box and Browse CategoriesNo

POR: Load Auto AttribNo

POR: Load Auto RootNo

ECE: Output File Path$XXICX_TOP/out

ECX: Log File Path/usr/tmp

ECX: OAG_LOGICALIDwww.anilpassi.comYour company domain

ECX: Server Time ZoneGMT

ECX: System Administrator Email Addressanilpassi@gmail.com

ECX: XSLT File Path/usr/tmp

PO: Workflow Processing ModeOnline

RCV: Processing ModeOn-line

PO: In File PathNo need for Punchouts

Define Approval GroupsDefine Approval Groups [In Purchasing super User]For example, assuming the below approval groups is assigned to Buyer named Anil Passi, this approval group means that Anil Passi can work on documents upto $5000, within all accounting range of Company and Cost Centre [because 00 to ZZ covers everything].Similarly you may also exclude a range. In this implementation example, I am assuming one Approval Group per person. You could have one to many relation too.

Once you have defined Approval Groups, you can use Approval Assignments screen to assign approval rules to Positions or Jobs defined in HRMS.Assign Approval GroupEffectively in this screen, you give ability to your buyers to Approve different document types like Requisitions, Blankets, Contracts within the restrictions as they were defined in Approval Groups(prior step)

Define Document TypesThe different attributes are self-explanatory. Refer to Metalink for details.The example in screenshot displays Document type for Purchase order, but the setup must be configured for other Document Types being used too.

Define Line TypesYou can define the default information for a line type. Line types can identify transactions involving goods, services, outside processing, or any line type you define. They allow you to distinguish between quantity-based and amount-based transactions.

Note: When you have set the Line Types up you can go back and complete these Profiles Options, as in screenshot below:

Define Financial OptionsIn this screen, some of the fields are used for defaulting and some other fields for defining the behaviour of iProcurement/Purchasing. The setup here is done per Operating Unit. Here within Accounting Tab, you specify accounts like Liability, Prepayment, Discount accounts.Also Specify the following here Whether supplier numbering is manual or automatic. Default payment terms for [say 1month], and default payment type like Electronic. Specify FOB, Default inventory location and ship to and bill to, freight etc Encumbrance :- specify whether you use encumbrance and the type Default tax code VAT registration number of Operating unitDefine Purchasing OptionsAgain, this screen is defined per Operating unit, and it drives defaults & various controls in Purchasing & iProcurement.Specify various controls like Min release amount , Price Break Type, Price Type(say fixed).Define Accrual rules and Expense AP accrual account.Define price tolerance rules, tax defaults & document type numbering.

Define Receiving OptionsVarious receipts related setup per Operating Unit, like Tolerance, Substitute Receipt Allowed.

Define transaction reasonsYour client specific setup, refer Metalink. Primarily this is an inventory function.

Define locationsThe locations/Office Address where your suppliers will deliver goods and also send invoices.

Define EmployeesUse this screen in PO if you do not have full HRMS Suite installed, in which case you would be using shared HR installed [cutdown version of HRMS to support Purchasing].

Define BuyersDefine the people that can use Application to create and approve documents.

Category Search DisplayNot needed for punchout implementations.

XML Gateway responsibility: Define HubsUse this form to define the hubs via which XML documents will be sent & received. If you are using Exchange for punching out, then your setup will look like below

XML Gateway Responsibility: Define TransactionsHere you indicate, the type of Documents you wish to exchange with your suppliers using XML

XML Gateway Responsibility: Define Trading PartnerIn this screen you will create a record for each Supplier with whom you wish to exchange XML Documents electronically.For example, if you wish to send XML Purchase Orders to Go 4 Gold Management Ltd, then you will create an entry similar to below. The connection can either be direct or via exchange server.

You will also capture trading partys DUNS numbers in this screen.During the implementations you usually use testexchange.oracle.com.The DUNS number for the supplier also needs to be entered in the EDI Location field against supplier site in Vendor Definition Screen.

The DUNS number for your implementation client needs to be entered in the EDI Location field on Other Details section of Location form for Client location[lets say your client for which iProcis being implemented is XX Machine Inc].Process PO 007 is an OAG standard that dictates the structure of XML document which your supplier will receive.For those that do not know, PO007 is nothing but an Approved Purchase Order sent to the supplier. Its format is XML.To see its structure, on your middle tier, review the dtd file as listed below. $PO_TOP/xml/oag71/003_process_po_007.dtd

Oracle Apps uses XML Gateway to generate the PO-007 file.How is this PO 007 file generated?FTP the xgm file to you PC from $PO_TOP/patch/115/xml/US/process_po_007.xgmOpen that file in XML Gateway Message designerYou will notice that message designer reads information from views like ITG_PO_HEADER_ARCH_V [Prior to 11.5.10 it was PO_ECX_HEADER_ARCH_V]iProcurement uses the XML Gateway engine in conjunction with PO-007 message definition to generate PO007 XML document.Configure your Exchange setupGiven that in this setup, we will use Oracles exchange server to send PO Documents to supplier, hence we need to enable this Document Type[PO 007] in exchange[for the company implementing iProc]

Logon to exchange.oracle.com or the testexchangeNavigate to Application Setup tab/ Transaction DeliverySelect the document type PROCESS_PO_007 and editSet the communication method and click Apply

Your Supplier will have to register on Oracle Exchange Server too.To begin with, during implementation, each supplier must register themselves on http://testexchange.oracle.comYour supplier does the below:-Clicks on Registration on testexchange, and selects the option to register as an affiliate of your client.Say your client is XX Machine Inc, hence your supplier will search & select XX Machine Inc. Supplier will be prompted to enter further details.Following this, your client will have to approve the request for Suppliers registration.Supplier Enables PROCESS_PO_007 for themselves on the ExchangeThe sequence of flow for PO 007 in this case isXX Machine Inc-->PO 007-->Exchange server-->Supplier

HenceSupplier needs to enable PO 007 for themselves on the exchange serverFor this your Supplier does the below steps:-Login to the testexchange (i.e. exchange.oracle.com after testing during goLive).Clicks on Transaction Delivery under Company AdministrationSelects Sales Order Outbound (PROCESS_PO_007) [going out from Exchange, becoming sales order in Suppliers System]Under transaction type they select delivery method HTTPS etcThey specify their URL on server which where exchange will post the PO 007 XML doc.... https://inboundpo...They also need to specify other connection details to their server like port number, userid password etc.Exchange server will use those credentials to connect and post the XML PO Document[PO 007]Note:Oracle Exchange supports various protocols like http,https,smtp . The supplier selects a protocol based on the protocols their server supports.

Supplier Enables themselves for PunchOut on the Exchange ServerOracle supports both cXMLad XML punchouts. Hence the supplier must support one of these two options.Supplier does the following steps to enable punchouts:-Logs in to TestExchange Server or the Exchange ServerClicks on setup punchoutEnters their punchout URL, userid password for their iStore.Select XML or cXML and then clicks on APPLY.Supplier can then test whether their punchout setup works by punching out to their iStore from testexchange/exchange.

XX Machine Inc reviews suppliers PunchoutClient XX Machine Inc logs into testexchange or exchange server, and navigates to Control Punchout Access and accepts Suppliers Punchout definition.

XX Machine Inc makes Oracle EBS aware of the Punchout setupIt is possible that with some suppliers, you would like to Punchout to their iStores via exchange, and for the other suppliers you may like to punchout directly to their iStore.I am detailing both the scenarios below.

Scenario 1Use the Supplier punchout definition from ExchangeNavigate to Internet iProcurement Catalog Administrator.

As in picture above, by downloading[click on download], you will bring into Oracle, all the Punchout Suppliers that are enabled for your business in exchange.

Scenario 2Create Supplier punchout definition directly in Oracle Apps eCatalogMgr

If you were not to be using Exchange, then you will have to create the Punchout definition from scratch in Oracle Apps itself.For this, click on Manage Content in responsibility Internet iProcurement Catalog AdministratorClick on create catalog

Select Punchout catalog and click on continue

As in picture above, we select Supplier and Direct Punchout.Given that you are creating Punchout definition of the supplier from scratch straight in Oracle Apps, you then need to enter information in below fields like Punchout URL, Encoding Method, password etc.

NOTE: As you may have noticed, effectively we are trying to create a punchout definition in Oracle Appseither by downloading the Suppliers punchout definition from exchange or by directly creating the Punchout definition in Oracle Apps.

Display the punchout site on iProcurement HomepageThis will be the last step. You need to define a store that is attached to the punchout catalog definition.

For this Click on create store in responsibility Internet iProcurement Catalog Administrator

This finishes the punch-out setup with your Supplier.Further notes:-1. Your suppliers punchout basket may contain items with UOMs that are not defined in Oracle Apps inventory module. In this case, you must navigate to responsibility eCommerce Gateway and define those mappings using menu Code Conversion Values2. As per the OAG format, the item category used in punchout baskets is 8 digit UNSPSC code. Effectively UNSPSC code is a global code for item categories. However in Oracle EBS, we implement Item Categories using Key FlexField for Item Categories. For a 3 segment Item category flexfield in inventory, your item category may look like AA.BB.CC. This value of AA.BB.CC must be mapped with the UNSPSC codes that your suppliers will be sending for their item categories. This definition is mapped in the same screen under eCommerce Gateway.Comments(30)Subscribe to this comment's feed

...written by Janel , January 08, 2007Extremely better than the Oracle documentation!

...written by Ramesh, India , January 09, 2007Hi Anil,This is excellent documnet... Hat off to you for your efforts.

Thx,Ramesh

...written by Siva , February 23, 2007Hi Anil,the document is very good and useful.

...written by Anil Passi , February 24, 2007Thanks Siva !

...written by Anil Passi , February 27, 2007Hi Santosh

Thanks for your kind words.

Not sure where you are based? I occassionallymeetup with my ex-colleagues that are Oracle Consultants working on different projects. If you are based around London, will give you a shout.

Cheers,anil

...written by Santosh Desai , February 27, 2007Hi Anil,

Excellent article , I had been looking for such a detailed explanation for a long time. My interests into Oracle all started with i procurement training to superuser and then moving on to understand other Oralce modules.I have gone through the article today more than 3 times and everytimei read it ,i feel im catching important features one at a time, which is quite obvious for a beginner like me.

Hope to meet you some time in the future for you excellent article:-)Santosh Desai

...written by Praveen Challa , March 05, 2007Awesome Anil. Nice article for iprocurement implementation. I came across this site while browsing on google. The content and the effort which has gone into making this site really amazes me. Great Job!!! I recommend this site to all my collegues.

...written by Prativa , March 06, 2007Hi Anil, We have Purchasing setup, I have to implimenti-procurement.I found this as a very good document. Could you please provide more step by step instructions. We need to have both catalog and non catalogs.

Thanks and regards,Prativa.

...written by Jabs , March 20, 2007Hi anil, I am a newbee to oracle apps and i have joined an organisation recently and in the project assigned i have to enable iprocurement module in the application where financials and purchasing is already running? can u give me the steps how can i do that? and do i have to apply any patches for that? i will be very grateful to you anil.thanks and regardsjabs

...written by Anurag Bhatt , April 30, 2007Hi!AnilI am trying to play around with Oracle Apps Vision Instance. I defined a new business Group which is an Operating Unit also and new responsibility.DefineHR:Security level, Hr:Business Group etc. Under Purchasing responsibility, I am not able to define Purchasing Parameters as It is not allowing update. Under Document Type window, I see only Quotation & RFQ and not PO etc.Please tell me what else I need to check??

...written by Sharon , June 01, 2007hi Anil,

If you can pls help me out on Advanced Pricing. I want to know if it is possible to invoice the customer with the List price and whatever India Localized taxes are applied are not added up along with the List price. The List price is not the Unit Price but the Selling Price in Order Management. Also i want to enforce price list but discounts should be applicable but this is not working even after setting the profile option OM: DiscoutingPrivelege to Unlimited. Your feedback will be a big help to me

Thanks

...written by Anil Passi , June 15, 2007Hi Avinash

Did you load the XML Message Map into the database ? You need to do that step for the new message map to take effect.

Thanks,Anil Passi

...written by Aravind , June 15, 2007Hi Anil,I am trying to customize the standard PROCESS PO 007 xgm file by adding some more fields to it.I am able to load the map to my custom top but still this is not reflected in the supplier that I set up to use this xgm file rather it uses the standard xgmfile.Should I ftp the custom xgm to PO_TOP rather and try to reference it..?Kindly let me know of any possible solutions..Thanks,Aravind

...written bymohdarifali, July 07, 2007Hi Anil,This is the first time I am reading your articles. U had done really a great job.I may be knowing that can I download ur presentations like audio/video ...

RegardsARIF

...written byAnil Passi, July 07, 2007Hi Arif,

Thanks for your kind words.I am afraid , at the moment, the only way to watch these are online

Thanks,Anil

...written bysarathkumar, July 13, 2007Hi,

Pls forward me the set up steps and set up document ot implementing isupplier module

thanks in advance,sharath

...written byjaihindreddy, July 31, 2007Hi AnilReally nice doc. My client is implementing punchout with 2 suppliers. Client is asking how to punchout the inventory items. i.e. when we submit the shopping cart in supplier site it directly comes to iPro shopping cart and with e-commerce gateway category mapping but where supplier and inventory item is tied. Is it a standard functionality to procure inventory item through punchout.

Thanksjaihind

...written byAnil Passi, July 31, 2007Hi Jaihind

Been long time now since I worked on iProc.I think When you punchout, the Supplier Item Item is brought into iProcurement.At the time of PO Creation, if that Supplier Item Number had ever been associated in invetory_item_id in PO_LINES, then the same inventory item will be defaulted for new line.So try thisStep 1. Create a PO with Supplier Item Number and a specific Inventory ItemORStep 1. Create a relation between supplier item number and inventory_item_id--Approve POStep 2. Create an iProc requisition for the same Supplier and same Suplier item numberCreate a PO for that req

Also check for concurrent program "Catalog Data Extract Classifications and Items" and tables icx_por_items,ICX_CAT_ITEMS_B and ICX_CAT_ITEMS_TLP in documentation

Thanks,Anil Passi

...written byAamer, August 22, 2007Anil,Very useful information, I was looking for what needs to be done for opening firewall (if oracle exchange is used) - we are intranet based right now, this is the first i-* product dealing with internet. Any thing we need to do forhttps://

...written byAnil Passi, August 23, 2007Aamer

Your network team should open the firewall port.If you are punching out via exchange, then simply open the firewal for exchange.oracle.com

However, in case of direct punchouts, you will have to open firewall ports for machines of each of your punchout suppliers

Thanks,Anil Passi

Helpwritten byPradeepKonduru, October 23, 2007AnilClient wants to implement iP for non inventory items (expense items). These items are not in their INV at all. Currently they create POs for these items by just filling in the description field in the PO Line. How to create these items then? By using UNSPSC? Please help

Thanks Anglewritten byHarish Kumar Sharma, October 27, 2007Hi Anil,Excellent. Can I receive the setups and other Ora Apps info at my above email,please sir.

Harish

i procurementwritten bychinkanlu, November 02, 2007Hi Anil,i have a requirement on iprocurement please see the details and suggest me the procedure to follow.a)Updateiprocurement tables from EBS extract (All item types)b)Update iprocurement category Mapping & catalogue Contenti am summaririzing the requirement , customer is changing the category structure (from 5 segments to 4 segments) due to which there will be change in categorys and other related stuff.

so at present they want to update the itemtypes in R12 based on the EBS(11i), so how to go ahead is there any seperate concurrent program or directly we need to update the base tables(if so) please mention the tables which have to be updated, similarly i need the explanation for question b).

it would be of great help if you can reply me as soon as possible,

...written byDeva, November 06, 2007Hi Anil,

The detailed I-proc setup is very useful for a beginner like me and I am in need of a sample i-Proc BR100 Document for reference.

I would greatly appreciate if you can share them.

ThanksDeva

Changes made to cXML_OrderRequest.xgm not getting reflectedwritten byMSAMTD, December 07, 2007Hi:

If anybody can help me in figuring out the below issue regarding XML Gateway Message Designer, I'd greatly appreciate it.

Trying to add aaddressID in Linelevel of PO XML (cXML_OrderRequest.xgm)

1) copied the Map from the server2) Opened the Map using Latest Version of Gateway Designer. (2.6.3.0.0)3) Mapped the AddressID at the linelevel4) Uploaded the Map back to Server by physically placing the file and also through LoadMap command.5) Verified by making sure that the changes in the map are saved by downloading it and also verifying the timestamp in ECX_MAPPINGS table.6) Restarted the WF Agent Listener.

7) Went to Autocreate the PO and looked at XML in Workflow / OSN but cannot see the modifications.

Can anybody let me know if I'm missing any steps here.

UOM errorwritten byvijayku, January 09, 2008Hi Anil,

I was using Model4 , XML via Oracle Exchange for punchout. I m getting UOM not configured for purchasing error upon return of shopping cart. Are you aware of how to fix this? My data mapping was done right.

...written byAnil Passi, January 19, 2008Hi Vijay

You need to map UNSPSC code of UOM received in basket to your Inventory UOM.

This can be done using XML Gateway responsibility.

Thanks,Anil Passi

IProcurement technical questionswritten bytania, January 25, 2008Hi Anil,I regularly watch ur site. The way u present urarticles is really nice. I am new to OA Framework.My question is what type of extensions or customizations we can do with requisitions in Iproc.Please help me.

Thanks,Tania.

Amazing articlewritten byvenkatakrishnan, March 07, 2008Absolutely amazing. Very clear in presentation.

Thanks

Venkat

Amazing Article......written byVijayakumarKasi, March 19, 2008

Anil,

Amazing Article.... A Job Well Done.

Regards,

Kasi, VijayakumarYou must be logged in to a comment. Please register if you do not have an account yet.

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Access to iProcurement1. Is there anything that I should do before I begin using the iProcurement system?Yes, non-certified users should complete the iProcurement on-line training module. Certified users must complete a re-certification training class for iProcurement.2. How do I become a certified user?Completion of certified user training and your management delegating approval.3. Who is eligible to access iProcurement and how do you obtain access to iProcurement?Any employee and affiliate who are granted access to NBS.4. Can all JPL employees request to purchase items on iProcurement?All employees and affiliates can build a shopping cart in iProcurement, then the shopping cart order must be approved by a certified user.5. Will we have to remember multiple logins for each of the supplier sites now?No. The only login required will be to access the NBS login.6. Can I pull up someone elses requisition for status?No, not through Procurement. However, the answer is yes if you have access to Requisition Summary in your other Oracle responsibilities.return to topApprovals, Control Points1. Must I have my requisition approved?Yes, if you would like your order placed. If you are designated as a general user, you must forward the requisition for approval from a certified user within your organization. If you are a certified user you can approve the order yourself.2. I dont know who the certified user is for my organization. Where can I find this information?The system will automatically display the certified users within your organization upon checkout.3. Is an additional approval required for chemical/cryogenics purchase in iProcurement?No. All chemical and cryogenics products have been pre-approved by the Occupational Safety Program Office and Environmental Affairs Office. The control offices will be notified when a chemical or cryogenics item is purchased through iProcurement.4. If no one approves my purchasing requisition, what happens?The system has a twenty-four hour time-out feature for each certified user (approver) to ensure documents do not reside in one person's inbox too long. After this period the request returns back to the preparer in their Notification Summary.5. Can a certified user recall requisitions after approval?Once a certified user has approved a requisition no changes can be made. A cancel request may be submitted to the appropriate Acquisition Division subcontracts manager. Cancellations are not guaranteed.return to topCancellations1. What is the latest point to cancel a PO?Contact the appropriate Acquisition Division subcontracts manager to discuss this matter. A cancel request can be submitted before receipt at JPL. Although, cancellations are at the discretion of the subcontracts managers and suppliers.2. If a requisition is cancelled, can I change it to make revisions and resubmit it?No, you have to create a new shopping cart. return to topChanging a Requisition1. Can certified users make changes to a requisition?No. It is a business best practice to reject the requisition and have the preparer make any necessary changes.2. What is the final point where I can change the order?Before you submit the order for approval by a certified user.3. Can I save items in my shopping cart and come back later to complete the process?Yes. Items remain in your iProcurement shopping cart for seven days. All items will be automatically removed if not processed after seven days.4. How do I open saved requisitions?Saved requisitions have a status of Incomplete. To complete a Incomplete requisition, go to the Requisitions page and click the requisition number or description link for the requisition. When the display opens click the Complete button.return to topCheckout1. Does the checkout process tell you when the item will be delivered (e.g. is an item backordered)?No. Some supplier websites provide real time inventory availability.return to topCreating a Requisition1. Can I have multiple account numbers per requisition?Yes.2. How do I enter multiple charge accounts in iProcurement?Step-by-step instructions are included in the iProcurement user training guide found on this site under Training and computer-based training module.3. Can I have multiple iProcurement suppliers on one requisition?Yes.4. How do I enter shipping and handling charges?The shipping and handling process is inclusive with each product price, with the exception of cryogenics.5. Will I be able to see in advance the cost of the purchase delivery and handling charge, especially with Airgas?Airgas purchases go through a Service Center. Due of this there is an additional fee/burden which the Service Center applies after-the-fact to cover their costs. This additional cost is not included in the purchase order price.6. Is there one or multiple POs generated when ordering items from different suppliers?Because a purchase order is a contractual document between two parties, separate purchase orders will be created for each supplier per shopping cart.7. How is the order sent to the supplier?iProcurement is an automated process which sends purchase orders through EDI (Electronic Data Interchange).8. When processing a requisition for chemicals, does the system automatically send the order to the appropriate control person for approval?No.Only certified chemical users are authorized to be the recipients of chemicals, therefore, controls are approved by the chemical certification process.9. Can we use iProcurement to have a catalog purchase order be generated automatically without any subcontracts managers intervention?Yes, subcontract managers intervention is not needed.10. How do I find out more information about a supplier?Visit the suppliers web site.11. Will the iProcurement process time [order placement time] be more or less than JIT? Are there more steps involved in placing an order?The time to place an order will be about the same. There will be many training opportunities to learn the new application. It will become quicker as users gain experience.12. Is there any way to distinguish an iProcurement requisition compared to a regular purchase order requisition?No. It would be best for requisitioners to provide a description within the requisition to distinguish an iProcurement catalog requisition apart from a regular purchase requisition.13. How do I enter shipping and handling charges?All shipping and handling costs to get the product to the Laboratory are included in the catalog price, with the exception of cryogenics and gases. It is only when purchases are made through a Service Center (when charged to a Service Center project and task) can there be an additional fee the Service Center applies in order to cover costs for any additional shipping and handling performed once the product reaches JPL.14. Where can I print the order form to send it to the supplier?iProcurement catalog orders will be sent electronically to our suppliers.15. What is the Requisition Attachment for? In what situations would I use it?This feature will not be used for catalog requisitions.16. What is the ergonomic seating evaluation process? What type of documentation is needed?Contact your organization ergonomic representative.return to topDefaults1. Can I set default project and task numbers to be used in my requisitions?No.2. Can I set multiple default deliver-to locations?No. Only one default can be set within Preferences.3. Will I be able to store a list of frequently purchased items, as I did with JIT?This function is available on some suppliers sites, not all.return to topDelivery, Receiving and Tracking1. Do the suppliers have a delivery schedule requirement?Yes. It varies by supplier catalog. The expected delivery date will be displayed on the purchase order.2. How can I tell if a requisition/purchase order has been received?Within Track ItQuery users can check the status of items for receipt and delivery.3. How can I tell is a requisition/purchase order has been delivered to the end user?Within Track ItQuery users can check the status of items for receipt and delivery.4. Will the Track It application capture all deliveries to JPL shipping and receiving?Yes.5. Can someone else receive my package?Yes. Within Track ItQuery users can check to see who the package was delivered to.return to topGeneral Information1. Will we have to remember multiple logins for each of the supplier sites now?No. The only login required will be to access NBS.2. JIT is going away?Yes. When iProcurement is released, all catalog orders will be processed through iProcurement. The JIT system will no longer accept new orders at that point.3. Will users still be able to see old orders?JIT will be up for couple of months after iProcurement goes live. Users will be able to view the old orders for this period of time.4. Will part numbers change with iProcurement?Yes. JIT part numbers will no longer exist and manufacturer part numbers or supplier part numbers will be used.5. Can I use my P-Card in iProcurement?No.6. Are blanket purchase agreements used in iProcurement?No.7. How do I enter multiple charge accounts in iProcurement?Multiple accounts can be used. Step-by-step instructions are included in the iProcurement User Guide and the computer-based training module accessible on this site under Learning Center.8. Is there a way I can get updates about iProcurement?Yes, news will be provided in two locations. On the Acquisition Divisions web site athttp://acquisition.jpl.nasa.gov/iprocurement/index.htmlvisit and on the home page on the iProcurement start page. Please visit both sites often for current Purchasing News.9. How long can I stay logged into the system?As long as users want, but the computer can only be idle for a maximum of thirty minutes.10. What kind of email alerts can I expect?The requisitioners receives one when a requisition is approved or rejected, and purchase orders created. The requestor receives an alert when the purchase order is created and item received.return to topHelp1. If users have questions regarding iProcurement who do I contact?Call4-Help, option 2.2. What if I have a question or encounter a problem regarding any part of the requisition process?Call 4-Help, option 2.return to topPayment1. Do invoices go to Accounts Payable?No, iProcurement does not require invoices from the supplier. For catalog items, invoices will be automatically created and processed for payment once the items have been received.2. How I do to check whether or not a supplier has been paid?Yes. Step-by-step instructions are included in the iProcurement User Guide and the computer-based training module accessible on this site under Learning Center.return to topPropose New Items1. Can we propose a new item?Yes, use the Feedback tab. Step-by-step instructions are included in the iProcurement User Guide and the computer-based training module accessible on this site under Learning Center.2. Will new items be reviewed and approved before placed on the catalogs?Yes.return to topRequisition Archive1. Will we be able to see requisitions in iProcurement?Yes. Any requisition, past or current, will be viewable in iProcurement.2. Can I print a copy of my catalog requisition?No, users may do a print screen. return to topReporting1. What type of reports can I access about my iProcurement orders? How can I generate a report?iProcurement orders are integrated with standard purchase orders for reporting purposes. Please use existing reporting tools, such as Discoverer or Data Extractor.2. Will Finance and Acquisition use the same data source for reporting of iProcurement data?Yes.return to topReturns1. What is the return process?When iProcurement is initially implemented the process will be manual, processed by contacting the appropriate subcontracts manager. Soon following, the electronic process development should be completed.return to topTraining1. What type of training will be provided?Certified users will be offered hands-on classroom style training. General users may choose to attend a hands-on classroom training session or self-instruct using the computer-based training module.2. Are the manuals from training class available on the web?Yes, athttp://acquisition.jpl.nasa.gov/iprocurement/index.html, under Learning Center.return to topUsing the Catalogs1. What is the preferred internet browser and what version should it be?Internet Explorer version 6.0.2. Can I use the back button within the suppliers web site or from the supplier back to the iProcurement application?Yes, in some cases, the back button feature can be used with the suppliers web site but it is recommended to use the return to iProcurement button when available. The back button should not be used within the iProcurement application.3. Will we be viewing and shopping on the suppliers web site?Yes. Users click on the suppliers link on the iProcurement home page and are routed to the suppliers web site. In the suppliers site, users build a shopping cart, checkout and then the information loads back to iProcurement.4. Will there be a better search engine?Yes, suppliers will be using industry standard search criteria.5. Will iProcurement supplier catalogs have pictures?Yes, when an image is available.6. Since the new iProcurement system will go out to supplier sites, will we see pricing?JPL pricing will be displayed.7. Is there an easy way to search the all catalogs at once?No, users must search each suppliers web site separately.8. How do I know if a suppliers item is restricted for me to purchase?If users are able to add an item to a shopping cart, it is approved to purchase.9. How will I know if a product is made of recycled material?Recycled content will be displayed in the catalog item detail description, if applicable