oracle iprocurement 101018113112 phpapp01

5/20/2018 Oracle Iprocurement 101018113112 Phpapp01

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Oracle iProcurement


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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


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iProcurement Overview


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How does Procurement Typically Work?

Essentially, it supports the procure-to-pay process in an

organizations purchasing function.

Requisition Approvals Orders Receiving Payment


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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 facilitatesBuyers to:

Raise Requisitions for items already existing as a part of ItemMaster

Raise Requisitions from external sources even for items whichpresently do not exist in inventory.

Application Short name = ICX.


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iProcurement

Enter requisition online using

catalogue form

Workflow approval

Supplier notified and delivers

directly to the Requestor

Record receipt on i-

Procurement

Buyer creates Order


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iProcurement Process Flow

Requisitions

PurchaseOrders

Receiving

Payment

Supplier

Performance

CatalogContent

Management

SupplierManagement

Sourcing

Analysis

Negotiations& Awards

Ordering


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iProcurement

It directly integrates with several other Oracle Applications to

fully support the purchasing process.

iProcurement

Required to

complete the

base

purchasing

functionality

Oracle Purchasing Oracle Payables

ProcurementCards (P-Card

transactions)

Item

information

Oracle Inventory Oracle Projects

Project/Task

information


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iProcurementKey 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


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iProcurementKey Features

Streamlined Order Placement - Billing

Procurement Card Purchases for Catalog Orders

Oracle Projects Integration

Multiple Account Distributions and Account Generation WorkflowIntegration

Streamlined Order Placement Notes - Additional Item Information, Upload and View

Attachments

Approvers - Approval Routing Configuration, VacationScheduling

Review/Submit, Cancellations

Desktop Receiving

Requesters can receive orders in iProcurement and confirm receiptof requested goods and services.

iProcurement automatically records the receipt transaction.


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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 enabledfor iProcurement

External Catalog: Managed by Supplier / Third Party / Self



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Setup Overview


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1 Descriptive Flexfield for Item Categories Required

2 Define Information Templates Optional

3 Define Realms Optional

4 Set Up Attachments Optional

6 Set Up Profile Options Required

7 Enable Function Security Optional

Important Setups


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Logging into iProcurement


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iProcurementLogin


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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 shallprovide the user about the details of the requisition raised by him/her.


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iProcurement Home Page


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Cataloging Process


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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.


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Uploading Catalog First Time: Loading

Items into the Unified Catalog

Define Catalog Server Loader Valueswindow 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 updatedsince 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.


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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 /Blanketagreement or creation of new item, Quotation /Blanket agreement or

requisition template will be visible in iProcurement only after running

the Catalog loader process.


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Enable Categories for iprocurement


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Assign the Category to Item


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Extract Classifications & Items


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Map iproc categories to purchasing Categories


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Create Top Level Heirarchy


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Define category Hierarchy


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Browse Items in iprocurement Categories


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Catalog Content Management

Catalog Description Suggested

Commodities

Local Iprocurement catalog

to which the buyer

adds items

Direct and Indirect

Material

Supplier hosted Supplier webstore towhich the buyer links

directly

Configured Products

Market Place- hosted A third party site hosts

catalog items for

buyers and suppliers

Indirect material

Informational Free form Catalog

containing policies

and procedures

Policy controlled Items


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Oracle Catalog Utilization Types

Type Location Description

Local Oracle

iprocurement

Content extracted from Oracle

Purchasing or Upload

Punchout Supplier orMarket place Requestor adds Items from the externalsite 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


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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


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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 orresponsibility :

-Punchout Catalogs

-Transparent punchout Catalogs

-Informational Catalogs


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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


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Define Realm


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Assign Realm Id to Security Attribute


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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


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Creating Purchase Requisitions iniProcurement


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Why Purchase Requisitions?

Purchase requisitions allow decentralisation of requisitioning ofgoods 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


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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


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Overview of Purchase Requisition Creation

Catalogs

Choose items orenter lines

Shopping lists

Purchase

Requisition

Non-catalogrequest


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Creating Requisition in iProcurement

All the items defined in Purchasing Inventory Organization will be

available in iProcurement provided they belong to Categories enabledfor 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.


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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


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Catalogue Search


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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


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Non-Catalogue Requests


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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


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Browse Categories


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Shopping Lists

Shopping lists contain items that you or your company frequently

order

There are two different kinds of shopping lists:

PersonalMy 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 CorporatePublic

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


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Shopping Lists

Searching Items from Catalogue and


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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 inItem Master as the Price in case no Agreements/Quotations are defined for

them.

D i


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Demonstration

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Demonstration

Sh i C t P


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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 requiredquantity 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 requisitionline by clicking on the delete button.

After completing the requisition, the user can select one of the

following options in the Shopping Cart page:

SaveUser can save the items in the Shopping cart and opt for checkout

process at a later time. This generates a requisition number. The Shoppingcart may be reopened for completion of checkout steps by using Open

Saved Cart feature in Shopping Cart page

CheckoutThis allows the user to enter detailed delivery and billing

instructions, both line specific or applicable to entire requisition.

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Demonstration

Click to deleteitems from cart

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Demonstration

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Demonstration

Ch k O t


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Check Out

A process for completing shopping cart orders

You can verify your order and update delivery and billing information

Delivery Information :

Urgent requisition checkboxoptionaltick if you need the buyer to take

priority action

Need by datedefaults, 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

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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

Click here to split the

charge account

allocation

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

Click here for Header

Attachments

Click here for Line

Attachments

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration


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Creating Internal Requisitions in

iProcurement

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

Demonstration


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Demonstration

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Demonstration

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Demonstration

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Demonstration

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Demonstration

Demonstration


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e o s o


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Managing Requisitions

Viewing Purchase Requisitions


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g q

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


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y q

Requisitions Page


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q g

In the Requisitions page, the user can view requisition status using various

search criteria. User needs to click on the View dropdown list box andselect 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 Requisitionby 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


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Requisition Details


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q

Click here for

line details

Requisition Details


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Managing Requisitions


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g g q

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 PurchaseOrder/Release.

The approvers can amend only if the document us pending for approvalwith them.

Buyers can amend the requisition only after the requisition is approved andawaiting further action in the Requisition Pool.

Cancellation of requisitions can be done only by the Requestor (Owner ofthe 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 Buyercan cancel the Purchase Order/Release and also optionally cancel theunderlying Requisition.

Amendment/Cancellation of Requisitions


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q

Using the My Requisitions in Home Page / Requisition page in

iProcurement, Users will identify the requisitions to be amended orcancelled.

Following control actions are available to the users:

Copy To Cart

Change

Cancel Requisition Complete



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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 selectthe 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).



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Change:

The Withdraw feature allows the Requester to pull a requisition from theapproval 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.



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Resubmit:

User can resubmit only those requisitions that have a status ofeither 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.


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Notifications and To-Do List

Notifications


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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


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Open Notificationsare those notifications on which the user needs to

take some action (Approve / Reject / Reassign). This list also displaysthe requisitions approved by you.

FYI Notificationsare 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 Notificationsinclude the notifications of both the types discussed

above.

Notifications Page


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Reassigning/ Delegating Notifications

(Vacation Rules)


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( )

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.


(Vacation Rules)


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( )


(Vacation Rules)


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( )


(Vacation Rules)


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(Vacation Rules)


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Receiving in iProcurement

Receiving Process


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Oracle i-Procurement allows users to record receiptof goods and

services they receive i-Procurement automatically records the receipt transaction

Only Preparercan 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


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You can find latest receipt notifications under Requisitions to Receive

section of Receiving page. Click on Full Listbutton

Receiving Tab


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Receiving Tab


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Receiving Tab


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Receive RequisitionsStep 1


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Select the line you want to receipt

Receipt Quantitydefaults to the order quantity, but you can change itas required.

Click at Nextbutton to continue the receiving process



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In theReceive Items: Enter Receipt Informationpage 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



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The Receive Items: Review and Submitpage opens.

Reviewthe details. Click submitbutton.



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Receive Requisitions - Confirmation


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Receiving Page


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Receiving Details


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Express Receive


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Alternatively click on the ExpressReceivebutton in the Requisitions

to Receivesection to receive a single Requisition in a quick step

Express Receive


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Express Receive


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Express Receive - Confirmation


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Receiving Page


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Receiving Details


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View History of Receipts


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View Receipt transaction history for your items using View Receipts

or My Receipts at a Glance in the Receivingpage.



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Returns

Return Process


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iProcurement Home Page Receiving Return Items

Select Return Items to record any items that you return to the supplier

Select the Receiptswhich are to be returned by entering the ReturnQuantitiesand selecting the Nextbutton

This opens the Return Items: Enter Return Informationpage whereuser can enter additional return information

Click the Nextbutton to open the Review and Submit Return(s)

page. Review the entered return details and carry out necessarychanges, if required, by using the Back button in the browser. Selectthe Submitbutton and system generates a receipt number and providesa return confirmation

Return Process


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Return ProcessStep 1


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Return ProcessConfirmation


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Receiving Page


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Correct Receipts

Receiving Page


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Correct ReceiptsStep 1


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Correct ReceiptsStep 2


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Correct ReceiptsConfirmation


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Receiving Home Page


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View Corrected Receipt Details


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Procurement Cards(P-Card)


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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


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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.

oracle iprocurement 101018113112 phpapp01

Documents

oracle applications

purchasing process

internal requisitions

orders service requests

requisition approvals

requestorrecord receipt

application short

receipt transaction