oracle iprocurement - reference guide

7/23/2019 Oracle IProcurement - Reference Guide

1/43

ORACLE R12

IPROCUREMENT

REFERENCE GUIDE


2/43

Table of Contents

1. Introduction

1.1 Introduction to iProcurement

1.2 What is iProcurement

1.3 Why we use iProcurement

1.4 Logging into iProcurement

1.5 iProcurement Home Page

2. Creating Requisitions

2.1 Creating a Catalogue Requisition

2.2 Creating a Non-Catalogue Requisition

2.3 Proceeding to the Checkout

2.3.1 Step 1 of the Checkout

- Requisition Description

- Delivery Information

- One-time Address

- Billing Information


- Approvals

- Attachments


- Review & Submit

3. Approving Requisitions

3.1 Approving a Requisition

3.2 Forwarding a Requisition for Further Approval3.3 Rejecting a Requisition

3.4 Cancelling a Requisition

3.5 Requesting more information

3.6 Out of Office Rules

- Vacation Rules

- Worklist Access


3/43

4. Receiving Goods (Booking-In)

4.1 Receive Items4.2 Return Items

4.3 Correcting Receipts

4.4 Viewing Receipts

5. Review Previous Requisitions

5.1 Review Requisition Details

5.2 Identify Purchase Order Numbers

5.3 Copying Requisitions to the Shopping Cart

5.4 Cancelling Requisitions

5.5 Change a Requisition after it has been Approved

5.6 Using Favourites

6. Useful Information

6.1 Enitity Codes

6.2 FAQs Frequesntly Asked Questions

6.3 iProcurement Contact Information

6.3.1 Local Purchasing Teams6.3.2 eEnablement Service Support Team


4/43

IPROCUREMENT REFERENCE GUIDE

Introduction

1.1 Introduction to iProc

All Goods and Services purchas

iProcurement system.

The Oracle iProcurement systepart of Oracle Applications, antogether to streamline the way

TheOracle R12 iProcuremenuse this system and details:

How to navigate thro How to submit Order Provide an overview

1.2 What is iProcurement

iProcurement, or iProc for shorany supplier. It provides a webthe status of requisitions, and

1.3 Why we use iProcure

iProcurement assists departmepreferred contacts or by allowipurchase order direct to the su

1.4 Logging into iProcure

To be able to access the iProcu

password.

1. Click on the following hy

your Internet Browser.

How to do it

To be able to access theaccount. For information

Service Support Team fo

NWSSP_Procurement_eE

Page 4 of 43

rement

ed within NHS Wales must be request

is used by every Health Board and Nintegrated suite of E-Business solutionFinance and Procurement deliver their

t Reference Guide provides useful in

ugh iProcurement Oracle applications.s, Approve and Receive Goods.and reference information.

, is an internet style way of ordering gbased method for requestors to createook-in (receive) delivered orders into

ent

ts in obtaining value for money throug price comparisons. It also enables u

pplier without the need for printing.

ent

rement system you will require a valid

erlinkhttp://fmsappprod.wales.nhs.uk:80

Oracle iProcurement system you will requireon how to setup a new user account contact

r further assistance:

[email protected]

d using the Oracle

S Trust in Wales and isdesigned to work

services.

ormation with how to

oods and services fromrequisitions, researchhe system.

h the identification ofers to transmit the

username and

1or copy and paste into

a userthe


5/43

Page 5 of 43


2. Enter your Username and Password

3. Click on to login to the Oracle Home Page

Note: Using the Self Service Password reset tool end users with an associated email can submit arequest to securely reset their password or request a reminder if forgotten username.

1.5 iProcurement Home Page

Once you have selected the iProcurement responsibility, you will automatically launch into theiProcurement Home Screen.


6/43

Page 6 of 43


The screen opens displaying the Shop page.

The Shop page is your iProcurement Home screen. From this screen you are able to searchand shop for new items, view recent requisitions and receive goods.

The table below gives a brief description of the different areas of the screen.

Screen Item Description

Shop Tab This is your shop home screen. You can search and shop for new

items, view recent requisitions (last 5) and receive goods.

Requisitions TabThis tab opens to show all your requisitions. You access yournotifications via this tab. These are similar to To Do lists thatyou need to view or action.

Receiving TabThis tab opens all requisitions that you have created. From hereyou have the option to receive correct and return items and viewreceipts.

Shopping Lists This link opens an Ad Hoc catalogue which stores your favorite

items. This saves time searching for them.

Non Catalog RequestIf an item is not contained within the online catalogue, you areable to create a non-catalog request. Note: The supplier mustbe setup in the system.

Search Search for catalogue items from here.

Advanced Search You can use an advanced search e.g.: search for items by

supplier.

Stores Area This area of the screen contains links to the various catalogues

contained within iProcurement.

My Requisitions This area of the screen contains the last 5 requisitions created by

you. For a full list, click the Requisitions tab.

Shopping Cart This area of the screen shows items that are currently in your

cart and awaiting check out.

Purchasing NewsThis area of the screen is configurable to hold Frequently AskedQuestions (FAQs) and hold important documents such as Policiesand Procedures.


7/43


Creating Requisitio

To purchase Goods & Services

submitted for approval, a requiwhich can then be used to trac

There are two types of requisiti

(1)(2)

2.1 Creating a Catalogue R

A catalogue is a list products tha

agreement or contract is in plac

Selecting a catalogue item will s

Product Description and the Itesystem.

1. Navigate to theiProcu

screenshot below enter

How to do it

If the item you requimust be raised. This

contract is used for th

Procurement will be uthe catalogue and wilcorrectly

Page 7 of 43

ns

a requisition must be raised and submi

sition ID number (unique identifier) isthe progress of the requisition.

on which can be created:

Catalogue RequisitionsNon-catalogue Requisitions

equisition

t have been loaded onto the system for

with a particular supplier.

ve time in having to input information s

Price as this information will automatic

ementHome page and using the search

the details of the item you require.

e is available within the catalogue a is to ensure that the appropriate purc

item you need to buy.

able to process your non-catalogue reql have to return your requisition to yo

tted for approval. Once

enerated by the system

hich a purchase

ch as the Item Code,

lly be loaded onto the

box, highlighted in the

atalogue requisitionasing agreement or

uest if the item is into be re-processed


8/43


You can search for

-Item Code-Item Description

-Supplier Name-Category Name

The text isnot ca

You can also use t% on its own as

retrieved.

2. Once you have entered

3. Once you have locatedsystem will automaticall

4. Click on the

Before amending thethe item will be orderentering a quantity o

Page 8 of 43

an item by entering any of the followi

e sensitive

he % sign as a wild card. It is not a gthe results will be too numerous and m

your search criteria click to sea

he item you require enter the Quantity yy default a quantity of one.

button to add the item to your Sho

quantity check the unit of measure (Ued in. For example if the UOM is Box o

4 will order 40 items.

g details:

od idea to enter just aay take too long to be

ch the catalogue.

ou need to purchase. The

ping Cart.

M) thatf 10 by


9/43


2.2 Creating a Non-Catalo

You can request items or service

To be able to raise a non-cataloDescription, Unit of Measure, Pri

You can contact your Local Procrequire and help find the inform

1. From the Homepage sel

TheNon-Catalogue R

2. Item Type: The followi

Goods billed by Services billed b Goods or Servic

How to do it

A non-catalogue reqube found in the catalo

Page 9 of 43

ue Requisition

s not found in the catalogue by creating

ue request you will need to know the Ite as well as the name of the Supplier.

rement Team for advice and support totion you will need to complete a non-cat

ectNon-Catalogue Request.

questform will then be displayed.

ng are the three item types used from n

uantityquantity

s billed by amount

est should only be created if the item cgue.

a non-catalogue request.

m Code, Product

source the item youalogue requisition.

n-catalogue requisitions:

annot


10/43

Page 10 of 43


3. Item Description: In the Item Description field enter as much information as you can tomake it clear to Purchasing and Requisition Approvers what it is thats required.

The information entered in this box should be in the format ofItem Description / Size

/ Colour / and other Supporting Information.

Example Description Should Read

If your require a new desk then Purchasing will

need to know the Item Description, its Size andColour and or Features of the desk you Require

Desk, 1600mm X 900mm, in Beech,Right hand Turn.

4. Category: The category represents the type of item being purchased.

For example if you were ordering envelopes the category would PAPER ITEMS & GENERALSTATIONERY.ENVELOPES.

Categories are pre-set in the system and the relevant category for the item you arepurchasing needs to be selected.

4.1 Click on the icon to search for aCategory.

4.2 The Category search window opens. Enter a description to search for the Category.

4.3 Click on the icon to select the category; you will then be taken back to Non-Catalogue Request form.

5. Quantity:Enter the desired quantity.6.7. Unit of Measure:The Unit of Measure (UOM) is the units that the item will be ordered in.

You are only able to choose a UOM that is available on the system.


11/43


If needed, click on the

8. Unit Price: You must eenter a sign into this

9. Supplier Name: Enterfrom.

Supplier accounts are crSupplier will need to be

If needed, click on the

10.Supplier Site:The sup

If there is only one Supabove, this field will aut

If more than one Supplisearch window opens:

Example:

If it is a single item that

If youre ordering a box

If the Supplier you woto request a new SupRequest Form will neefor processing.

The price must beprogress through the

Page 11 of 43

icon to search for a unit of measure.

ter a price per unit (each/box/carton etfield.

the name of the Supplier which the item

eated on the system by Procurement Seselected to complete your non-catalogu

icon to search for a Supplier record.

lier site is the address to which the Purc

lier Site setup on the system, for the Sumatically be populated.

r Site is available, when selecting a Sup

youre ordering, then the UOM would be

of ten then the UOM would be Box of 10

uld like to use is not available on the sylier record to be created on the system.

d to be completed and submitted to you

ntered exclusive of VAT, this will beheckout.

). There is no need to

are to be purchased

rvices and the relevantrequisition.

hase Order will be sent.

pplier selected at Step 8

plier Record, the Supplier

ach.

.

stem you will need. The New Supplierr Purchasing Team

included when you


12/43

Page 12 of 43


Click on the icon to select the Supplier Site you would like to use; you will then betaken back to Non-Catalogue Request form.

11.Supplier Item:The Supplier Item is the suppliers product code of the item you are

ordering.

Entering the correct Supplier Item / Product Code will help ensure you receive exactlythe item you need to purchase.

12.Click on the button to add the item to your Shopping Cart.

2.3 Proceeding to the Checkout

Once you have added all of the items you require to your shopping cart you will then be ready to

proceed to the checkout to complete your requisition and submit for approval.

To proceed to the checkout click in the Shopping Cart.

1. TheShopping Cartpage will then be displayed listing all of the items you have put intoyour cart.

This provides an opportunity to change the quantity of items to be purchased or deleteitems not required, before progressing through the checkout.

How to do it


13/43

Page 13 of 43


2. To confirm your Shopping Cart is complete and to progress through the checkout click onthe button.

The checkout is split into three steps:

2.3.1 - Step 1 of the Checkout (Requisition Information)

At Step 1 of the check out you will be able to give your Requisition a meaningful title, determinethe Delivery information and set the Billing details.

-Requisition Description

A description will default into the field which will be the description of the first item in yourshopping cart. This field is a mandatory and cannot be left blank. It is a free text field so youmay wish to enter a description that better suits.

Step 2Step 1 Step 3


14/43


-Delivery Information

A delivery address automaticallyrequisition; this is because a deli

administrator when its first crea

Should you require an Item(s) tdefaulted delivery address.

1. Click on the ico

2. The Deliver-To Location

location code and click-

3. Click on the quick select

you will then be taken b

-One Time Address

There will be an instance(s) wheaddress. The delivery address th

In these instance(s) you have th

How to do it

If you change the dCentre code is correct.

This is because everyyou change the delichange.

Page 14 of 43

populates the Deliver To Location fieldvery address is assigned to your user ac

ted.

be delivered to an alternative address y

to search for a Deliver-To Location.

search window opens. Enter a descriptio

n the button.

icon to select the Deliver-To Locatio

ack to Step 1 of the checkout.

re goods or service are to be delivered aerefore will not exist on the system for y

e ability to enter a One-Time Address.

livery address you must also check to

delivery address has a Cost Centre Codery address the Cost Centre code w

each time you raise a newount by the system

ou can change the

n to search for the

n you would like to use;

a one off to particularou to select.

make sure the Cost

assigned to it and ifill also automatically


15/43


1. SelectEnter one-time A

The address you enter ijust how you would writ

First LineSecond Line

Third LineForth LineFifth Line

Sixth Line

2. Once you have enteredcheckout.

- Billing Information

The charge account is the financwill be allocated to.

In other words the charge accoservices ordered.

The system will default a charg

first created. This is only a def

The default charge account will

shopping cart.

You can either change the Costedit each of the lines in your re

To change the Cost Centre you

1. Click on the highlighted

How to do it

How to do it

If you change the delicode is correct.

The Delivery Addressa Cost Centre.

Page 15 of 43

ddress

the address box must be in the standae an address on an envelope.

(Name of Address to)(Number / Building Name)

(Street Name / Ward)(Hospital / Town)(County / POBOX)

(Postcode)

the address click to retu

ial code of the budget to which expendit

unt will be where money comes from t

e account for you which allocated to y

ult value and can be manually change

automatically apply to all of the items

Centre for all of the items in your shoquisition to have items billed to separa

r Requisition will be billed to:

charge account.

very address you must also check to m

oesnt exist as system default and will

d address format, i.e.

rn to Step 1 of the

re for the purchase made

pay for the goods or

ur user account when it

.

(lines) added to your

ping cart to billed to orte Cost Centers.

ake sure the Cost Centre

therefore not be allocated


16/43


2. To change the Cost Cencharge account a secon

If there are multiple linthe charge accounts list

3. In the Chart of Account

Charge Account is braccount is Entity-Co

1. Entity(Also kno2. Cost Centre( Als3. Subjective(Also k4. Analysis Code(A5. Other Alwa s set

Page 16 of 43

tre your Requisition will be billed to, clicktime.

s that have been included on your Reqd.

s field amend the Cost Centre.

ken down into 5 headers and the Formt Centre-Subjective-Analysis Code-Ot

n as Organisation) 3 Digitsknown as Department Cost) 4 Digits

nown as category) 5 Digits

ways set to default 0000 unless requested otherwise byto default 000000 unless re uested otherwise b financ

on the highlighted

isition you can click on of

at of each chargeer

inance) 4 Digitse 6 Di its


17/43

Page 17 of 43


4. Select Apply this Cost Allocation information to all applicable requisition lines.

5. Once the Charge Account information has been confirmed click the button untilyou return to Step 1 of the checkout.

To change the Cost Centre for each of the lines on your Requisition repeat the steps aboveexcept for Step 5, applying the cost to all lines.

2.3.2 Step 2of the Checkout (Approvals)

Step 2 of the checkout will allow you to amend who approves your requisition, add anattachment(s) and make notes to both the Buyer and approver.


18/43

Page 18 of 43


- Approvals

The approver name displayed within the Approvals section is retrieved from the purchasinghierarchy settings in place on the Oracle system.

The purchasing hierarchy is setup in-line with the organizations authorized signatory list andaligned to the Standing Orders policy.

Settings are in place on the system which restricts an approver to only being able to approvethe Cost Center(s) allocated to them up to their authorized approval limit.

Should the Cost Centre be changed or if the value of the requisition is greater than what yourusual approver can approve; will result in the system automatically changing the name(s)which appears in your approver list.

You may need to change your approver, maybe as a result of being on leave and there is novacation rule in place.

1.

1. Click on the button.

How to do it


19/43


2. The Manage ApprovalsEnter *New Managerial

3. Once you have slectedselected approver.

2.3.3 Step 3 of the Checkou

This final step of the checkout wiyour requisition for later submis

1. To submit your requisiti

2. A confirmation messagebeen submitted for appr

How to do it

When searching for M

typing in the window

Page 19 of 43

window will open; select Change ManApprover.

your approver, click and

(Review and Submit)

ill allow you to view the Purchase Requisiion or submit your requisition for approv

n for approval click on the

will then be displayed confirming your roval.

anagerial approver, search using the p

or; selecting and then search by su

gerial Approver then

this will apply your

tion as a whole, saveal.

button.

quisition has successfully

ersons Surname by

name.


20/43

Page 20 of 43


Approving Requisitions

Approvers receive a notification via e-mail that a requisition requires approval. Approvers canview the notification details and approve, amend or reject the requisition.

Requisitions not approved within 5 days of receipt will either timeout and are returned to thepreparer or automatically routed to the next level approver (when one has been defined).

Once the requisition has been approved a notification is sent to the requester and therequisition has a status of Approved.

iProcurement Notifications are accessed via the iProcurement responsibility. Notifications arecontained in a Worklist and are like emails that are interactive. They act like an electronic To

Do list known as Oracle Workflow. When the system needs your input, Oracle sends you a

notification that appears in your Worklist.

3.1 Approving a Requisition

1. Click the Requisitions tab on the iProcurement Home page.

How to do it


21/43


2. Click the Notifications l

Notifications are listed. T

view notifications in a va

3. Using the drop down bdefault is Open).

All Notifications: Displays allFYI Notifications: Displays nno response from you.Notifications From Me: DisplOpen Notifications: Displaysan unresolved issue. This willand/or issues that have been rTo Do Notifications: Displays

Notifications that haveThese are able to be vie

Page 21 of 43

ink on the Requisitions page.

he default view is Open Notifications;

riety of ways using the drop down list.

x, select the view you require and clic

notifications that have been sent to yotifications that are for informational p

ays notifications sent by you.those notifications that still require actot include notifications that have alreasolved.notifications that require action by yo

een opened and acted upon will disapwed by selecting All Notifications.

owever, you are able to

k the button. (The

and you have sent.rposes only, but require

ion from you and/or hasdy been responded to

.

ear from your list.


22/43

Page 22 of 43


4. Click on the notification description link.

The notification will then open.

5. When opening a notification for a requisition approval, you will have the followingoptions:

In the following example, you have been sent a notification for a requisition whichrequires only your approval. You will be able to view the request and approve therequisition.


23/43

Page 23 of 43


1. The Approval Sequence shows that you are the only approver.

2. Click the link to view more details of the requisition beforeapproving the request.

3. View the details and then click the link to return to the notification.

4. To approve the requisition request, click the button.

A P P R O V I N G A R E Q U I S I T I O N M U L T I P L E A P P R O V E R S

Approving a requisition request as part of a line of approvers is done in the same way as it isfor a single approver. The difference here is where you sit in the list. If you are not the finalapprover the request moves to the next approver in the list.

The example below shows that you have approved the request; however, the request now sitswith the next approver.


24/43

Page 24 of 43


Once the requisition request has been approved by all approvers in the list, the requisitionthen has a status of Approved.


25/43

Page 25 of 43


3.2 Forwarding a Requisition for Further Approval

It is possible to forward your notification onto another person for further approval. There couldbe various reasons why you would want to forward a notification, e.g.: you may believe that

the request requires further approval, or you might regard the request as beyond yourapproval authority. You can approve and forward a requisition or forward without approving.

In the following example, the approver wants to forward the requisition onto another approverwithout approving the request himself.

1. In the Response area of the screen click the icon to search for a colleague.

2. Find the colleague and Quick Select.

3. The name will be entered into the window. Enter a note.

4. Click the button.

How to do it


26/43


5. The requisition request wil

You can see from the screapproval.

The screen below shows t

3.3 Rejecting a Requisitio

When a requisition request is sreject all or part of the request.

always check the requisition dedecision as to whether you wis

Rejecting a complete Requisitio

1. Open the notification.

Rejecting part of a reHowever, the rejectetherefore, that the rebeen approved.

Page 26 of 43

l appear in Mr. Davies notification list.

en below, that the requisition is pendin

e requisition having been approved by

n

nt for approval there may be instance. If you receive a notification to approv

tails before approving so that you areto reject all or part of the request.

n request

uisition will still give the request a staline item(s) will be deleted from the r

uester checks the approved requisitio

g awaiting Mr. Davies

Mr. Davies.

s when the approver wille a requisition request,

hen able to make a

us of Approved.quest. It is importantto confirm what has


27/43

Page 27 of 43


2. Click on the link to view the requisition details.

3. View the details.

4. Click the link.

5. At the foot of the screen, type a response for the requester.


7. A notification will be sent to the requester to indicate the requisition has been rejected and therequisition will have a status of Rejected.


28/43

Page 28 of 43


3.5 Requesting More Information

When viewing a requisition request in a notification you may want more information about therequisition before you approve the request.

1. In the notification window, click the button.

1. Enter your request for more information into the free text field and click thebutton.

2. When the requester views the notification that is returned, he/she will be able to see

the information and is able to respond.

3. You will receive another notification with the information attached. You are then in a

position to approve the request.

How to do it


29/43

Page 29 of 43


4. Click the button. The requisition is given an order number and has a status

of Approved.

3.6 Out of Office Rules

When you are out of the office you can re-assign your notifications to another person using aVacation Rule.

1. Click the Requisitions tab on the iProcurement Home page.

2. Click the Notifications link on the Requisitions page.

How to do it


30/43


3. Click on the Vacation R

4. The Vacation Rule pag

5. Vacation Rule: Item Ty

need to be changed. , cl

6. Check your Start Date,Message where Require

7. Although two options av

click , using surnam

Delegate A Manag

Transfer Notificatiospecific project to the

Page 30 of 43

ules link.

is then displayed, click

e, Item Type and Notification will defaul

ick .

nter the End Date of when the rule will.

ailable, its advised to select Transfer N

e; find and select the person you plan y

r may delegate all notifications appro

n Ownership -A manager may transfnew manager of that project.

.

to All these will not

xpire and leave a

tification Ownership,

ur notifications to go to.

als to assistant

r a notification for a


31/43


8. Click .

You will now be taken back to VVacation Rule.

The person you choohierarchy and cant byours.

Page 31 of 43

cation Rules Home Page; here you can

e; will have to be senior to your curree a subordinate where their approval li

elete and Update your

t position in theits are lower than


32/43

Page 32 of 43


Receiving Goods (Booking-In)

All goods and services ordered mustbe receipted (booked-in) in an accurate and timely manner

to allow the Accounts Payable Team to pay the suppliers invoice within the statutory 30 dayperiod.

Receipting in iProcurement is a straight forward process and is completed using the Receivingsection.

The Receiving screen is split into 4 areas:

(1) Search: You can search for requisitions to receive.(2) Receiving Process. There are four actions you can perform within Receiving.

Receive Items Return Items Correct Receipts

View Receipts

(3) Requisitions to Receive. Here you will see the 5 latest requisitions that have beenapproved and awaiting receipt. You are able to click the button to viewmore requisitions.

(4) My Receipts at a Glance. Here you will see the last 5 receipts generated by you,including those generated on behalf of others. You are able to click thebutton to view more receipts.


33/43


When you receive goods, a recimportant to note that you can

To summarise the ordering pro

document that details the requproviding approval to go-ahea

A Purchase Order document isrelevant terms and conditions.

An invoice will then be receivewhat we call 3-way matching,generating payment.

4.1 Receive Items

A list of requisitions to receiptfirst instance. If no list appears

case if you are receiving goods

1. Click the Receiving tab

How to do it

3-Way matching is wto the Invoice.

By receiving the goodThis ensures that you

If, for example, you rhold until all goods ar

Process compleiProcurement brequesting goo

Page 33 of 43

ipt number is automatically generatedonly receipt items against a valid Purc

cess starts with the creation of a Requi

irement (need) identified by the depart with the purchase.

then created and placed with the suppl

from the supplier however before payracle checks the receipt against the p

ill only display automatically if you raiyou will need to use the search functi

on behalf of another requisitioner.

on the iProcurement Home page.

ere you match the goods received to t

s electronically, you are approving thedo not pay for what you do not receiv

eceive less than what the invoice statee received.

ted iny the department

s or services.

Process coby Procure

by Oracle. It isase Order.

sition, which is a control

ment as well as

ier containing the

ment can be made usingrchase order before

sed the requisition in thens. This will also be the

he Purchase Order and

payment of the invoice..

, the invoice will go on

mpleted in Oraclement Services


34/43

Page 34 of 43


2. Click the link.

The Receiving window will then be displayed.

3. Click the button before entering any search criteria.

4. Enter your search criteria in to the relevant field and click on the button. Forexample if know the Purchase Order number enter this into the Order Number field.

You can also search for a Purchase Order to receipt by clicking on the search iconagainst the relevant field.


35/43

Page 35 of 43


The items to receive will then be displayed.

5. Check that the quantity and Unit of Measure are correct for the items you havereceived. This information will need to be amended as appropriate to match the itemsyou actually received.

In other words by receipting items you will then be allowing for payment to be madeto the supplier and until the goods and services have actually been received thepurchase order should not be booked-in on the system.

6. Once you are happy the information entered is correct click the checkbox.


8. Enter the Goods Received Note into the Packing Slip field.

9. Click the button to move to the next stage.

A warning may display if the receipt date has exceeded the need by date toleranceperiod; click on the button to move to stage 3 of the process.

10.Check everything is correct and if so, click the button.

A receipt number is automatically generated and shown in the confirmation messageat the top of the screen.


36/43


4.2 Return Items

4.3 Correcting Receipts

If a mistake is made when receinecessary amendments.

1. From the Receiving se

2. Enter your search criteexample if know the P

You can also search foagainst the relevant fie

How to do it

If you are unsure of ho

Local Procurement Tea

The Return Items featuhowever this is for inteArrangements will needgoods received that ma

Page 36 of 43

ting items the Correct Receipts functio

tion click the link.

ria in to the relevant field and click onrchase Order number enter this into t

a Purchase Order to receipt by clickinld.

to arrange collection for items to be

for further advice.

re within iProcurement will create a renal purposes only and is not linked toto be made outside of the system for

ybe for example damaged.

can be used to make the

he button. Fore Order Number field.

on the search icon

eturned contact your

ord on the systemhe supplier.he collection of any


37/43

Page 37 of 43


3. Enter the Correct Quantity that was received. The system will automatically calculate thedifference from what was originally received to correct the receipt.

For example if you originally receipted a quantity of 100 in error and the correct quantityshould be 10; Enter 10 into the correct quantity field and the system will automaticallydeduct a quantity of 90.

4. Click on the button.

5. The Review and Submit page will be displayed; check the quantity and if youre happywith change click on the submit button.

4.4 View Receipts

The View Receipts facility allows you to look-up information for Receipts that have been created inthe system.

1. From the Receiving section click the link.

2. Enter your search criteria into the relevant field and click on the button. For

How to do it


38/43

Page 38 of 43


example if know the Purchase Order number enter this into the Order Number field.

You can also search for a Purchase Order to receipt by clicking on the search iconagainst the relevant field.

3. Your search results will then be displayed.

Review Previous Requisitions

5.1 Review Requisition Details

Using the search function within iProcurement you can review requisitions that have been

raised along with the purchase orders that would have been created, receipts and Invoices

entered.

1. From the iProcurement homepage, select Requisitions and then click ,


How to do it


39/43


Statuss ExplainedApproved ComplReturned There hinstructions will be aRejected The AppIncomplete Thesubmission.Cancelled The re

3. Enter your search infor

5.2 Identify Purchase O

Following the Steps in 5.1 Revi

in the search results will detail

If this field is blank a Purchas

Page 39 of 43

ted and Approvedas been an issue or a further request fccompanied with a returned requisitionrover has rejected the requisitionpprover has not approved within 7 da

uisition has been cancelled by, manag

mation into the required field and then

rder Numbers

ew Requisition Details to locate your r

the Purchase Order number.

Order will not have been assigned to

r information,.

s and requires re-

r, buyer or originator.

click .

quistion, the last column

your requisition.


40/43


5.3 Copying Requisitions

A Requisition that has been pr

will save time having to re-ent

1. Following the same St

2. Select the Requistion y

3. Click Copy, Select Sho

your shopping cart for

5.4 Cancelling Requisitio

There maybe an instance wher

check the status of the requisiti

1. Following the same Step

2. Select the requisition yo

3. Click

5.5 Change a Requisitio

Should a change be required t

changed to the quantity ordere

How to do it

How to do it

If a Purchase Oder h

not allow you to u

Procurement Team to

If more than one Pur

will show the value

numbers assigned to

Page 40 of 43

to the Shopping Cart

viously raised can be copied to creat

r the same information on to the new

ps in 5.1 Review Requisition Details.

ou wish to copy.

p tab and you will find that the requi

you to review and submit.

s

e you will be required to cancell a Req

on first.

s in 5.1 Review Requisition Details.

wish to cancel

.

after it has been Approved

the Requisition once it has been proc

d and the unit price.

s already been assigned to your Requi

se this function. You will need to

cancel the order.

hase Order has been assigned to your

multiple. Click-on the link to identif

your Requisition.

a new Requisition. This

equisition.

ition has been copied to

uisition, you will have to

ssed; you can request a

sition the system will

contact your local

Requisition, this field

the Purchase Order


41/43


1. Navigate homepage, aDetails.

2. Select the Requisition

3. Selecting Shop Tab yo

ready for you to check

5.6 Using Favourites

For consitent Requisitioners, y

This list can only contain active

How to do it

When Changes are m

are in your shopping l

You wil have to again

This will happen as t

the pack size may

variables but ultimate

When this Message di

has passed the pointprocurement to can

requisition.

Page 41 of 43

d complete search as instructed in 5.1

nd click .

u will find that this requistion now si

ut and make change.

u have a Favorites option which is kn

catalogue items.

ade to catalogue items, those that ha

ist will delete of your list.

to search for these items to re-add the

e Item descriptions may change, the

hange, supplier item code may cha

ly any changes will affect your shoppi

isplays after clicking change, this is be

of changing and you will be requiredel the purcahse order and will ha

Review Requisition

s in your Shopping Cart

w as your shopping list.

ve been selected and

m

uantity may change,

nge there are many

g list.

cause the Requisition

to contact your locale to create a new


42/43

Page 42 of 43


Useful Information

FAQs - Frequently Asked Questions

Q1 Who do I contact if I forget my log-in (password) details?Using the Login Assistance you will be able to request a new password. This self service feature can beaccessed by selecting the Login Assistance link from the login screen; located directly below the passwordfield.

Q2 Can I raise one requisition that contains items from multiple suppliers?Yes. A single requisition can contain items selected from more than one supplier.

Q3 Can I raise one requisition that contains both catalogue items and non-catalogueitems?Yes. A single requisition can contain both a mixture of catalogue and non-catalogue items.

Once the requisition has been fully approved, the Oracle system will automatically generate a purchaseorder for the catalogue items selected with the order then in-turn automatically sent to the supplier. Thenon-catalogue items that were requested will be sent to a Buyer in Procurement to be processed, aseparate purchase order number will then be generated for these items before the order is thentransmitted to the supplier.

Q4 Can I raise one requisition that contains multiple cost centre codes?Yes. A single requisition can contain multiple cost centre codes which can be applied to each individualtransaction line.

Q5 When I enter a Unit Price should this figure contain VAT?No. Any Unit Price that you manually enter into the system should always be entered as the net value (thevalue before VAT). You will have the option, when proceeding through the checkout, to select the relevantVAT rate, the system will then automatically calculate the Gross Price.

Q6 Does the Unit Price displayed for catalogue items contain VAT?No. All Unit Prices display for catalogue items is the value before VAT.

Q7 Does the Total value of my requisition contain VAT?No. When you review your shopping cart, the total value of all the items in your shopping cart is the netvalue (the value before VAT). Please note, your approvers financial limit on the system will be the grossamount (the value after VAT).

For example, if your shopping cart displays a total value of 950 and your approver has a financial limit of1,000, should all the goods ordered have Standard VAT applied, once the VAT has been added to the totalvalue in your shopping cart your approver with their limit of 1,000 will be unable to approve the purchase.The requisition will need to be forwarded higher up the purchasing hierarchy to be approved.

Q8 Can I raise separate requisitions to purchase the items I require from my supplier soas to allow my approver to approve the requisition because the total value would have

been over their financial limit?No. Requisitions cannot be placed in a manner devised to avoid the organisation Financial Limits. Only theemployee with the appropriate authorization limit can approve your request to purchase goods or services.If your approver does not have the appropriate financial limit your requisition must be sent up the approvalhierarchy to the appropriate person.


43/43

Q9 How will I know if a requisition that Ive place has been approved?You are able to access the Oracle system at any time to check the progress of your requisition. To do this,click-on the Requisitions tab in the top right hand corner of the screen and then locate the relevantrequisition from the table displayed.

On the right hand side of the requisitions table is display the status column. This can be used to determinewhether your requisition has been approved, the statuses that could be displayed are:

In-ProcessThis means that your requisition is waiting to be approved. The approver only has 5 days to approvethe requisition. If the requisition isnt approved within 5 days the system will automatically return it toyou as an Incomplete requisition.

Pre-ApprovedThe requisition has been approved by the first approver and has automatically been sent to the secondapprover within your hierarchy.

ApprovedThe requisition has been approved and will generate an order number automatically for any catalogueitems selected or will be sent to the Procurement department to be ordered for those non-catalogue

items. Incomplete

The requisition requires you to take action. The requisition will need to be submitted for approvalotherwise you will not receive the goods youve requested.

Q10 Can I print a copy of the Purchase Order or the Requisition?No. No hard copies of either the Purchase Order or Requisition can be printed from the Oracle System. Thereason for this is because all of the relevant information relating to your purchase for goods or services canbe looked-up on the system. Further it helps to work towards a greener way of working.

Q11 Can I raise a non-catalogue request for catalogue items?No. If the item you require has been loaded onto the system in a catalogue you must select the item fromthe catalogue. This is to ensure that the correct contract prices are used.P

lease note, Procurement will be unable to process your non-catalogue request if the item is in the catalogueand will have to return your requisition to you to be re-processed correctly.

Contact information

To request iProcurement Systems Support an email can be sent to the ServiceDesk:

The eEnablement Team provide Systems Support and Guidance for the OracleiProcurement (iProc) system.

Should you need Support & Guidance in the following areas please contact the

eEnablement Service Desk: General Support & Guidance with how to use the Oracle iProcurement System. To book a place on a Training Session for using Oracle iProcurement.

Service Desk Telephone: WHTN 01796 3880 (029 2090 3880)

[email protected]

oracle iprocurement - reference guide

Documents