r12 iprocurement presentation oa

UNDERSTANDING ORACLE IPROCUREMENT IN R12

PROCURE TO PAY: ORACLE IPROCUREMENT

Sourcing Payment, Analysis

Ordering

Purchase orders & agreements

RFQ, Auction, Quotation

Supplier selection Requisition Receipt Invoice, matching, payment

Analysis, manage suppliers

ORACLE ADVANCED PROCUREMENT

Browser

Suppliers

Content providers

Marketplaces

www

Transactions

Catalog updates

Catalog updates

Collaboration

EDI & XML gateway

E-Content catalogs

Procure-to-pay flow

Orders

Requisition

Approvals

Intelligence

Payables

Negotiations

Receiving

Oracle Applications

OrdersOrders ReceivingReceivingSourcing &Sourcing &approvalapproval

Oracle Purchasing

Pay on Pay on receiptreceipt InvoicingInvoicing Financial Financial

reportingreportingLocalLocal

requestrequestOracle PayablesiProcurement

EDI & XMLGateway

Purchasing Intelligence

Orders &Orders &schedulesschedules

Receipts & Receipts & paymentspayments

PostedRFQs

iSupplier Portal

Local catalog

ORACLE IPROCUREMENT IN E-BUSINESS

Electronicdocuments

Catalogs

Third-party catalogs

Suppliers

Catalogs & content

(XML, cXML)

External Marketplaces

• Ability to buy administrative items• Ability to buy production items• Self-guiding catalog• Desktop receiving• Single global instance• Punchout to marketplaces• Integration with enterprise resource planning

(ERP) system

KEY ORACLE IPROCUREMENT CAPABILITIES

E-BUSINESS SUITE INTEGRATION

iProcurement

Projects

Payables

General Ledger

Purchasing

Human Resources

Workflow

eCommerce & XML

Gateway

PROCUREMENT SUITE INTEGRATION

Purchasing iSupplier Portal

SourcingiProcurementServices Procurement

DBI for Procurement Supplier Network

KEY FUNCTIONALITY OF ORACLE IPROCUREMENT

Catalog content creation and management Receive order

Find the correct item and add to

shopping cart

Checkout and submit

requisition

Approval and order creation

ORACLE IPROCUREMENT CONTENT MANAGEMENT

Internal catalog

OraclePurchasing•Items•Categories•Requisition

Templates•Blanket

Agreements•Quotations•Approved

supplier list

Schema•XML•eContent

Manager

Supplier•XML•Tab-delimited

(spreadsheet)•Online authoring

Oracle iProcurement• Online authoring• Spreadsheet upload

Computer Peripherals

CONTENT ZONESContainers for shopping content

Office Supplies

STORES

Stores are simply a way to organize catalogs Stores are created from content zones Stores guide requesters to relevant contents Stores are configured by the administrator:

Organize content by usage Organize content by source Organize content by relevance

SHOPPING

Select items

ExternalMarketplace or

supplier

Non-CatalogInternal catalog

My FavoritesOther FavoritesShopping Lists

SearchCategories

Add items to shopping cart

OVERVIEW OF CHECKOUT

1. Requisition information

2. Select approvers

Items from shopping

Review and submit requisition for approval

APPROVAL AND DOCUMENT CREATION

Purchase order or release

Approved requisition

Create Documents workflowAutoCreate

OVERVIEW OF RECEIVING

Order Transmission

• Printed• E-mail• EDI• XML

Shipment Notification

• Printed• EDI• iSupplier Portal

Receipt Confirmation

• Receipts• Corrections• Returns

CENTER-LED PROCUREMENT

Shared Services Center

Business unit 1

Business unit 2

Request Source Order Pay

Intercompany Invoicing

ORACLE IPROCUREMENT SHOPPING DATA FLOW

XML

Internal catalog

iProcurement

Oracle Purchasing

Oracle Payables

Text

Marketplace or supplier

XML/cXML SQL

Extractor

Upload

E-BusinessTax

ORACLE IPROCUREMENT SUBMIT REQUEST DATA FLOW

Oracle PurchasingiProcurement

e-Commerce or XML Gateway

Requisition

Workflow

1. PO Req Approval WF (workflow)

2. PO Create Documents WF

3. PO Approval WF

PurchaseOrder orRelease

Supplier

Printed,Faxed,

eMailedorder

ORACLE IPROCUREMENT SETUP OVERVIEW

Oracle iProcurement setup

Oracle Applications setup

Oracle Purchasing setup

ORACLE IPROCUREMENT SETUP STEPS

1. Perform Oracle iProcurement-specific system administration setup

2. Define information templates3. Define data security (realms) 4. Verify profile options for iProcurement5. Verify workflow settings for iProcurement6. Perform preliminary catalog load7. Perform preliminary catalog schema maintenance8. Set up company specific order controls9. Implement custom packages

ORACLE IPROCUREMENT SETUP STEPS

PROCUREMENT PROCESS: ORACLE IPROCUREMENT

Requisitions

Purchase Orders

ReceivingOrders

Reporting

Invoice/ Payment

Supplier Performance

Supplier Management

RFQs/ Quotations

CatalogContentManagement

Sourcing

Ordering

Analysis

ORACLE APPLICATIONS SETUP OVERVIEW

Setup Step Oracle Purchasing is setup

Oracle Purchasing is not setup

1 Set Up System Administrator Not Required Required

2 Define Accounting Key Flexfields Not Required Required

3 Set Up Calendars, Currencies, and Set of Books

Not Required Required

4 Define Human Resources Key Flexfields


5 Define Locations Not Required Required

6 Define Organizations and Organization Relationships


7 Convert to a Multi-Org Architecture Not Required Optional

8 Define Inventory Key Flexfields Not Required Required

9 Define Units of Measure Not Required Required

10 Define Freight Carriers Not Required Optional

ORACLE APPLICATIONS SETUP OVERVIEW - 2

11 Define Item Attributes, Codes and Templates


12 Define Categories Not Required Required

13 Enable Categories for Oracle iProcurement

Required Required

14 Set Up Personnel Not Required Required

15 Set Up Oracle Workflow Not Required Required

16 Decide How to Use the Account Generator


17 Open Inventory and Purchasing Accounting Periods


18 Define Subinventory Locations Not Required Optional

19 Define Cross-Reference Types Not Required Optional

20 Define Tax Codes Not Required Optional


21 Define Payment Terms Not Required Optional

22 Set Up Approval Information Not Required Required

23 Define Lookups and Classes Not Required Required

24 Define Standard Attachments Not Required Optional

25 Define Purchasing Options Not Required Required

26 Define Buyers Not Required Required

27 Define Items Not Required Optional

28 Define Line Types Not Required Required

29 Start the Purchasing Database Administrator


30 Define Financial Options Not Required Required


31 Define Transaction Reasons Not Required Optional

32 Define Receiving Options Not Required Required

33 Set Up Transaction Managers and Resubmission Intervals


34 Define Suppliers Not Required Required

35 Set Up Workflow Options Not Required Required

36 Submit Workflow-related Processes Not Required Required

37 Define Descriptive Flexfields Not Required Optional

38 Set Up Automatic Sourcing Not Required Optional

39 Perform Additional System Administrator Setup


40 Define Manufacturing System and User Profiles


ORACLE IPROCUREMENT SETUP OVERVIEW

Perform Oracle iProcurement specific system administration setup

Verify profile options that impact Oracle iProcurement

Define requisition templates Define information templates Initialize the catalog:

Perform preliminary catalog load Preliminary catalog maintenance

Define realms

PERFORM ORACLE IPROCUREMENT SPECIFIC SYSTEM ADMINISTRATION SETUP

Define additional responsibilities and set profile options Define additional users

VERIFY PROFILE OPTIONS THAT IMPACT ORACLE IPROCUREMENT: ORACLE APPLICATIONS

Default Country

Help Localization Code

GL: Set of Books Name

Sequential Numbering

HR: User Type

Audit Trail: Activate

VERIFY PROFILE OPTIONS THAT IMPACT ORACLE IPROCUREMENT: ORACLE PURCHASING

PO: Set Debug Workflow On

PO: Workflow Processing Mode

MO: Operating Unit

HR: Cross Business Groups

HR: Business Group

VERIFY PROFILE OPTIONS THAT IMPACT ORACLE IPROCUREMENT

Attachment File Directory

ICX: Limit connect

ICX: Limit time

ICX: Override Location Flag

ICX: Override Requestor

POR: Amount Based Services Line Type

POR: Goods Line Type

VERIFY PROFILE OPTIONS THAT IMPACT ORACLE IPROCUREMENT: CONTINUED

POR: Rate Based Services Line Type

POR: Approved Pricing Only

POR: System Approvers are Mandatory

POR: Hosted Images Directory

POR: Load Auto Category

POR: One Time Location

TAX: Allow Override of Tax Code

REQUISITION TEMPLATES Use requisition templates to simplify the process

of requisitioning frequently requested items. Consists of items, pricing and

sourcing information.

Requisition template Requisitions

DEFINE INFORMATION TEMPLATES

Seq Name Default

10 Name

20 Title

30 Address

40 City, State, Zip

50 Phone

60 E-Mail @oracle.com

SET UP CATALOG Create Blanket Purchase Agreement (Oracle

Purchasing) Perform item content load Perform schema content load

Unified Catalog

Item Content Schema Content

ORACLE IPROCUREMENT FEATURES TO CONSIDER

Function security Collaborative integration:

Oracle Supplier Network Oracle iSupplier Portal Oracle Sourcing Oracle Exchange

Third-party catalog maintenance No internal catalog - external content only

CUSTOM PACKAGE IMPLEMENTATION

POR_CUSTOM_PKG is called from Java at critical points.

Can override standard functionality Main points of interest are :

CUSTOM_DEFAULT_REQ_HEADER CUSTOM_DEFAULT_REQ_LINE

PAGE-SPECIFIC CUSTOMIZATION

You may need to consider page-specific customizations in your implementation plans. For example: PORBEDAC.xml the Account page. This page is:

Part of checkout process Allows user to modify the default charge account Often requires customization to add a list of values

(LOV) to the segments

PROCUREMENT PROCESS: ORACLE IPROCUREMENT

Requisitions

Purchase Orders

ReceivingOrders

Reporting

Invoice/ Payment

Supplier Performance

Supplier Management

RFQs/ Quotations

CatalogContentManagement

Sourcing

Ordering

Analysis

WHAT ARE IPROCUREMENT CATALOGS?

A catalog is a cohesive source of supplier productand service information that provides a meansby which the information can be found quickly by therequestor.Attributes of a good catalog are:

• Content (product categories)• Accuracy (product descriptions)• Robustness (availability)• Ease of use (good indexing, searching)

WHY USE CATALOGS?An internet-based procurement solution is onlyeffective if the user can reliably order the items theyneed. Poor catalog management leads to:• Contract leakage• Maverick buying• Workarounds• Decreased spend control

WHAT IS AN IPROCUREMENT STORE?Stores are collections of similar catalogs created to enable an intuitive shopping mall experience:

Requesters choose the appropriate store to guide finding the item they want to order.

A store can contain a combination of catalog types. Within a store, items separated by content zone.

WHERE DOES THE CATALOG CONTENT COME FROM?

Direct access to Supplier catalogs

CatalogsMarketplaces

Oracle Purchasing

Third party electronic catalogs

Local content

Oracle Inventory

Suppliers

iProcurement


Content Type

Description SuggestedCommodity

Local iProcurement catalog to which the buyer adds items.

Direct and indirect material

Supplier-hosted

Supplier Web store to which the buyer links directly.

Configured products

Marketplace-hosted

A third party site hosts catalog items for buyers and suppliers.

Direct material

LOCAL OR BUYER-HOSTED CONTENT


Local content

Suppliers

Publish

Upload catalogEDI pricing

iProcurement

Oracle Applications

EXTERNAL OR SUPPLIER-HOSTED CONTENT

Direct access to supplier catalogs

iProcurement request

Supplier

Web store

EXTERNAL MARKETPLACE-HOSTED CONTENT

Suppliers

Catalogs

External marketplace(Web catalog)


CHOOSING CONTENT What kinds of items will requesters order? Local catalog provides the most consistent user

interface. Local catalog is inside the firewall. Do suppliers already send EDI 832/843

(agreements and quotations)? Supplier-hosted and marketplace-hosted catalogs

put the maintenance in the supplier’s hands. Supplier-hosted and marketplace-hosted catalogs

require more complex security and setup.

REQUIREMENTS OF LOCAL CATALOGS

Local content requires either of the following: Quotations, blanket purchase agreements,

requisition templates, or system items exist in Oracle Purchasing.

Supplier has completed XML or tab-delimited text file for uploading to the iProcurement catalog.

REQUIREMENTS OF SUPPLIER-HOSTED CONTENTSupplier-hosted content requires the following:

Supplier has set up its site according to Oracle punchout implementation requirements.

Buyer obtains supplier URL and password for setting up access to the site in iProcurement.

REQUIREMENTS OF MARKETPLACE-HOSTED CONTENT

Marketplace-hosted content requires the following:

Buyer and supplier registers with marketplace. Supplier has set up its site according to marketplace

punchout implementation requirements. Buyer obtains marketplace URL and password for

setting up access to the site in iProcurement.

UTILIZATION OF CATALOG CONTENT

Punchout

TransparentPunchout

Local Catalog


Firewall

External catalogs

CONTROL CONTENT USING CONTENT ZONES

Control what catalog content to show: Catalog Administrators can partition local catalog

content into local content zones based on items’ supplier, supplier site, item category and browsing category information. Support for inclusion and exclusion rules. Ability to include Inventory items.

Once defined, Content Zones may be made accessible to users of specific Responsibilities or Operating Units. Content zones may be assigned to multiple stores. Stores may contain multiple content zones.

STORES: PULLING IT ALL TOGETHER…

List 1Punchout Catalog 1

Punchout

Firewall

Search engine will only search within catalogs that are associated with Store One.

Info List 1

TransparentPunchout

iProcurement

1. User selects Store One (office supplies) and enters a search string.

2. Results are returned and presented within a single search results page.

External Catalog 1

Local Catalog 1

Store One

IPROCUREMENT CATALOG ADMINISTRATION

CREATING LOCAL CONTENT

Buyer-hostedcontent


Suppliers

Upload

Oracle Inventory

Oracle Purchasing

Oracle Applications

Oracle iProcurement

Oracle Sourcing OnlineEntry

Upload

ORACLE CONTENT UTILIZATION TYPES

Type Location DescriptionLocal Oracle

iProcurementContent that you load from Oracle Purchasing or enter online.

Punchout Supplier's or marketplace

Requester adds items from the external site to the shopping cart in Oracle iProcurement.

Transparent punchout

Supplier's or marketplace

Requester shops the external site in the background and returns the matching items to the Search Results Summary and Search Results pages.

Informational Oracle iProcurement

Instructions, policies, and links for ordering items and services that may not be supported by the other catalog types.

LOCAL CONTENT

Local content is: Unified (consistent look and feel) Supplier independent (contains selected products

and services from more than one supplier)This type of content can be:

Directly from Oracle Applications Uploaded from any third party content provider Updated directly by suppliers.

E-BUSINESS SUITE LOCAL CONTENT

Catalog content automatically included from the following sources in Oracle Applications:

• Web-enabled Purchasing categories • Items:

• Belong to web-enabled Purchasing categories • Items on catalog quotations• Items on blanket purchase agreements• Items on requisition templates

UPLOADING LOCAL CONTENT

Local catalog


Publish

Upload document

Upload

Suppliers

BEFORE UPLOADING CONTENT

Think first about how you want the store to look and be structured:

• Will you use only existing items and categories? • Will you use only bulk loading? • Will you use both methods? • Are the categories you load sufficient, or do you

want to create a different category structure for iProcurement users?

UPLOAD CONTENT: RESOURCE FILESBefore you can upload you need to download the resource files which may contain:

Readme file that describes how to create the upload file Upload file template Upload file example List of line types, job codes, and categories Contents vary depending on upload file type:

Text XML CIF cXML

ITEM CONTENT THAT YOU UPLOAD Item information, at a minimum the following:

Category (Purchasing) Description

Price information, at a minimum the following: Price Unit of measure (UOM) Currency

UPLOADING LOCAL CONTENT

Oracle iProcurement supports the upload of catalog content:• Items • Categories

Upload supports the following file formats:TextXMLCIFcXML

CONTENT UPLOAD AND DOCUMENT TYPESYou can upload content to three Oracle Purchasing document types:

Global Blanket Purchase Agreement Blanket Purchase Agreement Quotation

AUTOMATICALLY UPLOADING SHOPPING CATEGORIES

Dynamic category creation if the following profileoption is set to Yes :

• POR: Auto Load Shopping Categories

PRICE LISTS THAT YOU UPLOADPrice list can be uploaded to your documents as an update to a document line item.

Internal Item Supplier Item Break Price

Ship-To Org

Ship-To Location

A2SS9 TS-01 4.99 V1 Vision USA

A2SS9 TS-01 2.00 E51 Hamburg DE

A2SS9 TS-01 6.00 A1 Sydney

A2SS9 TS-01 2.00 J1 Tokyo

ONLINE CONTENT AUTHORING FLOW1. A global purchase agreement is created by a buyer in Oracle

Purchasing.2. In Oracle iProcurement Catalog Administration the catalog

administrator selects the agreement to update.3. Catalog lines can be added from existing catalog items,

uploaded, or manually entered.4. The updated agreement is submitted for approval.5. The changes accepted by the buyer are incorporated in the

document and it is submitted for approval.6. Once approved, the agreement content is available for

requesters in Oracle iProcurement.

UPLOAD CONTENT AUTHORING FLOW1. A global purchase agreement is created by a buyer in

Oracle Purchasing.2. In Oracle iProcurement Catalog Administration select the

agreement to update.3. Download upload resources.4. Complete the spreadsheet according to readme.5. Upload completed spreadsheet and monitor any errors.

SAMPLE ITEM SPREADSHEET UPLOAD

XML: MORE CATALOG CONTROLFor catalog control, an XML file is the tool of choice:

XML files can be used to maintain catalog content. XML files can be used to maintain catalog schema. XML files can be applied to multiple instances.

Content

Schema

XML UPLOAD ITEMS FILE STRUCTURECatalog information is divided into two main categories:

Administrative information <ADMIN> Catalog Data Items and Prices <DATA>

N a m e In form ation

A D M IN

Item P ric e

D A T A

C A T A L O G

UPLOADING ITEMS: SPREADSHEET COMPARED TO XML

SAMPLE XML ADMINISTRATIVE SECTION

<ADMIN> <NAME>Acme Winter Catalog 2006</NAME> <INFORMATION><DATE>2006-12-08</DATE> <SOURCE>Acme</SOURCE> </INFORMATION></ADMIN>

SAMPLE XML DATA FILE STRUCTURE<?xml version="1.0" ?> <CATALOG xml:lang="EN-US"> <ADMIN>   </ADMIN>  <DATA> <DOCUMENT> <HEADER>  </HEADER> <LINES>  </LINES> </DOCUMENT> </DATA></CATALOG>

SAMPLE XML DOCUMENT HEADER SECTION <HEADER> <DOCUMENT_NUMBER>20939</DOCUMENT_NUMBER> <OPERATING_UNIT>Vision Operations</OPERATING_UNIT> <OWNING_ORG /> <ORG_ASSIGNMENTS enabled=""> <REQUESTING_ORG /> <PURCHASING_ORG /> <PURCHASING_SITE /> </ORG_ASSIGNMENTS> </OPERATING_UNIT> <SUPPLIER_NAME>Acme Supply</SUPPLIER_NAME> <SUPPLIER_SITE/> <CURRENCY>USD</CURRENCY> <EFFECTIVE_FROM/> <EFFECTIVE_TO /> <NAMEVALUE name="PREPARED BY">VC Team</NAMEVALUE> </HEADER>

SAMPLE XML DOCUMENT LINES SECTION

<DATA> <DOCUMENT type=""> <HEADER>  </HEADER> <LINES> <ITEM lineNum="" lineType="" action="ADD">  </LINES> </DOCUMENT></DATA>

SAMPLE XML DATA ITEM SECTION<ITEM lineNum="" lineType="" action="ADD"> <CATEGORY>CLOTHING.SHIRTS</CATEGORY> <SHOPPING_CATEGORY>Shirts</SHOPPING_CATEGORY> <JOB_CODE /> <INTERNAL_ITEM_NUM revision="" /> <SUPPLIER_PART_NUM>TS-01</SUPPLIER_PART_NUM> <DESCRIPTION>Red T-Shirt</DESCRIPTION> <SUPPLIER_PART_AUX_ID>Red</SUPPLIER_PART_AUX_ID> <EXPIRATION_DATE /> <NAMEVALUE name="LONG_DESCRIPTION">100% cotton, heavy weight</NAMEVALUE> <NAMEVALUE name=”Size”>M</NAMEVALUE> <PRICE negotiated=“” /></ITEM>

SAMPLE XML DATA PRICE SECTION

<PRICE negotiated=""> <UNIT_PRICE /> <UNIT_OF_MEASURE /> <AMOUNT /> <PRICE_BREAK > <SHIP_TO_ORG /> <SHIP_TO_LOCATION /> <QUANTITY>5</QUANTITY> <EFFECTIVE_FROM /> <EFFECTIVE_TO /> <BREAKPRICE /> <DISCOUNT>10</DISCOUNT> </PRICE_BREAK> </PRICE>

LOADING LOCAL CATALOG IMAGESThere are two ways to associate items with images:• Copy the images to the local server and indicate the image

file names in the upload file.• Reference the URLs of the images in the upload file.

Item Description Price

MW9003 Ball Point Pen 3.99

SAMPLE UPLOADS FOR IMAGE FILES

<NAMEVALUE><NAME>PICTURE</NAME><VALUE>MW9003.jpg</VALUE>

</NAMEVALUE>

XML DATA section:

Spreadsheet:

MAINTAINING ITEMS AND PRICESYou can delete individual attributes of an item from the local catalog:

Using an upload file Online using the Update Agreements page

Note: You can only perform mass deletions through Oracle Purchasing.

VIEW LOADER JOB STATUSYou can view the status of catalog loads: All jobs Completed Error Pending Running

VIEW DOCUMENT UPLOAD HISTORYThis page includes the following information:

File name Operating Unit Document Number Job number Upload date Status

CATALOGS, CONTENT ZONES, AND STORES

Catalog is all online shopping content Content zone indicates the type of content A store groups content zones together

Zone 1 Zone 2

Catalog Store

IPROCUREMENT CATALOG ADMINISTRATION: MANAGE STORES

CONTENT ZONES


iProcurementContent that you extract from Oracle Purchasing or upload.








WHY CONTENT ZONES?Partitioning of local content

More ways to partition catalog content Control access to user groups

Flexibility Exclusion rules Combine pieces of catalog content to create requester

specific contentEase of Use

Single administration UI

CREATING A LOCAL CONTENT ZONE Include/exclude suppliers (and/or include items with no

suppliers) Include/exclude categories (and/or include items with no

categories) Make content accessible to user groups

APPLYING CONTENT SECURITY RULESWithin a Content Zone, the intersection (“AND”) of rules determines available content.

Content Zone Setup Available Content“Include Staples”“Include Office Supplies”

Office Supplies from Staples Only.

“Include Staples”“Exclude Office Supplies”

Everything from Staples except for Office Supplies.

“Exclude Staples”“Include Office Supplies”

All Office Supplies, nothing from Staples.

“Exclude Staples”“Exclude Office Supplies”

Nothing from Staples. No Office Supplies.

<Enter slide note>

APPLYING CONTENT SECURITY RULES IN STORES

Within a Store having multiple Content Zones, the union (“OR”) of rules determines available content.

Content Zone Setup Available ContentZone 1: “Include Staples”Zone 2: “Include Office Supplies”

Everything from Staples. All Office Supplies from any other supplier.

Zone 1: “Include Staples” & “Include Office Supplies”Zone 2: “Include Home Depot”

Everything from Home Depot. Everything from Staples that falls into category of Office Supplies.

Zone 1: “Include Staples” & “Include Office Supplies”Zone 2: “Include Staples” & “Exclude Office Supplies”

Everything from Staples.

CREATING A PUNCHOUT ZONE Buyer company identification Punchout identification Mapping information Punchout definition Make accessible to user groups

CREATING AN INFORMATIONAL ZONE Image Keywords URL Make accessible to user groups

CREATING SMART FORMS Image Keywords Default item information Default supplier information Assign information templates

WHAT ARE IPROCUREMENT STORES?Stores are collections of content zones created to guide requesters in finding the item they want to order.

A store can contain any combination of the following types of catalogs:

Local Punchout Transparent Punchout Informational

MANAGING STORES

REMOTE CATALOG CONTENT

Catalogs

Direct access to Supplier catalogs

Marketplace hub (Oracle Exchange)

Localrequest

iProcurement


Suppliers

ORACLE IPROCUREMENT CATALOG MANAGEMENT REVIEW

Catalog Description SuggestedCommodity

Local iProcurement catalog to which the buyer adds items.

Direct and indirect material

Supplier-hosted

Supplier Web store to which the buyer links directly.

Configured products

Marketplace-hosted

A third party site hosts catalog items for buyers and suppliers.

Direct material

Informational Free form catalog containing policies and procedures.

Policy controlled items

ORACLE CONTENT ZONE TYPES REVIEW


iProcurementContent that you extract from Oracle Purchasing or upload.








WHAT IS PUNCHOUT? Also known as supplier hosted catalogs and

linkout. Allows requesters on Oracle iProcurement to

connect to an external catalog (usually a supplier’s site, a catalog hosting service, or a marketplace).

A punchout is not just the use of a hyperlink to find something, but a protocol for application interaction.

Requester is actually shopping on external site and returns purchases to the iProcurement cart at the end of the shopping experience.

WHAT IS TRANSPARENT PUNCHOUT? Similar in theory to a standard punchout. Oracle iProcurement requesters search an

external catalog and search results are returned to iProcurement.

Oracle iProcurement requester continues shopping in iProcurement.

ORACLE IPROCUREMENT PUNCHOUT MODELS

Description Buyer Benefit Supplier Benefit1 iProcurement to Oracle

Exchange hubAccess Oracle Exchange catalog of many supplier items.

Load items once and reach many Exchange and iProcurement customers.

2 iProcurement Directly to Supplier-Hosted Catalog

Offers unique point-to-point solution between buyer and supplier.

Closely manages the content and access to limited buyers.

3 iProcurement to Supplier-Hosted Catalog using Exchange (XML)

Access centralized collection of supplier-defined punchouts.

Define punchout once and reach many Exchange and iProcurement customers.

4 iProcurement to Supplier-Hosted Catalog using Exchange (cXML)

Same as 3. Same as 3, for cXML suppliers.

XML: THE LANGUAGE OF A PUNCHOUT

XML is the document format of choice for doing business on the Internet.

Document structure is designed to fit the business purpose of the transaction.

Document structure is defined by a DTD (document type definition) for each business transaction.

OBI (Open Buying on the Internet) is a set of DTDs proposed by a collaboration which included Oracle.

cXML (commerce eXtensible Markup Language) is a set of DTDs proposed by a collaboration which included Ariba.

COMPARING A SUPPLIER PUNCHOUT TO A MARKETPLACE PUNCHOUT

• Punching out to a marketplace gives the buyer access to a broad collection of supplier items.

• Punching out through the Oracle Exchange marketplace:• Makes the setup easier. The supplier defines the

punchout once on Oracle Exchange, and the buying company’s catalog administrator downloads the definition to iProcurement.

• Enables punchout to cXML suppliers.• Punching out to a supplier directly enables the buyer

and supplier to work more closely on a solution individualized for them.

MODEL 1 & 2 TECHNICAL OVERVIEW

Exchange

User

Oracle iProcurement

Oracle iProcurement Server

5

1

46b

6a

2

3

Exchange

Exchange Hosted Catalog

MODELS 3 & 4 TECHNICAL OVERVIEW

Steps 9 & 10 are only performed for a cXML punchout.

10User

Oracle iProcurement SupplierExchange

9

78a

16

8b

3

4

25

OracleExchange

Oracle iProcurement Server Supplier

Hosted Catalog

Supplier Portal

DECIDING ON A PUNCHOUT MODEL

Content on supplier site?

Model 1

No

Yes

Supplier usecXML? No

Want to useExchange?

Model 2 (or 4)

Yes

Model 3Model 2

No

Yes

PUNCHOUT MANAGEMENT

BASIC PUNCHOUT SETUP STEPS Obtain supplier’s punchout URL and password Set up profile options in Oracle Purchasing Define the punchout content zone Add the punchout content zone to a store Use realms to control requesters’ access to certain

punchout content zones Optionally set up supplier and site mapping Set up data mapping in e-Commerce Gateway

ORACLE EXCHANGE PUNCHOUT SETUP

For punchouts involving Oracle Exchange (Models 1, 3, and 4):

Register on Oracle Exchange. Define punchout to Oracle Exchange. (Prerequisite to

downloading punchouts from Exchange.) Performed in eContent Manager.

For “using Exchange” models (3 and 4), download punchout definitions from Exchange. Performed in eContent Manager.

Control punchout access on Exchange (Models 3 and 4 only).

SUPPLIER PUNCHOUT SETUPSupplier setup for Web store and site :

Install XML parser on supplier site. Create URL on supplier site to accept incoming punchout

documents. Process incoming punchout requests. Create a method for returning the shopper to

iProcurement when they have finished shopping. Return shopper’s items in a shopping cart document to

iProcurement.

ADMINISTER ORACLE IPROCUREMENT CATALOG STRUCTURE

Once your catalog data is loaded into iProcurement, you can manage the catalogs by use of several catalog management tools:

Manage Base Descriptors Manage Item Categories Manage Category Hierarchy Map Shopping Categories Map Purchasing CategoriesAdministration can be done either online or using

upload

CATALOG STRUCTURE COMPONENTSItem categories

• Uploaded• Created online:

• Item categories (lowest level categories that contain items)

• Browsing categories (higher level categories that contain other categories)

Descriptors• Base (entire catalog)• Local (category only)

LOCAL CATALOG STRUCTURE: CATEGORIES

The catalog structure is: A collection of categories Items exist within

categories Catalog is not supplier-

specific

iProcurement Catalog

Computer Storage

Computer Case

Office Supplies

Hard Drives

Pens

100GB EIDE200GB EIDE

10 Bay - Black

Ballpoint PensBIC - Blue

Felt Tip Pens

LOCAL CATALOG STRUCTURE: ITEMSItems exist within categories: Items have descriptors:

Base descriptors - apply to all items Local descriptors - apply to a specific category of items

iProcurement Catalog (Base descriptor: Price, Description)

Category: Desktop ItemsItem: Facial Tissue: Price, Description Item: Pen Holder: Price, Description

Category: Pens (Local descriptors: Ink Color, Tip Type) Item: Blue Ball Point: Price, Description, Ink Color, Tip Type

CREATING AND MODIFYING THE CATALOG STRUCTURE

Use one or both of the following methods:• Online using the schema editor and table of contents.• Upload:

• Uploading lets you plan your entire structure first and load it all at once.

• Use XML schema bulk load.• Use catalog item upload if the auto-load profile options

are set to Yes.

ONLINE SCHEMA MAINTENANCE

Oracle iProcurement Catalog Administration enables you to select and use the catalog structure editing tools.

XML UPLOAD SCHEMA FILE STRUCTURECatalog schema information is divided into several main categories:

Administrative information <ADMIN> Catalog Schema information <SCHEMA> Catalog Hierarchy information <HIERARCHY>

A D M IN

C ate go ry D e sc r ip to r

S C H E M A H IE R A R C H Y

C A T A L O G

SAMPLE XML SCHEMA FILE

<?xml version="1.0" ?> <CATALOG xml:lang="EN-US">

<ADMIN>   </ADMIN> 

<SCHEMA>  </SCHEMA>

</CATALOG>

SAMPLE XML SCHEMA SECTION<SCHEMA> <CATEGORY ACTION="SYNC"><KEY>ENVELOPES</KEY> <NAME>Envelopes</NAME> <TYPE>GENUS</TYPE></CATEGORY>

<DESCRIPTOR ACTION="SYNC"><KEY>SIZE</KEY> <NAME>Size</NAME> <OWNER>

<KEY>ENVELOPES</KEY> <NAME>Envelopes</NAME>

</OWNER> <DESCRIPTION>Letter or Legal Size</DESCRIPTION> </DESCRIPTOR></SCHEMA>

MANAGE BASE DESCRIPTORSWhat you can do with descriptors:

• Create local descriptors for a category. • Rename, delete, and edit local descriptors for an

existing category. • Edit and create base descriptors.• You cannot delete the default base descriptors that

Oracle iProcurement provides.

MANAGE ITEM CATEGORIESUsing the iProcurement, you can do the following:

Create a new category Rename a category Delete a category

Name Key Desc Edit Delete

Tags T97553

Format It S22344 EZ Format SW

MANAGING DESCRIPTORSDescriptor characteristics that are available with uploading:

Type Description Sequence Searchable Search Results Visible Item Detail Visible

MANAGE CATEGORY HIERARCHYThis tool is used to build your table of contents for categories in iProcurement:

You may add and create new entries. You assign categories to each table of contents entry. You may edit the categories and sub-categories

assigned to each table of contents entry. The table of contents that you create can be viewed

from the iProcurement home page.

SAMPLE IPROCUREMENT TABLE OF CONTENTS

Home

Office Products• Office Supplies• Computers• Printers• Cables

Office Supplies Ball Point Pens Pencils Paper Organizers Fasteners Measuring Tools

MAP IPROCUREMENT CATEGORIESUse the iProcurement Category Mapping page to map catalog categories to an Oracle Purchasing category:

You can map one or many catalog categories to an Oracle Purchasing category.

All requisitions must have an associated Oracle Purchasing category for each line.

This is the only way to associate a catalog category created in iProcurement to an Oracle Purchasing category.

MAP PURCHASING CATEGORIESYou can use the Oracle Purchasing Category Mapping page to link an Oracle Purchasing category to a catalog category:

Provides a more user-friendly category name. The mapped iProcurement category name is displayed

on the Search Results page.

Map Category

Purchasing category name:

PR-IK300

iProcurement category:

Inkjet Printers

SHOPPING CATEGORY MAPPING

Oracle iProcurement Catalog Oracle Purchasing CategoryMy Computer Stuff My Networking My Hub MY.COMPUTER My Switch MY.COMPUTER My Router MY.COMPUTER My Complete Systems My Desktop MY.COMPUTER My Server MY.COMPUTER My Peripherals My Monitor MY.COMPUTER My Printer MY.COMPUTER

UPLOADING CATEGORIES AND DESCRIPTORS

Categories and descriptors can be managed online or by way of XML uploading:

• Download XML resources.• Use the DTD, Readme file, and examples in the

Readme file to help you create your categories and descriptors (schema) file.

• Create the file in a plain text editor and save it with an xml extension (file.xml).

• Upload the file.• Check the status of the upload.

CATALOG SEARCH COMPONENTSThe Oracle iProcurement search functionality is a integration of several components:

Oracle interMedia search engine Catalog search descriptors

TYPES OF CATALOG SEARCHESThe search engine provides two kinds of searches:

Quick search:This is the search that automatically happens when you enter a term in the Search box and click Go.

Advanced search:This is the search that happens when you click the link to let the search engine assist you.

SEARCH RESULTS DISPLAY: PARAGRAPH

SEARCH RESULTS DISPLAY: GRID

SPECIAL CHARACTERS IN CATALOG SEARCHES

Special characters are those that are not letters or numbers. Some of them influence the search results:

Search operators % or * Searchable characters such as:

Hyphen (-) Underscore (_)

All other special characters are ignored!

FILTERING AND SORTING After performing a search you may have multiple matches. You then have several ways to refine the results:

Try the search again with different terms. Filter your results to remove irrelevant items. Sort your results to bring the most likely matches to

the top of the list.

SEARCH DESCRIPTOR CHARACTERISTICS

Two descriptor characteristics affect your search results:

Searchable Search Results Visible

When you create or modify descriptors, you can set descriptor characteristics:

Type Sequence Searchable Search Results Visible Item Detail Visible

SEARCHABLE BASE DESCRIPTORS Description Long Description Unit of Measure Supplier Supplier Item Number Manufacturer Manufacturer Item Number Alias UNSPSC Code Supplier Site

SEARCH RESULTS VISIBLE BASE DESCRIPTORS

Description Unit of Measure Price Supplier Supplier Item Number Internal Part Number Contract Number Contract Price Contract Currency Supplier Site

REBUILD CATALOG INDEXES Rebuild interMedia indexes only after an upgrade to the

Oracle iProcurement software. Log in under Purchasing Responsibility and run the Rebuild

Catalog Item interMedia Index concurrent program.

SEARCH ENGINE SETUP IMPACT• Default Descriptors:

• Searchable• Search Results Visible

• Develop a strategy for your descriptors:• Which ones are searchable?• Which are search results visible?

• Decreased performance impact of number of:• Descriptors as searchable• Search results visible

IPROCUREMENT CATALOG ADMINISTRATIONThe iProcurement Catalog Administration home page can be used to implement all of the catalog management functions:Local Content

Maintain Local Catalog Content Maintain Local Catalog Structure

Punchout Content Maintain Punchout Maintain Transparent Punchout

Informational Content

SETUP CONSIDERATIONSThe primary considerations for iProcurement catalog implementations:

Which content approach? Local Supplier-hosted Marketplace-hosted

Who will have access to that content? User’s needs Manager’s needs Company policy

LOCAL CATALOG SETUP• Decide on a catalog structure.• Enter and/or upload categories. • Modify the catalog structure as needed.• Enter and/or upload items. • If you created categories in iProcurement map these

to Oracle Purchasing categories. • Optionally create a table of contents if you want to

enable requisitioners to browse a category structure when searching for items.

• Decide whether to allow filtering of results.

PROFILE OPTIONS FOR UPLOADING LOCAL CONTENT

POR:Load Auto Category Dynamic Categories Creation (XML, text)

POR:Load Auto Attrib Dynamic Local Descriptors Creation (XML, text)

POR:Load Auto Root Dynamic Root Descriptors Creation (XML)

POR: Hosted Images Directory POR: Catalog Bulk Load Directory

SUPPLIER-HOSTED SETUP• Determine the suppliers with whom you’ll perform the

punchout.• Determine which punchout model to use.• Make sure the supplier is set up. • Obtain supplier’s punchout URL and password.• If punching out to supplier-hosted content via

Exchange, register on Exchange.• Set up the punchout.

MARKETPLACE-HOSTED SETUP• Set up a punchout to the marketplace (such as Oracle

Exchange). • You must register on the marketplace.• Determine which mapping needs to occur and set up

the mapping in e-Commerce Gateway or on the Marketplace itself.

• If using some other type of third-party content host determine how to use them.

PROFILE OPTIONS FOR PUNCHOUT POR: Proxy Server Name POR: Proxy Server Port POR: CA Certificate File Name

ORACLE IPROCUREMENT REQUISITIONS

IPROCUREMENT FLOW

Submit order

Shop for goods and services

•Catalog•Punchout•Smart Form•Informational

Populate requisition

(Seekapproval) (Request changes) Order fulfillment

IPROCUREMENT HOME PAGE

IPROCUREMENT PREFERENCESUser settings in Preferences for defaults during checkout: Shopping Delivery Billing Favorite Charge Accounts Additional Favorites Lists

Preferences

SHOP FOR GOODS AND SERVICES

Find items

Externalmarketplace

Non-CatalogLocal catalog

SearchCategories Lists

Add items to shopping cart

BASIC SHOPPING FLOW

Find Items

Add to shopping cart

Checkout

Shopping

Select Store or List

BASIC CHECKOUT FLOW

Items from shopping

Review and submit requisition for approval

Delivery and billing information

Approvers

CHECKOUT STEP-BY-STEP

Delivery

Approvers

Billing

Notes

Requesters are led step-by-step through entering the details needed to create an order.• Requester needs less experience to

complete the order process• Defaults details from requester's My

Profile, which the requester can override

REVIEW & SUBMITThe final step of checkout enables you to review and then submit your order. At this stage, you can:

View details of the requisition before submitting it. Submit the requisition for approval. Clicking Submit initiates the Requisition Approval

workflow.

ENTER IPROCUREMENT USERS

Employee Name User Name

System Administrator

Human Resources

Job or Position

Supervisor Name

Chart of Accounts

Charge Account

DOCUMENT ROUTING OPTION #1: EMPLOYEE/SUPERVISOR RELATIONSHIP

Jane

Robert Kathy

Linda Tom LoriSue

DOCUMENT ROUTING OPTION #2:POSITION APPROVAL HIERARCHY

Hierarchies

Chief Executive Officer

Chief Procurement Officer

VP, Manufacturing

Planner 1

Mgr,Mfg.

Mgr, Maint.

Standard POs - Main

Planner 2

VP, Manufacturing

Manager, Manufacturing

Blanket Releases - Main

Planner 1 Planner 2

RUN FILL EMPLOYEE HIERARCHY PROCESSHierarchy name: Standard POs - Main

Chief Executive Officer

Chief Procurement Officer

VP, Manufacturing

Position Approval Hierarchy

Walter Brinkley

Cindy Adams

John Wilson

KimJones

JoeMiller Ted Brown

BobHart

Employee Representation

Planner 1

Mgr,Mfg.

Mgr, Maint.

Planner 2

DOCUMENT ROUTING OPTION #3: ORACLE APPROVALS MANAGEMENT

Standard Oracle Purchasing approval routing or Oracle Approvals Management?Oracle Approvals Management:

Uniform approval mechanism across Oracle Application modules

Approval rules can be defined once and be leveraged across multiple products

Approval rules can be easily extended More effort for initial set up Works with employee / supervisor setup

GIVE ACCESS TO THE USERSIn summary:1. Perform Oracle Purchasing setup.2. Define the employee.3. Create an iProcurement user for the employee.4. Create a link to iProcurement for the employee: Personal Home Page Direct link from legacy system

5. Schedule the Send Notifications workflow.

MY NOTIFICATIONS REGION The My Notifications region displays Oracle Workflow Alert

notifications. Each notification is hyperlinked, and links directly to the

underlying messages or reports.

My Notifications

PO Requisition Approval Requisition 1653 has been approvedPO Requisition Approval Requisition 1691 has been approvedPO Requisition Approval Requisition 1705 has been approved

Type Subject

CENTER-LED PROCUREMENT

Ireland

Germany

United States

Request Source Order Pay

Intercompany Invoicing

SET UP IPROCUREMENT SHOPPING DEFAULTS

Some ordering information can be preset as defaultsto save time during shopping: One-time addresses (HR and System Profile) Approvers (Oracle Purchasing) Buyers (Oracle Purchasing) Public lists (Oracle Purchasing)

ORACLE APPLICATIONS FRAMEWORKThe Oracle iProcurement user interface is based on Oracle Applications Framework (OAF).

OAF is the Oracle Applications self-service development and deployment platform.

OAF is a 100% Java & XML J2EE based middle-tier application framework and services platform.

OAF was created for the rapid development and deployment of HTML based applications.

OAF based applications are easily personalized and business logic extensible.

OAF / IPROCUREMENT PERSONALIZATION

Personalization is added on top of base product data at runtime.

Admin Level Personalization Function Location Site Organization Responsibility

User Level Personalization User Views

SETTING UP IPROCUREMENT INFORMATION TEMPLATES

iProcurement uses information templates to pass additional required information to the supplier.

Although information templates are set up in Oracle Purchasing, they are only used by iProcurement.

Each information template must be associated with an Oracle Inventory item or category.

SMART FORMS Used for non-catalog requests Flexible templates to pre-define terms and other

information Suitable for goods and services requests Minimize data entry, default values from template Capture additional details using info templates Related templates can be grouped and assigned to a

store

INTERNALLY SOURCED REQUISITIONS OVERVIEW

Denotes activity done outside of iProcurement and Purchasing

Search anddisplay of internal items

Auto- sourcing

Manual sourcing

Requisition checkout and visibility

Requisition approval process

Import Orders process in Order Management

Pick / Pack / Ship

Receive

Create Internal Sales Orders process in Purchasing

INTERNALLY SOURCED REQUISITIONS DETAILS

Set Up Internal Items: Internal Orders Enabled flag in the Master Item

window must be set to Yes. Item attributes must be set in all source

organizations.Search and Display Internal Items:

Displayed on the Search Results, Shopping Lists, and Favorites List pages.

Displayed in Stocked Internally column. Profiles that affect internally sourced items:

PO: Legal Requisition Type POR: Allow Manual Selection of Source

INTERNALLY SOURCED REQUISITIONS PREREQUISITES

• Requires valid shipping networks.• Applies to items that can be sourced

internally.• Based on sourcing rules:

Compares supplier allocation to any valid internal organization allocation.

Only sourcing rules assigned to the profile option MRP: Default Sourcing Assignment Set are used.

SERVICES PROCUREMENT CONTRACTOR/SERVICE REQUEST

Non-catalog request template

Information Template

Legal services

Service categories

Design services

Professional training

Service request

ORACLE SERVICES PROCUREMENT

Skills/Temporary Labor•Administrative•Information Technology

•Consulting•Training

•Construction•Software Development

•Legal Services•System support

Time & Materials

Defined Deliverables

Retainer-basedServices

Service Category Service Example

Fixed Price Services• Facilities• Marketing

SERVICES PROCUREMENT: CONTINGENT LABOR FLOW

Payables

Contractor

Requester

Enter time & expense

Approve time & expense

Create invoice & payment

View invoice & payment

ORACLE PROCUREMENT FEATURE COMPARISON

Oracle iProcurement Oracle Purchasing

Preferences Requisition Preferences

Shopping Lists Requisition Templates

Shopping Cart Order Pad

Submit/Checkout Approve

REQUISITION MANAGEMENT ACTIONS

Requisition StatusCopy to CartCancelChangeComplete

Requisition Tab

COPYING REQUISITIONS You can copy requisitions from the Requisitions page. You can copy requisitions of any status. Copying a requisition copies the items from the

original requisition into a shopping cart. The new requisition will need to be taken through the

checkout process.

CANCELING REQUISITIONSFrom the Requisitions page you can cancel requisitions that have been submitted for approval.The following rules apply to canceling requisitions:

You can cancel requisitions of any status. You can cancel individual requisition lines. You cannot cancel internal lines linked to an internal

sales order unless the order has been cancelled.

CHANGE / RESUBMIT REQUISITIONS

Change: You can change requisitions that have been submitted

for approval.

Resubmit: You can resubmit requisitions that have rejected.

REQUISITION STATUSES

Purchaseorder

Approve?

Yes

No

Submit for approval

In Process

Rejected

Return

Cancelled

Approved requisition pool

Approved

Incomplete

REQUESTER CHANGE ORDERAbility to request changes to purchase orders created for your requisition:

Requester creates a change request in iProcurement If change within tolerances, no approval required Otherwise, requester approval hierarchy approves the

change request Buyer responds to PO change request Final request status sent to requester

REQUESTER CHANGE ORDER APPROVAL

PROCURE TO PAY LIFECYCLE TRACKING

View approval status View purchase order and associated status View real-time shipment tracking View receipt history and associated exceptions View invoice and payment information

SETTING UP ORACLE IPROCUREMENT RESPONSIBILITY AND FUNCTION SECURITY

iProcurement enables you to assign and modify responsibilities to control users’ access.

If the responsibility is not secured, the user has access to all functions within a page.

Both function and menu security attributes can be defined at the responsibility level.

APPROVAL AND DOCUMENT CREATION

Purchase order or release

Approved requisition

AutoCreateCreate Documents workflow

AUTOMATIC PURCHASE ORDER CREATION

Standard purchase order

Catalog quotation

Contract agreement

iProcurementrequisitions

Globalagreement

AUTOMATIC RELEASE CREATION

iProcurementrequisitions

Blanket purchase agreement

Workflow

Blanketrelease

ORACLE IPROCUREMENT REQUISITION APPROVAL

Oracle iProcurement uses the PO Requisition Approval Workflow for the approval process.

Workflow uses the approval hierarchy you define when you set up document approval and security in Oracle Purchasing.

Requesters can select additional approvers during the checkout process.

PO Requisition Approval workflow

INTEGRATION WITH ORACLE APPROVALS MANAGEMENT

Standard Oracle Purchasing approval routing or Oracle Approvals Management?Oracle Approvals Management:

Uniform approval mechanism across Oracle Application modules

Approval rules can be defined once and be leveraged across multiple products

Approval rules can be easily extended More effort for initial set up

WORKFLOWS USED BY ORACLE IPROCUREMENT

PO Requisition Approval Workflow PO Create Documents Workflow PO Confirm Receipts Workflow PO Account Generator Workflows PO Change Request Tolerance Check Requester Change Order Approval PO Change Approval for Requester

PO CREATE DOCUMENTS WORKFLOWAutomatically creates purchase order and blanket releases from approved requisition lines.The following are a few of the important attributes in the workflow that must be changed to meet your business needs:

Is automatic creation allowed? Is automatic approval allowed? Should contracts be used to autocreate the document?

ACCOUNTING CONSIDERATIONS FOR ORACLE IPROCUREMENT

Sources of account information: Expense account

• Employee default• Default Favorite Charge Account

• PO Account Generator workflow • Expense Account Rules

PO ACCOUNT GENERATOR WORKFLOW

The PO Account Generator Workflow automaticallygenerates general ledger accounts for: Purchase orders Requisitions Releases Accounts are generated for the: Charge account Accrual account Budget account Variance account

ACCOUNT CREATION OVERVIEWInventory?

Project?

SystemItem?

ChargeAccount?

PrimaryAccount?

2

1

3

4

5

No

No

No

No

Account Rule Type Account Rule Value Segment Name Segment ValuePO ITEM CATEGORY Pens & Pencils Account 60090

Define Expense Account Rules

EXPENSE ACCOUNT RULES

01.100.71050.00000.00000Employee charge account

Requisition 01.100.60090.00000.00000

TAX CALCULATION Applicable taxes on a purchase order are calculated by

eBusiness Tax. Shipment and distribution information is passed from

Purchasing to the eBusiness Tax engine. Calculated tax lines are stored in eBusiness Tax repository

Oracle Purchasing eBusiness TaxShipment/DistributionInformation

Calculated Tax

GRANTS ACCOUNTING AND HAZARD INFORMATION

Grants Accounting: Award number field enabled if Grants Accounting has

been implemented. Project and Project expenditure information

Hazard information: Defaults from item in Oracle Inventory Oracle Hazard class United Nation identifier

ATTACHMENTS AND SPECIAL REQUISITIONS

iProcurement requisition attachments: Internal to requisition Miscellaneous To approver To buyer To receiver To supplier

Requisitions that require a purchase order number : Pre-assign a purchase order number

PROCUREMENT CARD SUPPORTProcurement cards (P-Card) are corporate creditcards assigned to use when requisitioning items from Suppliers. P-Cards simplify the payment process. P-Card enabled suppliers automatically flag shopping

cart lines for P-Card payment. Requester chooses the appropriate P-Card number for

the requisition. The approved and created purchase order is transmitted

to the supplier with the P-Card information. The P-Card information can be viewed on purchase

orders in Oracle Purchasing.

PROCUREMENT CARD FLOW - ORDER

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

PROCUREMENT CARD FLOW - INVOICE

Load

Validate Verify Approve

CreateInvoice

ImportInvoice

AP ExpenseFeed Lines

1

2 3 4

56

PROCUREMENT CARD FLOW - RECONCILIATION

Purchasing Supplier Card Issuer

Reconciliation enginePO History Feed Transaction Feed

AP Open Interface

Invoice data

Invoice

Payables

SETTING UP CREDIT CARD PROGRAMS IN ORACLE PAYABLES

Define credit card code sets Define your credit card program Define credit card GL account sets Define credit card profiles Assign credit cards to card holders Set up the AP Procurement Card Employee

Verification workflow Set up the AP Procurement Card Manager Approval

Transaction workflow

CODE SETS WINDOW Used to define sets of credit card codes for your procurement cards. Payables uses these codes to create default accounting distributions for transactions that you import from your credit card issuer.

CARD PROGRAMS WINDOW Used to define your credit card programs for each card issuer.

Define the supplier and supplier site for your card program.

Specify which transaction statuses to exclude when you automatically create an invoice for your card issuer.

GL ACCOUNT SETS WINDOW You use the GL Account Sets window to create a list of values of GL accounts that your employees can use to correct account information for their procurement card transactions.

CREDIT CARD PROFILES WINDOW

Used to define profiles for the various types and levels of spending you allow for procurement card holders.

Assign a credit card profile to each card that you assign to a card holder.

CREDIT CARDS WINDOW

Use the Credit Cards window to define the credit cards distributed to your employees.

Enter an employee name Enter a credit card number Assign a card profile

CREDIT CARD WORKFLOWS

You must have the following Payables credit card workflows running to use P-Cards:

AP Procurement Card Employee Verification workflow

AP Procurement Card Manager Approval Transaction workflow

P-CARD SETUP FOR IPROCUREMENT

Now that you have set up the credit cards in Payables, there are setups for iProcurement:

Set PO: Use P-Cards in Purchasing profile option to Yes

Enable the Supplier Site as a Procurement Card site

IPROCUREMENT PROFILE OPTIONSA number of profile options govern the behavior of Oracle iProcurement.

Profile Options Set by System Administrator Profile Options Set by User Profile Options Set for Oracle Services Procurement

NOTIFICATION ROUTING RULESOn the iProcurement Home page To Do notifications can be

forwarded to another approver. This action creates routing rules for the Send

Notifications workflow. Once created, these rules apply to both iProcurement

and Oracle Purchasing notifications.

PERSONALIZING THE HOME PAGEOracle iProcurement provides several simple ways to make the Home page more personal: Put your organization’s logo at the top left in OA_MEDIA/<language_code>/PORHOME.gif

Post purchasing news by updating OA_HTML/<language_code>/PORPNEWS.htm

• OU specific at Patchset F Display your organization's purchasing policies in OA_HTML/<language_code>/HELP/PORPOLCY.htm

Note that <language_code> above would be replaced by your country’s language code (for example, USfor United States).

HOME PAGE LOGO

PURCHASING NEWS<!DOCTYPE HTML PUBLIC "-//IETF//DTD HTML//EN"><html> <head> <title>Purchasing News</title> </head> <body> <p>March 6, 2006. <br> <p>This is where the customer puts their own purchasing news items (this is an HTML plugin). </body> </html>

PURCHASING POLICIES<html><head><title>Purchasing Policies</title><meta http-equiv="Content-Type" content="text/html; charset=iso-8859-1"><link rel="stylesheet" href="/OA_HTML/PORSTYL2.css"></head><body bgcolor="#FFFFFF" text="#000000" link="#000000"><h3><font color="#660099" face="Arial" size="4" class="header">Purchasing Policies</font></h3><p class="instructiontext">Purchasing policies vary by company or by organization within a company. The Purchasing administrator for your company or organization should replace this page with a page detailing the purchasing policies for your company or organization. </p></body> </html>

DESCRIPTIVE FLEX FIELDS IN IPROCUREMENT

Oracle iProcurement can be extended using the Descriptive Flex Fields:

Name: Requisition HeadersTable Name: PO_REQUISITION_HEADERS_ALL

Name: Requisition LinesTable Name: PO_REQUISITION_LINES_ALL

Name: Requisition DistributionsTable Name: PO_REQ_DISTRIBUTIONS_ALL

ORACLE IPROCUREMENT RECEIVING

KEY FUNCTIONALITY OF ORACLE IPROCUREMENT

Requisition creation

Receive order

Requisition approval

ORACLE IPROCUREMENT RECEIVINGReceiving records receipt of the order and initiatesthe payment process. Features of receiving ordersIn Oracle iProcurement are as follows: The requester is allowed to receive at his desktop

from the browser. The requisition to be received is required to have a

purchase order, blanket release, or internal sales order associated with it.

The receipt routing of the item to be received must have been set to Direct Delivery.

Oracle Purchasing must be used to receive if full production inventory controls are required.

OVERVIEW OF PROCUREMENT RECEIVING

Order Transmission

• Printed• E-mail• EDI• XML

Shipment Notification

• Printed• EDI• iSupplier Portal

Receipt Confirmation

• Receipts• Corrections• Returns

Direct

Destination type: inventory, expense, or shop floor

Finaldestination

ORACLE IPROCUREMENT RECEIPT ROUTING

Receiving

RECEIVING IN ORACLE IPROCUREMENT

Receive1

Record receipt

2

RECEIVING ORDERS IN ORACLE IPROCUREMENT

Receiving is done from the Receiving page in iProcurement in one of three ways: Choose the requisition from Requisitions to Receive and

click the Express Receive button. Enter your search criteria in the tool bar to find the order

to be received. Select the Receive Items link and use search criteria to

find the order to be received.

Shop Requisitions Receiving Contractors

ORACLE IPROCUREMENT RECEIVING PAGE

RECEIVING HOME PAGE FUNCTIONSTransact against your items or someone else’s items.Restrict buyer’s access to only their items by excluding the following functions from the iProcurement responsibility:

Receipts - exclude “All Items to Receive” Returns - exclude “Return All Receipts” Corrections - exclude “Correct All Receipts” Receiving History - exclude “All Receipts”

OAF personalizations

IPROCUREMENT RECEIVING PROCESS

Record receipt of the items you ordered, or receive on behalf of others.

FINDING YOUR RECEIPTSFrom the Receiving home page there are several options, depending on your need: Use Search on the Receiving page. Use the expanded search criteria found on the Receive Items:

Select Items page.

ORACLE IPROCUREMENT RECEIVING Find expected receipts Enter quantities for received items Click Receive

Unit ReceiptQuantityDescription

EachTravel Mate 100

Each 5Travel Mate 200

Each 5Travel Mate 300

QuantityOrdered

Quantity Received

100 10

75 5

130 5


Record the return of items you ordered and received back to the supplier.

ENTERING RETURNS IN ORACLE IPROCUREMENT

From the Receiving home page click the Returns link. Your search view choices include: Any Time Last 60 Days Last 30 Days Last 7 Days Today

To the supplier


Did you record the wrong receipt quantity? Adjust the quantity that you received.

ENTERING CORRECTIONS

Item Costs Quantity on Hand

DIFFERENCE BETWEEN RETURNS AND CORRECTIONS

Updates costUpdates cost

No return to supplier

Updates quantity on hand

Return goods to supplier

Updates quantity on hand

Receiving Return Receiving Correction

RECEIPT HEADER IN ORACLE IPROCUREMENT

Receipt number Receiver name Receipt date Packing slip Way bill Comments

HEADER

LINE

Receipt

RECEIPT LINE IN ORACLE IPROCUREMENT

Quantity Unit of measure Description Order number Order type Supplier

HEADER

LINE

Receipt

THE PO CONFIRM RECEIPTS WORKFLOW

Workflow sends a notification to the requester to confirm receipts on the due date for items with:

A destination or deliver-to type of Expense or Inventory.

A routing of Direct Delivery. A need-by date that is equal to or earlier than the

current date. An invoice matching type of 3 way or 4 way.

Requesters can navigate to the relevant documents and confirm the receipt of orders online.

PURCHASING RECEIVING SETUPSome Oracle Purchasing setup steps that you may want to consider when implementing iProcurement: Purchasing Options

Receipt Close Point Receipt Close Tolerance Percent

Receiving Options Receipt Date Over Receipt Control Receipt Number Options Miscellaneous

IPROCUREMENT PROFILE OPTIONSA number of profile options govern the behavior of Oracle iProcurement.

Profile Options Set by System Administrator Profile Options Set by User Profile Options Set for Oracle Services Procurement

IPROCUREMENT RECEIPT FUNCTION SECURITY

Access to some receiving features can be excludedthrough these function names:• Receive Items• All Items to Receive• View All Receipts• Return Items• Return All Items• Correct Receipts • Correct All Receipts

RECEIVING COMPARISON

iProcurement Receiving PO Confirm Receipts Workflow

Oracle iProcurement Oracle PurchasingSearch for requisitions to receive

Get notifications in which you can receive

Requisition required Purchase order requiredTwo, three, or four way matching

Three or four way match required

No scheduled concurrent request

Scheduled concurrent request

Can do corrections or returns

Can not do corrections or returns from notification

r12 iprocurement presentation oa

Documents

sourceorganize content

usageorganize content

administrative itemsability

relevant contentsstores