Oracle iProcurement

Agenda
Overview Prerequisites for iProcurement Setup Overview Logging into iProcurement Cataloging Process Creating Purchase Requisitions in iProcurement Creating Internal Requisitions in iProcurement Managing Purchase Requisitions Notifications and To-Do List Receiving in iProcurement Returns Correct Receipts Procurement Card

iProcurement Overview

How does Procurement Typically Work?

Essentially, it supports the procure-to-pay process in an organizations purchasing function.

Requisition

Approvals

Orders

Receiving

Payment

Introduction

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

iProcurement

Enter requisition online using catalogue form

Workflow approval

Buyer creates Order

Supplier notified and delivers directly to the Requestor

Record receipt on iProcurement

iProcurement Process Flow

Requisitions Purchase Orders

Catalog Content Management

Negotiations & Awards

Sourcing

Ordering

Receiving

Analysis Supplier Management Supplier Performance

Payment

iProcurement
It directly integrates with several other Oracle Applications to fully support the purchasing process. Oracle Purchasing
Required to complete the base purchasing functionality

Oracle Payables
Procurement Cards (P-Card transactions)

iProcurement Oracle Inventory

Item information

Oracle Projects
Project/Task information

iProcurement Key Features

Oracle Internet Procurement 11i provides an intuitive, web shopping interface. With a web browser, quickly find goods and services, add them to the shopping cart, and simply checkout. Streamlined Order Placement - Shopping Shopping Lists Multiple Shopping Carts Copy Orders Service requests Non Catalog Requests Automatic Document creation Centralized Purchasing Streamlined Order Placement - Delivery Inventory Replenishment Requests

iProcurement Key Features

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

Streamlined Order Placement

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

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

Prerequisites for iProcurement

Prerequisites for iProcurement

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

Setup Overview

Important Setups
1 2 3 4 6 6 Descriptive Flexfield for Item Categories Define Information Templates Define Realms Set Up Attachments Set Up Profile Options Enable Function Security Required Optional Optional Optional Required Optional

Logging into iProcurement

iProcurement Login

iProcurement Home Page

The Home Page offers one click access to the following: Search: Users shall search for the items from this screen. Search can be performed by wild search parameters like giving %Description% in the Search Main Store Field. My Requisitions: It provides the summary of the Requisitions raised and their status. Clicking on the Requisition Number link shall provide the user about the details of the requisition raised by him/her.

iProcurement Home Page

Cataloging Process

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

Uploading Catalog First Time: Loading Items into the Unified Catalog
Define Catalog Server Loader Values window should be used for the initial loading of item data into Internet Procurement unified catalogs. Navigate to Oracle purchasing > SetUp>E-Catalog admin>Loader Values
Clear the values in all Date fields in this screen (set to null) for initial load. Else the data previous to the dates entered will be ignored for upload as the loader only goes back and looks for things which have been updated since these dates. In Category extract zone, click the following boxes: extract categories, template headers (if you want to load blanket templates), perform load and write record. Specify the output file name. Press Extract Categories button. This will kick off a concurrent process. When that process finishes, continue with the Item Extract. In the item extract zone, click the following boxes: contracts, "ITEM MASTER" (if you're loading inventory items), template lines, (if you're loading blanket lines) perform load and write record. Click on the Load Items button to fire off the concurrent process.

Subsequent Loads
After the initial load, following concurrent programs can be run in the given order: Catalog Data Extract - Classifications Catalog Data Extract - Items Rebuild Catalog Item InterMedia Index Any changes made in Item Master. Catalog Quotation /Blanket agreement or creation of new item, Quotation /Blanket agreement or requisition template will be visible in iProcurement only after running the Catalog loader process.

Enable Categories for iprocurement

Assign the Category to Item

Extract Classifications & Items

Map iproc categories to purchasing Categories

Create Top Level Heirarchy

Define category Hierarchy

Browse Items in iprocurement Categories

Catalog Content Management

Catalog
Local Description Iprocurement catalog to which the buyer adds items Supplier webstore to which the buyer links directly Suggested Commodities Direct and Indirect Material Configured Products

Supplier hosted

Market Place- hosted

A third party site hosts Indirect material catalog items for buyers and suppliers Free form Catalog containing policies and procedures Policy controlled Items

Informational

Oracle Catalog Utilization Types

Type Local Location Oracle iprocurement Supplier or Market place Supplier or Market Place Description Content extracted from Oracle Purchasing or Upload Requestor adds Items from the external site to the Shopping cart in Oracle Iprocurement Requestor Shops External site in the background and returns matching items to the search result pages Instructions , policies & links for ordering items and services that may not be supported by other catalog types

Punchout

Transparent Punchout

Informational Oracle iprocurement

Stores
Stores are collection of similar Catalogs created to enable an intuitive Shopping mall experience Requestors choose the appropriate store to guide finding the items they want to order A Store can be configured to include any combination of Local Catalogs, punch out catalogs, informational catalogs and transparent punchout catalogs

Realms
A Realm is a set of access privilege to Catalog Content Can be assigned to User or responsibility Level Category realms to control access to Categories with in any Local Content , by user or responsibility Item Source realms to control access by user or responsibility : -Punchout Catalogs -Transparent punchout Catalogs -Informational Catalogs

Catalog category Realm Setup

Define the category realm , include the categories u want to secure Add ICX_POR_REALM_ID securing attribute to the iprocurement responsibility or User Click Values and enter the realm ID or realm IDs you have created

Define Realm

Assign Realm Id to Security Attribute

Informational Template
iprocurement uses Informational Templates to pass additional required information to the supplier Informational Templates are setup in Purchasing but used by iprocurement Each Informational Template must be associated with an Oracle Inventory Item or Category

Creating Purchase Requisitions in iProcurement

Why Purchase Requisitions?

Purchase requisitions allow decentralisation of requisitioning of goods and services Purchase requisitions allows users to source the requisition with the best suppliers and at the lowest cost Purchase requisitions ensure that the appropriate management approval is given before purchase orders are created

iProcurement
With iProcurement employees can: Create purchase requisitions using a web browser Order from on-line catalogues Track the progress of requisitions in process Confirm receipt of requisitioned goods Respond to workflow notifications to approve, reject, and reassign purchase requisitions Monitor the on-line approval process

Overview of Purchase Requisition Creation

Shopping lists

Catalogs Choose items or enter lines Non-catalog request Purchase Requisition

Creating Requisition in iProcurement

All the items defined in Purchasing Inventory Organization will be available in iProcurement provided they belong to Categories enabled for iProcurement. The items assigned to such category will be available in iProcurement after running Catalogue Loader Process. Further, the availability of items to a particular user will be secured by the Realm attached to the user/responsibility.

Catalogue Requests
Most efficient method of requisitioning within i-Procurement Search for both goods and services in a single unified catalogue Search the catalogue of items using the Search Main Store function Use the Advanced Search function to enter multiple criteria Search can be by item description, category, supplier name, price, internal item code, currency Catalogs from internal sources includes the following:
Items from the Item Master Requisition Templates Blanket Purchase Orders Quotations Approved Supplier Lists

Catalogue Search

Non-Catalogue Requests
Provides facility to requisition goods and services for adhoc or new items that are not in the catalogue Used to request the following types of items : Goods billed by quantity (per unit) Services billed by quantity (rate) Goods or services billed at a fixed amount Enter information about the item including: Description, Unit of Measure, Price Associate it to a category Optionally select a supplier for the item Click on Add to Cart

Non-Catalogue Requests

Browse Categories
A category represents a grouping of items within the internal catalogue You can browse categories and select items Access to different categories can be assigned to each user

Browse Categories

Shopping Lists
Shopping lists contain items that you or your company frequently order There are two different kinds of shopping lists:
Personal My Favourites
You can create your own personal shopping list of favourite items that you frequently request To expedite the selection process, you can order items from your list

Corporate Public
Corporate shopping lists are public They contain requisition templates for frequently ordered set of items You can order all the items on a corporate list or by selecting individual items off a list

Can contain non-catalogue request items

Shopping Lists

Searching Items from Catalogue and Adding to Shopping Cart

Users can search the items available in the Item Catalogue from Home Page and click on Go Items can be searched by entering item description, supplier name, price, internal item code or currency in the Search field. The percent sign (%) may be used as a wildcard which takes the place of missing characters in the keyword. Search results will show the relevant items with the list price defined in Item Master as the Price in case no Agreements/Quotations are defined for them.

Demonstration

Demonstration

Shopping Cart Page

In Shopping Cart page, system defaults a quantity of one for each line. The user as required can modify the same by entering the required quantity in the Quantity column. Further, the user can add as many lines as required by using Return to Shopping link which brings the user back to Shopping Page/ Catalogue Search Result page where further search can be performed. User as required can delete if he/she wishes to delete the requisition line by clicking on the delete button. After completing the requisition, the user can select one of the following options in the Shopping Cart page:
Save User can save the items in the Shopping cart and opt for checkout process at a later time. This generates a requisition number. The Shopping cart may be reopened for completion of checkout steps by using Open Saved Cart feature in Shopping Cart page Checkout This allows the user to enter detailed delivery and billing instructions, both line specific or applicable to entire requisition.

Demonstration

Click to delete items from cart

Demonstration

Demonstration

Check Out
A process for completing shopping cart orders You can verify your order and update delivery and billing information Delivery Information :
Urgent requisition checkbox optional tick if you need the buyer to take priority action Need by date defaults, but can be modified by you Requester name defaults from user, no modification Deliver to location defaults from the user. You can select an alternative from the list if required

Demonstration

Demonstration

Demonstration

Demonstration

Click here to split the charge account allocation

Demonstration

Demonstration

Demonstration

Click here for Header Attachments

Click here for Line Attachments

Demonstration

Demonstration

Demonstration

Demonstration

Demonstration

Demonstration

Demonstration

Creating Internal Requisitions in iProcurement

Demonstration

Demonstration

Demonstration

Demonstration

Demonstration

Demonstration

Demonstration

Demonstration

Demonstration

Managing Requisitions

Viewing Purchase Requisitions

In the home page, first five requisitions are displayed with Requisition number, Description and Status. Click on the Requisition number shows the requisition details and click on the status shows the view action history of the requisition

My Requisitions

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

The user can click the Go button to retrieve the relevant Requisitions as per the selected criteria. The user can further select the desired Requisition by clicking on the Select radio button for the relevant Requisition Subsequently, the user can select any of the following actions for the selected Requisition:
Copy To Cart Cancel Requisition Change Complete

Requisitions Page

Requisition Details

Click here for line details

Requisition Details

Managing Requisitions
Requisitions prepared by the Users can be amended either by the Users or by the Approvers of the document or by the Buyer where necessary. Where the Users who created the requisition want to amend the same, they can do so any time until the requisition is converted into a Purchase Order/Release. The approvers can amend only if the document us pending for approval with them. Buyers can amend the requisition only after the requisition is approved and awaiting further action in the Requisition Pool. Cancellation of requisitions can be done only by the Requestor (Owner of the document) or any person defined as a Buyer. The Requestor can cancel only such requisitions which have not been converted into a Purchase Order/Release. Once converted, only the Buyer can cancel the Purchase Order/Release and also optionally cancel the underlying Requisition.

Amendment/Cancellation of Requisitions
Using the My Requisitions in Home Page / Requisition page in iProcurement, Users will identify the requisitions to be amended or cancelled. Following control actions are available to the users:
Copy To Cart Change Cancel Requisition Complete

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

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions
Change:
The Withdraw feature allows the Requester to pull a requisition from the approval process, make changes to the requisition and resubmit for approval. On the Requisition Page, user has to select the requisition he needs to change and click on the Change button. When user withdraws a requisition, the following options are available:
Change and Resubmit requisition: User will have to select this option if the requisition needs to be withdrawn from the approval process for carrying out modifications before resubmitting it for approval. Cancel Requisition: User will be selecting this option if the items ordered in the requisition are not required any more. If the user chooses this option, the requisition will be placed in a status of Cancelled and cannot be resubmitted.

Once withdrawn, the approval status of the requisition is changed to Incomplete until it is resubmitted for approval.

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions

Amendment/Cancellation of Requisitions
Resubmit: User can resubmit only those requisitions that have a status of either Returned or Rejected. Requisitions with any other status cannot be resubmitted for approval. Only one requisition can be resubmitted at a time. Copy To Cart: Copy the item information from the original requisition into the shopping cart. During the checkout process, you can modify the item quantity, delivery, billing and approval information. You cannot modify the item description, price, unit of measure, or supplier information.

Notifications and To-Do List

Notifications
As and when documents (Purchase Requisition / Purchase Orders / Releases) are submitted for approval / approved / rejected / returned, system generates appropriate notifications and sends them into notification window of the relevant users. The iProcurement notification page lets the user view the following types of notifications:
Open Notifications (default) FYI Notifications All Notifications To Do Notifications Notifications from Me

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

Notifications Page

Reassigning/ Delegating Notifications (Vacation Rules)

iProcurement provides a feature to set the vacation rules to delegate the notifications while out of office due to any reason. Vacation rules can be set by creating the rules from Notifications page.

Reassigning/ Delegating Notifications (Vacation Rules)

Reassigning/ Delegating Notifications (Vacation Rules)

Reassigning/ Delegating Notifications (Vacation Rules)

Reassigning/ Delegating Notifications (Vacation Rules)

Receiving in iProcurement

Receiving Process
Oracle i-Procurement allows users to record receipt of goods and services they receive i-Procurement automatically records the receipt transaction Only Preparer can record the receipt against the Requisition If the item requires a receipt, it is important that you record the receipt online, as it will have an impact on the matching and approval of the supplier invoice. Navigation: i-Procurement Home Page Receiving

How to create a Receipt

You can find latest receipt notifications under Requisitions to Receive section of Receiving page. Click on Full List button

Receiving Tab

Receiving Tab

Receiving Tab

Receive Requisitions Step 1

Select the line you want to receipt Receipt Quantity defaults to the order quantity, but you can change it as required. Click at Next button to continue the receiving process

Receive Requisitions Step 1

Receive Requisitions Step 2

In the Receive Items: Enter Receipt Information page where you can enter additional receipt information. You can enter details such as packing slip, waybill number and additional comments The Receipt date defaults to the current date, but can be overwritten

Receive Requisitions Step 2

Receive Requisitions Step 3

The Receive Items: Review and Submit page opens. Review the details. Click submit button.

Receive Requisitions Step 3

Receive Requisitions - Confirmation

Receiving Page

Receiving Details

Express Receive
Alternatively click on the Express Receive button in the Requisitions to Receive section to receive a single Requisition in a quick step

Express Receive

Express Receive

Express Receive - Confirmation

Receiving Page

Receiving Details

View History of Receipts

View Receipt transaction history for your items using View Receipts or My Receipts at a Glance in the Receiving page.

View History of Receipts

View History of Receipts

Returns

Return Process
iProcurement Home Page Receiving Return Items Select Return Items to record any items that you return to the supplier Select the Receipts which are to be returned by entering the Return Quantities and selecting the Next button This opens the Return Items: Enter Return Information page where user can enter additional return information Click the Next button to open the Review and Submit Return(s) page. Review the entered return details and carry out necessary changes, if required, by using the Back button in the browser. Select the Submit button and system generates a receipt number and provides a return confirmation

Return Process

Return Process Step 1

Return Process Step 2

Return Process Step 3

Return Process Confirmation

Receiving Page

Correct Receipts

Receiving Page

Correct Receipts Step 1

Correct Receipts Step 2

Correct Receipts Confirmation

Receiving Home Page

View Corrected Receipt Details

Procurement Cards(P-Card)
P-Card are corporate credit cards assigned to use when requisitioning items from suppliers P-card defaults on requisition in iprocurement Purchase Order with P-card created in Purchasing Supplier validates P-card and processes the Order Card Issuer Validates P-card and invoices payables Payables Validates P-card Invoices

P-Card Flow-Invoice
Load AP_Expense_Feed_Lines (through SQL*Loader Script) Submit the Credit Card Transactions validation Program Distribute Employee Card Transaction Verifications Distribute Manager card Transaction Approvals Create P-card Issuer Invoice Run the Payables Open Interface Import with a Source of Procurement Cards.