Oracle iprocurement-101018113112-phpapp01

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

How does Procurement Typically Work?
• Essentially, it supports the procure-to-pay process in an
organization’s 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
Supplier notified and delivers
directly to the Requestor
Record receipt on i-
Procurement
Buyer creates Order

iProcurement Process Flow
Requisitions
Purchase
Orders
Receiving
Payment
Supplier
Performance
Catalog
Content
Management
Supplier
Management
Sourcing
Analysis
Negotiations
& Awards
Ordering

iProcurement
• It directly integrates with several other Oracle Applications to
fully support the purchasing process.
iProcurement
Required to
complete the
base
purchasing
functionality
Oracle
Purchasing
Oracle
Payables
Procurement
Cards (P-Card
transactions)
Item
information
Oracle Inventory 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

• 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
Prerequisites for iProcurement

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

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.

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

Extract Classifications & Items

Map iproc categories to purchasing Categories

Browse Items in iprocurement Categories

Catalog Content Management
Catalog Description Suggested
Commodities
Local Iprocurement catalog
to which the buyer
adds items
Direct and Indirect
Material
Supplier hosted Supplier webstore to
which the buyer links
directly
Configured Products
Market Place- hosted A third party site hosts
catalog items for
buyers and suppliers
Indirect material
Informational Free form Catalog
containing policies
and procedures
Policy controlled Items

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

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

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

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

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

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

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

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.

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

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
Click here to split the
charge account
allocation

Demonstration
Click here for Header
Attachments
Click here for Line
Attachments

Creating Internal Requisitions in
iProcurement

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

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 Group’s 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

Requisition Details
Click here for
line 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

• 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).

• 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.

• 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
• 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.

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)

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

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

• 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

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

Receive Requisitions - Confirmation

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 - Confirmation

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

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 – Confirmation

Correct Receipts – Confirmation

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.

Oracle iprocurement-101018113112-phpapp01

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