Webinar - Oracle iProcurement in Oracle Purchasing Application

Oracle iProcurement in Purchasing Application

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Oracle iProcurement in Purchasing Application Oracle iProcurement is a web based application which allows Organization to perform Purchasing activity electronically over the internet. iProcurement is a Self Service Application Module through which buyer can perform following activities:- 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.

Agenda Procurement process: Oracle iProcurement Indirect and Direct sourcing. Why are we switching to iProcurement? Benefits Oracle iProcurement release 12 enhancements Oracle iProcurement overview Oracle iProcurement in comprehensive Procure-to-Pay flow Core features of Oracle iProcurement Oracle Services Procurement Integration

iProcurement Process 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 in Oracle

Indirect and Direct Sourcing Indirect & Direct Indirect sourcing is: The purchase or procurement of any goods or services that are not directly related to / included in the manufacture of any of our primary products. Direct sourcing is: The purchase or procurement of any goods or services that are directly related to / included in the manufacture of any of our primary products

Why are we switching to iProcurement? There are typical issues in Procurement process such as:- Lack of procurement information Minimal coordination of common purchases across organizations Scarcity of formal contracts - few long term agreements and blanket orders Small number of strategic partners Large amount of complexity - many people involved Lack of standardization - processes, systems Oracle iProcurement helps to over come those issues with its unique 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.

Why are we switching to iProcurement? Continue… 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 Cont…….

Cont…… 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.

Benefits of iProcurement Streamline Employee Ordering. Enforce purchasing Policy Reduce procurement Cost. Easy to upload and view Item Additional Information Search Product internally or from external sources. Automatic Document Creation Center led Procurement Process

Oracle Release 12 iProcurement Enhancements Oracle iProcurement is among the better known and most widely used tools within the Oracle Advanced Procurement suite. R12 includes ongoing improvements – some improve the outlook, while others represent major architectural advances. Major enhancements include: New approval types New user-interface options New options for creating and maintaining favorites lists Unified Catalog Architecture Better Catalog Authoring Capability for Buyers, Suppliers and Catalog Administrators Tolerance Based Change Request Routing and Approval Content security enhancements that provide precise controls over which content is available to users

Integration with other Oracle Applications 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

It supports the procure-to-pay process in an organization's purchasing function. Standard Procurement Procedure Payment Requisition Approvals Orders Receiving

Oracle iProcurement in Comprehensive Procure-to-Pay Flow

Prerequisites 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

Oracle iProcurement enables internal corporate requesters to independently order items from both local (internal) and remote (external) catalogs. Oracle iProcurement is part of Oracle Applications, an integrated suite of E-Business solutions designed to transform your business into an E-Business. Along with the rest of the Oracle E-Business Suite, Oracle iProcurement helps an enterprise streamline the procurement process with end-to-end business automation. It is the starting point for the ordering process and provides powerful self-service requisitioning capability with an intuitive, Web shopping interface. In an efficient and automated manner, Oracle iProcurement: Constitutes a key component of the procure-to-pay business flow. Helps an enterprise process and manage requisitions. Helps an enterprise process and manage receipt of the requested goods or services. Procure-to-Pay Flow

Important Setups Descriptive Flex field for Item Categories Define Information Templates Define Realms Set Up Attachments Set Up Profile Options Enable Function Security Required Optional Optional Optional Required Optional

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.

Core Features of Oracle iProcurement The core features of Oracle iProcurement that gives requesters the ability to transform the procurement process into an efficient and streamlined process are: Catalog Management Shopping Checkout Requisition Tracking and Management Desktop Receiving

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.

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 an 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.

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

Requisitions Tracking and Management

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

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 wherever 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 is 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

Receiving Process Oracle i-Procurement allows users to record receipt of goods and services they receive i-Procurement automatically records the receipt transaction Only the master 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 In Receiving we can use Express receiving also Through iProcurement we can return the material, make some corrections on the receipt.

Procurement Cards (P-Card) P-Cards 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

Questions and Answers Questions Answers

About iWare Logic iWare Logic is an Enterprise Business Applications Consulting company, specializing in Oracle Applications and Technologies. iWare Logic is an Oracle Gold Partner providing IT Services in areas like Oracle E-Business Suite, OAF, ADF, BI DW and DBA. iWare Logic offers Application Development delivery with focus on application customizations, workflows, integrations, and data conversions. We also provide skilled resources for on-site/off-shore projects for Oracle Enterprise Applications' Implementations and Support. For any queries, feel free to drop a mail to info@iwarelogic.com

Contact Us iWare Logic Technologies Pvt. Ltd. Aditi Samruddhi, Baner, Pune, India - 411045 Email: [email_address] Website: www.iwarelogic.com

Webinar - Oracle iProcurement in Oracle Purchasing Application

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Webinar - Oracle iProcurement in Oracle Purchasing Application