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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


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 Workflow approval


catalogue form

Buyer creates Order

Supplier notified and delivers Record receipt on i-


directly to the Requestor Procurement
iProcurement Process Flow

Requisitions
Catalog
Content
Management Purchase
Orders

Negotiations Sourcing Ordering


& Awards Receiving

Analysis

Supplier
Management Payment

Supplier
Performance
iProcurement
• It directly integrates with several other Oracle Applications to
fully support the purchasing process.

Oracle Purchasing Oracle Payables

Required to Procurement
complete the Cards (P-Card
base purchasing transactions)
functionality
iProcurement

Oracle Inventory Oracle Projects

Item Project/Task
information 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 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

6 Enable Function Security 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 Description Suggested
Commodities

Local Iprocurement catalog Direct and Indirect


to which the buyer Material
adds items
Supplier hosted Supplier webstore to Configured Products
which the buyer links
directly
Market Place- hosted A third party site hosts Indirect material
catalog items for
buyers and suppliers
Informational Free form Catalog Policy controlled Items
containing policies
and procedures
Oracle Catalog Utilization Types
Type Location Description

Local Oracle Content extracted from Oracle


iprocurement Purchasing or Upload

Punchout Supplier or Requestor adds Items from the


Market place external site to the Shopping cart in
Oracle Iprocurement

Transparent Supplier or Requestor Shops External site in the


Punchout Market Place background and returns matching
items to the search result pages

Informational Oracle Instructions , policies & links for


iprocurement 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
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
Purchase
Choose items or Requisition
enter lines

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
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 Click here for Line


Attachments 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 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
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.