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iProcurement - Catalog Bulk Load and Maintenance

Demo Script (Internal)

Table of Contents
iProcurement - Catalog Bulk Load and Maintenance [EDUP0048] dd-Mon-yyyy...................................1 iProcurement - Catalog Bulk Load and Maintenance.................................................................................................1 Buyer Create Global Blanket Purchase Agreement....................................................................................................5 Supplier Initial Bulk Load of Items............................................................................................................................8 Buyer Review and Approve Uploaded Items...........................................................................................................10 Buyer Verify Items in iProcurement.........................................................................................................................11 Supplier Updates Catalog Items................................................................................................................................12 Buyer Reviews Difference Summary.......................................................................................................................14 Setup of Agreement Changes....................................................................................................................................15 R12 Upgrade Impact ................................................................................................................................................16 Flowchart..................................................................................................................................................................18

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iProcurement - Catalog Bulk Load and Maintenance


Document Control
Date 09-Feb-2007 Owner Joseph.Kim App Release 12.0 Version v1.0 Change Reference New script for R12

Objective
The purpose of this flow demo script is to showcase the new R12 functionality that allows a buyer and supplier to bulk load items into the unified catalog.

What's New?
Enhanced Catalog Authoring: Release 12.0 enhances the catalog management process by providing online authoring capability for iProcurement catalog administrators. Online catalog authoring complements the existing batch upload process. While batch upload is optimized for large data upload, the online authoring is optimized for making small and quick updates to catalog content. Increasingly, content management has become a collaborative process between the buying and supplying organizations. Many enterprises now outsource the content authoring responsibilities to suppliers or third party vendors. This creates a need for suppliers to be able to view, create and maintain their content on behalf of the buying organization. Through Release 12.0 of Oracle iSupplier Portal, suppliers can now author their own content either via file upload or online. Self-service authoring supports industry standard formats for upload mode including OAG XML, cXML, CIF and text files. Any supplier-authored content is subject to buyer approval before it is made available to requesters. Difference Summary for Catalog Changes: When suppliers and/or catalog administrators make changes to catalog data, Release 12.0 provides a Difference Summary highlighting the changes. This allows users to easily review and verify their changes prior to submission. Users can sort and drill down on the summary to view additional information as well as export changes to a spreadsheet to further manipulate the data. Similarly, buyers can also access the Difference Summary when reviewing changes submitted from a supplier or catalog administrator. The summary gives the buyer a clear snapshot into the requested changes, so they can judiciously accept or reject the changes. Unified Catalog: With Release 12.0, Oracle iProcurement and Oracle Purchasing now have a single shared catalog data model. The converged catalog combines the best features of both previous models, and provides a number of significant capabilities and benefits:
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Catalogs are automatically and perpetually up-to-date and based on real-time data. The extractor process is no longer required to maintain the catalog. Instead, approved content is instantly available to iProcurement requesters Support for extensible base and category attributes to enhance the product data catalog. Oracle iProcurement customers can now define base and category attributes for their specific needs Support for price breaks based on quantity, shipping organization and effective date range

Pitfalls
N/A

Assumptions
This script can be done as both pre-demo setup or during the demo itself depending on your customer needs. Be sure to review the entire script and flow to verify the bulk load works correctly BEFORE showing in front of the customer. Also the script comes with multiple bulk load files and types (XML, Tab-Delimited, cXL, and CIF). This script is done from Vision Operations, but the same flow should work in other operating units that have valid resps access to iProcurement, Purchasing, and iSP.

Related Business Flows (Optional)


N/A

Related Documents
N/A

Pre Demo Steps


This script comes with multiple bulk load files. Be sure to view/modify the correct file type for your demo. This main script will assume using the XML file, but you can use any of the others as required for your demo. NOTE: cXML and CIF are NOT common file types to load, so it is highly suggested you use only the XML or Tab-Delimited files unless there is a specific requirement by your customer to use cXML or CIF formatted files.

1) Add image files to your demo instance (OPTIONAL).


Do this step only IF you have your own image files you would like to attach to the items that are going to be bulk loaded. Go to your instance Launchpad "Configure Instance" page.
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Go to your instance Launchpad "Configure" page. (H) Under portlet "Mange Instance and Global Customizations", click on link "Manage Environment: la####". New screen will open. (H) Click on link File Manager (H) Click on link Upload Files Step 1: Click BROWSE button to find your image file from your computer hard drive (ex. image.jpg). (B) Continue Step 2: (B) Next Step 3: (B) Upload Step 4: Verify the file is going to directory > CUST_TOP/media (JPG, GIF Images). (B) Finish Step 5: Get confirmation that file has been loaded. (B) Done Exit from File Manager windows.

NOTE: If you see a broken image against that item, you may need to "Reset Apache Web Listener". DO NOT Reset the Apache Listener if there is a demo or critical demo prep going on in your instance.

2) Tab-Delimited Text file View/Update


There are two files (R12TextFormatv1.txt and R12TextFormatv2.txt). Both are the same except v2 has different prices for the 3 items. This was done so you can quickly run through the demo flow without having to update v1 to show a difference in item content. To view/update file: Open up Excel application (DO NOT open the file directly). Go to File/Open. At search window, locate the directory where the file R12TextFormatv1.txt resides. Change File of Types to All so you can see your text file. Choose the file, then click on Open button. Text Import Wizard window will appear so you can open the text file in excel. The Delimited radio button should already be filled in. Click on Next (make sure Tab box is checked), Click on Next button again, then on Finish button. This will open up the file in excel. For ease of use, ADS has seeded the file with 3 items (BBB111, BBB222, BBB333) tied to seeded shopping category (Filing Cabinets, which is already mapped to purchasing category SUPPLIES.OFFICE). OPTIONAL to add image files to items: Enter in the image file name (ex: image.jpg) for each item under the Image and "Thumbnail Image" columns. Upload the file and the item will be tied to your specific image file. You can add or remove more items by copying/pasting or deleting the lines. All fields that are required for loading have data in them. You can change the Supplier Item, Description, Price, and Long Description as needed for your demo. Make your changes, then save and close file.
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NOTE: The seeded ADS file also contains a price break for item BBB111 with respect to organizations V1 and M1. So IP users whose deliver to location is V1 will see a different price then users whose deliver to location is M1.

3) XML file View/Update


There are two files (R12XMLv1.xml and R12XMLv2.xml). Both are exactly the same except v2 has different prices for the 3 items. This was done so you can quickly run through the demo flow without having to update v1 to show a difference in item content. To view/update file: Open up Notepad applications. Go to File/Open. At search window, locate the directory where the file R12XMLv1.xml resides. Change File of Types to All so you can see your text file. Choose the file, then click on Open button. For ease of use, ADS has seeded the file with 3 items (AAA111, AAA222, AAA333) tied to seeded shopping category (Filing Cabinets, which is already mapped to purchasing category SUPPLIES.OFFICE). OPTIONAL to add image files to items: Enter in the image file name (ex: image.jpg) for each item under the IMAGE and "THUMBNAIL_IMAGE" tags. Upload the file and the item will be tied to your specific image filename. Make your changes, then save and close file. NOTE: The seeded ADS file also contains a price break for item AAA333 with respect to quantity. So if the quantity is 5 or more, the price will be lower than the base price.

4) cXML and CIF file View/Update


NOTE: cXML and CIF file types should ONLY be shown if required by your customer. These types are NOT common to most companies. For cXML files, open Notepad application (same as listed above for XML file type) to view/update file. For CIF, open the file directly and it will appear in Excel application to view/update file.

Begin Demo

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Buyer Create Global Blanket Purchase Agreement Buyer Create Global Blanket Purchase Agreement
1. Log into Purchasing
Field Vision Operations

Username / password Responsibility

Cbaker / welcome Purchasing, Vision Operations (USA)

VERY IMPORTANT NOTE: New in R12 design, all supplier items (nonOracle defined items) must be part of a Global BPA or a Quotation. A supplier item CANNOT be loaded standalone (ie. without reference to BPA or Quote). In the ADS demo env, this also means that all supplier items on an iProcurement requisition will autocreate via workflow a standard PO against the requisition. So supplier items will NOT be available in the requisition pool for buyers to manually create a PO or Sourcing negotiation.
In this section, we will be creating a new Global BPA for supplier Corporate Express Office Supply. As required for your demo, you can create a BPA for any supplier/site (with iSP user access) that is defined in your operating unit and load the items to that BPA. This demo script uses Corp Exp as the example supplier. As needed, refer to the iSP scripts if you need to create a new supplier/ iSP user. (N) Buyer Work Center > Agreements Agreements tab page appears 2. Create Global BPA header Verify CREATE field LOV is Blanket Purchase Agreement, then click (B) Go New BPA screen opens. In R12, the Agreement tab in buyer work center will ONLY create Global BPA. So you will NOT see any Global checkbox in the header section as it is global by default. Enter in Header level field:
Field Vision Operations

Operating Unit Supplier Supplier Site Buyer Bill to Location

Vision Operations Corporate Express Office Supply CEOS (defaults in from supplier entry) Baker, Ms. Catherine V1- New York City
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Default Ship to Location other fields

V1- New York City Verify other fields as needed for demo.

(B) Save Note the BPA number #___________________________ Get message that BPA has been saved and is available for update. This also enables more ACTIONS for the BPA.

ACTIONS field LOV, choose "Enable Catalog Administrator Authoring" and click GO button. Get confirmation that Catalog Administrator can now edit this Blanket Purchase Agreement VERY IMPORTANT NOTE: This feature is to allow a person who is the catalog administrator to modify the BPA and add items. The access for this admin is via the responsibility iProcurement, Catalog Administration >

Agreements tab > Summary sub-tab.

If this is NOT enabled, the BPA will NOT be visible in the Agreement/Summary screen. ACTIONS field LOV, choose "Enable Supplier Authoring" and click GO button. Get confirmation that Corporate Express Office Supply can now edit this Blanket Purchase Agreement VERY IMPORTANT NOTE: This feature is to allow the supplier user to modify the BPA and add items. The access for this is via iSP. NOTE: In all cases, the buyer must first create the Global BPA so that it is accessible by the supplier to then upload their catalog content. The supplier user cannot create their own BPA for uploading. (B) Save At this point the Global BPA is created (but not approved or processed) and is accessible to the supplier for uploading of items. You can either choose to have the buyer upload the items to the BPA or have the supplier upload the items. If you would like to have the buyer bulk load the items,

If you would like to show the supplier doing the initial load of items, go to next section Supplier
please follow the steps below

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Initial Bulk Load of Items AND SKIP THE REST OF THIS SECTION.
3. Buyer Bulk Load Items to BPA (ONLY

IF YOU WANT BUYER TO BULK LOAD ITEMS AND NOT SUPPLIER)


(ST) Lines Go to the Lines screen where buyer can add items using different methods (Manually, from IP Catalog, from IP Favorites, or via Upload) ADD LINES field LOV, choose Via Upload, then click (B) Go As necessary, click YES to message that PO must be saved.
Field Vision Operations

File Type File Name Submit for Approval Apply Oracle E-Commerce Gateway Mapping Set error tolerance

XML R12XMLv1.xml (or your specific filename) YES radio button NO radio button (unless you have done specific mapping for this in e-commerce gateway). NO radio button (only set a limit IF you have a very large number of items and want the process to stop after a certain number of errors is reached).

(B) Submit Return to Agreements main screen. Get confirmation that Job ##### has been submitted for Blanket Purchase Agreement ###. As necessary you can log into core apps to check concurrent manager to verify job has completed without error. Or wait a few minutes for request to complete.

Change VIEW field LOV to Approved Agreements to verify that job has complete and BPA is approved. As necessary, refresh page until you see your BPA in approved status. Logout as buyer user AT THIS POINT THE BUYER HAS UPLOADED THE ITEMS TO BPA. GO TO SECTION Buyer Verify Items in iProcurement TO VIEW ITEMS IN IP, SKIP NEXT 2 SECTIONSSupplier Initial Bulk Load of Items and Buyer Review and Approve Uploaded Items SINCE ITEMS ARE ALREADY LOADED.
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Supplier Initial Bulk Load of Items Supplier Initial Bulk Load of Items
4. Log into iSP
Field Vision Operations

Username / password Responsibility

corpexp / welcome ISupplier portal Full Access

ISupplier Portal homepage opens. The Orders at a Glance table will only show Approved PO. . (H) Vision Operations - Blanket Purchase Agreement ##### is available for update under the notification section. Notification opens (H) Edit Agreement (link that is in the notification) Goes to Lines sub-tab of the BPA screen. 5. Supplier bulk loads items ADD LINES field LOV, choose Via Upload, then click (B) Go As necessary, click YES to message that PO must be saved.
Field Vision Operations

File Type File Name Submit for Approval Apply Oracle E-Commerce Gateway Mapping Set error tolerance

XML R12XMLv1.xml (or your specific filename) YES radio button NO radio button (unless you have done specific mapping for this in e-commerce gateway). NO radio button (only set a limit IF you have a very large number of items and want the process to stop after a certain number of errors is reached).

(B) Submit Confirmation that Job ##### has been submitted for Blanket Purchase Agreement ####

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Wait as it takes time for the file to upload to the iProcurement catalog. Click on the browser REFRESH button to update screen to verify file loaded without error. Refresh screen until Status column is Supplier Change Pending and Upload Status column is Completed. If you see errors, please double check your file to make sure it does not contain any errors or click on error link. At this point the supplier has done the initial upload of their catalog items against the Global BPA. Logout as supplier user

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Buyer Review and Approve Uploaded Items

6.

Log in as Buyer
Field Vision Operations

Username / password Responsibility

Cbaker / welcome Workflow User Web Applications

7.

(N) Advanced Worklist

Buyer Accepts Bulk Load Items (H) Change request from Corporate Express Office Supply for Blanket Agreement #####,0 open the notification. Review the notification details which shows the items loaded against the BPA At this point you can Accept all lines by clicking on the ACCEPT button, or you can review item by item. (H) Respond to Changes This screen allows the buyer to decide item by item to either accept or reject. You can also click on the DETAIL icon to see all the attributes for each item (ie. Image filenames, price breaks, etc). As necessary, update all action LOVs to ACCEPT. (B) Submit (H) Home Return to buyer main portal page. At this point, the buyer has reviewed the supplier items and approved them for inclusion into the unified catalog.

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Buyer Verify Items in iProcurement Buyer Verify Items in iProcurement


8. Switch Responsibility to iProcurement
Field Vision Operations

Responsibility

iProcurement

Search Main Store AAA111, then click (B) Go Search returns item with reference to BPA #####. You can drill down into the item details to verify the attributes and images. As necessary, you can add item to requisition and submit to verify a PO will be generated against the new items.

(H) Logout Buyer logs outs.

YOU CAN STOP THE DEMO AT THIS POINT OR PROCEED TO SHOW CATALOG MAINTENANCE AND DIFFERENCE SUMMARY.

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Supplier Updates Catalog Items Supplier Updates Catalog Items


9. Log into iSP
Field Vision Operations

Username / password Responsibility

corpexp / welcome ISupplier portal Full Access

Major feature in R12 is the ability to have suppliers update catalog items and the buyers can access the Difference Summary when reviewing changes submitted from a supplier or catalog administrator. The summary gives the buyer a clear snapshot into the requested changes, so they can judiciously accept or reject the changes. (H) BPA Number link under the Orders at a Glance section. If need be, click on the Orders tab to find your BPA. BPA details screen opens. 10. Supplier Bulk Loads Updated Items ACTIONS field LOV, choose "Edit Agreement" and click GO button. (ST) Lines You can either manually update the items or bulk load a file. ADD LINES field LOV, choose Via Upload, then click (B) Go As necessary, click YES to message that PO must be saved.
Field Vision Operations

File Type File Name Submit for Approval Apply Oracle E-Commerce Gateway Mapping Set error tolerance

XML R12XMLv2.xml (or your specific filename) YES radio button NO radio button (unless you have done specific mapping for this in e-commerce gateway). NO radio button (only set a limit IF you have a very large number of items and want the process to stop after a certain number of errors is reached).

(B) Submit
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Confirmation that Job ##### has been submitted for Blanket Purchase Agreement #### Wait as it takes time for the file to upload to the iProcurement catalog. Click on the browser REFRESH button to update screen to verify file loaded without error. Refresh screen until Status column is Supplier Change Pending and Upload Status column is Completed. If you see errors, please double check your file to make sure it does not contain any errors. Logout as supplier user

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Buyer Reviews Difference Summary Buyer Reviews Difference Summary


11. Log in as Buyer
Field Vision Operations

Username / password Responsibility

Cbaker / welcome Workflow User Web Applications

(N) Advanced Worklist

12. Buyer Accepts Bulk Load Items Changes (H) Change request from Corporate Express Office Supply for Blanket Agreement #####,0 open the notification. You can also Navigate to the following in Purchasing responsibility to review the Difference Summary: (N) Purchase Orders > Pending Purchase Order Changes Note the price change and review any other differences in the item attributes (B) Accept OPTIONALLY the buyer can access iProcurement to verify the items have the updated information. NOTE: You can go Buyer Work Center / Agreements / Open your BPA. Then go to ACTIONS LOV bar and choose VIEW REVISION HISTORY to see the differences between BPA rev 0 and rev 1. DO NOT choose the VIEW CHANGE HISTORY link as that is NOT specific to supplier authored changes to the BPA.

END OF DEMO FLOW

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Setup of Agreement Changes Setup of Agreement Changes


In R12, the buyer and admin can setup preference for agreement change acceptance. 13. Switch Responsibility to Purchasing
Field Vision Operations

Responsibility

Purchasing, Vision Operations (USA)

(N) Setup > Tolerances and Routings > Acceptance of Agreement Changes By default the Supplier is set to Always meaning any change made by supplier always requires buyer approval. By default the Catalog Administrator is set to Never meaning all changes made by administrator do NOT/never require buyer approval. DO NOT change these setting unless require for your demo. If you do modify these default settings, make sure to set it back after your demo and to notify other SC in your demo instance of this change as it will affect seeded demo flows.

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R12 Upgrade Impact R12 Upgrade Impact


The following are notes per development regarding the impact of a R12 upgrade on an existing iProcurement catalog and stores/content zones.

14. Catalog Agreement Management: Catalog Data Upgrade - Converting Bulk loaded Items to Global Blanket Agreements
Bulk-loaded items in iProcurement will be migrated to newly created GBPAs based on their Supplier, Supplier Site, Currency, Operating Unit, and Contract Reference. From the iProcurement Catalog Administration responsibility, there will be a summary of all newly created GBPAs for bulk-loaded items, there will also be a data exceptions report that lists all the exceptions that prevent migration of bulk-loaded content to new GBPAs. Please refer to the iProcurement Pre-Upgrade steps in the Upgrade Guide for more details on how to correct these exceptions. The following notes refer to changes in behavior in R12 as a result of the catalog upgrade: The upgrade will migrate bulk-loaded items into GBPAs. In R12, users will load content into a GBPA and they will no longer need to provide Supplier, Supplier Site, Operating Unit, and CPA/GCPA reference in the file. The bulk-load option will also be available for BPAs and quotes. In R12, users will not be able to load catalog content for all Operating Units. Please refer to the Oracle Purchasing Implementation guide for more details on assigning GBPAs to Operating Units. Approved Suppliers Lists (ASLs) will not be shown in iProcurement search results. In R12, the Oracle Purchasing Sourcing Rule will be used to determine the best Supplier and Supplier Site combination during the requisition creation process. The bulk-load file format in R12 has been changed. A Converter has been provided for users to convert old files to R12 format. In R12, users will not need to run the extractor to update the catalog content. It will be updated in real-time.

15. Content Security: Content Security Upgrade - Migrating Catalogs and Realms to Content Zones
The upgrade process will upgrade existing Realms, Stores, and Catalogs to R12 Stores and Content Zones in the following way: Migrate Local Catalogs to become Local Content Zones. Local Catalogs may contain supplier restrictions. These restrictions are carried forward as supplier restrictions in R12 Content Zones. Migrate Punchout, Transparent Punchout, and Informational Punchout Catalogs to their corresponding types of R12 Content Zones.
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Migrate Catalog and Non-Catalog Stores to become R12 Stores. R12 Stores can contain both Catalog and Non-Catalog content. Previous Stores may contain Operating Unit restrictions. These restrictions will not be carried forward into R12 Stores. Instead, these restrictions are applied to every Content Zone within each Store having Operating Unit restrictions. Migrate Category Realms at the Responsibility level. In R12, category restrictions are applied to each individual Content Zone. Migrate Item Source Realms for Responsibilities. Migrate Default Smart Forms such that they have the lowest available Sequence Number within R12 Stores. This way, Smart Forms that appeared by default previously will continue to appear by default in R12. POR: Approved Pricing Only profile is no longer used. The upgrade will apply the correct settings in each Content Zone to achieve the same functionality in R12. Migrate Descriptor configuration. Previously, it is possible to provide invalid values for Descriptor settings such as Search Result Visibility, Item Detail Visibility, and Searchability Invalid configuration settings were simply ignored by the system. R12 validates Descriptor configurations at the time when they are updated in the user interface, and will not allow any invalid value to be provided. The upgrade will re-default all the properties for the seeded descriptors from previous releases. For example, visibility, sequence setting and alternate names may change. After the upgrade, administrators should review the seeded descriptors properties and make any necessary changes. The following notes refer to changes in behavior in R12 as a result of Content Security enhancements. Shopping Lists are migrated but Content Security is applied differently on R12 Public and Favorite Lists. In R12, items on Shopping Lists are available to a user if that users responsibility and Operating Unit context are such that he would have access to that same item through a Store. If the user does not have access rights to an item through the normal Store search and browse function, he will have not have access rights to that item on a Shopping List. User level Realm will no longer be supported.

End of activity.

Demo Support
Please see http://adsweb.oracleads.com > (M) Support > Procedures, for current information regarding demonstration support.

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Flowchart
Start Buyer Create Global Blanket Purchase Agreement
Log into Purchasing (1) Create Global BPA header (2) Buyer Bulk Load Items to BPA (ONLY IF YOU WANT BUYER TO BULK LOAD ITEMS & NOT SUPPLIER) (3)

R12 Upgrade Impact


Catalog Agreement Management: Catalog Data Upgrade Converting Bulk loaded Items to Global Blanket Agreements (14) Content Security: Content Security Upgrade - Migrating Catalogs & Realms to Content Zones (15)

End Supplier Initial Bulk Load of Items


Log into iSP (4) Supplier bulk loads items (5) Log in as Buyer (6) Buyer Accepts Bulk Load Items (7)

Buyer Verify Items in iProcurement


Switch Responsibility to iProcurement (8)

Supplier Updates Catalog Items


Log into iSP (9) Supplier Bulk Loads Updated Items (10)

Buyer Reviews Difference Summary


Log in as Buyer (11) Buyer Accepts Bulk Load Items Changes (12)

Setup of Agreement Changes


Switch Responsibility to Purchasing (13)

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