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R12 Oracle iProcurement

Fundamentals
Student Guide

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Copyright 2009, Oracle. All rights reserved.

Disclaimer

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Authors

Richard Sears, Vic Mitchell

Technical Contributors and Reviewers


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Barbara Snyder, Sharon Tennier, David Nelson, Denis Faivre
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Oracle Tutor c a
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Table of Contents

Procure to Pay Lifecycle Overview ................................................................................................................1-1


Procure to Pay Lifecycle Overview ...............................................................................................................1-3
Objectives ......................................................................................................................................................1-4
Procure to Pay Lifecycle................................................................................................................................1-5
Oracle Procure to Pay Process.......................................................................................................................1-7
Demand: Requisitions....................................................................................................................................1-9
Source: RFQs and Quotations .......................................................................................................................1-11
Suppliers ........................................................................................................................................................1-13
Purchase Orders.............................................................................................................................................1-15
Receiving.......................................................................................................................................................1-17
Invoicing........................................................................................................................................................1-19
Payment .........................................................................................................................................................1-20
Overview of Oracle Application Integration .................................................................................................1-21
Summary........................................................................................................................................................1-23
Understanding Oracle iProcurement.............................................................................................................2-1
Understanding Oracle iProcurement..............................................................................................................2-3
Objectives ......................................................................................................................................................2-4
Procure to Pay: Oracle iProcurement.............................................................................................................2-5
Agenda...........................................................................................................................................................2-6
Oracle Advanced Procurement ......................................................................................................................2-7
Oracle iProcurement In E-Business...............................................................................................................2-9
Key Oracle iProcurement Capabilities ..........................................................................................................2-10
E-Business Suite Integration..........................................................................................................................2-11
Procurement Suite Integration .......................................................................................................................2-13
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Key Functionality of Oracle iProcurement ....................................................................................................2-16
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Agenda...........................................................................................................................................................2-15

Oracle iProcurement Content Management...................................................................................................2-18

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Content Zones................................................................................................................................................2-19

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Stores .............................................................................................................................................................2-20
Shopping........................................................................................................................................................2-21

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Overview of Checkout...................................................................................................................................2-23
Approval and Document Creation .................................................................................................................2-24

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Overview of Receiving..................................................................................................................................2-25
Center-Led Procurement................................................................................................................................2-26
Agenda...........................................................................................................................................................2-27

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Oracle iProcurement Shopping Data Flow ....................................................................................................2-28

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Oracle iProcurement Submit Request Data Flow .........................................................................................2-30
Agenda...........................................................................................................................................................2-32

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Oracle iProcurement Setup Overview ...........................................................................................................2-33

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Oracle iProcurement Setup Steps ..................................................................................................................2-34

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Summary........................................................................................................................................................2-35

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Oracle iProcurement Content Management .................................................................................................3-1

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Oracle iProcurement Content Management...................................................................................................3-3

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Objectives ......................................................................................................................................................3-4
Procurement Process: Oracle iProcurement...................................................................................................3-5

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Agenda...........................................................................................................................................................3-6
What Are iProcurement Catalogs? ................................................................................................................3-7

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Why Use Catalogs? .......................................................................................................................................3-8
What Is an iProcurement Store? ....................................................................................................................3-9
Where Does the Catalog Content Come From?.............................................................................................3-10

O Oracle iProcurement Content Management...................................................................................................3-11

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Local or Buyer-Hosted Content.....................................................................................................................3-13
External or Supplier-Hosted Content.............................................................................................................3-14
External Marketplace-Hosted Content...........................................................................................................3-16
Choosing Content ..........................................................................................................................................3-17
Requirements of Local Catalogs....................................................................................................................3-18
Requirements of Supplier-Hosted Content ....................................................................................................3-19
Requirements of Marketplace-Hosted Content..............................................................................................3-20
Utilization of Catalog Content.......................................................................................................................3-21
Control Content Using Content Zones...........................................................................................................3-22
Stores: Pulling It All Together...................................................................................................................3-23
iProcurement Catalog Administration ...........................................................................................................3-24
Agenda...........................................................................................................................................................3-25
Creating Local Content..................................................................................................................................3-26
Oracle iProcurement Content Management Review......................................................................................3-27
Oracle Content Utilization Types ..................................................................................................................3-28
Local Content ................................................................................................................................................3-29
E-Business Suite Local Content ....................................................................................................................3-30
Uploading Local Content...............................................................................................................................3-31
Before Uploading Content.............................................................................................................................3-32
Upload Content: Resource Files ....................................................................................................................3-33
Item Content That You Upload .....................................................................................................................3-34
Uploading Local Content...............................................................................................................................3-35
Content Upload And Document Types..........................................................................................................3-36
Automatically Uploading Shopping Categories ............................................................................................3-38
Price Lists That You Upload .........................................................................................................................3-39
Online Content Authoring Flow ....................................................................................................................3-40
Upload Content Authoring Flow ...................................................................................................................3-41
Sample Item Spreadsheet Upload ..................................................................................................................3-42
XML: More Catalog Control .........................................................................................................................3-43
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Uploading Items: Spreadsheet Compared to XML.......................................................................................3-46
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XML Upload Items File Structure .................................................................................................................3-44

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Sample XML Administrative Section............................................................................................................3-47
Sample XML Data File Structure ..................................................................................................................3-48

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Sample XML Document Header Section ......................................................................................................3-49
Sample XML Document Lines Section .........................................................................................................3-50

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Sample XML Data Item Section....................................................................................................................3-51
Sample XML Data Price Section...................................................................................................................3-52

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Loading Local Catalog Images ......................................................................................................................3-53
Sample Uploads for Image Files....................................................................................................................3-54
Maintaining Items and Prices ........................................................................................................................3-56

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View Loader Job Status.................................................................................................................................3-57

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View Document Upload History ...................................................................................................................3-59
Agenda...........................................................................................................................................................3-60
Catalogs, Content Zones, And Stores ............................................................................................................3-61

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iProcurement Catalog Administration: Manage Stores ................................................................................3-62

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Content Zones................................................................................................................................................3-63

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Why Content Zones? .....................................................................................................................................3-64

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Creating A Local Content Zone.....................................................................................................................3-65

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Applying Content Security Rules ..................................................................................................................3-66
Applying Content Security Rules In Stores ...................................................................................................3-67

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Creating A Punchout Zone ............................................................................................................................3-68

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Creating An Informational Zone ...................................................................................................................3-69

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Creating Smart Forms....................................................................................................................................3-70

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What Are iProcurement Stores? ....................................................................................................................3-71
Managing Stores ............................................................................................................................................3-73

O Agenda...........................................................................................................................................................3-75
Remote Catalog Content................................................................................................................................3-76

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Oracle iProcurement Catalog Management Review......................................................................................3-77
Oracle Content Zone Types Review..............................................................................................................3-79
What Is Punchout?.........................................................................................................................................3-80
What Is Transparent Punchout?.....................................................................................................................3-81
Oracle iProcurement Punchout Models .........................................................................................................3-83
XML: The Language of a Punchout ..............................................................................................................3-84
Comparing a Supplier Punchout to a Marketplace Punchout ........................................................................3-85
Model 1 & 2 Technical Overview .................................................................................................................3-86
Models 3 & 4 Technical Overview................................................................................................................3-87
Deciding on a Punchout Model .....................................................................................................................3-89
Punchout Management ..................................................................................................................................3-90
Basic Punchout Setup Steps...........................................................................................................................3-91
Oracle Exchange Punchout Setup..................................................................................................................3-93
Supplier Punchout Setup ...............................................................................................................................3-94
Agenda...........................................................................................................................................................3-95
Administer Oracle iProcurement Catalog Structure .....................................................................................3-96
Catalog Structure Components ......................................................................................................................3-97
Local Catalog Structure: Categories ..............................................................................................................3-98
Local Catalog Structure: Items ......................................................................................................................3-99
Creating and Modifying the Catalog Structure..............................................................................................3-100
Online Schema Maintenance .........................................................................................................................3-101
XML Upload Schema File Structure .............................................................................................................3-102
Sample XML Schema File.............................................................................................................................3-103
Sample XML Schema Section.......................................................................................................................3-104
Manage Base Descriptors ..............................................................................................................................3-105
Manage Item Categories................................................................................................................................3-106
Managing Descriptors....................................................................................................................................3-107
Manage Category Hierarchy..........................................................................................................................3-109
Sample iProcurement Table of Contents .......................................................................................................3-110
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Map iProcurement Categories .......................................................................................................................3-111
Map Purchasing Categories ...........................................................................................................................3-112

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Shopping Category Mapping.........................................................................................................................3-113
Uploading Categories and Descriptors ..........................................................................................................3-114

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Agenda...........................................................................................................................................................3-115
Catalog Search Components..........................................................................................................................3-116

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Types of Catalog Searches.............................................................................................................................3-117
Search Results Display: Paragraph ................................................................................................................3-119

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Search Results Display: Grid.........................................................................................................................3-120
Special Characters in Catalog Searches.........................................................................................................3-121
Filtering and Sorting......................................................................................................................................3-122

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Search Descriptor Characteristics..................................................................................................................3-123

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Searchable Base Descriptors..........................................................................................................................3-124
Search Results Visible Base Descriptors .......................................................................................................3-125
Rebuild Catalog Indexes................................................................................................................................3-126

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Search Engine Setup Impact..........................................................................................................................3-127

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Agenda...........................................................................................................................................................3-128

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iProcurement Catalog Administration ...........................................................................................................3-129

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Setup Considerations .....................................................................................................................................3-130

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Local Catalog Setup.......................................................................................................................................3-131
Profile Options for Uploading Local Content................................................................................................3-132

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Supplier-Hosted Setup...................................................................................................................................3-133

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Marketplace-Hosted Setup.............................................................................................................................3-134

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Profile Options for Punchout .........................................................................................................................3-135

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Agenda...........................................................................................................................................................3-136
Decide on a Catalog Source...........................................................................................................................3-137

O Considerations for Local Catalogs.................................................................................................................3-139


Considerations for Supplier-Hosted Content .................................................................................................3-141

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Considerations for Marketplace-Hosted Content...........................................................................................3-142
Considerations for Security ...........................................................................................................................3-143
Summary........................................................................................................................................................3-144
Oracle iProcurement Requisitions .................................................................................................................4-1
Oracle iProcurement Requisitions .................................................................................................................4-3
Objectives ......................................................................................................................................................4-4
Agenda...........................................................................................................................................................4-5
Procurement Process: Oracle iProcurement...................................................................................................4-6
iProcurement Flow ........................................................................................................................................4-7
iProcurement Home Page ..............................................................................................................................4-8
iProcurement Preferences ..............................................................................................................................4-9
Shop For Goods and Services........................................................................................................................4-10
Basic Shopping Flow.....................................................................................................................................4-12
Basic Checkout Flow.....................................................................................................................................4-13
Checkout Step-by-Step ..................................................................................................................................4-14
Review & Submit ..........................................................................................................................................4-16
Agenda...........................................................................................................................................................4-17
Enter iProcurement Users ..............................................................................................................................4-18
Document Routing Option #1: Employee/Supervisor Relationship ..............................................................4-20
Document Routing Option #2: Position Approval Hierarchy........................................................................4-21
Run Fill Employee Hierarchy Process...........................................................................................................4-23
Document Routing Option #3: Oracle Approvals Management....................................................................4-24
Give Access to the Users ...............................................................................................................................4-26
My Notifications Region ...............................................................................................................................4-27
Center-Led Procurement................................................................................................................................4-28

Set up iProcurement Shopping Defaults........................................................................................................4-31


Oracle Applications Framework....................................................................................................................4-32
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Agenda...........................................................................................................................................................4-30

Setting Up iProcurement Information Templates ..........................................................................................4-34


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OAF / iProcurement Personalization .............................................................................................................4-33

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Smart Forms ..................................................................................................................................................4-35
Internally Sourced Requisitions Overview ....................................................................................................4-37
Internally Sourced Requisitions Details ........................................................................................................4-39

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Internally Sourced Requisitions Prerequisites ...............................................................................................4-41
Services Procurement Contractor/Service Request ......................................................................................4-43

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Oracle Services Procurement.........................................................................................................................4-45
Services Procurement: Contingent Labor Flow.............................................................................................4-47

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Oracle Procurement Feature Comparison......................................................................................................4-48
Agenda...........................................................................................................................................................4-49

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Requisition Management Actions..................................................................................................................4-50
Copying Requisitions ....................................................................................................................................4-51

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Canceling Requisitions ..................................................................................................................................4-52
Change / Resubmit Requisitions....................................................................................................................4-53

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Requisition Statuses.......................................................................................................................................4-54
Requester Change Order................................................................................................................................4-55

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Requester Change Order Approval................................................................................................................4-57

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Procure to Pay Lifecycle Tracking ................................................................................................................4-59
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Setting Up Oracle iProcurement Responsibility and Function Security ........................................................4-61
Approval and Document Creation .................................................................................................................4-62

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Automatic Purchase Order Creation ..............................................................................................................4-63

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Automatic Release Creation ..........................................................................................................................4-64

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Oracle iProcurement Requisition Approval...................................................................................................4-65
Integration with Oracle Approvals Management...........................................................................................4-67
Workflows Used by Oracle iProcurement .....................................................................................................4-68

O PO Create Documents Workflow ..................................................................................................................4-70

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Accounting Considerations for Oracle iProcurement ...................................................................................4-72
PO Account Generator Workflow .................................................................................................................4-73
Account Creation Overview ..........................................................................................................................4-74
Expense Account Rules .................................................................................................................................4-76
Tax Calculation .............................................................................................................................................4-77
Grants Accounting and Hazard Information..................................................................................................4-78
Attachments and Special Requisitions...........................................................................................................4-79
Agenda...........................................................................................................................................................4-81
Procurement Card Support ............................................................................................................................4-82
Procurement Card Flow - Order ...................................................................................................................4-83
Procurement Card Flow - Invoice..................................................................................................................4-84
Procurement Card Flow - Reconciliation ......................................................................................................4-86
Setting Up Credit Card Programs in Oracle Payables ...................................................................................4-88
Code Sets Window ........................................................................................................................................4-89
Card Programs Window ................................................................................................................................4-90
GL Account Sets Window .............................................................................................................................4-91
Credit Card Profiles Window ........................................................................................................................4-92
Credit Cards Window ....................................................................................................................................4-93
Credit Card Workflows .................................................................................................................................4-94
P-Card Setup for iProcurement......................................................................................................................4-95
Agenda...........................................................................................................................................................4-96
iProcurement Profile Options ........................................................................................................................4-97
Notification Routing Rules ............................................................................................................................4-98
Personalizing the Home Page ........................................................................................................................4-99
Home Page Logo ...........................................................................................................................................4-100
Purchasing News ...........................................................................................................................................4-101
Purchasing Policies........................................................................................................................................4-102
Descriptive Flex Fields In iProcurement .......................................................................................................4-103
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Agenda...........................................................................................................................................................4-105
Requisition Implementation Considerations Checklist..................................................................................4-106

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Important Points to Remember......................................................................................................................4-108

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Summary........................................................................................................................................................4-109
Oracle iProcurement Receiving......................................................................................................................5-1

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Oracle iProcurement Receiving.....................................................................................................................5-3
Objectives ......................................................................................................................................................5-4

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Agenda...........................................................................................................................................................5-5
Procurement Process: Oracle iProcurement...................................................................................................5-6

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Key Functionality of Oracle iProcurement ....................................................................................................5-7
Oracle iProcurement Receiving.....................................................................................................................5-8

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Overview of Procurement Receiving.............................................................................................................5-9
Oracle iProcurement Receipt Routing ...........................................................................................................5-10

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Agenda...........................................................................................................................................................5-11
Receiving in Oracle iProcurement.................................................................................................................5-12

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Receiving Orders in Oracle iProcurement .....................................................................................................5-13
Oracle iProcurement Receiving Page ............................................................................................................5-14

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Receiving Home Page Functions...................................................................................................................5-15

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iProcurement Receiving Process ...................................................................................................................5-16
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Finding Your Receipts...................................................................................................................................5-17

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Oracle iProcurement Receiving.....................................................................................................................5-18
iProcurement Receiving Process ...................................................................................................................5-19

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Entering Returns in Oracle iProcurement......................................................................................................5-20

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iProcurement Receiving Process ...................................................................................................................5-22

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Entering Corrections......................................................................................................................................5-23
Difference Between Returns and Corrections................................................................................................5-24
Receipt Header in Oracle iProcurement ........................................................................................................5-25

O Receipt Line in Oracle iProcurement.............................................................................................................5-26

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The PO Confirm Receipts Workflow ............................................................................................................5-27
Agenda...........................................................................................................................................................5-28
Purchasing Receiving Setup ..........................................................................................................................5-29
iProcurement Profile Options ........................................................................................................................5-31
iProcurement Receipt Function Security .......................................................................................................5-32
Agenda...........................................................................................................................................................5-33
Additional Receiving Considerations ............................................................................................................5-34
Receiving Comparison ..................................................................................................................................5-35
Data Mapping Considerations .......................................................................................................................5-36
Data and Reporting Considerations ...............................................................................................................5-37
Optional Components ....................................................................................................................................5-38
Receiving Open Interface ..............................................................................................................................5-39
Overview of Payment on Receipt ..................................................................................................................5-40
Summary........................................................................................................................................................5-41
Oracle iProcurement Setup Steps ..................................................................................................................6-1
Oracle iProcurement Setup Steps ..................................................................................................................6-3
Objectives ......................................................................................................................................................6-4
Agenda...........................................................................................................................................................6-5
Procurement Process: Oracle iProcurement...................................................................................................6-6
Oracle iProcurement Integration with Oracle Applications Impact on Setup................................................6-7
Oracle iProcurement Setup Overview ...........................................................................................................6-8
Agenda...........................................................................................................................................................6-9
Oracle Applications Setup Overview ............................................................................................................6-10
Oracle Applications Setup Overview - 2 .......................................................................................................6-11
Oracle Applications Setup Overview - 3 .......................................................................................................6-12
Oracle Applications Setup Overview - 4 .......................................................................................................6-13
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Agenda...........................................................................................................................................................6-14
Oracle iProcurement Setup Overview ...........................................................................................................6-15
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Perform Oracle iProcurement Specific System Administration Setup ..........................................................6-16
Verify Profile Options That Impact Oracle iProcurement: Oracle Applications ...........................................6-17
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Verify Profile Options That Impact Oracle iProcurement: Oracle Purchasing..............................................6-19

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Verify Profile Options That Impact Oracle iProcurement .............................................................................6-21
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Requisition Templates ...................................................................................................................................6-25

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Define Information Templates.......................................................................................................................6-26
Set Up Catalog...............................................................................................................................................6-27

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Agenda...........................................................................................................................................................6-28
Additional Implementation Considerations ...................................................................................................6-29

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Training Considerations ................................................................................................................................6-30
Oracle iProcurement Features to Consider ....................................................................................................6-31

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Custom Package Implementation ..................................................................................................................6-32
Page-Specific Customization.........................................................................................................................6-33

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Summary........................................................................................................................................................6-34

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Preface
Profile
Before You Begin This Course

Thorough knowledge of Oracle E-Business Procure to Pay process

Working experience with Oracle E-Business Procure to Pay products

Prerequisites

R12 Oracle Purchasing Fundamentals

How This Course Is Organized

This is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations
and written practice sessions reinforce the concepts and skills introduced.

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Related Publications
Oracle Publications
Title Part Number
Oracle Purchasing User's Guide B28669-01
Oracle iProcurement Implementation and Administration Guide B31402-01
Oracle Procurement Buyer's Guide to Punchout and Transparent Punchout B13856-01
Oracle Payables User Guide B25454-01

Additional Publications

System release bulletins

Installation and users guides

Read-me files

International Oracle Users Group (IOUG) articles

Oracle Magazine

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Typographic Conventions
Typographic Conventions in Text
Convention Element Example
Bold italic Glossary term (if The algorithm inserts the new key.
there is a glossary)
Caps and Buttons, Click the Executable button.
lowercase check boxes, Select the Cant Delete Card check box.
triggers, Assign a When-Validate-Item trigger to the ORD block.
windows Open the Master Schedule window.
Courier new, Code output, Code output: debug.set (I, 300);
case sensitive directory names, Directory: bin (DOS), $FMHOME (UNIX)
(default is filenames, Filename: Locate the init.ora file.
lowercase) passwords, Password: User tiger as your password.
pathnames, Pathname: Open c:\my_docs\projects
URLs, URL: Go to http://www.oracle.com
user input,
User input: Enter 300
usernames
Username: Log on as scott
Initial cap Graphics labels Customer address (but Oracle Payables)
(unless the term is a

Italic
proper noun)
Emphasized words Do not save changes to the database.
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and phrases,
titles of books and Reference Manual.
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For further information, see Oracle7 Server SQL Language

courses,
variables
Enter user_id@us.oracle.com, where user_id is the
name of the user.
ca
Quotation
marks
Interface elements
with long names

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Select Include a reusable module component and click Finish.

that have only


initial caps;
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This subject is covered in Unit II, Lesson 3, Working with
Objects.
lesson and chapter
titles in cross-
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Uppercase
references
SQL column O ly Use the SELECT command to view information stored in the
names, commands,
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functions, schemas,& On LAST_NAME
column of the EMP table.
table names

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Arrow
Brackets
Commas
Menu paths
Key names

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Key sequences
U s Select File > Save.
Press [Enter].
Press and release keys one at a time:

Plus signs I n
Key combinations
[Alternate], [F], [D]
Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]

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Typographic Conventions in Code
Convention Element Example
Caps and Oracle Forms When-Validate-Item
lowercase triggers
Lowercase Column names, SELECT last_name
table names FROM s_emp;

Passwords DROP USER scott


IDENTIFIED BY tiger;
PL/SQL objects OG_ACTIVATE_LAYER
(OG_GET_LAYER (prod_pie_layer))

Lowercase Syntax variables CREATE ROLE role


italic
Uppercase SQL commands and SELECT userid
functions FROM emp;

Typographic Conventions in Oracle Application Navigation Paths


This course uses simplified navigation paths, such as the following example, to direct you
through Oracle Applications.

(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve
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This simplified path translates to the following:
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1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches
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Summary.

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2.
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(M) From the menu, select Query then Find.

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3. (B) Click the Approve button.
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Notations:
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(N) = Navigator
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(M) = Menu
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(T) = Tab
t e r U s
(B) = Button
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(I) = Icon

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O (ST) = Sub Tab

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Typographical Conventions in Oracle Application Help System Paths
This course uses a navigation path convention to represent actions you perform to find
pertinent information in the Oracle Applications Help System.

The following help navigation path, for example

(Help) General Ledger > Journals > Enter Journals

represents the following sequence of actions:

1. In the navigation frame of the help system window, expand the General Ledger entry.

2. Under the General Ledger entry, expand Journals.

3. Under Journals, select Enter Journals.

4. Review the Enter Journals topic that appears in the document frame of the help system
window.

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Overview
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Objectives

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Procure to Pay Lifecycle

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Procure to Pay Lifecycle
Sourcing
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Request for quote
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Supplier selection
Contract negotiations and awards O ly
Catalog content management
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Ordering

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Requisition and purchase order generation
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Purchase order management and fulfillment
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Payment
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Reporting and Analysisn
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Supplier performance
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Commodity analysis

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Internal compliance

O Robust intelligence gathering

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Decision support
Process functionality

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Oracle Procure to Pay Process

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Oracle Procure to Pay Process
Demand
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The procurement process generates and manages requests for the purchase of goods. The
demand for purchase items may be a one-time event or may recur in either predictable or
random time intervals. O ly
Source
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The procurement sourcing process covers the business activities related to the search,
qualification, and selection of suitable suppliers for requested goods and services.
Order

t e r U s
The procurement ordering process includes purchase order placement by the buying

I n
organization and purchase order execution by the supplying organization.

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Receive
The receipt process acknowledges that a purchase order has been duly executed. For orders of
physical goods, it will typically include the receipt, inspection and delivery of the goods to
inventory or to another designated location. For orders of services, it will typically consist of a
notification from the requester or the approving person that the service has been performed as
agreed.
Pay
The payment process consists of those activities involved in the payment for ordered goods and
services.

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Demand: Requisitions

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Demand: Requisitions

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Requisitions represent demand for goods or services. Whether you want to provide online

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requisitions to everyone in the organization or limit the number of users who have access to the
system, Oracle Purchasing is flexible enough to meet the needs of your organization. With
O ly
online requisitions, you can centralize your purchasing department, source your requisition

l & On
with the best suppliers, and ensure that you obtain the appropriate management approval before
creating purchase orders from requisitions.

a e
Requisitions for goods and services:
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t e r s
Are generated by applications like Inventory, Work in Process (WIP), Advanced Supply
Chain Planning (ASCP) and Order Management
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May be entered manually through Oracle Purchasing windows
May be entered using Oracle iProcurement

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May be imported from external systems
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With Oracle Purchasing, you can:
Create, edit, and review requisition information on-line. You can enter suggested supplier
information, delivery instructions, multiple accounting distributions, and notes to buyers,
approvers, and receivers.
Review the current status and action history of your requisitions. You always know who
approves requisitions and whether they are in the approval, purchasing, receiving, or
delivery stage.
Route requisitions according to your approval structure. You can set authorization limits
by amount, charge account, item category, and location.
Review and approve requisitions that need your approval. You can see the full requisition
detail and review the action history before you approve a requisition.
Print requisitions (with status Approved, Cancelled, Rejected, In Process, Pre-Approved,
and Returned) for off-line review and approval. You can always be able to track the status
of requisitions through the approval process.
Automatically source requisitions from outstanding blanket purchase agreements or
quotations you have received from suppliers.
Create requisitions quickly and easily for commonly purchased items.
Provide attachments as notes on requisition headers and lines.
Assign requisition lines to buyers and review buyer assignments for requisition lines.
Forward all requisitions awaiting approval from one approver to an alternate approver.
Within your security and approval constraints, you can reroute requisitions from one
approver to another whenever you want.
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Source goods from your own inventory with internal requisitions.
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Source: RFQs and Quotations

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Source: RFQs and Quotations

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Oracle Purchasing provides you with request for quotation (RFQ), and quotation features to

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handle your sourcing needs. You can create an RFQ from requisitions, match supplier
quotations to your RFQ, and automatically copy quotation information to purchase orders.
O ly
Oracle Purchasing provides complete reporting to control your requests for quotations and
evaluate supplier responses.
Quotations can be:
l & On
Entered manually
n a e
Copied from an RFQ

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Imported using the Purchasing Documents Open Interface

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Imported using the e-Commerce Gateway

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With Oracle Purchasing, you can:
Identify requisitions that require supplier quotations and automatically create an RFQ.

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Create an RFQ with or without approved requisitions so that you can plan ahead for your
future procurement requirements.

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Record supplier quotations from a catalog, telephone conversation, or response from your
request for quotation. You can also receive quotations electronically.
Review, analyze, and approve supplier quotations that you want available to reference on
purchase orders and requisitions. You can evaluate your suppliers based on quotation
information.
Receive automatic notification when a quotation or request for quotation approaches
expiration.
Review quotation information online when creating purchase orders or requisitions and
copy specific quotation information to a purchase order or requisition.
Source the items for which you negotiated purchase agreements automatically. If you
created sourcing rules and approved supplier list entries for the items, supplier information
can be entered automatically in the Requisitions window when you create requisitions.
You can also place supplier information for items onto blanket purchase order releases.
With Oracle Purchasing and Oracle Sourcing, you can:
Initiate a buyers auction in Oracle Sourcing based on requisitions in Oracle Purchasing.
Create RFQs and negotiations in Oracle Sourcing that result in purchase orders and
purchase agreements in Oracle Purchasing.
Collaborate on-line directly with suppliers to get the best terms and prices.
With Oracle Purchasing and Oracle iSupplier Portal, you can:
Enable suppliers to query RFQs and manufacturing planning statuses.
Enable suppliers to maintain their production capabilities in Oracle Purchasing.
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Suppliers

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Suppliers

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You must define a supplier before performing most activities within Oracle Purchasing and
Payables. Once defined you can:
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Optionally enter a recommended supplier on a requisition
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Use a supplier to issue a request for quotation

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Use that same supplier when you enter a quotation
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Use supplier information for purchase orders
Receive goods or services from suppliers

e r
Return goods to suppliers
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Pay the supplier for the goods or services purchased
Set up suppliers to record information about individuals and companies you purchase goods

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and services from. You can also enter employees you reimburse for expense reports. You can

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designate supplier sites as pay sites, purchasing sites, RFQ only sites, or procurement card

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sites. For example, for a single supplier, you can buy from several different sites and send
payments to several different sites. Most supplier information automatically defaults to all

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Chapter 1 - Page 13
supplier sites to facilitate supplier site entry. However, you can override these defaults and
have unique information for each site.

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Purchase Orders

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Purchase Orders

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Oracle Purchasing supports four types of purchase orders: standard, blanket, contract and

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planned. There are several methods that can be used to create purchase orders. You can
manually create purchase orders or search approved requisitions and add them to purchase
O ly
orders. Standard purchase orders can be imported through the Purchasing Documents Open

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Interface in a status of Incomplete or Approved. You can automate purchase document
creation using the PO Create Documents workflow to automatically create a blanket purchase

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agreement release or a standard purchase order upon approval of a requisition.

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Once purchase orders are created, they may be submitted for approval. The approval process
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checks to see if the submitter has sufficient authority to approve the purchase order. Once the
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document is approved, it may be sent to your supplier using a variety of methods including:

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printed document, EDI, fax, e-mail, Oracle iSupplier Portal and XML. Once the purchase order
or release is sent to your supplier, they are authorized to ship goods at the times and to the
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locations that have been agreed upon.
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Purchase documents may be created:
By buyers using the AutoCreate window

O By importing them using the Purchasing Documents Open Interface

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Automatically, by the Create Releases program (blanket releases)
Automatically, by Workflow (blanket releases or standard purchase orders)
With Oracle Purchasing, you can:
Review all of your purchases with your suppliers to negotiate better discounts.
Create purchase orders simply by entering a supplier and item details.
Create standard purchase orders and blanket releases from both on-line and paper
requisitions.
Create accurate and detailed accounting information so that you charge purchases to the
appropriate departments.
Review the status and history of your purchase orders at any time for all the information
you need.
Record supplier acceptances of your purchase orders. You always know whether your
suppliers have received and accepted your purchase order terms and conditions.
Copy existing purchase orders.
Manage global supplier agreements (blankets and contracts) from a centralized business
unit.
Manage approved contractual terminology from a library of terms using Oracle
Procurement Contracts.

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Receiving

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Receiving

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Using Oracle Purchasing, you can process receipts from suppliers, receipts from other

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warehouses or inventory organizations, in-transit shipments and receipts due to customer
returns. You can search for expected receipts based on a purchase order or a customer return
O ly
recorded in Oracle Order Management and then process them to their final destination whether

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it is inventory, expense or shop floor. Oracle Purchasing lets you control the items you order
through receiving, inspection, transfer, and internal delivery. You can use these features to

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indicate the quantity, quality, and internal delivery of the items you receive.

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With Oracle Purchasing, you can:
s
Use routing controls at the organization, supplier, item, or order level to enforce material
U
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movement through receiving. For example, you can require inspection for some items and
dock-to-stock receipt for others.

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Define receiving tolerances at the organization, supplier, item, and order level, with the

c
lowest level overriding previous levels. You can define tolerances for receipt quantity, on-

r a time delivery, and receiving location. You can assign looser tolerances to low-value items.
You can set enforcement options to ignore, warn the user, or reject transactions that

O violate the tolerances.

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Use blind receiving to improve accuracy in the receiving process. With this option, the
quantity due for each shipment does not show and quantity control tolerances are ignored.
Use Express and Cascade receiving to process certain types of receipts more quickly.
Use Advance Shipping Notices (ASNs) to save time in processing receipts.
Record receipt of unordered items based on your item, supplier, or organization defaults.
For example, if your organization does not allow receipt of unordered items, you should
not be able to enter a receipt unless it can be matched to a purchase order shipment.
Record the receipt of predefined substitute items.
Record the receipt of services and labor.
With Oracle iProcurement, you can:
Receive orders from your desktop, bypassing the need for receiving department
interaction.

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Invoicing

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Invoicing

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Once youve received goods or service from your supplier, youll also receive an invoice.

With Oracle Payables you can: r a


Using Oracle Payables you can record invoices in a number of different ways.

O ly
Enter invoices manually, either individually or in batches.

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Use the Invoice Gateway for rapid, high-volume entry of standard invoices and credit
l
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memos that are not complex and do not require extensive online validation.
Automate invoice creation for periodic invoices using the Recurring Invoice functionality.

e r s
Use Oracle iExpenses to enter employee expense reports using a web browser.
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Record credit card/procurement card invoices from transactions the credit card issuer

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sends to you in a flat file.

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Record Oracle Project related expense reports.
Import EDI invoices processed with the Oracle e-Commerce Gateway.

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Import lease invoices transferred from Oracle Property Manager.
Match invoices to purchase orders to ensure you only pay what youre supposed to be
O paying for.

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Payment

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Payment

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Once invoices have been validated, they can be selected for payment. Oracle Payables provides

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the information that you need to make effective payment decisions, stay in control of payments
to suppliers and employees, and keep your accounting records up-to-date so that you always
O ly
know your cash position. Oracle Payables handles every form of payment, including checks,

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manual payments, wire transfers, EDI payments, bank drafts, and electronic funds transfers.
Oracle Payables is integrated with Oracle Cash Management to support automatic or manual

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reconciliation of your payments with bank statements sent by the bank.

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With Oracle Payables, you can:
s
Ensure duplicate invoice payments never occur
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Pay only invoices that are due, and automatically take the maximum discount available
Select invoices for payment using a wide variety of criteria

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Record stop payments
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Record void payments

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Review information on line on the status of every payment

O Process positive pay

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Overview of Oracle Application Integration

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Overview of Application Integration

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This slide attempts to capture the complex interaction of Oracle Applications resulting from the

are described below. r a


Procure to Pay process. The key Oracle Applications that are integrated to perform this process

Inventory O ly
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Order Management and Purchasing, as well as other Oracle applications can use items defined
in Oracle Inventory. If the item is designated as a planned item, demand can be generated in
a e
the form of requisitions and sent to Oracle Purchasing where purchase orders or blanket
n
Order Management
t e r U s
releases can be created to replenish inventory levels.

I n
Customer purchase orders can be recorded in Oracle Order Management. Goods are shipped to
customers as defined by the sales order. After goods are shipped, customer invoices are sent to

l e
Oracle Receivables and inventory levels are updated. Any customers that are set up in Order

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Management are shared with Receivables and vice versa.

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Receivables

O Oracle Receivables maintains information about invoices received from Oracle Order
Management and other sources. Invoices are sent to customers who respond by sending

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Chapter 1 - Page 21
payments. You can use Receivables to record receipts against customer accounts. Receivables,
revenue and cash receipts are interfaced to Oracle General Ledger.
Purchasing
Oracle Purchasing captures accounting information on requisitions and purchase orders.
Purchase orders are sent to suppliers who respond by delivering goods or services and sending
invoices that are processed in Oracle Payables. During the accounting period, accruals for
goods set to accrue a liability on receipt are sent to Oracle General Ledger. At the end of the
accounting period, accruals for goods and services set to accrue a liability at period end can be
sent to General Ledger. Any suppliers set up in Purchasing are shared with Payables and vice
versa.
Payables
Supplier invoices are entered into Oracle Payables and if appropriate, matched to purchase
orders in Oracle Purchasing. During the matching process, the invoice distribution is copied
from the purchase order (in the case of an expense) or the appropriate liability account (in the
case of an inventory item). Payables, expenses and payments are interfaced to Oracle General
Ledger. Invoices for asset purchases can be interfaced to Oracle Assets.
Assets
Assets from Payables and other sources are maintained in Oracle Assets. Assets are added,
processed, depreciated and eventually retired. At the end of each asset period, accounting
information is interfaced directly to Oracle General Ledger.
General Ledger
Oracle General Ledger receives accounting information from many Oracle applications. Once
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accounting information is imported, journals can be posted and account balances updated.

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When implementing Oracle Applications, creating a set of books consisting of an accountinge
setting up other applications.
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calendar, currency and chart of accounts is one of the first steps that must be completed before

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Summary

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Understanding Oracle
iProcurement
Chapter 2

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Objectives

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Procure to Pay: Oracle iProcurement

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Procure to Pay: Oracle iProcurement

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The Oracle iProcurement functionality provides the essentials for the ordering portion of the

order creation, and receiving orders.r a


procurement process. This includes catalog content management, requisitioning, purchase

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Agenda

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Oracle Advanced Procurement

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Oracle Advanced Procurement

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Oracle Advanced Procurement automates purchasing to make buyers more productive,

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improves management of your supply base and adapts to any procurement process. As the
heart of the Oracle Advanced Procurement suite, Oracle Purchasing provides a rich store of
O ly
policy and supplier information, a robust workbench for buying professionals, and consolidated

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visibility into all spending. Oracle Purchasing turns demand into orders with the least possible
manual work. Configurable automation executes routine transactions without intervention,

n a e
making buyers more productive while enforcing compliance at every step. So procurement
professionals spend less time processing paper, and more time discovering and exploiting new
savings opportunities.

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Web-Shopping Interface Ensures Rapid Deployment and Adoption

I n
Oracle iProcurement lets you control spending by all employees because it is easy for you to

l e
implement and for them to use. Oracle iProcurement gives employees an intuitive web-
shopping interface that is instantly familiar to anyone who has shopped online. Powerful search
c
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features and logically grouped online stores lead users to the products and services they
need. Requesters can place and track orders from any web browser. This web architecture also

O allows rapid deployment to every employee because there is no desktop software to install.

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Chapter 2 - Page 7
Your employees have immediate access to the 'iProcurement' system and an interface they can
use right away.
Content Control Guides User Choice
With Oracle iProcurement, Purchasing departments completely control the products, services
and views that employees see; based on organization, responsibilities, and more. The content
can be easily loaded into iProcurement and you can use your existing supplier agreements.
Requesters find the items using a configurable category structure or employ the powerful
advanced search capabilities. You can provide rich information on the items so employees
make informed decisions. Suppliers can also manage content on your behalf. Oracle
iProcurement allows users to punch-out to supplier-hosted sites, returning for checkout and
approval. Additionally, iProcurements unique Transparent Punch-Out even allows users to
access content from external sites without ever leaving the familiar iProcurement interface. By
providing flexible options for user content, Oracle iProcurement gives you unparalleled ability
to guide employees to make compliant purchasing choices.

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Oracle iProcurement In E-Business

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Oracle iProcurement In E-Business

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This diagram attempts to summarize the positioning of Oracle iProcurement relative to supplier

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content and some of the closely integrated Oracle Applications.
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Key Oracle iProcurement Capabilities

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Key Oracle iProcurement Capabilities

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The key function of the Oracle iProcurement solution is to provide robust catalog content and a

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simplified approach to creating requisitions to order from that catalog.
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E-Business Suite Integration

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E-Business Suite Integration
Oracle Payables
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Accounting for matched purchase orders
Suppliers
Procurement cards O ly
Purchase orders
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Oracle Purchasing

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Blanket purchase agreements
Contract purchase agreements
U s
Quotations
I n
Approved supplier lists

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Document controls and defaults
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Oracle General Ledger

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Ledgers

O Exchange rates

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Accounting flexfield
Currency
Charge account combinations
Oracle Workflow
Account Generator
Approval process
Automatic document creation
Notifications
Oracle Human Resources
Employees (requestors and buyers)
Organizations (receiving)
Locations
Hierarchies (approval)
Oracle eCommerce and XML Gateway
Electronic document transmission
Code conversions
Oracle Projects
Project and task tracking
Expenditure type and expenditure organization
Award id tracking
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Procurement Suite Integration

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Procurement Suite Integration
Oracle Purchasing
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Professional procurement management tool

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Complete control over document routing and approval
Complete control over purchase order creation

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Complete control over receiving
Oracle Services Procurement

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Contingent labor procurement
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Integrates Oracle Time & Labor (OTL) for payment through Oracle Payables
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Oracle DBI for Procurement
Daily Business Intelligence reports for Oracle Procurement

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Role-based performance overviews
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Interactive summarization of buyer and supplier performance

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Oracle iSupplier Portal (iSP)
Record purchase order acknowledgments
Reschedule Promised-By dates
View purchase order and revision history
View RFQs
View expected deliveries
Create and view ASNs and ASBNs
View receipts, returns and overdue receipts
Set processing lead time, minimum order quantities and fixed lot multiples
View invoice and payment information
Oracle Sourcing
Collaborative RFQs
Collaborative RFIs
Negotiate all aspects of the transaction
Auctions
Oracle Supplier Network
Services to electronically enable suppliers
Electronic message transformation and routing services through an Internet-based hub
Self-service trading partner registration

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Agenda

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Key Functionality of Oracle iProcurement

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Key Functionality of Oracle iProcurement
Catalog Management
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Purchasable content is made available for shopping from internal or external sources based on
the organizations needs.
Shopping O ly
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Process where users search for, compare, and select items that they need to purchase. Users
l
n a e
can search the internal catalog, lists, table of contents, and categories. They can also punch out
to either supplier-hosted or marketplace-hosted catalogs to shop. Once found, the items can be

Checkout and submit


t e r
quickly added to a shopping cart.

U s
I n
Requestors enter quantities, billing information, and delivery information in the shopping cart
for their order. Their cart contents are converted to a requisition and submitted for approval.

l e
Approval and order creation
c
r a
Workflow routes requisitions to the correct approvers based on predefined business rules.
Approved requisitions are used to create purchase orders and blanket purchase agreement

O releases. Additionally, approved requisitions can be placed on Sourcing RFQs and auctions.

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Chapter 2 - Page 16
Receive order
Process where users specify information about the delivery of their order.

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Chapter 2 - Page 17
Oracle iProcurement Content Management

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Oracle iProcurement Content Management

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These are the sources of loading and maintaining content in the Oracle iProcurement internal

Purchasing. r a
catalog (buyer-hosted). This catalog is different from the supplier item catalog in Oracle

Purchasing O ly
& On
Identify and load data from Oracle Purchasing.
l
Supplier

n a e
Bulk load data from other sources using the iProcurement Catalog Administrator responsibility

Schema
t e r U s
and update online using iSupplier Portal.

I n
Manage catalog structure using XML or the iProcurement Catalog Administrator

c l e
responsibility.
Oracle iProcurement

a
Author content online spreadsheet upload.
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Chapter 2 - Page 18
Content Zones

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Content Zones

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Content zones are the basic containers that hold your shopping content. You place different

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types of items in different content zones. Content zones can be locally hosted in Oracle
Purchasing, supplier-hosted, or hosted in iProcurement.
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Chapter 2 - Page 19
Stores

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Stores

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Stores allow you to organize your catalogs. Stores consist of one or more content zones.

administrators to organize by: r a


Stores are what your users search when looking for items. Stores can be configured by

Usage O ly
Source
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Relevance

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Chapter 2 - Page 20
Shopping

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Shopping

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Shopping describes the process of finding the correct items for your order and adding them to

r a
your shopping cart. Depending on the procurement needs of your requestors and the buying
policies of your organization, the setup can be simple or complex.
My Favorites O ly
l & On
If requestors order the same items regularly they can develop a Favorites List by selecting an
item from the search results and clicking the Add to Favorites button. They can then use their
a e
My Favorites list as the basis for additional Favorites lists they create. Item information in the
n
internal catalog.
t e r U s
Favorites List is not updated when the original item is updated in the Oracle iProcurement

Shopping Lists
I n
Shopping lists are requisition templates that are created in Oracle Purchasing and then

l e
extracted into iProcurement. An example of a shopping list is an office supplies list. The list

c
could contain the standard set of office supplies a new hire would need. See Requisitions -

a
Public Lists in the Oracle iProcurement Implementation Guide.
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Chapter 2 - Page 21
Search
Searching in Oracle iProcurement makes use of the Context or interMedia features of the
Oracle database. Requesters can search for item names, item numbers, supplier names, and
other criteria available in your internal catalog. Review the Managing iProcurement Catalog
Content course for more details on what items are available in the internal catalog. Also see
Creating and Maintaining Local Content in the Oracle iProcurement Implementation Guide.
Browse Categories
Oracle iProcurement catalog management enables the catalog administrator to create a table of
contents by item category. For example, you may want to order a pencil. By using the Browse
Category feature you would first select Office Supplies and then Pencils to see the selections
available. Review the Managing iProcurement Catalog Content course for more details on
creating a table of contents.
Non-Catalog
There may be occasions when an item is not listed in either the internal catalog or in a supplier-
hosted or marketplace-hosted catalog. You can order an item that is not listed in your catalog
by using the Create Non-Catalog Request page. Non-Catalog items can include services or
specialty items. You can also create non-catalog templates by creating Smart Forms in
iProcurement Catalog Administration.
External Marketplace
Users may punchout to a supplier-hosted or marketplace-hosted Web site to search for items
and bring them back into Oracle iProcurement to be used on a requisition. Review the
Managing iProcurement Catalog Content course for more details on punchout.
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Overview of Checkout

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Overview of Checkout

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Use the checkout process to complete necessary requisition information, copy items from your

Requisition information r a
shopping cart to a requisition, and submit the requisition for approval.

O ly
Requester is prompted to enter all the relevant delivery and billing information required to

& On
process a requisition. Delivery and billing information initially defaults from the users profile.
l
Select approvers

n a e
Requester then selects the approvers, adds notes, and adds attachments as required.

e r s
Note: After a requisition is saved in Oracle iProcurement, it is inserted directly into the same
t U
tables Oracle Purchasing uses to process requisitions.

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Chapter 2 - Page 23
Approval and Document Creation

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Approval and Document Creation

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After the requisition is submitted, it passes through the Requisition Approval workflow to pass

AutoCreate r a
the business rules set up by the company. These rules are set up in Oracle Purchasing.

O ly
Manual Oracle Purchasing process where approved requisitions are picked out of the

l & On
requisition pool by buyers, and then placed onto either RFQs, purchase orders or releases.
Requisition lines can also be placed on Sourcing RFQs or auctions.
Create Documents Workflow
n a e
t e r U s
Using a source document, this workflow automatically creates a purchase document from an
approved requisition. If the source is a blanket purchase agreement, then a purchase order

I n
release is created. If the source is a contract purchase agreement, then a standard purchase
order is created. An approved supplier list is necessary if you want to use blanket purchase

l e
agreements as source documents and you are using system items. If you are not using a system

c
item, but you have a supplier item number, then no ASL is required

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Chapter 2 - Page 24
Overview of Receiving

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Overview of Receiving

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The approved order is then transmitted to the supplier, the supplier ships the items, and the

Order Transmission r a
requestor then acknowledges receipt of the items.

O ly
The approved order is transmitted to the supplier by mail or facsimile, e-mail, electronic data

l & On
interchange (EDI), or extensible markup language (XML) as set up for the supplier in Oracle
Purchasing. The approved order is also available to the supplier through iSupplier Portal.
Shipment Notification
n a e
t
Oracle iSupplier Portal.
e r U s
Order is shipped and supplier provides notification of shipment by mail or facsimile, EDI, or

I
Receipt Confirmation
n
e
Requestor confirms receipt of order, corrections of receipts, or returns at desktop using Oracle
l
iProcurement. Receipt can be done at time of receipt or by response to a confirm receipt
c
notification.

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Chapter 2 - Page 25
Center-Led Procurement

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Center-Led Procurement

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In many enterprises the requisitioning, sourcing, ordering, and payment activities are all

r a
performed in the context of a single business unit and transactions do not cross business unit
boundaries. The Oracle Procurement Suite supports that but can also free enterprises to
O ly
perform their procurement activities irrespective of business unit boundaries. Requisitions that

l & On
are raised in one business unit can reference source documents and be placed on purchase
orders in another business unit taking advantage of supplier negotiations.

a e
The purpose of using a shared service center is for the enterprise to not only source globally
n
e r
but also be able to identify business unit specific procurement practices. Within Oracle
s
Purchasing this is done by enabling the global agreements only for the business units that need
to use them.
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Agenda

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Oracle iProcurement Shopping Data Flow

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Oracle iProcurement Shopping Data Flow
iProcurement
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Users search for items using the internal catalog and/or punchouts to external suppliers or
marketplaces. All items selected are placed in the users shopping cart.
Internal Catalog O ly
Content can be uploaded from:
l & On
XML file
n a e
Tab-delimited text (spreadsheet) file

e r s
Content can come from item and category extraction from Oracle Purchasing.
t U
I n
Punchout to Marketplace (external catalogs)
Shopping in catalogs hosted by third-party sources or by the supplier.

l e
Oracle Purchasing

c
Contributes defaults to the requisition:

r a
Buyer information

O Document defaults

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Chapter 2 - Page 28
Oracle Payables
Contributes defaults to the requisition either directly or through Oracle Purchasing:
Supplier information
E-Business Tax
Contributes defaults to the requisition
Tax information

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Oracle iProcurement Submit Request Data Flow

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Oracle iProcurement Submit Request Data Flow

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Once the shopping cart is complete, it is processed:
iProcurement
r a
O ly
The shopping cart contents become requisition lines during checkout and are submitted for
approval.
Purchasing
l & On
or AutoCreate.
n a e
The iProcurement requisition becomes part of the requisition pool awaiting action by workflow

Workflow
t e r U s
PO Requisition Approval workflow routes the requisition for approval.

I n
PO Create Documents workflow creates a purchase order or release from the approved

c l e
requisition.
PO Approval workflow routes the purchase order for approval.

r a
e-Commerce Gateway
Outbound 850
O Outbound 860
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Chapter 2 - Page 30
XML Gateway
New Purchase Order (standard or release)

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Agenda

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Chapter 2 - Page 32
Oracle iProcurement Setup Overview

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Oracle iProcurement Setup Overview

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Although some of the setup steps overlap, there are three distinct business process concerns
involved in Oracle iProcurement setup:
r a
Oracle Applications Setup (refer to the Oracle Purchasing Users Guide)
O ly
Oracle Purchasing Setup (refer to the Oracle Purchasing Users Guide)

& On
Oracle iProcurement Setup (refer to the Oracle iProcurement Implementation Guide)
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Oracle iProcurement Setup Steps

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Oracle iProcurement Setup Steps

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This is a high level overview. Details will be discussed in each section of this course and a

before beginning your implementation.r a


summary is provided in the setup section. Always check Metalink for the latest information

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Summary

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Oracle iProcurement Content
Management
Chapter 3

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Oracle iProcurement Content Management

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Objectives

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Procurement Process: Oracle iProcurement

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Procurement Process: Oracle iProcurement Catalogs
The Oracle iProcurement functionality provides the essentials for the ordering portion of the

of the process. r a
procurement process. In this section we will discuss the catalog content management portion

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Agenda

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What Are iProcurement Catalogs?

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Catalog

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A catalog is a collection or grouping of items from which you might search and select a
particular item for purchasing.
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Why Use Catalogs?

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What Is an iProcurement Store?

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What is an iProcurement Store?

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As organizations have expanded their use of Oracle iProcurement to additional and distinct key

r a
spend areas, it has become increasingly important to organize content in a way that provides
easy access to a more specific range of goods and services. Using stores, organizations can
O ly
define an intuitive collection of content areas. For instance, Oracle iProcurement could be

l & On
configured to have a Promotional Items store, an IT store, a Temporary Labor store, a
Chemicals store, a Power Equipment store, and an Office Supplies store. Within a store, items

a e
are grouped into content zones to allow access control.

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Where Does the Catalog Content Come From?

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Where Does the Catalog Content Come From?

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Catalog content for Oracle iProcurement shopping can come from both internal and external
sources.
r a
Note: It is important to keep in mind that the Oracle iProcurement shopper is intended to only
O ly
see the online stores that you create as a homogenous catalog. Behind the scenes the content is

l & On
actually loaded into Oracle Purchasing blanket purchase agreements and then made available
to shoppers in an easy to navigate environment. Content can also come from marketplace
a e
and/or supplier punchouts as well.
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Chapter 3 - Page 10
Oracle iProcurement Content Management

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Oracle iProcurement Content Management

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You don't define or setup catalogs in Oracle iProcurement. Instead you define content zones.

r a
Catalog Administrators partition local catalog content into local content zones, define punchout
or transparent punchout content zones, and then assign these content zones to stores. The
O ly
combination of content zones that you assign to a Store determines what catalog content your

Content Type
l & On
users see. This slide indicates sources and uses of content.

a e
Local: Locally hosted catalogs maintained by the buying organization. Provides maximum
n
t e r U s
control over content and a requesters access to that content.
Supplier-hosted: A supplier organization provides access to their externally hosted
catalogs.
I n
Marketplace-hosted: A third party organization hosts multiple suppliers catalogs.

l
Commodities
c e
Direct material: mass-produced mechanical parts; products with pre-negotiated or stable

r a prices; strategic maintenance, repair, and operation (MRO) items (such as packing

O material).

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Chapter 3 - Page 11
Configured products: products requiring high degree of configuration, such as computer
hardware or office furniture; specialized services, such as printing or media services;
products with fluctuating prices; extremely large or specialized catalogs, such as chemical
supplies.
Indirect material: office supplies; standard MRO items; products with unstable pricing.

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Local or Buyer-Hosted Content

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Local or Buyer-Hosted Content

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This approach is best suited for direct material (example: packing material) and is also referred

content and access to that content. r a


to as a local content or internal catalog. This type of catalog provides the most local control of

O ly
Buyer-hosted content comes from following sources:

l & On
Upload: Supplier creates an XML, cXML, CIFF or spreadsheet (tab delimited text) file,
and the buyer uploads the file using the eContent Manager.

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Chapter 3 - Page 13
External or Supplier-Hosted Content

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External or Supplier-Hosted Content

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This approach is best suited for products requiring a high degree of configuration (example:
office furniture).
r a
Oracle iProcurement refers to this as a punchout catalog. A requester can:
O ly
Click a link on Shopping or Search pages that takes requester directly to the suppliers
Web store.
l & On
n a e
Shop for and select items in the Web store.
Return with chosen items to iProcurement.

e r s
Complete checkout process in iProcurement for the items
t U
Setup is required by both the catalog administrator in iProcurement and the supplier to

I n
implement a punchout. More information will be provided in the Set Up Remote Content topic.

c l e
Examples of suppliers Oracle iProcurement Customers Link To:
Barnes & Noble

r a
Dun & Bradstreet
Compaq
O Corporate Express
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Chapter 3 - Page 14
Grainger
Office Depot

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External Marketplace-Hosted Content

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External Marketplace-Hosted Content

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Best suited for indirect material (example: office supplies).

r a
Marketplaces (also known as hubs or third-party hosting services) offer:

O ly
A central repository to which suppliers load catalog items and files.
One-stop shopping for buyers who register or shop directly on the hub.
Marketplace product examples:
l & On
Oracle Exchange

n a e
Ariba Marketplace

t e
Commerce One MarketSiter U s
n
i2 TradeMatrix Procurement
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Choosing Content

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Choosing Content

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The first and foremost question has to be what kinds of items will your requestors typically be

r a
expected to order. See the earlier slide titled Oracle iProcurement Catalog Content
Management for more details. Some types of items can only be ordered from a supplier-hosted
O ly
catalog because of configuration constraints.

of the work.
l & On
Local catalogs offer maximum control, which of course also means your company does most

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Requirements of Local Catalogs

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References:
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Requirements of Local Catalogs (Local Content)

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Oracle iProcurement Implementation Guide

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Oracle Procurement Buyer's Guide to Punchout and Transparent Punchout

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Requirements of Supplier-Hosted Content

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Requirements of Supplier-Hosted Content
References:
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Oracle iProcurement Implementation Guide

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Oracle Procurement Buyer's Guide to Punchout and Transparent Punchout

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Requirements of Marketplace-Hosted Content

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Requirements of Marketplace-Hosted Content

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If you are using Oracle Exchange as your marketplace also see Oracle Exchange and Oracle

r a
Sourcing System Operator Implementation Guide and Oracle Exchange XML Transaction
Delivery Guide for Marketplace Exchange.
References: O ly
& On
Oracle iProcurement Implementation Guide
l
a e
Oracle Procurement Buyer's Guide to Punchout and Transparent Punchout

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Utilization of Catalog Content

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Utilization of Content

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Another way of describing catalogs is in terms of how Oracle iProcurement requesters access
the content.
r a
Oracle iProcurement supports the following types of catalogs:
Local content O ly
& On
Punchout content hosted by a supplier or marketplace
l
n a e
- Standard punchout where you shop on remote store
- Transparent punchout where your search returns items to iProcurement

e r s
Informational content (special variation of local catalog)
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Control Content Using Content Zones

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Control Content Using Content Zones

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So far we have only discussed the actual content to be included in the shopping catalog. This

r a
content must be organized and access controlled by an administrator.
Catalog Administrators can partition local catalog content into local content zones. Local
O ly
content zones act as containers for subsets of local catalog content and can be assigned to
Stores.

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Chapter 3 - Page 22
Stores: Pulling It All Together

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Stores: Pulling It All Together

c l
Stores can be configured to include a combination of local catalogs (content zones) , regular

r a
punchout catalogs, transparent punchout catalogs and even informational catalogs. To ensure
stores are easily configurable by administrators, Oracle iProcurement supports segmentation of
O ly
local content into unique supplier catalogs.

l & On
Punchout catalogs: Requesters can punch out or link directly to a suppliers Web store
(supplier-hosted catalog) or a marketplace Web store (marketplace-hosted catalog). After
a e
selecting items for purchase, they return to Oracle iProcurement and proceed through the
n
checkout process.

t e r s
Transparent Punchout catalogs: Requesters can search for items on an external site
U
I n
(supplier-hosted or marketplace-hosted catalog) without leaving Oracle iProcurement. From
the Search Results page, requesters add the items to their cart and proceed through the

c l e
checkout process.
Non-Catalog Requests

a
Non-catalog requests can be made using non-catalog request templates and/or Smart Forms.
r
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Chapter 3 - Page 23
iProcurement Catalog Administration

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iProcurement Catalog Administration

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At the highest level, there are two areas that define the catalog, the catalog content and the

r a
catalog schema. The content is what the requester sees. The schema controls the structure and
ultimately the usability of the content.
O ly
The iProcurement Catalog Administration home page provides all the tools you need to

& On
manage both the content and schema in one easy to use work center.

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Chapter 3 - Page 24
Agenda

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Chapter 3 - Page 25
Creating Local Content

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Creating Local Content

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This section covers the two ways of creating local buyer-hosted content:

r a
Uploads (bulk loads) to iProcurement from external sources

O ly
Manual entry in Oracle Applications
You can use either or both of these methods to maintain local content.

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Chapter 3 - Page 26
Oracle iProcurement Content Management Review

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Content Type
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Oracle iProcurement Content Management Review

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A local catalog is an internally hosted catalog maintained by the buying organization and

O ly
suppliers. Using a local catalog generally provides maximum control over content and a
requesters access to that content. Supplier-hosted is content maintained and stored at the

Suggested Commodities l & On


supplier. Marketplace-hosted is stored by third-party providers.

n a e
Direct material: mass-produced mechanical parts; products with pre-negotiated or stable

material).
t e r U s
prices; strategic maintenance, repair, and operation (MRO) items (such as packing

I n
Indirect material: office supplies; standard MRO items; products with unstable pricing.

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Chapter 3 - Page 27
Oracle Content Utilization Types

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Oracle Content Utilization Types Review

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These are the official catalog (or content) types as identified in the Oracle iProcurement

r a
Implementation and Administration Guide and the Oracle iProcurement Help. It is important to
understand the distinction between how catalog content is stored and how it is delivered to the
Oracle iProcurement requester.
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Chapter 3 - Page 28
Local Content

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Local Content

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Local or buyer-hosted content is hosted, as the name suggests, by the purchasing organization.

r a
A single catalog is built with product and services information from multiple suppliers. It is
used by all purchasing staff and has a common user interface, no matter which supplier the
O ly
product or service is ultimately obtained from. Content can be:

Sourcing, Inventory)
l & On
Loaded or directly entered online from Oracle Applications (Purchasing, iProcurement,

a e
Uploaded from any third party content provider.
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Updated directly by suppliers using iSupplier Portal (requires Buyer approval).

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Chapter 3 - Page 29
E-Business Suite Local Content

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E-Business Suite Local Content

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Oracle E-Business suite categories and items can be easily included in the iProcurement
catalog.
Purchasing categories r a
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Tip: If you are going to use many categories from Oracle Applications, there is an open

l & On
interface for categories in Oracle Inventory. Detailed information on this Oracle Inventory
interface is available from the Oracle Manufacturing APIs and Open Interfaces Manual.

n a e
References: See the Oracle iProcurement Implementation Guide for additional discussion.

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Chapter 3 - Page 30
Uploading Local Content

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Uploading Local Content

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The Upload process uses CIF, cXML, XML, or spreadsheet (tab-delimited text) file that

r a
supplier creates and buyer uploads to add large amounts of data to the internal catalog. If only
small amounts of data need to be added or maintained, you can use the online authoring
feature.
O ly
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You can use uploading to add and maintain buyer-hosted content. For example, uploaded items
can augment items already entered into the iProcurement catalog.
a e
You can upload items in addition to items youve entered.
n
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You can modify items using your upload file. Basically, uploading lets you specify more
information about items than the item master or other sources may allow.

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Chapter 3 - Page 31
Before Uploading Content

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Before Uploading Content

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If you are using categories from Oracle Purchasing, keep in mind that the existing category

r a
structure will be reproduced in the Oracle iProcurement catalog. If you are going to create a
category structure in Oracle iProcurement, youll need to create or load these categories using
O ly
schema editing or uploading, and then map these categories to Oracle Purchasing categories.

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Chapter 3 - Page 32
Upload Content: Resource Files

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Upload Content: Resource Files

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration Home Page > (T) Agreements > (L) Summary > (B)
Upload > (B) Download Resources
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Chapter 3 - Page 33
Item Content That You Upload

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Item Content That You Upload

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This slide details the minimum information you would be expected to include in your upload

r a
file for a new item. For more complete details see the Readme files available from the
Download Resources page in the iProcurement Catalog Administration Manager.
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Chapter 3 - Page 34
Uploading Local Content

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Uploading Local Content

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (T) Agreements > Upload

O ly
The supplier (or buyer) creates a content file, and the buyer uploads the file using the
iProcurement Catalog Administration.

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References: See the Oracle iProcurement Implementation Guide for more catalog upload
l
discussion.

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Chapter 3 - Page 35
Content Upload And Document Types

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Content Upload And Document Types

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When using the content upload feature you must specify the document to which your content is

r a
going to be added. The three document types are specified in the above slide. The actual
upload is performed in different places within iProcurement depending on which document
type you are updating.
O ly
Global Blanket Purchase Agreement

l & On
1. (N) iProcurement Catalog Administration home page
2. (T) Agreement
n a e
update.
t e r U s
3. Search for the global agreement you wish to upload items to, select it, and open it for

I n
4. Select Via Upload from the Add Lines list and click Go.

c l e
5. Identify your upload file and related information.
6. (B) Submit

r a
Blanket Purchase Agreement or Quotation
1. (N) iProcurement Catalog Administration home page
O 2. (T) Agreement

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Chapter 3 - Page 36
3. (L) Upload
4. On the View Document Upload History page click Upload.
5. Select your document type, number, upload file, and related information.
6. (B) Submit

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Chapter 3 - Page 37
Automatically Uploading Shopping Categories

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Automatically Uploading Shopping Categories

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The category you specify for the item doesnt have to already exist in the catalog if this profile

r a
option is set to Yes; the loader process will add both the item and the new shopping category.
Otherwise, you must use existing categories. See the readme accompanying the upload
O ly
spreadsheet for detailed information on how category and shopping categories are used and
derived.

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Chapter 3 - Page 38
Price Lists That You Upload

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Chapter 3 - Page 39
Online Content Authoring Flow

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Online Content Authoring Flow

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Online catalog authoring complements the batch upload process. While batch upload is

r a
optimized for large data uploads, online authoring is designed for the catalog administrator to
make small and quick updates to catalog content. These updates are made directly to the
O ly
catalog using the Oracle iProcurement Catalog Administration Web interface.

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Chapter 3 - Page 40
Upload Content Authoring Flow

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Upload Content Authoring Flow

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You can download the example spreadsheet template and readme files. Using these resources,

r a
you can upload multiple items to your catalog.
1. Create and save a global purchase agreement.
2. Access the agreement. O ly
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3. Download the zip file containing the upload resources (template, lists, and readme file).
l
must include the
n a e
4. Complete the spreadsheet. Remember that for each item you upload, at a minimum you

e r
- Action (ADD, SYNC, etc)
- Description
t U s
I n
- Purchasing Category (if unspecified, the Purchasing default category is used)

l e
- Price

c
- UOM

r a - Currency

O 5. Upload your completed spreadsheet to the system and monitor any errors.

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Chapter 3 - Page 41
Sample Item Spreadsheet Upload

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Sample Item Spreadsheet Upload

c l
This is a portion of an example spreadsheet (text) upload file. The row and column titles

Process to Load a Spreadsheet r a


provided in the template must not be altered!

O ly
The process for uploading data using text files or spreadsheets is straightforward. The

l & On
templates can be obtained from the resource file described earlier in this topic. The zip file
contains the Readme instructions for entering data into the file. After filling in the template you
a e
can upload it following the instructions provided earlier or in the online help.
n
t e r U s
Tip: The templates should already have been loaded into a specific directory during the install
for them to be available for you to download. If you encounter any errors there are notes on

n
OracleMetaLink that will tell you how to get the templates loaded again.
I
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Chapter 3 - Page 42
XML: More Catalog Control

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XML: More Catalog Control

c l
The Oracle iProcurement catalog was initially designed to be maintained using XML

r a
(Extensible Markup Language) files. The spreadsheet (tab-delimited) and other format options
are provided to make interfacing with external suppliers catalogs simpler.
O ly
XML is just another markup language like HTML (HyperText Markup Language). They are

l & On
both subsets of SGML (Standard Generalized Markup Language), the international standard
for defining descriptions of the structure of different types of electronic documents.
a e
Markup languages are generally similar in structure since they tend to group like things within
n
t e r s
a begin tag followed by an end tag. The begin tag and end tag have the same name and are
surrounded with separator characters <>. So we could create our own XML to describe a
U
I n
sentence and it would look like: <SENTENCE>This is my special sentence.</SENTENCE>.
In this example <SENTENCE> is the begin tag and </SENTENCE> is the end tag.

l e
References: XML: http://w3.org/XML/

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Chapter 3 - Page 43
XML Upload Items File Structure

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XML Upload Items File Structure

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The XML file that is used to load content into Oracle iProcurement can be generated in a text

r a
editor, commercial XML generator program, or an XML generator program that you write
yourself. Since XML is a simplified dialect of SGML you should expect the file to follow a
predefined structure.
O ly
Process to Upload an XML File

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (T) Agreement > Upload

t e r U s
Loading an XML file works the same as the spreadsheet (tab-delimited) file, except:
You use the DTD instead of a template to help you create a valid XML file. (Also use the

I n
Readme included in the download; it contains XML examples.)

c l e
Save the file as a .xml file.

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Chapter 3 - Page 44
Optionally make use of the POR:Load Auto Root profile option. Setting this to Yes lets
you add new base descriptors, in addition to system-provided base descriptors, such as
supplier item number. For example, you can add a Country of Origin descriptor for all
items.
Use XML tags instead of column headings.

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Chapter 3 - Page 45
Uploading Items: Spreadsheet Compared to XML

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Uploading Items: Spreadsheet Compared to XML

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As you can see illustrated in the slide above, the basic difference between the spreadsheet file

r a
that you loaded in an earlier practice and an XML file is just format. The spreadsheet file is
spread out with a column and row relationship. The XML file presents the entire item and its
O ly
attributes all in a sequential sequence.

l & On
Note the use in XML of the begin tag and end tag markers that are part of all generalized
markup languages. The widespread acceptance of XML is due to its being an International
a e
Standards Organization (ISO) data transmission standard and its ease of extensibility.
n
e r
Attributes can be added to an XML file without having to modify a process that uses the file.
s
With an old style row and column relationship, any new attributes force modification to the
t U
processing program for it to work.

I n
References: W3C recommendation for Extensible Markup Language (XML) 1.0 at

c l e
http://www.w3.org/TR/2000/REC-xml-20001006.

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Chapter 3 - Page 46
Sample XML Administrative Section

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Sample XML Administrative Section

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As described in detail in the Readme file available from the Download Bulk Load Resources

r a
page in the eContent Manager, the XML bulk load file is composed of several sections:
ADMIN (Catalog Title and other fields in spreadsheet)
O ly
NAME (Name used to identify your file)

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DATE (Date of creation or modification)
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SOURCE (Author of the XML document)
This slide shows a sample ADMIN section.

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Chapter 3 - Page 47
Sample XML Data File Structure

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Sample XML Data File Structure

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This is a generalized version of the XML file that might be used to add an item. The following
slide detail each specialized section.
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Chapter 3 - Page 48
Sample XML Document Header Section

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Sample XML Document Header Section

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This section is required, but its fields are used for your own identification purposes only. The

section. r a
XML loader does not validate or store any of the information contained in the document header

O ly
When you specify a Purchasing Document in the user interface during the upload process, the

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loader obtains the proper context from the document you have selected.

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Chapter 3 - Page 49
Sample XML Document Lines Section

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Sample XML Document Lines Section

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This slide shows a sample LINES section. The LINES section is used to maintain your catalog
items and their respective prices.
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Chapter 3 - Page 50
Sample XML Data Item Section

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Sample XML Item Section

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This slide shows a sample ITEM section. The CATEGORY element identifies the Oracle

item belongs to (Shirts). r a


Purchasing category while SHOPPING_CATEGORY indicates the iProcurement category this

O ly
Note that the SUPPLIER_PART_NUM in this section refers to the suppliers item number.

& On
Other commonly used descriptors for an XML item section are:
l
n a e
PRICE (Note that UNIT_PRICE is the list price for all users. The next slide illustrate the
PRICE section which is used to specify different prices for this item for different
operating units.)

t e r U s
DESCRIPTION (Description of the item or service. Required on an ADD.)

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UOM (Unit of measure as defined in Oracle Applications.)

c l e
PICTURE (File name of image associated with this item.)

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Chapter 3 - Page 51
Sample XML Data Price Section

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Sample XML Price Section

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This is an example of another data defining element that can be included in the ITEM section

r a
of your XML document. This particular sample sets a price discount of 10% when purchased
in a quantity greater than 5. This example applies to everyone but could be limited to a ship to
organization.
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Chapter 3 - Page 52
Loading Local Catalog Images

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Loading Local Catalog Images

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Images associated with catalog items can be uploaded using either just the file name as loaded

r a
on a local server or as a URL that links the item to a Web page. Both are accomplished by
providing the file name or the URL in the appropriate section of your upload file.
O ly
For a complete overview of image management, including recommendations on thumbnail

and Administration Guide.


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image sizes, see the Image Management section of the Oracle iProcurement Implementation

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Chapter 3 - Page 53
Sample Uploads for Image Files

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Sample Uploads for Image Files

c
Image files are hosted on the local server:l
r a
1. For the POR: Hosted Images Directory profile option, enter the directory path you use to
store image files. This path usually corresponds to the MEDIA_DIRECTORY defined in
the ssp_init.txt file. O ly
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2. Ask your database administrator to transfer the pictures to the directory you specified
above. The recommended image file format type is gif or jpeg for maximum browser
compatibility.
n a e
t e r U s
3. Create your catalog file image link:
- For a spreadsheet file Insert a column named Image in your file and populate the

I n
Image field with the file name of the images, such as bluepen.gif.
- For an XML file insert a NAMEVALUE element in the ITEM section with NAME

c l e
populated with PICTURE and VALUE populated with the file name of the image.

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Chapter 3 - Page 54
- Note that the image file name is case sensitive. For example, if the image file name is
bluepen.gif, but you specify BluePen.gif in the Image field, the image will not
display.
4. Load your catalog file.

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Chapter 3 - Page 55
Maintaining Items and Prices

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Maintaining Items and Prices

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You can maintain items and their attributes using both upload files and/or online authoring.

a
Online authoring is especially useful for small updates, for example price changes.
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Chapter 3 - Page 56
View Loader Job Status

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View Loader Job Status

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (L) Upload

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From this page you can search for a specific load or for all jobs that you submitted using the
Upload button on the Agreements tab. with a certain status:

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Pending: The job is waiting to be processed.

a e
Running: The job is in progress. For example, for file uploads, the eContent Manager is
n
loading the data.

t e r s
Completed: The job completed successfully. For file uploads, all of your catalog lines
U
I n
loaded successfully.
Error: For file uploads, the file failed to load because of a format or encoding error (none

l e
of the catalog lines was loaded), or the file loaded, but some of its lines were rejected

c
(successful lines were loaded).

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Chapter 3 - Page 57
Note: When updating a GBPA by editing an existing agreement and adding/modifying items
on the Update Blanket Purchase Agreement page, you can add lines by using the Via Upload
option from the Add Lines menu. Any uploads you submit using this option are not viewable
by loader job status.

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Chapter 3 - Page 58
View Document Upload History

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View Document Upload History

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (L) Upload

O ly
If the load completed with errors, you can view reasons why individual lines were rejected.
(The entire item or price is rejected.) Make these fixes in your file and upload again.

& On
Tip: If you have trouble diagnosing an error in a job, or if you want to monitor the job in
l
n a e
Oracle Applications, use the Requests window in Oracle Applications or Oracle Purchasing.
The number assigned to your job on the Loader Jobs page is the same as the Request ID in the

errors, if needed.
t e r U s
Requests window. Use the View Log button in the Requests window to get more details on the

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Chapter 3 - Page 59
Agenda

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Chapter 3 - Page 60
Catalogs, Content Zones, And Stores

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Catalogs, Content Zones, and Stores
Catalog
c l
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A generic term describing your online shopping content.
Content Zone
O ly
This is an iProcurement term that indicates the type of content and its associated security.
Store
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A store enables you to group content zones and smart forms into a single, searchable store.

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Chapter 3 - Page 61
iProcurement Catalog Administration: Manage Stores

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iProcurement Catalog Administration: Manage Stores
iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (T) Stores

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This is the home page for working with content zones, stores, and smart forms in Oracle
iProcurement.

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Chapter 3 - Page 62
Content Zones

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Content Zones

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Catalog is general term that refers to your online shopping content. However, you don't define

r a
or setup catalogs in iProcurement. Instead you define content zones. Catalog Administrators
partition local catalog content into local content zones, define punchout or transparent
O ly
punchout content zones, and then assign these content zones to stores. The combination of

& On
content zones that you assign to a Store determines what catalog content your users see.

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Chapter 3 - Page 63
Why Content Zones?

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Why Content Zones?
Partitioning
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Partitioning based on items supplier, supplier site, item category and browsing category
information
Inclusion and exclusion rules O ly
& On
Inventory items, items without iProcurement categories may be included or excluded
l
Forms:
n a e
Punchout, Transparent Punchout, Informational Punchout Content Zones, and Smart

e r
Simplified definition pages
Searchable keywords
t U s
I n
All content zones support operating unit or responsibility level security.

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Chapter 3 - Page 64
Creating A Local Content Zone

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Creating A Local Content Zone

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (T) Stores > Content Zones

O ly
The Manage Content Zones page is the home page for working with content zones in Oracle
iProcurement.

& On
Select Create Local Content Zone from the list of actions and click Go.
l
n a e
Select the appropriate include/exclude statements to define this zones content (that is, which
items will be included). Note that you can restrict by both suppliers and shopping categories.

e r s
Select the appropriate security statement to define the access controls for this zone.
t U
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Chapter 3 - Page 65
Applying Content Security Rules

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Applying Content Security Rules

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Since rules about supplier content can exist in a content zone along with rules about category

ANDed together r a
content, when both are defined the restrictions they create are both in effect. The rules are

O ly
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Chapter 3 - Page 66
Applying Content Security Rules In Stores

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Applying Content Security Rules in Stores

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Since stores are defined in terms of content zones, there could be a case where a store

r a
contained multiple local content zones. Also, each content zone could have its own supplier
and category rules. In this case the content available from the store are the items which meet
O ly
either of the content zones rules. The content available from one content zone appears along

& On
with the content from the other store. The rule sets are ORed together.

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Chapter 3 - Page 67
Creating A Punchout Zone

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iProcurement Catalog Administration: Manage Stores
iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (T) Stores > Content Zones

O ly
Select Create Punchout Content Zone or Create Transparent Punchout Content Zone from the
list of actions and click Go.

& On
More details regarding setting up punchouts will be covered in the Set up remote content
l
topic.

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Chapter 3 - Page 68
Creating An Informational Zone

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Creating An Informational Zone

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iProcurement Catalog Administration: Manage Stores

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iProcurement Catalog Administration Responsibility

O ly
(N) iProcurement Catalog Administration > (T) Stores > Content Zones
Select Create Informational Content Zone from the list of actions and click Go.

l & On
Informational zones are used for general procurement policies and guidance specific to a

information.
n a e
commodity type. They can provide a link to an internal or external web site for additional

e r s
Buying organizations may not choose to handle some types of items and services through the
t U
Oracle iProcurement requisition system. For example a company may not have any approved

I n
supplier for flowers. An informational catalog is set up to advise employees to purchase
flowers directly from local florists. The informational catalog would outline company policy,

l e
describe the process to get a company credit card, some links or phone numbers to the florists,
c
and even steps to file the expense report.

r a
The information is contained on either a web page, in which case you can reference it using a

O URL: http://my.web.page, or in an html page.

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Chapter 3 - Page 69
Creating Smart Forms

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Creating Smart Forms

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (T) Stores > Smart Forms

O ly
The Manage Smart Forms page is the home page for working with smart forms in Oracle
iProcurement. Smart forms are used by buyers to request items that are not in the catalog (non-

l & On
catalog requests). A standard default form for these type of requests can be used by clicking the
Non-Catalog Request link in the toolbar. Smart forms allow you to create customized request
a e
forms. This can include default item and supplier information. You can allow overrides to the
n
t e r s
defaults or define them as uneditable. Also, you can attach previously defined information
templates to request additional request details.
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Chapter 3 - Page 70
What Are iProcurement Stores?

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What Are iProcurement Stores?

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For most organizations, restricting access to content by role is very important. After

r a
configuring catalogs and stores, administrators can easily control which are available to
different classes of users within the employee population.
O ly
A store enables you to group catalogs into a single, searchable store. The store should be easy

l & On
for requesters to understand - for example, a store containing all computer supplies or all office
supplies. You can create one or more stores. These stores appear on the Shop page. Requesters
a e
select a store before searching. When requesters search, Oracle iProcurement searches across
n
e r
all content zones in the store and displays the results. Requesters can also click a store to see
s
the content zones within it. (You cannot search more than one store at a time.) Using their
t U
preferences, requesters can also select a favorite store to search by default.

I n
Every punchout, transparent punchout, or informational content zone must be assigned to

l e
a store to be searchable. (The local catalog is already in the Main Store by default,
although you can assign it to any store.)
c
r a
A content zone can be in multiple stores.

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Chapter 3 - Page 71
A store can contain more than one content zone of the same type, such as two punchout
catalogs, with one exception: to maximize searching performance, a store can have only
one local content zone.
The more transparent punchout content zones in a store, the slower the performance may
be (depending on factors such as network and Internet traffic and the external site's
performance).
If a store contains only punchout content zones, set at least one of them to always display
in the search results, to prevent the Search Results Summary page from being blank when
the search returns no matching items. See creating or editing a store.
The default Main Store has no image associated with it. If you want to associate images
with stores, see creating or editing a store.
A store that contains a transparent punchout content zone does not allow Advanced
Search. Advanced Search is performed on the local content zone only.

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Chapter 3 - Page 72
Managing Stores

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Managing Stores

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (T) Stores

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Oracle iProcurement provides the default Main Store when installed.

l & On
Uploaded content will be in that store unless you specify otherwise.

a e
Additional stores must be created for punchout (external) and informational content.

n
To create a store:

t e r s
1. On the Manage Stores page, click Create Store
U
bytes.
I n
2. On the Create Store page, enter a Store Name. Maximum character limit for Name: 2,000

l e
3. Image: Enter or edit the name or URL of an image that you want to display next to this

c
store. The image displays to requesters on the Shop page. If you enter an image name

r a (such as abc.gif) rather than a full URL (such as http://www.abc.cm/abc.gif), make sure
the image exists in the directory specified in POR: Hosted Images Directory. If
O you specify no image, the store displays its name and description only. (Behind the

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Chapter 3 - Page 73
scenes, the store displays a blank image file if you specify no image. If desired, you can
change this default blank image file to always display a standard "no store image" file or
message. See the image management section of the Oracle iProcurement Implementation
Guide).
4. Enter a Short Description. These appear next to the store when it displays to requesters on
the Shop page. Maximum character limit for Short Description: 240 bytes.
5. Enter a Long Description. The Long Description displays after the requester clicks the
store on the Shop page. The Shop Store page displays the long description near the top of
the page; it displays the list of catalogs and their descriptions below. Maximum character
limit: 2,000 bytes.
6. Add one or more Content Zone.
7. Add a Smart Form, if appropriate.
8. Click Continue and Add Catalogs to select the catalogs that you want to include in the
store.
To edit a store, click the Update icon next to the store.

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Chapter 3 - Page 74
Agenda

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Chapter 3 - Page 75
Remote Catalog Content

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Remote Catalog Content

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Remote or external catalog content simply means that no catalog content is stored on our
servers.
Requester can: r a
O ly
Click a link on Shopping or Search pages that takes requester directly to the suppliers
Web store.
l & On
n a e
Shop for and select items in the Web store.
Return with chosen items to iProcurement.

e r s
Complete checkout process in iProcurement for the items.
t U
Setup is required by both the catalog administrator in iProcurement and the supplier.

I n
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Chapter 3 - Page 76
Oracle iProcurement Catalog Management Review

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Oracle iProcurement Catalog Management Review
This slide provides a generic breakdown of catalogs and some suggestions as to how they

r
with two of the four possible catalogs:a
might be used. For our discussion of punchout to to remote catalogs we are only concerned

Catalog O ly
four possible catalogs:
l & On
For our discussion of punchout to to remote catalogs we are only concerned with two of the

n a e
Supplier-hosted: A supplier organization provides access to their externally hosted
catalogs.

t e r U s
Marketplace-hosted: A third party organization hosts multiple suppliers catalogs.
Commodities
I n
e
Direct material: mass-produced mechanical parts; products with pre-negotiated or stable
l
prices; strategic maintenance, repair, and operation (MRO) items (such as packing
c
material).

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Chapter 3 - Page 77
Configured products: products requiring high degree of configuration, such as computer
hardware or office furniture; specialized services, such as printing or media services;
products with fluctuating prices; extremely large or specialized catalogs, such as chemical
supplies.
Indirect material: office supplies; standard MRO items; products with unstable pricing.

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Chapter 3 - Page 78
Oracle Content Zone Types Review

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Oracle Content Zone Types Review

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These are the official catalog types as identified in the Oracle iProcurement Implementation

r a
Guide and the Oracle iProcurement Help. It is important to understand the distinction between
how catalog content is stored and how it is delivered to the Oracle iProcurement requester.
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Chapter 3 - Page 79
What Is Punchout?

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What Is Punchout?

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Punchout is protocol for interactive sessions managed across the Internet. It supports user

r a
interaction with a remote site through communication from one application to another. This
interaction is performed using real-time XML transactions over the Internet.
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Chapter 3 - Page 80
What Is Transparent Punchout?

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What Is Transparent Punchout?

c l
Punchout and transparent punchout offer the same basic benefitsmainly, the benefit of the

r a
supplier maintaining its own item information, reducing maintenance costs for the buyer and
supplier, and a single point of access to catalog content regardless of where it resides.
O ly
The main distinctions between punchout and transparent punchout are as follows:

l & On
With transparent punchout, the requester does not visibly access the supplier site.
Transparent punchout accesses the site in the background and returns the items directly to
a e
Oracle iProcurement, with no changes to the requesters user interface. Requesters
n
t e r U s
perform no additional navigation to return to Oracle iProcurement.
Whereas transparent punchout is ideally suited for products with fluctuating prices,

I n
punchout is ideally suited for configurable products. In addition, the suppliers site may
have special features unique to the industry or to the buyer-supplier relationship that a

l e
punchout can take advantage of.

c
In a transparent punchout, the supplier sets up integration with its search engine to properly

r a
return search results to Oracle iProcurement. In a punchout, the supplier sets up integration to
access its catalog and provide a mechanism for returning the requester to Oracle iProcurement.
O
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Chapter 3 - Page 81
(If the supplier has already implemented a punchout, the supplier can leverage some of that
setup when implementing a transparent punchout.)

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Chapter 3 - Page 82
Oracle iProcurement Punchout Models

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Oracle iProcurement Punchout Models

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The models described here mention Oracle Exchange since that punchout model simplifies

model 2. r a
some of the technical issues. You could punchout to some other marketplace as well using

O ly
Since the Oracle Exchange catalog contains many suppliers items in one place, with the ability

l & On
to shop and compare common item information, buyers can easily search and compare among
many supplier items using Model 1. Suppliers load their items to the Exchange catalog using
XML or spreadsheet text files.
n a e
t e r U s
Model 4 can be used for suppliers who use cXML (commerce eXtensible Markup Language).
Models 3 and 4 enable the catalog administrator to simply download the suppliers punchout

n
setup (also known as a punchout definition) from Oracle Exchange into iProcurement.
I
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Chapter 3 - Page 83
XML: The Language of a Punchout

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XML: The Language of a Punchout

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In order to standardize the exchange of catalog content and to define request/response

r a
processes for transactions over the Internet several standards have been created. The
processes covered by these standards include purchase orders, change orders,
O ly
acknowledgments, status updates, ship notifications and payment transactions.

l & On
Be aware that there are other XML DTD standards in use as well including initiatives led by
CommerceNet, RosettaNet, and Information & Content Exchange (ICE). For more
a e
information about OBI visit www.openbuy.org and for cXML visit www.cxml.org.
n
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Chapter 3 - Page 84
Comparing a Supplier Punchout to a Marketplace Punchout

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Comparing a Supplier Punchout to an Oracle Exchange Punchout
Here we are comparing the benefits of shopping at a supplier-hosted site to a marketplace-
hosted site.
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Chapter 3 - Page 85
Model 1 & 2 Technical Overview

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Model 1 & 2 Technical Overview

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1. The buyer connects to the Oracle iProcurement server using a browser.

r a
2. When the buyer clicks a punchout to Oracle Exchange site the iProcurement server will
send an XML punchout request document to the Exchange providing details of the user
and authentication information.O ly
l & On
3 & 4. The Exchange will send an XML Punchout response to the iProcurement server. The
response includes a URL though which the user connects to Oracle Exchange.

n a e
5. The user's browser is redirected to the Oracle Exchange catalog, where the user browses

t e r U s
the catalog and adds items to the shopping cart.
6a. When the user finishes shopping, the contents of the shopping cart is posted to the users
browser.
I n
6b. The contents of the shopping cart are added to the users shopping cart in Oracle

l e
iProcurement. The normal check out will follow in the usual manner.
c
Model 2 Technical Overview

r a
Same as above, but substitute supplier for Exchange. Details can vary somewhat

O depending on suppliers configuration.

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Chapter 3 - Page 86
Models 3 & 4 Technical Overview

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Models 3 & 4 Technical Overview

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1. The buyer connects to the Oracle iProcurement server using a browser.

r a
2. When the buyer clicks a punchout to a Supplier site via an Oracle Exchange, the
iProcurement server will send an XML punchout request document to the Exchange
O ly
providing details of the punchout supplier, the user performing the punchout, and the

l & On
proxy user through which to connect to the Exchange.
3. The Exchange will send a punchout request to the supplier site, providing details of the
a e
password with which to connect (provided by the supplier when they defined the punchout
n
t e r U s
on the Exchange) and the iProcurement user requesting the connection.
4. The supplier will respond with an XML Punchout response document. The response

I n
includes a URL through which the user will connect to the supplier site.
5. The Exchange will send an XML Punchout response to the iProcurement server. The

l e
response includes a URL through which the user will connect to the supplier site.

c
6 & 7. The users browser session will be redirected to the suppliers catalog, where the user

r a will browse the catalog and add items to their shopping cart.

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Chapter 3 - Page 87
8a and 8b. When they have finished shopping, the contents of the shopping cart will be
posted to the users browser and then added to the users shopping cart in Oracle
iProcurement, the check process will continue in the usual manner
cXML is a specialized version of XML developed by several commercial partners in an
attempt to streamline the commercial use of XML documents. You can think of it as a
uniquely defined subset of XML designed specifically for procurement transactions.
9 & 10. If this is a cXML supplier, since iProcurement cannot process cXML document, the
cXML document is sent to the Oracle Exchange to be translated into Oracle native XML,
format which is then passed back to Oracle iProcurement.

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Chapter 3 - Page 88
Deciding on a Punchout Model

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Deciding on a Punchout Model

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Assuming you have chosen to use punchout this slide shows the decision flow you should

r a
consider. The following are the models referred to above:
1 - Oracle iProcurement to Oracle Exchange
O ly
2 - Oracle iProcurement Directly to Supplier-Hosted Catalog

& On
3 - Oracle iProcurement to Supplier-Hosted Catalog using Exchange (XML)
l
a e
4 - Oracle iProcurement to Supplier-Hosted Catalog using Exchange (cXML)

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Chapter 3 - Page 89
Punchout Management

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Punchout Management

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iProcurement Catalog Administration Responsibility

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(N) iProcurement Catalog Administration > (T) Stores > Content Zones

O ly
Select Create Punchout Content Zone or Create Transparent Punchout Content Zone from the
list of actions and click Go.
Content Zones
l & On
n a e
Used by the Oracle iProcurement administrator to create and manage content zone
characteristics. The Manage Content Zones page is used to define the punchout source and

Stores
t e r U s
access method, as well as details about the actual location of the catalog.

I n
Used by the Oracle iProcurement administrator to create and manage store attributes. The

c l
Smart Formse
Manage Stores page is used to define the store name, type, operating unit, and identification.

a
You can define smart forms and associate them for specialized requests.
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Chapter 3 - Page 90
Basic Punchout Setup Steps

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Basic Punchout Setup Steps

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These are the common setup steps for all punchout models.

r a
You should always check the Oracle iProcurement documentation on MetaLink for the latest
information. At the time this slide was prepared the following profile options impacted
punchout: O ly
POR: Proxy Server Name
l & On
POR: Proxy Server Port

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POR: CA Certificate File Name

e r s
POR: Transparent Punchout Timeout Limit
t U
POR: Default Currency Conversion Rate Type

I
Other considerations:n
l e
If the suppliers site is secure (uses an https:// URL):

c
- Make sure the suppliers site is on the certificate authorities (CA) list, which is a file

r a in iProcurement. By default this file is called ca-bundle.crt in iProcurement.


- Make sure POR: CA Certificate File Name is set to this CA directory and file. For
O example: $APACHE_TOP/Apache/conf/ssl.crt/ca-bundle.crt.

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Chapter 3 - Page 91
Category mapping is required, so at minimum, the catalog administrator must map
Purchasing categories to category names that the supplier uses.
You can also do supplier, supplier site, and UOM mapping, if the supplier uses different
values for these than you do.
Set up mapping in e-Commerce Gateway.
References: See the Oracle Procurement Buyer's Guide to Punchout and Transparent
Punchout for more information.

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Chapter 3 - Page 92
Oracle Exchange Punchout Setup

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Chapter 3 - Page 93
Supplier Punchout Setup

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Supplier Punchout Setup

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Once all of these steps are done, the catalog administrator at the buying company enters the

r a
supplier URL and password in the eContent Manager setup pages in iProcurement.
For Model 1 (punchout from iProcurement to Exchange) the supplier must:
Register on Oracle Exchange. O ly
& On
Upload XML or spreadsheet text files to the Oracle Exchange catalog. (Performed on
l
Oracle Exchange.)

n a e
For punchouts involving Oracle Exchange (Models 3 and 4) the supplier must:

e r
Register on Oracle Exchange.
t U s
Define the punchout (for example, specify URL, password, and keywords) on Oracle
Exchange.
I n
c l e
Publish the punchout on Exchange. (At any time, the supplier can hide access to the
punchout by unpublishing it if necessary.)

r a
References: See the Oracle Procurement Suppliers Guide to Punchout and Transparent
Punchout for more details.

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Chapter 3 - Page 94
Agenda

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Chapter 3 - Page 95
Administer Oracle iProcurement Catalog Structure

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Administer Oracle iProcurement Catalog Structure
Manage Descriptors and Item Categories: A critical portion of the Online Schema

r
consists of categories and descriptors.a
Maintenance features. Schema refers to the structure and organization of the catalog. Schema

O ly
Manage Category Hierarchy: The table of contents presents a hierarchical view of the

l & On
catalog, similar to a book's table of contents. Use the table of contents to view and create
hierarchies of categories and to create browsing categories.
a e
Map Shoping Categories: Enables you to display different category names to the requestor
n
for an existing category.

t e r U s
Map Purchasing Categories: Mapping categories enables you to link category names

I n
imported to the catalog to an existing Oracle Purchasing category.
You can perform your administration either by using Schema Maintenance online or by XML
upload.

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Chapter 3 - Page 96
Catalog Structure Components

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Catalog Structure Components
Item categories
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Creating a new category in Oracle iProcurement is easy and gives you the flexibility to change
as your needs change. You could change a category name to reflect a change in your business
O ly
or in the market. Deleting a category might be required if you no longer purchase items in that
category.

l & On
The iProcurement catalog supports a maximum of 50 local descriptors per category, 250 total
a e
base descriptors, and any number of item and browsing categories. (The more browsing
n
Descriptors
t e r U s
categories you have, the longer the Build Table of Contents page may take to display.)

I n
Remember that changing local descriptors allows you to change the information for a particular
category. Editing base descriptors changes descriptors for the entire catalog, not just for a

l e
particular category.

c
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Chapter 3 - Page 97
Local Catalog Structure: Categories

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Local Catalog Structure: Categories

c l
When we talk about a catalog, we are usually thinking about paper catalogs. These paper

r a
catalogs are broken down into sections - clothing, home and garden, lighting, and so on. Think
of the category structure you are building as if it were a table of contents to a reference book.
O ly
Within each section there are items, and each item has a description with some relevant

l & On
information for that item. The Oracle iProcurement catalog is designed to enable you to model
your electronic catalog in a way similar to a paper catalog.

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Chapter 3 - Page 98
Local Catalog Structure: Items

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Local Catalog Structure: Items

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Within each category (catalog section) there are items, and each item has a description with

r a
some relevant information for that item. The information specific to a category of an item is
termed a local descriptor. An example might be that a sofa comes with dimensions, to make
O ly
sure it will fit in your lounge, whereas speakers come with output ratings.

a base descriptor.
l & On
Any information that could appear on every item in every category (like price or description) is

a e
Note: This discussion of local descriptors is presented here only to assist your understanding of
n
t e
which will discussed later.r U s
the overall catalog structure. Local descriptors cannot be extracted, but must be bulk loaded

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Chapter 3 - Page 99
Creating and Modifying the Catalog Structure

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Creating and Modifying the Catalog Structure

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Tip: Use XML files to build your catalog structure. Once you have refined them in the test

a
environment it is a simple matter to copy them and load them to the production system.
r
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Chapter 3 - Page 100
Online Schema Maintenance

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Online Schema Maintenance

c l
iProcurement Catalog Administration Responsibility

r a
(N) iProcurement Catalog Administration > (T) Schema
From this page you can
Manage base descriptors O ly
l & On
Create item categories and descriptors

a e
Maintain your category hierarchy (Table of Contents)

n
t e r
Perform category mapping
s
Note: Most catalog administration functions are also available using uploads.
U
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Chapter 3 - Page 101
XML Upload Schema File Structure

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XML Upload Schema File Structure

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Similarly to the item upload discussed in an earlier topic, you an use a completed XML file to
upload catalog (schema) information.
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Chapter 3 - Page 102
Sample XML Schema File

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Sample XML Administrative Section

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As described in detail in the Readme file available from the Download Bulk Load Resources

r a
page in the eContent Manager, the XML bulk load file is composed of several sections:
ADMIN (Catalog Title and other fields in spreadsheet)
O ly
CONTRACTS (Contract Reference section in spreadsheet)

& On
ITEM (item information such as Supplier Item Number in spreadsheet)
l
n a e
PRICE (price information such as UOM in spreadsheet)
ROOT_DESCRIPTORS (if you want to include additional base descriptors, and

e r s
POR:Load Auto Root is set to Yes)
t U
This slide shows a sample ADMIN section.

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Chapter 3 - Page 103
Sample XML Schema Section

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Chapter 3 - Page 104
Manage Base Descriptors

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Manage Base Descriptors
iProcurement Catalog Administration
c l
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(N) iProcurement Catalog Administration > (T) Schema > Base Descriptors

O ly
Where descriptors appear in the Oracle iProcurement Catalog:
See the column headings on the Search Results page as a result of a direct search. These
are all base descriptors.
l & On
n a e
Local descriptors display on the Search Results page only if the requester got there by
browsing levels of categories.

e r s
The exception to the above statements is when the descriptor has been bulk loaded with
t U
the Search Visible attribute off.

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Chapter 3 - Page 105
Manage Item Categories

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Manage Item Categories
iProcurement Catalog Administration
c l
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(N) iProcurement Catalog Administration > (T) Schema > Item Categories

O ly
From the Item Categories page you can perform any of the tasks listed in the slide above. For
the most part, it is simply a mater of finding the category you wish to modify and then

step by step details.


l & On
performing the modification. See the online help from the Manage Item Categories page for

Note: For review:


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Categories are used for browsing and categorizing items.
Descriptors provide information about an item in the catalog.

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Chapter 3 - Page 106
Managing Descriptors

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Managing Descriptors

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Type: Text or number. You can additionally choose Translatable Text if uploading, meaning

r a
you allow the value for this descriptor to vary by language. (If you just choose Text, it cannot
vary by language. You may want Ink Color to vary by language, but Country of Origin not.)
Description: For your own purposes. O ly
Results page.
l & On
Sequence: You can influence the order in which base or local descriptors display on the Search

n a e
Searchable: You can tell the search engine not to search on this descriptor, or to include it in

t e r U s
searches. For example, your attribute is Ink Color for the category Pens. Someone on the
system enters Red Pen in the search field. If Ink Color is searchable, any item in the Pens

I n
category with a Red ink color will appear on the search results list. If it isnt searchable, Red
Pen will not return an item with a Red ink color specified in the descriptor.

l e
Note: It is recommended not to make too many descriptors searchable. The more descriptors

c
you make searchable, the longer it takes for the system to conduct searches. Also, if you make

r a
long values like description searchable, the accuracy of the search is diluted, and if you make
searchable descriptors that are not item detail visible, buyers and catalog authors will not
O understand why a particular item was included in their search results.

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Chapter 3 - Page 107
Search Results Visible: Indicator of whether the descriptor displays as a column header in the
search results. Valid values are 0 (for No) or 1 (for Yes). Note: local descriptors are displayed
to requesters only when accessed by browsing categories online.
Note: making too many descriptors visible will force the requester to scroll too far across on
the Search Results page.
Item Detail Visible: Indicate whether you want this descriptor to display in the item details.
Note: Its recommended that you make all descriptors visible in the item details to help
requesters make an informed decision about what to buy.
The Schema Readme file provides more detail on these.

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Chapter 3 - Page 108
Manage Category Hierarchy

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Manage Category Hierarchy
iProcurement Catalog Administration
c l
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(N) iProcurement Catalog Administration > (T) Schema > Category Hierarchy

O ly
The category hierarchy is a hierarchical view of the catalog, similar to a book's table of
contents. Use the Category Hierarchy page to view and create hierarchies of categories and to
create browsing categories.
l & On
n a e
The Category Hierarchy page allows you to create and edit this category structure. This
hierarchical structure can be used to supplement the catalog search capabilities. The table of

t e r U s
contents is structured using a parent/child model.
The root category and all associated categories are displayed on the Category Hierarchy page.

I n
Clicking the expand/collapse icon displays all items associated with that category.
Note: Using the HIERARCHY section of the schema bulk load also enables you to create a

l e
table of contents.
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Chapter 3 - Page 109
Sample iProcurement Table of Contents

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Sample iProcurement Table of Contents

c l
In this sample; Office Supplies is a parent category and Ball Point Pens is an child category. If

a
you were to select Ball Point Pens there are individual items below it in the hierarchy.
r
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Chapter 3 - Page 110
Map iProcurement Categories

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Map iProcurement Categories
iProcurement Catalog Administration
c l
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(N) iProcurement Catalog Administration > (T) Schema > Category Mapping

O ly
Since categories can be created in Oracle iProcurement independently from Oracle Purchasing,
mapping catalog categories to Oracle Purchasing categories is a required step in order to

complete the shopping cycle.


l & On
transfer items from the shopping cart (in iProcurement) back into Oracle Purchasing to

n a e
When an end user shops for an item in iProcurement they see the catalog category, however,

t e r U s
when creating the requisition, the iProcurement mapping is considered and the requisition line
uses the corresponding Oracle Purchasing category.

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Chapter 3 - Page 111
Map Purchasing Categories

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Map Purchasing Categories
iProcurement Catalog Administration
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(N) iProcurement Catalog Administration > (T) Schema > Category Mapping > Purchasing
Category
O ly
The purpose of mapping Oracle Purchasing categories to catalog categories is for display. If

l & On
this mapping is performed, the user will see the iProcurement catalog category description
instead of the Purchasing category when shopping for items in Oracle iProcurement. You
a e
would want to do this if the category descriptions defined in Oracle Purchasing are not intuitive
n
t e r U s
to the Oracle iProcurement catalog users.
Note: Using the Map Categories page, you cannot map Oracle Applications categories to a

(item) categories.
I n
category that contains subcategories (browsing category); you can map only to the lowest-level

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Chapter 3 - Page 112
Shopping Category Mapping

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Shopping Category Mapping
iProcurement Catalog Administration
c l
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(N) iProcurement Catalog Administration > (T) Schema > Category Mapping > Shopping
Category
O ly
This is a very simple sample of how you might use the iProcurement Mapping feature. In

l & On
Oracle iProcurement terminology the catalog categories such as My Computer Stuff and My
Networking are referred to as navigation (browsing) categories. The catalog categories like My
a e
Hub contain orderable items. These categories can be linked to Oracle Purchasing categories
n
Mapping Considerations:
t e r U s
and are referred to as genus categories.

category. I n
You can map multiple iProcurement catalog categories to a single Oracle Applications

l e
You cannot map a single iProcurement catalog category to more than one Oracle
c
Applications category.

r a
Tip: You can build a hierarchy of categories and as a last step simply link the top of your

O hierarchy (a navigation category) to an Oracle Purchasing category and all categories below
will be mapped as well.

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Chapter 3 - Page 113
Uploading Categories and Descriptors

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Uploading Categories and Descriptors
iProcurement Catalog Administration
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(N) iProcurement Catalog Administration > (T) Schema > Upload > (B) Upload

O ly
If the auto-load profile options are set to Yes you can load categories and local descriptors with
a upload text file, but XML schema files enable you to perform all online maintenance

l & On
functions and other functions as well. For complete details see the readme files available from
the Upload Schema page in iProcurement Catalog Administration.

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Chapter 3 - Page 114
Agenda

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Chapter 3 - Page 115
Catalog Search Components

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Search Components

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Search engine (interMedia): Method and technology the search process uses to find items in

r a
the catalog. interMedia database platform services manage rich content (image, audio, and
video) and associated metadata in an integrated fashion with other enterprise information.
O ly
Search descriptors: Influence whether the item appears in the search results. A Search Results

l & On
Visible descriptor influences whether a particular item descriptor (such as Ink Color for pens)
displays on the Search Results page for the item.

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Chapter 3 - Page 116
Types of Catalog Searches

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Types of Catalog Searches
The quick search:
c l
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Match all search terms: Each keyword must be found to determine a match.
The advanced search:
O ly
Match all search terms with stemming: Each keyword without an operator must be found
& On
to determine a match. Using a technique called stemming the search engine also looks for
l
n a e
words that are derived from the search keywords.
Begins with (or wildcard): The search engine appends a wildcard to the end of each

t e r U s
keyword without an operator and looks for matches.
Fuzzy match: The search engine looks for keywords without operators that closely

I n
resemble your item, but are spelled differently.

c l e
Relevance ranking: Relevance is determined by the number of keyword occurrences.
Items containing more of the search words are scored higher.

r a Within documents containing equal number of search words, the score is based on
individual scores of the search words.

O Frequently occurring words contribute less to the relevance ranking than rare words.

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Chapter 3 - Page 117
In addition to returning matching items, iProcurement also returns the following:
Matching categories
Matching shopping lists
Matching punchout links. (If the keywords defined while defining the punchout match the
keywords entered, that punchout link displays on the Search Results page.)
Note: The search engine is discussed in detail in the Search Engine Logic appendix of the
Oracle iProcurement Implementation Guide.

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Chapter 3 - Page 118
Search Results Display: Paragraph

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Search Results Display: Paragraph

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You can select one of two methods for your search results to be displayed, paragraph or grid.

r a
You set the display method in your Preferences.
The paragraph display includes the images (unless you choose to hide them).
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Chapter 3 - Page 119
Search Results Display: Grid

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Search Results Display: Grid

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The grid display shows the search results in a tabular view, allowing easy comparison of many
items.
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Chapter 3 - Page 120
Special Characters in Catalog Searches

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Special Characters in Catalog Searches
Search operators
c l
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If you enter % or * in your search word, the system performs a wildcard search. When you use
% or * explicitly in your search word, stemming and fuzzy matching are not performed.
Searchable characters O ly
& On
You can enter a hyphen (-) or underscore (_), and these will be included in the search. For
l
123 and test.
n a e
example, if you enter item-123 test, the search engine looks for items that contain both item-

t e r U s
All other special characters are ignored
For example, if you entered red, white & blue, the search engine ignores the comma and the

I n
ampersand and looks for any items containing the terms red or white or blue.

c l e
Additional considerations:
Entry of partial item or part numbers wont match without a wildcard. For example, enter

r a
AZ2%, not AZ2, to find item numbers starting with AZ2.
Characters that the search ignores are deleted from the string. For example, if you enter

O black&white, the search engine ignores the ampersand and looks for a match on blackwhite.

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Chapter 3 - Page 121
Filtering and Sorting

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Filtering and Sorting
Filtering
c l
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You can filter any of the default base descriptors that the catalog provides except for item
Description, Category, and any of the pricing descriptors (Currency, Price, UOM,
Operating Unit). O ly
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Note that filtering is intended for descriptors that normally contain natural groupings. For
example, the descriptor Manufacturer is likely to contain some values that are the same (a
a e
finite group of airplane manufacturers, for example). But descriptors like Supplier Item
n
t e r s
number are typically unique. Although you can technically filter by Supplier Item, its not
really intended for filtering.
U
Sorting
I n
You can sort only on item Description, Supplier, Relevance, Category, Unit Price, and

l e
Functional Currency Price.

c
You can select ascending or descending.

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Chapter 3 - Page 122
Search Descriptor Characteristics

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Search Descriptor Characteristics

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When you are planning your catalog structure you must consider the impact that the descriptor

r a
characteristics have on the search results that your users will see. Are they helping the user
find their results quickly or hindering?
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Chapter 3 - Page 123
Searchable Base Descriptors

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Searchable Base Descriptors

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These are the catalog base descriptors that are initially set (by default) to be searchable.

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Chapter 3 - Page 124
Search Results Visible Base Descriptors

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Search Results Visible Base Descriptors

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These are the catalog base descriptors that are initially set (by default) to be search results
visible.
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Chapter 3 - Page 125
Rebuild Catalog Indexes

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Rebuild Catalog Indexes

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Rebuilding the catalog indexes is an important step after any major catalog software upgrade.

r a
However, it is not a required step to be able to use any newly added data.
When a rebuild is required you must consider the consequences of not being able to use the
catalog during rebuild. O ly
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Chapter 3 - Page 126
Search Engine Setup Impact

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Chapter 3 - Page 127
Agenda

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Chapter 3 - Page 128
iProcurement Catalog Administration

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iProcurement Catalog Administration
iProcurement Catalog Administration
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(N) iProcurement Catalog Administration

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Implementation steps performed in iProcurement Catalog Administration that are related to
catalog content.

& On
Note that this section is merely a review, these topics were covered earlier in the sequence that
l
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they would normally be performed

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Chapter 3 - Page 129
Setup Considerations

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Chapter 3 - Page 130
Local Catalog Setup

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Chapter 3 - Page 131
Profile Options for Uploading Local Content

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Profile Options for Uploading Local Content

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Important profile options for local catalog setup. Note that there are many profile options that

later in this topic for more details.r a


impact catalog behavior in Oracle iProcurement. See the Oracle iProcurement Setup section

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Chapter 3 - Page 132
Supplier-Hosted Setup

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Chapter 3 - Page 133
Marketplace-Hosted Setup

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Chapter 3 - Page 134
Profile Options for Punchout

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Profile Options for Punchout

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Important profile options for Punchout setup. Note that there are many profile options that

a
impact catalog behavior in Oracle iProcurement.
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Chapter 3 - Page 135
Agenda

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Chapter 3 - Page 136
Decide on a Catalog Source

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Decide on a Catalog Source

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We cannot overemphasize the importance of carefully analyzing your organizations

Commodities r a
procurement needs and then choosing the catalog that best fits those needs!

O ly
Direct material: Mass-produced mechanical parts; products with pre-negotiated or stable

material).
l & On
prices; strategic maintenance, repair, and operation (MRO) items (such as packing

n a e
Configured products: Products requiring high degree of configuration, such as computer

t e r U s
hardware or office furniture; specialized services, such as printing or media services;
products with fluctuating prices; extremely large or specialized catalogs, such as chemical
supplies.
I n
Indirect material: Office supplies; standard MRO items; products with non-stable

l e
pricing.

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Chapter 3 - Page 137
Considerations when choosing a catalog model:
Kinds of items requestors will order.
Buyer-hosted catalog provides a common user interface, and includes multiple suppliers
items all in one place.
Buyer-hosted catalog is inside the firewall.
Do suppliers already send electronic agreements and quotations (EDI or XML)?
Supplier-hosted and marketplace-hosted catalogs put the maintenance in the suppliers
hands.
Supplier-hosted and marketplace-hosted catalogs require more complex security.

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Chapter 3 - Page 138
Considerations for Local Catalogs

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Considerations for Local Catalogs

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Think about where your items and categories are coming from: Oracle Purchasing,

r a
suppliers (via upload files), or both?
Will you use the descriptors provided by uploading to augment item information for items
O ly
extracted from Oracle Purchasing? If so, which descriptors will you use?

l & On
Depending on your sources of local content, think about how you want to structure
categories in the catalog. Will you use UNSPSC codes? Will you use categories extracted
a e
from Oracle Purchasing? Will you create your own categories and map these to categories
n
in Oracle Purchasing?

t e r U s
Will requesters understand the category structure youve set up in Oracle Purchasing? If

I n
not, youll need to create categories that a requester will more likely understand and map
these to Oracle Purchasing categories. Or, you can avoid mapping by setting up categories

l e
in Oracle Purchasing that work for both buyers and requesters.

c
Are the base descriptors that iProcurement provides enough, or do you need more? If so,

r ayou can use XML schema uploading (or online schema editing) to add or change these.
Do you need to create additional descriptors specific to certain categories? If so, use XML
O schema uploading (or online schema editing) to add these.

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Chapter 3 - Page 139
Do you need to create different pricing for different operating units? Use uploading to do
this.
Decide whether or how to control users access to categories using realms.

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Considerations for Supplier-Hosted Content

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Considerations for Supplier-Hosted Content

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Decide on the punchout model you and your supplier can implement based on the

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capabilities of the supplier and your own preferences.
At a minimum you must map the suppliers categories to your own categories (categories
O ly
in Oracle Purchasing). Figure out the mapping that needs to occur.

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You can also do supplier, supplier site, and UOM mapping, if the supplier uses different
values for these than you do. This is described in more detail in the Oracle Procurement
a e
Buyer's Guide to Punchout and Transparent Punchout.
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Set up mapping in e-Commerce Gateway. (For via Exchange models, you can also use
Exchange to assist with the mapping.)

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Chapter 3 - Page 141
Considerations for Marketplace-Hosted Content

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Considerations for Marketplace-Hosted Content
If you use Oracle Exchange as your marketplace you can punch out directly to the

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Exchange, to the myriad items that suppliers have loaded there. Or you can punch out
through the Exchange, enabling the supplier to define its punchout once on the Exchange
O ly
and enabling you (the catalog administrator at the buying company) to easily download it.

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If you will be using other third parties to manage your content determine how much you
want those third parties to manage: will they deliver files to you, which you then bulk
a e
load? Or do they offer their own service that requestors in your system can access?
n
t e r s
Will you use punchout to access the third partys Web site? Or does the third party offer
other mechanisms for ordering items from their system?
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Chapter 3 - Page 142
Considerations for Security

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Chapter 3 - Page 143
Summary

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Chapter 3 - Page 144
Oracle iProcurement
Requisitions
Chapter 4

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Chapter 4 - Page 1
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Oracle iProcurement Requisitions

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Chapter 4 - Page 3
Objectives

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Chapter 4 - Page 4
Agenda

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Chapter 4 - Page 5
Procurement Process: Oracle iProcurement

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Procurement Process: Oracle iProcurement Requisitions
This Oracle iProcurement functionality provides the essentials for the ordering portion of the

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procurement process. Here we will discuss the shopping process that leads to the creation of a
requisition in Oracle Purchasing. As you learn about the ordering process, note that Oracle
O ly
iProcurement is a trade name for what the industry calls self-service purchasing or
eProcurement.

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Chapter 4 - Page 6
iProcurement Flow

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iProcurement Flow

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The slide shows the stages of the shopping flow in iProcurement. Note that not all steps are
required or occur.
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Chapter 4 - Page 7
iProcurement Home Page

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iProcurement Home Page
iProcurement Responsibility
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(N) iProcurement Home Page
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Oracle iProcurements home page provides simple one-click access to searching, shopping,
ordering, requisition management, and receiving features. From the iProcurement home page
you can:
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Search or select items to order (Stores, Shopping Lists, non-Catalog requests).
View the status of your requisitions (My Requisitions, Requisitions).

e r s
View and respond to your notifications (My Notifications).
t U
View and receive your outstanding orders (Receiving).

I n
View and modify your default settings (Preferences).

l e
Review the online help (Help).

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Oracle iProcurement is built upon the Oracle Applications Framework technology. Oracle

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Applications Framework enables system administrators to easily personalize the user interface
in Oracle iProcurement. Examples include showing, hiding, moving, or modifying regions
O (such as the My Requisitions section on the iProcurement home page).

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Chapter 4 - Page 8
iProcurement Preferences

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Preferences
iProcurement Responsibility
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(N) iProcurement Home Page > Preferences > iProcurement Preferences

O ly
Use the Preferences link at the top of any page to set your preferences. Preferences are used to
control formatting and automatically fill in specific information on various checkout pages.

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Preferences expedite shopping and save time.
l
preferences:
n a e
In addition to the iProcurement Preferences, you can set the following self service personal

t e r U s
Regional information like preferred date format and currency (in available date defaults,
MM displays the month as a two-digit number; MMM displays the month as three
character text).
I n
Notification style and language

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Password
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a
You can also use the Preferences page to create additional favorites lists.

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Chapter 4 - Page 9
Shop For Goods and Services

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Shop For Goods and Services

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Shopping describes the process of finding the correct items for your order and adding them to

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your shopping cart. Depending on the procurement needs of your requesters and the buying
policies of your organization, the setup can be simple or complex.
My Favorites O ly
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If requesters order the same items regularly they can develop a Favorites List by selecting an
item from the search results and clicking the Add to Favorites button. They can additionally
a e
use their default My Favorites list entries to create multiple additional Favorites lists.
n
Shopping List

t e r U s
Shopping lists are requisition templates that are created in Oracle Purchasing and then

I n
extracted into iProcurement. An example of a Shopping list is an office supplies list. The list
could contain the standard set of office supplies a new hire would need
Search
c l e
Searching in iProcurement makes use of the Context or InterMedia features of the Oracle

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database. Users can search for item names, item numbers, supplier names, and other criteria

O available in your catalog. Users can specify in their the format they in which they wish to

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Chapter 4 - Page 10
see results: grid or table. Review the Managing iProcurement Catalog Content topic of this
course for more details on what items are available in the unified catalog.
Browse Categories
iProcurement catalog management enables the catalog administrator to create a table of
contents by item category. For example, you may want to order a pencil. By using the Browse
Category feature you would first select Office Supplies and then Pencils to see the selections
available. Review the Managing iProcurement Catalog Content topic of this course for more
details on creating a table of contents.
Non-Catalog
There may be occasions when an item is not listed in either the internal catalog or on a supplier
or external marketplace punchout site. You can create an item that is not listed in your catalog
by using the Create Non-Catalog Request page. Non-Catalog items can include services or
specialty items. You can also create Smart Forms to process non-catalog requests. Smart Forms
are based on the default non-catalog request page, but can be customized.
External Marketplace
Users may punchout to a supplier or marketplace Web site to search for items and bring
them back into iProcurement to be used on a requisition. Review the Managing iProcurement
Catalog Content topic of this course topic for more details on punchout.
References: See Creating and Maintaining Local Content in the Oracle iProcurement
Implementation Guide.

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Chapter 4 - Page 11
Basic Shopping Flow

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Basic Shopping Flow
iProcurement Responsibility
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(N) iProcurement Home Page > Shop
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O ly
Oracle iProcurement leverages the well-accepted model for web shopping incorporated into top
consumer Web sites. This proven approach allows first-time, untrained requesters to find

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desired items or services (shop) and create requisitions (checkout), while also catering to
experienced requesters by providing increased control and flexibility when creating
requisitions.
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Chapter 4 - Page 12
Basic Checkout Flow

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Basic Checkout Flow

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Checkout consists of four basic informational components: delivery, billing, notes and
attachments, and approvers.
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Chapter 4 - Page 13
Checkout Step-by-Step

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Checkout Step-by-Step
Delivery information:
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Date you want it delivered
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Requester
Location to deliver to O ly
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Different delivery information for
each line item
Billing information:
n a e
Taxable status
t e r U s
Project to bill to
I
Approver information: n
l e
Review your list of approvers

c
Specify additional approvers*

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Change first approver*

O Delete non-mandatory approver*

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Chapter 4 - Page 14
Add note to approver
Attach justification attachment
* Note: These functions are only available based on function security which is discussed later.
Notes and attachments:
Justification
Notes to the buyer
Attachments

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Chapter 4 - Page 15
Review & Submit

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Review/Submit

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You may review your requisition before submitting it for approval. You are actually submitting

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the requisition to the Requisition Approval workflow. If your requisition is approved it will
then be submitted to the PO Create Documents workflow to create an order for the supplier.
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Note: Approval is based upon the preparer of the requisition.

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Chapter 4 - Page 16
Agenda

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Chapter 4 - Page 17
Enter iProcurement Users

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Enter iProcurement Users
Human Resources Responsibility
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(N) People > Enter and Maintain
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Use the People window to enter and maintain basic personnel information such as names,
addresses, work assignment details, and charge accounts for your employees. If Oracle Human

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Resources is not installed, an abbreviated Employees window is accessible through the Oracle
Purchasing application. The discussion here assumes that you have performed all of the
a e
required Oracle Purchasing setup steps.
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User Name

t e r U s
Each user involved in purchasing document creation and approvals must be associated with an

I n
employee name. It is this linking of an employee to a position, a supervisor, and a user name
that provides Oracle Workflow the necessary information to properly control access, route

l e
documents, and process approvals using either employee/supervisors or position hierarchies. If

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you intend to use position hierarchies for approval routing, its not necessary to maintain the

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supervisor name.
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Chapter 4 - Page 18
Supervisor Name
If you are using the employee/supervisor relationship for document routing, you must provide
the employees supervisors name. Each employee can have only one supervisor and the
relationship must be maintained in the system every time there is a change to the employee-
supervisor assignments.
Job or Position
Use the Enter Person window to assign employees to jobs or positions. If youre using the
employee/supervisor relationship for determining approval paths, you are not required to set up
positions but you must set up jobs.
Charge Account
Use the Enter Person window to assign employees a default charge account. This is the
general ledger account that will be used for charges incurred by the employee unless
overridden by other processes such as the Account Generator workflow.
Note: When setting up the new iProcurement user in the Users window, be sure to include both
the iProcurement and Preferences responsibilities.
References: See Overview of Setup in the Oracle Purchasing Users Guide.

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Chapter 4 - Page 19
Document Routing Option #1: Employee/Supervisor Relationship

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Overview of Document Routing Option #1: Employee/Supervisor Relationship
As part of your implementation you must determine how your purchasing documents will be

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routed for approval. This is another part of setup that is shared with Oracle Purchasing.
If you choose to use employee/supervisor relationships, you define your approval routing
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structures as you enter employees using the Enter Person window. In this case, Oracle

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Purchasing does not require that you set up positions, allowing you to assign approval groups
to either jobs or positions. Employee/supervisor relationships are defined on the employee
a e
record and must be maintained each time there is a change to the relationship. Each employee
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can have only one supervisor.

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Chapter 4 - Page 20
Document Routing Option #2: Position Approval Hierarchy

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Human Resources Responsibility
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Document Routing Option #2: Position Approval Hierarchy

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(N) Work Structures > Position > Hierarchy

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If you choose to use position approval hierarchies, you must set up both jobs and positions.
While positions and position approval hierarchies require more initial effort to set up, they are

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easy to maintain and allow you to define approval routing structures that remain stable
regardless of how frequently individual employees move within your organization or terminate
a e
their employment. All positions you want to include in your hierarchies must be included in the
n
t e r U s
Business Group you set in the Financial Options window.
A single position can be added to one or more hierarchies, but a position cannot appear in a

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single hierarchy more than once. You may be build a single hierarchy for use by all document
types, a separate hierarchy for each document type or multiple hierarchies per document type.

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Each document type is assigned a default hierarchy, which may be overridden.

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Some implementations create a main hierarchy for a document type along with possibly several

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alternate hierarchies. The main hierarchy is defined on the Document Type window as the
default, with the alternate hierarchies available for overriding the defaulting hierarchy.
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Chapter 4 - Page 21
Alternate hierarchies are typically defined for purchases of sensitive goods or services such as
hazardous materials or technology items.

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Chapter 4 - Page 22
Run Fill Employee Hierarchy Process

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Run Fill Employee Hierarchy Process
Purchasing Responsibility
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(N) Reports > Run
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If your implementation team decides that position hierarchies are to be used, you must run the
Fill Employee Hierarchy process after defining your employees. This process creates an

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employee-populated representation of your approvals hierarchy and should be run whenever
you make a structural or personnel change to your hierarchies or assignments.

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It is recommended that you set up this process to run automatically at predefined intervals.

t e r U s
The process creates an error log which lists all positions to which no employee is assigned, but
having such positions is a benign error that does not hamper system operation.

the name. I n
Important!: This process is only required if you are using position hierarchy approval, hence

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References: See Using Standard Request Submission in the Oracle Applications User
Guide.
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Chapter 4 - Page 23
Document Routing Option #3: Oracle Approvals Management

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Document Routing Option #3: Oracle Approvals Management
Oracle iProcurement provides the option to use Oracle Approvals Management (AME) as the

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approval engine for requisition approvals. Whether you set up approvals in Oracle Purchasing
or AME, the Requisition approval workflow in Oracle Purchasing handles the approval.
O ly
AME can be enabled for Purchase Requisition, Internal Requisition and Change Order

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Request: Requisition. To enable AME:
Navigate to the Document Types window in Oracle Purchasing. (Seeded as Setup >
Purchasing > Document Types)
n a e
Request: Requisition
t e r U s
Select the Document Type of Purchase Requisition, Internal Requisition, or Change Order

I n
For that document type, select a Approval Transaction Type. Three transaction types are
seeded: PURCHASE_REQ, INTERNAL_REQ and RCO. The administrator can use the

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seeded transaction types or create new ones with AME responsibility.

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Chapter 4 - Page 24
Oracle iProcurement has seeded the following AME attributes:
AME Mandatory Attributes
AME Non-Mandatory Header Attributes
AME Non-Mandatory Line Attributes
References:
See the Oracle Approvals Management Implementation Guide for AME setup details.
See the Oracle iProcurement Implementation Guide for details on using AME for
iProcurement requisition approvals.

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Chapter 4 - Page 25
Give Access to the Users

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Give Access to the Users

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These steps are required to activate a new iProcurement user. Note that since this is a

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discussion of shopping setup, only access through the Personal Home Page is discussed here.
Access through a direct link is discussed in the Oracle iProcurement Implementation Guide.
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Schedule the Send Notifications workflow for Purchasing Documents

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The Send Notifications for Purchasing Documents process starts the workflow process that
sends notifications about purchase documents.

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References: See Overview of Setup in the Oracle Purchasing Users Guide.

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Chapter 4 - Page 26
My Notifications Region

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My Notifications Region

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The Notifications region displays Oracle Workflow Alert notifications that you can sort and

To Review: r a
filter. It also enables you to reroute a notification to another person.

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The My Notifications region consists of links to notifications that might require some type

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of action, or that provide you with information related to a business metric.
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n a e
Notifications result from the appropriate Oracle Alert triggering a related workflow.
Oracle Workflow routes the notification to the appropriate recipients responsibility.

necessary.
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When you receive a notification, you can click it to view the related details and respond as

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Chapter 4 - Page 27
Center-Led Procurement

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Center-Led Procurement

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The Oracle Procurement Suite supports procurement within a single business unit but can also

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free enterprises to perform their procurement activities irrespective of business unit boundaries.
Oracle iProcurement supports requisitioning against global contract agreements and global
O ly
blanket agreements. These can be created by a central procurement center in your business, and

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then used by other organizations. For example, a requester in the German operating unit can
request an item that exists on a global blanket agreement in Ireland, as long as the global

n a e
agreement is enabled in the German operating unit. Oracle Purchasing will generate a standard
purchase order against the global blanket agreement, and the requester will receive the item
like any other.

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The slide above represents a shared services procurement environment. Center-led

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procurement can also be used to support procurement processes as:

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Decentralized
Centralized sourcing, local execution

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Transfer procurement to local business unit

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Chapter 4 - Page 28
Setting up your Procurement Suite for shared services involves:
Define transaction flows in Oracle Inventory.
Define the global agreement in Oracle Purchasing in the negotiating business unit.
Enable the the global agreement for the executing business units in Oracle Purchasing.
Set profile option HR: Cross Business Groups to Yes at the site level.

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Chapter 4 - Page 29
Agenda

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Chapter 4 - Page 30
Set up iProcurement Shopping Defaults

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Set up iProcurement Shopping Defaults

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Every attempt has been made to simplify the shopping experience. Some of that simplification

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comes by way of having information that changes infrequently, like delivery information,
preset as defaults. In the slide above the information in parenthesis indicates where the defaults
are set.
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References:

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Oracle iProcurement Implementation Guide
Oracle Purchasing Users Guide
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Chapter 4 - Page 31
Oracle Applications Framework

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Oracle Applications Framework

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Oracle Applications Framework (OAF or OA Framework) is the Oracle Applications

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development and deployment platform for HTML-based business applications. The OA
Framework is composed of a set of middle-tier runtime services as well as a design-time
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extension to Oracle JDeveloper called the OA Extension.

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Durable Personalization and Extensibility
Personalization is declaratively tailoring UI look-and-feel, layout, or visibility of page content
a e
to suit a business need or a user preference. Personalization examples:
n
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Tailor a query result.
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Tailor the order in which table columns are displayed.

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Tailor the color scheme of the UI.

l e
Extensibility is extending the functionality of an application beyond what can be done through
personalization. Extensibility examples:
c
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Add new functional flows
Extend or override existing business logic

O Note that making extensibility changes requires JDeveloper OA Extension.

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Chapter 4 - Page 32
OAF / iProcurement Personalization

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OAF / iProcurement Personalization
Benefits of OAF personalization:
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Personalizations survive upgrades and patches

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Admin personalizations available on any component
User personalizations available on inquires

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Administrator can easily disable personalizations for debugging:

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FND_DISABLE_OA_CUSTOMIZATIONS = Y
Personalizations can be translated

e r s
Can implement personalizations on test system
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Personalization feedback is immediate
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Chapter 4 - Page 33
Setting Up iProcurement Information Templates

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Setting Up iProcurement Information Templates

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If the Information Template is associated with an item category, all items belonging to that

iProcurement Implementation Guide. r a


category are also associated with the template. This step can be found in the Oracle

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Chapter 4 - Page 34
Smart Forms

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Smart Forms
iProcurement Catalog Administration
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(N) iProcurement Catalog Administration > Stores > Smart Forms

O ly
Requesters may want to procure an item or service that is not found in the catalog. For these
cases, they can use a non-catalog request. The non-catalog request offers the ability to add an

& On
item or service to the shopping cart based on a description of the item or service.
l
n a e
By default, Oracle iProcurement provides a standard non-catalog request template. The
iProcurement administrator, however, can create multiple non-catalog request templates called

t e r U s
Smart Forms. For example, you can create a Computer Services Smart Form and an Office
Services Smart Form. You can default the following on a non-catalog request template:

intelligence I n
Category to ensure purchases are classified appropriately to ultimately drive better

l e
Supplier Information to ensure preferred suppliers are always used
c
Contract Purchase Agreement to drive downstream automation of purchase order

r a creation, ensuring zero buyer intervention. Also ensures the appropriate terms and

O conditions are utilized.

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Chapter 4 - Page 35
Pricing to ensure orders are at the agreed price
Smart Forms are associated with a store.

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Chapter 4 - Page 36
Internally Sourced Requisitions Overview

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Internally Sourced Requisitions - Overview

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The internal requisitions feature introduced in Oracle iProcurement generally follows the same

Search and Display of Internal Items r a


flow as the internal requisition flow Oracle Applications, with some exceptions.

O ly
After searching for items in the catalog, internally orderable items can be viewed and selected.

l & On
At this point the user may have the option to manually select and/or modify the source
information, if the POR: Allow Manual Selection of Source is set to Yes. Alternatively, the
a e
iProcurement user can decide to let the application decide which organization or supplier
n
Sourcing and Checkout
t e r U s
should supply the item(s) selected.

I n
Once the user selects an item for internally sourced lines the sourcing logic is triggered (the
source organization and, optionally, the source subinventory are determined). During checkout,

l e
the existing validations are performed as well as additional validations for the internally

c
sourced line items. At the end of the checkout process an internal requisition line will have

r a
been created.

O
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Chapter 4 - Page 37
Requisition Approval and Sales Order Creation
Next, the normal requisition approval processes are performed, after which the internal
requisition lines are converted into internal sales orders through the two processes Create
Internal Sales Orders in Oracle Purchasing and Import Orders in Oracle Order Management.
The resulting internal order is then picked, packed and shipped.
Receive
The associated internal requisition line can then be received in iProcurement.
Visibility
Throughout this process, the internal requisition can be viewed and various information
pertaining to the associated internal sales order can be viewed by clicking the internal
requisition number from the Requisition Status page and then click the View link associated
with the internally sourced line from the View Requisition Details page. If available the Order
number, Order Creation Date, and Shipment Number are displayed.
References:
Oracle iProcurement Implementation Guide
Oracle Purchasing Users Guide

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Chapter 4 - Page 38
Internally Sourced Requisitions Details

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Internally Sourced Requisitions - Details

c l
Such items may also be externally purchasable, but they need not be. Therefore, items in the

r a
catalog may be strictly purchasable (internal orders enabled in the Master Item window is set to
No), strictly internally orderable (purchasable in the Master Item window is set to No) or both
O ly
purchasable and internally orderable (purchasable and internal orders enabled in the Master
Item window is set to Yes).

l & On
Item Attributes in Source Organization
a e
The following attributes must be set for the item in each organization, in order for those
n
Purchasable
t e r U s
organizations to be considered as source organizations:

Transactable
Shippable I n
l e
OE Transactable
c
r a Inventory

O
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Chapter 4 - Page 39
Search and Display of Internal Items
Internally orderable items can be distinguished by the select source link found in the new
Stocked Internally on the Search Results page. The select source link is also found as field in
the Compare Results and Item Details pages. Internally orderable items can only be
distinguished through this field.
Profiles That Affect Internally Sourced Items
The display of Internally orderable items is controlled by 2 profiles:
PO: Legal Requisition Type Profile: Controls whether internally orderable items display
on the Search Results page and whether internal requisitions can be created in Oracle
Purchasing.
POR: Allow Manual Selection of Source: Controls whether the select source link
displays. By clicking on the select source link, the user can manually select and override
the system defaulted source information for a given item. Therefore, this profile controls
both the ability to distinguish which items are internally orderable and the ability to
manually select the source information.

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Chapter 4 - Page 40
Internally Sourced Requisitions Prerequisites

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Internally Sourced Requisitions Prerequisites

c l
The setup steps for internally sourced requisitions (also known as internal requisitions) are

r a
similar to the steps required for internal requisitions in Oracle Purchasing. They require
configuration in multiple Oracle Applications.
O ly
At a high level, they are as follows:
Create Internally Orderable Items
l & On
n a e
Navigate to Purchasing > Items > Master Items.
Create internally orderable items with the attribute Internal Orders Enabled set to YES.

e r s
Assign to web-enabled purchasing category.
t
Assign to organizations.
U
I n
Apply item costs to different organizations. The cost defined in each organization will be

c l e
the transfer price when source by that organization.
Verify that item is inventory-enabled, transactable, shippable, and OE transactable in the

r a potential sourcing organizations.

O
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Chapter 4 - Page 41
Define Shipping Networks (see Oracle Inventory Users Guide)
Define Sourcing Rules / Logic
Navigate to Purchasing > Supply Base > Sourcing Rules.
Create sourcing rules, defining transfer from entities and buy from entities along with
percentage allocations.
Verify that total allocation equals 100% and that the sourcing rule is planning active.
Assign the sourcing rule(s) to the assignment set defined in the profile MRP: Default
Sourcing Assignment Set. The assignment can be defined at various levels (i.e. Item,
Organization, Global, etc.) with the more granular level of assignment taking precedence.
Note: Sourcing is only applied when an internally orderable item is selected. If a
purchasable item is selected, the sourcing logic will not be called.
Associate Locations to Customer (see Oracle Order Management Users Guide)
Additional Instructions on setting up Internal Requisitions:
Once the items have been created and extracted they are now part of the iProcurement catalog.
However, certain steps must be taken to insure that the items are visible to the iProcurement
user.
To Be Able to Find Internal Items in the Catalog:
Create and extract internally orderable items to the catalog (see above)
Verify that the profile PO: Legal Requisition Type is set to BOTH or INTERNAL
Verify that a shipping network exists with your default destination organization (see
Purchasing Users Guide). The default destination organization is determined by first
m y
looking at the organization associated with your default deliver-to location. If no
organization is found there, then the organization defined in the Financial System
d e
Parameters is used as the destination organization.
ca
Verify that your default deliver-to location is associated with a customer OR that the
profile ICX: Override Location Flag is set to YES.

e A
iProcurement user.
c l
If all of the above are set accordingly, then internal items will be displayed to the

r a
References: Oracle Purchasing Users Guide.

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Chapter 4 - Page 42
Services Procurement Contractor/Service Request

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Services Procurement Contractor/Service Request
Oracle Services Procurement leverages the non-catalog request template and the additional

requisitioning. r a
services line types to provide a flexible yet control rich tool for contractor/service

Setup Tips O ly
Prerequisites:
l & On
n
Oracle Purchasing (Required)a e
Oracle Services Procurement license (Required)

e r
Oracle iProcurement (Required)
Profile options:
t U s
I n
ICX: Days Needed By (The Start Date on the contractor request defaults based on this

c l e
profile option, which is also part of the requesters iProcurement preferences.)
PO: Amount Billed Threshold Percentage

r a
PO: Enable Services Procurement
PO: Contractor Assignment Completion Warning Delay
O PO: UOM Class for Temp Labor Services
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Chapter 4 - Page 43
POR: Reapproval after Contractor Assignment
POR: Contractor Expense Line Type
POR: Default Currency Conversion Rate Type
Workflow:
PO Create Documents workflow: Should Contract be used to autocreate doc? (By default,
this attribute is set to No.)
PO Create Documents workflow: Should temp labor request be autosourced from
contracts? (By default, this attribute is set to Yes. This attribute is checked only if "Should
Contract be used to autocreate doc" is set to Yes.)
References:
About Oracle Services Procurement in Oracle Supply Chain Management, on Oracle
MetaLink
Oracle Purchasing Users Guide

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Chapter 4 - Page 44
Oracle Services Procurement

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Oracle Services Procurement

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Oracle Services Procurement automates the entire services procurement lifecycle and supports

r a
a broad range of service categories including contingent labor, facilities management,
marketing, information technology, and consulting services.
O ly
Oracle iProcurement plays a major role in Oracle Services Procurement when requisitioning

l & On
temporary labor. Oracle iProcurement can also be fully utilized in requisitioning services
through Oracle Services Procurement.
a e
Oracle Services Procurement, if licensed and implemented, provides the following line types in
n
t e r U s
addition to the standard iProcurement quantity and amount types:
Fixed price service (for example, 500 USD for a service; the amount is 500 on the

I n
purchase order; a quantity is not required)
Rate-based temporary labor (for example, a contractor at 100 USD per hour; on the

l e
purchase order, the rate is 100 in the price field, the UOM is hour, and the amount is the

c
agreed-upon amount for the labor, plus any additional amount to cover rate differentials

r a such as overtime and weekend time)


Fixed price temporary labor (for example, consulting at a fixed 15,000 USD for the labor)
O
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Chapter 4 - Page 45
Typical Uses:
Professional and Business Service Requisitions
Contractor Requests

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Chapter 4 - Page 46
Services Procurement: Contingent Labor Flow

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Services Procurement: Contingent Labor Flow

c l
This is the contingent labor reporting flow of Oracle Services Procurement. The flow here

Note that: r a
takes places after the selection of a candidate and shows the actions taken once in your employ.

O ly
Service receipts (time cards) are recorded online

& On
Invoices are automatically created from service receipt
l
services lifecycle
n a e
Requesters and suppliers may track the real-time status of the request throughout the

t e r U s
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Chapter 4 - Page 47
Oracle Procurement Feature Comparison

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Chapter 4 - Page 48
Agenda

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Chapter 4 - Page 49
Requisition Management Actions

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Requisition Management Actions
iProcurement Responsibility
c l
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(N) iProcurement Home Page > (T) Requisition

O ly
You can manage your requisitions from the Requisitions page. Search criteria is used to find
the requisition requiring action. Once selected from the search results, click the appropriate
action.
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Chapter 4 - Page 50
Copying Requisitions

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Copying Requisitions
From the Requisitions page:
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1. Select a requisition that you wish to copy.
2. Click Copy to Cart.
O ly
3. Make any changes that are needed, and then click Checkout.

l & On
Tip: Exclude the function View My Reqs Copy from the responsibility to prevent requesters
from using this feature.

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Chapter 4 - Page 51
Canceling Requisitions

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Canceling Requisitions

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Canceled requisitions cannot be re-opened. A buyer in Oracle Purchasing can cancel the

r a
purchase order which would then allow the requisition lines to be cancelled.
Tip: Exclude the function View My Reqs Cancel from the responsibility to prevent requesters
from using this feature. O ly
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Chapter 4 - Page 52
Change / Resubmit Requisitions

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Change Requisitions

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Requesters can request changes to the order quantity or amount, need by date, and under some

r a
conditions, price. If the change requests are within tolerances defined by the iProcurment
administrator, they do not need approval by the buyer. Once submitted and approved (if
O ly
required), the Purchasing organization retains appropriate controls and can accept or reject

l & On
proposed changes. As expected, changes to the Purchase Order may result in both a new
revision and immediate supplier notification.

a e
Note: When a change is made to a requisition before any of its lines are placed on an approved
n
t e r
purchase order, the requisition is withdrawn from the approval process. This withdrawal is
s
handled by the requisition approval workflow.
U
I n
Resubmitting a Requisition
A user can resubmit any requisition that was either rejected by an approver or returned by a
buyer.

c l e
Tip: Exclude the function View My Reqs Resubmit from the responsibility to prevent

r a
requesters from using this feature.
References: For more information on requisition changes, see the Oracle iProcurement
O Implementation and Administration manual.

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Chapter 4 - Page 53
Requisition Statuses

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Requisition Status

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From the Requisitions page, the approval status of a requisition can be determined. Clicking

r a
the Status link displays the approval history of an item. All approved requisitions are placed
directly into the Oracle Purchasing approved requisition pool.
The requisition statuses are: O ly
In Process
l & On
Approved
Rejected
n a e
Return
Cancelled
t e r U s
Incomplete
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Chapter 4 - Page 54
Requester Change Order

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Requester Change Order
iProcurement Responsibility
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(N) iProcurement Home Page > (T) Requisition

O ly
The Requester Change Order feature gives requesters the ability to change their request for
goods or services even after the purchase order has been approved. This helps organizations

requester and supplier.


l & On
eliminate unproductive offline communication between requester and buyer, as well as

n a e
The following attributes can be changed:
Need-by Date
Quantity Ordered
t e r U s
I n
Price for Non-Catalog Request Items

c l e
Cancel Purchase Order Line
If the change is within the tolerances defined by the iProcurement Administrator, the change

r a
does not require approval. Otherwise, the Requester Change Order Approval workflow handles
the changes that requesters make to a requisition after one of its requisition lines is placed on

O an approved purchase order.

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Chapter 4 - Page 55
Tip: Exclude the function View My Reqs Change Order from the responsibility to prevent
requesters from using this feature.

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Chapter 4 - Page 56
Requester Change Order Approval

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Requester Change Order Approval Workflow

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The Requester Change Order Approval workflow handles changes that requesters make to a

Workflow File Name: poreqcha.wft r a


requisition after one of its requisition lines is placed on an approved purchase order.

O ly
This workflow performs the following steps:

& On
After the requester makes the change, the workflow checks the change order attributes in
l
n a e
the PO Change Request Tolerance Check workflow to see if the change requires
reapproval by the requisition approval hierarchy. If it does not, then the requisition is

t e r U s
submitted directly to the buyer for approval.
If the requisition changes require reapproval, then the Requester Change Order Approval

I n
workflow routes the changed requisition through the requisition approval hierarchy.
(Approvers receive a notification of the changes.)

l e
Once the requisition is approved, the workflow sends the changes to the buyer for
c
acceptance or rejection. (The buyer receives a notification of the changes.)

r a
Once the buyer accepts the changes, the workflow completes and initiates the PO Change

O Approval for Requester workflow.

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Chapter 4 - Page 57
Note: When a change is made to a requisition before any of its lines are placed on an approved
purchase order, the requisition is withdrawn from the approval process. This withdrawal is
handled by the requisition approval workflow, not the Requester Change Order Approval
workflow.

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Chapter 4 - Page 58
Procure to Pay Lifecycle Tracking

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Procure to Pay Lifecycle Tracking

c l
As more and more procure to pay processes are automated within an organization, individual

r a
employees are taking a much more active role in managing their own requests for goods and
services throughout the procure to pay process.
O ly
To facilitate this process, Oracle iProcurement now provides a comprehensive view of various

l & On
processes and steps throughout the procure to pay flow. Requesters can view exactly where
their Requisition is in the Procure to Pay process and the current status of their Request. For a
a e
given requisition line, requesters can view purchase order status and details, advance shipment
n
t e r
notices, receipts, invoices and payments, if the requester needs additional details, they can drill
s
down into the individual source documents.
U
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Chapter 4 - Page 59
Agenda

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Chapter 4 - Page 60
Setting Up Oracle iProcurement Responsibility and Function
Security

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Setting Up Oracle iProcurement Responsibility and Function Security

r a
Oracle iProcurement comes with default responsibilities, which have their own default function

O ly
security, but you can create your own responsibilities. This setup determines just how much a
user can do in iProcurement. Examples of areas that can be excluded through function security

References:
l & On
include Approvals, Order Status, and Receiving.

n a e
See Oracle Application Setup: Security in the Oracle iProcurement Implementation Guide.

t e r U
iProcurement Implementation Guide. s
See Catalog Management: Creating and Maintaining Local Content in the Oracle

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Chapter 4 - Page 61
Approval and Document Creation

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Approval and Document Creation

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After shopping and submission of the requisition, the requisition passes through the

r a
Requisition Approval workflow and is evaluated by the business rules set up by the company.
These rules are set up in Oracle Purchasing. Now we will look at the processes that affect
O ly
requisition approval and the ultimate creation of a purchase order from that requisition.
AutoCreate

l & On
Manual process where approved requisitions are picked out of the requisition pool by buyers,
a e
and then placed onto either RFQs, purchase orders, or releases.
n
Create Documents Workflow

t e r U s
Using a source document this workflow automatically creates a purchase document from an

I n
approved requisition. If the source is a blanket purchase agreement then a purchase order
release is created. If the source is a contract or a catalog quotation then a standard purchase

l e
order is created. An approved supplier list is necessary if you want to use blanket purchase

c
agreements as source documents.

r a
Note: Approval is based upon the preparer of the requisition.

O
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Chapter 4 - Page 62
Automatic Purchase Order Creation

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Automatic Purchase Order Creation

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This slide demonstrates the flow when iProcurement requisitions are created (sourced) from

r a
Oracle Purchasing documents to create standard purchase orders. Standard purchase orders are
created from global blanket purchase agreements, contract purchase agreements, and catalog
O ly
quotations (the class must be Catalog, which includes catalog quotations and standard

l & On
quotations, not bid quotations). These documents are created automatically based on approved
requisitions and standard approval rules.

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Chapter 4 - Page 63
Automatic Release Creation

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Automatic Release Creation

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This slide demonstrates the flow when iProcurement requisitions are created (sourced) from

r a
Oracle Purchasing blanket purchase agreements. These releases are created against the
approved blanket purchase agreement automatically based on approved requisitions and
standard approval rules.
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Chapter 4 - Page 64
Oracle iProcurement Requisition Approval

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Oracle iProcurement Requisition Approval

c l
The approval path was discussed briefly in this course in the defining the employee topic.

the requisition. r a
Workflow uses that approval structure to determine whether who has the authority to approve

Employee/Supervisor Approval Path O ly


l & On
If you are using the employee/supervisor relationship to determine approval paths the
workflow locates the approver by looking for the following:

n a e
User name of person submitting document for approval

t e r U s
Employee name attached to the user name
Supervisor name attached to the employee record

I n
Assuming the person submitting the document for approval is unable to approve the document,

c l e
workflow routes the document to the notifications in-box of the user name for the supervisor.

r a
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Chapter 4 - Page 65
Position Approval Hierarchies Approval Path
If you are using a position approval hierarchy to determine approval paths the workflow
locates the approver by looking for the following:
User name of person submitting document for approval.
Employee name attached to the user name.
Position name attached to the employee name.
Position name of parent in hierarchy for this position name.
Employee name of parent position name.
User name attached to the parent employee name.
Assuming the person submitting the document for approval is unable to approve the document,
workflow routes the document to the notifications in-box of the user name for the parent
position name (hierarchical approval or forward method) or to the first position that has the
sufficient approval authority to approve the document (direct approval or forward method).
Send PO Autocreation to Background
Determines whether to send automatic documentation creation to online or background modes.
It is important to evaluate this attribute in the context of your organizations business processes
and computer resources. Make sure the workflow background process is scheduled to run at
regular intervals
Global Approvers

approvers can be set up to include employees belonging to different business groups. In


m y
As requisitions are created in Oracle iProcurement and approval paths are generated, the list of

d e
addition, approvers from different business groups can be manually inserted into the approval
list. As such, the list of values for approvers can include a column containing the business
group of each potential approver.

ca
Approvers can view the requisition details from the notifications pages, even if the requisition

e A
was created in a different operating unit. Requisitions that were created in a different operating
unit will not be available through the general requisition status pages nor will they be available

c l
for modification. The approval action history display includes business group information for
each approver.
r a
To use global approvers, set the profile option HR: Cross Business Groups to Yes before you

O ly
set up your approval hierarchy, if any approvers in the hierarchy will be employees in different
business groups.

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Chapter 4 - Page 66
Integration with Oracle Approvals Management

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Integration with Oracle Approvals Management

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Oracle iProcurement provides the option to use Oracle Approvals Management (AME) as the

r a
approval engine for requisition approvals. Whether you set up approvals in Oracle Purchasing
or AME, the Requisition approval workflow in Oracle Purchasing handles the approval.
References O ly
& On
See the Oracle Approvals Management Implementation Guide for AME setup details.
l
n a e
See the Oracle iProcurement Implementation Guide for details on using AME for
iProcurement requisition approvals.

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Chapter 4 - Page 67
Workflows Used by Oracle iProcurement

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Workflows Used by Oracle iProcurement

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Oracle Workflow works in the background to manage events and processes as defined in

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workflow definitions created in the Oracle Workflow Builder.
Tip: It is time well spent to open the key procurement workflows in workflow builder and
O ly
quickly look them over. (Even if you are unfamiliar with Workflow and have no intent of
modifying a workflow.)
Viewing Workflow Files
l & On
n a e
Install Oracle Workflow Builder on your PC.

t e r U s
Download the workflow file to your PC.
- FTP from file system of a test instance

I n
- Download a patch from MetaLink

c l e
- Get from your technical contact
Start the workflow builder.

r a
Open the workflow file name of interest.
Look for an item with a name similar to the Workflow name and expand it.
O Expand the Processes section.
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Chapter 4 - Page 68
Double click on the process that begins with the word Main.
Review the flow, paying close attention to what events trigger an action.
Explore some of the other processes that sound interesting.
Finding Workflow Files:
PO Requisition Approval Workflow - poxwfrqa.wft
PO Create Documents Workflow - poxwfatc.wft
PO Confirm Receipts Workflow - poxwfrcv.wft
PO Account Generator Workflows - poxwfrag.wft
PO Change Request Tolerance Check - poxrcoa.wft
Requester Change Order Approval - poreqcha.wft
PO Change Approval for Requester - porpocha.wft
References
See Customize Workflows in the Oracle iProcurement Implementation Guide for details on
the workflows listed above.
For more information on Oracle Workflow see the Oracle Workflow Guide.

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Chapter 4 - Page 69
PO Create Documents Workflow

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PO Create Documents Workflow

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The PO Create Documents workflow is initiated by the PO Requisition Approval workflow. It

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can be run immediately or run in background mode based on the attribute Send PO Autocreate
to Background on the PO Requisition Approval workflow.
O ly
Refer to the Procurement Workflows chapter in the Oracle Purchasing Users Guide for

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details on changing these attributes.
Is Automatic Creation Allowed? (default is yes)

n a e
If this workflow attribute is set to N, the PO Create Documents workflow will not be used to

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automatically create purchase orders or blanket purchase agreements. The Create Releases
program could still be used to generate blanket purchase agreement releases or the AutoCreate

agreement releases.
I n
window could still be used to generate standard purchase orders and blanket purchase

l e
Is Automatic Approval Allowed? (default is yes)

c
If this workflow attribute is set to N, any blanket purchase agreement releases and standard

r a
purchase orders created by the PO Create Documents workflow will have to be approved in a
separate step. In other words, the buyer will have to open the purchase order and click the
O Approve button.

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Chapter 4 - Page 70
Should Contract be used to AutoCreate Doc? (default is no)
If this workflow attribute is set to N, contract purchase agreements will not be used as a
reference document to create a standard purchase order.
Other important attributes:
Should Workflow Create The Release?
Is Contract Required on Requisition Line?
Should non-catalog requests be autosourced from contract?
Should temp labor request be autosourced from contracts?
Is Grouping of Requisition Line Allowed?
Is Grouping of One Time Address Line Allowed?
To set key workflow attributes:
Install the appropriate version of Oracle Workflow Builder on your PC.
Set up the connect string in the tnsnames.ora file.
Start the workflow builder.
Connect to the database.
Choose the PO Create Documents Item Type (workflow).
Expand the Attributes section.
Right click on the appropriate attribute and choose Properties.
Set Value to Y or N.
Save your changes.
m y
There are several other attributes that effect the Oracle iProcurement document creation
functionality. Only the key attributes are mentioned here.
d e
ca
Note: To modify workflow files, you need to install the Oracle Workflow Builder and have

A
access to the workflow. Since it is not necessary to be connected to the database to access the
workflow (it can be a previously downloaded copy), only those individuals who need to access
e
the appropriate connect string.
c l
the database to save changed workflows will need to modify the tnsnames.ora file to include

r a
References: See the Oracle iProcurement Implementation Guide for complete details or
review the workflow itself.
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Chapter 4 - Page 71
Accounting Considerations for Oracle iProcurement

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Accounting Considerations for Oracle iProcurement
Accounting information can flow into the requisition from several sources. The employee

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default charge account is part of the employee definition process discussed earlier. See the
portion of this course regarding creating new iProcurement users.
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Chapter 4 - Page 72
PO Account Generator Workflow

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PO Account Generator Workflow

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The Account Generator process used by Oracle Purchasing builds a charge, accrual, and

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variance account for each purchase order, release, and requisition distribution based on the
distribution's destination type (of Expense, Inventory, or Shop Floor). Budget accounts are
O ly
built only if you are using encumbrances. You must review the default process that Oracle

l & On
Purchasing uses to see if it meets your accounting requirements. You can optionally customize
the Account Generator to build the accounts differently if that is a business requirement.

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Chapter 4 - Page 73
Account Creation Overview

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Account Creation Overview

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Use the questions in the above slide to help you understand how the charge account is

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generated for the item on your requisition line. If the answer is no then you must continue to
the next question. If the answer is yes the following action takes place:
O ly
1. Destination is inventory? Account is built from the charge account associated with the
inventory organization.

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2. Project related item? Account is built from special project-related logic.

n a e
3. Is the item a system item? Account is built from the charge account associated with the
item.

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4. Employee charge account exists? Account is built from the charge account associated

I n
with the employee HR record.
5. Primary charge account in Preferences? Account is built from the charge account

l e
associated with the employee Preferences.
c
6. If no primary charge account exists then the requester must manually enter the account

r a number.

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Chapter 4 - Page 74
If you are using Projects, note that the Account Generator workflow builds project-related
accounts differently from standard purchasing lines.
References: See the Procurement Workflows chapter in the Oracle Purchasing Users
Guide.

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Chapter 4 - Page 75
Expense Account Rules

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Expense Account Rules
Purchasing Super User
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(N) Purchasing Setup > Financials > Accounting > Expense Account Rules

O ly
When determining the default charge account, the account generator may reference the charge
account defined on the employee record (depending on your setup). Expense Account Rules

category.
l & On
enable you to override one or multiple segments of that default account based on the item

n a e
References: See Oracle Application Setup: Requisitions in the Oracle iProcurement
Implementation Guide.

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Chapter 4 - Page 76
Tax Calculation

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Tax Calculation

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Tax calculation is performed by the eBusiness Tax engine. eBusiness Tax is the central point

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for tax calculations in the eBusiness Suite of applications. During the creation of the purchase
order, Oracle Purchasing passes shipment and distribution information to the engine. The
O ly
calculated tax information is passed back to Purchasing to complete the purchase order.

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Chapter 4 - Page 77
Grants Accounting and Hazard Information

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Grants Accounting and Hazard Information (Optional)
Grants Award numbers can be entered along with the project and task information on the Enter

r a
Billing Information page. Grants Accounting will only work if Oracle Grants Accounting and
Oracle Project Accounting modules are installed. You can also enter Project and expenditure
information.
O ly
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Hazard information is usually entered on the Enter Delivery Information page however, the
fields must be enabled in AK Developer. You will find the attributes for the Delivery
a e
Information page in the POR_DELIVERY_MULTI_ROW_R and
n
t e r
POR_DELV_INFO_SELECTED_LINE_R regions.

U s
References: See Oracle Application Setup: Requisitions in the Oracle iProcurement
Implementation Guide.
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Chapter 4 - Page 78
Attachments and Special Requisitions

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Attachments and Special Requisitions

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Control over who can or cannot view attachments is determined by both their designated

Oracle Purchasing. r a
destination (buyer, approver, and so forth) and by the document security structure set up in

Attachments O ly
l & On
The six available attachment destination types are listed in the slide above. Files, URLs, and
text notes that you enter can be attached to the requisition line. Note that only the URL and
a e
text types of attachments can be displayed when viewed in Oracle Applications. The file type
n
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may require software that the destination viewer may not have.
Assuming that setup in Oracle Purchasing is complete, iProcurement setup involves creating a

I n
directory for the attachment files on a server that the web server can connect to. The
Attachment File Directory profile must be set with that directory location and name. Purchase

l e
Order Number Required Requisitions

c
Emergency requisitions enable iProcurement to get a purchase order number assigned to this

r a
requisition as soon as it has been submitted. The most common use for this feature is when the
requester needs a purchase order number to complete the order transaction with a supplier.
O
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Chapter 4 - Page 79
Some organizations disable this feature since there is not always a guarantee that the
requisition will be approved, and there will be a gap in the purchase order numbers. To set this
up you must exclude the menu function POR_EMERGENCY_PO_NUM.
References
See Document Security and Access and Annotating Purchasing Documents in the Oracle
Purchasing Users Guide.
See Oracle Application Setup: Requisitions in the Oracle iProcurement Implementation
Guide.

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Chapter 4 - Page 80
Agenda

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Chapter 4 - Page 81
Procurement Card Support

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Chapter 4 - Page 82
Procurement Card Flow - Order

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Procurement Card Flow

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A procurement card (PCard) is a corporate credit card issued so that the employee can

r a
purchase items directly from a supplier. Procurement card numbers, if applicable for a certain
item or supplier, are available for selection on iProcurement requisitions only. After the
O ly
requisition is passed into Oracle Purchasing, a purchase order or release is generated by either

youve set up Oracle Purchasing.


l & On
the PO Create Documents workflow or by the buyer, using AutoCreate, depending on how

a e
Procurement card purchase orders are approved and transmitted to the supplier like any other
n
e r
purchase order. They are approved through the approval workflows in Oracle Purchasing, and
s
you transmit them to the supplier through facsimile, EDI, XML, or other method as usual.
t U
Upon receiving the purchase order, the supplier transmits the procurement card information to

I n
the procurement card issuer (for example, a bank). The credit card issuer then sends transaction
files back to Oracle Payables, which automatically generates accounting distributions and
l e
creates invoices to pay the issuer.
c
r a
If a supplier rejects a procurement card order, the buyer can notify the requester of the
rejection. The buyer can cancel the purchase order and ask the requester to resubmit the

O requisition, or resend the purchase order using a different form of payment.

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Chapter 4 - Page 83
Procurement Card Flow - Invoice

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Procurement Card Flow Invoice

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The transaction files from the credit card issuer need to be integrated into Oracle Payables as

card issuer. r a
invoices. This process generates accounting distributions and creates invoices to pay the credit

O ly
1. Load AP_Expense_Feed_Lines (use a SQL*Loader script)

l & On
2. Submit the Procurement Card Transactions Validation program. Submit the Credit Card
Transaction Validation and Exception Report from the Submit Requests window. This
a e
report creates default accounting distributions for transactions. This report also validates
n
t e r U s
imported transactions and identifies exceptions. Exceptions include:
- Transaction loaded for an employee who is not defined in Oracle Payables

I n
- Transaction loaded for a card number that is not defined in Oracle Payables
- Duplicate reference numbers of transactions posted by your card issuer (the reference

c l e
number is the unique number assigned to each transaction by the card issuer).
3. Distribute Employee Card Transaction Verifications. For notification and verification of

r a transactions by employees, submit the Procurement Card Transactions Verification

O Process program from the Submit Requests window. This program initiates the Employee
Verification Workflow program and runs based on the level of notification you define at

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Chapter 4 - Page 84
the card profile level. If verification is required at the profile level, the employee is able to
verify transactions directly from the workflow notification (for all or none). Alternatively,
the employee can use Oracle Web Employees to verify transactions individually. With
Oracle Web Employees, you can also verify transactions using different statuses, update
the default cost center, account for a transaction, and split a transaction. If verification is
not required at the profile level, the employee receives a notification that requires no
action (unless notification level is set to None).
4. Distribute Manager Card Transactions Approvals. Submit the Procurement Card
Transaction Approval process from the Submit Requests window. This program initiates
the Manager Approval Workflow program and runs based on the level of notification you
define at the card profile level. If approval is required at the profile level, the manager can
only approve or reject transactions directly from the workflow notification. If approval is
not required, the manager receives a notification that requires no action (unless
notification level is set to None).
5. Create Procurement Card Issuer Invoice. Submit this request to create invoices in the
Payables Invoice Open Interface.
6. Run the Payables Open Interface Import with a source of Procurement Cards. Submit this
request to pull invoices in the Payables Invoice Open Interface into Oracle Payables where
they can be approved and paid.

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Chapter 4 - Page 85
Procurement Card Flow - Reconciliation

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P-Card Reconciliation

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The P-card reconciliation process provides the capability to electronically reconcile the P-card

r a
statements, which are sent by the card issuer and the corresponding purchase orders in Oracle
Purchasing. The reconciliation engine is typically provided by the card issuer and resides in the
O ly
buyers purchasing system. In order to accommodate the reconciliation process, the engine

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needs couple of feeds of information:
Transaction Feed from the p-card issuer containing charges for the billing cycle
a e
Purchase Order History feed from the buyers purchasing system for the billing cycle
n
t e r U s
This reconciliation is necessary so that the buyer is able to electronically verify that only valid
supplier purchase orders are included in the invoice(s) that are paid to the card issuer. After

I n
successful reconciliation between the PO history feed and the transaction feed, the
reconciliation engine sends the reconciled data files to the Oracle Accounts Payable application

l e
(using the Oracle Accounts Payable Open Interface).

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Chapter 4 - Page 86
Reconciliation Procedures
In Oracle Purchasing:
- Request the Purchase Order Extract for P-card Reconciliation concurrent program
- Specify Card Brand Name, Card Issuer/Card Issuer Site, From Date/From Time, To
Date/To Time, Output Filename
Configure and run the Reconciliation engine based on instructions received from your
card issuer.
If needed, run a SQL Loader program to insert invoice data from the Reconciliation
engine into the AP Open Interface.
In Oracle Payables:
- Payables Open Interface Import

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Chapter 4 - Page 87
Setting Up Credit Card Programs in Oracle Payables

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Chapter 4 - Page 88
Code Sets Window

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Code Sets Window
Payables Super User Responsibility
c l
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(N) Setup > Credit Cards > Credit Card Code Sets

O ly
Your card issuer maintains card codes, for example, Standard Industry Classification (SIC)
codes or Merchant Category Codes (MCC), to identify suppliers and supplier types for the

& On
transactions that your employees incur when using a procurement card.
l
n a e
You can assign a default account to a card code so that when you import a transaction for that
card code, you can create a default accounting distribution for the transaction based on the card
code for the transaction.

t e r U s
You define sets of credit card codes in this window. You assign credit card code sets to credit

I n
card profiles. You then assign credit card profiles to credit cards.
Note: The Code Sets window uses the AP_CARD_CODE_SETS and the AP_CARD_CODES

l e
table to store information on credit card code sets and the credit card codes that are assigned to
c
them. If your credit card issuer provides you with its card codes you can load this information

r a
directly into the table to save you data entry time.

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Chapter 4 - Page 89
Card Programs Window

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Card Programs Window
Payables Super User Responsibility
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(N) Setup > Credit Cards > Credit Card Programs
Fields of particular interest:
O ly
Card Program Name. Name of the credit card program.

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Card Type. Enter the card type for your reference.

a e
- Procurement ( for procurement cards)

n
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- Supplier (for Oracle iProcurement only)
s
Supplier. Supplier name of card issuer.
U
n
Supplier Site. Card issuers payment supplier site.
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Chapter 4 - Page 90
GL Account Sets Window

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GL Account Sets Window
Payables Super User Responsibility
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(N) Setup > Credit Cards > Credit Card GL Accounts

O ly
Each card holders procurement card is assigned a credit card profile. Each credit card profile
can be assigned one credit card GL set.

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Chapter 4 - Page 91
Credit Card Profiles Window

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Credit Card Profiles Window
Payables Super User Responsibility
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(N) Setup > Credit Cards > Credit Card Profiles

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You specify the level of employee verification and manager approval required for employee
cards to which a profile is assigned. Additionally, you can define the GL accounts that are

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displayed when a card holder uses SelfService Web Applications to update the status or GL
account of a transaction. You can also define a template GL account for a profile that helps
a e
build the default accounting distributions for imported credit card transactions.
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Chapter 4 - Page 92
Credit Cards Window

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Credit Cards Window
Payables Super User Responsibility
c l
(N) Credit Cards > Credit Cards
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O ly
In the Credit Cards window complete the information for each credit card holder. The
following fields are required:
Card Program
l & On
Card Member Name
Card Number
n a e
Employee Name
t e r U s
Profile Name
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Chapter 4 - Page 93
Credit Card Workflows

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Credit Cards Workflows
Payables Super User Responsibility
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(N) Other > Requests > Run > Procurement Card Transactions Verification

O ly
(N) Other > Requests > Run > Procurement Card Transactions Approval
This step may have been performed by the Payables implementation team.

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Chapter 4 - Page 94
P-Card Setup for iProcurement

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P-Card Setup for iProcurement
Purchasing Super User Responsibility
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(N) Supply Base > Suppliers
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Chapter 4 - Page 95
Agenda

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Chapter 4 - Page 96
iProcurement Profile Options

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Profile Options
System Administrator Responsibility
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(N) Profiles > System
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O ly
There are many system profile options relating to Oracle iProcurement and the most
comprehensive and up-to-date list can be found in the Oracle Application Setup: Profile

& On
Options section in the Oracle iProcurement Implementation Guide.
l
n a e
Tip: Descriptions of system profile options introduced as part of a feature change (outside of
the standard documentation publishing schedule), can be found in the About Oracle

t e r U s
iProcurement documents available on Oracle MetaLink.

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Chapter 4 - Page 97
Notification Routing Rules

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Notification Routing Rules

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Notification routing rules save you time and give you flexibility to assign responsibility for

r a
notification responses for a variety of circumstances. The Workflow Notification Service can
forward some notifications while allowing others to wait in your worklist until you return. This
O ly
service is a basic function of Oracle Workflow and is covered in more detail in the Oracle
Workflow Guide.

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Chapter 4 - Page 98
Personalizing the Home Page

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Personalizing the Home Page

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All changes to the user interface require bouncing the iAS server for those changes to take
effect.
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Chapter 4 - Page 99
Home Page Logo

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Home Page Logo

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Changing the Oracle logo on the home page to the corporate logo gives a quick and effective

r a
branding to iProcurement. You can customize the graphic provided with iProcurement as
shown above slide or create something entirely your own.
O ly
If this is a US language installation the graphic file would be found in
OA_MEDIA/US/PORHOME.gif.

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Chapter 4 - Page 100
Purchasing News

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Purchasing News

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Above is an example of the Oracle iProcurement-provided HTML file for the purchasing news.

r a
Use a standard HTML editor to customize for your organization. If this is a US language
installation the purchasing news HTML file would be found in
OA_HTML/US/PORPNEWS.htm.
O ly
l & On
You can also create purchasing news that is specific to an operating unit. Requesters will be
able to view information that is pertinent only to their operating unit when accessing this area
a e
from the home page. See the Oracle Applications Setup chapter of the Oracle iProcurement
n
Implementation Guide.

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Chapter 4 - Page 101
Purchasing Policies

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Purchasing Policies

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Purchasing policies is part of the help system, and therefore comes as a static HTML page. If

OA_HTML/US/PORPOLCY.htm. r a
this is a US language installation the purchasing policies HTML file would be found in

O ly
You can also create purchasing policies that cover the same topic, but in terms appropriate to

l & On
specific countries, regions, or operating units. This can be accomplished by adding an optional
localization code at the end of the anchor_name in the HTML online Help files. See the
a e
Oracle Applications Setup chapter of the Oracle iProcurement Implementation Guide.
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Chapter 4 - Page 102
Descriptive Flex Fields In iProcurement

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Descriptive Flex Fields In iProcurement

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You can define descriptive flexfields on requisition headers, lines, and distributions.
Setup Steps
r a
To define descriptive flexfields:
O ly
1. Using the System Administrator responsibility, create descriptive flexfields for any or all
of the following entities:
l & On
- Requisition Headers
- Requisition Lines
n a e
e r
- Requisition Distributions
t U s
I n
Each of these three entities is already predefined in Oracle Applications. In the Descriptive
Flexfields Segments window, they display in the Title field. Query the one you want and

c l e
define the desired flexfields for it.

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Chapter 4 - Page 103
2. For flexfields that are context fields, select the desired flexfield in the corresponding
profile option:
- POR: Context value for Requisition header descriptive flexfield
- POR: Context value for Requisition line descriptive flexfield
- POR: Context value for Requisition distribution descriptive flexfield
3. By default, the flexfields are hidden on all pages. Use Oracle Applications Framework
personalization to display the flexfields on the desired pages.
When personalizing the desired page, the descriptive flexfield is called Flex. For example:
Flex: (ReqHeaderDFF). One field is given for all flexfield segments. In the examples
above, the Flex: (ReqHeaderDFF) field is given for all of the segments - Region, Country
Name, and Country Code - on the Checkout: Requisition Information page. If you display
Flex (ReqHeaderDFF), then you display Region, Country Name, and Country Code.
References: Oracle Applications Flexfields Guide.

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Chapter 4 - Page 104
Agenda

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Chapter 4 - Page 105
Requisition Implementation Considerations Checklist

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Legacy Usage
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Requisition Implementation Considerations Checklist

r a
Be sure you understand how things used to be done in your system so that Oracle
iProcurement is configured to satisfy those needs and make the job easier.
O ly
Consider changing the wording on the iProcurement pages if it will help your

& On
organizations users do their job.
l
Requisition Usage

n a e
Will requisitions be required for all procurement?
Requisition Conversion
t e r U s
Will conversion occur or will open requests be completed on the legacy system?

I n
Will you have automated conversion, manual data entry, or both?

l
Data Mapping

c e
How will your data mapping be done?

r a
What data in legacy systems will determine values in Oracle Purchasing tables?

O How will additional fields be derived and loaded?

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Chapter 4 - Page 106
Integration Issues
What are the requirements of the Planning and Inventory Control, and Purchasing
departments that must be considered?
Business Policies
Are there Purchasing department policies which must be considered?
- Limit types of checkout available to requesters (function security).
- Limit entry of specific types of information (disable fields in window).
Are there organization wide policies that must be considered?
- Restriction of shopping to specific responsibilities.
- Information that should not be seen by specific departments.
Online Help Customization
Does the online Help satisfy the organization's needs? (Help customization is covered in
the Oracle Applications Setup chapter of the Oracle iProcurement Implementation
Guide.)

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Chapter 4 - Page 107
Important Points to Remember

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Important Points to Remember

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These are points that might save some time when discussed at the planning stage. For

r a
example, the View My Groups Requisitions option in the Requisitions page is determined by
the document security setting on the Oracle Purchasing Document Types window.
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Chapter 4 - Page 108
Summary

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Oracle iProcurement
Receiving
Chapter 5

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Chapter 5 - Page 1
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Chapter 5 - Page 3
Objectives

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Chapter 5 - Page 4
Agenda

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Chapter 5 - Page 5
Procurement Process: Oracle iProcurement

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Procurement Process: Oracle iProcurement Receiving
The Oracle iProcurement functionality provides the essentials for the ordering portion of the

cycle in Oracle iProcurement. r a


procurement process. Here we will discuss the receiving process that completes the ordering

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Chapter 5 - Page 6
Key Functionality of Oracle iProcurement

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Key Functionality of Oracle iProcurement
Requisition Creation
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r a
Process where users search for, compare, and select items that they need to purchase. Users can
search the internal catalog, lists, table of contents, and categories. They can also punch out to
O ly
either supplier-hosted or marketplace-hosted catalogs to shop. Once found, the items can be

l & On
quickly added to a shopping cart. Requestors enter quantities, billing information, and delivery
information in the shopping cart for their order.
Requisition Approval
n a e
t e r U s
Their cart contents are converted to a requisition and submitted for approval. Workflow routes
requisitions to the correct approvers based on predefined business rules. Approved requisitions

Receive Order I n
are used to create purchase orders and blanket purchase agreement releases.

l e
Process where users specify information about the delivery of their order.
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Chapter 5 - Page 7
Oracle iProcurement Receiving

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Oracle iProcurement Receiving

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The receiving process is required to acknowledge the possession of goods or receipt of

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services. This may be required to update inventory, asset, payables, or accounting records.
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Chapter 5 - Page 8
Overview of Procurement Receiving

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Overview of Procurement Receiving

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The approved order is then transmitted to the supplier, the supplier ships the items, and the

Order Transmission r a
requestor then acknowledges receipt of the items.

O ly
The approved order is transmitted to the supplier by mail or facsimile, e-mail, electronic data

Purchasing.
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interchange (EDI), or extensible markup language (XML) as set up for the supplier in Oracle

Shipment Notification
n a e
Oracle iSupplier Portal.
t e r U s
Order is shipped and supplier provides notification of shipment by mail or facsimile, EDI, or

Receipt Confirmation
I n
e
Requestor confirms receipt of order, corrections of receipts, or returns at desktop using Oracle
l
iProcurement. Receipt can be done at time of receipt or by response to a confirm receipt
c
notification.

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Chapter 5 - Page 9
Oracle iProcurement Receipt Routing

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Oracle iProcurement Receipt Routing
Direct Receipt
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Direct receipt limits receipt of items directly to the final destination, also known as dock-to-
stock receipt. The final destination includes expense (the requester), inventory, or shop floor.
O ly
Oracle iProcurement only supports direct receipts.

& On
References: For more information on receipt routing see the Oracle Purchasing Users Guide.
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Chapter 5 - Page 10
Agenda

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Chapter 5 - Page 11
Receiving in Oracle iProcurement

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Receiving in Oracle iProcurement
Receive (1)
c l
You receive the actual goods.
r a
Record receipt (2)
O ly
You can confirm physical receipt of goods using Oracle iProcurement provided you are using a
& On
receipt routing of Direct Delivery. You can also use the Receipts window in Oracle
l
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Purchasing. You will not find expected receipts in Oracle iProcurement if the receipt routing is
set to Standard Receipt or Inspection Required.

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Chapter 5 - Page 12
Receiving Orders in Oracle iProcurement

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Receiving Orders in Oracle iProcurement
iProcurement Responsibility
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(N) iProcurement > iProcurement Home Page > (T) Receiving

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Chapter 5 - Page 13
Oracle iProcurement Receiving Page

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Oracle iProcurement Receiving Page
iProcurement Responsibility
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(N) iProcurement > iProcurement Home Page > (T) Receiving

O ly
The Oracle iProcurement Receiving page allows entry of receipts, correction of receipts, return
of goods to the supplier, and inquiry. It also provides easy access to the most recent
requisitions and receipts.
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Chapter 5 - Page 14
Receiving Home Page Functions

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Receiving Home Page

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From the Receiving page, you can transact receiving processes against your items or others
items.
r a
You can set up the iProcurement responsibility to allow buyers to only process their own items
by excluding the functions shown. O ly
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If allowed, OAF personalizations can customize the page as well.
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Chapter 5 - Page 15
iProcurement Receiving Process

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iProcurement Receiving Process

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In Oracle iProcurement, requesters can receive items, return items, correct items that have been

a
previously received, and view their receiving transaction history.
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Chapter 5 - Page 16
Finding Your Receipts

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Finding Your Receipts
When receiving you can search by:
c l
Requester (Last Name, First Name)
r a
Requisition Number
Supplier O ly
Order Number
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Shipment Number

n a e
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Items Due (Any Time, Next 30 Days)
s
Tip: Exclude the function View My Reqs Receive from the responsibility to prevent requesters
U
n
from using this feature.
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Chapter 5 - Page 17
Oracle iProcurement Receiving

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Oracle iProcurement Receiving
Receive
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This function allows the requester more control over the information recorded for this receipt.
The receipt date, packing slip number, waybill number, and comments can be entered before
submitting the receipt. O ly
Express Receive
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The express function is a quick method of entering receipts. The receipt date uses the system
date. The packing slip number, waybill number, and comments are not available for entry.

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Chapter 5 - Page 18
iProcurement Receiving Process

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iProcurement Receiving Process

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In Oracle iProcurement, requesters can receive items, return items, correct items that have been

a
previously received, and view their receiving transaction history.
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Chapter 5 - Page 19
Entering Returns in Oracle iProcurement

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Entering Returns in Oracle iProcurement

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Once identified, you simply enter the amount, reason, return material authorization (RMA)

r a
number, and any comments to complete the return.
When you perform a Return to Supplier transaction, Oracle Purchasing reopens the associated
O ly
purchase order for the return quantity by reducing the original receipt quantity. You cannot

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perform a Return to Supplier transaction against a Finally Closed or Cancelled purchase order.
When you perform a Return to Supplier transaction, Oracle Purchasing automatically creates
a e
both a Return to Receiving and a Return to Supplier transaction. These transactions are not
n
t e r
visible in Oracle iProcurement however there is an indicator in the Quantity Received column
s
to let the receiver know that this receipt has been either returned or corrected.
U
I n
Automatic Debit Memo Creation
Oracle iProcurement provides the ability to automatically create debit memos in Accounts

l e
Payables every time items are returned to a particular supplier. Debit memos are created for all

c
supplier sites enabled to do so.

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Chapter 5 - Page 20
To enable the supplier site, the Create Debit Memo from RTS transaction option needs to be
selected in the Supplier Sites window in Oracle Purchasing. If the flag is enabled, every time
the Oracle iProcurement requester creates a return transaction against that supplier site, a debit
memo will be created against the supplier invoice (if the supplier invoice exists). In addition,
the profile option POR: Enable Automatic Debit Memo Creation for Returns must be set to
Yes.

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Chapter 5 - Page 21
iProcurement Receiving Process

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iProcurement Receiving Process

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In Oracle iProcurement, requesters can receive items, return items, correct items that have been

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previously received, and view their receiving transaction history.
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Chapter 5 - Page 22
Entering Corrections

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Entering Corrections

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Select the Correct Receipts link from the Receiving home page and you will be provided with

Any Time r a
the same search options provided for Returns:

Last 60 Days O ly
Last 30 Days
l & On
Last 7 Days
Today
n a e
e r s
Once you have found the receipt you wish to correct, enter the correct quantity for this receipt.
t U
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Chapter 5 - Page 23
Difference Between Returns and Corrections

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Difference Between Returns and Corrections
Receiving Return
c l
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Oracle iProcurement allows the receiver to return items to suppliers. If set up, debit memos can
also be generated during the return process. A return involves physically returning items to a
O ly
supplier or subinventory. You can return delivered items to the supplier if the purchase order

l & On
has been neither canceled nor finally closed. You can also optionally specify additional return
information such as a Reason Code and RMA (Return Material Authorization) number.
Receiving Correction
n a e
t e r U s
A correction involves correcting your own mistake (you entered a different quantity than you
actually received). Oracle iProcurement provides the capability to correct any receiving

I n
transaction, except another correction or a return to supplier transaction.
Corrections change the Oracle Applications to reflect the goods that are actually on hand. That

l e
is, a correction is typically made to adjust your inventory so that it is the same as what you

c
really have.

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Chapter 5 - Page 24
Receipt Header in Oracle iProcurement

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Receipt Header in Oracle iProcurement

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There are two major components to a receipt in Oracle Purchasing, header and lines. Oracle

Receipt Number r a
iProcurement hides this seperation from the user.

O ly
If automatic receipt number generation is active, the system assigns the next available receipt

& On
number. Numbering options are set one time for each inventory organization.
l
Receiver Name

n a e
The receiver name defaults in from the user id.
Receipt Date
t e r U s
Todays date defaults in from the system date. You can backdate a receipt if necessary, but the

I n
accounting period that the receipt date falls into must be open.

c l e
Packing Slip or Way Bill Number
You may enter the packing slip or Way bill number that the goods came in on.

r a
Comments
The receiver may enter comments here -- for example, a note that the box was wet.
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Chapter 5 - Page 25
Receipt Line in Oracle iProcurement

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Receipt Line in Oracle iProcurement
Quantity
c l
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Enter the quantity actually received. If you have allowed blind receiving in the inventory
organizations receiving options, this field will be empty.
Unit of Measure O ly
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The unit of measure for the receipt defaults.
l
Description

n a e
The description for the item displays.
Order Number
t e r U s
Order Type
I n
The order number displays (purchase order number or sales order number).

l e
The order type displays (purchase order number or sales order number).
Supplier
c
r a
The suppliers name displays.

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Chapter 5 - Page 26
The PO Confirm Receipts Workflow

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The PO Confirm Receipts Workflow

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This workflow automatically sends a notification of the expected arrival of your order. To set

r a
up this workflow, submit the Workflow Background Process and the Confirm Receipts
Workflow Select Orders process. The process should be scheduled to run at regular intervals.
O ly
The Confirm Receipts workflow sends notifications through the Web, e-mail, or Notifications

iProcurement.
l & On
Summary window to requesters or buyers who create requisitions through Purchasing or

a e
References: For more details see Confirm Receipts Workflow in the Oracle Purchasing
n
Users Guide.

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Chapter 5 - Page 27
Agenda

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Chapter 5 - Page 28
Purchasing Receiving Setup

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Purchasing Receiving Setup

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Although there are no specific iProcurement setup steps, keep in mind that if both Oracle

r a
Purchasing and Oracle iProcurement are being implemented some receiving controls required
by the purchasing staff may raise problems for requesters trying to receive.
Purchasing Options O ly
Purchasing Responsibility
l & On
n a e
(N) Setup > Organizations > Purchasing Options
Receipt Close Point: Action after which the receipt is considered closed.

e r s
Receipt Close Tolerance Percent: Receipt closes if it is within the receiving close
t U
tolerance at the receiving close point.
Receiving Options
I n
c l e
Purchasing Responsibility
(N) Setup > Organizations > Receiving Options

r a
Receipt Date: Set of controls that determines what the acceptable receipt date tolerances
are.
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Chapter 5 - Page 29
Over Receipt Control: Set of controls that determines what the acceptable receipt
amount tolerances are.
Receipt Number Options: Set of controls that determines what type of numbering is to
be used.
Miscellaneous: Set of controls that determines whether the receiver can take various
actions. Some, such as blind receiving, have no impact on iProcurement.
References: See the Oracle Purchasing Users Guide.

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Chapter 5 - Page 30
iProcurement Profile Options

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Profile Options
System Administrator Responsibility
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(N) Profiles > System
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O ly
There are many system profile options relating to Oracle iProcurement and the most
comprehensive and up-to-date list can be found in the Oracle Application Setup: Profile

& On
Options section in the Oracle iProcurement Implementation Guide.
l
RCV: Processing Mode

n a e
Indicates the processing mode used for receiving transactions.

e r s
PO: Enable SQL Trace for Receiving Processor
t U
Used if you need help with an error that occurs while the Receiving Transaction Processor is
running.
I n
c l e
PO: ERS Invoice Number Prefix
Used to to change the invoice number prefix assigned to Payment on Receipt invoices.

r a
PO: ERS Aging Period
The number of days between the receipt date and the Payment on Receipt automatic invoice
O creation date.

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Chapter 5 - Page 31
iProcurement Receipt Function Security

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iProcurement Receipt Function Security
System Administrator Responsibility
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r
(N) Security > Responsibility > Define
a
O ly
To minimize confusion, it is recommended that you create a new responsibility when using any
of these receiving exclusions. The function Receive Items can be used to prevent the

l & On
responsibility from receiving items in their operating unit. Similarly the function All Items to
Receive can be used to prevent a receiver from seeing and receiving all items.

n a e
References: See Oracle Application Setup: Security in the Oracle iProcurement
Implementation Guide.

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Chapter 5 - Page 32
Agenda

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Chapter 5 - Page 33
Additional Receiving Considerations

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Additional Implementation Considerations

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These considerations are the same as for Oracle Purchasing implementation. They are repeated

Receiving Methods r a
here as a reminder of considerations that may also affect Oracle iProcurement receivers.

O ly
The bottom line when considering desktop receiving is that it is great when goods are shipped

l & On
directly to the employee and dont go through a central receiving facility. For all other business
flows look to the standard Purchasing application.

n
Receiving Transaction Processor a e
t e r U s
This is really a question that must be resolved by the Oracle Purchasing implementation team.
It is raised here for those who are not implementing Purchasing. Be sure to review:

I n
Receiving Transaction Processor configuration:

c l e
Profile option RCV: Processing Mode
Choices are Batch, Immediate, or Online

r a
ASN or ASBN
Trusted suppliers can provide advance notice of shipment electronically to update Oracle
O Purchasing receipt status. This can eliminate the need for any requester interaction.

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Chapter 5 - Page 34
Receiving Comparison

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Chapter 5 - Page 35
Data Mapping Considerations

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Data Mapping Considerations

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If you are converting from a legacy system these considerations are the same as for Oracle

r a
Purchasing implementation. They are repeated here as a reminder of considerations that may
also affect Oracle iProcurement receivers.
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Chapter 5 - Page 36
Data and Reporting Considerations

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Data and Reporting Considerations

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These considerations are the same as for Oracle Purchasing implementation. They are repeated

a
here as a reminder of considerations that may also affect Oracle iProcurement receivers.
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Chapter 5 - Page 37
Optional Components

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Optional Components

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These are optional features available in Oracle Applications that might be considered when
implementing iProcurement receiving.
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Chapter 5 - Page 38
Receiving Open Interface

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Receiving Open Interface

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The Receiving Open Interface is an alternative to manual receipt through Oracle iProcurement.
Load (1)
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Load the Receiving Open Interface with data using SQL*Loader or another utility. You can
use barcoding software to create the text file as items are scanned to help automate the
receiving process.
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Process (2)

n a e
Run the Receiving Transaction Manager to validate data in the Receiving Open Interface
tables.
Complete (3)
t e r U s
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Use the Receiving Transaction window to complete the receipt.

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References: See the Oracle Manufacturing APIs and Open Interfaces Guide for details.

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Chapter 5 - Page 39
Overview of Payment on Receipt

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Overview of Payment on Receipt

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Oracle Purchasing works in conjunction with Oracle Payables to streamline the procurement

r a
process by generating invoices to suppliers based on receipt transactions. Negotiate with key
suppliers to use Payment on Receipt. Every invoice created by the Payment on Receipt
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process is one less receipt that needs to be manually keyed into Payables. Payment on Receipt

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enables you to automatically create standard, unapproved invoices for payment of goods based
on receipt transactions. Invoices are created using a combination of receipt and purchase order

n a e
information, eliminating duplicate manual data entry and ensuring accurate and timely data
processing. Payment on Receipt is also known as Evaluated Receipt Settlement (ERS) and Self
Billing.
References:
t e r U s
I n
Oracle Purchasing Users Guide

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Oracle Payables Users Guide

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Chapter 5 - Page 40
Summary

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Chapter 5 - Page 41
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Oracle iProcurement Setup
Steps
Chapter 6

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Oracle iProcurement Setup Steps

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Chapter 6 - Page 3
Objectives

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Chapter 6 - Page 4
Agenda

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Chapter 6 - Page 5
Procurement Process: Oracle iProcurement

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Procurement Process: Oracle iProcurement

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This slide shows high level process view of procurement. Remember that Oracle iProcurement

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provides the essentials for the ordering portion of the procurement process. This includes
Catalog Content Management, Requisitioning, Purchase Order creation, and Receiving Orders
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as shown in the diagram above. These modules, along with the supporting functionality that

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they rely on, must be implemented and functioning correctly.
This particular tutorial is designed as a recap of the higher level Oracle iProcurement
a e
implementation steps. Remember that the lower lever setup steps have been covered in the
n
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tutorials relating to specific subject mater referred to above.

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Chapter 6 - Page 6
Oracle iProcurement Integration with Oracle Applications Impact
on Setup

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Oracle iProcurement Integration Impact on Setup

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The setup steps following in this unit are basic setups. One person or a large team of people

O ly
working concurrently may perform setups. In an implementation common Oracle Application
setups are generally performed first, followed by shared setups for each product family(such as

specific setups.
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setups shared between Oracle iProcurement and Oracle Purchasing), and finally application

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Chapter 6 - Page 7
Oracle iProcurement Setup Overview

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Oracle iProcurement Setup Overview

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Although some of the setup steps overlap, there are three distinct business process concerns

r a
involved in iProcurement setup. The intent of this module is to provide a setup overview to key
setup tasks and the sequence in which they should be performed. For detailed information,
O ly
refer to the Oracle iProcurement Implementation Guide and Oracle Purchasing Users Guide.

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Chapter 6 - Page 8
Agenda

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Chapter 6 - Page 9
Oracle Applications Setup Overview

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Oracle Applications Setup Overview

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This represents a summary of the Oracle Applications portion of implementation. The slides

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that follow will highlight some of the more complex or critical tasks. More complete details of
setup steps is available from the Oracle iProcurement Implementation Guide.
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Chapter 6 - Page 10
Oracle Applications Setup Overview - 2

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Chapter 6 - Page 11
Oracle Applications Setup Overview - 3

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Chapter 6 - Page 12
Oracle Applications Setup Overview - 4

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Chapter 6 - Page 13
Agenda

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Chapter 6 - Page 14
Oracle iProcurement Setup Overview

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Oracle iProcurement Setup Overview

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These are additional setups unique to Oracle iProcurement that should be performed once you
have a working Oracle Purchasing system.
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A complete list of Oracle iProcurement setup steps to be performed with reference
O ly
documentation is available in the Oracle iProcurement Implementation Guide.

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Chapter 6 - Page 15
Perform Oracle iProcurement Specific System Administration
Setup

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Chapter 6 - Page 16
Verify Profile Options That Impact Oracle iProcurement: Oracle
Applications

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Verify Profile Options That Impact Oracle iProcurement: Oracle Applications
System Administrator Responsibility
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(N) Profile > System
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These are a few key profile options. Refer to product user guides for more complete lists.
Audit Trail: Activate
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If you want to keep track of the changes made to your data by application users, you should set
n
e r
up Audit Trail for the relevant tables. Defining Audit Trail for your site involves defining
s
Audit Groups, which are groups of tables and columns for which you intend to track changes.
t U
You then define Audit Installations to instruct Audit Trail which ORACLE IDs you want to

I n
audit. Finally, you run the Audit Trail Update Tables Report, which allows your Audit Trail
definitions to take effect.

l e
Default Country
c
r a
This is the default source for the Country field for all address zones and is used by the Flexible
Address Formats feature, the Flexible Bank Structures feature and the Tax Registration

O Number and Taxpayer ID validation routines.

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Oracle iProcurement Setup Steps


Chapter 6 - Page 17
Help Localization Code
This is the localization code for localized Help files.
GL: Set of Books Name
Specify your set of books. This option also associates a set of books with a responsibility.
Sequential Numbering
Sequential numbering assigns numbers to documents created in the Oracle financial products.
HR: User Type
Use this profile option to limit field access when sharing Oracle Human Resources and Oracle
Payroll.

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Chapter 6 - Page 18
Verify Profile Options That Impact Oracle iProcurement: Oracle
Purchasing

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Verify Profile Options That Impact Oracle iProcurement: Oracle Purchasing
System Administrator Responsibility
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(N) Profile > System
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These are a few key profile options. Refer to the Oracle Purchasing Users Guide for a
complete list.
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PO: Set Debug Workflow On

n a e
e r
Used usually by technical support staff only for finding problems with the Oracle Purchasing
s
workflow processes. The default value is No. The user can view and update this profile option.
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It can also be updated at the user, responsibility, application, and site levels.

I n
PO: Workflow Processing Mode

c l e
Affects the performance of the Purchasing approval workflow processes:
Online - Completes an entire approval workflow process before letting you proceed to the

r a next activity, but provides you with an updated Status (for purchase orders) as soon as it
finishes.
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Oracle iProcurement Setup Steps


Chapter 6 - Page 19
Background - Enables you to proceed to the next activity while the approval process
completes in the background. When this profile option is set to Background, you must
start the Workflow Background Engine, which you access through the System
Administrator responsibility. It is recommended that you set this process to run frequently,
if you are using it for Background mode approvals.
MO: Operating Unit
Determines the operating unit associated with your responsibility.
HR: Cross Business Groups
Affects the suggested buyer functionality by including buyers from different business groups.
HR: Business Group
Associates a business group with a responsibility.

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Chapter 6 - Page 20
Verify Profile Options That Impact Oracle iProcurement

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System Administrator Responsibility
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Verify Profile Options That Impact Oracle iProcurement

(N) Profile > System


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These are a few key profile options. There were more complete lists of iProcurement profile
covered in earlier sections of this course. See the Oracle iProcurement Implementation Guide
for a complete list.
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Attachment File Directory

n a e
Specifies the directory where attachments are stored.
ICX: Limit connect
t e r U s
Determines the maximum number of page hits per session.
ICX: Limit time
I n
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Determines the maximum number of hours a user can be logged on per session.

c
ICX: Override Location Flag

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Determines whether the default deliver-to location on orders can be overridden.

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Chapter 6 - Page 21
ICX: Override Requestor
Determines whether a user can override the default requestor code and create a requisition for
everyone, the entire organization, or just the user.
POR: Amount Based Services Line Type
Determines the line type for amount-based non-catalog requests.
POR: Goods Line Type
Indicates the line type that should be used for all bulk loaded items and quantity-based non-
catalog requests.

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Chapter 6 - Page 22
Verify Profile Options That Impact Oracle iProcurement

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More iProcurement Profile Options
System Administrator Responsibility
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(N) Profile > System
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These are a few key profile options. There were more complete lists of iProcurement profile
covered in earlier sections of this course. See the Oracle iProcurement Implementation Guide
for a complete list.
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POR: Rate Based Services Line Type
Specifies the line type for rate-based non-catalog requests.
POR: Approved Pricing Only
t e r U s
Restricts user access to only those items associated with blanket purchase agreements, catalog

I n
quotations, and requisition templates.

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POR: System Approvers are Mandatory
Determines whether the default approvers on the approver list are mandatory.

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POR: Hosted Images Directory
Specifies the directory where image files are stored.
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Chapter 6 - Page 23
POR: Load Auto Category
Controls whether the catalog bulk loader should automatically create any new categories
during the loading process.
POR: One Time Location
Used as the one-time location code for the one-time address.
TAX: Allow Override of Tax Code
Controls the ability to override the tax code that is defaulted during the requisitioning process.

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Chapter 6 - Page 24
Requisition Templates

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Requisition Templates
Purchasing Responsibility
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(N) Setup > Purchasing > Requisition Templates

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You can specify items individually on a requisition template, or you can reference an existing
requisition or purchase order to copy items on to requisition templates you create. You can

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copy lines from multiple documents to combine them and create one template. Requesters can
use templates to create requisitions using the order pad when they select the Supplier Item
Catalog button.
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Chapter 6 - Page 25
Define Information Templates

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Define Information Templates
Purchasing Super User Responsibility
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(N) Setup > Information Templates
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Information templates provide a way to capture required information for ordering an item. The
example in the slide might be used to create a business card order. Information templates are

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created and associated with an item or category by the purchasing system administrator. These
templates list the attributes field names in which data should be entered. Any of the fields can
a e
be designated as mandatory. These templates are set up in Oracle Purchasing.
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Chapter 6 - Page 26
Set Up Catalog

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Set Up Catalog

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Prepare catalogs for requestors by first creating a blanket purchase agreement in Oracle

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Purchasing. Then upload item and schema content. Test the catalog (for example, by searching
for or requisitioning the items in the catalog). See the Oracle iProcurement Implementation
O ly
Guide for more details or refer to the iProcurement Content Management topic of this course.

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Oracle iProcurement Setup Steps


Chapter 6 - Page 27
Agenda

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Chapter 6 - Page 28
Additional Implementation Considerations

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Additional Implementation Considerations

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This section overviews or recaps important implementation considerations.

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Chapter 6 - Page 29
Training Considerations

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Additional Considerations

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These considerations are the same as for Oracle Purchasing implementation. They are repeated

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here as a reminder of considerations that may also affect Oracle iProcurement receivers.
Refer to the Oracle Applications System Administrators Guide for detailed instructions on
O ly
modifying and updating online help files.

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Oracle iProcurement Setup Steps


Chapter 6 - Page 30
Oracle iProcurement Features to Consider

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iProcurement Features to Consider
Function security
c l
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Are you going to limit access to functionality in iProcurement? See the Requisitions
Management topic of this course.
Collaborative integration O ly
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Are you going to use functionality provided by Oracle Supplier Network, Oracle iSupplier
l
n
Third-party catalog maintenancea e
Portal, or Oracle Sourcing in your iProcurement implementation?

e r s
Are you going to outsource catalog maintenance? See the Catalog Management topic of this
course.
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No internal catalog - external content only

c l e
Will you not use the internal catalog at all, but provide items from remote catalogs only? See
the Catalog Management of this course.

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Chapter 6 - Page 31
Custom Package Implementation

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Custom Package Implementation

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The Custom Package makes certain points in Oracle iProcurement processing public and

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customizable.This package is called at various processing points, and all the current data is
passed as in or in-out parameters. The in-out parameters can then be modified using your
O ly
custom logic based on the current state of the parameters.

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Some parameters are in-only, to prevent the custom logic corrupting the item.
References: See the Oracle iProcurement Implementation Guide.

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Oracle iProcurement Setup Steps


Chapter 6 - Page 32
Page-Specific Customization

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Page-Specific Customization

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Sometime company business processes may require customization of a portion of the user

needs. r a
interface (UI) itself. This can be done by technical consultants to solve specific organization

O ly
References: See the Oracle iProcurement Implementation Guide for details.

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Oracle iProcurement Setup Steps


Chapter 6 - Page 33
Summary

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Chapter 6 - Page 34