ORACLE PURCHASE

REQUISITIONS

TRAINING MANUAL
Version 3.0
August 2009

The Procure to Pay Process

1. Create requisition – choose supplier - forward to

approver

2. Approver reviews requisition and approves

3. Requisition received by Purchasing Team. Purchase

Order (PO) created and sent to supplier

4. Purchase Order received by supplier. Order processed

and despatched

5. Goods received – recipient enters Goods Received

Note (GRN) details into Oracle

6. Invoice received from supplier and entered into

Oracle by Accounts Payable team. Invoice matched
with PO and GRN. Only when this matching is
complete is invoice available for payment

7. Payment made to supplier by Accounts Payable team.

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Accessing Oracle
From your web browser, enter the address:

Production environment: https://infonxx.oracleoutsourcing.com/

You will be presented with the following screen:

Click on Apps Logon Links

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This will lead you to the following screen:

Click on E-Business Home Page

You will now arrive at the Oracle Log in page:

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Save this location on your web browser under favourites. This will allow you to
access the log in screen directly next time you use it.

Username Enter your user name. This will be provided to you

Password Enter your password. This will be provided to you.

When using Oracle for the first time you will be asked
to select your own password

Click the ‘Login’ button

The following screen will appear – this is where you will begin to enter a requisition:

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Click on the ‘Create a Non-Catalog Request’ link

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Item Type This is defaulted to ‘Goods billed by quantity’. Leave as
it is

Item description Enter the description of the item you are

requesting

Category Click on the torch for a list of expenditure categories

Quantity Enter the number of items that you require

Unit of Measure This can be EA (Each), box pack etc. Click on the torch
for a full list of values

Unit Price Enter the price per unit

Currency The default currency will be Euro. However you can

select other currencies by clicking on the down arrow

Supplier Name Click on the torch to search for the supplier.

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Enter the full name or partial name of the desired supplier in the search field.

Enter the supplier name, e.g. for Abbey Office Supplies, enter ‘abbey’

Click ‘Go’

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The results of your search will be shown. Click on the ‘Quick Select’ icon against the
appropriate supplier.

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The supplier name and site fields will be populated on the ‘Describe the Supplier’
section.

Enter the contact name and phone number

Click on the ‘Add to Cart’ button.

If the desired supplier is not available, complete a ‘New Supplier Form’, sign it and
forward it to the Accounts Payable team, e-mail: gary.brown@118118.com

The accounts payable team will confirm once the supplier has been set up for you
to continue with your requisition.

The screen will update itself and appear as follows:

The shopping cart has now been updated with the requisition that has been created.

To continue with this requisition, click the ‘View Cart and Checkout’ button.

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Oracle will now show a summary of the requisition that has been created. At this
stage, amendments can be made if needed. To continue, click the ‘Checkout’ button:

You will then be presented with the following screen:

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The delivery details on the left confirm the need-by date, requester and delivery
details. This information can be amended if necessary by clicking on the calendar
(need-by date) or torch (requester, deliver-to location).

Click ‘Next’.

Enter the account code in the ‘Accounting Flexfield’ box. This code is used by the
finance team to record the costs of the requisition.

Company 24 (Conduit Enterprise Ltd Ireland),

Location 370 (Dublin HQ)
Department 407 (Human Resources)
Project Code 0000

Consult your cheat sheet for specific codes

Click on the ‘Return’ button

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The approvers screen will now appear:

Your approver will appear on the screen (this has been defined in the purchasing
approval hierarchy). You also have the ability to change the approver if appropriate
using the ‘Change First Approver’ and ‘Add Approver’ buttons

You can also add further details concerning this transaction

Once complete, click ‘Next’.

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Finally, you have the review screen. Note that the requisition number has now been
generated.

If you are happy with the content of the requisition shown, click ‘Submit’.

The requisition will now pass to the approver for approval:

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Viewing the Status of your Requisition
The opening screen of Oracle iProcurement will show a summary of your requisitions
and their current status:

Click on the appropriate requisition number for more detailed information.

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Approving Requisitions
The approver will receive a workflow e-mail (an e-mail created by Oracle) in their In
Box.

Details of the requisition are shown.

A series of Action buttons are shown at the bottom of the message

Approve The requisition is approved and is now available for

Purchase Order creation

Approve and Forward The requisition is approved and forwarded to another

individual for information

Forward The requisition is forwarded for approval

Reject The requisition is rejected

Request information Further information on the requisition is required from

the requisitioner

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In each case, the requisitioner receives an e-mail informing them of the approver’s
actions.

Entering a Receipt
Follow the access steps shown on Pages 3 and 4.

Click on the ‘Receiving’ tab.

Click on the ‘Receive Items’ link or alternatively requisitions that you created will be
listed on this screen.

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Enter receipt details. Then click ‘Next’.

On the following screen, click ‘complete’.

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Returning Goods

Click on the ‘Receiving’ tab

Click on the ‘Return Items’ link

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Search for the items that have been received using receipt number, requisition
number, purchase order number or supplier.

Click ‘Go’.

Under the ‘Results’ section, find the relevant receipt and enter the quantity returned in
the ‘Return Quantity’ field.

Click ‘Next’.

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Enter a reason for the return by clicking on the torch icon.

Click the ‘Next’ button. You will receive confirmation of the submission:

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Click on the ‘Return Items’ button.

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