r12 iprocurement presentation oa
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UNDERSTANDING ORACLE IPROCUREMENT IN R12
PROCURE TO PAY: ORACLE IPROCUREMENT
Sourcing Payment, Analysis
Ordering
Purchase orders & agreements
RFQ, Auction, Quotation
Supplier selection Requisition Receipt Invoice, matching, payment
Analysis, manage suppliers
ORACLE ADVANCED PROCUREMENT
Browser
Suppliers
Content providers
Marketplaces
www
Transactions
Catalog updates
Catalog updates
Collaboration
EDI & XML gateway
E-Content catalogs
Procure-to-pay flow
Orders
Requisition
Approvals
Intelligence
Payables
Negotiations
Receiving
Oracle Applications
OrdersOrders ReceivingReceivingSourcing &Sourcing &approvalapproval
Oracle Purchasing
Pay on Pay on receiptreceipt InvoicingInvoicing Financial Financial
reportingreportingLocalLocal
requestrequestOracle PayablesiProcurement
EDI & XMLGateway
Purchasing Intelligence
Orders &Orders &schedulesschedules
Receipts & Receipts & paymentspayments
PostedRFQs
iSupplier Portal
Local catalog
ORACLE IPROCUREMENT IN E-BUSINESS
Electronicdocuments
Catalogs
Third-party catalogs
Suppliers
Catalogs & content
(XML, cXML)
External Marketplaces
• Ability to buy administrative items• Ability to buy production items• Self-guiding catalog• Desktop receiving• Single global instance• Punchout to marketplaces• Integration with enterprise resource planning
(ERP) system
KEY ORACLE IPROCUREMENT CAPABILITIES
E-BUSINESS SUITE INTEGRATION
iProcurement
Projects
Payables
General Ledger
Purchasing
Human Resources
Workflow
eCommerce & XML
Gateway
PROCUREMENT SUITE INTEGRATION
Purchasing iSupplier Portal
SourcingiProcurementServices Procurement
DBI for Procurement Supplier Network
KEY FUNCTIONALITY OF ORACLE IPROCUREMENT
Catalog content creation and management Receive order
Find the correct item and add to
shopping cart
Checkout and submit
requisition
Approval and order creation
ORACLE IPROCUREMENT CONTENT MANAGEMENT
Internal catalog
OraclePurchasing•Items•Categories•Requisition
Templates•Blanket
Agreements•Quotations•Approved
supplier list
Schema•XML•eContent
Manager
Supplier•XML•Tab-delimited
(spreadsheet)•Online authoring
Oracle iProcurement• Online authoring• Spreadsheet upload
Computer Peripherals
CONTENT ZONESContainers for shopping content
Office Supplies
STORES
Stores are simply a way to organize catalogs Stores are created from content zones Stores guide requesters to relevant contents Stores are configured by the administrator:
Organize content by usage Organize content by source Organize content by relevance
SHOPPING
Select items
ExternalMarketplace or
supplier
Non-CatalogInternal catalog
My FavoritesOther FavoritesShopping Lists
SearchCategories
Add items to shopping cart
OVERVIEW OF CHECKOUT
1. Requisition information
2. Select approvers
Items from shopping
Review and submit requisition for approval
APPROVAL AND DOCUMENT CREATION
Purchase order or release
Approved requisition
Create Documents workflowAutoCreate
OVERVIEW OF RECEIVING
Order Transmission
• Printed• E-mail• EDI• XML
Shipment Notification
• Printed• EDI• iSupplier Portal
Receipt Confirmation
• Receipts• Corrections• Returns
CENTER-LED PROCUREMENT
Shared Services Center
Business unit 1
Business unit 2
Request Source Order Pay
Intercompany Invoicing
ORACLE IPROCUREMENT SHOPPING DATA FLOW
XML
Internal catalog
iProcurement
Oracle Purchasing
Oracle Payables
Text
Marketplace or supplier
XML/cXML SQL
Extractor
Upload
E-BusinessTax
ORACLE IPROCUREMENT SUBMIT REQUEST DATA FLOW
Oracle PurchasingiProcurement
e-Commerce or XML Gateway
Requisition
Workflow
1. PO Req Approval WF (workflow)
2. PO Create Documents WF
3. PO Approval WF
PurchaseOrder orRelease
Supplier
Printed,Faxed,
eMailedorder
ORACLE IPROCUREMENT SETUP OVERVIEW
Oracle iProcurement setup
Oracle Applications setup
Oracle Purchasing setup
ORACLE IPROCUREMENT SETUP STEPS
1. Perform Oracle iProcurement-specific system administration setup
2. Define information templates3. Define data security (realms) 4. Verify profile options for iProcurement5. Verify workflow settings for iProcurement6. Perform preliminary catalog load7. Perform preliminary catalog schema maintenance8. Set up company specific order controls9. Implement custom packages
ORACLE IPROCUREMENT SETUP STEPS
PROCUREMENT PROCESS: ORACLE IPROCUREMENT
Requisitions
Purchase Orders
ReceivingOrders
Reporting
Invoice/ Payment
Supplier Performance
Supplier Management
RFQs/ Quotations
CatalogContentManagement
Sourcing
Ordering
Analysis
ORACLE APPLICATIONS SETUP OVERVIEW
Setup Step Oracle Purchasing is setup
Oracle Purchasing is not setup
1 Set Up System Administrator Not Required Required
2 Define Accounting Key Flexfields Not Required Required
3 Set Up Calendars, Currencies, and Set of Books
Not Required Required
4 Define Human Resources Key Flexfields
Not Required Required
5 Define Locations Not Required Required
6 Define Organizations and Organization Relationships
Not Required Required
7 Convert to a Multi-Org Architecture Not Required Optional
8 Define Inventory Key Flexfields Not Required Required
9 Define Units of Measure Not Required Required
10 Define Freight Carriers Not Required Optional
ORACLE APPLICATIONS SETUP OVERVIEW - 2
11 Define Item Attributes, Codes and Templates
Not Required Required
12 Define Categories Not Required Required
13 Enable Categories for Oracle iProcurement
Required Required
14 Set Up Personnel Not Required Required
15 Set Up Oracle Workflow Not Required Required
16 Decide How to Use the Account Generator
Not Required Required
17 Open Inventory and Purchasing Accounting Periods
Not Required Required
18 Define Subinventory Locations Not Required Optional
19 Define Cross-Reference Types Not Required Optional
20 Define Tax Codes Not Required Optional
ORACLE APPLICATIONS SETUP OVERVIEW - 3
21 Define Payment Terms Not Required Optional
22 Set Up Approval Information Not Required Required
23 Define Lookups and Classes Not Required Required
24 Define Standard Attachments Not Required Optional
25 Define Purchasing Options Not Required Required
26 Define Buyers Not Required Required
27 Define Items Not Required Optional
28 Define Line Types Not Required Required
29 Start the Purchasing Database Administrator
Not Required Required
30 Define Financial Options Not Required Required
ORACLE APPLICATIONS SETUP OVERVIEW - 4
31 Define Transaction Reasons Not Required Optional
32 Define Receiving Options Not Required Required
33 Set Up Transaction Managers and Resubmission Intervals
Not Required Required
34 Define Suppliers Not Required Required
35 Set Up Workflow Options Not Required Required
36 Submit Workflow-related Processes Not Required Required
37 Define Descriptive Flexfields Not Required Optional
38 Set Up Automatic Sourcing Not Required Optional
39 Perform Additional System Administrator Setup
Not Required Required
40 Define Manufacturing System and User Profiles
Not Required Required
ORACLE IPROCUREMENT SETUP OVERVIEW
Perform Oracle iProcurement specific system administration setup
Verify profile options that impact Oracle iProcurement
Define requisition templates Define information templates Initialize the catalog:
Perform preliminary catalog load Preliminary catalog maintenance
Define realms
PERFORM ORACLE IPROCUREMENT SPECIFIC SYSTEM ADMINISTRATION SETUP
Define additional responsibilities and set profile options Define additional users
VERIFY PROFILE OPTIONS THAT IMPACT ORACLE IPROCUREMENT: ORACLE APPLICATIONS
Default Country
Help Localization Code
GL: Set of Books Name
Sequential Numbering
HR: User Type
Audit Trail: Activate
VERIFY PROFILE OPTIONS THAT IMPACT ORACLE IPROCUREMENT: ORACLE PURCHASING
PO: Set Debug Workflow On
PO: Workflow Processing Mode
MO: Operating Unit
HR: Cross Business Groups
HR: Business Group
VERIFY PROFILE OPTIONS THAT IMPACT ORACLE IPROCUREMENT
Attachment File Directory
ICX: Limit connect
ICX: Limit time
ICX: Override Location Flag
ICX: Override Requestor
POR: Amount Based Services Line Type
POR: Goods Line Type
VERIFY PROFILE OPTIONS THAT IMPACT ORACLE IPROCUREMENT: CONTINUED
POR: Rate Based Services Line Type
POR: Approved Pricing Only
POR: System Approvers are Mandatory
POR: Hosted Images Directory
POR: Load Auto Category
POR: One Time Location
TAX: Allow Override of Tax Code
REQUISITION TEMPLATES Use requisition templates to simplify the process
of requisitioning frequently requested items. Consists of items, pricing and
sourcing information.
Requisition template Requisitions
DEFINE INFORMATION TEMPLATES
Seq Name Default
10 Name
20 Title
30 Address
40 City, State, Zip
50 Phone
60 E-Mail @oracle.com
SET UP CATALOG Create Blanket Purchase Agreement (Oracle
Purchasing) Perform item content load Perform schema content load
Unified Catalog
Item Content Schema Content
ORACLE IPROCUREMENT FEATURES TO CONSIDER
Function security Collaborative integration:
Oracle Supplier Network Oracle iSupplier Portal Oracle Sourcing Oracle Exchange
Third-party catalog maintenance No internal catalog - external content only
CUSTOM PACKAGE IMPLEMENTATION
POR_CUSTOM_PKG is called from Java at critical points.
Can override standard functionality Main points of interest are :
CUSTOM_DEFAULT_REQ_HEADER CUSTOM_DEFAULT_REQ_LINE
PAGE-SPECIFIC CUSTOMIZATION
You may need to consider page-specific customizations in your implementation plans. For example: PORBEDAC.xml the Account page. This page is:
Part of checkout process Allows user to modify the default charge account Often requires customization to add a list of values
(LOV) to the segments
ORACLE IPROCUREMENT CONTENT MANAGEMENT
PROCUREMENT PROCESS: ORACLE IPROCUREMENT
Requisitions
Purchase Orders
ReceivingOrders
Reporting
Invoice/ Payment
Supplier Performance
Supplier Management
RFQs/ Quotations
CatalogContentManagement
Sourcing
Ordering
Analysis
WHAT ARE IPROCUREMENT CATALOGS?
A catalog is a cohesive source of supplier productand service information that provides a meansby which the information can be found quickly by therequestor.Attributes of a good catalog are:
• Content (product categories)• Accuracy (product descriptions)• Robustness (availability)• Ease of use (good indexing, searching)
WHY USE CATALOGS?An internet-based procurement solution is onlyeffective if the user can reliably order the items theyneed. Poor catalog management leads to:• Contract leakage• Maverick buying• Workarounds• Decreased spend control
WHAT IS AN IPROCUREMENT STORE?Stores are collections of similar catalogs created to enable an intuitive shopping mall experience:
Requesters choose the appropriate store to guide finding the item they want to order.
A store can contain a combination of catalog types. Within a store, items separated by content zone.
WHERE DOES THE CATALOG CONTENT COME FROM?
Direct access to Supplier catalogs
CatalogsMarketplaces
Oracle Purchasing
Third party electronic catalogs
Local content
Oracle Inventory
Suppliers
iProcurement
ORACLE IPROCUREMENT CONTENT MANAGEMENT
Content Type
Description SuggestedCommodity
Local iProcurement catalog to which the buyer adds items.
Direct and indirect material
Supplier-hosted
Supplier Web store to which the buyer links directly.
Configured products
Marketplace-hosted
A third party site hosts catalog items for buyers and suppliers.
Direct material
LOCAL OR BUYER-HOSTED CONTENT
Third party electronic catalogs
Local content
Suppliers
Publish
Upload catalogEDI pricing
iProcurement
Oracle Applications
EXTERNAL OR SUPPLIER-HOSTED CONTENT
Direct access to supplier catalogs
iProcurement request
Supplier
Web store
EXTERNAL MARKETPLACE-HOSTED CONTENT
Suppliers
Catalogs
External marketplace(Web catalog)
iProcurement request
CHOOSING CONTENT What kinds of items will requesters order? Local catalog provides the most consistent user
interface. Local catalog is inside the firewall. Do suppliers already send EDI 832/843
(agreements and quotations)? Supplier-hosted and marketplace-hosted catalogs
put the maintenance in the supplier’s hands. Supplier-hosted and marketplace-hosted catalogs
require more complex security and setup.
REQUIREMENTS OF LOCAL CATALOGS
Local content requires either of the following: Quotations, blanket purchase agreements,
requisition templates, or system items exist in Oracle Purchasing.
Supplier has completed XML or tab-delimited text file for uploading to the iProcurement catalog.
REQUIREMENTS OF SUPPLIER-HOSTED CONTENTSupplier-hosted content requires the following:
Supplier has set up its site according to Oracle punchout implementation requirements.
Buyer obtains supplier URL and password for setting up access to the site in iProcurement.
REQUIREMENTS OF MARKETPLACE-HOSTED CONTENT
Marketplace-hosted content requires the following:
Buyer and supplier registers with marketplace. Supplier has set up its site according to marketplace
punchout implementation requirements. Buyer obtains marketplace URL and password for
setting up access to the site in iProcurement.
UTILIZATION OF CATALOG CONTENT
Punchout
TransparentPunchout
Local Catalog
iProcurement request
Firewall
External catalogs
CONTROL CONTENT USING CONTENT ZONES
Control what catalog content to show: Catalog Administrators can partition local catalog
content into local content zones based on items’ supplier, supplier site, item category and browsing category information. Support for inclusion and exclusion rules. Ability to include Inventory items.
Once defined, Content Zones may be made accessible to users of specific Responsibilities or Operating Units. Content zones may be assigned to multiple stores. Stores may contain multiple content zones.
STORES: PULLING IT ALL TOGETHER…
List 1Punchout Catalog 1
Punchout
Firewall
Search engine will only search within catalogs that are associated with Store One.
Info List 1
TransparentPunchout
iProcurement
1. User selects Store One (office supplies) and enters a search string.
2. Results are returned and presented within a single search results page.
External Catalog 1
Local Catalog 1
Store One
IPROCUREMENT CATALOG ADMINISTRATION
CREATING LOCAL CONTENT
Buyer-hostedcontent
Third party electronic catalogs
Suppliers
Upload
Oracle Inventory
Oracle Purchasing
Oracle Applications
Oracle iProcurement
Oracle Sourcing OnlineEntry
Upload
ORACLE CONTENT UTILIZATION TYPES
Type Location DescriptionLocal Oracle
iProcurementContent that you load from Oracle Purchasing or enter online.
Punchout Supplier's or marketplace
Requester adds items from the external site to the shopping cart in Oracle iProcurement.
Transparent punchout
Supplier's or marketplace
Requester shops the external site in the background and returns the matching items to the Search Results Summary and Search Results pages.
Informational Oracle iProcurement
Instructions, policies, and links for ordering items and services that may not be supported by the other catalog types.
LOCAL CONTENT
Local content is: Unified (consistent look and feel) Supplier independent (contains selected products
and services from more than one supplier)This type of content can be:
Directly from Oracle Applications Uploaded from any third party content provider Updated directly by suppliers.
E-BUSINESS SUITE LOCAL CONTENT
Catalog content automatically included from the following sources in Oracle Applications:
• Web-enabled Purchasing categories • Items:
• Belong to web-enabled Purchasing categories • Items on catalog quotations• Items on blanket purchase agreements• Items on requisition templates
UPLOADING LOCAL CONTENT
Local catalog
Third party electronic catalogs
Publish
Upload document
Upload
Suppliers
BEFORE UPLOADING CONTENT
Think first about how you want the store to look and be structured:
• Will you use only existing items and categories? • Will you use only bulk loading? • Will you use both methods? • Are the categories you load sufficient, or do you
want to create a different category structure for iProcurement users?
UPLOAD CONTENT: RESOURCE FILESBefore you can upload you need to download the resource files which may contain:
Readme file that describes how to create the upload file Upload file template Upload file example List of line types, job codes, and categories Contents vary depending on upload file type:
Text XML CIF cXML
ITEM CONTENT THAT YOU UPLOAD Item information, at a minimum the following:
Category (Purchasing) Description
Price information, at a minimum the following: Price Unit of measure (UOM) Currency
UPLOADING LOCAL CONTENT
Oracle iProcurement supports the upload of catalog content:• Items • Categories
Upload supports the following file formats:TextXMLCIFcXML
CONTENT UPLOAD AND DOCUMENT TYPESYou can upload content to three Oracle Purchasing document types:
Global Blanket Purchase Agreement Blanket Purchase Agreement Quotation
AUTOMATICALLY UPLOADING SHOPPING CATEGORIES
Dynamic category creation if the following profileoption is set to Yes :
• POR: Auto Load Shopping Categories
PRICE LISTS THAT YOU UPLOADPrice list can be uploaded to your documents as an update to a document line item.
Internal Item Supplier Item Break Price
Ship-To Org
Ship-To Location
A2SS9 TS-01 4.99 V1 Vision USA
A2SS9 TS-01 2.00 E51 Hamburg DE
A2SS9 TS-01 6.00 A1 Sydney
A2SS9 TS-01 2.00 J1 Tokyo
ONLINE CONTENT AUTHORING FLOW1. A global purchase agreement is created by a buyer in Oracle
Purchasing.2. In Oracle iProcurement Catalog Administration the catalog
administrator selects the agreement to update.3. Catalog lines can be added from existing catalog items,
uploaded, or manually entered.4. The updated agreement is submitted for approval.5. The changes accepted by the buyer are incorporated in the
document and it is submitted for approval.6. Once approved, the agreement content is available for
requesters in Oracle iProcurement.
UPLOAD CONTENT AUTHORING FLOW1. A global purchase agreement is created by a buyer in
Oracle Purchasing.2. In Oracle iProcurement Catalog Administration select the
agreement to update.3. Download upload resources.4. Complete the spreadsheet according to readme.5. Upload completed spreadsheet and monitor any errors.
SAMPLE ITEM SPREADSHEET UPLOAD
XML: MORE CATALOG CONTROLFor catalog control, an XML file is the tool of choice:
XML files can be used to maintain catalog content. XML files can be used to maintain catalog schema. XML files can be applied to multiple instances.
Content
Schema
XML UPLOAD ITEMS FILE STRUCTURECatalog information is divided into two main categories:
Administrative information <ADMIN> Catalog Data Items and Prices <DATA>
N a m e In form ation
A D M IN
Item P ric e
D A T A
C A T A L O G
UPLOADING ITEMS: SPREADSHEET COMPARED TO XML
SAMPLE XML ADMINISTRATIVE SECTION
<ADMIN> <NAME>Acme Winter Catalog 2006</NAME> <INFORMATION><DATE>2006-12-08</DATE> <SOURCE>Acme</SOURCE> </INFORMATION></ADMIN>
SAMPLE XML DATA FILE STRUCTURE<?xml version="1.0" ?> <CATALOG xml:lang="EN-US"> <ADMIN> <!--start of administrative section--> <!-- Required Admin tags--> </ADMIN> <!--end of administrative section--> <DATA> <DOCUMENT> <HEADER> <!-- Required Data tags--> </HEADER> <LINES> <!-- Required Data tags--> </LINES> </DOCUMENT> </DATA></CATALOG>
SAMPLE XML DOCUMENT HEADER SECTION <HEADER> <DOCUMENT_NUMBER>20939</DOCUMENT_NUMBER> <OPERATING_UNIT>Vision Operations</OPERATING_UNIT> <OWNING_ORG /> <ORG_ASSIGNMENTS enabled=""> <REQUESTING_ORG /> <PURCHASING_ORG /> <PURCHASING_SITE /> </ORG_ASSIGNMENTS> </OPERATING_UNIT> <SUPPLIER_NAME>Acme Supply</SUPPLIER_NAME> <SUPPLIER_SITE/> <CURRENCY>USD</CURRENCY> <EFFECTIVE_FROM/> <EFFECTIVE_TO /> <NAMEVALUE name="PREPARED BY">VC Team</NAMEVALUE> </HEADER>
SAMPLE XML DOCUMENT LINES SECTION
<DATA> <DOCUMENT type=""> <HEADER> <!-- Required Data tags--> </HEADER> <LINES> <ITEM lineNum="" lineType="" action="ADD"> <!-- Required Data tags--> </LINES> </DOCUMENT></DATA>
SAMPLE XML DATA ITEM SECTION<ITEM lineNum="" lineType="" action="ADD"> <CATEGORY>CLOTHING.SHIRTS</CATEGORY> <SHOPPING_CATEGORY>Shirts</SHOPPING_CATEGORY> <JOB_CODE /> <INTERNAL_ITEM_NUM revision="" /> <SUPPLIER_PART_NUM>TS-01</SUPPLIER_PART_NUM> <DESCRIPTION>Red T-Shirt</DESCRIPTION> <SUPPLIER_PART_AUX_ID>Red</SUPPLIER_PART_AUX_ID> <EXPIRATION_DATE /> <NAMEVALUE name="LONG_DESCRIPTION">100% cotton, heavy weight</NAMEVALUE> <NAMEVALUE name=”Size”>M</NAMEVALUE> <PRICE negotiated=“” /></ITEM>
SAMPLE XML DATA PRICE SECTION
<PRICE negotiated=""> <UNIT_PRICE /> <UNIT_OF_MEASURE /> <AMOUNT /> <PRICE_BREAK > <SHIP_TO_ORG /> <SHIP_TO_LOCATION /> <QUANTITY>5</QUANTITY> <EFFECTIVE_FROM /> <EFFECTIVE_TO /> <BREAKPRICE /> <DISCOUNT>10</DISCOUNT> </PRICE_BREAK> </PRICE>
LOADING LOCAL CATALOG IMAGESThere are two ways to associate items with images:• Copy the images to the local server and indicate the image
file names in the upload file.• Reference the URLs of the images in the upload file.
Item Description Price
MW9003 Ball Point Pen 3.99
SAMPLE UPLOADS FOR IMAGE FILES
<NAMEVALUE><NAME>PICTURE</NAME><VALUE>MW9003.jpg</VALUE>
</NAMEVALUE>
XML DATA section:
Spreadsheet:
MAINTAINING ITEMS AND PRICESYou can delete individual attributes of an item from the local catalog:
Using an upload file Online using the Update Agreements page
Note: You can only perform mass deletions through Oracle Purchasing.
VIEW LOADER JOB STATUSYou can view the status of catalog loads: All jobs Completed Error Pending Running
VIEW DOCUMENT UPLOAD HISTORYThis page includes the following information:
File name Operating Unit Document Number Job number Upload date Status
CATALOGS, CONTENT ZONES, AND STORES
Catalog is all online shopping content Content zone indicates the type of content A store groups content zones together
Zone 1 Zone 2
Catalog Store
IPROCUREMENT CATALOG ADMINISTRATION: MANAGE STORES
CONTENT ZONES
Type Location DescriptionLocal Oracle
iProcurementContent that you extract from Oracle Purchasing or upload.
Punchout Supplier's or marketplace
Requester adds items from the external site to the shopping cart in Oracle iProcurement.
Transparent punchout
Supplier's or marketplace
Requester shops the external site in the background and returns the matching items to the Search Results Summary and Search Results pages.
Informational Oracle iProcurement
Instructions, policies, and links for ordering items and services that may not be supported by the other catalog types.
WHY CONTENT ZONES?Partitioning of local content
More ways to partition catalog content Control access to user groups
Flexibility Exclusion rules Combine pieces of catalog content to create requester
specific contentEase of Use
Single administration UI
CREATING A LOCAL CONTENT ZONE Include/exclude suppliers (and/or include items with no
suppliers) Include/exclude categories (and/or include items with no
categories) Make content accessible to user groups
APPLYING CONTENT SECURITY RULESWithin a Content Zone, the intersection (“AND”) of rules determines available content.
Content Zone Setup Available Content“Include Staples”“Include Office Supplies”
Office Supplies from Staples Only.
“Include Staples”“Exclude Office Supplies”
Everything from Staples except for Office Supplies.
“Exclude Staples”“Include Office Supplies”
All Office Supplies, nothing from Staples.
“Exclude Staples”“Exclude Office Supplies”
Nothing from Staples. No Office Supplies.
<Enter slide note>
APPLYING CONTENT SECURITY RULES IN STORES
Within a Store having multiple Content Zones, the union (“OR”) of rules determines available content.
Content Zone Setup Available ContentZone 1: “Include Staples”Zone 2: “Include Office Supplies”
Everything from Staples. All Office Supplies from any other supplier.
Zone 1: “Include Staples” & “Include Office Supplies”Zone 2: “Include Home Depot”
Everything from Home Depot. Everything from Staples that falls into category of Office Supplies.
Zone 1: “Include Staples” & “Include Office Supplies”Zone 2: “Include Staples” & “Exclude Office Supplies”
Everything from Staples.
CREATING A PUNCHOUT ZONE Buyer company identification Punchout identification Mapping information Punchout definition Make accessible to user groups
CREATING AN INFORMATIONAL ZONE Image Keywords URL Make accessible to user groups
CREATING SMART FORMS Image Keywords Default item information Default supplier information Assign information templates
WHAT ARE IPROCUREMENT STORES?Stores are collections of content zones created to guide requesters in finding the item they want to order.
A store can contain any combination of the following types of catalogs:
Local Punchout Transparent Punchout Informational
MANAGING STORES
REMOTE CATALOG CONTENT
Catalogs
Direct access to Supplier catalogs
Marketplace hub (Oracle Exchange)
Localrequest
iProcurement
Third party electronic catalogs
Suppliers
ORACLE IPROCUREMENT CATALOG MANAGEMENT REVIEW
Catalog Description SuggestedCommodity
Local iProcurement catalog to which the buyer adds items.
Direct and indirect material
Supplier-hosted
Supplier Web store to which the buyer links directly.
Configured products
Marketplace-hosted
A third party site hosts catalog items for buyers and suppliers.
Direct material
Informational Free form catalog containing policies and procedures.
Policy controlled items
ORACLE CONTENT ZONE TYPES REVIEW
Type Location DescriptionLocal Oracle
iProcurementContent that you extract from Oracle Purchasing or upload.
Punchout Supplier's or marketplace
Requester adds items from the external site to the shopping cart in Oracle iProcurement.
Transparent punchout
Supplier's or marketplace
Requester shops the external site in the background and returns the matching items to the Search Results Summary and Search Results pages.
Informational Oracle iProcurement
Instructions, policies, and links for ordering items and services that may not be supported by the other catalog types.
WHAT IS PUNCHOUT? Also known as supplier hosted catalogs and
linkout. Allows requesters on Oracle iProcurement to
connect to an external catalog (usually a supplier’s site, a catalog hosting service, or a marketplace).
A punchout is not just the use of a hyperlink to find something, but a protocol for application interaction.
Requester is actually shopping on external site and returns purchases to the iProcurement cart at the end of the shopping experience.
WHAT IS TRANSPARENT PUNCHOUT? Similar in theory to a standard punchout. Oracle iProcurement requesters search an
external catalog and search results are returned to iProcurement.
Oracle iProcurement requester continues shopping in iProcurement.
ORACLE IPROCUREMENT PUNCHOUT MODELS
Description Buyer Benefit Supplier Benefit1 iProcurement to Oracle
Exchange hubAccess Oracle Exchange catalog of many supplier items.
Load items once and reach many Exchange and iProcurement customers.
2 iProcurement Directly to Supplier-Hosted Catalog
Offers unique point-to-point solution between buyer and supplier.
Closely manages the content and access to limited buyers.
3 iProcurement to Supplier-Hosted Catalog using Exchange (XML)
Access centralized collection of supplier-defined punchouts.
Define punchout once and reach many Exchange and iProcurement customers.
4 iProcurement to Supplier-Hosted Catalog using Exchange (cXML)
Same as 3. Same as 3, for cXML suppliers.
XML: THE LANGUAGE OF A PUNCHOUT
XML is the document format of choice for doing business on the Internet.
Document structure is designed to fit the business purpose of the transaction.
Document structure is defined by a DTD (document type definition) for each business transaction.
OBI (Open Buying on the Internet) is a set of DTDs proposed by a collaboration which included Oracle.
cXML (commerce eXtensible Markup Language) is a set of DTDs proposed by a collaboration which included Ariba.
COMPARING A SUPPLIER PUNCHOUT TO A MARKETPLACE PUNCHOUT
• Punching out to a marketplace gives the buyer access to a broad collection of supplier items.
• Punching out through the Oracle Exchange marketplace:• Makes the setup easier. The supplier defines the
punchout once on Oracle Exchange, and the buying company’s catalog administrator downloads the definition to iProcurement.
• Enables punchout to cXML suppliers.• Punching out to a supplier directly enables the buyer
and supplier to work more closely on a solution individualized for them.
MODEL 1 & 2 TECHNICAL OVERVIEW
Exchange
User
Oracle iProcurement
Oracle iProcurement Server
5
1
46b
6a
2
3
Exchange
Exchange Hosted Catalog
MODELS 3 & 4 TECHNICAL OVERVIEW
Steps 9 & 10 are only performed for a cXML punchout.
10User
Oracle iProcurement SupplierExchange
9
78a
16
8b
3
4
25
OracleExchange
Oracle iProcurement Server Supplier
Hosted Catalog
Supplier Portal
DECIDING ON A PUNCHOUT MODEL
Content on supplier site?
Model 1
No
Yes
Supplier usecXML? No
Want to useExchange?
Model 2 (or 4)
Yes
Model 3Model 2
No
Yes
PUNCHOUT MANAGEMENT
BASIC PUNCHOUT SETUP STEPS Obtain supplier’s punchout URL and password Set up profile options in Oracle Purchasing Define the punchout content zone Add the punchout content zone to a store Use realms to control requesters’ access to certain
punchout content zones Optionally set up supplier and site mapping Set up data mapping in e-Commerce Gateway
ORACLE EXCHANGE PUNCHOUT SETUP
For punchouts involving Oracle Exchange (Models 1, 3, and 4):
Register on Oracle Exchange. Define punchout to Oracle Exchange. (Prerequisite to
downloading punchouts from Exchange.) Performed in eContent Manager.
For “using Exchange” models (3 and 4), download punchout definitions from Exchange. Performed in eContent Manager.
Control punchout access on Exchange (Models 3 and 4 only).
SUPPLIER PUNCHOUT SETUPSupplier setup for Web store and site :
Install XML parser on supplier site. Create URL on supplier site to accept incoming punchout
documents. Process incoming punchout requests. Create a method for returning the shopper to
iProcurement when they have finished shopping. Return shopper’s items in a shopping cart document to
iProcurement.
ADMINISTER ORACLE IPROCUREMENT CATALOG STRUCTURE
Once your catalog data is loaded into iProcurement, you can manage the catalogs by use of several catalog management tools:
Manage Base Descriptors Manage Item Categories Manage Category Hierarchy Map Shopping Categories Map Purchasing CategoriesAdministration can be done either online or using
upload
CATALOG STRUCTURE COMPONENTSItem categories
• Uploaded• Created online:
• Item categories (lowest level categories that contain items)
• Browsing categories (higher level categories that contain other categories)
Descriptors• Base (entire catalog)• Local (category only)
LOCAL CATALOG STRUCTURE: CATEGORIES
The catalog structure is: A collection of categories Items exist within
categories Catalog is not supplier-
specific
iProcurement Catalog
Computer Storage
Computer Case
Office Supplies
Hard Drives
Pens
100GB EIDE200GB EIDE
10 Bay - Black
Ballpoint PensBIC - Blue
Felt Tip Pens
LOCAL CATALOG STRUCTURE: ITEMSItems exist within categories: Items have descriptors:
Base descriptors - apply to all items Local descriptors - apply to a specific category of items
iProcurement Catalog (Base descriptor: Price, Description)
Category: Desktop ItemsItem: Facial Tissue: Price, Description Item: Pen Holder: Price, Description
Category: Pens (Local descriptors: Ink Color, Tip Type) Item: Blue Ball Point: Price, Description, Ink Color, Tip Type
CREATING AND MODIFYING THE CATALOG STRUCTURE
Use one or both of the following methods:• Online using the schema editor and table of contents.• Upload:
• Uploading lets you plan your entire structure first and load it all at once.
• Use XML schema bulk load.• Use catalog item upload if the auto-load profile options
are set to Yes.
ONLINE SCHEMA MAINTENANCE
Oracle iProcurement Catalog Administration enables you to select and use the catalog structure editing tools.
XML UPLOAD SCHEMA FILE STRUCTURECatalog schema information is divided into several main categories:
Administrative information <ADMIN> Catalog Schema information <SCHEMA> Catalog Hierarchy information <HIERARCHY>
A D M IN
C ate go ry D e sc r ip to r
S C H E M A H IE R A R C H Y
C A T A L O G
SAMPLE XML SCHEMA FILE
<?xml version="1.0" ?> <CATALOG xml:lang="EN-US">
<ADMIN> <!--start of administrative section--> <!-- Required Admin tags--> </ADMIN> <!--end of administrative section-->
<SCHEMA> <!-- Required Schema tags--> </SCHEMA>
</CATALOG>
SAMPLE XML SCHEMA SECTION<SCHEMA> <CATEGORY ACTION="SYNC"><KEY>ENVELOPES</KEY> <NAME>Envelopes</NAME> <TYPE>GENUS</TYPE></CATEGORY>
<DESCRIPTOR ACTION="SYNC"><KEY>SIZE</KEY> <NAME>Size</NAME> <OWNER>
<KEY>ENVELOPES</KEY> <NAME>Envelopes</NAME>
</OWNER> <DESCRIPTION>Letter or Legal Size</DESCRIPTION> </DESCRIPTOR></SCHEMA>
MANAGE BASE DESCRIPTORSWhat you can do with descriptors:
• Create local descriptors for a category. • Rename, delete, and edit local descriptors for an
existing category. • Edit and create base descriptors.• You cannot delete the default base descriptors that
Oracle iProcurement provides.
MANAGE ITEM CATEGORIESUsing the iProcurement, you can do the following:
Create a new category Rename a category Delete a category
Name Key Desc Edit Delete
Tags T97553
Format It S22344 EZ Format SW
MANAGING DESCRIPTORSDescriptor characteristics that are available with uploading:
Type Description Sequence Searchable Search Results Visible Item Detail Visible
MANAGE CATEGORY HIERARCHYThis tool is used to build your table of contents for categories in iProcurement:
You may add and create new entries. You assign categories to each table of contents entry. You may edit the categories and sub-categories
assigned to each table of contents entry. The table of contents that you create can be viewed
from the iProcurement home page.
SAMPLE IPROCUREMENT TABLE OF CONTENTS
Home
Office Products• Office Supplies• Computers• Printers• Cables
Office Supplies Ball Point Pens Pencils Paper Organizers Fasteners Measuring Tools
MAP IPROCUREMENT CATEGORIESUse the iProcurement Category Mapping page to map catalog categories to an Oracle Purchasing category:
You can map one or many catalog categories to an Oracle Purchasing category.
All requisitions must have an associated Oracle Purchasing category for each line.
This is the only way to associate a catalog category created in iProcurement to an Oracle Purchasing category.
MAP PURCHASING CATEGORIESYou can use the Oracle Purchasing Category Mapping page to link an Oracle Purchasing category to a catalog category:
Provides a more user-friendly category name. The mapped iProcurement category name is displayed
on the Search Results page.
Map Category
Purchasing category name:
PR-IK300
iProcurement category:
Inkjet Printers
SHOPPING CATEGORY MAPPING
Oracle iProcurement Catalog Oracle Purchasing CategoryMy Computer Stuff My Networking My Hub MY.COMPUTER My Switch MY.COMPUTER My Router MY.COMPUTER My Complete Systems My Desktop MY.COMPUTER My Server MY.COMPUTER My Peripherals My Monitor MY.COMPUTER My Printer MY.COMPUTER
UPLOADING CATEGORIES AND DESCRIPTORS
Categories and descriptors can be managed online or by way of XML uploading:
• Download XML resources.• Use the DTD, Readme file, and examples in the
Readme file to help you create your categories and descriptors (schema) file.
• Create the file in a plain text editor and save it with an xml extension (file.xml).
• Upload the file.• Check the status of the upload.
CATALOG SEARCH COMPONENTSThe Oracle iProcurement search functionality is a integration of several components:
Oracle interMedia search engine Catalog search descriptors
TYPES OF CATALOG SEARCHESThe search engine provides two kinds of searches:
Quick search:This is the search that automatically happens when you enter a term in the Search box and click Go.
Advanced search:This is the search that happens when you click the link to let the search engine assist you.
SEARCH RESULTS DISPLAY: PARAGRAPH
SEARCH RESULTS DISPLAY: GRID
SPECIAL CHARACTERS IN CATALOG SEARCHES
Special characters are those that are not letters or numbers. Some of them influence the search results:
Search operators % or * Searchable characters such as:
Hyphen (-) Underscore (_)
All other special characters are ignored!
FILTERING AND SORTING After performing a search you may have multiple matches. You then have several ways to refine the results:
Try the search again with different terms. Filter your results to remove irrelevant items. Sort your results to bring the most likely matches to
the top of the list.
SEARCH DESCRIPTOR CHARACTERISTICS
Two descriptor characteristics affect your search results:
Searchable Search Results Visible
When you create or modify descriptors, you can set descriptor characteristics:
Type Sequence Searchable Search Results Visible Item Detail Visible
SEARCHABLE BASE DESCRIPTORS Description Long Description Unit of Measure Supplier Supplier Item Number Manufacturer Manufacturer Item Number Alias UNSPSC Code Supplier Site
SEARCH RESULTS VISIBLE BASE DESCRIPTORS
Description Unit of Measure Price Supplier Supplier Item Number Internal Part Number Contract Number Contract Price Contract Currency Supplier Site
REBUILD CATALOG INDEXES Rebuild interMedia indexes only after an upgrade to the
Oracle iProcurement software. Log in under Purchasing Responsibility and run the Rebuild
Catalog Item interMedia Index concurrent program.
SEARCH ENGINE SETUP IMPACT• Default Descriptors:
• Searchable• Search Results Visible
• Develop a strategy for your descriptors:• Which ones are searchable?• Which are search results visible?
• Decreased performance impact of number of:• Descriptors as searchable• Search results visible
IPROCUREMENT CATALOG ADMINISTRATIONThe iProcurement Catalog Administration home page can be used to implement all of the catalog management functions:Local Content
Maintain Local Catalog Content Maintain Local Catalog Structure
Punchout Content Maintain Punchout Maintain Transparent Punchout
Informational Content
SETUP CONSIDERATIONSThe primary considerations for iProcurement catalog implementations:
Which content approach? Local Supplier-hosted Marketplace-hosted
Who will have access to that content? User’s needs Manager’s needs Company policy
LOCAL CATALOG SETUP• Decide on a catalog structure.• Enter and/or upload categories. • Modify the catalog structure as needed.• Enter and/or upload items. • If you created categories in iProcurement map these
to Oracle Purchasing categories. • Optionally create a table of contents if you want to
enable requisitioners to browse a category structure when searching for items.
• Decide whether to allow filtering of results.
PROFILE OPTIONS FOR UPLOADING LOCAL CONTENT
POR:Load Auto Category Dynamic Categories Creation (XML, text)
POR:Load Auto Attrib Dynamic Local Descriptors Creation (XML, text)
POR:Load Auto Root Dynamic Root Descriptors Creation (XML)
POR: Hosted Images Directory POR: Catalog Bulk Load Directory
SUPPLIER-HOSTED SETUP• Determine the suppliers with whom you’ll perform the
punchout.• Determine which punchout model to use.• Make sure the supplier is set up. • Obtain supplier’s punchout URL and password.• If punching out to supplier-hosted content via
Exchange, register on Exchange.• Set up the punchout.
MARKETPLACE-HOSTED SETUP• Set up a punchout to the marketplace (such as Oracle
Exchange). • You must register on the marketplace.• Determine which mapping needs to occur and set up
the mapping in e-Commerce Gateway or on the Marketplace itself.
• If using some other type of third-party content host determine how to use them.
PROFILE OPTIONS FOR PUNCHOUT POR: Proxy Server Name POR: Proxy Server Port POR: CA Certificate File Name
ORACLE IPROCUREMENT REQUISITIONS
IPROCUREMENT FLOW
Submit order
Shop for goods and services
•Catalog•Punchout•Smart Form•Informational
Populate requisition
(Seekapproval) (Request changes) Order fulfillment
IPROCUREMENT HOME PAGE
IPROCUREMENT PREFERENCESUser settings in Preferences for defaults during checkout: Shopping Delivery Billing Favorite Charge Accounts Additional Favorites Lists
Preferences
SHOP FOR GOODS AND SERVICES
Find items
Externalmarketplace
Non-CatalogLocal catalog
SearchCategories Lists
Add items to shopping cart
BASIC SHOPPING FLOW
Find Items
Add to shopping cart
Checkout
Shopping
Select Store or List
BASIC CHECKOUT FLOW
Items from shopping
Review and submit requisition for approval
Delivery and billing information
Approvers
CHECKOUT STEP-BY-STEP
Delivery
Approvers
Billing
Notes
Requesters are led step-by-step through entering the details needed to create an order.• Requester needs less experience to
complete the order process• Defaults details from requester's My
Profile, which the requester can override
REVIEW & SUBMITThe final step of checkout enables you to review and then submit your order. At this stage, you can:
View details of the requisition before submitting it. Submit the requisition for approval. Clicking Submit initiates the Requisition Approval
workflow.
ENTER IPROCUREMENT USERS
Employee Name User Name
System Administrator
Human Resources
Job or Position
Supervisor Name
Chart of Accounts
Charge Account
DOCUMENT ROUTING OPTION #1: EMPLOYEE/SUPERVISOR RELATIONSHIP
Jane
Robert Kathy
Linda Tom LoriSue
DOCUMENT ROUTING OPTION #2:POSITION APPROVAL HIERARCHY
Hierarchies
Chief Executive Officer
Chief Procurement Officer
VP, Manufacturing
Planner 1
Mgr,Mfg.
Mgr, Maint.
Standard POs - Main
Planner 2
VP, Manufacturing
Manager, Manufacturing
Blanket Releases - Main
Planner 1 Planner 2
RUN FILL EMPLOYEE HIERARCHY PROCESSHierarchy name: Standard POs - Main
Chief Executive Officer
Chief Procurement Officer
VP, Manufacturing
Position Approval Hierarchy
Walter Brinkley
Cindy Adams
John Wilson
KimJones
JoeMiller Ted Brown
BobHart
Employee Representation
Planner 1
Mgr,Mfg.
Mgr, Maint.
Planner 2
DOCUMENT ROUTING OPTION #3: ORACLE APPROVALS MANAGEMENT
Standard Oracle Purchasing approval routing or Oracle Approvals Management?Oracle Approvals Management:
Uniform approval mechanism across Oracle Application modules
Approval rules can be defined once and be leveraged across multiple products
Approval rules can be easily extended More effort for initial set up Works with employee / supervisor setup
GIVE ACCESS TO THE USERSIn summary:1. Perform Oracle Purchasing setup.2. Define the employee.3. Create an iProcurement user for the employee.4. Create a link to iProcurement for the employee: Personal Home Page Direct link from legacy system
5. Schedule the Send Notifications workflow.
MY NOTIFICATIONS REGION The My Notifications region displays Oracle Workflow Alert
notifications. Each notification is hyperlinked, and links directly to the
underlying messages or reports.
My Notifications
PO Requisition Approval Requisition 1653 has been approvedPO Requisition Approval Requisition 1691 has been approvedPO Requisition Approval Requisition 1705 has been approved
Type Subject
CENTER-LED PROCUREMENT
Ireland
Germany
United States
Request Source Order Pay
Intercompany Invoicing
SET UP IPROCUREMENT SHOPPING DEFAULTS
Some ordering information can be preset as defaultsto save time during shopping: One-time addresses (HR and System Profile) Approvers (Oracle Purchasing) Buyers (Oracle Purchasing) Public lists (Oracle Purchasing)
ORACLE APPLICATIONS FRAMEWORKThe Oracle iProcurement user interface is based on Oracle Applications Framework (OAF).
OAF is the Oracle Applications self-service development and deployment platform.
OAF is a 100% Java & XML J2EE based middle-tier application framework and services platform.
OAF was created for the rapid development and deployment of HTML based applications.
OAF based applications are easily personalized and business logic extensible.
OAF / IPROCUREMENT PERSONALIZATION
Personalization is added on top of base product data at runtime.
Admin Level Personalization Function Location Site Organization Responsibility
User Level Personalization User Views
SETTING UP IPROCUREMENT INFORMATION TEMPLATES
iProcurement uses information templates to pass additional required information to the supplier.
Although information templates are set up in Oracle Purchasing, they are only used by iProcurement.
Each information template must be associated with an Oracle Inventory item or category.
SMART FORMS Used for non-catalog requests Flexible templates to pre-define terms and other
information Suitable for goods and services requests Minimize data entry, default values from template Capture additional details using info templates Related templates can be grouped and assigned to a
store
INTERNALLY SOURCED REQUISITIONS OVERVIEW
Denotes activity done outside of iProcurement and Purchasing
Search anddisplay of internal items
Auto- sourcing
Manual sourcing
Requisition checkout and visibility
Requisition approval process
Import Orders process in Order Management
Pick / Pack / Ship
Receive
Create Internal Sales Orders process in Purchasing
INTERNALLY SOURCED REQUISITIONS DETAILS
Set Up Internal Items: Internal Orders Enabled flag in the Master Item
window must be set to Yes. Item attributes must be set in all source
organizations.Search and Display Internal Items:
Displayed on the Search Results, Shopping Lists, and Favorites List pages.
Displayed in Stocked Internally column. Profiles that affect internally sourced items:
PO: Legal Requisition Type POR: Allow Manual Selection of Source
INTERNALLY SOURCED REQUISITIONS PREREQUISITES
• Requires valid shipping networks.• Applies to items that can be sourced
internally.• Based on sourcing rules:
Compares supplier allocation to any valid internal organization allocation.
Only sourcing rules assigned to the profile option MRP: Default Sourcing Assignment Set are used.
SERVICES PROCUREMENT CONTRACTOR/SERVICE REQUEST
Non-catalog request template
Information Template
Legal services
Service categories
Design services
Professional training
Service request
ORACLE SERVICES PROCUREMENT
Skills/Temporary Labor•Administrative•Information Technology
•Consulting•Training
•Construction•Software Development
•Legal Services•System support
Time & Materials
Defined Deliverables
Retainer-basedServices
Service Category Service Example
Fixed Price Services• Facilities• Marketing
SERVICES PROCUREMENT: CONTINGENT LABOR FLOW
Payables
Contractor
Requester
Enter time & expense
Approve time & expense
Create invoice & payment
View invoice & payment
ORACLE PROCUREMENT FEATURE COMPARISON
Oracle iProcurement Oracle Purchasing
Preferences Requisition Preferences
Shopping Lists Requisition Templates
Shopping Cart Order Pad
Submit/Checkout Approve
REQUISITION MANAGEMENT ACTIONS
Requisition StatusCopy to CartCancelChangeComplete
Requisition Tab
COPYING REQUISITIONS You can copy requisitions from the Requisitions page. You can copy requisitions of any status. Copying a requisition copies the items from the
original requisition into a shopping cart. The new requisition will need to be taken through the
checkout process.
CANCELING REQUISITIONSFrom the Requisitions page you can cancel requisitions that have been submitted for approval.The following rules apply to canceling requisitions:
You can cancel requisitions of any status. You can cancel individual requisition lines. You cannot cancel internal lines linked to an internal
sales order unless the order has been cancelled.
CHANGE / RESUBMIT REQUISITIONS
Change: You can change requisitions that have been submitted
for approval.
Resubmit: You can resubmit requisitions that have rejected.
REQUISITION STATUSES
Purchaseorder
Approve?
Yes
No
Submit for approval
In Process
Rejected
Return
Cancelled
Approved requisition pool
Approved
Incomplete
REQUESTER CHANGE ORDERAbility to request changes to purchase orders created for your requisition:
Requester creates a change request in iProcurement If change within tolerances, no approval required Otherwise, requester approval hierarchy approves the
change request Buyer responds to PO change request Final request status sent to requester
REQUESTER CHANGE ORDER APPROVAL
PROCURE TO PAY LIFECYCLE TRACKING
View approval status View purchase order and associated status View real-time shipment tracking View receipt history and associated exceptions View invoice and payment information
SETTING UP ORACLE IPROCUREMENT RESPONSIBILITY AND FUNCTION SECURITY
iProcurement enables you to assign and modify responsibilities to control users’ access.
If the responsibility is not secured, the user has access to all functions within a page.
Both function and menu security attributes can be defined at the responsibility level.
APPROVAL AND DOCUMENT CREATION
Purchase order or release
Approved requisition
AutoCreateCreate Documents workflow
AUTOMATIC PURCHASE ORDER CREATION
Standard purchase order
Catalog quotation
Contract agreement
iProcurementrequisitions
Globalagreement
AUTOMATIC RELEASE CREATION
iProcurementrequisitions
Blanket purchase agreement
Workflow
Blanketrelease
ORACLE IPROCUREMENT REQUISITION APPROVAL
Oracle iProcurement uses the PO Requisition Approval Workflow for the approval process.
Workflow uses the approval hierarchy you define when you set up document approval and security in Oracle Purchasing.
Requesters can select additional approvers during the checkout process.
PO Requisition Approval workflow
INTEGRATION WITH ORACLE APPROVALS MANAGEMENT
Standard Oracle Purchasing approval routing or Oracle Approvals Management?Oracle Approvals Management:
Uniform approval mechanism across Oracle Application modules
Approval rules can be defined once and be leveraged across multiple products
Approval rules can be easily extended More effort for initial set up
WORKFLOWS USED BY ORACLE IPROCUREMENT
PO Requisition Approval Workflow PO Create Documents Workflow PO Confirm Receipts Workflow PO Account Generator Workflows PO Change Request Tolerance Check Requester Change Order Approval PO Change Approval for Requester
PO CREATE DOCUMENTS WORKFLOWAutomatically creates purchase order and blanket releases from approved requisition lines.The following are a few of the important attributes in the workflow that must be changed to meet your business needs:
Is automatic creation allowed? Is automatic approval allowed? Should contracts be used to autocreate the document?
ACCOUNTING CONSIDERATIONS FOR ORACLE IPROCUREMENT
Sources of account information: Expense account
• Employee default• Default Favorite Charge Account
• PO Account Generator workflow • Expense Account Rules
PO ACCOUNT GENERATOR WORKFLOW
The PO Account Generator Workflow automaticallygenerates general ledger accounts for: Purchase orders Requisitions Releases Accounts are generated for the: Charge account Accrual account Budget account Variance account
ACCOUNT CREATION OVERVIEWInventory?
Project?
SystemItem?
ChargeAccount?
PrimaryAccount?
2
1
3
4
5
No
No
No
No
Account Rule Type Account Rule Value Segment Name Segment ValuePO ITEM CATEGORY Pens & Pencils Account 60090
Define Expense Account Rules
EXPENSE ACCOUNT RULES
01.100.71050.00000.00000Employee charge account
Requisition 01.100.60090.00000.00000
TAX CALCULATION Applicable taxes on a purchase order are calculated by
eBusiness Tax. Shipment and distribution information is passed from
Purchasing to the eBusiness Tax engine. Calculated tax lines are stored in eBusiness Tax repository
Oracle Purchasing eBusiness TaxShipment/DistributionInformation
Calculated Tax
GRANTS ACCOUNTING AND HAZARD INFORMATION
Grants Accounting: Award number field enabled if Grants Accounting has
been implemented. Project and Project expenditure information
Hazard information: Defaults from item in Oracle Inventory Oracle Hazard class United Nation identifier
ATTACHMENTS AND SPECIAL REQUISITIONS
iProcurement requisition attachments: Internal to requisition Miscellaneous To approver To buyer To receiver To supplier
Requisitions that require a purchase order number : Pre-assign a purchase order number
PROCUREMENT CARD SUPPORTProcurement cards (P-Card) are corporate creditcards assigned to use when requisitioning items from Suppliers. P-Cards simplify the payment process. P-Card enabled suppliers automatically flag shopping
cart lines for P-Card payment. Requester chooses the appropriate P-Card number for
the requisition. The approved and created purchase order is transmitted
to the supplier with the P-Card information. The P-Card information can be viewed on purchase
orders in Oracle Purchasing.
PROCUREMENT CARD FLOW - ORDER
P-Card defaults on requisition in iProcurement
Purchase order with P-Card created in Purchasing
Supplier validates P-Card and processes the order
Card issuer validates P-Card and invoices Payables
Payables validates P-Card invoices
PROCUREMENT CARD FLOW - INVOICE
Load
Validate Verify Approve
CreateInvoice
ImportInvoice
AP ExpenseFeed Lines
1
2 3 4
56
PROCUREMENT CARD FLOW - RECONCILIATION
Purchasing Supplier Card Issuer
Reconciliation enginePO History Feed Transaction Feed
AP Open Interface
Invoice data
Invoice
Payables
SETTING UP CREDIT CARD PROGRAMS IN ORACLE PAYABLES
Define credit card code sets Define your credit card program Define credit card GL account sets Define credit card profiles Assign credit cards to card holders Set up the AP Procurement Card Employee
Verification workflow Set up the AP Procurement Card Manager Approval
Transaction workflow
CODE SETS WINDOW Used to define sets of credit card codes for your procurement cards. Payables uses these codes to create default accounting distributions for transactions that you import from your credit card issuer.
CARD PROGRAMS WINDOW Used to define your credit card programs for each card issuer.
Define the supplier and supplier site for your card program.
Specify which transaction statuses to exclude when you automatically create an invoice for your card issuer.
GL ACCOUNT SETS WINDOW You use the GL Account Sets window to create a list of values of GL accounts that your employees can use to correct account information for their procurement card transactions.
CREDIT CARD PROFILES WINDOW
Used to define profiles for the various types and levels of spending you allow for procurement card holders.
Assign a credit card profile to each card that you assign to a card holder.
CREDIT CARDS WINDOW
Use the Credit Cards window to define the credit cards distributed to your employees.
Enter an employee name Enter a credit card number Assign a card profile
CREDIT CARD WORKFLOWS
You must have the following Payables credit card workflows running to use P-Cards:
AP Procurement Card Employee Verification workflow
AP Procurement Card Manager Approval Transaction workflow
P-CARD SETUP FOR IPROCUREMENT
Now that you have set up the credit cards in Payables, there are setups for iProcurement:
Set PO: Use P-Cards in Purchasing profile option to Yes
Enable the Supplier Site as a Procurement Card site
IPROCUREMENT PROFILE OPTIONSA number of profile options govern the behavior of Oracle iProcurement.
Profile Options Set by System Administrator Profile Options Set by User Profile Options Set for Oracle Services Procurement
NOTIFICATION ROUTING RULESOn the iProcurement Home page To Do notifications can be
forwarded to another approver. This action creates routing rules for the Send
Notifications workflow. Once created, these rules apply to both iProcurement
and Oracle Purchasing notifications.
PERSONALIZING THE HOME PAGEOracle iProcurement provides several simple ways to make the Home page more personal: Put your organization’s logo at the top left in OA_MEDIA/<language_code>/PORHOME.gif
Post purchasing news by updating OA_HTML/<language_code>/PORPNEWS.htm
• OU specific at Patchset F Display your organization's purchasing policies in OA_HTML/<language_code>/HELP/PORPOLCY.htm
Note that <language_code> above would be replaced by your country’s language code (for example, USfor United States).
HOME PAGE LOGO
PURCHASING NEWS<!-- $Header: PORPNEWS.htm 110.0 2005/05/17 17:00:44 pkm ship $ --><!DOCTYPE HTML PUBLIC "-//IETF//DTD HTML//EN"><html> <head> <title>Purchasing News</title> </head> <body> <p>March 6, 2006. <br> <p>This is where the customer puts their own purchasing news items (this is an HTML plugin). </body> </html>
PURCHASING POLICIES<!-- $Header: PORPOLCY.htm 110.2 2005/05/04 18:41:59 pkm ship $ --><html><head><title>Purchasing Policies</title><meta http-equiv="Content-Type" content="text/html; charset=iso-8859-1"><link rel="stylesheet" href="/OA_HTML/PORSTYL2.css"></head><body bgcolor="#FFFFFF" text="#000000" link="#000000"><h3><font color="#660099" face="Arial" size="4" class="header">Purchasing Policies</font></h3><p class="instructiontext">Purchasing policies vary by company or by organization within a company. The Purchasing administrator for your company or organization should replace this page with a page detailing the purchasing policies for your company or organization. </p></body> </html>
DESCRIPTIVE FLEX FIELDS IN IPROCUREMENT
Oracle iProcurement can be extended using the Descriptive Flex Fields:
Name: Requisition HeadersTable Name: PO_REQUISITION_HEADERS_ALL
Name: Requisition LinesTable Name: PO_REQUISITION_LINES_ALL
Name: Requisition DistributionsTable Name: PO_REQ_DISTRIBUTIONS_ALL
ORACLE IPROCUREMENT RECEIVING
KEY FUNCTIONALITY OF ORACLE IPROCUREMENT
Requisition creation
Receive order
Requisition approval
ORACLE IPROCUREMENT RECEIVINGReceiving records receipt of the order and initiatesthe payment process. Features of receiving ordersIn Oracle iProcurement are as follows: The requester is allowed to receive at his desktop
from the browser. The requisition to be received is required to have a
purchase order, blanket release, or internal sales order associated with it.
The receipt routing of the item to be received must have been set to Direct Delivery.
Oracle Purchasing must be used to receive if full production inventory controls are required.
OVERVIEW OF PROCUREMENT RECEIVING
Order Transmission
• Printed• E-mail• EDI• XML
Shipment Notification
• Printed• EDI• iSupplier Portal
Receipt Confirmation
• Receipts• Corrections• Returns
Direct
Destination type: inventory, expense, or shop floor
Finaldestination
ORACLE IPROCUREMENT RECEIPT ROUTING
Receiving
RECEIVING IN ORACLE IPROCUREMENT
Receive1
Record receipt
2
RECEIVING ORDERS IN ORACLE IPROCUREMENT
Receiving is done from the Receiving page in iProcurement in one of three ways: Choose the requisition from Requisitions to Receive and
click the Express Receive button. Enter your search criteria in the tool bar to find the order
to be received. Select the Receive Items link and use search criteria to
find the order to be received.
Shop Requisitions Receiving Contractors
ORACLE IPROCUREMENT RECEIVING PAGE
RECEIVING HOME PAGE FUNCTIONSTransact against your items or someone else’s items.Restrict buyer’s access to only their items by excluding the following functions from the iProcurement responsibility:
Receipts - exclude “All Items to Receive” Returns - exclude “Return All Receipts” Corrections - exclude “Correct All Receipts” Receiving History - exclude “All Receipts”
OAF personalizations
IPROCUREMENT RECEIVING PROCESS
Record receipt of the items you ordered, or receive on behalf of others.
FINDING YOUR RECEIPTSFrom the Receiving home page there are several options, depending on your need: Use Search on the Receiving page. Use the expanded search criteria found on the Receive Items:
Select Items page.
ORACLE IPROCUREMENT RECEIVING Find expected receipts Enter quantities for received items Click Receive
Unit ReceiptQuantityDescription
EachTravel Mate 100
Each 5Travel Mate 200
Each 5Travel Mate 300
QuantityOrdered
Quantity Received
100 10
75 5
130 5
IPROCUREMENT RECEIVING PROCESS
Record the return of items you ordered and received back to the supplier.
ENTERING RETURNS IN ORACLE IPROCUREMENT
From the Receiving home page click the Returns link. Your search view choices include: Any Time Last 60 Days Last 30 Days Last 7 Days Today
To the supplier
IPROCUREMENT RECEIVING PROCESS
Did you record the wrong receipt quantity? Adjust the quantity that you received.
ENTERING CORRECTIONS
Item Costs Quantity on Hand
DIFFERENCE BETWEEN RETURNS AND CORRECTIONS
Updates costUpdates cost
No return to supplier
Updates quantity on hand
Return goods to supplier
Updates quantity on hand
Receiving Return Receiving Correction
RECEIPT HEADER IN ORACLE IPROCUREMENT
Receipt number Receiver name Receipt date Packing slip Way bill Comments
HEADER
LINE
Receipt
RECEIPT LINE IN ORACLE IPROCUREMENT
Quantity Unit of measure Description Order number Order type Supplier
HEADER
LINE
Receipt
THE PO CONFIRM RECEIPTS WORKFLOW
Workflow sends a notification to the requester to confirm receipts on the due date for items with:
A destination or deliver-to type of Expense or Inventory.
A routing of Direct Delivery. A need-by date that is equal to or earlier than the
current date. An invoice matching type of 3 way or 4 way.
Requesters can navigate to the relevant documents and confirm the receipt of orders online.
PURCHASING RECEIVING SETUPSome Oracle Purchasing setup steps that you may want to consider when implementing iProcurement: Purchasing Options
Receipt Close Point Receipt Close Tolerance Percent
Receiving Options Receipt Date Over Receipt Control Receipt Number Options Miscellaneous
IPROCUREMENT PROFILE OPTIONSA number of profile options govern the behavior of Oracle iProcurement.
Profile Options Set by System Administrator Profile Options Set by User Profile Options Set for Oracle Services Procurement
IPROCUREMENT RECEIPT FUNCTION SECURITY
Access to some receiving features can be excludedthrough these function names:• Receive Items• All Items to Receive• View All Receipts• Return Items• Return All Items• Correct Receipts • Correct All Receipts
RECEIVING COMPARISON
iProcurement Receiving PO Confirm Receipts Workflow
Oracle iProcurement Oracle PurchasingSearch for requisitions to receive
Get notifications in which you can receive
Requisition required Purchase order requiredTwo, three, or four way matching
Three or four way match required
No scheduled concurrent request
Scheduled concurrent request
Can do corrections or returns
Can not do corrections or returns from notification
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