iProcurement Setupas

This is not a comprehensive BR100, but this article will give you an outline of the steps to
implement Oracle iProcurement using Punchouts.
I will try to cover as many steps for full cycle iProcurement implementation using Punchouts. This
is due to email requests & the comment requests that I received to write something on
iProcurement implementation.
What is a punchout?
In your iProcurement homepage, your suppliers can raise requisition to buy items like stationary.
By punchout, we integrate iProcurement with Suppliers website. From a users perspective below
steps take place:1. Buyer logs into iProcurement Homepage
2. Buyer then sees various suppliers for which punchouts are enabled [depending on their
security via realm & secured attributes]
3. Buyer clicks on a stationary supplier and browser displays suppliers website.
4. Buyer selects the items on supplier website and adds them to his cart.
5. Buyer checks out the basket from Suppliers iStore [website]
6. The items selected are brought in as Shopping Basket in iProcurement
7. Requisition is created in iProcurement and sent for Approval [can be auto approved].
Typical iProcurement Steps [assuming no encumbrances setup]
a.
b.
c.
d.
e.

CreateRequisition
Approve Requisition
Auto-create & auto-approve Purchase Orders for approved requisitions.
Send PO XML to Supplier [if approver is setup as trading partner for XML PO]
Create receipts for goods [optional depending on setup]

-----Other non iProc steps---f. Supplier sends Invoice electronically [posts to your XML Gateway electronically]
g. Invoice is Matched, Approved & Paid
Account Generation for iProcurement Requisition
Decide the rules for your account generation. For this you will need to customize PO Requisition
Account Generator. For details of account generator implementation visit link Account
Generation using Workflow.
You may also visit Rebuilding Generated Account in iProcurement 11.5.10 using OA Framework

PO Create Documents Workflow

In iProc you create Requisitions, which then get converted to a Purchase Order using workflow
PO Create Documents.
In this workflow, you must examine & modify the default values of following attributes[sample

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Access to iProcurement
1. Is there anything that I should do before I begin using the iProcurement system?
Yes, non-certified users should complete the iProcurement on-line training module.
Certified users must complete a re-certification training class for iProcurement.
2. How
do
I
become
a
certified
Completion of certified user training and your management delegating approval.

user?

3. Who is eligible to access iProcurement and how do you obtain access to

iProcurement?
Any employee and affiliate who are granted access to NBS.
4. Can all JPL employees request to purchase items on iProcurement?
All employees and affiliates can build a shopping cart in iProcurement, then the shopping
cart order must be approved by a certified user.
5. Will we have to remember multiple logins for each of the supplier sites now?
No. The only login required will be to access the NBS login.
6. Can
I
pull
up
someone
elses
requisition
for
status?
No, not through Procurement. However, the answer is yes if you have access to
Requisition Summary in your other Oracle responsibilities.
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Approvals, Control Points
1. Must
I
have
my
requisition
approved?
Yes, if you would like your order placed. If you are designated as a general user, you
must forward the requisition for approval from a certified user within your organization.
If you are a certified user you can approve the order yourself.
2. I dont know who the certified user is for my organization. Where can I find this
information?
The system will automatically display the certified users within your organization upon
checkout.

3. Is an additional approval required for chemical/cryogenics purchase in

iProcurement?
No. All chemical and cryogenics products have been pre-approved by the Occupational
Safety Program Office and Environmental Affairs Office. The control offices will be
notified when a chemical or cryogenics item is purchased through iProcurement.
4. If no one approves my purchasing requisition, what happens?
The system has a twenty-four hour time-out feature for each certified user (approver) to
ensure documents do not reside in one person's inbox too long. After this period the
request returns back to the preparer in their Notification Summary.
5. Can
a
certified
user
recall
requisitions
after
approval?
Once a certified user has approved a requisition no changes can be made. A cancel
request may be submitted to the appropriate Acquisition Division subcontracts manager.
Cancellations are not guaranteed.
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Cancellations
1. What
is
the
latest
point
to
cancel
a
PO?
Contact the appropriate Acquisition Division subcontracts manager to discuss this matter.
A cancel request can be submitted before receipt at JPL. Although, cancellations are at
the discretion of the subcontracts managers and suppliers.
2. If a requisition is cancelled, can I change it to make revisions and resubmit it?
No, you have to create a new shopping cart.
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Changing a Requisition
1. Can
certified
users
make
changes
to
a
requisition?
No. It is a business best practice to reject the requisition and have the preparer make any
necessary changes.
2. What
is
the
final
point
where
I
can
Before you submit the order for approval by a certified user.

change

the

order?

3. Can I save items in my shopping cart and come back later to complete the
process? Yes. Items remain in your iProcurement shopping cart for seven days. All items
will be automatically removed if not processed after seven days.
4. How
do
I
open
saved
requisitions?
Saved requisitions have a status of Incomplete. To complete a Incomplete requisition,

go to the Requisitions page and click the requisition number or description link for the
requisition. When the display opens click the Complete button.
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Checkout
1. Does the checkout process tell you when the item will be delivered (e.g. is an item
backordered)?
No. Some supplier websites provide real time inventory availability.
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Creating a Requisition
1. Can
Yes.

have

multiple

account

numbers

per

requisition?

2. How
do
I
enter
multiple
charge
accounts
in
iProcurement?
Step-by-step instructions are included in the iProcurement user training guide found on
this site under Training and computer-based training module.
3. Can
Yes.

have

multiple

iProcurement

suppliers

on

one

requisition?

4. How
do
I
enter
shipping
and
handling
charges?
The shipping and handling process is inclusive with each product price, with the
exception of cryogenics.
5. Will I be able to see in advance the cost of the purchase delivery and handling
charge,
especially
with
Airgas?
Airgas purchases go through a Service Center. Due of this there is an additional
fee/burden which the Service Center applies after-the-fact to cover their costs. This
additional cost is not included in the purchase order price.
6. Is there one or multiple POs generated when ordering items from different
suppliers?
Because a purchase order is a contractual document between two parties, separate
purchase orders will be created for each supplier per shopping cart.
7. How
is
the
order
sent
to
the
supplier?
iProcurement is an automated process which sends purchase orders through EDI
(Electronic Data Interchange).
8. When processing a requisition for chemicals, does the system automatically send the
order
to
the
appropriate
control
person
for
approval?

No.Only certified chemical users are authorized to be the recipients of chemicals,

therefore, controls are approved by the chemical certification process.
9. Can we use iProcurement to have a catalog purchase order be generated
automatically
without
any
subcontracts
managers
intervention?
Yes, subcontract managers intervention is not needed.
10. How
do
I
find
out
Visit the suppliers web site.

more

information

about

supplier?

11. Will the iProcurement process time [order placement time] be more or less than
JIT?
Are
there
more
steps
involved
in
placing
an
order?
The time to place an order will be about the same. There will be many training
opportunities to learn the new application. It will become quicker as users gain
experience.
12. Is there any way to distinguish an iProcurement requisition compared to a regular
purchase
order
requisition?
No. It would be best for requisitioners to provide a description within the requisition to
distinguish an iProcurement catalog requisition apart from a regular purchase requisition.
13. How
do
I
enter
shipping
and
handling
charges?
All shipping and handling costs to get the product to the Laboratory are included in the
catalog price, with the exception of cryogenics and gases. It is only when purchases are
made through a Service Center (when charged to a Service Center project and task) can
there be an additional fee the Service Center applies in order to cover costs for any
additional shipping and handling performed once the product reaches JPL.
14. Where can I print the order form to send it to the
iProcurement catalog orders will be sent electronically to our suppliers.

supplier?

15. What is the Requisition Attachment for? In what situations would I use it?
This feature will not be used for catalog requisitions.
16. What is the ergonomic seating evaluation process? What type of documentation is
needed?
Contact your organization ergonomic representative.
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Defaults
1. Can I set default project and task numbers to be used in my requisitions?
No.

2. Can
I
set
multiple
default
No. Only one default can be set within Preferences.

deliver-to

locations?

3. Will I be able to store a list of frequently purchased items, as I did with JIT?
This function is available on some suppliers sites, not all.
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Delivery, Receiving and Tracking
1. Do
the
suppliers
have
a
delivery
schedule
requirement?
Yes. It varies by supplier catalog. The expected delivery date will be displayed on the
purchase order.
2. How can I tell if a requisition/purchase order has been received?
Within Track It Query users can check the status of items for receipt and delivery.
3. How can I tell is a requisition/purchase order has been delivered to the end user?
Within Track It Query users can check the status of items for receipt and delivery.
4. Will the Track It application capture all deliveries to JPL shipping and receiving?
Yes.
5. Can
someone
else
receive
my
package?
Yes. Within Track It Query users can check to see who the package was delivered to.
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General Information
1. Will we have to remember multiple logins for each of the supplier sites now?
No. The only login required will be to access NBS.
2. JIT
is
going
away?
Yes. When iProcurement is released, all catalog orders will be processed through
iProcurement. The JIT system will no longer accept new orders at that point.
3. Will
users
still
be
able
to
see
old
orders?
JIT will be up for couple of months after iProcurement goes live. Users will be able to
view the old orders for this period of time.
4. Will
part
numbers
change
with
iProcurement?
Yes. JIT part numbers will no longer exist and manufacturer part numbers or supplier part
numbers will be used.

5. Can
No.

6. Are
No.

blanket

use
purchase

my

P-Card
agreements

in
used

iProcurement?
in

iProcurement?

7. How
do
I
enter
multiple
charge
accounts
in
iProcurement?
Multiple accounts can be used. Step-by-step instructions are included in the iProcurement
User Guide and the computer-based training module accessible on this site under
Learning Center.
8. Is
there
a
way
I
can
get
updates
about
iProcurement?
Yes, news will be provided in two locations. On the Acquisition Divisions web site
athttp://acquisition.jpl.nasa.gov/iprocurement/index.html visit and on the home page on
the iProcurement start page. Please visit both sites often for current Purchasing News.
9. How
long
can
I
stay
logged
into
the
system?
As long as users want, but the computer can only be idle for a maximum of thirty
minutes.
10. What
kind
of
email
alerts
can
I
expect?
The requisitioners receives one when a requisition is approved or rejected, and purchase
orders created. The requestor receives an alert when the purchase order is created and
item received.
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Help
1. If users have questions
Call4-Help, option 2.

regarding

iProcurement

who

do

contact?

2. What if I have a question or encounter a problem regarding any part of the

requisition
Call 4-Help, option 2.

process?

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Payment
1. Do
invoices
go
to
Accounts
Payable?
No, iProcurement does not require invoices from the supplier. For catalog items, invoices
will be automatically created and processed for payment once the items have been
received.

2. How I do to check whether or not a supplier has been paid?

Yes. Step-by-step instructions are included in the iProcurement User Guide and the
computer-based training module accessible on this site under Learning Center.
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Propose New Items
1. Can
we
propose
a
new
item?
Yes, use the Feedback tab. Step-by-step instructions are included in the iProcurement
User Guide and the computer-based training module accessible on this site under
Learning Center.
2. Will new items be reviewed and approved before placed on the catalogs?
Yes.
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Requisition Archive
1. Will
we
be
able
to
see
requisitions
in
iProcurement?
Yes. Any requisition, past or current, will be viewable in iProcurement.
2. Can
I
print
a
No, users may do a print screen.

copy

of

my

catalog

requisition?

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Reporting
1. What type of reports can I access about my iProcurement orders? How can I
generate
a
report?
iProcurement orders are integrated with standard purchase orders for reporting purposes.
Please use existing reporting tools, such as Discoverer or Data Extractor.
2. Will Finance and Acquisition use the same data source for reporting of
iProcurement
data?
Yes.
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Returns
1. What
is
the
return
process?
When iProcurement is initially implemented the process will be manual, processed by

contacting the appropriate subcontracts manager. Soon following, the electronic process
development should be completed.
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Training
1. What
type
of
training
will
be
provided?
Certified users will be offered hands-on classroom style training. General users may
choose to attend a hands-on classroom training session or self-instruct using the
computer-based training module.
2. Are the manuals from training class available on the web?
Yes, at http://acquisition.jpl.nasa.gov/iprocurement/index.html, under Learning Center.
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Using the Catalogs
1. What is the preferred internet browser and what version should it be?
Internet Explorer version 6.0.
2. Can I use the back button within the suppliers web site or from the supplier back to
the
iProcurement
application?
Yes, in some cases, the back button feature can be used with the suppliers web site but it
is recommended to use the return to iProcurement button when available. The back
button should not be used within the iProcurement application.
3. Will we be viewing and shopping on the suppliers web site?
Yes. Users click on the suppliers link on the iProcurement home page and are routed to
the suppliers web site. In the suppliers site, users build a shopping cart, checkout and
then the information loads back to iProcurement.
4. Will
there
be
a
better
Yes, suppliers will be using industry standard search criteria.
5. Will
iProcurement
supplier
Yes, when an image is available.

catalogs

search

engine?

have

pictures?

6. Since the new iProcurement system will go out to supplier sites, will we see pricing?
JPL pricing will be displayed.
7. Is there an easy way to search the all
No, users must search each suppliers web site separately.

catalogs

at

once?

8. How do I know if a suppliers item is restricted for me to purchase?

If users are able to add an item to a shopping cart, it is approved to purchase.
9. How will I know if a product is made of recycled material?
Recycled content will be displayed in the catalog item detail description, if applicable