UNDERSTANDING ORACLE IPROCUREMENT IN R12

PROCURE TO PAY: ORACLE IPROCUREMENT

Ordering Sourcing Payment, Analysis

RFQ, Auction, Supplier selection Requisition Purchase orders Quotation & agreements

Receipt

Invoice, matching, payment

Analysis, manage suppliers

ORACLE ADVANCED PROCUREMENT

Oracle Applications
Browser www Collaboration Orders

Suppliers

Transactions

EDI & XML gateway

Approvals

Receiving

Procure-to-pay flow
Catalog updates Requisition Content providers Catalog updates E-Content catalogs Negotiations Marketplaces Intelligence Payables

ORACLE IPROCUREMENT IN E-BUSINESS Suppliers

External Marketplaces Third-party catalogs
Catalogs

Catalogs & content (XML, cXML)

Electronic documents

Local catalog

Posted RFQs

Orders & schedules

Receipts & payments

EDI & XML Gateway

iSupplier Portal

Local request

Sourcing & approval

Orders

Receiving

Pay on receipt

Invoicing Oracle Payables

Financial reporting

iProcurement

Oracle Purchasing
Purchasing Intelligence

KEY ORACLE IPROCUREMENT CAPABILITIES

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

E-BUSINESS SUITE INTEGRATION

Payables

iProcurement

Human Resources

Purchasing

eCommerce & XML Gateway

General Ledger

Workflow

Projects

PROCUREMENT SUITE INTEGRATION

Purchasing

iSupplier Portal

Services Procurement

iProcurement

Sourcing

DBI for Procurement

Supplier Network

KEY FUNCTIONALITY OF ORACLE IPROCUREMENT

Checkout and submit requisition

Approval and order creation

Catalog content creation and management

Find the correct item and add to shopping cart

Receive order

ORACLE IPROCUREMENT CONTENT MANAGEMENT

Oracle Purchasing
Items Categories Requisition Templates Blanket Agreements Quotations Approved supplier list

Supplier
XML Tab-delimited (spreadsheet) Online authoring

Schema
XML eContent Manager

Internal catalog
Oracle iProcurement
Online authoring Spreadsheet upload

CONTENT ZONES
Containers for shopping content

Computer Peripherals

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

Internal catalog

Non-Catalog

My Favorites Other Favorites Shopping Lists Search Categories

External Marketplace or supplier Select items

Add items to shopping cart

OVERVIEW OF CHECKOUT

Items from shopping

1.

Requisition information

2.

Select approvers

Review and submit requisition for approval

APPROVAL AND DOCUMENT CREATION

Approved requisition

AutoCreate

Create Documents workflow

Purchase order or release

OVERVIEW OF RECEIVING

Order Transmission
Printed E-mail EDI XML

Shipment Notification
Printed EDI iSupplier Portal

Receipt Confirmation
Receipts Corrections Returns

CENTER-LED PROCUREMENT
Request Business unit 1 Source Order Pay

Shared Services Center

Intercompany Invoicing

Business unit 2

ORACLE IPROCUREMENT SHOPPING DATA FLOW

XML/cXML
SQL

Marketplace or supplier

iProcurement

Internal catalog

Extractor E-Business Tax Oracle Payables Oracle Purchasing Upload

Text

XML

ORACLE IPROCUREMENT SUBMIT REQUEST DATA FLOW

Requisition Oracle Purchasing Purchase Order or Release Printed, Faxed, eMailed order Supplier

iProcurement

Workflow 1. 2. 3. PO Req Approval WF (workflow) PO Create Documents WF PO Approval WF

e-Commerce or XML Gateway

ORACLE IPROCUREMENT SETUP OVERVIEW

Oracle Applications setup

Oracle Purchasing setup

Oracle iProcurement setup

ORACLE IPROCUREMENT SETUP STEPS

1.

2. 3. 4. 5. 6. 7. 8. 9.

Perform Oracle iProcurement-specific system administration setup Define information templates Define data security (realms) Verify profile options for iProcurement Verify workflow settings for iProcurement Perform preliminary catalog load Perform preliminary catalog schema maintenance Set up company specific order controls Implement custom packages

ORACLE IPROCUREMENT SETUP STEPS

PROCUREMENT PROCESS: ORACLE IPROCUREMENT

Requisitions Catalog Content Management Ordering Purchase Orders

RFQs/ Quotations

Sourcing Analysis

Receiving Orders

Supplier Management Supplier Performance

Invoice/ Payment Reporting

ORACLE APPLICATIONS SETUP OVERVIEW

Setup Step Oracle Purchasing is setup Oracle Purchasing is not setup

1 2 3 4 5 6 7 8 9 10

Set Up System Administrator Define Accounting Key Flexfields Set Up Calendars, Currencies, and Set of Books Define Human Resources Key Flexfields Define Locations Define Organizations and Organization Relationships Convert to a Multi-Org Architecture Define Inventory Key Flexfields Define Units of Measure Define Freight Carriers

Not Required Not Required Not Required Not Required Not Required Not Required Not Required Not Required Not Required Not Required

Required Required Required Required Required Required Optional Required Required Optional

ORACLE APPLICATIONS SETUP OVERVIEW - 2

11 12 13 14 15 16 17 18 19 20 Define Item Attributes, Codes and Templates Define Categories Enable Categories for Oracle iProcurement Set Up Personnel Set Up Oracle Workflow Decide How to Use the Account Generator Open Inventory and Purchasing Accounting Periods Define Subinventory Locations Define Cross-Reference Types Define Tax Codes Not Required Not Required Required Not Required Not Required Not Required Not Required Not Required Not Required Not Required Required Required Required Required Required Required Required Optional Optional Optional

ORACLE APPLICATIONS SETUP OVERVIEW - 3

21 22 23 24 25 26 27 Define Payment Terms Set Up Approval Information Define Lookups and Classes Define Standard Attachments Define Purchasing Options Define Buyers Define Items Not Required Not Required Not Required Not Required Not Required Not Required Not Required Optional Required Required Optional Required Required Optional

28
29 30

Define Line Types

Start the Purchasing Database Administrator Define Financial Options

Not Required
Not Required Not Required

Required
Required Required

ORACLE APPLICATIONS SETUP OVERVIEW - 4

31 32 33 34 35 Define Transaction Reasons Define Receiving Options Set Up Transaction Managers and Resubmission Intervals Define Suppliers Set Up Workflow Options Not Required Not Required Not Required Not Required Not Required Optional Required Required Required Required

36
37 38 39 40

Submit Workflow-related Processes

Define Descriptive Flexfields Set Up Automatic Sourcing Perform Additional System Administrator Setup Define Manufacturing System and User Profiles

Not Required
Not Required Not Required Not Required Not Required

Required
Optional Optional 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

Audit Trail: Activate Default Country Help Localization Code

GL: Set of Books Name

Sequential Numbering HR: User Type

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 10 20 30 40 50 60 Name Name Title Address City, State, Zip Phone E-Mail @oracle.com Default

SET UP CATALOG

Create Blanket Purchase Agreement (Oracle Purchasing) Perform item content load Perform schema content load

Item Content

Unified Catalog

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 Catalog Content Management Purchase Orders

Ordering
RFQs/ Quotations

Sourcing Analysis

Receiving Orders

Supplier Management Supplier Performance

Invoice/ Payment Reporting

WHAT ARE IPROCUREMENT CATALOGS?

A catalog is a cohesive source of supplier product and service information that provides a means by which the information can be found quickly by the requestor. 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 only effective if the user can reliably order the items they need. 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?

Suppliers Marketplaces
Third party electronic catalogs Catalogs

Direct access to Supplier catalogs

Local content

Oracle Purchasing Oracle Inventory

iProcurement

ORACLE IPROCUREMENT CONTENT MANAGEMENT

Content Type
Local

Description
iProcurement catalog to which the buyer adds items.

Suggested Commodity
Direct and indirect material

Supplierhosted
Marketplacehosted

Supplier Web store to which the buyer links directly.

A third party site hosts catalog items for buyers and suppliers.

Configured products
Direct material

LOCAL OR BUYER-HOSTED CONTENT

Suppliers
Third party electronic catalogs

Publish

Upload catalog EDI pricing

Local content

Oracle Applications

iProcurement

EXTERNAL OR SUPPLIER-HOSTED CONTENT

iProcurement request Supplier

Web store Direct access to supplier catalogs

EXTERNAL MARKETPLACE-HOSTED CONTENT

Suppliers

iProcurement request

Catalogs

External marketplace (Web catalog)

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 suppliers 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 CONTENT

Supplier-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

Firewall

iProcurement request
Local Catalog Punchout External catalogs

Transparent Punchout

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 Store ALL TOGETHER One

Firewall iProcurement
Local Catalog 1 List 1 Punchout Punchout Catalog 1

Transparent Punchout

External Catalog 1

1. User selects Store One (office supplies) and enters a search string. 2. Results are returned and presented within a single search results page.

Info List 1

Search engine will only search within catalogs that are associated with Store One.

IPROCUREMENT

CATALOG ADMINISTRATION

CREATING LOCAL CONTENT

Oracle Applications
Oracle Purchasing Oracle Inventory Oracle iProcurement Third party electronic catalogs

Suppliers

Oracle Sourcing

Online Entry

Upload

Buyer-hosted content

Upload

ORACLE CONTENT UTILIZATION TYPES

Type Local Punchout Transparent punchout Informational Location Oracle iProcurement Supplier's or marketplace Supplier's or marketplace Oracle iProcurement Description
Content that you load from Oracle Purchasing or enter online. Requester adds items from the external site to the shopping cart in Oracle iProcurement. Requester shops the external site in the background and returns the matching items to the Search Results Summary and Search Results pages. 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) Directly from Oracle Applications Uploaded from any third party content provider

This type of content can be:

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

Third party electronic catalogs Suppliers

Publish Upload document

Upload

Local catalog

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 FILES

Before 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 Unit of measure (UOM) Currency

Price information, at a minimum the following:

UPLOADING LOCAL CONTENT

Oracle iProcurement supports the upload of catalog content:

Items Categories

Upload supports the following file formats:

Text XML CIF cXML

CONTENT UPLOAD AND DOCUMENT TYPES

You 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 profile option is set to Yes :

POR: Auto Load Shopping Categories

PRICE LISTS THAT YOU UPLOAD

Price list can be uploaded to your documents as an update to a document line item.

Internal Item A2SS9 A2SS9 A2SS9 A2SS9

Supplier Item TS-01 TS-01 TS-01 TS-01

Break Price 4.99 2.00 6.00 2.00

ShipTo Org V1 E51 A1 J1

Ship-To Location Vision USA Hamburg DE Sydney Tokyo

ONLINE CONTENT AUTHORING FLOW

1. 2. 3. 4.

5.
6.

A global purchase agreement is created by a buyer in Oracle Purchasing. In Oracle iProcurement Catalog Administration the catalog administrator selects the agreement to update. Catalog lines can be added from existing catalog items, uploaded, or manually entered. The updated agreement is submitted for approval. The changes accepted by the buyer are incorporated in the document and it is submitted for approval. Once approved, the agreement content is available for requesters in Oracle iProcurement.

UPLOAD CONTENT AUTHORING FLOW

1. 2. 3. 4. 5.

A global purchase agreement is created by a buyer in Oracle Purchasing. In Oracle iProcurement Catalog Administration select the agreement to update. Download upload resources. Complete the spreadsheet according to readme. Upload completed spreadsheet and monitor any errors.

SAMPLE ITEM SPREADSHEET UPLOAD

XML: MORE CATALOG CONTROL

For 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 STRUCTURE

Catalog information is divided into two main categories:

Administrative information <ADMIN> Catalog Data Items and Prices <DATA>

CATALOG

ADMIN

DATA

Name

Information

Item

Price

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 IMAGES

There 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 3.99

MW9003 Ball Point Pen

SAMPLE UPLOADS FOR IMAGE FILES

Spreadsheet:

XML DATA section:

<NAMEVALUE> <NAME>PICTURE</NAME> <VALUE>MW9003.jpg</VALUE> </NAMEVALUE>

MAINTAINING ITEMS AND PRICES

You 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 STATUS

You can view the status of catalog loads: All jobs Completed Error Pending Running

VIEW DOCUMENT UPLOAD HISTORY

This 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 Catalog Store

Zone 2

IPROCUREMENT CATALOG ADMINISTRATION: MANAGE STORES

CONTENT ZONES
Type Local Punchout Transparent punchout Informational Location Oracle iProcurement Supplier's or marketplace Supplier's or marketplace Oracle iProcurement Description
Content that you extract from Oracle Purchasing or upload. Requester adds items from the external site to the shopping cart in Oracle iProcurement. Requester shops the external site in the background and returns the matching items to the Search Results Summary and Search Results pages. 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

Exclusion rules Combine pieces of catalog content to create requester specific content Single administration UI

Flexibility

Ease of Use

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 RULES

Within a Content Zone, the intersection (AND) of rules determines available content.
Content Zone Setup Available Content

Include Staples Include Office Supplies

Include Staples Exclude Office Supplies Exclude Staples Include Office Supplies Exclude Staples Exclude Office Supplies

Office Supplies from Staples Only.

Everything from Staples except for Office Supplies. All Office Supplies, nothing from Staples. Nothing from Staples. No Office Supplies.

APPLYING CONTENT SECURITY RULES IN STORES

Within a Store having multiple Content Zones, the union (OR) of rules determines available content.

Content Zone Setup Zone 1: Include Staples Zone 2: Include Office Supplies <Enter slide Zone 1: Include Staplesnote> & Include Office Supplies Zone 2: Include Home Depot Zone 1: Include Staples & Include Office Supplies Zone 2: Include Staples & Exclude Office Supplies

Available Content Everything from Staples. All Office Supplies from any other supplier. Everything from Home Depot. Everything from Staples that falls into category of 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

Suppliers
Catalogs

Marketplace hub (Oracle Exchange)

Third party electronic catalogs

Direct access to Supplier catalogs

Local request

iProcurement

ORACLE IPROCUREMENT CATALOG MANAGEMENT REVIEW

Catalog
Local

Description
iProcurement catalog to which the buyer adds items.

Suggested Commodity
Direct and indirect material

Supplierhosted
Marketplacehosted

Supplier Web store to which the buyer links directly.

A third party site hosts catalog items for buyers and suppliers.

Configured products
Direct material Policy controlled items

Informational Free form catalog containing policies and procedures.

ORACLE CONTENT ZONE TYPES REVIEW

Type Local Punchout Transparent punchout Informational Location Oracle iProcurement Supplier's or marketplace Supplier's or marketplace Oracle iProcurement Description
Content that you extract from Oracle Purchasing or upload. Requester adds items from the external site to the shopping cart in Oracle iProcurement. Requester shops the external site in the background and returns the matching items to the Search Results Summary and Search Results pages. 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 suppliers 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
1 iProcurement to Oracle Exchange hub

Buyer Benefit
Access Oracle Exchange catalog of many supplier items.

Supplier Benefit
Load items once and reach many Exchange and iProcurement customers.

2 iProcurement Directly to Supplier-Hosted Catalog

Offers unique point- Closely manages the to-point solution content and access to between buyer and limited buyers. supplier.

3 iProcurement to Supplier-Hosted Catalog using Exchange (XML)

Access centralized collection of supplier-defined punchouts.

Same as 3.

Define punchout once and reach many Exchange and iProcurement customers.
Same as 3, for cXML suppliers.

4 iProcurement to Supplier-Hosted Catalog using Exchange (cXML)

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 companys 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

Oracle iProcurement
1 4 6b
User
Oracle iProcurement Server

Exchange
2 3
Exchange

6a

5
Exchange Hosted Catalog

MODELS 3 & 4 TECHNICAL OVERVIEW

Oracle iProcurement 2 5 Exchange Supplier

3
4
Oracle Exchange Supplier Portal

1 6 8b
User Oracle iProcurement Server

9 10 8a 7

Supplier Hosted Catalog

Steps 9 & 10 are only performed for a cXML punchout.

DECIDING ON A PUNCHOUT MODEL

Content on supplier site?

Yes

No

Supplier use cXML?

No

Model 1 Yes

Want to use Exchange? No Yes Model 3

Model 2 (or 4)

Model 2

PUNCHOUT MANAGEMENT

BASIC PUNCHOUT SETUP STEPS

Obtain suppliers 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 SETUP

Supplier 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 shoppers 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 Categories Administration can be done either online or using upload

CATALOG STRUCTURE COMPONENTS

Item 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 Hard Drives 100GB EIDE 200GB EIDE Computer Case 10 Bay - Black Office Supplies Pens Ballpoint Pens BIC - Blue Felt Tip Pens

LOCAL CATALOG STRUCTURE: ITEMS

Items 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 Items

Item: 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 STRUCTURE

Catalog schema information is divided into several main categories:

Administrative information <ADMIN> Catalog Schema information <SCHEMA> Catalog Hierarchy information <HIERARCHY>

CATALOG

ADMIN

SCHEMA

HIERARCHY

Category

Descriptor

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 DESCRIPTORS

What 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 CATEGORIES

Using the iProcurement, you can do the following:
Create a new category Rename a category Delete a category

Name Tags Format It

Key T97553 S22344

Desc

Edit Delete

EZ Format SW

MANAGING DESCRIPTORS
Descriptor characteristics that are available with uploading:

Type Description Sequence Searchable Search Results Visible Item Detail Visible

MANAGE CATEGORY HIERARCHY

This 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 CATEGORIES

Use 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 CATEGORIES

You 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.

Purchasing category name: PR-IK300 Map Category

iProcurement category: Inkjet Printers

SHOPPING CATEGORY MAPPING

Oracle iProcurement Catalog Oracle Purchasing Category My 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 COMPONENTS

The Oracle iProcurement search functionality is a integration of several components:

Oracle interMedia search engine Catalog search descriptors

TYPES OF CATALOG SEARCHES

The 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?

Descriptors as searchable Search results visible

Decreased performance impact of number of:

IPROCUREMENT

CATALOG ADMINISTRATION

The 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 CONSIDERATIONS
The primary considerations for iProcurement catalog implementations:

Which content approach?

Local Supplier-hosted Marketplace-hosted Users needs Managers needs Company policy

Who will have access to that content?

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) Dynamic Local Descriptors Creation (XML, text) Dynamic Root Descriptors Creation (XML)

POR:Load Auto Attrib

POR:Load Auto Root

POR: Hosted Images Directory POR: Catalog Bulk Load Directory

SUPPLIER-HOSTED SETUP

Determine the suppliers with whom youll perform the punchout. Determine which punchout model to use. Make sure the supplier is set up. Obtain suppliers 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

Shop for goods and services

Catalog Punchout Smart Form Informational

Populate requisition

Submit order

(Seek approval)

(Request changes)

Order fulfillment

IPROCUREMENT

HOME PAGE

IPROCUREMENT

PREFERENCES

User settings in Preferences for defaults during checkout:

Shopping Delivery Billing Favorite Charge Accounts Additional Favorites Lists

Preferences

SHOP FOR GOODS AND SERVICES

Local catalog Non-Catalog

Search
Categories Lists

External marketplace
Find items

Add items to shopping cart

BASIC SHOPPING FLOW

Select Store or List

Shopping

Find Items

Add to shopping cart

Checkout

BASIC CHECKOUT FLOW

Items from shopping Approvers

Delivery and billing information

Review and submit requisition for approval

CHECKOUT STEP-BY-STEP
Delivery

Billing

Approvers

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

Notes

REVIEW & SUBMIT

The 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 Supervisor Name

Job or Position
Chart of Accounts Charge Account

DOCUMENT ROUTING OPTION #1: EMPLOYEE/SUPERVISOR RELATIONSHIP

Jane

Robert

Kathy

Sue

Linda

Tom

Lori

DOCUMENT ROUTING OPTION #2: POSITION APPROVAL HIERARCHY

Hierarchies

Standard POs - Main

Chief Executive Officer Chief Procurement Officer VP, Manufacturing Mgr, Maint. Mgr, Mfg. Planner 2

Blanket Releases - Main VP, Manufacturing Manager, Manufacturing Planner 1 Planner 2

Planner 1

RUN FILL EMPLOYEE HIERARCHY PROCESS

Hierarchy name: Standard POs - Main Position Approval Hierarchy Chief Executive Officer Chief Procurement Officer VP, Manufacturing Employee Representation Walter Brinkley Cindy Adams

John Wilson
Joe Miller Ted Brown Bob Hart

Mgr, Maint.

Mgr, Mfg. Planner 2

Planner 1

Kim Jones

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 USERS

In 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 Type
PO Requisition Approval PO Requisition Approval PO Requisition Approval

Subject
Requisition 1653 has been approved Requisition 1691 has been approved Requisition 1705 has been approved

CENTER-LED PROCUREMENT
Request Germany Source Order Pay

Ireland

Intercompany Invoicing

United States

SET UP IPROCUREMENT SHOPPING DEFAULTS

Some ordering information can be preset as defaults to save time during shopping: One-time addresses (HR and System Profile) Approvers (Oracle Purchasing) Buyers (Oracle Purchasing) Public lists (Oracle Purchasing)

ORACLE APPLICATIONS FRAMEWORK

The 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

Requisition checkout and visibility Requisition approval process

Search and display of internal items

Create Internal Sales Orders process in Purchasing

Auto- sourcing

Import Orders process in Order Management

Manual sourcing

Pick / Pack / Ship

Receive Denotes activity done outside of iProcurement and 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. 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

Search and Display Internal Items:

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

Service categories Non-catalog request template

Service request

Legal services

Design services

Professional training Information Template

ORACLE SERVICES PROCUREMENT

Service Category
Fixed Price Services

Service Example
Facilities Marketing Administrative Information Technology Consulting Training

Skills/Temporary Labor

Time & Materials

Defined Deliverables

Construction Software Development Legal Services System support

Retainer-based Services

SERVICES PROCUREMENT: CONTINGENT LABOR FLOW

Requester

Approve time & expense

Contractor

Enter time & expense

View invoice & payment

Payables

Create invoice & payment

ORACLE PROCUREMENT FEATURE COMPARISON

Oracle iProcurement Preferences Shopping Lists Shopping Cart Oracle Purchasing Requisition Preferences Requisition Templates Order Pad

Submit/Checkout

Approve

REQUISITION MANAGEMENT ACTIONS

Requisition Tab
Requisition Copy toStatus Cart Cancel Change Complete

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 REQUISITIONS
From 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
Submit for approval In Process Cancelled Rejected No Approve? Yes Return Approved Approved requisition pool Purchase order Incomplete

REQUESTER CHANGE ORDER

Ability 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

Approved requisition

Create Documents workflow

AutoCreate

Purchase order or release

AUTOMATIC PURCHASE ORDER CREATION

Contract agreement Catalog quotation

Standard purchase order

iProcurementre quisitions Global agreement

AUTOMATIC RELEASE CREATION

Workflow

Blanket purchase agreement

iProcurementre quisitions

Blanket release

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 WORKFLOW

Automatically 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 automatically generates general ledger accounts for: Purchase orders Requisitions Releases Accounts are generated for the: Charge account Accrual account Budget account Variance account

ACCOUNT CREATION OVERVIEW

Inventory? No

Project?

No
System Item?

1
No

Charge Account?

No Primary Account?

EXPENSE ACCOUNT RULES

Employee charge account Define Expense Account Rules
Account Rule Type
PO ITEM CATEGORY

01.100.71050.00000.00000

Account Rule Value

Pens & Pencils

Segment Name
Account

Segment Value
60090

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

Shipment/Distribution Information

eBusiness Tax

Calculated Tax

GRANTS ACCOUNTING AND HAZARD INFORMATION

Grants Accounting:

Award number field enabled if Grants Accounting has been implemented. Project and Project expenditure information Defaults from item in Oracle Inventory Oracle Hazard class United Nation identifier

Hazard information:

ATTACHMENTS AND SPECIAL REQUISITIONS

iProcurement requisition attachments:

Internal to requisition Miscellaneous To approver To buyer To receiver To supplier Pre-assign a purchase order number

Requisitions that require a purchase order number :

PROCUREMENT CARD SUPPORT

Procurement cards (P-Card) are corporate credit cards 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

Supplier validates P-Card and processes the order

P-Card defaults on requisition in iProcurement

Card issuer validates P-Card and invoices Payables

Purchase order with P-Card created in Purchasing

Payables validates P-Card invoices

PROCUREMENT CARD FLOW - INVOICE

2
AP Expense Feed Lines

3
Verify

4
Approve

Validate

1
Load

6
Import Invoice

5
Create Invoice

PROCUREMENT CARD FLOW - RECONCILIATION

Purchasing Supplier Card Issuer

PO History Feed

Reconciliation engine Invoice data AP Open Interface Invoice Payables

Transaction Feed

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 OPTIONS

A 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 RULES

On 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 PAGE

Oracle iProcurement provides several simple ways to make the Home page more personal:
Put your organizations 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 countrys language code (for example, US for 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=iso8859-1"> <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 Headers Table Name: PO_REQUISITION_HEADERS_ALL Name: Requisition Lines Table Name: PO_REQUISITION_LINES_ALL Name: Requisition Distributions Table Name: PO_REQ_DISTRIBUTIONS_ALL

ORACLE IPROCUREMENT RECEIVING

KEY FUNCTIONALITY OF ORACLE IPROCUREMENT

Requisition creation

Requisition approval Receive order

ORACLE IPROCUREMENT RECEIVING

Receiving records receipt of the order and initiates the payment process. Features of receiving orders In 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

ORACLE IPROCUREMENT RECEIPT ROUTING

Direct

Receiving

Destination type: inventory, expense, or shop floor

Final destination

RECEIVING IN ORACLE IPROCUREMENT

1

Receive

Record receipt

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 FUNCTIONS

Transact against your items or someone elses items. Restrict buyers 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 RECEIPTS

From 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

Description Travel Mate 100 Travel Mate 200 Travel Mate 300

Unit Each Each Each

Receipt Quantity

Quantity Ordered 100

Quantity Received 10 5 5

5 5

75 130

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

Receiving Return Return goods to supplier Receiving Correction No return to supplier

Updates quantity on hand

Updates quantity on hand

Updates cost

Updates cost

RECEIPT HEADER IN ORACLE IPROCUREMENT

Receipt number Receiver name Receipt date Packing slip Way bill Comments

Receipt

HEADER

LINE

RECEIPT LINE IN ORACLE IPROCUREMENT

Receipt

Quantity Unit of measure Description Order number Order type Supplier

HEADER

LINE

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 SETUP

Some Oracle Purchasing setup steps that you may want to consider when implementing iProcurement: Purchasing Options

Receipt Close Point Receipt Close Tolerance Percent Receipt Date Over Receipt Control Receipt Number Options Miscellaneous

Receiving Options

IPROCUREMENT

PROFILE OPTIONS

A 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 excluded through 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 Oracle iProcurement Search for requisitions to receive Requisition required Two, three, or four way matching No scheduled concurrent request Can do corrections or returns PO Confirm Receipts Workflow Oracle Purchasing Get notifications in which you can receive Purchase order required Three or four way match required Scheduled concurrent request Can not do corrections or returns from notification