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I Procurement Setup Document

Setups for I Procurement:
1.

Profile Options

2.

Shopping Category Creation

3.

Category Hierarchy

Top Category (Browsing Category) - Create Top-Level Category

Child Category (Browsing Category) - Create Child
Shopping Category (Item Category) - Insert Existing Child

a. Purchasing Category Creation

b. Category Mapping
c. Item Creation and Purchasing Category Assignment
d. Content Zone Creation
e. Information Template Creation
f. Smart Form Creation
g. Create Stores
h. Iprocurement responsibility Creation
i. Personalization's (Profile Option - "Personalize Self-Service Defn =
Yes")

1. Profile Options:
POR: Auto create Shopping Category and Mapping = Yes
POR: Allow Manual Selection of Source = Yes
The rest of the profile options will leave it with defaulted values

2. Shopping Category Creation:

We will build one case. Based on that we will define the categories and then
will do the Category Mappings.
Case:

It's a Top Down approach.

First we will have a Top level category (Root Category) called "Browsing
Category". Under that, either we may have multiple child Browsing
Categories or Shopping Categories.
First we should create the bottom level category called "Shopping
Category"
Responsibility: iProcurement Catalog Administration
Navigation: iProcurement Administration: Home Page > Schema > Item
Categories

Click "Create Category"

Enter the Category Details

Note:
1. Category Key: Once we enter the value and save, we can't modify.
2. Category Name & Category Description: We can change the values even
after save by clicking "Update" button.
3. Category Key and Category Name values may be same.
Click "Apply"
Confirmation page will come.

Search the Category Name and check the newly created Category.

Now, we have successfully created the Shopping Category (iProcurement

Category)
Now, we will see the "Category Hierarchy"

3. Category Hierarchy:
Root Category (Browsing Category) ===== > Outside Items
Child Category (Browsing Category) ===== > Direct Materials
Child Category (Shopping Category) ===== > Marketing Items
Create the Root Category (Browsing Category) first
Navigation: Schema > Category Hierarchy > Create Top-Level Category

Click on "Create Top-Level Category"

Enter the values in respective fields

Click on "Apply"
Upon Apply, you will get the confirmation page and you can see the newly
created category with Type as "Browsing".

Select that newly created category "Outside items" and click "Create
Child" to create another Browsing Category called "Direct Materials".

Click on "Create Child"

Enter the details

Click on "Apply"

Now, you can see "Direct Materials" Browsing Category under "Outside
Items" category

Now, you insert the Shopping Category "Marketing Items" into this
Hierarchy
Select the Browsing Category "Direct Materials" and click on "Insert
Existing Child"

Click on "Insert Existing Child"

Query the existing category "Marketing Items"

Retrieved the existing category.

Select that category

Click on "Apply"
Now, you can see the entire Category Hierarchy like below.
Outside Items ====> Direct Materials ====> Marketing Items

We have successfully created the Category Hierarchy.

4. Purchasing Category Creation:

Now we will create one new item in Inventory module with new Purchasing
Category and then will map that Purchasing Category into our Shopping
Category in I Procurement.
Lets create a new Purchasing Category called "Marketing Materials" in
Inventory Module. To create the new category, we need to add these new
values into Value set. To find out that KFF and Value Set, follow the below
steps.

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Step 1: Find out the "Default Category Set" for Purchasing

Navigation: Inventory > Setup > Items > Categories > Default Category
Sets

Note down the category Set Name for the functional area "Purchasing"
Default Category Set for Purchasing = Purchasing

Step 2: Open the Category Set and note down the Flex Structure
Navigation: Inventory > Setup > Items > Categories > Category Sets

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Flex Structure = PO Item Category

Step 3: Find out the KFF Segments
Navigation: Inventory > Flex fields > Key > Segments
Query by
Application: Inventory

Title: Item Categories

Once query retrieves the result, find out the Purchasing Flex Structure name
"PO Item Category"

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Click on "Segments"

Note down the Value Set Names for both the Segments
Segment1 = Item Category (Value Set = PO Item Category)
Segment2 = Commodity (Value Set = Commodity)
Click on "Value Set" for the SEGMENT1 "Item Category" and check the
Validation Type

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Note down the Validation Type. It's Independent.

Now, click the another segment "Commodity" and check for Value Set
Validation Type.

It's "Dependent"

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Step 4: Add the values into Value Set

Navigation: Inventory > Setup > Flex fields > Key > Values

Click Find

Add the new value "Marketing"

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Save

Note: PO Item Category value set Validation Type is "Independent". So,

whatever the values we are adding into this value set, all values will display.
But, the "Commodity" value set is "Dependent" value set. So, We need to

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define the Dependent value from previous value set and then we need to add
the new value.
Now, add the another value "Items" in the value set "Commodity"
While adding the new value in the Dependent Value Set, we need to mention
the Independent Value of the previous value set. In our case, the previous
value set is PO Item Category. So, we need to enter the value from that value
set.

Add two new values like "Materials" and "Items"

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Now, create the Purchasing category "Marketing Materials" and

"Marketing Items" and assign it to Purchasing Category Set
Step 5: Create Purchasing Category Code
Navigation: Inventory > Setup > Items > Categories > Category Code

Click on "New"

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Create a new Category Code like "Marketing Items"

Save

Step 6: Assign Category into Category Set

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Navigation: Inventory > Setup > Items > Categories > Category Sets

Query the default "Purchasing" Category Set and add the Category
"Marketing.Items" into that Purchasing Category Set

Save

5. Category Mapping:

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Query the newly created Purchasing Category and map it to Shopping

Category.
In our case, the newly created Purchasing Category is "Marketing Items"
and Shopping Category is "Marketing Items"
Responsibility: iProcurement Catalog Administration
Navigation: Schema > Category Mapping

Query by either "Purchasing Category" name or "Shopping Category"

name

Select the check box

Click on "Map"

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Query the Shopping Category "Marketing Items"

Click "Apply"

Now, it's mapped.

Purchasing Category "Marketing Items" have been mapped to Shopping
Category "000000(DEFAULT)"

6. Item Creation and Purchasing Category Assignment:

Now, create the new item and assign the newly created Purchasing Category
"000000(DEFAULT)"
Navigation: Inventory > Items > Master Items
Apply the Purchasing Template

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Assign the Purchasing Category

Navigation: Tools > Categories

Assign it to required organizations

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7. Content Zone Creation:

Responsibility: iProcurement Catalog Administration
Navigation: Stores > Content Zones

Select the Action "Create Local Content Zone" option from the LOV and
click on "Go"

Enter the Content Zone Name and Description. And select the "Suppliers",
"Categories" and then assign the "Content Zone Security"
Note for Suppliers:
Include items from all suppliers: Users can create the requisitions for all
the items for all the suppliers (It should have Blanket Purchase Agreements)
Include items from specific suppliers: Users can create the requisitions
for the items which was assigned to a specific supplier. If we enable this
option then we need to enter that specific supplier name (It should have
Blanket Purchase Agreements)
Exclude items from specific suppliers: Users cannot create the
requisitions for the items which was assigned to a specific supplier.
Exclude items that are sourced from suppliers: Users cannot create the
requisitions for the items which was already sourced from the suppliers (ASL
and Sourcing Rule).

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Include items without suppliers: Without the Blanket Purchase

Agreements, the users can create the requisitions for all the items. As soon
as we create the items with purchasing category and if that purchasing
category mapped into shopping category then we can raise a requisition.

In the above case, we have created the "TEXT Content Zone" and restricted
by specific category "000.00000.0000.000." and operating Unit
"AAH_Operating Unit". So, we can raise a requisitions for all the items that
belongs to "000000000000000" category without the Blanket Purchase
Agreements.
Click "Apply"

Get the confirmation page and our newly created content zone "Text
Content Zone".

8. Information Template Creation:

You can set up information templates to gather additional information in
Oracle iProcurement to pass necessary order processing information to
suppliers. When an information template is assigned to a category or item,
the application prompts requesters to provide the information specified in the
template when the item is added to the shopping cart. This information
becomes a line-level attachment to the requisition.
For example, you can implement information templates for items such as
business cards that require additional information (name, address, e-mail
address, phone) from the requester. Oracle iProcurement prompts for name,

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address, e-mail address, and phone number when you order business cards.
Each information template must be associated with an Oracle Purchasing
item or item category. If an information template is associated with an item
category, all items belonging to that category are also associated with the
template.
Responsibility: Purchasing Super User
Navigation: Setup > Information Templates

Define the Template Name and enter all the other details

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Created the "text Information Template" and saved

9. Smart Forms Creation:

Requesters can procure an item or service that is not found in the catalog.
For these cases, they can use a non-catalog request. The non-catalog request
offers the ability to add an item or service to the shopping cart based on a
description of the item or service. Through the use of smart forms, companies
can conveniently control both the list of fields and whether a particular field is
enterable or pre-defined. For example, purchasing organizations can lockdown the purchasing category for certain requests and thereby more
accurately categorize spend. Similarly, purchasing administrators can ensure
spend is exclusively directed to preferred suppliers, and default contract
numbers achieve touchless buying.
The following figure shows the non-catalog request that requesters can enter.
In the Item Type field, requesters can enter goods billed by quantity, service
billed by quantity, or goods or services billed as an amount.

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In addition to this standard non-catalog request, you can create different

smart forms and assign them to one or more stores.
Oracle iProcurement provides a default standard smart form. The catalog
administrator can create multiple additional smart forms. For example, you
can create a Computer Services smart form and an Office Services smart
form. Once these smart forms are assigned to a store, both appear for the
requester to select from.
To use the single, standard smart form that Oracle iProcurement provides,
you do not need to perform any setup other than the profile options.
Responsibility: iProcurement Catalog Administration
Navigation: Stores > Smart Forms

Click "Create Smart Forms"

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Create the Smart Form by entering Name, OU, Item Type and Default item
Information and Default Supplier Information details.

Assign the "Information Template" which was created earlier

Attached the Information Template Information Template" which was

created earlier to this Smart Form.
Click "Apply"

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Will get the Confirmation page and it will display the newly created Smart
Form name.

10. Create Stores:

A store enables you to group content zones and smart forms into a single,
searchable store. The store should be easy for requesters to understand - for
example, a store containing all computer supplies or all office supplies.
Responsibility: iProcurement Catalog Administration
Navigation: Stores > Stores

Click on "Create Store"

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Enter the Store details and assign the Content Zones and Smart Forms

Click on "Continue"

Sequence Stores:
Assign the "Sequence"

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Click "Apply"

Store is created successfully. But, it's not in the front in the list.
Click "Sequence Stores"

Assign the Sequence Number to our Store "Text Store"

Click "Apply"

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Now, it's sequenced and displayed in the front.

11. Create iProcurement Responsibility:

Responsibility: System Administrator
Navigation: Security > Responsibility > Define

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User - Responsibility Assignment:

Assign it to User "SEHA iprocurement Requester"
Navigation: Security > Users > Define

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Profile Options: