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Oracle

R12 iProcurement by Dinesh Kumar S


Prerequisites:

Please refer my below materials before implementing iProcurement.

Oracle R12 MOAC


Oracle R12 Procure 2 Pay


Oracle R12 iProcurement by Dinesh Kumar S

About iProcurement
Oracle R12 iProcurement by Dinesh Kumar S

Oracle iProcurement Integration

Oracle Procure 2 Pay Process Flow:



Oracle R12 iProcurement by Dinesh Kumar S

Features of iProcurement
(Reference Oracle Document)

The core features of Oracle iProcurement that give requesters the ability to transform the
procurement process into an efficient and streamlined process are:

Catalog Management

Shopping

Checkout

Requisition Tracking and Management

Desktop Receiving

Procurement Catalog Management:

Oracle iProcurement and Oracle Purchasing have a single shared catalog data model.
This data model forms determines the types of catalog content your requesters can see
and how that content is presented to them.

Some of the benefits are:

o Catalogs are automatically and perpetually up-to-date and based on real-time


data.

o Support for extensible base and category attributes to enhance the product data
catalog. Oracle iProcurement customers can define base and category attributes
for their specific needs.

Support for price breaks based on quantity, shipping organization and effective date
range.


Oracle R12 iProcurement by Dinesh Kumar S

Catalog Schema:

The areas that define the catalog are the catalog data and the catalog schema.

Catalog data consist of the items and services available for purchase.

Catalog schema is comprised of:

A combination of categories.

Category descriptors

Base descriptors (sometimes known as base attributes) describe any item or service in the
catalog.

Types of Categories:

The types of categories in the catalog that define the catalogs hierarchy are:

Purchasing Item categories: Every item in the catalog must belong to a Purchasing Item
category. Purchasing Item categories are recognized by many integrating Oracle
Applications in addition to Oracle iProcurement. The association of Purchasing Item
categories with catalog items enables a wide range of functionality in Oracle
Applications.

Shopping categories: Also known as genus categories, are used to group similar items for
presentation to the iProcurement user. Shopping categories generally have names that
are more shopper friendly than Purchasing Item categories, and are displayed
prominently in many iProcurement pages to help requesters find what they are
shopping for. Shopping categories are not mandatory for all items in the catalog, but
they are highly recommended for items that are intended for iProcurement requesters.
Shopping categories are found at the lowest level of the category hierarchy; therefore a
shopping category can never be a parent category to a child category.

Browsing categories, also known as navigation categories (or master or intermediate level
categories), define the category hierarchy. The category hierarchy helps requesters
browse for catalog items Browsing categories can be either a parent or child to another
category, but cannot contain any items.


Oracle R12 iProcurement by Dinesh Kumar S

Catalog Content Structure:

It refers to online shopping content.


You define content zones to enable catalogs.
Catalog Administrators partition local catalog content into local content zones, define
punchout or transparent punchout content zones, and then assign these content zones
to stores.
The combination of content zones that you assign to a store determines what catalog
content your users see.

Types of Content Zones:

Type Location of Description


Content
Local Oracle Consists of items, categories, and descriptors defined in
Purchasing Oracle Purchasing and Oracle Inventory.
Punchout Supplier's site or Consists of items that the supplier maintains. The requester
Oracle Exchange clicks a link to the external site from the Shop store or Search
Results Summary page, and adds items from the external site
to the shopping cart in Oracle iProcurement.
Transparent Supplier's site or When the requester searches for items, the transparent
punchout Oracle Exchange punchout content zone accesses the external site in the
background and returns the matching items to the Search
Results Summary and Search Results pages. The requester
then adds the items to the shopping cart.
Informational Your companys Captures instructions, policies, and links for ordering items
intranet, and services that may not be supported by the other catalog
supplier's site, or types. For example, an informational content zone can
Oracle Exchange contain a link to an existing policy or instructions page in
your company. Unlike the other catalog types, items
purchased through the informational content zone cannot
be added to the shopping cart.


Oracle R12 iProcurement by Dinesh Kumar S

Implementation Checklist:

Step Required or
Optional
Load catalog content Required
Determine catalog (content zone) types to implement. Required
Choosing a Catalog Type
Create one or more catalogs (content zones): local content zone, punchout Required
or transparent punchout content zone, or informational content zone.

For punchout or transparent punchout, see the Oracle Procurement


Buyer's Guide to Punchout and Transparent Punchout.
For informational catalogs, see: Maintaining An Informational Content
Zone.
Define access to content zones. Optional
Set up Smart Forms. Optional
Decide whether to create more than one store. Optional
Create stores to group content zones and Smart Forms. Optional
Set or review search related options. Recommended
Associate images with content, stores, or items. Optional


Oracle R12 iProcurement by Dinesh Kumar S


iProcurement Setups

Oracle R12 iProcurement by Dinesh Kumar S

iProcurement Implementation Setups:


Below are the mandatory setups before implementing (or) integrating it with purchasing
module.

Oracle Multi Org Setup (MOAC Optional)


Oracle Purchasing Setups (Preferably P2P setups)

Please refer my below materials for above setups,

o Oracle R12 MOAC


o Oracle R12 - Procure 2 Pay by Dinesh Kumar S



Oracle R12 iProcurement by Dinesh Kumar S

iProcurement Setups:

Creating Inventory Item:

We have already created 2 inventory items (refer P2P Setups document),

Navigation: PO Items Master Items

Select the master organization (IMO),



Oracle R12 iProcurement by Dinesh Kumar S

Inventory Item 1:


Inventory Item 2:



Oracle R12 iProcurement by Dinesh Kumar S

Note** all inventory items will be associated with one or more categories.

Navigation: PO Items Master Items Tools (Menu) Categories

Inventory Item 1:

Inventory Item 2:


Oracle R12 iProcurement by Dinesh Kumar S

Categories:

o They are assigned to an item; they can be used without an item, allowing reporting and
analysis to be performed.
o Categories are required when creating a non-catalog requisition.
o It can be assigned to account numbers, which is used to generate accounting for
requisition.
o Categories are Key flexfield (KFF).


Defining Category Key Flexfield:

Now let us utilize the Oracle Seeded item category flexfield.

Navigation: PO Setups Flexfields Key Segments

Code: PO_ITEM_CATEGORY



Oracle R12 iProcurement by Dinesh Kumar S

Segment Information:

Valueset Information:

Segment1:



Oracle R12 iProcurement by Dinesh Kumar S

Segment2:

Valueset Values:

Navigation: PO Setup Flexfields Validation Values

Segment 1:


Oracle R12 iProcurement by Dinesh Kumar S

Segment 2:

Defining Category Sets:

After setting up category the next step is to define category sets. If oracle seeded set is
not available we can define our own category sets.
In our setup we will be using oracle seeded category set.

Determine if the categories assigned to an item will be assigned at Master Level for all
organizations (or) assign at Organization levels i.e. each organization have different Purchasing
category.

Navigation: PO Setup Items Categories Category Sets


Oracle R12 iProcurement by Dinesh Kumar S


Name: Unique Name to the set

Description: Describes the usage of the category set.

Flex Structure: The categories you assign to a category set must have the same flexfield
structure as the set itself. This is true even if you choose not to validate the category list.

Control Level:

o Master Level: Item assigned to this category set has the same category value in all
organizations where it is assigned.
o Org Level: Item assigned to this category set may have a different category value in each
organization where it is assigned.

Allow Multiple Item Category Assignments:

Indicate whether to enable an item to be assigned to multiple categories within this category
set. For example, an item can belong to Electronics as well as Computer Peripheral categories.

Enforce List of Valid Categories:

Indicate whether to enforce the list of valid categories.

o If you do not enable this feature, you can assign an item to any category defined that
uses the same flexfield structure as this category set.
Oracle R12 iProcurement by Dinesh Kumar S

o If you enable this feature, you can assign an item only to those categories defined as
valid categories for this category set.
o If the enforce list of categories assignment checkbox is not checked, then all of the
categories associated to the category set for purchasing are displayed in the LOV on the
Enter PO window.
o if the enforce list of categories assignment is checked, only the categories defined in the
table are available in the category LOV on the enter PO window.

Setting Default Category Set

The category flexfield which was assigned to category set, needs to be set as the default
category for purchasing.

This will be the category that will appear in Oracle iProcurement for purchasing both items and
non-catalog requests.

Navigation: PO Setup Item Categories Default Category Set

Setting Category Profile

This setup maps the category to iProcurement for users to search for them using shopping
category.

Profile Name: POR: Autocreate Shopping Category and Mapping



Oracle R12 iProcurement by Dinesh Kumar S

(Oracle Reference)

Why should I use shopping category mapping?

Use shopping category mapping to map Oracle iProcurement catalog categories to categories
defined in Oracle Purchasing. This ensures that the items you upload will not error out. Oracle
Purchasing and shopping categories can both be derived by the mapping when maintaining
catalog content.

For example, you create a shopping category called Printers. You later want to upload an item
to the Printers category. Before requesters can successfully complete a requisition for this item,
you must map the shopping category Printers to a category in Oracle Purchasing using shopping
category mapping. (Alternatively, you can leverage mapping in Oracle e-Commerce Gateway
while uploading items.

When should I map shopping categories?

If your requesters need to use the browsing capability, then you should use shopping category
mapping.

Can I map multiple shopping categories to an Oracle Purchasing category?

Yes, using shopping category mapping, you can map multiple Oracle iProcurement catalog
categories to a single Oracle Purchasing category.

Can I map a shopping category to multiple Oracle Purchasing categories?

No, using shopping category mapping, you cannot map a single Oracle iProcurement catalog
category to more than one Oracle Purchasing category.

Can I map a shopping category that has subcategories to an Oracle Purchasing category?

Only item categories are mapped. By mapping a browsing category, you are mapping all item
categories that it and its subcategories contain.


Oracle R12 iProcurement by Dinesh Kumar S

Creating Category Codes

Categories codes are used to create valid combinations of individual values entered for each
category segment and assign the combination to specific structure.

Navigation: PO Setup Items Categories Category Codes


Click Find.


The description which will be used as the shopping category in iProcurement when profile
POR: Autocreate Shopping Category and Mapping is set to Yes.


Oracle R12 iProcurement by Dinesh Kumar S

Create Custom iProcurement Responsibility

Create the below custom responsibilities,

d_iproc
d_iproc_CatAdmin

d_iproc:

Menu: Internet Procurement Home



Oracle R12 iProcurement by Dinesh Kumar S

d_iproc_CatAdmin:

Menu: iProcurement Administration: Catalog Administration Home

Assign the responsibility to the user.


Oracle R12 iProcurement by Dinesh Kumar S

Responsibility successfully added to user,


Now assign the mandatory profile at responsibility level.

Profile Name Level d_iproc d_iproc_CatAdmin


GL Ledger Name Responsibility dini_pl_01 dini_pl_01
GL Ledger ID Responsibility 1040 1040
HR:Business Group Responsibility dini_bg11 dini_bg11
HR:User Type Responsibility HR with Payroll HR with Payroll User
User
HR: Security Profile Responsibility dini_bg11 dini_bg11
MO: Operating Unit Responsibility dini_aviations_ou11 dini_aviations_ou11


Oracle R12 iProcurement by Dinesh Kumar S

Creating Shopping Categories


(Oracle Doc Reference)

What is Catalog Schema?

A catalog's schema refers to the structure and organization of the catalog. Schema consists of
categories and descriptors.

What are different types of Categories?

A category classifies items. Categories are of two types:

Item categories (also known as genus categories) contain only items. They are found at
the lowest level of the category hierarchy. Item categories are required. Every item in
the catalog must belong to an item category.
Shopping categories (also known as navigation categories) contain one or more
browsing or item categories. They cannot contain items. Browsing categories are
optional. They enable requesters to browse a hierarchy of categories for items.

What are descriptors?

A descriptor describes items or categories. Descriptors are of two types:

Base descriptors apply to all items or services in the catalog. Supplier is an example of a
base descriptor. The following base descriptors are required when adding items to the
catalog: Supplier Item Number, Description, Unit, and Price.
Category descriptors (also known as local descriptors) apply only to items within a
specific category. Category descriptors vary from one category to another. For example,
a category called Ball Point Pens may contain the category descriptors Ink Color and Tip
Width.


Oracle R12 iProcurement by Dinesh Kumar S

What is a category hierarchy?

The category hierarchy presents a hierarchical view of the catalog to requesters. Use the
category hierarchy to view and create hierarchies of categories and to create browsing
categories.

For example, several item categories may be grouped under browsing categories as follows:

Office Equipment, Accessories and Supplies < - browsing category


Office Supplies < - browsing category
Desk Furniture < - item category
MZ451DESK < - item
MZ882DESK < - item
Calendars < - item category

Writing Instruments < - browsing category


Ball Point Pens < - item category
PA453BIC < - item
PA221ROL < - item

You do not have to have the same number of levels in all categories. In the example above,
Office Equipment, Accessories and Supplies contain multiple levels of categories. Writing
Instruments contains just two levels (one browsing and one item category level).

Creating a category hierarchy is optional. If you create one, requesters see the hierarchy when
they browse categories. If you do not create one, then requesters cannot browse categories for
items. (They can still find items by searching, just not by browsing.) Some companies find it
useful to enable requesters to browse categories, others may not.

Note: The changes you make to the category hierarchy are visible immediately in the catalog.

How many categories and descriptors does the catalog support?

The catalog supports the following:

A maximum of 150 category descriptors per category, no more than 50 per type: 50 Text
descriptors, 50 Translatable Text descriptors, and 50 Numeric descriptors.
A maximum of 300 total base descriptors, no more than 100 per Text, Translatable Text,
or Numeric types.
Any number of item and browsing categories. (The more top-level browsing categories
you have, the longer the Category Hierarchy page may take to display


Oracle R12 iProcurement by Dinesh Kumar S

Since the profile POR: Autocreate Shopping Category and Mapping is set to Yes, we are not
going to create shopping category and map it to Oracle Seeded Purchasing Category.

Below are the steps to create shopping category and mapping setups,

Seq. Setup Description Navigation


1 Create Shopping Category iproc CatAdmin Schema Item Categories
Create Category Button
2 Create Category Descriptors iproc CatAdmin Schema Item Categories
Now Query up for Category then select Manage
Category Descriptors
3 Create Category Mapping iproc CatAdmin Schema Category Mapping


Oracle R12 iProcurement by Dinesh Kumar S

Flow for adding Items and Categories to iProcurement:

Note:

Profile refers to POR: Autocreate Shopping Category and Mapping.


Oracle R12 iProcurement by Dinesh Kumar S

Setting up Expense Account Rules

We can generate account number associated with requisition without modifying the PO
Requisition account generator (POWFRQAG).
For Inventory items it will default receiving account for inventory organization.
For Expense items based on the account assigned to Items or from employee record
default expense account
Expense account comes into play when employee expense account is used to generate
the COA.
If the employee do not have default expense account associated, we can default the
expense account for requisition line based on profile POR: Apply Expense Account
Rules to Favorite Charge Accounts. This is only called when the favorite charge account
is defaulted and not when user selects favorite charge account manually.

Conditions at which account number can be defaulted,

Condition Default Account Navigation


Delivered to Inventory Receiving Account PO Setup Organizations
Receiving Options Receiving
Inventory Account
Delivered to Expense Expense Account on Item PO Items Organization
Items Purchasing Tab
Employee Expense Account PO Setup Personnel
Employees Assignment Tab
Default Expense Account
Primary Favorite iProc Preferences
iProcurement preferences
Favorite charge account as
default
Deliver to Expense + Expense Expense Account rule for PO Setup Financials
Rule Setup + Employee have defined Segments, the rest of Accounting Expense Account
default Charge Account the segments from Employee Rule
Expense account.
Deliver to Expense + Expense Expense Account rule for Profile: POR: Apply Expense
Rule Setup + Employee do defined Segments, the rest of Account Rules to Favorite
not have default Charge the segments from primary Charge Accounts
Account favorite account.
No account defaults on the Item is delivered to expense
requisition. and no default expense
account on employee and no
primary favorite account.
Oracle R12 iProcurement by Dinesh Kumar S

Rule Option 1: Setting up expense account rule,

Navigation: PO Setup Financials Accounting Expense Account Rules


Click Create.


Rule Option 2: Profile Setup

Set the profile POR: Apply Expense Account Rules to Favorite Charge Accounts @
responsibility level.



Oracle R12 iProcurement by Dinesh Kumar S

Rule Option 3: Employee Record Setup

Navigation: HRMS People Enter and Maintain

Query Employee Assignment Button Purchase Order Information Tab


Save the details.

Rule Option 4: iProcurement Preference Favorite COA Setup



Oracle R12 iProcurement by Dinesh Kumar S

Profiles Usage in iProcurement

Name Default Description


Setting
HR: Cross Business Group No When Yes,
Allow buyer to assign requisition even
they belong to different business
groups.
Approver to exist in different business
group.
Default Determine which Requisition template will be
ICX: Default Requisition set default.
Template
PO: Allow Requisition Yes If Yes, Determines if approver can forward or
Approval Forward Action Approve and forward Requisition.
If No, Approver can only Approve & Reject
the requisition.
PO: Enable Services No When Service Procurement is installed, will
Procurement allow contractor tab to appear in
iProcurement.
PO: Notification Lines Display 20 Set max no. of lines that can be displayed on
Limit approval notification.
PO: Validate Need-by Time When set to yes, timestamp will be validated
for Requisition Submit on requisition.
POR: Amount Based Services It determines line type for non-catalog
Line Type request. This option sets how quantity, UOM
and unit price are entered.
POR: Apply Expense Account No When Yes, enforces expense account rule for
Rule to Favorite Charge requester favorite COA.
Accounts
POR: Auto Load Shopping No Shopping categories will be created if not
Categories available.
POR: Autocreate Shopping No Shopping Category mapping to Purchase
Category and Mapping Category automatically.
POR: Default Need-by Time Default time next to date in need by field.
POR: Display Graphical Yes Enable Graphical Representation of
Approval List Approvers on a requisition.
POR: Enable Automatic Debit Null, which Create Debit memo in payables when item is
Memo Creation for Returns enables the returned to the supplier.
search

Oracle R12 iProcurement by Dinesh Kumar S

POR: Goods Line Type Goods Default line type for uploaded and non-
catalog requests.
POR: One Time Location Assign location code to single use or one-time
delivery address during checkout.
POR: Override Location Yes Allows default location to be updated by
Flag(1) requester.
POR: Override Requester No Allow user to update requester name on
requisition.
POR: Preferences Deliver to Determines default deliver to location.
Location
POR: Preferences - Requester Determines default requester for requisition.
POR: Rate Based Services Determines default line type for rate based
Line Type non-catalog requests.
POR: Transparent Punchout 60 Determines transparent punchout session
Timeout time period.

Note** only some important profiles I have listed, but there are more available.

Shopper Preferences
Navigation: iProcurement Preferences Display Preferences



Oracle R12 iProcurement by Dinesh Kumar S



Oracle R12 iProcurement by Dinesh Kumar S

Languages: Oracle Support NLS. This option enable user to choose language for Current Session
or set preference permanently.

Accessibility: If any user have vision problem they can use this option.


Regional: Allows user for formatting of date and number to be changed. The country user
belong to and the time zone.

Change Password: Allow user to change password when it expires.

Start Page: User can customize iProcurement to choose a starting page of his/her own choice.


Notification: The email style when a notification is received by the user.


Oracle R12 iProcurement by Dinesh Kumar S

iProcurement Preferences


Click Apply to save the changes.
Oracle R12 iProcurement by Dinesh Kumar S

Purchasing Procurement Cards (P-Cards)Setup

Use of credit cards is used to buy specific items without using cash, or get cash advance etc.

There are 2 types of P-Cards

1. Employee Card
2. Supplier Card

Employee Card: Each employee will have his/her own number and physical card assigned.

Supplier Card: Suppliers will also provide credit card which can be used by all employee only to
purchase from that supplier. For example, Staples Card, Dell Card etc.

Once the Requisition is approved, the PO will be created against the requisition line and
it will be approved. The P-Card information will be appearing on PO and sent to
Supplier. The Supplier in turn charge the card for items shipped.
To complete this process, oracle also provides a P-Card Reconciliation process, which
reconciles P-Card statement received from bank to P-Card that was approved in
Purchasing.
P-Card transactions can also be imported from credit card Company into payables for
payment when requisitions were not used.

Note** credit card and P-Card are not same. Credit cards by nature do not have any
restrictions, where P-Cards have smart chip embedded in them restricting items that can be
purchased.

Setup Supplier Site to enable P-Card:

Either we use Supplier or Employee credit card, we need to enable P-Card transaction for a
supplier site, to make oracle application understand this site will be using P-Card transactions.


Oracle R12 iProcurement by Dinesh Kumar S

Navigation: PO Supply Base Suppliers Address Book Manage Sites

Query for existing supplier we have already created. Please refer my Oracle R12: Procure 2
Pay material for supplier setups.


Click Update and select Address Book.


Now click Manage Sites,


Since I have defined only one site for transaction, I will not be enabling this site for P-Card
transaction.
Oracle R12 iProcurement by Dinesh Kumar S

Procurement Card Setups

Step 1: Create a Code Set for the Card

Code Set allows the credit card code transactions to GL Natural account segment of your
accounting flexfield.

Some of the code classifications used in industry are SIC (Standard Industrial Classification) and
MCC (Merchant Category Code).

Navigation: PO Setup Credit Cards Credit Code Sets

(Reference Oracle Document)

Code Set Name: Name of the credit card code set. You assign card code sets to credit card
programs. Card code sets contain card codes.

Description: Credit card code set description. This will appear on a list of values when you
select a credit card code set.

Blocking Group: Enable this check box if the card code value is a blocking group value. This field
will be used by future version of Payables.

Value: Card code value. For example, Standard Industry Code or Merchant Category Code. This
code is defined and used by your credit card issuer to identify suppliers and groups of suppliers.
This code is also used to indicate the supplier type for an imported credit card transaction.

Description: Card code description. This value will appear on a list of values when you select a
card code.
Oracle R12 iProcurement by Dinesh Kumar S

Account: If you want to associate an account with a card code, enter the account here. When
Payables creates the default GL account for the transaction, it will use the account for a credit
card code to overlay any values from the default employee expense GL account or default
account template for the profile.

Note** To use the account associated with a credit card code to build a default accounting
distribution for an imported transaction, you must enable the Build Acct From Code option in
the Profiles window. See: Profiles Window.

Inactive on: If you want to limit the amount of time a card code value is listed on a list of values
for the credit card set, enter the date it will become inactive.


Note** we have not enabled P-Card for the supplier site, for knowledge purpose I have created
a sample code set.


Oracle R12 iProcurement by Dinesh Kumar S

Step 2: Setup Card Program

Navigation: PO Setup Credit Cards Credit Card Programs

Note** this is a sample setup since we have not enabled P-Card transaction for our supplier I
will not be saving this setup, this is complete for reference.

(Reference Oracle Document)

Card Program Name: Name of the credit card program.

Card Brand: The card brand (for example, American Express, Visa, or MasterCard) of the credit
card. You can define additional Card Brand values in the Lookups window.

Description: Description of the Credit Card program.


Oracle R12 iProcurement by Dinesh Kumar S

Card Type: Enter the card type for your reference:

Procurement (for procurement cards)


Supplier (for Oracle iProcurement only)
Travel (for Oracle Internet Expenses only)

Card Issuer: Supplier name of card issuer.

Card Issuer Site: Card issuer's payment supplier site.

Card Code Set: Enter a card code set that includes card codes your card issuer uses to record
restrictions on cards. You define credit card code sets in the Code Sets window. See: Code Sets
Window.

Administrator: The employee or workflow role that will act as administrator for the credit card
program.

Card Program Currency: Currency in which the card issuer invoice is created. This value defaults
from the supplier site.

Exposure Limit: This field will be used by a future version of Payables. You can use this field for
your reference to record the program's credit limit.

Inactive On: Date on which you can no longer create a credit card profile with this credit card
program. On this date, this credit card program will no longer appear on a list of values for
credit card programs.

Payment Due From: For use with the card type Travel only. Indicates whether payment for
corporate credit card transactions is due from the employee, the company, or from both the
employee and the company. Enter one of these values:

Both: The employee is billed and pays the credit card issuer only for personal
transactions. The employee then creates an expense report for the remaining business-
related expenses. When the expense report is created in Payables as an invoice, the
company pays the credit card issuer for the employee's business expenses.
Company: The company is billed and pays the credit card issuer for all transactions. The
employee then creates an expense report and marks each item as either Business or
Personal. If the total amount of personal transactions processed on an expense report
exceeds the total amount of cash and other business expenses for that expense report,
the employee will owe the company for these personal transactions. Therefore, the
employee may be required to reimburse the company for the difference (depending
upon the company corporate card policy).
Oracle R12 iProcurement by Dinesh Kumar S

Individual: The employee is billed and pays the credit card issuer for all transactions.
The employee then creates an expense report to request reimbursement for the
business-related transactions.

Expenses Clearing Account: The temporary account used to record credit card transaction
activity. Payables debits this account when an invoice is created to pay the credit card issuer for
credit card transactions. Payables credits this account with offsets to the original debit entries
when the expense report is created in Payables. If you enter an expenses clearing account in this
field and in the Expenses Clearing field of the GL Accounts region of the Payables Financials
Options window, the account entered in this field takes precedence. If you enter Both in the
Payment Due From field, you must provide an expenses clearing account. If you enter Company
in the Payment Due From field, you can update the account number.

Exception Account: Account to which Payables will charge exceptions if the Procurement Card
Transaction Validation Report tries to create a transaction distribution for an invalid GL account.

Employee Matching Rule: The matching rule to use to match new accounts for this credit card
program to employees. Payables provides the matching rules American Express and Default; the
matching rule Default works with MasterCard and Visa card programs. You can define
additional Employee Matching Rule values in the Lookups window.

Card Expense Type Mapping Region

Source Column: The column in the AP_CREDIT_CARD_TRXNS_ALL table to use to map to


card expense types.

Mapping Rule: The name of the mapping rule defined in Internet Expenses. You define
mapping rules in the Card Expense Type Mapping Rule page of Internet Expenses Setup and
Administration.

Automatic Itemization Region:

Enable Automatic Itemization: Check this box to enable level 2 and level 3 itemizations, if
they are provided by the credit card provider. To default expense types during expenses entry
based on itemization information, assign card expense types to expense items. If you do not
assign card expense types to expense items, automatic itemization works only if there is a default
expense item defined for the selected expense template.

For level 2 itemizations, the data is stored in the HOTEL_XXX_AMOUNT columns of the
AP_CREDIT_CARD_TRXNS_ALL table, where XXX represents the nature of the expense, for
example, room service. For level 3 itemizations, transaction details are captured in the
AP_CC_TRX_DETAILS table.

Note** If the folio_type is null for the transaction, that is, there is no card expense type value,
then automatic itemization does not occur.
Oracle R12 iProcurement by Dinesh Kumar S

Transaction Detail Wait Days: The default wait period for this card program. The wait period
assigned to a merchant is equal to the difference in the number of days between receiving the
main transaction and receiving level 3 transaction data. If you define a wait period at the card
program level, Payables uses the smaller value between the card program wait period and the
merchant wait period as the hold period for the particular transaction.

You can enter zero (0) in this field to enable the following functionality:

Level 3 itemizations only occur if they are provided at the time the transaction is
imported and validated; and
If level 3 itemizations are not available at the same time as the transaction, level 2
itemizations are used if they exist.

If you enable automatic itemization, then Transaction Detail Wait Days is not a required field.
However, since it is possible to have long merchant wait periods, it is recommended that you
assign a default wait period to each card program.

Do Not Pay If Status Is Region

Do Not Pay If Status Is (procurement card only): If you want the Create Procurement Card
Issuer Invoice program to exclude any transaction accounting distributions with the following
statuses, check each check box status you want to exclude from invoice creation. For example, if
you do not want to import transactions with a status of Unverified or Hold, check those check
boxes. If you check the Unapproved check box, the Create Procurement Card Issuer Invoice
program will not select those transactions for which manager approval is required and manager
approval has not yet been obtained, or for those transactions that managers have rejected.

Unverified
Unapproved
Account Exception
Personal
Disputed
Hold


Oracle R12 iProcurement by Dinesh Kumar S

Reconciling P-Card Transactions

The reconciliation process can be done in two methods,

1. Using Oracle Payables


2. Using 3rd Party Reconciliation Tool

Using Oracle Payables:

Transaction feed will be received from the credit card company, which contains PO
Number, amount and GL Account Number (Coding Information).
The feed will be loaded into payables using Payables open interface.
Since PO number is already loaded the Invoice matching can be done against PO.

Using Reconciliation Tool:

Reconciliation process can be done using this 3rd party tool issue by Credit Card
Company.
After reconciliation run the concurrent Request Purchase Order History Feed for P-card
Reconciliation which will save the file to the location specified in UTL_FIL_DIR.
Once Reconciled the invoice can be imported into payables using payables open
interfaces.


Oracle R12 iProcurement by Dinesh Kumar S

Oracle iProcurement Setup Overview


(Reference Oracle Document)

The below checklist is applicable only if Purchasing Setups already Exists.



Oracle R12 iProcurement by Dinesh Kumar S



Oracle R12 iProcurement by Dinesh Kumar S


Oracle R12 iProcurement by Dinesh Kumar S

Using iProcurement
Oracle R12 iProcurement by Dinesh Kumar S

Log into the responsibility we have created d_iproc.

Note you can see Requisitions in My Requisition tab. All these requisition belongs to the OU
dini_aviations_ou11 which we created as part of Procure 2 Pay process.

This page gives a quick overview of history of purchases, pending notifications and stores
information.

Stores:


This section contains punchout stores where user can procure items which are not present in
oracle system.


Oracle R12 iProcurement by Dinesh Kumar S

My Requisitions:


This section contains history of requisitions created by the requester.

My Notifications:


This section contains history of notification the user have taken actions and the pending
notifications.

Shopping Cart:


This section contains items which are going to be procured by user.

Purchasing News:


This section contains custom message / links the business can add in.


Oracle R12 iProcurement by Dinesh Kumar S

Non-Catalog Requests

This allow user to create requisitions for items that do not exist either as purchasing items or in
a suppliers catalog.

Create New Requisition:



Click Add to Cart. The item will be added to shopping cart.



Click View Cart and Checkout.



Oracle R12 iProcurement by Dinesh Kumar S

Click Checkout.


Click Edit Lines to make changes to Requisition Line details.

Delivery Details:


After making changes click Update.

Billing Details:



To have multiple distributions to for a line click Split Icon.

Account Details:



Oracle R12 iProcurement by Dinesh Kumar S

Attachment Details:



Adding Header Attachment:

Note** Multiple attachments can be added by clicking Add Another Button and cancel
attachment by clicking Cancel Button.


Oracle R12 iProcurement by Dinesh Kumar S

Following Options available while adding attachments,




Click Apply to add the attachment.



Similarly add Line level attachments,




Oracle R12 iProcurement by Dinesh Kumar S

Click Apply it will redirect user to the below page,




Click Next.



Manage Approval:



This section can be used to add additional approvers for the requisition. Click Submit once the
changes are made.

Click Next.
Oracle R12 iProcurement by Dinesh Kumar S

Review and Submit Page:




Click Submit to submit the requisition.

Requisition successfully submitted.



Review the requisition,



Requisition# 15 successfully created and approved.
Oracle R12 iProcurement by Dinesh Kumar S

Copying Requisition:

Select the Requisition you want to copy and click Copy to Cart.



Click Checkout.



Note** all header and line information will be copied from requisition from which this is copied
except attachments.

Oracle R12 iProcurement by Dinesh Kumar S



Click Next.



Click Submit.


Requisition successfully created and approved.




Oracle R12 iProcurement by Dinesh Kumar S

Change Requisition:

Select the requisition to be updated and click Change button.



Below not will be triggered,


Click Yes. Now update the quantity.



Click Checkout.

Click Next.
Oracle R12 iProcurement by Dinesh Kumar S



Click Next.



Click Submit.



Requisition successfully changed and approved.



Oracle R12 iProcurement by Dinesh Kumar S

Cancel Requisition:

Note** when requisition lines associated with a PO, we cannot cancel the requisition. To cancel
the same first cancel the Line in PO and then cancel the requisition line.

Select the requisition to be cancelled and click Cancel button.



Click Continue.



Click Submit.



Requisition successfully cancelled.


Oracle R12 iProcurement by Dinesh Kumar S

Create Purchase Order Immediately:



Click Add to Cart.



Click Checkout.



Click Next.
Oracle R12 iProcurement by Dinesh Kumar S



Click Next.



Click Submit.


Once the requisition is used to create PO, the assigned PO number will be generated for this
requisition.
Oracle R12 iProcurement by Dinesh Kumar S

Creating Requisition against Contract Purchase Order (CPA):

We have created below CPA,




Now lets create Requisition against this CPA.


Since we have seen the rest of the steps to create requisition I will be skipping the screenshots.



Requisition successfully created and Standard PO number generated.




Oracle R12 iProcurement by Dinesh Kumar S

Requisition Notifications:


Sample Requisition Notification,



Oracle R12 iProcurement by Dinesh Kumar S

Sample PO notifications,



Oracle R12 iProcurement by Dinesh Kumar S

Change Requisition after Creation of PO:

Select the requisition to be changed,


Click Change.


Update Need-By Date and Click Next.


Click Submit.


Once the Requisition is submitted and approved, an approval notification will be sent to buyer
for accepting the changes.



Oracle R12 iProcurement by Dinesh Kumar S

Check the Purchase Order Action History,


Open the notification and approve the same.


Click Approve.


Oracle R12 iProcurement by Dinesh Kumar S

The Changes reflected in PO after approval,

Complete Requisition:

Select an Incomplete Requisition to Complete the Process.


Click Complete.

Click Yes.



Oracle R12 iProcurement by Dinesh Kumar S

Click Checkout. Complete the requisition and submit it.


Requisition successfully approved.


Oracle R12 iProcurement by Dinesh Kumar S

Creating Receipts

To Receive items, Receipts to be created.

(Oracle Reference)
Receiving Controls Matrix
Purchasing Receiving PO User
Options Options Supplier Item Shipments Profile
Control Window Window Window Window Window * Window
Match Approval Level (2-, 3-, X X X X
or 4-way)
Invoice Close Tolerance X X X
Receipt Close Tolerance X X X
Receipt Close Point X
Expense Accrual Point X
Expense AP Accrual Account X
ASN Control - None, Reject, X
Warning
Receipt Numbering - Auto or X
manual / alpha or numeric
Allow Substitute Items X X X X
Allow Unordered Items X X X
Allow Express Transactions X
Allow Cascade Transactions X
Allow Blind Receiving X
Enforce Ship-To Location X X X X
Overreceipt Tolerance X X X X
Early/Late Receipt Tolerance X X X X
Receiving Account X
Receipt Routing X X X X
Allow Routing Override X
Fail All ASN Lines if One Line System
Fail Profile
Print Receipt Traveler X
Processing Mode X


Oracle R12 iProcurement by Dinesh Kumar S

Receiving Page:

Receiving Actions:

This section contains the actions that be taken against existing receipts or create new receipts.

Requisition to Receive:

This section lists out the requisitions that are ready to be received.


Oracle R12 iProcurement by Dinesh Kumar S

My Receipt at Glance:

This section list the receipts created by the user.

Receiving Process:

This section describes the receiving process flow. User can click the hyper link to take required
receipt action.


Oracle R12 iProcurement by Dinesh Kumar S

Receive Items:

Note** before creating receipts check the PO Controlling periods are open,

Navigation: PO Setup Financials Accounting Control Purchasing Periods

Click Receive Items.

Search Result as below,


Oracle R12 iProcurement by Dinesh Kumar S

Update the quantity to 20 and Click Next.

Click Next.

Click Submit.

View the created receipts in Receipt at My Glance Section,


Oracle R12 iProcurement by Dinesh Kumar S

Create Express Receipts:

Select the requisition for creating receipts and click Express receive icon,

Receipt created successfully.

Note** Express Receive will be created only when user wants to receive items completely. If
user wants to go for partial receipts then normal receiving method to be followed.


Oracle R12 iProcurement by Dinesh Kumar S

Create Returns:

To return damaged goods (or) goods that do not satisfy Inspection Quality we need to click
Return Items.

Query for the receipts to return items,

Enter the quantity to be returned,

Click Next.

Give Reason and click Next.


Oracle R12 iProcurement by Dinesh Kumar S

Receipt Confirmation page:

Returns successfully created,

When Queried the Receipt# 8, the returns details are updated.



Oracle R12 iProcurement by Dinesh Kumar S

Correct Receipts:

If user wrongly entered the receipts details it can be corrected by clicking Correct Receipts.

Query for the receipt to be corrected,

Considered instead of 20 we have returned 30 Quantities now we are going to correct it,


Click Submit.
Oracle R12 iProcurement by Dinesh Kumar S

Correction submitted successfully.

Lets query the Receipt# 8, to check correction



Oracle R12 iProcurement by Dinesh Kumar S

Vacation Rules

(Reference Oracle Document)

Use vacation rules to handle your notifications automatically when you are not available to
manage your notifications directly, such as when you are on vacation. You can define rules to
perform the following actions automatically when a notification arrives:

Reassign the notification to another user


Respond to the notification with a predefined response, or close a notification that does
not require a response
Deliver the notification to your worklist as usual, with no further action

A vacation rule can apply to messages of all item types, to all messages belonging to a specific
item type, or to a specific type of message belonging to a specific item type.

1. Each time a notification is sent to you, Oracle Workflow tests the notification against
your vacation rules. First Oracle Workflow checks whether you have any active rules for
that specific message type.
2. If not, it checks whether you have any active rules for that specific item type.
3. Finally, it checks whether you have any active rules for messages of all item types. As
soon as it finds a match, Oracle Workflow applies the rule and discontinues any further
rule matching.

If a rule reassigns a notification, Oracle Workflow performs rule matching again against the new
recipient's list of rules.

Oracle Workflow maintains a count of the number of times it forwards a notification to detect
perpetual forwarding cycles.

If a notification is automatically forwarded more than ten times, Oracle Workflow assumes that
a forwarding cycle has occurred and ceases executing any further forwarding rules, marking

To create Vacation Rule click the link available at the bottom of my notification section.



Oracle R12 iProcurement by Dinesh Kumar S


Click Create Rule.

Select the item type to which this rule applies.

By default, the list of values for the Item Type field displays those item types for which
you have previously received at least one notification. Your workflow administrator can
also add item types to this list to let you create vacation rules to handle other
notifications you may receive in the future.
If your workflow administrator has enabled creating generic vacation rules, you can
select the All option in the Item Type field. In this case the rule to applies to notifications
associated with any item type.

For our case select PO Approval.


Click Next.


Oracle R12 iProcurement by Dinesh Kumar S


Here user will be given option to choose specific notification or all the notification related to PO
Workflow.

Now lets check how to select specific Notification. Click Select Radio button and search.


Select any one notification of your choice and click select.


Click Next.


Oracle R12 iProcurement by Dinesh Kumar S

Enter values in the Start Date and End Date fields to specify the period that this rule should be
active. If you leave the Start Date blank, the rule is effective immediately. If you leave the End
Date blank, the rule is effective indefinitely.


o Attention: Since you can define different rules for the same notification(s) to
be effective at different times, Oracle Workflow allows you to define multiple
rules for the same notification(s). You should be careful to ensure that rules
for the same notification(s) do not overlap in their effective dates. If multiple
rules are effective for the same notification, Oracle Workflow picks one rule
at random to apply.

In the Message field, enter any text that you want to append to the notification when the rule
is applied. The comments appear in a special comments field when the notification is
reassigned or automatically responded to.

Choose the action that you want this rule to perform:

"Reassign" - Forward the notification to a designated user.


"Respond" - Respond to the message with a set of predefined response values.

Note: If this notification requires a password-based signature or certificate-based digital


signature in your response, you cannot respond to the notification through a vacation
rule. In this case Oracle Workflow simply delivers the notification to your worklist. You
must use the Notification Details page to submit your response and provide your
signature.
Oracle R12 iProcurement by Dinesh Kumar S

"Deliver notifications to me regardless of any general rules" - Leave the notification in your
Worklist with no automatic processing. You can define a rule with this action to exclude a
certain subset of notifications from a more encompassing rule.

For example, suppose you have a rule that reassigns all your notification messages to another
user, but you want to exclude a subset of notifications from that rule. To accomplish this, you
can define a new rule that applies only to that subset of notifications, whose action is "Deliver
notifications to me...".

"Delegate your response" - Select this option if you want to give the new user authority to
respond to the notification on your behalf, but you want to retain ownership of the notification
yourself. For example, a manager might delegate all vacation scheduling approvals to an
assistant.

"Transfer notification ownership" - Select this option if you want to give the new user
complete ownership of and responsibility for the notification. For example, use this option if you
should not have received the notification and you want to send it to the correct recipient or to
another recipient for resolution. A transfer may have the effect of changing the approval
hierarchy for the notification. For example, a manager might transfer a notification about a
certain project to another manager who now owns that project.

Click Apply.



Oracle R12 iProcurement by Dinesh Kumar S

Requisition Statuses

Status Meaning
Approved Requisition has been approved.
Inprocess Requisition submitted for approval and still pending response from approver.
Incomplete Requisition has been saved but not yet submitted.
Pre-Approved Approver approved the requisition but forwarded it to another approver for
additional approvals.
Requires Changes were made to already approved requisition requiring it to be
Reapproval reapproved.
Reserved Budgetary funds are reserved for this requisition. This status is only valid for
system using budgetary control or encumbrances.
Returned Approved requisition returned to requester by buyer.

Requisition Actions

Actions Meaning
Accept A change request for requisition is accepted.
Adjust Reserve amount was adjusted when using budgetary control.
Answer Respond to approver question.
Approve Requisition is approved.
Approve and Requisition approved by approved but forwarded it for additional approvals.
Forward
Approve and Requisition is approved and funds reserved when using budgetary control.
Reserve
Buyer Rejected Requisition approved but buyer rejected.
Check Funds Requisition was submitted to check funds when using budgetary control.
Delegate Approval authority for the document is delegated to another person.
Forward Document forwarded by system to another employee.
No Action When no action taken by approver and workflow notification timeout.
Pending Oracle waiting for response from a person.
Question Approver forwarded to another person with a question.
Reject Approver rejected the requisition.
Reserve Funds are reserved, when using budgetary control.
Respond Buyer responds to a change request.
Return Buyer returns approved requisition to requester.
Submit Requisition submitted and starting the approval process.
Submit Change A change is requested for requisition.
Supplier Rejected Supplier rejected the document.
Unreserve Funds were released for this document when using budgetary control.
Withdraw Requisition is withdrawn from approval and purchasing process.


Oracle R12 iProcurement by Dinesh Kumar S

Requisition Template
(Reference Oracle documents)

These templates automate requisitioning of commonly ordered items like office


supplies. To create a requisition for office supplies, requestors in your organization
simply use your template and enter the quantity of each item they want to order.
After you define a template, you can reference the template in the Supplier Item
Catalog. When you do so, Purchasing displays all template lines that are valid for the
destination organization, and you can use any of these lines on your requisition.
You can create requisitions with this template as long as the requisition creation date is
before the template inactive date.



Oracle R12 iProcurement by Dinesh Kumar S

Operating Unit: User can choose for which OU the template is going to be created.

Template: Unique Name given by the user.

Description: Unique description given by user based on the usage.

Inactive Date: Date after which you do not want any requestor to create a requisition from this
template.

Type: Requisition type Internal or Purchase.

Line Information: Enter the items details in this section.


Sourcing Section:

For supplier source type lines,

o Enter the name of the Buyer to whom you want to assign the requisition line.
o Select RFQ required indicating that you want to require an RFQ before the buyer can
create a purchase order for the requisition. Purchasing displays a warning message if
you try to create a purchase order without a required RFQ.
o Enter a suggested Supplier & Site for your requisition items. You can choose a supplier
from the list of available suppliers. Alternatively, you can suggest a new supplier & Site
by entering the name of the supplier directly.
o Enter the name of your Contact at the supplier site.
o Enter the Supplier Item number.


Oracle R12 iProcurement by Dinesh Kumar S

For inventory source type lines,

o Can specify the source Organization.


o Optionally specify the Sub inventory source. If you do so, Oracle Order Management
reserves the goods and uses only the specified sub inventory for allocation. If the goods
do not exist at the specified sub inventory, Order Management backorders them, even if
they do exist in another sub inventory.


Save the Template.

Copy Requisition Template:

We can copy an item from existing requisition lines or from purchase order lines.

Note** we cannot copy single lines from a requisition; it includes all the lines from the
document.


Oracle R12 iProcurement by Dinesh Kumar S

Click to copy lines from a document.


Lines from that requisition added successfully into the template.


Oracle R12 iProcurement by Dinesh Kumar S



Managing iProcurement
References: Oracle Document


Oracle R12 iProcurement by Dinesh Kumar S

What are iProcurement Catalogs?

A catalog is a source of supplier product and service information that provides a means by
which information can be found quickly by requestor.

Why use catalogs?

Its an internet based procurement solution.

What are stores?

Stores are collection of similar catalogs.

Where does the catalog content come from?

Oracle iProcurement can come from both internal and external source.



Oracle R12 iProcurement by Dinesh Kumar S

iProcurement Catalog Content Management:


Catalog:

Local: Local catalogs maintained by buyer organization.


Supplier-Hosted: Supplier organizations provide access to externally hosted catalogs.
Marketplace-Hosted: 3rd party organization hosts multiple supplier catalogs.

Commodities:

Direct Material: Mass produced mechanical parts, products with pre-negotiated or stable
prices. For example MRO (Maintenance, Repair & Operations) items.

Configured Products: Products require high degree of configuration and fluctuating prices.
extremely large & specialized catalogs. For example Computer h/w, printing devices etc.

Indirect Material: Products with unstable pricing. For example office supplies, MRO etc.


Oracle R12 iProcurement by Dinesh Kumar S

Local or Buyer Hosted Content:


Buyer hosted content comes from below sources,

Upload: Supplier creates XML or Spreadsheet (Tab delimited) file, and buyer uploads file in
eContent Manager.

Extraction: Buyer uses extractor in oracle purchasing to extract items and categories.

External or Supplier Hosted Content:


It is referred as a punchout catalog. Examples of punchout stores are Staples, Grainger, B&H
etc.
Oracle R12 iProcurement by Dinesh Kumar S

External Marketplace-Hosted Content:


It is a 3rd party hosting service, which offers

A central repository in which supplier loads their catalog items.


One-stop shopping for buyers.

Examples of marketplace are Oracle Exchange, Ariba, Vinimaya, i2 Trade matrix etc.

Requirements of Catalogs:

Catalog Requirement
Local It requires either of the following,
Quotations, BPA, Requisition Templates or System Items
Supplier catalog in XML or tab delimited file format to upload
in iProcurement.
Supplier-Hosted Supplier Site Setup
Buyer gets supplier URL & Authentications details
Marketplace Buyer & Supplier Register with Marketplace.
Supplier site setup based on Marketplace requirement.
Buyer obtains marketplace URL and authentication details.


Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating Purchasing Categories:

Navigation: PO Setups Flexfields Validations Values

Step 1: Now add DINI to the value set.

Step 2: Now we need to add Commodities.

Query for the value set Commodity. This is the dependent value set for PO Item Category.


Oracle R12 iProcurement by Dinesh Kumar S

Add the values to the commodity value set,

D_COMPIUTER
D_STAPLES

Step 3: Now creating Category Codes

Navigation: PO Setup items Categories Category Codes

Create below category codes,

DINI.D_COMPUTER
DINI.STAPLES


Oracle R12 iProcurement by Dinesh Kumar S


Click New.


Make sure the DFF value is set,

Step 4: Assigning categories to categories sets

Navigation: PO Setup items Categories Category Sets

Select the Inventory organization.


Oracle R12 iProcurement by Dinesh Kumar S

Add the two category codes and save the entry.



Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating Requisition Template:

Navigation: PO Setup Purchasing Requisition Templates


Save the template.


Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating Items:

Navigation: PO Items Master Items

Step 1: Create an Item.

To setup item attributes select template Purchased Items.



Oracle R12 iProcurement by Dinesh Kumar S


Click Apply.


Save the item.

Step 2: Assign your category to an item.



Oracle R12 iProcurement by Dinesh Kumar S

Step 3: Inventory Organization assignment


Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Adding Item to ASL:

Navigation: PO Supply Base Approved Supplier List

In the Organizations window that appears, choose the ship-to organization for which you want
to define Approved Supplier List (ASL) entries.

Choose one of the following options to which you want to assign a supplier:

Item - Assigns a supplier to a particular item.


Commodity - Assigns a supplier to a group of items belonging to a category (or
commodity).

Note: If you have defined your item in the item master with the Must Use Approved Vendor
flag set to Yes, Purchasing will use the item level ASL when both item and commodity ASLs
exist. If the flag is set to No, both commodity and item ASLs would be considered.



Oracle R12 iProcurement by Dinesh Kumar S

Choose a Business from the following:

Direct (Supplier): Company sells their products directly to you

If you choose Direct, choose the supplier Name and optionally, the Site.

Attention: The supplier Name and Site, if you specify one, must match the sourcing rule
Supplier and Site to default the supplier information or source document information
successfully.

Manufacturer: Company manufactures and sells through distributors

If you choose Manufacturer, choose the Manufacturer Name.

Distributor: Company sells products made by manufacturers

If you choose Distributor, choose the distributor Name and optionally, the Site. You
must associate the Distributor with a Manufacturer, meaning you must define a
Manufacturer before you define its Distributor.

Use one of the default Statuses provided, or choose a status of your own if you defined
other statuses in the Approved Supplier List Statuses window.

Optionally choose the supplier item number. For Suppliers and Distributors, this supplier
item number defaults to your purchase order and requisition lines, and is used to
validate the source documents.


Oracle R12 iProcurement by Dinesh Kumar S

Record Details tabbed region:

Choose one of the following in Global:

Yes - This ASL entry is valid for all inventory organizations in your operating unit.
No - This ASL entry is local-that is, valid only for the organization you chose in the
Organizations window when you first navigated to the Approved Supplier List window.

Note: If you have two ASL entries for the same item or commodity-one Global entry that
applies to all organizations in your company and one local entry that applies only to your
organization-the local entry takes precedence.

To disable an ASL entry that you no longer want to use:

1. In the Approved Supplier List window, identify the line (ASL entry) you want to disable.
2. In the Key Attributes tabbed region, select the Disabled check box for the line.

The item-supplier combination in this ASL entry is inactive for new documents that you
create. Note that disabling an ASL entry is not the same as debarring a supplier.
Debarring a supplier prevents sourcing to that supplier for that item or for all items in
that commodity. Disabling an ASL entry disables just that line. You will still be able to
source to that supplier if a separate ASL entry for the supplier is enabled.

If you disable a local ASL entry, Purchasing uses the Global entry instead, if there is one.

To re-enable a supplier and item/commodity combination:

Deselect the Disabled check box.

The item-supplier combination in this ASL entry is now active for new documents you
create.



Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating ASL with Blanket as Document:

Creating Blanket Purchase Agreement (BPA):


Now query for ASL.


Click Attributes.


Oracle R12 iProcurement by Dinesh Kumar S

Choose the Release generation Method from the following options:

Automatic Release/Review: automatically generate releases, but require a separate step


for approval. Run the Create Releases process to generate the release.
Automatic Release: automatically generate approved releases. You cannot choose this
option if purchase order encumbrance is on. Run the Create Releases process to
generate the release
Release Using AutoCreate: use the AutoCreate window or the PO Create Documents
workflow to create releases.

Enter a Price Update Tolerance only if you are importing price/sales catalog information
through the Purchasing Documents Open Interface.

Choose one of the following attribute groupings from the tabbed region:

Source Documents: lets you associate specific quotations or purchase agreements with
the supplier/item combination.
Supplier Scheduling: lets you associate Supplier Scheduling information with the
supplier/item combination. You can choose this option if you specified an item and a
supplier site.
Capacity Constraints: lets you specify capacity constraints for the supplier/item
combination. You can choose this option if you specified an item and a supplier site.
Inventory: if vendor managed inventory or consigned inventory are enabled, this region
lets you specify inventory control information for the supplier/item combination. You
can choose this option if you specified an item and a supplier site.

Source Documents:

Select a Document Type from the following:

Blanket
Contract
Quotation
Oracle R12 iProcurement by Dinesh Kumar S

A requisition with a quotation or a contract purchase agreement as a source document


becomes a standard purchase order. A requisition with a blanket purchase agreement as a
source document becomes a release.

If you are creating a Blanket as a source document for Oracle Supplier Scheduling, make sure
the Supply Agreement option is selected for the blanket purchase agreement in the Terms and
Conditions window.


Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating a Store:

Navigation: iProc Catalog Admin Stores Create Store


Oracle R12 iProcurement by Dinesh Kumar S

Enter the details of the store and click Continue.


Click Apply.



Oracle R12 iProcurement by Dinesh Kumar S

Content Zones
Content zone replaces realms in Oracle 11i. They allowed security to be enabled based on,
Supplier associated with

item
Browsing categories
Shopping categories

They are even required to grant access to items for shopping. We can find local content zone in
main store.

Types of content zones:

Local
Punchout
Transparent Punchout
Informational (or) Smart Forms

Local: It consists of all items and their associated categories.

Punchout & Transparent Punchout: Items maintained by supplier (In their website), that can be
accessed & purchased via iProc.

User directly visits supplier website to purchase this is Punchout store, whereas for transparent
punchout items will be accessed from supplier website in background and viewed in iproc
directly.

Information content (or) Smart Forms: Additional information field enabled for specific item or
purchasing categories.


Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating Local Content Zone:

Navigation: iProc Catalog Admin Stores Content Zone


Click Go.


To filter items (include/Exclude) from specific supplier click Add Supplier.


Oracle R12 iProcurement by Dinesh Kumar S

In our case we will create a local content zone to include all items for all suppliers including
items without supplier information.


To include or exclude items from specific categories click Add categories.


In our case we will include items from all categories.


Oracle R12 iProcurement by Dinesh Kumar S

If you want to restrict content zone to certain operating units click Add operating units button.


Else, if you want to restrict based on responsibilities click Add Responsibilities button.


In our case we will give access to all users.


Click Apply.



Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating Information Content Zone:

Information content zone will take user to third party website.

Navigation: iProc Catalog Admin Stores Content Zone


Click Go.

Information content zone is little different than punchout zone. The only difference is when
user access punchout, it redirect user to supplier website and when items are added to cart
when click submit it will redirect the user to iProcurement and add items to iProc shopping cart.

But in information content zone, user will not be re-directed to iProc, instead user have to do
shopping directly using supplier website.
Oracle R12 iProcurement by Dinesh Kumar S


Similarly we can restrict this content zone at 3 levels All users, Operating Units and
Responsibilities.

In our case we will provide access to all users.


Click Apply.



Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating Punchout/ Transparent Punchout Content Zone:

Since we do not have supplier website to configure we can use Oracle Exchange test site.

For additional information for using this exchange server please visit.

https://testexchange.oracle.com/services/container.jsp?file=supplier_faq.htm

Navigation: iProc Catalog Admin Stores Content Zone


Oracle R12 iProcurement by Dinesh Kumar S

Source Available for Description


Direct Supplier Punchout Punchout Directly shopping in supplier site.
(Oracle Native XML)
Exchange Punchout & This option can be used when supplier
Transparent Punchout does not have customer punch directly
into their website (or) when
authentication service is required.

Please refer the oracle link to get more
info on Oracle Exchange. This server will
host the punchout on behalf of supplier.
But a proper registration to be done.
Direct Supplier Punchout Punchout Punching out directly to supplier site for
(cXML) shopping using cXML.

Source is the only difference setup where we can differentiate Punchout & Transparent
Punchout.

Direct Punchout Exchange, Direct Supplier Punchout (Oracle native xml) or Direct Supplier
Punchout (cXML)

Transparent Punchout Exchange or Supplier.


Oracle R12 iProcurement by Dinesh Kumar S

Buyer Company information is mandatory for Exchange or Direct Supplier Punchout.

Company Name: Its used to identify buyer to Supplier.

Company Id: Its an unique identifier to identify to supplier.

Punchout Identification Keywords: It ensures that searches always includes words during
punchout.

Mapping:

Key 1: It should be populated with exchange when source selected was Exchange or supplier
name for other options. When source is not exchange, a supplier and supplier site can be
selected from LOV.

Punchout Definitions:

Punchout URL: Its the URL of the supplier site. Note this is not the same URL used to access the
punchout from WWW.

Username: If Source is Exchange it is mandatory.

Password & Retype Password: Add the password for username defined.

Encoding Method: Encoding standard is used for login request. Oracle recommends UTF8.

Prevent Changes to Item return from punchout site: Preventing shoppers from making any
changes to quantities that were returned from the supplier site. This option should be enabled
when supplier is processing the order from their end.

Send Optional user and company information to punchout: This is enabled only when setting
up direct punchout (Oracle Native XML).

Extend User Idle Session Timeout during punchout: Available for both Exchange and native
XML. This will extend timeout for inactivity as set with the profile ICX: Session Timeout. This
ensures oracle does not timeout from shoppers session while working on supplier site.

All Prices are negotiated: Determine how this supplier is handled in Daily Business Intelligence
for reporting.


Oracle R12 iProcurement by Dinesh Kumar S


Click Apply.



Oracle R12 iProcurement by Dinesh Kumar S

Smart Forms
It is a predefined non-catalog request for specific item.
In smart form some of the fields are pre-defined by user.
Default smart form is available for the user if we want to reduce the data entry we can
create a custom one.

Navigation: iProc Catalog Admin Stores Smart Forms


In Default item information and Default Supplier information Section, user can restrict fields to
be un-editable.


Oracle R12 iProcurement by Dinesh Kumar S


Click Apply.



Oracle R12 iProcurement by Dinesh Kumar S

Information Templates
(Oracle Reference)

It is used to capture required information for ordering an item.


These templates are associated with an item or category by purchasing sys admin.
It list out attribute information in which data should be entered. We can make any fields
as mandatory.

Below is an example of Business card template information.

Navigation: PO Setup Information Templates



Oracle R12 iProcurement by Dinesh Kumar S

Now create an information template for Pen.


Now associate template with item or category. Click Associate Template.


Save the template.


Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Add Information Template to Smart Form:

Now add the information template to existing smart form.


Click Update icon. The smart form details will be displayed. Click Add Templates.


Search for the Information template created and select the same.


Click Apply.
Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Mapping Stores with Content Zone and Smart Form:

Query for the Store created.


Click Update icon.


Now add Content Zone.


Similarly add Smart Forms.


Click Continue.


Oracle R12 iProcurement by Dinesh Kumar S


Click Apply.



Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Creating Requisition using Smart Form:

Now log into iProcurement Resp.


Click DINI_STORE1.


Click Smart Form.



Oracle R12 iProcurement by Dinesh Kumar S

Click Add to Cart.


Click View Cart and Checkout.


Click Special Info to view additional information.


After viewing the info click continue.

Click Checkout.


Oracle R12 iProcurement by Dinesh Kumar S


Click Next.


Click Submit.



Oracle R12 iProcurement by Dinesh Kumar S

Practice Exercise: Loading Catalog Content:

(Oracle Reference)

Loading catalog using existing data files involves below steps.

1. Download Template.
2. Upload catalog items for blanket purchase agreements and quotations.
3. Upload catalog items for global blanket purchase agreements.

Download Template:

Navigation: iProc Cat Admin Agreements Upload


Click Upload.


Click Download Resources.


Oracle R12 iProcurement by Dinesh Kumar S


Click Download.


Save the file into your local disk. Extract the zip file.


Open Text Template.txt in Excel application.


Oracle R12 iProcurement by Dinesh Kumar S


Fill in the required information and save the file.


You can view the job status.



Oracle R12 iProcurement by Dinesh Kumar S

Hope you had a great Learning J

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