Oracleiprocurementinpurchasingapplication Updated28thfeb12 120229065627 Phpapp01

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Copyright 2012 iWare Logic Technologies Pvt. Ltd.
iWare Logic Technologies Pvt. Ltd.
Oracle iProcurement in Purchasing Application
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Disclaimer
All other trademarks, service marks and logos used in this webinar are the trademarks,
service marks or logos of their respective owners.

The views expressed in this webinar are views of the speakers and do not necessarily
reflect the views of iWare Logic Pvt. Ltd

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Oracle iProcurement in Purchasing Application
Oracle iProcurement is a web based application which allows Organization to perform
Purchasing activity electronically over the internet.

iProcurement is a Self Service Application Module through which buyer can perform
following activities:-
Raise Requisitions for items already existing as a part of Item Master
Raise Requisitions from external sources even for items which presently do not exist in
Inventory.

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Agenda
Procurement process: Oracle iProcurement
Indirect and Direct sourcing.
Why are we switching to iProcurement?
Benefits
Oracle iProcurement release 12 enhancements
Oracle iProcurement overview
Oracle iProcurement in comprehensive Procure-to-Pay flow
Core features of Oracle iProcurement
Oracle Services Procurement Integration

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iProcurement Process

Enter requisition online using
catalogue form
Workflow approval
Supplier notified and delivers directly
to the Requestor
Record receipt on i-
Procurement
Buyer creates Order
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iProcurement Process flow in Oracle
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Indirect and Direct Sourcing
Indirect & Direct
Indirect sourcing is:

The purchase or procurement of any goods or services that are not directly related to /
included in the manufacture of any of our primary products.

Direct sourcing is:

The purchase or procurement of any goods or services that are directly related to /
included in the manufacture of any of our primary products

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Why are we switching to iProcurement?
There are typical issues in Procurement process such as:-
Lack of procurement information
Minimal coordination of common purchases across organizations
Scarcity of formal contracts - few long term agreements and blanket orders
Small number of strategic partners
Large amount of complexity - many people involved
Lack of standardization - processes, systems
Oracle iProcurement helps to over come those issues with its unique features:-
Oracle Internet Procurement 11i provides an intuitive, web shopping interface
With a web browser, quickly find goods and services, add them to the shopping cart, and
simply checkout.

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Why are we switching to iProcurement? Continue
Streamlined Order Placement - Shopping
Shopping Lists
Multiple Shopping Carts
Copy Orders
Service requests
Non Catalog Requests
Automatic Document creation
Centralized Purchasing
Streamlined Order Placement - Delivery
Inventory Replenishment Requests
Cont.

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Cont
Streamlined Order Placement - Billing
Procurement Card Purchases for Catalog Orders
Oracle Projects Integration
Multiple Account Distributions and Account Generation Workflow Integration
Streamlined Order Placement
Notes - Additional Item Information, Upload and View Attachments
Approvers - Approval Routing Configuration, Vacation Scheduling
Review / Submit, Cancellations
Desktop Receiving
Requesters can receive orders in iProcurement and confirm receipt of requested goods and
services.
iProcurement automatically records the receipt transaction.

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Benefits of iProcurement
Streamline Employee Ordering.
Enforce purchasing Policy
Reduce procurement Cost.
Easy to upload and view Item Additional Information
Search Product internally or from external sources.
Automatic Document Creation
Center led Procurement Process

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Oracle Release 12 iProcurement Enhancements
Oracle iProcurement is among the better known and most widely used tools within the
Oracle Advanced Procurement suite. R12 includes ongoing improvements some
improve the outlook, while others represent major architectural advances.
Major enhancements include:
New approval types
New user-interface options
New options for creating and maintaining favorites lists
Unified Catalog Architecture
Better Catalog Authoring Capability for Buyers, Suppliers and Catalog Administrators
Tolerance Based Change Request Routing and Approval
Content security enhancements that provide precise controls over which content is
available to users

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Oracle iProcurement Overview

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Integration with other Oracle Applications
It directly integrates with several other Oracle Applications to fully support the
purchasing process.

iProcurement

Required to
complete the
base purchasing
functionality
Oracle Purchasing

Oracle Payables

Procurement
Cards (P-Card
transactions)

Item
information

Oracle Inventory

Oracle Projects

Project/Task
information

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It supports the procure-to-pay process in an organization's purchasing function.

Payment
Standard Procurement Procedure
Requisition
Approvals
Orders Receiving
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Oracle iProcurement in Comprehensive Procure-to-Pay Flow

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Prerequisites
Oracle Core Purchasing setups
For Example: Jobs, Positions, Employees, Hierarchy, Approval groups, Assignments, Item
categories, Buyers, Purchasing / Financial / Receiving options etc.,
Items availability in iProcurement from:
Internal Catalog: Items assigned to categories which are enabled for iProcurement
External Catalog: Managed by Supplier / Third Party / Self

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Oracle iProcurement enables internal corporate requesters to independently order items from both local
(internal) and remote (external) catalogs.
Oracle iProcurement is part of Oracle Applications, an integrated suite of E-Business solutions designed to
transform your business into an E-Business. Along with the rest of the Oracle E-Business Suite, Oracle
iProcurement helps an enterprise streamline the procurement process with end-to-end business automation. It is
the starting point for the ordering process and provides powerful self-service requisitioning capability with an
intuitive, Web shopping interface. In an efficient and automated manner, Oracle iProcurement:
Constitutes a key component of the procure-to-pay business flow.
Helps an enterprise process and manage requisitions.
Helps an enterprise process and manage receipt of the requested goods or services.
Procure-to-Pay Flow

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Setup Steps for iProcurement

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Important Setups
1) Descriptive Flex field for Item Categories
2) Define Information Templates
3) Define Realms
4) Set Up Attachments
5) Set Up Profile Options
6) Enable Function Security

Required
Optional
Optional
Optional
Required
Optional

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Logging into iProcurement

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iProcurement Home Page
The Home Page offers one click access to the following:
Search: Users shall search for the items from this screen. Search can be performed by
wild search parameters like giving %Description% in the Search Main Store Field.
My Requisitions: It provides the summary of the Requisitions raised and their status.
Clicking on the Requisition Number link shall provide the user about the details of the
requisition raised by him / her.

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iProcurement Home Page

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Core Features of Oracle iProcurement
The core features of Oracle iProcurement that gives 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

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Cataloging Process
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Cataloging Process
Internet Procurement module will hold all the items and details related to the items in
the form of a Catalog.
These catalogs will store the Sourcing information such as Blanket Agreements or
Catalog Quotations of suppliers where available, besides storing the Requisition
Templates. These information elements will be extracted from the definitions in Core
Purchasing module.
Users of Internet Procurement will be able to access items that are part of the Unified
Catalog hosted in iProcurement and generate Requisitions from these catalogs. However,
the items in a Catalog visible to each user are restricted by the Realm(s) attached to the
User, if any.
The cataloging process will be controlled by the Purchasing Administrator.

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Uploading Catalog First Time: Loading Items into the Unified
Catalog
Define Catalog Server Loader Values window should be used for the initial loading of
item data into Internet Procurement unified catalogs.
Navigate to Oracle purchasing > SetUp > E-Catalog Admin > Loader Values
Clear the values in all Date fields in this screen (set to null) for initial load. Else the data
previous to the dates entered will be ignored for upload as the loader only goes back
and looks for things which have been updated since these dates.
In Category extract zone, click the following boxes: extract categories, template headers
(if you want to load blanket templates), perform load and write record. Specify the
output file name. Press Extract Categories button. This will kick off a concurrent process.
When that process finishes, continue with the Item Extract.
In the item extract zone, click the following boxes: contracts, "ITEM MASTER" (if you're
loading inventory items), template lines, (if you're loading blanket lines) perform load
and write record. Click on the Load Items button to fire off the concurrent process.

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Subsequent Loads
After the initial load, following concurrent programs can be run in the given order:
Catalog Data Extract - Classifications
Catalog Data Extract - Items
Rebuild Catalog Item InterMedia Index
Any changes made in Item Master. Catalog Quotation /Blanket agreement or creation of
new item, Quotation /Blanket agreement or requisition template will be visible in
iProcurement only after running the Catalog loader process.

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Shopping Lists
Shopping lists contain items that you or your company frequently order.
There are two different kinds of shopping lists:
Personal My Favourites
You can create your own personal shopping list of favourite items that you frequently request
To expedite the selection process, you can order items from your list
Corporate Public
Corporate shopping lists are public
They contain requisition templates for frequently ordered set of items
You can order all the items on a corporate list or by selecting individual items off a list.
Can contain non-catalogue request items

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Shopping Lists
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Searching Items from Catalogue and Adding to Shopping Cart
Users can search the items available in the Item Catalogue from Home Page and click on
Go
Items can be searched by entering item description, supplier name, price, internal item
code or currency in the Search field. The percent sign (%) may be used as a wildcard
which takes the place of missing characters in the keyword.
Search results will show the relevant items with the list price defined in an Item Master
as the Price in case no Agreements / Quotations are defined for them.

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Shopping Cart Page
In Shopping Cart page, system defaults a quantity of one for each line. The user as
required can modify the same by entering the required quantity in the Quantity column.
Further, the user can add as many lines as required by using Return to Shopping link
which brings the user back to Shopping Page/ Catalogue Search Result page where
further search can be performed.
User as required can delete if he / she wishes to delete the requisition line by clicking on
the delete button.
After completing the requisition, the user can select one of the following options in the
Shopping Cart page:
Save User can save the items in the Shopping cart and opt for checkout process at a
later time. This generates a requisition number. The Shopping cart may be reopened for
completion of checkout steps by using Open Saved Cart feature in Shopping Cart page
Checkout This allows the user to enter detailed delivery and billing instructions, both
line specific or applicable to entire requisition.

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Check Out
A process for completing shopping cart orders
You can verify your order and update delivery and billing information
Delivery Information:
Urgent requisition checkbox optional tick if you need the buyer to take priority action
Need by date defaults, but can be modified by you
Requester name defaults from user, no modification
Deliver to location defaults from the user. You can select an alternative from the list if
required

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Requisitions Tracking and Management

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Viewing Purchase Requisitions
In the home page, first five requisitions are displayed with Requisition number,
Description and Status.
Click on the Requisition number shows the requisition details and click on the status
shows the view action history of the requisition

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Requisitions Page
In the Requisitions page, the user can view requisition status using various search criteria.
User needs to click on the View dropdown list box and select one of the following:
All My Requisitions
All My Groups Requisitions
The user can click the Go button to retrieve the relevant Requisitions as per the
selected criteria. The user can further select the desired Requisition by clicking on the
Select radio button for the relevant Requisition
Subsequently, the user can select any of the following actions for the selected
Requisition:
Copy To Cart
Cancel Requisition
Change
Complete

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Managing Requisitions
Requisitions prepared by the Users can be amended either by the Users or by the
Approvers of the document or by the Buyer wherever necessary.
Where the Users who created the requisition want to amend the same, they can do so
any time until the requisition is converted into a Purchase Order / Release.
The approvers can amend only if the document is pending for approval with them.
Buyers can amend the requisition only after the requisition is approved and awaiting
further action in the Requisition Pool.
Cancellation of requisitions can be done only by the Requestor (Owner of the document)
or any person defined as a Buyer.
The Requestor can cancel only such requisitions which have not been converted into a
Purchase Order / Release. Once converted, only the Buyer can cancel the Purchase
Order / Release and also optionally cancel the underlying Requisition.

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Amendment / Cancellation of Requisitions
Using the My Requisitions in Home Page / Requisition page in iProcurement, users will
identify the requisitions to be amended or cancelled.
Following control actions are available to the users:
Copy To Cart
Change
Cancel Requisition
Complete

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Receiving in iProcurement

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Receiving Process
Oracle i-Procurement allows users to record receipt of goods and services they receive
i-Procurement automatically records the receipt transaction
Only the master can record the receipt against the Requisition
If the item requires a receipt, it is important that you record the receipt online, as it will
have an impact on the matching and approval of the supplier invoice
In Receiving we can use Express receiving also
Through iProcurement we can return the material, make some corrections on the
receipt.

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Procurement Cards (P-Card)
P-Cards are corporate credit cards assigned to use when requisitioning items from
suppliers
P-card defaults on requisition in iProcurement
Purchase Order with P-card created in Purchasing
Supplier validates P-card and processes the Order
Card Issuer Validates P-card and invoices payables
Payables validates P-card invoices

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P-Card Flow-Invoice
Load AP_Expense_Feed_Lines (through SQL*Loader Script)
Submit the Credit Card transactions validation program
Distribute Employee Card transaction verifications
Distribute Manager Card transaction approvals
Create P-card Issuer Invoice
Run the Payables Open Interface Import with a Source of Procurement Cards

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Questions and Answers

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About iWare Logic
iWare Logic is an Enterprise Business Applications Consulting company, specializing in
Oracle Applications and Technologies.

iWare Logic is an Oracle Gold Partner providing IT Services in areas like Oracle E-Business
Suite, OAF, ADF, BI DW and DBA.

iWare Logic offers Application Development delivery with focus on application
customizations, workflows, integrations, and data conversions. We also provide skilled
resources for on-site/off-shore projects for Oracle Enterprise Applications'
Implementations and Support.

For any queries, feel free to drop a mail to info@iwarelogic.com

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Contact Us
Aditi Samruddhi, Baner, Pune,
India - 411045

Email: info@iwarelogic.com
Website: www.iwarelogic.com
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