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Copyright 2012 iWare Logic Technologies Pvt. Ltd.

iWare LogicTechnologies 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 performPurchasing 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 - ShoppingShopping 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 theOracle Advanced Procurement suite. R12 includes ongoing improvementssome

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 isavailable 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 thepurchasing process.

iProcurement

Required tocomplete the

base purchasing

functionality

Oracle Purchasing Oracle Payables

ProcurementCards (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 theprocurement process into an efficient and streamlined process are:

Catalog Management

Shopping

Checkout

Requisition Tracking and ManagementDesktop Receiving
http://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htmhttp://docs.oracle.com/cd/E18727_01/doc.121/e13409/T207713T208906.htm


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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 inthe 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 UnifiedCatalog 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.

U l di C t l Fi t Ti L di It i t th U ifi d


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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 ofitem 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 loadand 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 iniProcurement 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:

PersonalMy 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

CorporatePublic

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 onGo

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 asrequired 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:

SaveUser 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 CheckoutThis 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 checkboxoptionaltick if you need the buyer to take priority action

Need by datedefaults, 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

b


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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 applicationcustomizations, 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 [email protected]


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Contact Us

iWareLogicTechnologies Pvt. Ltd.Aditi Samruddhi, Baner, Pune,India - 411045

Email: [email protected]

Website: www.iwarelogic.com
mailto:[email protected]://www.iwarelogic.com/http://www.iwarelogic.com/mailto:[email protected]


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