4 Using IProcurement - Oracle Self-Service Applications

9/6/2015
4UsingiProcurementOracleSelfServiceApplications
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3 iProcurement Se...
5 iSupplier Setups
CHAPTER 4
Using iProcurement
IProcurementservesseveralfunctionsinthepurchasingprocessforan
organization:employeescangoshoppingandplacerequestsforgoods
andservices,requestorscanmonitorthestatusoftheirrequisitions,
whileapproverscanreview,modify,andapproverequestsroutedto
them.Receiptsforapprovedrequestscanalsobemade,withnotifications
goingouttoremindemployeesaboutexpecteddeliveries.Thischapter
willwalkthrougheachoftheseareasstepbystep.
Shopping
Letsfaceitwhodoesntlikegoingshoppingandgettingnewthings,
especiallywhenitiswithsomeoneelsesmoney?Controllingtheitems
andsuppliersanemployeehasaccesstopurchasecanhelpkeepexpenses
undercontrol.iProcurementalsoallowstheseitemstobeorganizedfor
easiershopping.Tolookathowthisworks,letsfirstunderstandthetypes
ofpurchasesemployeestypicallymake.Theyrequestitemsthatare
definedinOraclePurchasingbyshoppingintheMainStoreshopata
websitelinkedtoiProcurementwithapunchoutuseashoppinglistask
forspecific,undefinedpurchasesusinganoncatalogrequestorrequest
contractlabor.Eachofthesescenarioswillbedescribedindetailnext.
Shopping the Main Store for Internal Items
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and Items Available
via a Transparent
Punchout
WhenyousignintoiProcurement,itwillopenuptothehomepage,as
seeninFigure41.Thispagegivesaquickoverviewofpastpurchases,
pendingnotifications,aswellasthestoresavailableforshopping.Note
thateverycompanysShop,orhome,pageforiProcurementwillappear
different,dependingonthestoresthataresetup.
TheMainStorecontainsitemssetupinOraclePurchasingorInventory
thatareincludedinthecontentzonesassignedtoeitherthe
responsibilityoraspecificoperatingunittheshopperisassociatedwith.
Oracledocumentationreferstotheseaslocalitems.Therearetwotypes
oflocalitemsyoucanshopfor:internallysourceditems,whichare
purchasedfromoneoftheinventoryorganizationssetupwithinOracle,
orsuppliersourceditems,whicharepurchasedfromasourceexternalto
Oracle,suchasStaples.YoucanshoptheMainStoresbyusingasimple
search,shownatthetopofmostiProcurementwindows,usingan
advancedsearch,ordrillingdownintotheMainStoreitself.
Todrilldown,clicktheMainStorelink.ThiswillbringuptheBrowsing
categories.Rememberingbacktothesetups(seetheillustrationin
Chapter3underSettingUptheMainStoreforavisualpicture),these
BrowsingcategoriesarethenassociatedwithShoppingcategories,which
isthenextlayerdown.TheShoppingcategoriesaredirectlymappedto
Purchasingcategories,whichareinturnassignedtospecificitems.As
youdrilldownintheMainStore,youaredrillingdownthrougheachof
theselayers.
SimplesearchesaredonefromanywindowiniProcurementandonly
requirethatasinglewordorphrasebeentered.Awildcard(%or*are
bothsupported)canbeusedinanypartofthesearchword.Awildcardisa
replacementforacharacterorspaceinthesearch,andusingonecan
resultinmoreitemsbeingreturned.Anexampleoftheuseofawildcard
istosearchonpen%,whichwillreturnbothpensandpencils.Without
thewildcard,onlyitemsthatbeginwithpenwouldbereturned.EBS
https://www.safaribooksonline.com/library/view/oracleselfserviceapplications/9780071713306/ch04.html
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willsearchanylocalcontent,aswellascontentavailablefroma
transparentpunchout,matchingonanyfieldiniProcurement(suchas
item,description,andcategory).Thecontentiscontrolledwiththe
ContentZonesthatareassociatedwiththestores,operatingunit,or
responsibility.Figure42showstheresultsofasimplesearch.
FIGURE41.iProcurementhomepage
Onceitemsarereturnedfromthesearch,shopperscanclicktheitem
name,suchasRollNRackPrinter,togetadditionalinformationonthe
item.TheSearchresultscanbesortedbyseveraldifferentoptionsto
assistinfindingwhatyouarelookingfor.IntheSORTBYfield,selectone
ofthevalues,outlinedinTable41.
Alsonoticethatadditionalsuggestionsforsearchesbecameavailable
undertheRelatedLinkssectionofthewindowafterperformingasearch.
Theseareshoppingcategoriesandshoppingliststhatmeetthesearch
criteria,allowingtheshoppertobrowsethem.
FIGURE42.SimplesearchesintheMainStore
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TABLE41.SortingOptionsforSearchResults
Onceanitemisfound,additionaloptionsincludeaddingthisitemtoyour
personalfavoriteslistswiththeAddToFavoritesbutton.Thisoptionis
goodforrepeatpurchases,allowingtheshopperfasteraccesstoitwithout
performingasearch,andisuniqueforeachshopper.TheAddTo
Comparefeatureallowsmultipleitemstobecomparedforalltheitem
attributes,includingprice,andifapricebreakisavailable,givingthe
shoppertheinformationneededtomakemoreinformedpurchasing
decisions.Tousethisfeature,clicktheAddToComparebuttonforeach
itemyouwanttocompare,whichwilladdthemtoaCompareItems
regionontherightofthewindow.Oncemorethanoneitemisadded,
clickComparetoseeasidebysidecomparison.ClickCleartoremovethe
itemsfromthecompareregion.
Toaddanitemtoyourshoppingcart,updatetheQUANTITYtothedesired
amountandclickAddToCart.
AdvancedSearchesworkthesameassimplesearches,withtheexception
thatyouhavemorefieldstosearchon,narrowingdowntheresults(see
Figure43).iProcurementdisplaysSTORE,DESCRIPTION,SUPPLIERITEM,
andSUPPLIERasdefaultfields,butadditionalfieldsarealsoavailable.In
theADDANOTHERfield,selectadditionalfieldsandclickAdd.Table42
explainsthemeaningofeachsearchfield.Sinceeachimplementationof
Oracleisalittledifferentandnoteverycompanyusesthefieldsthesame
way,thesesearchfieldsmayormaynotmakesenseforyourcompany.
AsyoucanseefromtheMeanings,manyofthefieldsareassociatedwith
itemsandarenotrequiredfields,andallorganizationsdonotalways
populateormaintainthem.Advancedsearchescanonlybedoneifthe
profilePOR:EnableAdvancedSearchissettoYes.Thisisusuallysetto
NowhenthereisnolocalcontentiniProcurementanditisbeingused
forpunchoutsonly.
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FIGURE43.Advancedsearches
TABLE42.AdvancedSearchFields
Shopping Using a Punchout

Whenyoushopastorethatisadirectpunchout,clickingthestorename
willtakeyoudirectlytothewebsiteofthesupplier.Fromhere,youcan
shopasyouwouldonanyotherInternetsite,withonemajorexception.
Whenyoucheckoutwithyourshoppingcart,youarereturnedto
iProcurement,whereyoucancontinuewiththenormalcheckoutprocess
andcreatearequisitionwithinOracle.
Creating and Using Shopping Lists

Therearetwotypesofshoppinglists:personalfavoritesandpublic,or
corporate,lists.Personalfavoritesareprivateliststhateachshopper
creates,andareprivateinthatnoonecanseethemexcepttheshopper
thatcreatedthem.Publiclistsaresharedacrossallusers,andtheonly
securityavailableisbasedontheoperatingunitthepubliclistwas
createdunder.Bothlistsarereallyjustgroupingsofcommonlypurchased
items,makingshoppingfasterfortheseitems.
CreatingaPersonalFavoritesShoppingList
PersonalFavoritesarecreatedwhenashopperclickstheAddTo
Favoritesbuttonwhenshopping.Thisbuttonisavailableonallitemsand
windowsiniProcurementexceptwhenshoppinginthePersonal
Favoriteslist.
CreatingaPublicShoppingList
ApubliclistthatcanbeaccessedbyalliProcurementusersiscreatedin
PurchasingusingtheRequisitionTemplateform.TocreateaRequisition
Template,refertoFigure44.AfterselectingtheOPERATINGUNITthis
templatewillbeusedin,assignitaTEMPLATEnameandaDESCRIPTION.
TheoperatingunitthatyouhaveaccesstoiscontrolledwithOracles
MOAC,orMultiOrgAccessControl,usingtheprofilesMO:Operating
UnitandMO:SecurityProfile.ThesecanonlybesetintheSystem
Administratorresponsibility(Profile|System).TheINACTIVEDATEis
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addedtorepresentthedateitcannolongerbeuseditcanbeleftblank
orsettothecurrentorafuturedate.Next,usetheTYPEfieldtodetermine
ifthetemplatewillbeusedforInternalRequisitionsoronlyPurchase
RequisitionssourcedoutsideofEBS.ToassignarequisitionaRESERVEPO
NUMBERwhenitiscreated,selectYes,whileOptionalwillallowthe
creatortodecided.Nopreventstheuserfromreservingapurchaseorder
number.Bydefault,reservingthepurchaseordernumberwillmakethe
supplierfieldrequired.
WhenaPOnumberisreservedaspartoftherequisitionprocess,the
requisitioncannotbecombinedwithanyotherrequisitionsorsplitinto
multipleorderswhenapurchaseorderiscreatedfromit,andthe
purchaseordernumberwillbelostiftherequisitioniseventually
canceled.Whilerequisitiontemplatescanbeusedtocreaterequisitions
bothinPurchasingandiniProcurement,thefeaturetoreserveaPO
numberisavailableonlywhentherequisitionsarecreatedin
iProcurement.
FIGURE44.Creatingrequisitiontemplatesforapublicshopping
list
Next,enterthespecificitemsassociatedwiththistemplate.Selectthe
lineTYPEthatwilldefaultinwhenthisitemisselected,andeitheran
ITEMnumberoraCATEGORYname.Categoryisrequiredandwilldefault
fromtheitem,ifoneisentered,whiletheitemnumberisoptional.The
DESCRIPTIONwilldefaultinfromtheitemwhenentered,orcategory
whenanitemisnotused,andSOURCETYPEdeterminesiftheitemis
purchasedfromasupplierorinternallysourcedfromaninternal
location.ASUGGESTEDQUANTITYcanbeadded,whichwilldefaultin
whenthetemplateisusedtocreatealine,andcanthenbeupdatedbythe
user.Thisisespeciallybeneficialwhentheitemhaspricebreaks
associatedwithit.DependingonthelineTYPE,entereitherPRICEor
AMOUNTtodefaultontheorder.Again,therequestorcanupdatethis
information.SelectingNEGOTIATEDSOURCEwillidentifythispriceas
beingcreatedfromanegotiation.
WhentheSourcesectioniscompletedforaspecificline,itwillpopulate
thisinformationontherequisition.AvailablefieldsincludeSUPPLIERand
SITE,whichmustbeactiveinEBS,andasupplierCONTACT.TheSUPPLIER
ITEMnumbercanalsobeaddeditwillappearonthepurchaseorderfor
thesuppliertoreference.ORGANIZATIONandSUBINVENTORYareonly
availableforpurchasingitemsthataresetupasinventoryitems
(Purchasing|Items|MasterItems|Inventorytab|InventoryItemis
checked)andwilldeterminetheinventorylocationandsubinventorythe
itemwillbereceivedin.AddingaBUYERtothetemplatewilldefaultinon
therequisitionaswell.SelectingRFQREQUIREDalertsthebuyerthatthis
itemshouldgooutforaquotepriortopurchasing.
TheCopybuttonallowsyoutocreatetherequisitiontemplatelines
directlyfromanexistingpurchaseorderorrequisition.Afterclicking
Copy,selecttheTYPEofPurchaseOrderorRequisition,dependingon
whichyouwanttocopy.ThenenterthedocumentNUMBERandclickOK.
Thelinesofthatdocumentwilldefaultinaslinesontherequisition
template,whichcanthenbeupdatedasneeded.
Oncethisissaved,itisavailableforshoppersiniProcurement.
ShoppingUsingaShoppingList
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Onceitemsareaddedtoapersonalfavoriteslistorarequisitiontemplate
asapubliclist,theshopperscanbrowsethelistsforfastershopping.
ReferringtoFigure45,choosethelistfromtheoptionsavailablein
SELECTLISTandclickGo.Thesamesortingoptionsareavailableaswhen
browsinginthemainstore.Topurchaseanitem,ensurethequantityis
correctandclickAddToCart.
Shopping from Non-Catalog Requests and

Other Smart Forms
Noncatalogrequestsandsmartformsareusedtomakepurchasesthat
arenotsetupasitemsinOracle.Theyrequireonlyacategoryanddonot
allowitemnumbers,usingthedescriptioninsteadtotellthebuyerwhat
isbeingpurchased.Whilethesecanbeusedtomakeanypurchase,
creatingitemsforrepeatpurchasesallowsanalysisonprice,frequency,
anditemstheshoppersarebuyingtobedone,whileusingnoncatalog
requestsmakesthismoredifficultduetoinconsistencyinmostfields
exceptcategory.
FIGURE45.Shoppingfromashoppinglist
FIGURE46.Shoppingusinganoncatalogrequest
NonCatalogRequests
iProcurementcomeswithonesmartformcalledanoncatalogrequest.
Thisallowsshopperstocreatearequisitionforitemsthatdonotexist
eitheraspurchasingitemsorinasupplierscatalog(madeavailableviaa
punchout).Tocreateanoncatalogrequest,refertoFigure46.TheITEM
TYPEwilldeterminehowtheamountsandquantitiesareenteredonthe
requisitionyoushouldselectonethatcorrespondstohowthesupplier
willbeinvoicing,asthiswillimpactthewaytheinvoiceismatchedtothe
purchaseorder.InR12,theseoptionscanbeassociatedwithspecificline
typessetupinPurchasing(Purchasing|Setup|Purchasing|LineTypes)
viaprofileoptionsexplainednext.
Table43showstheitemtype,theprofilethatcontrolsit,andthedefault
settingandcalculation.BycreatingnewLineTypesandassociating
themwiththeprofile,youcancontrolhoweachitemtypeiscalculated,
ensuringthatthematchingofinvoicestothepurchaseordersisaccurate.
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TABLE43.SettingCalculationsforItemTypes
AnITEMDESCRIPTIONwillneedtobeadded,describingwhatthe
requestorisaskingtobepurchased.TheshopperthenselectsaCATEGORY
fromthelistofvalues,whichisalistingofpurchasingcategories.
QUANTITY,UNITOFMEASURE,andRATEPERUNITPRICE(orUNITPRICE),
fieldswillchangebasedontheITEMTYPEselected,andwilldetermine
thequantityandpriceforthisrequest.CURRENCYwilldefaulttothebase
currencyassignedtothisoperatingunit,andcanbechangedifneedbeto
anycurrencyactivatedinOracle.Ifaforeigncurrencyisentered,then
anEXCHANGERATETYPEandEXCHANGERATEDATEwillbeneeded.When
thetypeissettoUser,theEXCHANGERATEfieldisdisplayed,andrequires
theusertoentertherateforthetransaction.
SelectingRFQREQUIREDinformsthebuyerthataquotewillbeneeded
fromthesupplierspriortopurchase,whileNEGOTIATEDprovides
additionalreportinginDailyBusinessIntelligence.Additional
informationcanalsobeaddedforthisrequest,suchasCONTRACT
NUMBER.Theshoppercanselectthecontractnumberfromalistof
contractpurchaseorglobalcontractagreementsthataresetupin
Purchasing(thesearepurchaseorderscreatedwiththetypeofContract
PurchaseAgreement).WhenaCONTRACTNUMBERisentered,the
SUPPLIERNAMEandSITEwilldefaultfromthecontractandcannotbe
updated.WhenaCONTRACTNUMBERisnotentered,theshopperhasthe
optiontoselectaSUPPLIERNAMEfromasupplierthatisalreadysetupand
activeasapurchasingsupplierinOracle,ortochecktheNEWSUPPLIER
optionforsupplierinformationthatisnotinEBS.Thewaythisfeature
worksisthatthesupplierinformationwillappearontherequisitionto
thebuyer,whothenhastheoptionofchangingthesuppliertoadifferent
one,ortocreateanewsupplierbythepersonwhohastheproperaccess
priortocreatingthepurchaseorder(SarbanesOxleyandsegregationof
dutiesrequirementswillsometimespreventpurchasingagentsfrom
creatingsuppliersthemselves).Additionalsupplierinformation,suchas
CONTACTNAME,PHONE,andSUPPLIERITEMnumbercanalsobeadded.
Noticethatmostofthefieldsjustdescribeddonothaveanasterisk(*)
nexttothefieldnames.Thismeansthattheyarenotrequiredfields.
Oncealltheinformationiscompleted,theshopperclicksAddToCart.
SmartForms
AdditionalsmartformsdonotappearastabsiniProcurement,asthe
noncatalogrequestdoes,butasstores.Whenlookingatthestoresin
iProcurement,youcannottellwhichstorecontainsitemssetupin
purchasing,itemsfromapunchout,orasmartform.Smartformsbehave
likeothercontentforpurchaseandwillappearwhenyousearchordrill
downinastore.Eachsmartformwillcontainthesamefieldsasanon
catalogrequest,alongwithanyadditionalfieldsthatweresetupasan
informationtemplate(Purchasing|Setup|InformationTemplates)and
associatedwiththesmartform.Eachorganizationcansetupitsown
smartformsandinformationtemplates,sothiswilllookdifferentateach
company.SeeFigure47foranexampleofacustomsmartform.
Contractor Requests
ContractorrequestsusesasmartformthatcomesseededwithOracleand
integrateswithwhatiscalledOracleServicesProcurement.While
licensedseparately,thisisnotactuallyaseparatemodule,butan
integratedfeaturethatworkswithiProcurement,Purchasing,iExpense,
andOracleTimeandLabortoallowcompaniestotracknotonlytheneed
foracontractlaborer,butalsothelaborersprogressandexpenses.
AdditionalsetupsarealsorequiredtouseOracleServicesProcurement,
whichareoutsidethescopeofthisbook.Whatisinscopeisusing
iProcurementtorequestacontractlaborer.
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FIGURE47.Exampleofasmartformwithtwoassociated
informationtemplates
ReferringtoFigure48,firstselecttheTYPEoflaboryouarerequesting
fromeitherWageBasedTemporaryLabororFixedPriceTemporary
Labor.JobscanbesetupwithinOracletodefinethetypeofpositionand
skillsyouarelookingfor,andthenselectedwhenrequestingtemporary
labor.Onceajobisentered,additionalinformationmayberequiredfor
thatspecificjob,providingskillrequirements.WhenREQUIRECANDIDATE
SCREENING isselected,itinformspurchasingorhumanresourcesto
screenallcandidatespriortosendingthemtoyouforreview.STARTDATE
andENDDATEdefinethetimeperiodyouarelookingforthecontractor,
andaREQUESTORandtheLOCATIONthecontractorwillbereportingtois
added.Thelocationwilldefaulttothelocationassociatedtothe
requestor,andcanbeupdatedtoanotherlocationortoaonetime
addressnotinOracle.
AdditionalJOBDETAILSareaddedtoensurethequalificationsforthis
positionaremet,andspecificCONTACTINFORMATIONcanbeadded,
usuallyaphonenumber,anemailaddress,orpossiblyadifferent
personthantherequestor,suchasashiftsupervisor.
Thenextpage,showninFigure49,willprovideinformationaboutthe
supplierusedtogetthelaboraswellasbudgetinformationforthis
position.Oraclecanbesetupwithapreferredsupplierwhereyour
companydoesrepeatbusiness,oraspecificsuppliercanbe
recommended.Eitherway,youhavetheoptiontoaddacontractorname
ifthereissomeoneyouhaveusedbefore.OncetheLABORandEXPENSE
AMOUNTSareadded,youcanaddthisrequesttoyourcartandcheckout.
FIGURE48.RequestingcontractorsiniProcurement
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FIGURE49.Page2ofrequestingacontractor
Checking Out and Creating

Requisitions
Onceashopperisfinishedaddingitemstohercart,shecanviewthe
itemsandcontinueonwithcheckingout.Theactofcheckingoutwill
submittherequisitionforapproval,basedontheapprovalrulessetupin
Purchasingforrequisitions,andsendittotheAutocreatefeaturein
Purchasing,whichwillallowbuyerstorequestchanges,combine
requisitionstotakeadvantageofpricebreaks,adjustthesuppliers,and
createpurchaseorders(Purchasing|AutoCreate).Untiltheshopper
checksout,theitemsintheshoppingcartarenotvisiblefromPurchasing.
Oncethecheckoutiscomplete,therequestwillappearinPurchasingasa
Requisition(Purchasing|Requisitions|RequisitionSummary).
Yourshoppingcartisvisiblefromthehomepage,asshowninFigure4
10.ClickViewCartandCheckouttostarttheprocess.Atthispoint,the
ShoppingCartwindowwillappear,seeninFigure411.QUANTITIEScan
beupdatedhere,oranitemremovedwiththeDELETEicon,butnewitems
canonlybeaddedbyselectingtheRETURNTOSHOPPING linkatthelower
leftsideofthepage.Thisleavestheitemsinthecartforafuturecheckout.
AnyitemthatwasaddedtothecartthathadanInformationTemplate
associatedwithitwillhavealinkpopulatedintheSpecialInfosection,
whichcanbeclickedtoupdatetheinformation.
IftheshopperselectsINEEDAPURCHASEORDERIMMEDIATELY,Oraclewill
assignapurchaseordernumberfromPurchasingandassociateitwith
thisrequisition.Thereareafewimplicationstousingthisfeature.This
featureisusuallyselectedwhentherequestorrequiresapurchaseorder
numbertopurchaseorordersomethingfromasupplier.Ifthereare
companypoliciessurroundingwhetheranemployeewhoisnotpartof
purchasingcanprocureitems,thismaybeaviolationofthepolicy.Also,
assigningapurchaseorderimmediatelywillpreventthebuyersfrom
combiningthisrequisitionwithanyotherrequisitionswhencreatingthe
purchaseorderdocument,possiblymissingoutonvolumediscountsor
lowerprices.Thelastissuewithusingthisisthatitmightallowa
requestortoplaceanorderpriortoapprovalsbeingcompleted.Ifthis
requisitioniseventuallycanceled,thepurchaseordernumberassigned
toitwillnotbereusedandisnevervisiblefromOraclePurchasing.
SelectingSave,usedwhentheshopperwantstocontinuecheckingoutat
alatertime,willprompttheshoppertoassignanameandcreatean
incompleterequisition.Thiswillappearinthemiddleoftheshoppers
homepageunderMyRequisitions,freeingupthecartforotherpurchases
andallowingtheshoppertodeleteit,combineitwithotheritems,or
completeatalatertime.SelectingCheckoutwillstartthecheckout
process.
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FIGURE410.ShoppingCartonthehomepage
FIGURE411.ShoppingCartduringcheckout
Duringthecheckoutprocess,muchoftheinformationwilldefaultin
basedonthesystemsetupsandpreferences,butitisimportantthatyou
understandwhatinformationcanbeupdatedandwhereitdefaultsfrom,
especiallythefieldsthatarenotdisplayedduringthenormalcheckout
steps.ThefirstpagewillshowDeliveryandBillinginformation,seenin
Figure412.TheREQUISITIONDESCRIPTIONwilldefaultfromthe
descriptionofthefirstlineinthecartandcanbeupdated.Themain
purposeofthisistoallownotonlytheshopperbutalsothebuyersto
easilyidentifywhatthisrequisitionisfor.Thelifeofarequisitiondoes
notendforyourcompanywiththeshoppercheckingout,asitwouldfor
otherwebshoppingsites,suchasAmazon.com.Therequisitionstill
needstoberoutedforapproval,turnedintoapurchaseorder,received,
andmatchedtoaninvoice.(Eachoftheseoptionswilldependonhow
OraclePurchasingandPayablesissetupandmayormaynotbe
required,andtheymayalsobeautomated.)
FIGURE412.Checkingoutacart
IntheDeliverysectionofthepage,theshoppercancheckURGENT.While
thiswillnotchangethestepsrequiredtopurchasethisshoppingcart,it
willalertthebuyerthattherequisition,onceapproved,isrequiredand
shouldbeprocessedassoonaspossible.TheNEEDBYDATEwillpopulate
infortherequisitionandservestwopurposes.First,itwillprintonthe
purchaseorder,alertingthesupplierwhenthisitemisrequired.
Dependingonthesupplierspolicies,thismayresultinanexpedite
charge.Also,itwilltellOraclewhentostartremindingtheshopperto
receivethisrequisition.Thisdatewilldefaultinfromtheshoppers
personalPreferences(seeChapter3,underiProcurement
Preferences).Iftheshopperhasnotupdatedhispreferences,itwill
populatebasedontheprofilePOR:DaysNeededBy.TheREQUESTERwill
populatetotheemployeeassociatedwiththeusernametheshopperis
signedinas,orifbasedonhispreferences,ifithasbeenupdated.The
shoppercanupdatethisfieldiftheprofilePOR:OverrideRequestorisset
toYes.DELIVERTOLOCATIONwillagaindefaultinfromtheshoppers
preferences,whichcomesinturnfromtheemployeerecord.Thereisa
systemprofilethatcontrolsiftheshoppercanupdatethedefaultlocation:
POR:OverrideLocationFlag.WhenthisissettoYes,shopperswillhave
theoptionofchangingtheDELIVERTOLOCATION.Theshoppercanselect
anewdelivertolocationfromthelistofvalues,whichdisplaysallthe
addressesthataresetupaslocationsinPurchasing(Setup|
Organizations|Locations),oraddanaddressthatdoesnotexistin
OraclebyclickingENTERONETIMEADDRESS.Usingtheonetimeaddress
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featuredoesnotautomaticallycreatealocationinPurchasing,andthe
addressisnotavailableforreusewithotherrequisitions.
Billinginformationisusedtotiethisrequisitiontoaspecificproject
whenOracleProjectCostingandBillingisimplemented,aswellas
purchasingcardinformation.PCARD,availableonlywhentheyaresetup
inPurchasing,allowsyoutoselectapurchasingcardthatisassociated
witheitheryouorthesupplier.WhenaPcardisentered,thisrequisition
willbesettledusingthecreditcardasopposedtohavingthesupplierbill
yourcompany.EnterthePROJECT,TASK,EXPENDITURETYPE,
EXPENDITUREORGANIZATION,andEXPENDITUREITEMDATE.This
informationwillthendefaultonthepurchaseorder,andthePayables
invoicethatismatchedtoit,whereitwillbesentovertoProjects.Atthis
point,therequisitioncanbesubmittedforapprovalwithoutany
additionalinformation,butthereisalotofadditionalinformationthat
hasdefaultedin.
ClickEditLinestoseelinespecificinformation,showninFigure413.
UndertheDeliverytab,theshoppercantakethedefaultsfromthelast
pageandupdateeachindividuallinewithdifferentinformationfor
URGENT,NEEDBYDATE,andREQUESTOR.TheDELIVERTOLOCATIONas
wellastheDESTINATIONTYPEcanbeupdatedhere.Onetimeaddresses
willalwaysdefaulttoaDESTINATIONTYPEofExpense,whileitemsthat
aresetupasinventoryitemswilldefaulttoInventoryitemscanalsobe
updatedtoShopFloor,whichwillcausetheitemstobereceiveddirectly
intoworkinprocess,usuallyusedwithoutsideservices.
FIGURE413.Editinglineinformationonarequisitionduring
checkout
CheckingtheboxnexttoalineandthenselectingUpdategivesa
comprehensiveviewoftheitem,supplier,delivery,andbilling
information,allowinginformationspecifictothecheckoutprocesstobe
updated(suchasquantityorneedbydate).Alinecanalsobedeletedor
copiedintheshoppingcart.Whatisnotavailablehereistheabilitytoadd
anewitemtothischeckout.
Thenexttab,Billing,allowstheprojectinformationtobeupdatedfor
eachline.Theabilitytosplitonelinebetweenmultipleprojects,tasks,or
expendituretypesororganizationsalsoexists.ClicktheSpliticon,where
apercent,quantity,oramountcanbeassignedseparatelytoeachproject
coding.Whensplittingthebillinginformation,thetotalpercentforeach
linemuststillequal100percent.
TheAccountstaballowstheaccountnumberassignedtoeachlinetobe
updated.Oracleusesaccountgeneratorstobuildaccountnumbers
assignedtorequisitions.AcommonmisperceptionisthatinR12,account
generatorswereallreplacedwithSubledgerAccounting(SLA),butthisis
nottrue.Thereisadistinctdifferencebetweenwhatthetwoprocesses
do.Accountgeneratorsareusedtobuildaccountcombinations,whichare
addedtosuchdocumentsaspurchaserequisitionsandpurchaseorders.
SLAwillgeneratetheaccountingentries,eitherusingtheaccounts
generatedbytheaccountgeneratororfromadditionalsetupor
transactioninformation.NotethatadditionalSLAtransactionsforwhat
aretypicallyconsideredpurchasingtransactionsareactuallyownedby
costmanagementandarefoundintheSLAsetupsthere,including
ReceivingandDeliveryaccountingentries,PeriodEndAccruals,and
PriceAdjustmentsonPurchaseOrders.WhileSLAcanutilizethe
accountsgeneratedbytheaccountgenerator,itdoesnothaveto.
Theaccountgeneratorfortheexpenseaccountonrequisitionsisa
seededOracleworkflowthatcanbemodifiedbycompaniestomeettheir
specificneeds.Withoutmodifications,EBSwillbuildtheinventory
accountfromtheinventorysetups,andexpenseaccountsfromeitherthe
expenseaccountassociatedwithanitemor,whennoitemisused,thePO
ExpenseAccountassociatedwiththerequestor.
ExpenseAccountrules(Purchasing|Setup|Financials|Accounting|
ExpenseAccountRules)canalsobesetuptooverrideaparticular
segmentintheaccountcombinationforaparticularcategory.Thiswill
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overridethatsegmentforeveryitemassociatedwiththiscategory.The
profilePOR:ApplyExpenseAccountRulestoFavoriteChargeAccounts
willneedtobesettoYesifyouwantthisexpenseaccountruletoapply
evenwhenafavoritechargeaccountwaschosenforthisline.
Again,clickingtheSpliticonwillallowyoutosplitthepercentage,
quantity,andamountsassociatedwitheachaccount.Asashopper,you
caneitherkeytheaccountcombinationintotheOPERATIONSACCOUNTING
FLEX field,usethelistofvaluesiconfoundtotherightoftheaccount
numberfieldtoselectthesegmentsfromalistofvalues,orselectasaved
accountcombinationfromyourpreferences.Toselectasaved
combination,usetheNICKNAMEfieldandselectanamefromthelistof
values.Thesecombinationsaresavedwithanicknameintheshoppers
personalfavorites.
Thereisaprofileoptionthatwillaffectthewaytheaccountcombinations
aredisplayediniProcurement:POR:DisplayLegacyAccountingFlex
UI.Bydefault,thisissettoNoandwilldisplaytheaccountcombination
asastringofnumbers.WhenitissettoYes,theaccountcombinationwill
appearasindividualsegments,providingalistofvaluesforeach
segmentindividually.
Thefinaloptionistodetermineifyouwantthechargeaccountstobe
appliedtoallthelinesonthisrequisitionwiththesamedestinationtype.
WhenyouselectAPPLYTHISCOSTALLOCATIONINFORMATIONTOALL
APPLICABLEREQUISITIONLINES,itwilltaketheaccountcombinationsand
percentagesandapplytheaccounttoallthelineswiththesame
DESTINATIONTYPE.
Attachmentsisthelasttabavailableundereditlinesitallowsthe
shoppertoattachadditionalinformation,suchasaspec,totherequisition
line.Thisattachmentwillberoutedtothebuyer,whocanopttoincludeit
onthepurchaseorderforthesupplier.Figure414showsthewindowfor
addingattachments.Attachmentscanconsistofafilethatresidesoutside
ofOracle,text,aspecificURL,oradocumentfromOraclesDocument
Catalog.IntheADDfield,selectifyouwanttoaddaDesktopFile/Text/
URLorFromDocumentCatalog.Oraclehastheabilitytosaveany
documenttoitsdocumentcatalog,makingitavailableforviewingfrom
otherscreens,aswellasattachtomorethanonedocument.
Whenaddingafile,text,orURL,youcansupplyinformationaboutthe
attachmentintheAttachmentSummaryInformationsectionofthe
window.GivetheattachmentaTITLE,addaDESCRIPTION,andselecta
CATEGORY.CategoriesaredescribedinTable44.
SelecttheTYPEofattachment.FILEallowsyoutobrowsetoafilethatyou
haveaccessto,suchasonyourdesktoporanetworkdrive,which
becomesafileattachedtotherequisition.URL allowsyoutoenteraURL
forfuturereference,whileTEXTallowsamessage,suchasareasonfor
needingtouseaspecificsupplier,tobeattached.Thetextistyped
directlyintotheform.
Whenyouaddsomethingfromthedocumentcatalog,asearchscreenwill
comeuptosearchforadocumenttoadd.TheDocumentCatalogconsists
ofsaveddocumentstotheOracledatabase,whicharepopulatedinthis
catalogwhenaddedtoanytransaction,suchasapurchaseorder,andthe
userselectsPublishtoCatalog.Thisdocumentthenbecomesavailableto
attachtootherdocumentsinPurchasing.Thesearchscreenallowsyouto
searchonTITLE,orbyclickingtheShowMoreSearchOptionslink,by
DESCRIPTION,CATEGORY,LASTUPDATEDBY,LASTUPDATEDDATE,TYPE,or
USAGE.Thesefieldswouldhavebeenpopulatedwhenthedocumentwas
addedtothecatalog,orupdated.
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FIGURE414.Addingattachmentstolinesofarequisitioninthe
shoppingcart
TABLE44.AttachmentCategories
Onceyouaredoneeditinglineinformation,clickApplytoreturntothe
checkout.
ClickNexttoviewinformationonApprovers,addNotes,andaddan
attachmentthatisnotlinespecific.Requisitionsneedtobeapproved
beforethedocumentsarefinalandreadyforthenextstepintheprocess.
Anapprovalprocesscanrangefromsomethingassimpleasanyshopper
approvingherownpurchases,toasupervisorhierarchyapprovalprocess
withlimitsbasedonanemployeesposition,oracomplicatedprocess
whereapprovalsarebasedontheitembeingpurchasedandthedollar
amountofthedocument.Therearetwooptionsforcreatingthese
approvalrules:thepurchasinghierarchies,whichhavethelimitationofa
straightsupervisororpositionbasedhierarchicalapprovalpath,and
OracleApprovalsManagement(AME).AMEallowsmorecomplicated
rules,suchasthatallrequisitionswiththecategoryofComputer
EquipmentmustgototheCIOforapproval(seetheAppendixfor
informationonsettingupAME).Purchasingapprovalswilldefaulttothe
supervisorhierarchyunlesstheUseApprovalHierarchyboxischeckedin
thefinancialoptions(PurchasingSuperuser|Setup|Organizations|
FinancialOptions|SupplierPurchasingtab).AMEwillbeusedwhenthe
ApprovalTransactionTypeispopulatedonthedocumenttypeselected
ontherequisition(Purchasing|Setup|Purchasing|DocumentTypes).
TheApprovalssection,showninFigure415,willshowthedefault
approvalsforthisrequisition,basedonthesystemsetupsand
hierarchies.Thegraphicalrepresentationshownoftheapprovallistis
controlledbythesystemprofilePOR:DisplayGraphicalApprovalList
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andappearswhenthesettingisYes.ClickingManageApprovalswill
allowtheshoppertochangetheapproversoraddadditionalapprovers
intothehierarchy.Nomatterwhotheapproversarechangedto,only
approverswiththeproperauthoritycanapprovearequisition,basedon
theamount,accountnumber,itemcategory,item,andlocation.While
thisisausefulfeature,companiesmaywanttorestrictwhohasaccessto
modifythedefaultapproversonarequisition,whichcanbedoneby
restrictingaccesstospecificfunctionsonaresponsibility(System
Administrator|Security|Responsibility|Define,andaddingan
Exclusion)orbycreatinganewmenuwithoutaccesstothesefunctions
(SystemAdministrator|Application|Menu).Thefunctionsandthe
accesstheycontrolarelistedinTable45.TheActionreferstotheoption
ontheManageApprovalswindow.
FIGURE415.Approvals,notes,andattachmentstothecart
TABLE45.FunctionsThatControlAccesstotheApprovalRouting
WhenManagingApprovals,youcaneitherinsertanapprover,change
themanagerialapprover,deleteanapprover,orresettheapprovallist.
SelectINSERTAPPROVERtoaddanewapprovertothehierarchy,and
determinetheADDTOLOCATIONwherethispersonshouldbeinserted
intothehierarchy.CHANGEMANAGERIALAPPROVERallowstheshopperto
selectaNEWMANAGERIALAPPROVAL,whichwillstarttheapproval
hierarchyfromthatpersoninsteadoftherequestor.DELETEAPPROVER
willdisplaythecurrentnoncriticalapprovers,allowingtheshopperto
checkspecificapproverstobedeleted,andRESETAPPROVALLISTreturns
thelisttotheinitialhierarchywhentheSubmitbuttonisselected.
NotescanbeaddedeitherasaJUSTIFICATION,whichtheapprovercan
see,orasaNOTETOBUYER,whichappearsforthebuyerswhentheyare
creatingapurchaseorderfromthisrequisition.
Attachmentscanalsobeaddedhere,andarerelatedtotheentire
documentasopposedtoaspecificline.Theattachmentoptionshereare
thesameastheattachmentsaddedtoaline,describedearlierinthis
section.
AfterselectingNext,youcanseeanoverviewoftherequisitionfor
reviewpriortotheshoppersclickingSubmit.Theoptiontocreatea
printablepageisalsoavailableforhisrecords,butsincethese
requisitionsarealwaysavailableonlineforfuturereference,thismaybe
anunnecessarystep.Theshopperisinformedoftherequisitionnumber,
andtheprocessiscomplete
Managing Requisitions
Oncerequisitionsaresubmittedforapproval,theycanbemonitoredfor
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progress.Theprocessingincludesapproval,creationintoorders,
cancellation,changerequests,orcompletionofrequisitionsthatwere
savedwithoutsubmitting.Whilemanyoftheseitemscanbehandled
fromthehomepage,Figure416isfromtheRequisitionstab.Whenfirst
navigatingtotheRequisitionstab,youwillfindallofyourrequisitionsin
numericalorderwiththemostrecentontop.Noticeatthetopofthepage,
undertheViewssection,youcanselecttheVIEW youareseeing.The
defaultisAllMyRequisitions,whichwillonlyincludeyourrequisitions.
IfyouselectMyGroupsRequisitions,youwillseealltherequisitionsfor
themembersofyourgroup.ThisgroupisdictatedbytheSECURITYLEVEL
assignedtothedocumenttypeforrequisitions(Purchasing|Setup|
Purchasing|DocumentType,wheretheTYPE=RequisitionPurchase).
Therearefouroptions:Hierarchydefinesthegroupasthecreatorofa
documentandanydocumentsyouhaveapprovalauthorityover.Private
willonlydisplayyourrequisitions.Publicwilldisplayallrequisitionsin
thesystem,nomatterwhocreatedthem,andPurchasing,thelastoption,
allowsyoutoseeyourownrequisitionsonly,unlessyouaredefinedasa
buyerinthesystem(Purchasing|Setup|Personnel|Buyers),inwhich
caseyouwillhaveaccesstoallrequisitions.
FIGURE416.Requisitionstab
Viewing Requisitions and Their Statuses

Youcandrilldowntogetmoreinformationontherequisitionbyclicking
eithertheREQUISITIONnumberortheDESCRIPTION.Theybothtakeyouto
thesameplaceandprovidemoreinformationabouttherequisition.
ClickingtheSTATUS,ontheotherhand,willshowyouwhothisrequisition
wassubmittedtoforapproval,andtheiractions,ifany.Requisition
StatusesaredescribedinTable46,andActionsaredescribedinTable
47.
WhentheORDERnumberispopulated,thisrequisitionhasbeencreated
intoapurchaseorder(ifitreadsMultiple,thenmorethanonepurchase
orderwascreatedforasinglerequisition).Figure417showsarecapof
thepurchaseorderthisrequisitioncreated,whichcanbeseenbyclicking
theORDERnumber.Afewthingsareofnoteonthiswindow.First,the
SUPPLIER,ORDERDATE,andSTATUSoftheordercanbeseen.ThisSTATUS
referstotheinternalpurchaseorderdocumentstatusitdoesnotmean
thatthesupplierhasreceivedthepurchaseorderoracceptedthetermson
theorder.Ontherightsideofthewindow,aSummaryoftheordercanbe
seen,showingthepurchaseorderTOTAL,theamountRECEIVED,andthe
amountINVOICED,aswellasaPAYMENTSTATUS.Clickinganyofthe
amountswillshowthedetailsofthenumbers,suchasindividualreceipts
andinvoices.
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TABLE46.RequisitionStatuses
TABLE47.RequisitionActions
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FIGURE417.Orderinformationandavailableactions
ThiswilltakeyoutothesameplaceastheACTIONSjustaboveit.Inthe
ACTIONS,youhaveavailableViewReceipts,ViewInvoices,andView
Payments.Thefinaloptioncannotbeaccessedexceptthroughthis
optionitiscalledViewShipments.Ifyouhaveanagreementwithyour
suppliertosendAdvanceShipmentNotices(ASNs)toyouviaXMLor
anotherelectronicinterchangeoriSupplier,thenyoucanseeifthe
supplierhasshippedtheproductanditisintransit.
Basic Requisition Flow

Thisisagoodpointtostopandreviewthebasicflowandintegrationof
requisitionswithinPurchasingandPayables.Oncetherequisitionis
enteredandsubmittedbytheshopper,Oraclewillcheckontheapproval
rulesandrouteitforapproval,orinthecasewheretheshopperhasthe
properapprovalauthorityandOracleissetuptoallowtheperson
creatingthedocumenttoapproveit,thedocumentwillbeapproved
withoutfurtherroutings.Onceapproved,itmovestotheautocreatequeue
forbuyerstoturnitintoapurchaseorder.Therelationshipbetween
requisitionsandpurchaseordersismanytomany,whereeach
requisitioncancreatemultiplepurchaseorders,andeachpurchaseorder
canbecreatedfrommanyrequisitions.Thepurchaseordersarethen
submittedforapproval,butmostcompanieswhohavetheapprovallevel
attherequisitionlevelusuallysetupbuyerstohaveunlimitedapproval
forpurchaseorderscreatedfromarequisition.
Thenextstepperformedafterthepurchaseorderisapprovedandthe
itemshavebeendeliveredisfortheshoppertoreceivetheorderinthe
system.ThiscanbedoneeitherfromtheiProcurementReceivingtabor
fromthenotificationthatissentoutontheexpecteddeliverydate(based
ontheneedbyorpromiseddateonthepurchaseorder).Payablescan
enteraninvoiceandmatchittothepurchaseorderatanytimeafteritis
approved,ormatchittoareceiptanytimeafterthereceipthasbeen
performed.Notethatifthereceiptisnotmade,andthepurchaseorder
wassetuptomatchtoreceipt,theinvoicecannotbeenteredagainstthe
receiptuntilthereceiptisactuallymade.Invoicesthatareenteredand
matchedtothepurchaseorder,ontheotherhand,canbeenteredany
timeaftertheorderisapproved,andaslongastheorderwassetupfor3
waymatchingandmatchingtolerancesaredefinedproperlyinthe
system,theinvoicewillgoonasystemholdandbereleasedbythe
systemafterthereceiptismade.
Noticeinthisprocessthataftertherequisitionisapprovedandturned
intoapurchaseorder,allthefutureactions(receiptandinvoice)are
againstthepurchaseorderandnottherequisition.
Other Requisition Actions

Otheractionsyoucantakeonrequisitionsincludecopyingthe
informationonarequisitionstoyourcarttocreateanewrequisition,
leavingtheoldoneactive,cancelingarequisition,changinginformation
onarequisition,orcompletingarequisitionthatisincomplete.Allof
theseactionscanbedonefromthemainwindowunderRequisitions.
CopyinganExistingRequisitiontoYourShoppingCart
Anyrequisitionyouhaveaccesstocanbecopiedtoyourcarttocreatea
newrequisition.Onceinyourcart,youcanremovelines,additto
additionallines,andchangethequantitiesandbillinginformationwhen
checkingout.Creatingacopyisjustthatacopy.Itdoesnotchangethe
informationorthestatusoftheoriginalrequisition.
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CancelingaRequisition
Arequisitionmayneedtobecanceledformultiplereasons.Itmayno
longerbeneeded,beaduplicate,orbereturnedfromabuyer,among
otherbusinessreasons.Whencancelingarequisition,youhavethe
optiontocancelaspecificline,ortheentirerequisition.Cancelingthe
onlylineonarequisitionwillinherentlycanceltheentirerequisition.
Whentherequisitionoritslinesareeitherincomplete,returned,in
processforapproval,orapprovedandnotyetassociatedwithapurchase
order,itcanbecanceledatanytime.Anynotificationsanapproverhas
receivedthatispendingactionwillbecanceledatthistime.Thiswillalso
removetheapprovedrequisitionsfromthebuyersQueue(Autocreate)to
createintopurchaseorders.Whentherequisitionlinehasalreadybeen
turnedintoapurchaseorder,thebuyermustapprovethecancellation
request.Linesthatarenotyetassociatedwithapurchaseordercanbe
canceledwithoutthebuyersapproval.Thisisbecausethepurchaseorder,
alegallybindingdocumentwhenacceptedbyboththebuyerandthe
seller,maynotbeabletobecanceledwithoutpenaltiesorlegal
consequences.Oncethebuyerapprovesthecancellation,thestatuson
therequisitionoritslinewillupdatetocanceled.
ThestatusoftherequisitionwillshowaroundcirclenexttotheStatus,as
seenbackonFigure416forrequisitionnumber14092.Ifyouclickthe
status,abuttonwillappeartoViewChangeHistory,allowingyoutosee
thechangesthatarepending.(Buyerswillseethechangerequestinthe
PendingPurchaseOrderChangeform,andcanapprovethem
Purchasing|PurchaseOrders|PendingPurchaseOrderChanges.)
ChangingaRequisition
Creatingchangestoarequisitionhasthesamelimitationsasany
requisitionthatisalreadypartofashoppingcart.Youcanmodifythe
quantity,alongwiththedelivery,billing,andlineinformation.Other
changes,suchastotheitemrequested,willneedtohavetheline
canceledandanewlineaddedtoeithertheexistingcartoranewcart.
Changeswillcancelanyapprovalnotificationsthatarewaitingfor
actions,andalsoremoveanapprovedrequisitionfromtheAutocreate
screensothatthebuyerscannotcreateapurchaseorderoutofit.The
requisitionwillbereroutedforapprovalwhenitissubmittedafterthe
changes.However,ifapurchaseorderalreadyexists,thebuyerwillhave
toapprovethechangesthatwererequestedbeforetheyareprocessed.
Additional Features Under the Requisitions

Tab
TherearetwoadditionalsubtabsundertheRequisitionstab.Firstisthe
abilitytoviewyournotifications.NotificationsinOraclemaybe
informationalinnatureordenoteitemsthatyoumustacton.These
notificationsaregeneratedbyOracleWorkflowwhenitreachesa
specificstageinanyworkflow.Oraclecomesseededwithmany
notifications,andcompaniescannotonlyselectwhichonestheywantto
sendout,theycanalsomodifythenotificationswiththeinformationthat
isimportanttotheircompany.Workflownotificationscanbesetupto
sendoutemailsorusedwithouttheemailintegration.Eitherway,a
usernotificationcanalwaysbeseeniniProcurementunderRequisitions
|Notifications.Onethingtorememberisthatcancelednotificationswill
disappearfromtheusersnotificationlist,whileshewillreceivea
cancellationemail,informingherthatapreviouslyreceivednotification
isnowcanceled.Thissometimescausesconfusionswhenauser,usually
anapprover,hasanotificationinherinboxbutcannotapproveit,and
thenotificationnolongerappearsonheropennotificationslist.
ThegeneralnotificationsforiProcurementarelistedinTable48.
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TABLE48.NotificationsGeneratedbyiProcurement
Approvals
Approvershavetheoptionofapprovingrequisitionseitherfrom
iProcurementorfromanemailnotificationtheyreceive.Notifications
willappearbothontheiProcurementhomepageunderMyNotifications
andontheRequisitions|Approvalswindow.Figure418showsa
receivingnotification.
Theapproverhasseveraloptionswhenanapprovalnotificationis
received.Thebuttonsalongthetopallowyoutorespondtothis
requisitionbyclickingeitherApprove,whichwillthenroutethis
requisitiontothebuyerstocreateapurchaseorder,orApproveAnd
Forward,sendingittoanotherpersonforanadditionalapproval.When
usingtheApproveandForwardfeatureonarequisitionyouhavethe
authoritytoapprove,therequisitionstatuswillchangetoPreApproved,
andwillthenberoutedtotheForwardpersonforadditionalapprovals
priortoroutingittopurchasing.Forwardwillsendthisrequisitionto
anotherpersonwithoutapprovingit,anditwillstillrequiresomeone
withtheproperapprovalauthoritytoapproveit.Whenusingeitherthe
ApproveAndForwardorForwardbuttons,youmustselectthepersonyou
areforwardingthisrequisitionto.Anyrequisitionyoudonothavethe
properauthoritytoapprovewillcontinueuptheapprovalchainuntilit
findsthepersonwhodoes.Whenyouselectaforwardtosomeonewho
wasnotintheapprovalchain,thenOraclewillnotallowthisrequisition
tobeapproved,andtheapprovalworkflowwillfailwithApproverNot
Found.Thispreventssomeonefromforwardingarequisitionoutsidethe
properapprovalchanneltocommitfraud.
Rejectwillreturntherequisitiontotheshopperorrequestor,iftheywere
notthesame,asrejected,requiringhertoeitherresubmititforapproval
orcanceltherequisition.ReassignallowsyoutoeitherDELEGATEYOUR
RESPONSEorTRANSFERNOTIFICATIONOWNERSHIP toanotherperson.
WhenyouDELEGATEYOURRESPONSE,youaregivingthepersonyou
forwardthisrequisitiontotheauthoritytorespondonyourbehalf.This
meansthatthepersonwillhavethesameapprovalauthorityasyoudofor
approvingthisrequisition,andthenotificationisstillownedbyyou.One
ofthethingsthisalsodoesislistyournameastheapproveriftheperson
youdelegatedthistoapprovesittheyapproveditonyourbehalfand
underyourauthority,whichiscomparabletoyouapprovingit.Thisis
alsodonesothatthepersonwhoyoudelegatedyourauthoritytodoesnot
appearastheapprover,whentheydidnothavetheproperapproval
authority.Whilelogical,thiscancauseanauditingcatch22and
sometimesneedssomeexplainingduringanaudit.
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FIGURE418.Approvalnotification
WhenyouTRANSFERNOTIFICATIONOWNERSHIP,youarereassigningthis
entirenotificationtoanotherperson,anditishisapprovalauthoritythat
willbeevaluatedwhentheapprovalismade.Thesetwooptionsare
controlledbyaprofilecalledWF:NotificationReassignMode.Thiscan
besettoTransfer,whichonlyallowsuserstoTransferNotification
Ownership,orDelegate,whichallowsthemtoDelegatetheirResponse,
orReassign,whichallowstheapprovertoselecteitheroption.
TheRequestInformationbuttonallowsyoutosendanotificationwithin
OracletoeithertherequestororanyotherOracleuseraboutthis
requisition.Therequisitionisstillpendingyourapprovalwhileyouwait
fortheadditionalinformation.
Twolinksloweronthepageallowyoutoedittherequisitionorview
additionaldetailsonthisrequisition.EDITREQUISITIONisonlyavailable
ifthecheckboxAPPROVERCANMODIFYisselectedontheDocumentType
forPurchaseRequisition(Purchasing|Setup|Purchasing|Document
Type).VIEWREQUISITIONDETAILSwilltakeyoutothesameformthatyou
seewhenyouviewarequisition.
Thefinalsectionallowstheapprovertoaddaresponsewhenapproving
orrejectingtherequisition.AddyourresponseintheNOTEsection,andit
willappearonthenotificationtherequestorreceivesabouttheresponse.
Vacation Rules
Whentalkingaboutapprovals,peoplebeingonleave(suchasfor
vacation,familyemergency,orillness)alwayscomesup.Howwill
approvalssenttoyou,eitheronpurposeorinerror,berespondedto
whileyouareout?OracleprovidesVacationRulestohandlethis
situation.FromyouriProcurementhomepage,thereisalinkfor
VacationRulesattheverybottomofthepageunderMyNotifications(see
Figure419).
Thenextwindowwillshowanyrulesthatyoucurrentlyhavesetup,and
itallowsyoutocreateanewrulebyclickingCreateRule.Rulescanbe
setupforaspecifictypeofnotification,orforallnotifications,basedon
theITEMTYPEselectednext.Afterselectingtheitemsyouwanttocreatea
rulefor,youcometothesamescreenyousawifyoureassignedan
approvalnotification,showninFigure420.AddaSTARTDATEandEND
DATEforyourvacationrule.Notethatevenifyouselecttodaysdateas
theSTARTDATE,anynotificationsalreadydeliveredtoyouwillnotget
forwardedtothepersonassignedinyourrule.AddaMESSAGEthatwill
appearwitheachnotificationforthepersonyouselect,andthenselect
thenamefromtheboxnexttotheREASSIGNsection.Notethatyoucan
onlyselectapersonthatissetupasanemployeeinOracle.
FIGURE419.VacationRuleslink
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FIGURE420.Vacationrules
Thesameoptionsareavailableaswhenreassigninganapproval,and
theyarecontrolledbythesameprofile.SelectApplytosavetherule,and
itgoesintoeffectonthedateandtimeassignedontheSTARTDATE,and
staysineffecttillthedateandtimeontheENDDATE,oruntilitis
removedifthereisnoENDDATE.ThisVacationRulelinkisspecifictothe
userwhoissignedintoOracle,andgeneraluserscannotcreatea
VacationRuleforotherusers,buttheworkflowadministratorcan(setup
underWorkflowAdministratorWebApplications|Administration|
VacationRules).Thisisusefulwhensomeoneisoutunexpectedlyandis
akeyapproverinthesystem.
Receiving Requisitions
ShopperscanreceiveitemsdirectlyiniProcurement,aswellasfroman
emailnotification.Empoweringtheshopperswiththesereceiving
processesbetterenables3waymatchinginPayables,whereinvoicesare
matchedtothepurchaseordersandonlypaidafterthereceipthasbeen
processed.
ReceivingfromanEMailNotification
Oraclecanbesetuptosendoutnotificationsforrequestorstoreceivean
approvedrequisitionthatisattachedtoanapprovedpurchaseorder.
Thesenotificationsarebotharemindertotheshoppertoreceivethe
goodsandamethodforactuallycreatingthereceipt.Notificationscan
eitherbesentoutviaemailorvieweddirectlywithinOracleinmany
places,includingtheiProcurementhomepage.Sendingoutnotifications
requiresthattheConfirmReceiptsWorkflowSelectOrdersconcurrent
requestberunonascheduledbasis,whilereceivingthenotificationvia
anemailrequiresthattheOracleWorkflowMailerbesetupand
running.Eachuserhastheabilitytocontrolhispreferencesfor
notifications,andifthisissettoDisableorDoNotSendMeMail,emails
willnotbereceived(iProcurement|Preferenceslink|Display
Preferences|Notificationsregion).
Notificationsaresentoutontheneedbydatethatisonthepurchase
order,whichwilldefaultinfromtherequisition.Thisdateonthe
requisitioniscontrolledbytheNEEDBYDATEOFFSETontheusers
preferences(iProcurement|Preferenceslink|iProcurement
Preferences|undertheDeliverregionofthewindow).Whileuserscan
updatethisfieldfortherequisitionstheyenter,itwilldefaultfromthe
valuesetinthePOR:DaysNeededByprofileoptionwhenauserisfirst
setup.
Oncethenotificationisreceived,shoppershavetheoptionofreceiving
theentireorder,partiallyreceivingtheorder,reassigningthis
notificationtoanotherusertoperformthereceipt,orinformingOracle
thattheitemhasnotyetbeenreceived,inwhichcaseOraclewillsendout
anewnotificationinasetnumberofdays,dependingonhowyousetup
thisworkflow(REQAPPRV).
Basic Receiving
ReceivingcanalsobeperformeddirectlyfromtheReceivingtabin
iProcurement,asseeninFigure421.Fromthiswindow,youcan
performanewreceipt,correctorreturnapreviouslymadereceipt,view
anyrequisitionsthatarewaitingforreceipts,andviewapreviously
madereceipt.
Thereareactuallymultiplewaysyoucangettothereceivingscreenfrom
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here,buttheywillalltakeyoutothesamescreen.YoucanusetheSearch
featureatthetopofthewindow,whereyoucanfindarequisitionto
receivebyrequisitionnumber,byordernumber(PONumber),orby
supplier.Youcanclickanyrequisitionsthatarelistedunderthe
RequisitionstoReceiveregionofthepage,oryoucanclickeitherofthe
ReceiveItemslinks,underReceivingandReceivingProcess.
Theselasttwolinkswillactuallyallowyoutosearchforandfindany
requisitionthatiswaitingforareceipt,nomatterwhoistherequestoron
theorder.Thisishelpful,asitallowsonepersontorequestanitemand
anothertoperformthereceipt.Forexample,ifanadministrative
assistantcreatedanorderforsuppliersforthedepartment,hemaybeon
vacationwhentheordercomesin.Thiswillallowanotherpersonto
performthereceiptinhisabsence.ThissearchscreenisseeninFigure4
22.Tofindarequisitiontoperformareceiptagainst,someorallofthe
fieldswillneedtobecompleted.TheREQUESTERwilldefaulttoyour
name,butyoucanleaveitblankorputinanotheremployeesname
instead.WhenINCLUDEPEOPLEFROMALLORGANIZATIONSisselected,the
limitationtoseeonlyrequesterswithinyourownorganizationis
removed,givingyouaccesstootherorganizations.Aspecific
REQUISITIONNUMBERcanbeentered.Thiswillonlyacceptarequisition
numberthatisinastatetoreceive,whichmeanstherequisitionis
approved,itisturnedintoapurchaseorder,andthepurchaseorderis
approved.TheNEEDBYdateontherequisitioncanbeinthefutureto
receiveagainstit.SUPPLIERcanalsobeenteredtosearchby.ORDER
NUMBERreferstothepurchaseordernumber,whileSHIPMENTNUMBERis
onlyavailableforinternalandinterorganizationorders,orforany
supplierorderwhereanAdvanceShipmentNotice(ASN)hasbeen
receivedinOracle.ITEMSDUElooksattheneedbydateanddetermines
whichrequisitionstoreturn.OptionshereincludeLast7,30,or60Days,
whichlooksforanyrequisitionthatwasdueinthepastFuture30or60
days,whichlooksatrequisitionsthathaveneedbydatesinthefuture
TodayorAnytime.WhenselectingAnytime,youdoneedtoaddatleast
oneotherselectioncriterionbeforeperformingasearch.
FIGURE421.ReceivinginiProcurement
FIGURE422.Findingorderstoreceive
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Oncetherequisitionsarefound,arequisitioncanbeselectedandthe
RECEIPTQUANTITYandUNITupdatedbeforeclickingNext.Fromhere,the
RECEIPTDATEwilldefaulttotodaysdate.Whilethisdatecanbeupdated,
Purchasing,GeneralLedger,andInventoryperiodsforitemsbeing
deliveredintoinventorymustallbeopen.Inmostsystems,thatwill
usuallyrestrictthereceiptdatetothecurrentaccountingperiod.Asseen
inFigure423,aWAYBILL number,aPACKINGSLIP,andaRECEIPT
COMMENTcanalsobeaddedbutarenotrequired.Thereceiveristhen
promptedwithareviewscreenpriortosubmittingthereceipt,allowing
himtoensurethattheinformationheenteredwasaccurate.
FIGURE423.Receivingaspecificrequisition
Express Receiving
Expressreceivingreducesthedatatheuserscanupdateduringthe
receivingprocess,aswellasthenumberofscreensseenandmouse
clickstheyneedtodo.Anormalreceipthasthreepagesthatneedtobe
reviewedpriortocompletingthereceipts,whereasExpressReceiptswill
receivetheitemassoonastheExpressReceiptbuttonisclicked.The
profilePOR:SupportReviewforExpressReceivewilldetermineifthe
receiverseesareviewpagepriortothesystemcommittingthereceipt,as
seeninFigure424.Whenthisprofileisnotturnedon,thereceiverwill
beinformedofthereceiptnumber,seeninFigure425.
FIGURE424.ExpressReceiptwithReview
FIGURE425.ExpressReceiptConfirmation
Viewing Receipts
Afterarequisitionhasbeenreceived,youcanviewthereceiptatany
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timebyselectingViewReceiptsandfindingthereceiptwiththesame
searchoptionsthatwereavailabletocreateareceipt(seethe
immediatelyprecedingsection).ClickingtheRECEIPTNUMBERwillshow
detailsaboutthereceipt,asseeninFigure426.
Receipt Corrections
Inevitably,receivingmistakeshappen,andacorrectionneedstobe
done.SelectingtheCorrectReceiptslinkfromthemainreceivingpage
allowscorrectionstobemadetothequantitiesreceived.Receiptscanbe
foundbythepersonwhoperformedthereceipt(RECEIPTCREATEDBY),the
dateitwasreceived(ITEMSRECEIVED),RECEIPTnumber,REQUISITION,or
ORDERNUMBER,orelsebytheSUPPLIERonthepurchaseorder.Oncethe
receiptisfound,aCORRECTQUANTITY/AMOUNTcanbeentered,shownin
Figure427.Areviewpageallowsthereceivertoseethechangein
receiptquantitiesoramountsbeforesubmittingthechange.
FIGURE426.Viewingreceipts
FIGURE427.Correctingreceipts
Returning Items to Suppliers

Fromtimetotime,anitemneedstobereturnedtothesupplier,possibly
becauseitwasdamagedorthewrongitemwasordered.Receipt
CorrectionsshouldnotbeconfusedwithReturns(sometimescalledRTS,
orReturntoSupplier).Correctionsareperformedtocorrectamistakein
thereceivingtransaction,whereasanRTSisperformedwhentheitemis
returned,andindicatestotheaccountingdepartmentthatacreditshould
beexpectedfromthesupplier.
Toperformareturn,usetheReturnItemslinkfromthereceivinghome
page.ReferringtoFigure428,theRETURNQUANTITYcanbeentered.
NoticethattheQUANTITYRECEIVEDinthisexamplehasasmallcirclenext
toit.Thisindicatesthatthereceipthasacorrectionagainstit,and
clickingthequantitywillshowboththeoriginalreceiptandany
corrections.
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9/6/2015
FIGURE428.Returnstothesupplier
AfterclickingNext,thereceivercanenteraREASONforthereturn,as
wellasaRETURNMATERIALAUTHORIZATION,orRMA,ifonewasreceived
fromthesupplier.TheRMAislikeapurchaseorder,exceptitisissued
fromthesupplierandauthorizesthecompanywhoorderedtheproductto
senditback.AdditionalCOMMENTScanalsobeadded.Noticethatthe
REASONfieldhasaflashlightnexttoit,indicatingthattheuserneedsto
selectavaluefromapredefinedlist.ThislistissetupinPurchasing|
Setup|TransactionCodes.Afterthisinformationiscompleted,areview
pageappearsbeforeallowingyoutosubmit.
CreatingDebitMemosAutomaticallyforReturns
Asmentionedearlier,areturntothesupplierindicatestoaccountingthat
acreditshouldbeexpectedfortheseitems.Intodaysautomatedworld,
everyshipmentwillgenerateaninvoice,andeveryreturnacredit.
Oracleallowsthesystemtoautomaticallygenerateadebitmemoin
Payablesfortheseitems.(Theonlydifferencebetweenadebitmemoand
acreditmemoiswhogeneratesthetransaction.Debitmemosare
generatedinternally,whereascreditmemosaregeneratedandsent
fromthesupplier.)Whentheprofile(SystemAdministrator|Profile|
System)calledPOR:EnableAutomaticDebitMemoCreationforReturns
issettoYes,Oraclewillautomaticallygenerateadebitmemoin
PayablesforeachreturnmadetoasupplierwiththeCREATEDEBITMEMO
FROMRTSTRANSACTIONoptionselected,asshowninFigure429.
FIGURE429.Enablingasuppliertogeneratedebitmemosin
Payablesforreturns
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4 Using IProcurement - Oracle Self-Service Applications

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9/6/2015

Oracle Self-Service Applications

Shopping the Main Store for Internal Items

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Shopping Using a Punchout

Creating and Using Shopping Lists

Shopping from Non-Catalog Requests and

Checking Out and Creating

Viewing Requisitions and Their Statuses

Basic Requisition Flow

Other Requisition Actions

Additional Features Under the Requisitions

Returning Items to Suppliers

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