Use Oracle Visual Builder Add-In For Excel To Create Purchase Requisitions

Using Oracle Visual Builder
Add-in for Excel to Create

Purchase Requisitions
Oracle Fusion Self Service Procurement Cloud 22A
JANUARY 7, 2022
DISCLAIMER
The following is intended to outline our general product direction. It is intended for information
purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any
material, code, or functionality, and should not be relied upon in making purchasing decisions. The
development, release, and timing of any features or functionality described for Oracle’s products
remains at the sole discretion of Oracle.
2 Using Oracle Visual Builder Add-in for Excel to Create Purchase Requisitions
Table of Contents
Introduction .................................................................................................. 5
Oracle Visual Builder Add-in for Excel ......................................................... 6
Create Requisitions Using Excel Add-in ...................................................... 6
Purchase Requisitions Template .................................................................................................. 6
Roles and Privileges ..................................................................................................................... 7
Add-in Options .............................................................................................................................. 7
How You can configure The Excel Add-in ................................................... 9
Service Host Setup ....................................................................................................................... 9
Descriptive Flexfields Setup........................................................................................................ 10
Refresh Business Object Catalog ............................................................................................... 10
Add Requisition Header Descriptive Flexfields to the Form Layout ............................................ 11
Add Requisition Line Descriptive Flexfields to the Table Layout ................................................ 16
Add Requisition Distribution Descriptive Flexfields to the Table Layout ..................................... 21
Hide Projects Descriptive Flexfields in the Requisition Distributions Table Layout .................... 25
Reconfigure the Fields in the Requisition Header & Lines Worksheet ....................................... 26
Business Use Cases .................................................................................. 28
Create and Submit Requisitions ................................................................................................. 28
Update Lines from a Specific Requisition ................................................................................... 33
Cancel Specific Requisition Lines/Cancel Requisition ................................................................ 36
Tips and Considerations ............................................................................ 38
Publish Purchase Requisitions Template .................................................. 38
References for the Oracle Visual Builder Add-in for Excel ........................ 39
INTRODUCTION
For any procurement organization in a company, creating purchase requisitions to procure goods
and services is a core business process. Oracle Fusion Self Service Procurement Cloud supports
various modes of creation of purchase requisitions. Here's is the list of purchase requisition
creation modes, with their primary use cases, that we support:
• Fusion Self Service Procurement Cloud Web Application
o Self Service Requesters shop for items and submit requisitions
o Procurement Preparers and Advanced Procurement Requesters create and submit

requisitions
• Requisition Import Using Scheduled Processes
o Designated users create requisitions using file-based data import (FBDI)
• Purchase Requisition Web service
o System integration including Fusion SCM integrations
• Purchase Requisition REST API
o System Integration
o Human users authorized with required privilege
In this solution, we introduce a spreadsheet-based mechanism to create requisitions. MS Excel

application leverages the Purchase Requisitions REST API for requisition creation. In this
document, we will see how to use this new solution. Here are some of the features we will discuss
in detail:
• User-friendly Excel interface to interact with the Purchase Requisitions REST API.
• Ease of working on large requisitions by leveraging MS Excel’s Data Manipulation feature.
• Flexibility to re-design the Excel template based on customer requirements
• Robust error reporting and handling at the excel spreadsheet layer
ORACLE VISUAL BUILDER ADD-IN FOR EXCEL
Figure 1 Representation of Excel Add-in interaction with Cloud REST API
The Oracle Visual Builder Add-in for Excel feature integrates MS Excel spreadsheets with REST services to retrieve, analyze, and edit
data using REST services.
After the Add-in is configured to the REST service for a business entity, it can be efficiently used to download data for the entity and
perform operations such as create, update, and delete on the data using MS Excel. You can perform any custom operations supported
by the REST API as per business needs.
CREATE REQUISITIONS USING EXCEL ADD-IN
Purchase Requisitions Template

Fusion Self Service Procurement has created easy-to-use template for you to leverage the capability of the Excel Add-in backed by
the Purchase Requisitions REST API.
Template Worksheets: Usage
WORKSHEET NAME LAYOUT TYPE USAGE
Requisition Headers & Form over Table • Download and View requisition header and lines
Lines Layout • Add/Update header and line level descriptive flexfields information
• Create/Update requisition header and lines in a single upload
• Delete requisition lines from a requisition
• Perform custom operations
• Add/Update header and line level descriptive flexfields information
• Create/Update requisition header and lines in a single upload
• Delete requisition lines from a requisition
• Perform these custom operations:
• Create default distributions for a requisition
• Calculate tax and derive charge accounts
• Submit requisitions for approval
• Cancel requisitions
• Cancel individual requisition lines
Requisition Table Layout • View all distributions across lines for the requisition
Distributions • Create/Update/Delete distributions for one or more lines
• Update distribution descriptive flexfields information
• Update projects descriptive flexfields information
Roles and Privileges

To use the purchase requisitions template based on the Visual Builder Add-in for Excel, you need these privileges.
Security
PRIVILEGE NAME AND CODE FUNCTION APPLICATION ROLE
Manage Requisition Create, Update, and Delete Procurement Requester

POR_MANAGE_REQUISITION_PRIV requisitions using REST API
Add-in Options
You can perform configuration and data operations using the different menu options available on the Add-in template. In this section,
we introduce the options and their function.
This screenshot highlights the different buttons/tabs available on the Add-in template.
Figure 2 Oracle Visual Builder Add-in menu options.
• Designer (1): Opens the Layout Designer Pane (1A) that has multiple tabs:
– Query Tab (1B): You can use the Query tab to set data filters based on multiple attributes before downloading data. It can also be
used to apply REST finders.
– Form Tab (1C): Displays options to add, edit, and delete form fields.
– Table Tab (1D): Displays options to add, edit, and delete table fields.
• Download Data (2): Downloads Data for the object(s) in the spreadsheet.
• Table Row Changes (3): Displays options to Create (Insert Rows), Update (Mark as changed), Delete (Mark for Delete), and
Perform custom action (Mark for Action) menu options.
• Upload Changes (4): Uploads the changes to the data to the application.
• Form Row Changes (5): Displays options to Create Form Row and Perform custom action (Mark for Action) menu options.
Applicable to Form-Over-Table Layouts only.
HOW YOU CAN CONFIGURE THE EXCEL ADD-IN
Service Host Setup

To use the Add-in, you need to configure the service host to point to the details of your cloud instance. You can configure the cloud
instance service host using either Advanced menu or Manage Catalogs.
Advanced Menu
1. Click the Oracle Visual Builder tab.
2. Open the Requisition Header & Lines worksheet
3. Click Advanced, and then click Edit Service Host.
4. On the Service Configuration dialog window, provide the service host name. For example: https://hostname.oraclecloud.com
Figure 3 Configure the cloud instance service host using Advanced menu.
Manage Catalogs
1. Click Manage Catalogs.
2. On the Manage Business Object Catalogs dialog window, click purchaseRequisitions, and then click the Edit icon.
3. On the Business Object Catalog Editor dialog window, provide the service host name. For example:
https://hostname.oraclecloud.com
4. Click Done.
Figure 4 Configure the service host using Manage Catalogs
Descriptive Flexfields Setup

In this section, we will see how to expose and use descriptive flexfields for requisition header, lines, and distributions in the purchase
requisitions template based on the Visual Builder Add-in for Excel.
Note: You can't show or hide individual descriptive flexfields. When you enable descriptive flexfields context, global segments,
Context, and context sensitive segments will be shown in the same order. This order cannot be changed either.
Refresh Business Object Catalog

To import the descriptive flexfields definition configured in the Oracle Fusion Web Application into the excel template, refresh the
purchase requisitions business object catalog by following these steps:
1. Click Oracle Visual Builder, and then click Manage Catalogs.
2. On the Manage Business Object Catalog dialog box, click the purchaseRequisitions catalog name.
3. Click the refresh icon.
4. In the Web Address field, provide the Purchase Requisition REST endpoint URL. For example:
https://hostname.oraclecloud.com/fscmRestApi/resources/latest/purchaseRequisitions/describe
5. Click OK.
Figure 5 Refresh purchase requisitions business object definition using Manage Catalogs
Add Requisition Header Descriptive Flexfields to the Form Layout

Descriptive flexfields are represented by the Context Segment defined for the requisition headers in the Manage Descriptive Flexfields.
You can follow these steps to check the descriptive flexfields in your Oracle Fusion Web Application:
1. In the Setup and Maintenance work area, select:
a. Procurement offering
b. Self Service Procurement functional area
c. Manage Requisition Descriptive Flexfields task
2. Click POR_REQUISITION_HEADERS.
3. To check the requisition header descriptive flexfields, click the Edit icon.
For example, we have considered these descriptive flexfields values:
• Global Segments: Region & Effective Date
• Context Segment: Territory
• Context Sensitive Segments: Different sensitive segments based on the Territory selected
Figure 6 Context segment setup for requisition headers descriptive flexfields in the application.
For our example, descriptive flexfields for the requisition header will be represented by the Context Segment Territory.
To add header descriptive flexfields to the form layout, follow these steps:
1. Open the Requisition Header & Lines worksheet.
2. Click Oracle Visual Builder, and then click Designer.
3. On the Layout Designer, click the Form tab.
4. To manage the form fields, click the “+” icon.
Figure 7 Select Add icon for Form in Layout Designer to manage form fields
5. On the Form Field Manager window, select Territory. When Territory is selected as a field, the requisition header descriptive
flexfields will be added to the form layout.
Figure 8 Select the requisition headers descriptive flexfields context segment from available fields.
6. Click Done.
7. To update the table layout, click Redraw Layout.
Figure 9 Requisition header descriptive flexfields displayed in the form layout.
After you redraw the layout, all the enabled global segments, context segment, and context sensitive segments related to the
requisition headers will be displayed in the form layout. When you create the requisition, based on the selected context value,
corresponding context sensitive segments will be either exposed or hidden.
Figure 10 Context sensitive segments expand based on the selected context.
Add Requisition Line Descriptive Flexfields to the Table Layout

Descriptive flexfields are represented by the Context Segment defined for the requisition lines in the Manage Descriptive Flexfields.
2. Click POR_REQUISITION_LINES.
3. To check the requisition lines descriptive flexfields, click the Edit icon.
• Global Segments: Service Agreement, Service Products, and Original Requester
• Context Segment: Country
• Context Sensitive Segments: Different sensitive segments based on the Country selected
Figure 11 Global segments and Context segment setup for requisition lines descriptive flexfields in the application.
Figure 12 Context segment setup for requisition lines descriptive flexfields in the application.
For our example, descriptive flexfields for the requisition lines will be represented by the Context Segment Country.
To add line descriptive flexfields to the table layout, follow these steps:
3. On the Layout Designer, click the Table tab.
4. To manage the table columns, click the “+” icon.
Figure 13 Select Add icon for Table in Layout Designer to manage table columns.
5. On the Table Column Manager window, select Country. When Country is selected as a field, the requisition line descriptive
flexfields will be added to the table layout.
Figure 14 Select the requisition line descriptive flexfields context segment from available fields.
6. Click Done.
After you redraw the layout, all the enabled global segments, context segment, and context sensitive segments related to the
requisition line will be displayed in the table layout. When you create the requisition, based on the selected context value,
corresponding context sensitive segments will be made updatable.
Figure 15 Requisition lines descriptive flexfields displayed in the table layout.
In a table layout, the superset of all possible context sensitive segments for all possible context values will be displayed in the table.
Only a subset of them are relevant to each line depending on the current context value for that line. Fields will be shown as read-only
dynamically to indicate which segments are applicable to the current line based on the context selected.
In the above example:
• "States In US" is relevant to a "Country" value of "United States".
• "Indian States" is relevant to a "Country" value of "India".
• If the value of "Country" is null/empty, none of the context sensitive segments are applicable.
Figure 16 Context sensitive segments are editable based on the selected context.
Add Requisition Distribution Descriptive Flexfields to the Table Layout

Descriptive flexfields are represented by the Context Segment defined for the requisition distributions in the Manage Descriptive
Flexfields.
2. Click POR_REQ_DISTRIBUTIONS.
3. To check the requisition distributions descriptive flexfields, click the Edit icon.
• Global Segments: Service Company, and Effective Date
• Context Segment: Region
• Context Sensitive Segments: Different sensitive segments based on the Region selected
Figure 17 Context segment setup for requisition distributions descriptive flexfields in the application.
In this case, Descriptive flexfields for the Requisition Distributions will be represented by the Context Segment Region.
To add distribution descriptive flexfields to the table layout, follow these steps:
1. Open the Requisition Distributions worksheet.
3. On the Layout Designer, click the Columns tab.
Figure 18 Select Add icon for Table in Layout Designer to manage columns.
5. On the Table Column Manager window, select Region. When Region is selected as a field, the requisition distributions
descriptive flexfields will be added to the table layout.
Figure 19 Select the requisition distributions descriptive flexfields context segment from available fields.
6. Click Done.
Figure 20 Requisition distributions descriptive flexfields displayed in the table layout.
After you redraw the layout, all the enabled global segments, context segment, and context sensitive segments related to requisition
distribution will be displayed in the table layout. When you create the requisition, based on the selected context value, corresponding
context sensitive segments will be made updatable.
Hide Projects Descriptive Flexfields in the Requisition Distributions Table Layout

Projects descriptive flexfields are displayed by default in the requisition distributions table layout. If your business use cases don’t
require projects, follow these steps to hide them in the template:
1. Open the Requisition Distributions worksheet.
3. On the Layout Designer, click the Columns tab.
5. On the Table Column Manager window, deselect the Context Value check box.
Figure 21 Deselect the Context Value check box to hide the projects fields
6. Click Done.
Reconfigure the Fields in the Requisition Header & Lines Worksheet

The Refresh Business Object Catalog action will reset some of the fields and you need to reconfigure them again.
Note: You need to perform these steps every time you refresh business object catalog.
Requisitioning BU Id field on the requisition header form:
4. On the Form, click Requisitioning BU Id field and then click the Edit icon.
5. On the Business Object Field Editor window, deselect these check boxes: Required for create, Editable on update, and Editable
on create.
6. Click Done.
7. To make the changes reflect in the layout, click Redraw Layout.
Similarly, you need to reconfigure these fields and select the Required for create check box to make them required during requisition
entry.
On the Requisition Header Form:
• Requisition BU
• Description
• Entered by Email
• Externally Managed Flag
On the Requisition Lines Table:
• Line Number
• Destination Type
• Deliver-to Organization
• Requester Email
• Requested Delivery Date
• Line Type Code
For example: We have listed the steps to reconfigure the Requisition BU field on the Requisition Header & Lines worksheet in the
Excel template. You can follow these steps to reconfigure other fields.
4. On the Form, click Requisitioning BU field and then click the Edit icon.
5. On the Business Object Field Editor window, select the Required for create check box.
6. Click Done.
7. To make the changes reflect in the layout, click Redraw Layout.
BUSINESS USE CASES
In this section, we will see how you can use the Visual Builder Add-in for Excel based template to accomplish different business
functions in the areas of managing requisition data.
Create and Submit Requisitions

Scenario: You want to create a requisition and submit for approval.
2. To enable requisition header information entry, click Form Row Changes and then click Create Form Row.
Figure 22 Create Form row to enter requisition header data.
3. Enter the header information as needed. The required fields are indicated by * and highlighted in red.
Figure 23 Required fields are highlighted in red.
4. To create a row in the table for requisition line entry, click Table Row Changes and then click Insert Rows.
Figure 24 Insert rows to enter requisition line data.
5. Enter the line information in the highlighted row.
Figure 25 Enter requisition line information in table row.
6. To add more lines, you can keep entering data in new lines and the Add-in automatically marks them for Create. To copy/serial fill
data, you can use Excel features such as drag and drop.
7. To create the requisition, click Upload Changes. On upload, the requisition with lines will be created. Status of the data is
indicated at the row level and details can also be viewed in the Status section of the spreadsheet.
Figure 26 Upload changes to save data to the application.
Figure 27 Successful creation of requisition header and lines.
8. To create distributions, follow these steps:
a. Click Form Row Changes.
b. On the Choose an action to perform on the form row dialog box, to add a default distribution for each line in the
requisition, click Create Default Distributions.
c. On completion of the action, click Download Data for the requisition by entering the requisition number and then to check
the created distributions, open the Requisition Distributions worksheet.
Tip: Alternatively, to create distributions, open the Requisition Distributions worksheet and enter one or more distributions per line by
entering the line number in each row and click Upload Changes.
Figure 28 Custom operation to create distributions automatically.
9. To enter project information, follow these steps:
a. In the Requisition Distributions worksheet, select POR: Requisition in the Context Value field for each distribution row.
b. In the Project Number field, search and select the desired project from the available projects for the requisitioning BU.
c. To enter the remaining projects descriptive flexfields, search and select the desired values, and click Upload Changes.
Figure 29 Projects descriptive flexfields displayed in the table layout.
10. To submit the requisition for approvals, follow these steps:
a. Click Form Row Changes.
b. To see the available custom actions on the row, click Perform Action.
c. Click the Submit Requisition action.
Update Lines from a Specific Requisition

Scenario: You want to update requisition lines from a specific requisition.
2. Click Download Data.
3. Enter the Requisition Number of the incomplete requisition that you want to update when prompted.
Figure 30 Download data for a specific requisition by providing requisition number.
4. On the Table Row Changes menu, mark lines for operations such as update and delete.
Figure 31 Use Table Row Changes menu to mark lines for changes.
5. Click Upload Changes. On uploading the changes, status is indicated by the Add-in for each action.
Figure 32 Confirmation on saving line changes.
Cancel Specific Requisition Lines/Cancel Requisition
Scenario: You want to cancel requisition lines from the submitted requisition or cancel the requisition.
Cancel requisition lines from the submitted requisition
2. Click Download Data.
3. Enter the requisition number of the submitted requisition that you want to update when prompted.
4. To cancel specific requisition lines, enter cancel reason for the lines. This marks the line for cancelation as indicated by the
Change column of the table.
Figure 33 Provide cancel reason and mark line for cancelation.
5. To perform the cancel action, Click Upload Changes. The status of the operation is indicated in the Status panel as well as at the
line level.
Figure 34 Confirmation on successful cancelation of lines.
Cancel the requisition
1. Click Form Changes.
2. Click Perform Action, then click Cancel.
3. Enter the reason for the cancelation.
4. Click OK. The cancel operation is performed, and status displayed in the status panel as well on the Perform action dialog box. To
see the updated status, you can download data for the requisition and confirm.
Figure 35 Confirmation on successful cancelation of requisition using header action.
TIPS AND CONSIDERATIONS

• The requisition submission is limited to a requisition with 500 lines.
• Defaulting of descriptive flexfields based on configuration isn’t supported.
• Projects descriptive flexfields in Requisition Distributions worksheet work only when the requisition header is uploaded. It’s
recommended to not remove Requisitioning BU Id field from the Requisition Header & Lines worksheet.
• When you click Upload Changes after correcting data for errors related to descriptive flexfields and projects descriptive flexfields,
the add-in sometimes incorrectly shows "This row has been modified by another user. Please download before editing." error
message, even if the requisition is not modified by another user. This is a known limitation. To avoid this error message, you must
first download data before uploading it to fix such errors.
PUBLISH PURCHASE REQUISITIONS TEMPLATE

• The Oracle Visual Builder Excel based Purchase Requisitions template is pre-configured to display key columns at header, line,
and distribution that are relevant to requisition creation.
• Several columns at every level are hidden by default. Using the Designer, you can modify the template to tailor to your
organizational requirements. The modifications include but are not restricted to:
– Hide/Show fields
– Change the sequence fields
– Marking fields as mandatory
• You can also release these templates for end users to do data entry using the Publish feature of the Oracle Visual Builder Excel
Add-in.
Figure 36 Publish template changes.
• Publishing creates a copy of the workbook with the option to hide design tools. If hidden, the worksheet protection turned on for
each worksheet with a layout thereby locking the layouts. The design tools do not appear in the Oracle Visual Builder tab of the
Excel ribbon (Designer, Delete Layout, and Publish buttons).
Figure 37 Oracle Visual Builder menu options after template is published.
REFERENCES FOR THE ORACLE VISUAL BUILDER ADD-IN FOR EXCEL

• Download Oracle Visual Builder Add-in for Excel
– https://www.oracle.com/downloads/cloud/visual-builder-addin-downloads.html
• Documentation Guide on Visual Builder Add-in for Excel
– https://docs.oracle.com/en/cloud/paas/app-builder-cloud/visual-builder-excel/toc.htm
• Documentation Tutorial on Visual Builder Add-in for Excel
– https://docs.oracle.com/en/cloud/paas/app-builder-cloud/tutorial-excel-add-in/index.html
• Documentation guide for end user to manage data using Oracle Visual Builder Add-in for Excel
– https://docs.oracle.com/en/cloud/paas/app-builder-cloud/visual-builder-excel-data/
• Troubleshooting excel workbooks
– https://docs.oracle.com/en/cloud/paas/app-builder-cloud/visual-builder-excel/troubleshooting-excel-workbooks.html#GUID-
36A1EF56-F1C0-4F41-8952-B17294A37BE0
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Using Oracle Visual Builder

Add-in for Excel to Create

Oracle Fusion Self Service Procurement Cloud 22A

Oracle Visual Builder Add-in for Excel ......................................................... 6

Create Requisitions Using Excel Add-in ...................................................... 6

Purchase Requisitions Template .................................................................................................. 6

Roles and Privileges ..................................................................................................................... 7

Add-in Options .............................................................................................................................. 7

How You can configure The Excel Add-in ................................................... 9

Service Host Setup ....................................................................................................................... 9

Descriptive Flexfields Setup........................................................................................................ 10

Refresh Business Object Catalog ............................................................................................... 10

Add Requisition Header Descriptive Flexfields to the Form Layout ............................................ 11

Add Requisition Line Descriptive Flexfields to the Table Layout ................................................ 16

Add Requisition Distribution Descriptive Flexfields to the Table Layout ..................................... 21

Business Use Cases .................................................................................. 28

Create and Submit Requisitions ................................................................................................. 28

Update Lines from a Specific Requisition ................................................................................... 33

Tips and Considerations ............................................................................ 38

Publish Purchase Requisitions Template .................................................. 38

• Fusion Self Service Procurement Cloud Web Application

o Self Service Requesters shop for items and submit requisitions

o Procurement Preparers and Advanced Procurement Requesters create and submit

• Requisition Import Using Scheduled Processes

o Designated users create requisitions using file-based data import (FBDI)

• Purchase Requisition Web service

o System integration including Fusion SCM integrations

• Purchase Requisition REST API

o Human users authorized with required privilege

In this solution, we introduce a spreadsheet-based mechanism to create requisitions. MS Excel

• Ease of working on large requisitions by leveraging MS Excel’s Data Manipulation feature.

• Flexibility to re-design the Excel template based on customer requirements

ORACLE VISUAL BUILDER ADD-IN FOR EXCEL

Figure 1 Representation of Excel Add-in interaction with Cloud REST API

CREATE REQUISITIONS USING EXCEL ADD-IN

Purchase Requisitions Template

Template Worksheets: Usage

WORKSHEET NAME LAYOUT TYPE USAGE

Roles and Privileges

PRIVILEGE NAME AND CODE FUNCTION APPLICATION ROLE

Manage Requisition Create, Update, and Delete Procurement Requester

Service Host Setup

1. Click the Oracle Visual Builder tab.

2. Open the Requisition Header & Lines worksheet

3. Click Advanced, and then click Edit Service Host.

1. Click Manage Catalogs.

Descriptive Flexfields Setup

Refresh Business Object Catalog

1. Click Oracle Visual Builder, and then click Manage Catalogs.

3. Click the refresh icon.

Add Requisition Header Descriptive Flexfields to the Form Layout

1. In the Setup and Maintenance work area, select:

b. Self Service Procurement functional area

c. Manage Requisition Descriptive Flexfields task

For example, we have considered these descriptive flexfields values:

• Global Segments: Region & Effective Date

• Context Segment: Territory

1. Open the Requisition Header & Lines worksheet.

2. Click Oracle Visual Builder, and then click Designer.

3. On the Layout Designer, click the Form tab.

4. To manage the form fields, click the “+” icon.

7. To update the table layout, click Redraw Layout.

Add Requisition Line Descriptive Flexfields to the Table Layout