UNDERSTANDING ORACLE

IPROCUREMENT IN R12
PROCURE TO PAY: ORACLE
IPROCUREMENT
Ordering

Sourcing Payment,
Analysis

RFQ, Auction,
Supplier selection Requisition Purchase orders Receipt Invoice, Analysis,
Quotation & agreements matching, manage
payment suppliers
ORACLE ADVANCED PROCUREMENT
Oracle Applications

Browser www Collaboration

Orders

Transactions EDI & XML Approvals

Suppliers Receiving
gateway
Procure-to-pay flow
Catalog updates

Requisition Payables
Content Catalog E-Content
providers updates catalogs

Negotiations Intelligence
Marketplaces
ORACLE IPROCUREMENT IN E-
BUSINESS Suppliers
External Marketplaces Catalogs

Third-party
catalogs
Catalogs & Electronic
content documents
(XML, cXML)

Posted Orders & Receipts & EDI & XML

Local RFQs schedules payments Gateway
catalog
iSupplier Portal

Local Sourcing & Pay on Financial

Orders Receiving Invoicing
request approval receipt reporting
iProcurement Oracle Purchasing Oracle Payables

Purchasing Intelligence
KEY ORACLE IPROCUREMENT
CAPABILITIES
• Ability to buy administrative items
• Ability to buy production items
• Self-guiding catalog
• Desktop receiving
• Single global instance
• Punchout to marketplaces
• Integration with enterprise resource planning
(ERP) system
E-BUSINESS SUITE INTEGRATION

Payables Human Resources

iProcurement

Purchasing eCommerce
& XML
Gateway

General
Workflow Projects
Ledger
 PROCUREMENT SUITE INTEGRATION

Purchasing iSupplier Portal

Services iProcurement Sourcing

Procurement

DBI for Procurement Supplier Network

KEY FUNCTIONALITY OF ORACLE
IPROCUREMENT
Checkout and
submit
requisition

Approval and
order creation

Catalog content Find the correct

creation and item and add to
management shopping cart Receive order
ORACLE IPROCUREMENT CONTENT
MANAGEMENT
Supplier
Oracle •XML Schema
Purchasing •Tab-delimited •XML
•Items (spreadsheet) •eContent
•Categories •Online authoring Manager
•Requisition
Templates
•Blanket
Agreements
•Quotations
•Approved
supplier list
Internal
catalog
Oracle iProcurement
• Online authoring
• Spreadsheet upload
CONTENT ZONES
Containers for shopping content

Computer Office Supplies

Peripherals
STORES

 Stores are simply a way to organize catalogs

 Stores are created from content zones
 Stores guide requesters to relevant contents
 Stores are configured by the administrator:
 Organize content by usage
 Organize content by source

 Organize content by relevance

SHOPPING
Internal Non-Catalog
catalog

My Favorites
Other Favorites
Shopping Lists
Search
Categories
External
Marketplace or
supplier
Select items

Add items to
shopping cart
OVERVIEW OF CHECKOUT

Items from
shopping

1. Requisition information
2. Select approvers

Review and submit

requisition for approval
APPROVAL AND DOCUMENT CREATION
Approved
requisition

Create Documents
AutoCreate workflow

Purchase order or release

OVERVIEW OF RECEIVING

Order Shipment Receipt

Transmission Notification Confirmation
• Printed • Printed • Receipts
• E-mail • EDI • Corrections
• EDI • iSupplier Portal • Returns
• XML
CENTER-LED PROCUREMENT
Request Source Order Pay

Business
unit 1

Intercompany
Shared Services Invoicing
Center

Business
unit 2
ORACLE IPROCUREMENT SHOPPING
DATA FLOW
XML/cXML SQL

Internal
iProcurement
Marketplace or catalog
supplier
Extractor

E-Business
Tax
Oracle
Purchasing Upload
Oracle
Payables
Text
XML
ORACLE IPROCUREMENT
SUBMIT REQUEST DATA FLOW

Requisition

Oracle
iProcurement Purchasing
Printed,
Faxed,
Purchase eMailed
Order or order
Workflow Release
Supplier
1. PO Req Approval WF
(workflow)
2. PO Create
Documents WF e-Commerce or
3. PO Approval WF XML Gateway
ORACLE IPROCUREMENT SETUP
OVERVIEW

Oracle Applications setup

Oracle Purchasing setup

Oracle iProcurement setup

ORACLE IPROCUREMENT SETUP STEPS

1. Perform Oracle iProcurement-specific system

administration setup
2. Define information templates
3. Define data security (realms)
4. Verify profile options for iProcurement
5. Verify workflow settings for iProcurement
6. Perform preliminary catalog load
7. Perform preliminary catalog schema maintenance
8. Set up company specific order controls
9. Implement custom packages
ORACLE IPROCUREMENT
SETUP STEPS
PROCUREMENT PROCESS: ORACLE
IPROCUREMENT
Requisitions
Catalog
Content
Purchase
Management
Orders

Ordering
RFQs/
Quotations Receiving
Sourcing
Orders

Analysis

Invoice/
Supplier Payment
Management
Reporting
Supplier
Performance
ORACLE APPLICATIONS SETUP
OVERVIEW

  Setup Step Oracle Purchasing is Oracle Purchasing is

setup not setup
1 Set Up System Administrator Not Required Required

2 Define Accounting Key Flexfields Not Required Required

3 Set Up Calendars, Currencies, and Not Required Required

Set of Books
4 Define Human Resources Key Not Required Required
Flexfields
5 Define Locations Not Required Required

6 Define Organizations and Not Required Required

Organization Relationships
7 Convert to a Multi-Org Architecture Not Required Optional

8 Define Inventory Key Flexfields Not Required Required

9 Define Units of Measure Not Required Required

10 Define Freight Carriers Not Required Optional

ORACLE APPLICATIONS SETUP
OVERVIEW - 2
11 Define Item Attributes, Codes and Not Required Required
Templates
12 Define Categories Not Required Required

13 Enable Categories for Oracle Required Required

iProcurement
14 Set Up Personnel Not Required Required

15 Set Up Oracle Workflow Not Required Required

16 Decide How to Use the Account Not Required Required

Generator
17 Open Inventory and Purchasing Not Required Required
Accounting Periods
18 Define Subinventory Locations Not Required Optional

19 Define Cross-Reference Types Not Required Optional

20 Define Tax Codes Not Required Optional

ORACLE APPLICATIONS SETUP
OVERVIEW - 3
21 Define Payment Terms Not Required Optional

22 Set Up Approval Information Not Required Required

23 Define Lookups and Classes Not Required Required

24 Define Standard Attachments Not Required Optional

25 Define Purchasing Options Not Required Required

26 Define Buyers Not Required Required

27 Define Items Not Required Optional

28 Define Line Types Not Required Required

29 Start the Purchasing Database Not Required Required

Administrator
30 Define Financial Options Not Required Required
ORACLE APPLICATIONS SETUP
OVERVIEW - 4
31 Define Transaction Reasons Not Required Optional

32 Define Receiving Options Not Required Required

33 Set Up Transaction Managers and Not Required Required

Resubmission Intervals

34 Define Suppliers Not Required Required

35 Set Up Workflow Options Not Required Required

36 Submit Workflow-related Processes Not Required Required

37 Define Descriptive Flexfields Not Required Optional

38 Set Up Automatic Sourcing Not Required Optional

39 Perform Additional System Not Required Required

Administrator Setup
40 Define Manufacturing System and Not Required Required
User Profiles
ORACLE IPROCUREMENT SETUP
OVERVIEW

 Perform Oracle iProcurement specific system

administration setup
 Verify profile options that impact Oracle iProcurement
 Define requisition templates
 Define information templates
 Initialize the catalog:
 Perform preliminary catalog load
 Preliminary catalog maintenance
 Define realms
PERFORM ORACLE IPROCUREMENT
SPECIFIC SYSTEM ADMINISTRATION SETUP
 Define additional responsibilities and set profile options
 Define additional users
VERIFY PROFILE OPTIONS THAT IMPACT
ORACLE IPROCUREMENT: ORACLE
APPLICATIONS
Audit Trail: Activate

Default Country

Help Localization Code

GL: Set of Books Name

Sequential Numbering

HR: User Type

VERIFY PROFILE OPTIONS THAT IMPACT
ORACLE IPROCUREMENT: ORACLE
PURCHASING
PO: Set Debug Workflow On

PO: Workflow Processing Mode

MO: Operating Unit

HR: Cross Business Groups

HR: Business Group

VERIFY PROFILE OPTIONS THAT IMPACT
ORACLE IPROCUREMENT
Attachment File Directory

ICX: Limit connect

ICX: Limit time

ICX: Override Location Flag

ICX: Override Requestor

POR: Amount Based Services Line Type

POR: Goods Line Type

VERIFY PROFILE OPTIONS THAT IMPACT
ORACLE IPROCUREMENT: CONTINUED
POR: Rate Based Services Line Type

POR: Approved Pricing Only

POR: System Approvers are Mandatory

POR: Hosted Images Directory

POR: Load Auto Category

POR: One Time Location

TAX: Allow Override of Tax Code

REQUISITION TEMPLATES
 Use requisition templates to simplify the process
of requisitioning frequently requested items.
 Consists of items, pricing and
sourcing information.

Requisition template Requisitions

DEFINE INFORMATION TEMPLATES

Seq Name Default

10 Name

20 Title

30 Address

40 City, State, Zip

50 Phone

60 E-Mail @oracle.com
SET UP CATALOG
 Create Blanket Purchase Agreement (Oracle Purchasing)
 Perform item content load
 Perform schema content load

Item Content Unified Schema Content

Catalog
ORACLE IPROCUREMENT FEATURES TO
CONSIDER

 Function security
 Collaborative integration:
 Oracle Supplier Network
 Oracle iSupplier Portal
 Oracle Sourcing
 Oracle Exchange
 Third-party catalog maintenance
 No internal catalog - external content only
CUSTOM PACKAGE IMPLEMENTATION

POR_CUSTOM_PKG is called from Java at critical

points.
 Can override standard functionality
 Main points of interest are :
 CUSTOM_DEFAULT_REQ_HEADER
 CUSTOM_DEFAULT_REQ_LINE
PAGE-SPECIFIC CUSTOMIZATION

You may need to consider page-specific customizations in

your implementation plans. For example:
PORBEDAC.xml the Account page. This page is:
 Part of checkout process
 Allows user to modify the default charge account

 Often requires customization to add a list of values (LOV) to the

segments
ORACLE IPROCUREMENT CONTENT
MANAGEMENT
PROCUREMENT PROCESS: ORACLE
IPROCUREMENT
Requisitions
Catalog
Content
Purchase
Management
Orders

Ordering
RFQs/
Quotations Receiving
Sourcing Orders

Analysis
Invoice/
Supplier Payment
Management
Reporting
Supplier
Performance
WHAT ARE IPROCUREMENT CATALOGS?
A catalog is a cohesive source of supplier product
and service information that provides a means
by which the information can be found quickly by the
requestor.
Attributes of a good catalog are:
• Content (product categories)
• Accuracy (product descriptions)
• Robustness (availability)
• Ease of use (good indexing, searching)
WHY USE CATALOGS?
An internet-based procurement solution is only
effective if the user can reliably order the items they
need. Poor catalog management leads to:
• Contract leakage
• Maverick buying
• Workarounds
• Decreased spend control
WHAT IS AN IPROCUREMENT STORE?

Stores are collections of similar catalogs created to enable

an intuitive shopping mall experience:
 Requesters choose the appropriate store to guide finding the
item they want to order.
 A store can contain a combination of catalog types.
 Within a store, items separated by content zone.
WHERE DOES THE CATALOG CONTENT
COME FROM?

Suppliers
Marketplaces Catalogs

Third party
electronic
catalogs
Direct access to
Supplier catalogs

Local Oracle Purchasing

content
Oracle Inventory

iProcurement
ORACLE IPROCUREMENT CONTENT
MANAGEMENT

Content Description Suggested

Type Commodity
Local iProcurement catalog to which Direct and
the buyer adds items. indirect
material
Supplier- Supplier Web store to which the Configured
hosted buyer links directly. products

Marketplace- A third party site hosts catalog Direct

hosted items for buyers and suppliers. material
LOCAL OR BUYER-HOSTED CONTENT

Suppliers
Third party Publish
electronic
catalogs

Upload catalog
EDI
pricing
Local
Oracle Applications
content

iProcurement
EXTERNAL OR SUPPLIER-HOSTED
CONTENT

iProcurement
request
Supplier

Web store

Direct access to
supplier catalogs
EXTERNAL MARKETPLACE-HOSTED
CONTENT

Suppliers

iProcurement Catalogs
request

External marketplace
(Web catalog)
CHOOSING CONTENT

 What kinds of items will requesters order?

 Local catalog provides the most consistent user interface.
 Local catalog is inside the firewall.
 Do suppliers already send EDI 832/843 (agreements and
quotations)?
 Supplier-hosted and marketplace-hosted catalogs put the
maintenance in the supplier’s hands.
 Supplier-hosted and marketplace-hosted catalogs require
more complex security and setup.
REQUIREMENTS OF LOCAL CATALOGS

Local content requires either of the following:

 Quotations, blanket purchase agreements, requisition
templates, or system items exist in Oracle Purchasing.
 Supplier has completed XML or tab-delimited text file for
uploading to the iProcurement catalog.
REQUIREMENTS OF SUPPLIER-HOSTED
CONTENT
Supplier-hosted content requires the following:
 Supplier has set up its site according to Oracle punchout
implementation requirements.
 Buyer obtains supplier URL and password for setting up access to
the site in iProcurement.
REQUIREMENTS OF
MARKETPLACE-HOSTED CONTENT

Marketplace-hosted content requires the following:

 Buyer and supplier registers with marketplace.
 Supplier has set up its site according to marketplace
punchout implementation requirements.
 Buyer obtains marketplace URL and password for setting up
access to the site in iProcurement.
UTILIZATION OF CATALOG CONTENT
Firewall

iProcurement
request
Local Catalog

Punchout

Transparent External catalogs

Punchout
CONTROL CONTENT USING CONTENT
ZONES

Control what catalog content to show:

 Catalog Administrators can partition local catalog content into local
content zones based on items’ supplier, supplier site, item category
and browsing category information.
 Support for inclusion and exclusion rules.
 Ability to include Inventory items.

 Once defined, Content Zones may be made accessible to users of

specific Responsibilities or Operating Units.
 Content zones may be assigned to multiple stores.
 Stores may contain multiple content zones.
STORES: PULLING IT ALL TOGETHER…
Store One Firewall
Local
Catalog 1
iProcurement
List 1
Punchout Punchout
Catalog 1

Transparent
Punchout
External
Catalog 1
1. User selects Store One Info List
(office supplies) and enters 1

a search string.
2. Results are returned and
presented within a single
search results page. Search engine will only search
within catalogs that are associated
with Store One.
IPROCUREMENT CATALOG
ADMINISTRATION
CREATING LOCAL CONTENT

Oracle Applications Suppliers

Oracle Purchasing

Oracle Inventory

Oracle iProcurement
Third party
electronic
catalogs
Oracle Sourcing Online
Entry

Buyer-hosted
content
Upload Upload
ORACLE CONTENT UTILIZATION TYPES

Type Location Description

Local Oracle Content that you load from Oracle
Purchasing or enter online.
iProcurement
Punchout Supplier's or Requester adds items from the external site
to the shopping cart in Oracle
marketplace iProcurement.
Transparent Supplier's or Requester shops the external site in the
background and returns the matching items
punchout marketplace to the Search Results Summary and Search
Results pages.
Informational Oracle Instructions, policies, and links for ordering
items and services that may not be
iProcurement supported by the other catalog types.
LOCAL CONTENT

Local content is:

 Unified (consistent look and feel)
 Supplier independent (contains selected products and
services from more than one supplier)
This type of content can be:
 Directly from Oracle Applications
 Uploaded from any third party content provider
 Updated directly by suppliers.
E-BUSINESS SUITE LOCAL CONTENT

Catalog content automatically included from the following

sources in Oracle Applications:
• Web-enabled Purchasing categories
• Items:
• Belong to web-enabled Purchasing categories
• Items on catalog quotations
• Items on blanket purchase agreements
• Items on requisition templates
UPLOADING LOCAL CONTENT

Third party Suppliers

Publish
electronic
catalogs
Upload document

Upload

Local
catalog
BEFORE UPLOADING CONTENT

Think first about how you want the store to look and be
structured:
• Will you use only existing items and categories?
• Will you use only bulk loading?
• Will you use both methods?
• Are the categories you load sufficient, or do you want to
create a different category structure for iProcurement users?
UPLOAD CONTENT: RESOURCE FILES
Before you can upload you need to download the resource files
which may contain:
 Readme file that describes how to create the upload file
 Upload file template
 Upload file example
 List of line types, job codes, and categories
 Contents vary depending on upload file type:
 Text
 XML

 CIF

 cXML
ITEM CONTENT THAT YOU UPLOAD

 Item information, at a minimum the following:

 Category (Purchasing)
 Description
 Price information, at a minimum the following:
 Price
 Unit of measure (UOM)
 Currency
UPLOADING LOCAL CONTENT

Oracle iProcurement supports the upload of catalog content:

• Items
• Categories

Upload supports the following file formats:

Text
XML
CIF
cXML
CONTENT UPLOAD AND DOCUMENT
TYPES
You can upload content to three Oracle Purchasing document
types:
 Global Blanket Purchase Agreement
 Blanket Purchase Agreement
 Quotation
AUTOMATICALLY UPLOADING
SHOPPING CATEGORIES

Dynamic category creation if the following profile

option is set to Yes :
• POR: Auto Load Shopping Categories
PRICE LISTS THAT YOU UPLOAD
Price list can be uploaded to your documents as an update to a document line item.

Break Ship- Ship-To

Internal Item Supplier Item
Price To Org Location

A2SS9 TS-01 4.99 V1 Vision USA

Hamburg
A2SS9 TS-01 2.00 E51
DE

A2SS9 TS-01 6.00 A1 Sydney

A2SS9 TS-01 2.00 J1 Tokyo

ONLINE CONTENT AUTHORING FLOW
1. A global purchase agreement is created by a buyer in Oracle Purchasing.
2. In Oracle iProcurement Catalog Administration the catalog administrator
selects the agreement to update.
3. Catalog lines can be added from existing catalog items, uploaded, or manually
entered.
4. The updated agreement is submitted for approval.
5. The changes accepted by the buyer are incorporated in the document and it is
submitted for approval.
6. Once approved, the agreement content is available for requesters in Oracle
iProcurement.
UPLOAD CONTENT AUTHORING FLOW
1. A global purchase agreement is created by a buyer in Oracle Purchasing.
2. In Oracle iProcurement Catalog Administration select the agreement to
update.
3. Download upload resources.
4. Complete the spreadsheet according to readme.
5. Upload completed spreadsheet and monitor any errors.
SAMPLE ITEM SPREADSHEET UPLOAD
XML: MORE CATALOG CONTROL
For catalog control, an XML file is the tool of choice:
 XML files can be used to maintain catalog content.
 XML files can be used to maintain catalog schema.
 XML files can be applied to multiple instances.

Content
Schema
XML UPLOAD ITEMS FILE STRUCTURE
Catalog information is divided into two main categories:
 Administrative information <ADMIN>
 Catalog Data Items and Prices <DATA>

CATALO G

A D M IN DATA

N am e I n f o r m a t io n Ite m P r ic e
UPLOADING ITEMS:
SPREADSHEET COMPARED TO XML
SAMPLE XML ADMINISTRATIVE
SECTION

<ADMIN>
<NAME>Acme Winter Catalog 2006</NAME>
<INFORMATION>
<DATE>2006-12-08</DATE>
<SOURCE>Acme</SOURCE>
</INFORMATION>
</ADMIN>
SAMPLE XML DATA FILE STRUCTURE
<?xml version="1.0" ?>
<CATALOG xml:lang="EN-US">
<ADMIN> <!--start of administrative section-->
<!-- Required Admin tags-->
</ADMIN> <!--end of administrative section-->
<DATA>
<DOCUMENT>
<HEADER>
<!-- Required Data tags-->
</HEADER>
<LINES>
<!-- Required Data tags-->
</LINES>
</DOCUMENT>
</DATA>
</CATALOG>
SAMPLE XML DOCUMENT HEADER SECTION
<HEADER>
<DOCUMENT_NUMBER>20939</DOCUMENT_NUMBER>
<OPERATING_UNIT>Vision Operations</OPERATING_UNIT>
<OWNING_ORG />
<ORG_ASSIGNMENTS enabled="">
<REQUESTING_ORG />
<PURCHASING_ORG />
<PURCHASING_SITE />
</ORG_ASSIGNMENTS>
</OPERATING_UNIT>
<SUPPLIER_NAME>Acme Supply</SUPPLIER_NAME>
<SUPPLIER_SITE/>
<CURRENCY>USD</CURRENCY>
<EFFECTIVE_FROM/>
<EFFECTIVE_TO />
<NAMEVALUE name="PREPARED BY">VC Team</NAMEVALUE>
</HEADER>
SAMPLE XML DOCUMENT LINES SECTION

<DATA>
<DOCUMENT type="">
<HEADER>
<!-- Required Data tags-->
</HEADER>
<LINES>
<ITEM lineNum="" lineType="" action="ADD">
<!-- Required Data tags-->
</LINES>
</DOCUMENT>
</DATA>
SAMPLE XML DATA ITEM SECTION

<ITEM lineNum="" lineType="" action="ADD">

<CATEGORY>CLOTHING.SHIRTS</CATEGORY>
<SHOPPING_CATEGORY>Shirts</SHOPPING_CATEGORY>
<JOB_CODE />
<INTERNAL_ITEM_NUM revision="" />
<SUPPLIER_PART_NUM>TS-01</SUPPLIER_PART_NUM>
<DESCRIPTION>Red T-Shirt</DESCRIPTION>
<SUPPLIER_PART_AUX_ID>Red</SUPPLIER_PART_AUX_ID>
<EXPIRATION_DATE />
<NAMEVALUE name="LONG_DESCRIPTION">100% cotton,
heavy weight</NAMEVALUE>
<NAMEVALUE name=”Size”>M</NAMEVALUE>
<PRICE negotiated=“” />
</ITEM>
SAMPLE XML DATA PRICE SECTION

<PRICE negotiated="">
<UNIT_PRICE />
<UNIT_OF_MEASURE />
<AMOUNT />
<PRICE_BREAK >
<SHIP_TO_ORG />
<SHIP_TO_LOCATION />
<QUANTITY>5</QUANTITY>
<EFFECTIVE_FROM />
<EFFECTIVE_TO />
<BREAKPRICE />
<DISCOUNT>10</DISCOUNT>
</PRICE_BREAK>
</PRICE>
LOADING LOCAL CATALOG IMAGES
There are two ways to associate items with images:
• Copy the images to the local server and indicate the image file names in the
upload file.
• Reference the URLs of the images in the upload file.

Item Description Price

MW9003 Ball Point Pen 3.99
SAMPLE UPLOADS FOR IMAGE FILES

Spreadsheet:

XML DATA section:

<NAMEVALUE>
<NAME>PICTURE</NAME>
<VALUE>MW9003.jpg</VALUE>
</NAMEVALUE>
MAINTAINING ITEMS AND PRICES

You can delete individual attributes of an item from the local catalog:
 Using an upload file
 Online using the Update Agreements page

Note: You can only perform mass deletions through Oracle

Purchasing.
VIEW LOADER JOB STATUS
You can view the status of catalog loads:
 All jobs
 Completed
 Error
 Pending
 Running
VIEW DOCUMENT UPLOAD HISTORY
This page includes the following information:
 File name
 Operating Unit
 Document Number
 Job number
 Upload date
 Status
CATALOGS, CONTENT ZONES, AND STORES
 Catalog is all online shopping content
 Content zone indicates the type of content
 A store groups content zones together

Zone 1 Zone 2

Catalog Store
IPROCUREMENT CATALOG
ADMINISTRATION:
MANAGE STORES
CONTENT ZONES

Type Location Description

Local Oracle Content that you extract from Oracle
Purchasing or upload.
iProcurement
Punchout Supplier's or Requester adds items from the external site
to the shopping cart in Oracle
marketplace iProcurement.
Transparent Supplier's or Requester shops the external site in the
background and returns the matching items
punchout marketplace to the Search Results Summary and Search
Results pages.
Informational Oracle Instructions, policies, and links for ordering
items and services that may not be
iProcurement supported by the other catalog types.
WHY CONTENT ZONES?
Partitioning of local content
 More ways to partition catalog content
 Control access to user groups
Flexibility
 Exclusion rules
 Combine pieces of catalog content to create requester specific content
Ease of Use
 Single administration UI
CREATING A LOCAL CONTENT ZONE
 Include/exclude suppliers (and/or include items with no suppliers)
 Include/exclude categories (and/or include items with no categories)
 Make content accessible to user groups
APPLYING CONTENT SECURITY RULES
Within a Content Zone, the intersection (“AND”) of rules
determines available content.

Content Zone Setup Available Content

“Include Staples” Office Supplies from Staples
“Include Office Supplies” Only.
“Include Staples” Everything from Staples except
“Exclude Office Supplies” for Office Supplies.
“Exclude Staples” All Office Supplies, nothing
“Include Office Supplies” from Staples.
“Exclude Staples” Nothing from Staples. No Office
“Exclude Office Supplies” Supplies.
APPLYING CONTENT SECURITY RULES IN
STORES
Within a Store having multiple Content Zones, the union (“OR”) of
rules determines available content.

Content Zone Setup Available Content

Zone 1: “Include Staples” Everything from Staples. All Office
Zone 2: “Include Office Supplies”
<Enter slide Supplies from any other supplier.
Zone 1: “Include Staples”note>
& “Include Everything from Home Depot. Everything
Office Supplies” from Staples that falls into category of
Zone 2: “Include Home Depot” Office Supplies.
Zone 1: “Include Staples” & “Include Everything from Staples.
Office Supplies”
Zone 2: “Include Staples” &
“Exclude Office Supplies”
CREATING A PUNCHOUT ZONE
 Buyer company identification
 Punchout identification
 Mapping information
 Punchout definition
 Make accessible to user groups
CREATING AN INFORMATIONAL ZONE
 Image
 Keywords
 URL
 Make accessible to user groups
CREATING SMART FORMS
 Image
 Keywords
 Default item information
 Default supplier information
 Assign information templates
WHAT ARE IPROCUREMENT STORES?
Stores are collections of content zones created to guide requesters in
finding the item they want to order.
 A store can contain any combination of the following types of catalogs:
 Local
 Punchout
 Transparent Punchout
 Informational
MANAGING STORES
REMOTE CATALOG CONTENT

Suppliers
Marketplace hub Catalogs
(Oracle Exchange)

Third party
electronic Direct access to
Supplier catalogs
catalogs

Local
request

iProcurement
ORACLE IPROCUREMENT CATALOG
MANAGEMENT REVIEW

Catalog Description Suggested

Commodity
Local iProcurement catalog to which Direct and
the buyer adds items. indirect
material
Supplier- Supplier Web store to which the Configured
hosted buyer links directly. products

Marketplace- A third party site hosts catalog Direct

hosted items for buyers and suppliers. material

Informational Free form catalog containing Policy

policies and procedures. controlled
items
ORACLE CONTENT ZONE TYPES REVIEW

Type Location Description

Local Oracle Content that you extract from Oracle
Purchasing or upload.
iProcurement
Punchout Supplier's or Requester adds items from the external site
to the shopping cart in Oracle
marketplace iProcurement.
Transparent Supplier's or Requester shops the external site in the
background and returns the matching items
punchout marketplace to the Search Results Summary and Search
Results pages.
Informational Oracle Instructions, policies, and links for ordering
items and services that may not be
iProcurement supported by the other catalog types.
WHAT IS PUNCHOUT?
 Also known as supplier hosted catalogs and linkout.
 Allows requesters on Oracle iProcurement to connect to an
external catalog (usually a supplier’s site, a catalog hosting
service, or a marketplace).
 A punchout is not just the use of a hyperlink to find something,
but a protocol for application interaction.
 Requester is actually shopping on external site and returns
purchases to the iProcurement cart at the end of the shopping
experience.
WHAT IS TRANSPARENT PUNCHOUT?
 Similar in theory to a standard punchout.
 Oracle iProcurement requesters search an external catalog
and search results are returned to iProcurement.
 Oracle iProcurement requester continues shopping in
iProcurement.
ORACLE IPROCUREMENT PUNCHOUT
MODELS
Description Buyer Benefit Supplier Benefit
1 iProcurement to Oracle Access Oracle Load items once and
Exchange hub Exchange catalog reach many Exchange
of many supplier and iProcurement
items. customers.
2 iProcurement Directly to Offers unique point- Closely manages the
Supplier-Hosted Catalog to-point solution content and access to
between buyer and limited buyers.
supplier.
3 iProcurement to Access centralized Define punchout once
Supplier-Hosted Catalog collection of and reach many
using Exchange (XML) supplier-defined Exchange and
punchouts. iProcurement
customers.
4 iProcurement to Same as 3. Same as 3, for cXML
Supplier-Hosted Catalog suppliers.
using Exchange (cXML)
XML: THE LANGUAGE OF A PUNCHOUT

XML is the document format of choice for doing business

on the Internet.
 Document structure is designed to fit the business purpose of
the transaction.
 Document structure is defined by a DTD (document type
definition) for each business transaction.
 OBI (Open Buying on the Internet) is a set of DTDs proposed
by a collaboration which included Oracle.
 cXML (commerce eXtensible Markup Language) is a set of
DTDs proposed by a collaboration which included Ariba.
COMPARING A SUPPLIER PUNCHOUT TO A
MARKETPLACE PUNCHOUT

• Punching out to a marketplace gives the buyer access to a broad

collection of supplier items.
• Punching out through the Oracle Exchange marketplace:
• Makes the setup easier. The supplier defines the punchout once on
Oracle Exchange, and the buying company’s catalog administrator
downloads the definition to iProcurement.
• Enables punchout to cXML suppliers.
• Punching out to a supplier directly enables the buyer and supplier
to work more closely on a solution individualized for them.
MODEL 1 & 2 TECHNICAL OVERVIEW

Oracle iProcurement Exchange

1 2
4 3
6b
Exchange
User Oracle
iProcurement
Server
6a

5
Exchange
Hosted Catalog
MODELS 3 & 4 TECHNICAL OVERVIEW
Oracle iProcurement Exchange Supplier
2 3
5
4

Oracle
1 Exchange
Supplier Portal

6 9
8b 10
User Oracle
iProcurement
Server 8a Supplier
Hosted
7 Catalog

Steps 9 & 10 are only performed for a cXML punchout.

DECIDING ON A PUNCHOUT MODEL

Content on
Yes
supplier site?

Supplier use
No No
cXML?

Model 1
Want to use
Yes Exchange?
No
Model 2 Yes
(or 4) Model 2
Model 3
PUNCHOUT MANAGEMENT
BASIC PUNCHOUT SETUP STEPS
 Obtain supplier’s punchout URL and password
 Set up profile options in Oracle Purchasing
 Define the punchout content zone
 Add the punchout content zone to a store
 Use realms to control requesters’ access to certain punchout content
zones
 Optionally set up supplier and site mapping
 Set up data mapping in e-Commerce Gateway
ORACLE EXCHANGE PUNCHOUT SETUP

For punchouts involving Oracle Exchange (Models 1, 3, and 4):

 Register on Oracle Exchange.
 Define punchout to Oracle Exchange. (Prerequisite to downloading
punchouts from Exchange.) Performed in eContent Manager.
 For “using Exchange” models (3 and 4), download punchout
definitions from Exchange. Performed in eContent Manager.
 Control punchout access on Exchange (Models 3 and 4 only).
SUPPLIER PUNCHOUT SETUP

Supplier setup for Web store and site :

 Install XML parser on supplier site.
 Create URL on supplier site to accept incoming punchout documents.
 Process incoming punchout requests.
 Create a method for returning the shopper to iProcurement when they
have finished shopping.
 Return shopper’s items in a shopping cart document to iProcurement.
ADMINISTER ORACLE IPROCUREMENT
CATALOG STRUCTURE

Once your catalog data is loaded into iProcurement, you can

manage the catalogs by use of several catalog management
tools:
 Manage Base Descriptors
 Manage Item Categories
 Manage Category Hierarchy
 Map Shopping Categories
 Map Purchasing Categories
Administration can be done either online or using upload
CATALOG STRUCTURE COMPONENTS
Item categories
• Uploaded
• Created online:
• Item categories (lowest level categories that contain items)
• Browsing categories (higher level categories that contain other
categories)
Descriptors
• Base (entire catalog)
• Local (category only)
LOCAL CATALOG STRUCTURE:
CATEGORIES

The catalog structure is: iProcurement Catalog

 A collection of categories
Computer Storage
 Items exist within categories
Hard Drives
 Catalog is not supplier-specific
100GB EIDE
200GB EIDE
Computer Case
10 Bay - Black
Office Supplies
Pens
Ballpoint Pens
BIC - Blue
Felt Tip Pens
LOCAL CATALOG STRUCTURE: ITEMS
Items exist within categories:
 Items have descriptors:
 Base descriptors - apply to all items
 Local descriptors - apply to a specific category of items

iProcurement Catalog (Base descriptor: Price, Description)

Category: Desktop Items
Item: Facial Tissue: Price, Description
Item: Pen Holder: Price, Description
Category: Pens (Local descriptors: Ink Color, Tip Type)
Item: Blue Ball Point: Price, Description, Ink Color, Tip Type
CREATING AND MODIFYING THE CATALOG
STRUCTURE
Use one or both of the following methods:
• Online using the schema editor and table of contents.
• Upload:
• Uploading lets you plan your entire structure first and load it all at once.
• Use XML schema bulk load.
• Use catalog item upload if the auto-load profile options are set to Yes.
ONLINE SCHEMA MAINTENANCE

Oracle iProcurement Catalog Administration enables you to select and use the
catalog structure editing tools.
XML UPLOAD SCHEMA FILE
STRUCTURE
Catalog schema information is divided into several main categories:
 Administrative information <ADMIN>
 Catalog Schema information <SCHEMA>
 Catalog Hierarchy information <HIERARCHY>

C ATALO G

A D M IN SC HEM A H IE R A R C H Y

C a te g o ry D e s c r ip t o r
SAMPLE XML SCHEMA FILE

<?xml version="1.0" ?>

<CATALOG xml:lang="EN-US">

<ADMIN> <!--start of administrative section-->

<!-- Required Admin tags-->
</ADMIN> <!--end of administrative section-->

<SCHEMA>
<!-- Required Schema tags-->
</SCHEMA>

</CATALOG>
SAMPLE XML SCHEMA SECTION

<SCHEMA>
<CATEGORY ACTION="SYNC">
<KEY>ENVELOPES</KEY>
<NAME>Envelopes</NAME>
<TYPE>GENUS</TYPE>
</CATEGORY>

<DESCRIPTOR ACTION="SYNC">
<KEY>SIZE</KEY>
<NAME>Size</NAME>
<OWNER>
<KEY>ENVELOPES</KEY>
<NAME>Envelopes</NAME>
</OWNER>
<DESCRIPTION>Letter or Legal Size</DESCRIPTION>
</DESCRIPTOR>
</SCHEMA>
MANAGE BASE DESCRIPTORS

What you can do with descriptors:

• Create local descriptors for a category.
• Rename, delete, and edit local descriptors for an existing category.
• Edit and create base descriptors.
• You cannot delete the default base descriptors that Oracle
iProcurement provides.
MANAGE ITEM CATEGORIES
Using the iProcurement, you can do the following:
 Create a new category
 Rename a category
 Delete a category

Name Key Desc Edit Delete

Tags T97553

Format It S22344 EZ Format SW

MANAGING DESCRIPTORS
Descriptor characteristics that are available with uploading:
 Type
 Description
 Sequence
 Searchable
 Search Results Visible
 Item Detail Visible
MANAGE CATEGORY HIERARCHY

This tool is used to build your table of contents for categories in

iProcurement:
 You may add and create new entries.
 You assign categories to each table of contents entry.
 You may edit the categories and sub-categories assigned to each
table of contents entry.
 The table of contents that you create can be viewed from the
iProcurement home page.
SAMPLE IPROCUREMENT TABLE OF
CONTENTS
Home

Office Products
• Office Supplies Office Supplies
• Computers  Ball Point Pens
• Printers  Pencils
• Cables  Paper
 Organizers
 Fasteners
 Measuring Tools
MAP IPROCUREMENT CATEGORIES

Use the iProcurement Category Mapping page to map catalog categories

to an Oracle Purchasing category:
 You can map one or many catalog categories to an Oracle Purchasing category.
 All requisitions must have an associated Oracle Purchasing category for each
line.
 This is the only way to associate a catalog category created in iProcurement to
an Oracle Purchasing category.
MAP PURCHASING CATEGORIES
You can use the Oracle Purchasing Category Mapping page to link an
Oracle Purchasing category to a catalog category:
 Provides a more user-friendly category name.
 The mapped iProcurement category name is displayed on the Search
Results page.

Purchasing category iProcurement

name: category:
PR-IK300 Inkjet Printers

Map Category
SHOPPING CATEGORY MAPPING

Oracle iProcurement Catalog Oracle Purchasing Category

My Computer Stuff
My Networking
My Hub MY.COMPUTER
My Switch MY.COMPUTER
My Router MY.COMPUTER
My Complete Systems
My Desktop MY.COMPUTER
My Server MY.COMPUTER
My Peripherals
My Monitor MY.COMPUTER
My Printer MY.COMPUTER
UPLOADING CATEGORIES AND
DESCRIPTORS

Categories and descriptors can be managed online or by way of

XML uploading:
• Download XML resources.
• Use the DTD, Readme file, and examples in the Readme file to
help you create your categories and descriptors (schema) file.
• Create the file in a plain text editor and save it with an xml
extension (file.xml).
• Upload the file.
• Check the status of the upload.
CATALOG SEARCH COMPONENTS
The Oracle iProcurement search functionality is a integration of several
components:
 Oracle interMedia search engine
 Catalog search descriptors
TYPES OF CATALOG SEARCHES

The search engine provides two kinds of searches:

 Quick search:
This is the search that automatically happens when you enter a term in
the Search box and click Go.
 Advanced search:
This is the search that happens when you click the link to let the search
engine assist you.
SEARCH RESULTS DISPLAY:
PARAGRAPH
SEARCH RESULTS DISPLAY: GRID
SPECIAL CHARACTERS IN CATALOG
SEARCHES

Special characters are those that are not letters or numbers. Some of them
influence the search results:
 Search operators % or *
 Searchable characters such as:
 Hyphen (-)
 Underscore (_)
 All other special characters are ignored!
FILTERING AND SORTING
After performing a search you may have multiple matches. You then
have several ways to refine the results:
 Try the search again with different terms.
 Filter your results to remove irrelevant items.
 Sort your results to bring the most likely matches to the top of the
list.
SEARCH DESCRIPTOR
CHARACTERISTICS
Two descriptor characteristics affect your search results:
 Searchable
 Search Results Visible
When you create or modify descriptors, you can set descriptor
characteristics:
 Type
 Sequence
 Searchable
 Search Results Visible
 Item Detail Visible
SEARCHABLE BASE DESCRIPTORS
 Description
 Long Description
 Unit of Measure
 Supplier
 Supplier Item Number
 Manufacturer
 Manufacturer Item Number
 Alias
 UNSPSC Code
 Supplier Site
SEARCH RESULTS VISIBLE BASE
DESCRIPTORS

 Description
 Unit of Measure
 Price
 Supplier
 Supplier Item Number
 Internal Part Number
 Contract Number
 Contract Price
 Contract Currency
 Supplier Site
REBUILD CATALOG INDEXES
 Rebuild interMedia indexes only after an upgrade to the Oracle
iProcurement software.
 Log in under Purchasing Responsibility and run the Rebuild Catalog Item
interMedia Index concurrent program.
SEARCH ENGINE SETUP IMPACT
• Default Descriptors:
• Searchable
• Search Results Visible
• Develop a strategy for your descriptors:
• Which ones are searchable?
• Which are search results visible?
• Decreased performance impact of number of:
• Descriptors as searchable
• Search results visible
IPROCUREMENT CATALOG
ADMINISTRATION
The iProcurement Catalog Administration home page can be used to
implement all of the catalog management functions:
Local Content
 Maintain Local Catalog Content
 Maintain Local Catalog Structure
Punchout Content
 Maintain Punchout
 Maintain Transparent Punchout
Informational Content
SETUP CONSIDERATIONS

The primary considerations for iProcurement catalog

implementations:
 Which content approach?
 Local
 Supplier-hosted
 Marketplace-hosted
 Who will have access to that content?
 User’s needs
 Manager’s needs
 Company policy
LOCAL CATALOG SETUP
• Decide on a catalog structure.
• Enter and/or upload categories.
• Modify the catalog structure as needed.
• Enter and/or upload items.
• If you created categories in iProcurement map these to Oracle
Purchasing categories.
• Optionally create a table of contents if you want to enable
requisitioners to browse a category structure when searching for
items.
• Decide whether to allow filtering of results.
PROFILE OPTIONS FOR UPLOADING LOCAL
CONTENT

 POR:Load Auto Category

 Dynamic Categories Creation (XML, text)
 POR:Load Auto Attrib
 Dynamic Local Descriptors Creation (XML, text)
 POR:Load Auto Root
 Dynamic Root Descriptors Creation (XML)
 POR: Hosted Images Directory
 POR: Catalog Bulk Load Directory
SUPPLIER-HOSTED SETUP
• Determine the suppliers with whom you’ll perform the punchout.
• Determine which punchout model to use.
• Make sure the supplier is set up.
• Obtain supplier’s punchout URL and password.
• If punching out to supplier-hosted content via Exchange, register
on Exchange.
• Set up the punchout.
MARKETPLACE-HOSTED SETUP
• Set up a punchout to the marketplace (such as Oracle Exchange).
• You must register on the marketplace.
• Determine which mapping needs to occur and set up the mapping
in e-Commerce Gateway or on the Marketplace itself.
• If using some other type of third-party content host determine how
to use them.
PROFILE OPTIONS FOR PUNCHOUT
 POR: Proxy Server Name
 POR: Proxy Server Port
 POR: CA Certificate File Name
ORACLE IPROCUREMENT REQUISITIONS
IPROCUREMENT FLOW

Shop for goods and

services Populate Submit
•Catalog requisition order
•Punchout
•Smart Form
•Informational

(Seek
approval) (Request changes) Order fulfillment
IPROCUREMENT HOME PAGE
IPROCUREMENT PREFERENCES

User settings in Preferences for

defaults during checkout:
 Shopping
 Delivery
 Billing
 Favorite Charge Accounts
 Additional Favorites Lists Preferences
SHOP FOR GOODS AND SERVICES
Local catalog
Non-Catalog

Search
Categories
Lists
External
marketplace

Find items

Add items to
shopping cart
BASIC SHOPPING FLOW

Select Store or List

Shopping Find Items

Add to shopping cart

Checkout
BASIC CHECKOUT FLOW

Items from
shopping
Approvers

Delivery and
billing
information Review and submit
requisition for approval
CHECKOUT STEP-BY-STEP

Delivery

Requesters are led step-by-step through

entering the details needed to create an
Billing order.
• Requester needs less experience to
complete the order process
• Defaults details from requester's My
Approvers
Profile, which the requester can override

Notes
REVIEW & SUBMIT
The final step of checkout enables you to review and then submit
your order. At this stage, you can:
 View details of the requisition before submitting it.
 Submit the requisition for approval.
 Clicking Submit initiates the Requisition Approval workflow.
ENTER IPROCUREMENT USERS

Employee Name User Name

System Administrator

Human Resources

Supervisor Name

Job or Position

Chart of Accounts

Charge Account
DOCUMENT ROUTING OPTION #1:
EMPLOYEE/SUPERVISOR RELATIONSHIP

Jane

Robert Kathy

Sue Linda Tom Lori

DOCUMENT ROUTING OPTION #2:
POSITION APPROVAL HIERARCHY

Hierarchies

Standard POs - Main Blanket Releases - Main

Chief Executive Officer VP, Manufacturing

Chief Procurement Officer Manager, Manufacturing

VP, Manufacturing Planner 1 Planner 2

Mgr, Maint. Mgr,

Mfg.

Planner 1 Planner 2
RUN FILL EMPLOYEE HIERARCHY PROCESS
Hierarchy name: Standard POs - Main

Position Approval Hierarchy Employee Representation

Chief Executive Officer Walter Brinkley

Chief Procurement Officer Cindy Adams

VP, Manufacturing John Wilson

Mgr, Maint. Mgr, Joe

Mfg. Ted Brown
Miller

Planner 1 Planner 2 Kim Bob

Jones Hart
DOCUMENT ROUTING OPTION #3: ORACLE
APPROVALS MANAGEMENT

Standard Oracle Purchasing approval routing or Oracle Approvals

Management?
Oracle Approvals Management:
 Uniform approval mechanism across Oracle Application modules
 Approval rules can be defined once and be leveraged across multiple
products
 Approval rules can be easily extended
 More effort for initial set up
 Works with employee / supervisor setup
GIVE ACCESS TO THE USERS
In summary:
1. Perform Oracle Purchasing setup.
2. Define the employee.
3. Create an iProcurement user for the employee.
4. Create a link to iProcurement for the employee:
 Personal Home Page
 Direct link from legacy system
5. Schedule the Send Notifications workflow.
MY NOTIFICATIONS REGION
 The My Notifications region displays Oracle Workflow Alert notifications .
 Each notification is hyperlinked, and links directly to the underlying
messages or reports.

My Notifications

Type Subject
PO Requisition Approval Requisition 1653 has been approved
PO Requisition Approval Requisition 1691 has been approved
PO Requisition Approval Requisition 1705 has been approved
CENTER-LED PROCUREMENT
Request Source Order Pay

Germany

Intercompany
Ireland Invoicing

United
States
SET UP IPROCUREMENT SHOPPING
DEFAULTS

Some ordering information can be preset as defaults

to save time during shopping:
 One-time addresses (HR and System Profile)
 Approvers (Oracle Purchasing)
 Buyers (Oracle Purchasing)
 Public lists (Oracle Purchasing)
ORACLE APPLICATIONS FRAMEWORK

The Oracle iProcurement user interface is based on Oracle

Applications Framework (OAF).
 OAF is the Oracle Applications self-service development and
deployment platform.
 OAF is a 100% Java & XML J2EE based middle-tier application
framework and services platform.
 OAF was created for the rapid development and deployment of HTML
based applications.
 OAF based applications are easily personalized and business logic
extensible.
OAF / IPROCUREMENT PERSONALIZATION

Personalization is added on top of base product data at runtime.

 Admin Level Personalization
 Function
 Location
 Site
 Organization
 Responsibility
 User Level Personalization
 User Views
SETTING UP IPROCUREMENT INFORMATION
TEMPLATES

 iProcurement uses information templates to pass additional

required information to the supplier.
 Although information templates are set up in Oracle Purchasing,
they are only used by iProcurement.
 Each information template must be associated with an Oracle
Inventory item or category.
SMART FORMS
 Used for non-catalog requests
 Flexible templates to pre-define terms and other information
 Suitable for goods and services requests
 Minimize data entry, default values from template
 Capture additional details using info templates
 Related templates can be grouped and assigned to a store
INTERNALLY SOURCED REQUISITIONS
OVERVIEW
Requisition checkout Requisition approval
and visibility process

Search and Create Internal Sales

display of internal Orders process in
items Purchasing

Import Orders
Auto- sourcing process in Order
Management

Pick / Pack / Ship

Manual
sourcing

Receive
Denotes activity done outside of iProcurement and Purchasing
INTERNALLY SOURCED REQUISITIONS DETAILS

Set Up Internal Items:

 Internal Orders Enabled flag in the Master Item window must
be set to Yes.
 Item attributes must be set in all source organizations.
Search and Display Internal Items:
 Displayed on the Search Results, Shopping Lists, and Favorites
List pages.
 Displayed in Stocked Internally column.
 Profiles that affect internally sourced items:
 PO: Legal Requisition Type
 POR: Allow Manual Selection of Source
INTERNALLY SOURCED REQUISITIONS
PREREQUISITES
• Requires valid shipping networks.
• Applies to items that can be sourced internally.
• Based on sourcing rules:
 Compares supplier allocation to any valid internal organization
allocation.
 Only sourcing rules assigned to the profile option MRP: Default
Sourcing Assignment Set are used.
SERVICES PROCUREMENT
CONTRACTOR/SERVICE REQUEST

Service Non-catalog Service request

categories request template

Legal services

Design services

Professional
training
Information
Template
ORACLE SERVICES PROCUREMENT
Service Category Service Example

• Facilities
Fixed Price Services • Marketing

• Administrative
Skills/Temporary Labor
• Information Technology

• Consulting
Time & Materials • Training

• Construction
Defined Deliverables • Software Development

Retainer-based • Legal Services

Services • System support
SERVICES PROCUREMENT:
CONTINGENT LABOR FLOW

Approve time &

Requester expense

Contractor Enter time & View invoice &

expense payment

Create invoice &

Payables payment
ORACLE PROCUREMENT FEATURE
COMPARISON

Oracle iProcurement Oracle Purchasing

Preferences Requisition
Preferences
Shopping Lists Requisition Templates

Shopping Cart Order Pad

Submit/Checkout Approve
REQUISITION MANAGEMENT ACTIONS

Requisition Tab
Copy toStatus
Requisition Cart
Cancel
Change
Complete
COPYING REQUISITIONS
 You can copy requisitions from the Requisitions page.
 You can copy requisitions of any status.
 Copying a requisition copies the items from the original requisition
into a shopping cart.
 The new requisition will need to be taken through the checkout
process.
CANCELING REQUISITIONS

From the Requisitions page you can cancel requisitions that have been
submitted for approval.
The following rules apply to canceling requisitions:
 You can cancel requisitions of any status.
 You can cancel individual requisition lines.
 You cannot cancel internal lines linked to an internal sales order unless
the order has been cancelled.
CHANGE / RESUBMIT REQUISITIONS

Change:
 You can change requisitions that have been submitted for approval.

Resubmit:
 You can resubmit requisitions that have rejected.
REQUISITION STATUSES
Submit for approval

In Process
Cancelled
No
Rejected Approve?
Incomplete
Yes
Return

Approved

Approved requisition pool

Purchase
order
REQUESTER CHANGE ORDER

Ability to request changes to purchase orders created for your

requisition:
 Requester creates a change request in iProcurement
 If change within tolerances, no approval required
 Otherwise, requester approval hierarchy approves the change request
 Buyer responds to PO change request
 Final request status sent to requester
REQUESTER CHANGE ORDER
APPROVAL
PROCURE TO PAY LIFECYCLE
TRACKING
 View approval status
 View purchase order and associated status
 View real-time shipment tracking
 View receipt history and associated exceptions
 View invoice and payment information
SETTING UP ORACLE IPROCUREMENT
RESPONSIBILITY AND FUNCTION SECURITY

 iProcurement enables you to assign and modify responsibilities to

control users’ access.
 If the responsibility is not secured, the user has access to all
functions within a page.
 Both function and menu security attributes can be defined at the
responsibility level.
APPROVAL AND DOCUMENT CREATION
Approved
requisition

Create Documents
workflow AutoCreate

Purchase order or release

AUTOMATIC PURCHASE ORDER CREATION
Contract Catalog
agreement quotation

Standard
purchase order

iProcurementre
quisitions
Global
agreement
AUTOMATIC RELEASE CREATION

Workflow

Blanket purchase iProcurementre Blanket

agreement quisitions release
ORACLE IPROCUREMENT REQUISITION
APPROVAL

 Oracle iProcurement uses the PO Requisition Approval Workflow for

the approval process.
 Workflow uses the approval hierarchy you define when you set up
document approval and security in Oracle Purchasing.
 Requesters can select additional approvers during the checkout
process.

PO Requisition
Approval
workflow
INTEGRATION WITH ORACLE APPROVALS
MANAGEMENT

Standard Oracle Purchasing approval routing or Oracle Approvals

Management?
Oracle Approvals Management:
 Uniform approval mechanism across Oracle Application modules
 Approval rules can be defined once and be leveraged across multiple
products
 Approval rules can be easily extended
 More effort for initial set up
WORKFLOWS USED BY ORACLE
IPROCUREMENT
 PO Requisition Approval Workflow
 PO Create Documents Workflow
 PO Confirm Receipts Workflow
 PO Account Generator Workflows
 PO Change Request Tolerance Check
 Requester Change Order Approval
 PO Change Approval for Requester
PO CREATE DOCUMENTS WORKFLOW
Automatically creates purchase order and blanket releases from
approved requisition lines.
The following are a few of the important attributes in the workflow
that must be changed to meet your business needs:
 Is automatic creation allowed?
 Is automatic approval allowed?
 Should contracts be used to autocreate the document?
ACCOUNTING CONSIDERATIONS FOR
ORACLE IPROCUREMENT

Sources of account information:

 Expense account
• Employee default
• Default Favorite Charge Account
• PO Account Generator workflow
• Expense Account Rules
PO ACCOUNT GENERATOR WORKFLOW
The PO Account Generator Workflow automatically
generates general ledger accounts for:
 Purchase orders
 Requisitions
 Releases
Accounts are generated for the:
 Charge account
 Accrual account
 Budget account
 Variance account
ACCOUNT CREATION OVERVIEW
Inventory? No

Project? No
1
System No
Item?
2
Charge
Account? No
3
Primary
Account?
4

5
EXPENSE ACCOUNT RULES

Employee 01.100.71050.00000.00000
charge
account

Define Expense Account Rules

Account Rule Type Account Rule Value Segment Name Segment Value
PO ITEM CATEGORY Pens & Pencils Account 60090

Requisition 01.100.60090.00000.00000
TAX CALCULATION
 Applicable taxes on a purchase order are calculated by eBusiness Tax.
 Shipment and distribution information is passed from Purchasing to the
eBusiness Tax engine.
 Calculated tax lines are stored in eBusiness Tax repository

Shipment/Distribution
Information
Oracle Purchasing eBusiness Tax

Calculated Tax
GRANTS ACCOUNTING AND HAZARD
INFORMATION

Grants Accounting:
 Award number field enabled if Grants Accounting has been
implemented.
 Project and Project expenditure information
Hazard information:
 Defaults from item in Oracle Inventory
 Oracle Hazard class
 United Nation identifier
ATTACHMENTS AND SPECIAL REQUISITIONS

iProcurement requisition attachments:

 Internal to requisition
 Miscellaneous
 To approver
 To buyer
 To receiver
 To supplier
Requisitions that require a purchase order number :
 Pre-assign a purchase order number
PROCUREMENT CARD SUPPORT
Procurement cards (P-Card) are corporate credit
cards assigned to use when requisitioning items from
Suppliers. P-Cards simplify the payment process.
 P-Card enabled suppliers automatically flag shopping cart lines for P-
Card payment.
 Requester chooses the appropriate P-Card number for the requisition.
 The approved and created purchase order is transmitted to the supplier
with the P-Card information.
 The P-Card information can be viewed on purchase orders in Oracle
Purchasing.
PROCUREMENT CARD FLOW - ORDER
Supplier validates
P-Card and
processes the
P-Card defaults on order
requisition in
iProcurement
Card issuer
validates P-Card
and invoices
Payables

Purchase order
Payables validates
with P-Card
P-Card invoices
created in
Purchasing
PROCUREMENT CARD FLOW - INVOICE
2 3 4

AP Expense
Feed Lines
Validate Verify Approve

Load

6 5

Import Create
Invoice Invoice
PROCUREMENT CARD FLOW -
RECONCILIATION

Purchasing Supplier Card Issuer

Reconciliation engine Transaction Feed

PO History Feed

Invoice data

AP Open Interface

Invoice

Payables
SETTING UP CREDIT CARD PROGRAMS IN
ORACLE PAYABLES

 Define credit card code sets

 Define your credit card program
 Define credit card GL account sets
 Define credit card profiles
 Assign credit cards to card holders
 Set up the AP Procurement Card Employee Verification workflow
 Set up the AP Procurement Card Manager Approval Transaction
workflow
CODE SETS WINDOW
Used to define sets of credit card codes for your procurement cards.
Payables uses these codes to create default accounting distributions for transactions that
you import from your credit card issuer.
CARD PROGRAMS WINDOW

Used to define your credit card programs for each card issuer.
 Define the supplier and supplier site for your card program.
 Specify which transaction statuses to exclude when you automatically
create an invoice for your card issuer.
GL ACCOUNT SETS WINDOW
You use the GL Account Sets window to
create a list of values of GL accounts
that your employees can use to correct
account information for their
procurement card transactions.
CREDIT CARD PROFILES WINDOW

Used to define profiles for the

various types and levels of spending
you allow for procurement card
holders.
 Assign a credit card profile to each
card that you assign to a card holder.
CREDIT CARDS WINDOW

Use the Credit Cards window to define the credit cards

distributed to your employees.
 Enter an employee name
 Enter a credit card number
 Assign a card profile
CREDIT CARD WORKFLOWS

You must have the following Payables credit card

workflows running to use P-Cards:
 AP Procurement Card Employee Verification workflow
 AP Procurement Card Manager Approval Transaction
workflow
P-CARD SETUP FOR IPROCUREMENT

Now that you have set up the credit cards in Payables,

there are setups for iProcurement:
 SetPO: Use P-Cards in Purchasing profile option to Yes
 Enable the Supplier Site as a Procurement Card site
IPROCUREMENT PROFILE OPTIONS

A number of profile options govern the behavior of Oracle

iProcurement.
 Profile Options Set by System Administrator
 Profile Options Set by User
 Profile Options Set for Oracle Services Procurement
NOTIFICATION ROUTING RULES
On the iProcurement Home page To Do notifications can be forwarded to
another approver.
 This action creates routing rules for the Send Notifications workflow.
 Once created, these rules apply to both iProcurement and Oracle
Purchasing notifications.
PERSONALIZING THE HOME PAGE

Oracle iProcurement provides several simple ways to make the

Home page more personal:
 Put your organization’s logo at the top left in
OA_MEDIA/<language_code>/PORHOME.gif
 Post purchasing news by updating
OA_HTML/<language_code>/PORPNEWS.htm
• OU specific at Patchset F
 Display
your organization's purchasing policies in
OA_HTML/<language_code>/HELP/PORPOLCY.htm
Note that <language_code> above would be replaced
by your country’s language code (for example, US
for United States).
HOME PAGE LOGO
PURCHASING NEWS
<!-- $Header: PORPNEWS.htm 110.0 2005/05/17 17:00:44
pkm ship $ -->
<!DOCTYPE HTML PUBLIC "-//IETF//DTD HTML//EN">
<html>
<head>
<title>Purchasing News</title>
</head>
<body>
<p>March 6, 2006.
<br>
<p>This is where the customer puts their own
purchasing news items (this is an HTML plugin).
</body> </html>
PURCHASING POLICIES
<!-- $Header: PORPOLCY.htm 110.2 2005/05/04 18:41:59 pkm
ship $ -->
<html><head>
<title>Purchasing Policies</title>
<meta http-equiv="Content-Type" content="text/html; charset=iso-
8859-1">
<link rel="stylesheet" href="/OA_HTML/PORSTYL2.css"></head>
<body bgcolor="#FFFFFF" text="#000000" link="#000000">
<h3><font color="#660099" face="Arial" size="4"
class="header">Purchasing Policies</font></h3>
<p class="instructiontext">Purchasing policies vary by company or
by organization within a company. The Purchasing administrator for
your company or organization should replace this page with a page
detailing the purchasing policies for your company or organization.
</p>
</body> </html>
DESCRIPTIVE FLEX FIELDS IN
IPROCUREMENT

Oracle iProcurement can be extended using the Descriptive

Flex Fields:
 Name: Requisition Headers
Table Name: PO_REQUISITION_HEADERS_ALL
 Name: Requisition Lines
Table Name: PO_REQUISITION_LINES_ALL
 Name: Requisition Distributions
Table Name: PO_REQ_DISTRIBUTIONS_ALL
ORACLE IPROCUREMENT
RECEIVING
KEY FUNCTIONALITY OF ORACLE
IPROCUREMENT

Requisition Requisition
creation approval

Receive order
ORACLE IPROCUREMENT RECEIVING
Receiving records receipt of the order and initiates
the payment process. Features of receiving orders
In Oracle iProcurement are as follows:
 The requester is allowed to receive at his desktop from the
browser.
 The requisition to be received is required to have a purchase order,
blanket release, or internal sales order associated with it.
 The receipt routing of the item to be received must have been set
to Direct Delivery.
 Oracle Purchasing must be used to receive if full production
inventory controls are required.
OVERVIEW OF PROCUREMENT RECEIVING

Order Shipment Receipt

Transmission Notification Confirmation
• Printed • Printed • Receipts
• E-mail • EDI • Corrections
• EDI • iSupplier Portal • Returns
• XML
ORACLE IPROCUREMENT RECEIPT
ROUTING

Direct
Final
Destination type:
destination
inventory, expense, or
shop floor
Receiving
RECEIVING IN ORACLE IPROCUREMENT

1 Receive

2 Record
receipt
RECEIVING ORDERS IN ORACLE
IPROCUREMENT

Receiving is done from the Receiving page

in iProcurement in one of three ways:
 Choose the requisition from Requisitions to Receive and click the
Express Receive button.
 Enter your search criteria in the tool bar to find the order to be
received.
 Select the Receive Items link and use search criteria to find the order to
be received.

Shop Requisitions Receiving Contractors

ORACLE IPROCUREMENT RECEIVING PAGE
RECEIVING HOME PAGE FUNCTIONS
Transact against your items or someone else’s items.
Restrict buyer’s access to only their items by excluding the following
functions from the iProcurement responsibility:
 Receipts - exclude “All Items to Receive”
 Returns - exclude “Return All Receipts”
 Corrections - exclude “Correct All Receipts”
 Receiving History - exclude “All Receipts”

OAF personalizations
IPROCUREMENT RECEIVING PROCESS

Record receipt of the items you ordered, or receive on behalf

of others.
FINDING YOUR RECEIPTS
From the Receiving home page there are several
options, depending on your need:
 Use Search on the Receiving page.
 Use the expanded search criteria found on the Receive Items: Select Items page.
ORACLE IPROCUREMENT RECEIVING
 Find expected receipts
 Enter quantities for received items
 Click Receive

Receipt Quantity Quantity

Description Unit
Quantity Ordered Received

Travel Mate 100 Each 100 10

Travel Mate 200 Each 5 75 5

Travel Mate 300 Each 5 130 5

IPROCUREMENT RECEIVING PROCESS

Record the return of items you ordered and received back to the supplier.
ENTERING RETURNS IN ORACLE
IPROCUREMENT

From the Receiving home page click the Returns link.

Your search view choices include:
 Any Time

 Last 60 Days

 Last 30 Days

 Last 7 Days

 Today

To the supplier
IPROCUREMENT RECEIVING PROCESS

 Did you record the wrong receipt quantity?

 Adjust the quantity that you received.
ENTERING CORRECTIONS

Item Costs Quantity on Hand

DIFFERENCE BETWEEN RETURNS AND
CORRECTIONS

Receiving Return Receiving Correction

Return goods to supplier No return to supplier

Updates quantity on hand Updates quantity on hand

Updates cost Updates cost

RECEIPT HEADER IN ORACLE
IPROCUREMENT

 Receipt number Receipt

 Receiver name
 Receipt date
HEADER
 Packing slip
 Way bill
 Comments LINE
RECEIPT LINE IN ORACLE
IPROCUREMENT

Receipt
 Quantity
 Unitof measure
 Description HEADER
 Order number
 Order type
LINE
 Supplier
THE PO CONFIRM RECEIPTS
WORKFLOW

Workflow sends a notification to the requester to confirm

receipts on the due date for items with:
 A destination or deliver-to type of Expense or Inventory.
 A routing of Direct Delivery.
 A need-by date that is equal to or earlier than the current
date.
 An invoice matching type of 3 way or 4 way.
Requesters can navigate to the relevant documents and
confirm the receipt of orders online.
PURCHASING RECEIVING SETUP
Some Oracle Purchasing setup steps that you may
want to consider when implementing iProcurement:
 Purchasing Options
 Receipt Close Point
 Receipt Close Tolerance Percent
 Receiving Options
 Receipt Date
 Over Receipt Control
 Receipt Number Options
 Miscellaneous
IPROCUREMENT PROFILE OPTIONS

A number of profile options govern the behavior of Oracle

iProcurement.
 Profile Options Set by System Administrator
 Profile Options Set by User
 Profile Options Set for Oracle Services Procurement
IPROCUREMENT RECEIPT FUNCTION
SECURITY

Access to some receiving features can be excluded

through these function names:
• Receive Items
• All Items to Receive
• View All Receipts
• Return Items
• Return All Items
• Correct Receipts
• Correct All Receipts
RECEIVING COMPARISON

iProcurement Receiving PO Confirm Receipts

Workflow
Oracle iProcurement Oracle Purchasing
Search for requisitions to Get notifications in which
receive you can receive
Requisition required Purchase order required
Two, three, or four way Three or four way match
matching required
No scheduled concurrent Scheduled concurrent
request request
Can do corrections or Can not do corrections or
returns returns from notification