1 Training Student Guide P2P - Edition 1.0 AUG 2005 2 Copyright 2005 Agere Systems Inc. All rights reserved. Copyright Oracle Corporation, All rights reserved. This documentation contains proprietary information of Oracle Corporation. It is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited. If this documentation is delivered to a U.S.

1. Iprocurement Uab

Government Agency of the Department of Defense, then it is delivered with Restricted Rights and the following legend is applicable: Restricted Rights Legend Use, duplication or disclosure by the Government is subject to restrictions for commercial computer software and shall be deemed to be Restricted Rights software under Federal law, as set forth in subparagraph (c)(1)(ii) of DFARS, Rights in Technical Data and Computer Software (October 1988). This material or any portion of it may not be copied in any form or by any means without the express prior written permission of the Education Products group of Oracle Corporation. Any other copying is a violation of copyright law and may result in civil and/or criminal penalties. If this documentation is delivered to a U.S. Government Agency not within the Department of Defense, then it is delivered with Restricted Rights, as defined in FAR, Rights in Data-General, including Alternate III (June 1987).

The information in this document is subject to change without notice. If you find any problems in the documentation, please report them in writing to Worldwide Education Services, Oracle Corporation, 500 Oracle Parkway, Box SB-6, Redwood Shores, CA Oracle Corporation does not warrant that this document is error-free. Oracle and all references to Oracle Products are trademarks or registered trademarks of Oracle Corporation. All other products or company names are used for identification purposes only, and may be trademarks of their respective owners. Specify the number of Search Results Per Page.

This defines the maximum number of records per page that are returned when displaying list of requisitions, receipts, list of values, etc. Specify the number of Shopping Search Results Per Page.

This defines the maximum number of records per page that are returned when searching for items in the iprocurement catalog. Select Hide Thumbnail Images if you do not want catalog item images to be displayed in the search results list.

Enter the default Delivery information. Need By Date Offset - state the number of days that should be added to the current date when determining the need by date. Need By Time - default time to use for the need by date. Requestor - the default requestor to use for each requisition line. If a field has a flashlight icon, then there is a list of values (LOV) associated with the field. You can either click on the flashlight icon or enter part of the value and press the Tab key. The system will then provide a list of valid values.

When searching for a value, Oracle's wildcard character, '%', can be used. The '%' charcter matches 0 or more characters. For example, searching for 'h%ware' will match 'hardware'. Chapter 1 - Page 5 14 Deliver-To Location - the default deliver-to location to use for each requisition line. This will default based on the selected Requestor.

Enter the default Billing information. Define Favorite Charge Accounts if desired.

Click (B) Add Another Row for each charge account. Enter a nickname for each account. Specify the appropriate charge account.

Select one favorite charge account and click (B) Set as Primary. This is a required step. The default charge account for the employee will still default on each requisition line even if a primary favorite charge account is defined. Click (B) Apply Changes. End of activity. Chapter 1 - Page 6 15 Creating an iprocurement Requisition Chapter 1 - Page 7 16 Create an iprocurement Requisition Create an iprocurement Requisition Start B Requisition Preparer Navigate to iprocurement Home Page. (1) Stores G An appropriate store can be determined for item or service (i.e.

You need software, so you can use Computer Related store)? Y A F Requisition Preparer A Use punchout to search supplier's website for requested item. (2) Stores N Supplier is known & is displayed in list of Stores? Y A N Item or service is definitely a onetime purchase such as a prototype?

Y B N C Item was not found? N Creating more requisition lines? Y D N E Y B Chapter 1 - Page 8 17 Create an iprocurement Requisition Create an iprocurement Requisition D A A C Requisition Preparer Requisition Preparer Requisition Preparer Use another method to create requisition line. (3) Navigate to appropriate store. (4) Shop: Stores Search for item or service in local iprocurement catalog. (5) Stores You would like to search another supplier website? Y F Item was not found?

Y Item was not found? Y N N B N You would like to use a store? N A Y Creating more requisition lines? N E Y G Creating more requisition lines?

Y G N E Chapter 1 - Page 9 18 Create an iprocurement Requisition Create an iprocurement Requisition B Requisition Preparer Create a non-catalog requisition line. (6) Non-catalog Request Store E Requisition Preparer Checkout & complete requisition. (7) Shopping Cart End Chapter 1 - Page 10 19 Search a Supplier Website Using Punchout iprocurement N iprocurement (ST) Shop (ST) Stores Stores 1. Click on the image or link for the appropriate supplier in order to begin a supplier punchout. Chapter 1 - Page 11. 24 In this case, click (B) Process Order.

A summary screen is usually displayed as a confirmation. Click the appropriate button to return to iprocurement.

In this case, click (B) Send Order. Chapter 1 - Page 16 25 The selected items will now be in your iprocurement shopping cart. End of activity. Chapter 1 - Page 17 26 Shop Using an iprocurement Store iprocurement N iprocurement (ST) Shop (ST) Stores Shop: Stores 1. Click on the image or link for the appropriate store. Chapter 1 - Page 18.

27 You will be taken to a screen showing you all of the catalogs contained in the store. If an appropriate supplier can be found in the store, goto task #2. Otherwise, goto End of Activity.

Chapter 1 - Page 19 28 2. Click on the link for one of the available catalogs. This will take you either to a supplier Punchout site or an informational webpage. For a punch-out catalog, you will be re-routed to the supplier's website where you can search for items. Additional information: Search a Supplier Website Using Punchout End of activity. Chapter 1 - Page 20 29 Searching for Items in iprocurement iprocurement N iprocurement (ST) Shop (ST) Stores Stores 1.

Specify the appropriate search criteria in the search field. Oracle's wildcard character, '%', can be used in a search. The '%' charcter matches 0 or more characters. For example, searching for 'h%ware' will match 'hardware'. When searching the iprocurement catalog, searches are word based and must match the entire word. For example, 'wir' will not match 'wired', but 'wir%' will match 'wired' or 'wires'.

Chapter 1 - Page 21. 31 The system will return any items from Agere's internally loaded catalog that matches the search criteria. In addition, the system will display punch-out suppliers that may sell the item that you desire to purchase. Iprocurement is not able to search each supplier's website, Chapter 1 - Page 23 32 but iprocurement will return suggested punch-out suppliers based on the categories of items that they sell.

If the desired item is displayed, goto task #3. If a possible supplier is displayed, goto task #5. Otherwise, goto End of Activity. Specify the appropriate quantity and click (B) Add to Cart. If additional items are desired, goto task #1. Otherwise, goto task #4.

Click (B) View Cart and Checkout. Chapter 1 - Page 24. 33 End of activity. Click on the link for one of the available catalogs. This will take you either to a supplier Punchout site or an informational webpage. Chapter 1 - Page 25 34 For a punchout catalog, you will be re-routed to the supplier's website where you can search for items.

Additional information: Search a Supplier Website Using Punchout End of activity. Chapter 1 - Page 26 35 Create a Non-Catalog Requisition Line in iprocurement iprocurement N iprocurement (ST) Shop (ST) Non-Catalog Request Non-catalog Request Store 1. Click (ST) Non-Catalog Request. Chapter 1 - Page 27 36 2.

Select an appropriate Request Type or New if none of the request types are appropriate. The request type selected will determine the fields that are available on this screen. Specify the Item Type. Goods billed by quantity - this is used anytime that you are ordering a product that can be specified in terms of a quantity and a price.

Goods or services billed by amount - this is used when a flat currency amount needs to be specified. This item type IS NOT recommended if you are requesting an RFQ. Services billed by quantity - this is used when ordering a service that can be expressed in terms of a quantity and price such as 100 hours at 50 dollars per hour. The item type selected will determine the fields that are available on this screen. Enter an appropriate item description.

This needs to be descriptive enough that the buyer and supplier will understand what you would like to order. Select an appropriate category. Enter the quantity or amount. Specify a unit of measure. Chapter 1 - Page 28. Enter an appropriate description for the requisition. The description will automatically default from the first requisition line, but you may want to change it to something more useful.

Iprocurement Uab

Update the Need-By Date appropriately. This date will automatically populate based on your iprocurement preferences. Update the Requester or Deliver-to Location fields if necessary.

These fields will default automatically based on the user that is creating the requisition. If this order is being placed on behalf of another employee, then update these fields appropriately. Specify the Suggested Buyer if it was not already populated by the system.

This is a mandatory field and the information must be specified for each requisition line. If the word Multiple is displayed for this field, then click on the Multiple link and verify that a Suggested Buyer has been specified for each requisition line.

Do not change any Suggested Buyers that are automatically populated by the system. Enter the appropriate Project Billing information if this requisition will be billed to a project. Chapter 1 - Page 32. 41 The Taxable information will automatically default by the system and should not be modified. The Charge Account will automatically default on all requisition lines based on your default charge account on your employee record, unless you have already set an alternative primary account through Preferences. Additional information: Setting iprocurement Preferences If any of these details differ for any of the requisition lines, goto task #8. Otherwise, goto task # Click (B) Edit Lines.

Update any of the fields in the Delivery section as desired. Verify that the Suggested Buyer has been populated for each requisition lines.

Catalog and punchout lines will normally pre-populate with the correct Suggested Buyer. Non-catalog lines need to be populated with the correct buyer. Click (ST) Billing to update Project Billing related information. Chapter 1 - Page 33. Specify the Category. Select 'To Supplier' if the supplier should be able to view the attachment.

If adding a file attachment, goto task #27. If adding a URL (web link) attachment, goto task #31. If entering a text attachment, goto task # Click on the File radio button. File attachments will not print on the purchase order. The supplier will, however, see a note stating that a file attachment exists for the purchase order line. The supplier will be able to download the file using isupplier, but they can only view the file if they have the appropriate program (i.e.

Microsoft Excel for a spreadsheet). Click (B) Browse. Select the appropriate file. Chapter 1 - Page 39 48 30.

Click (B) Apply. Goto task # Click on the URL radio button. Enter the URL for the web page. Chapter 1 - Page 40 49 33. Click (B) Apply. Goto task # Click on the Text radio button.

Enter the Text for the attachment. If you need to enter a large amount of text, it may be better to enter the text in a file and use a file attachment.

Specify a Name for the attachment if desired. Chapter 1 - Page 41. Specify a Justification for your approvers or a Note to Buyer if desired. Click (B) Next. Chapter 1 - Page 45 54 48.

Review the details of the requisition and click (B) Submit when satisfied with the information. End of activity. Chapter 1 - Page 46 55 Create an iprocurement Requisition to Request an RFQ Chapter 1 - Page 47 56 Create an iprocurement Requisition to Request an RFQ Create an iprocurement Requisition to Request an RFQ Start Requisition Preparer Navigate to iprocurement Home Page. (1) Stores Requisition Preparer Create a non-catalog requisition line. (2) Non-catalog Request Store Requisition Preparer Checkout & complete requisition. (3) Shopping Cart Buyer Place requisition onto a Sourcing RFQ or Auction using Autocreate form.

(4) Buyer Notify requisition preparer through e- mail when RFQ or Auction is complete & quotes/bids have been received. (5) Requisition Preparer Review RFQ or Auction info if required. (6) Requisition Preparer Change requisition so that it will contain correct prices. (7) Stores Requisition Preparer Notify buyer once requisition has been re-approved (by all required approvers).

(8) Buyer Award & complete RFQ or Auction. (9) End Chapter 1 - Page 48 57 Update the Prices on a Requisition in iprocurement iprocurement N iprocurement (ST) Shop Stores 1. View the My Requisitions section of the home page. If the requisition is not listed, goto task #2. Otherwise, goto task #6. Click (B) Full List. Chapter 1 - Page 49 58 If the requisition is still not listed, goto task #3.

Otherwise, goto task #6. Click (B) Search. Specify the appropriate search criteria.

Chapter 1 - Page 50. 59 You can enter an alternate requestor or preparer (Requisition Created By) if desired. The creation date window can be entered.

A search can be performed using an exact Requistion N umber or Order Number (PO Number). The Requisition Status can be specified. A search can be performed using all or part of the requisition description. The '%' wildcard can be used. The search can be performed on the Supplier as well. Click (B) Go.

Click on the appropriate Requisition link. Chapter 1 - Page 51. Click (B) Submit. End of activity. Chapter 1 - Page 58 67 Receiving in iprocurement Chapter 1 - Page 59 68 Receive an Item in iprocurement iprocurement N iprocurement (ST) Receiving Receiving 1. Determine type of action.

Express Receive - no entry of receipt details; full receipt of ordered quantity. If the requisition is missing in the Requisitions to Receive list, goto task #2. If using Express Receive, goto task #7.

If performing a detailed receipt, goto task # Click (B) Full List. Chapter 1 - Page 60. Enter a Waybill number or Packing Slip if appropriate. Record Receipt Comments if desired. If the specified information applies to all of the received lines, goto task #22.

Otherwise, goto task # Click on the radio button for the 'No, some receipt information differs by item' option. Click (B) Next. Enter a Waybill number or Packing Slip at the line level if appropriate. Enter Item Comments for each line if desired.

Click (B) Next. If a warning page is displayed, goto task #23. Otherwise, goto task #26. Chapter 1 - Page 67. Enter the correct quantity. Click (B) Continue. Chapter 1 - Page 72 81 7.

Review the changes. Click (B) Submit.

End of activity. Click on the Return Items link. You can use the link at the top of the screen or in the Receiving Process section on the right hand side of the screen.

If there are physical goods to be returned to a Supplier, please ensure that you follow all location specific procedures (e.g. Contact Buyer for RMA #, take material to receiving dock, etc.) related to material returns. Chapter 1 - Page 73. Specify the details for the return.

Select a Reason by clicking on (I) Flashlight. Enter a Return Material Authorization (RMA) number if appropriate. Enter comments if desired.

Click (B) Next. Chapter 1 - Page 76 85 19. Review the return information. Click (B) Submit. Chapter 1 - Page 77 86 21. Notify the appropriate personnel of the return and take the item to the proper location so that it can be shipped back to the supplier.

End of activity. Chapter 1 - Page 78 87 Additional iprocurement Information Chapter 1 - Page 79. 89 If the requisition is missing from listed, goto task #3. Otherwise, goto task #6. Click (B) Search. Specify the appropriate search criteria.

Chapter 1 - Page 81 90 You can enter an alternate requestor or preparer (Requisition Created By) if desired. The creation date window can be entered. A search can be performed using an exact Requisition Number or Order Number (PO Number). The Requisition Status can be specified. A search can be performed using all or part of the requisition description. The '%' wildcard can be used. The search can be performed on the Supplier as well.

Click (B) Go. Click on the appropriate Requisition link. Requisition detail - PO, Receipt, Invoice, Payament If viewing the requisition details, goto task #7.

If copying the requisition to your shopping cart, goto task #16. If canceling one or more requisition lines, goto task #18. If changing requisition, goto task #25.

Chapter 1 - Page 82. 96 This includes the Order Number and Receipt number. Click (B) Ok.

Click on the status link for information on the approval history of the requisition. Chapter 1 - Page 88 97 15. Click (B) Ok. If copying the requisition to your shopping cart, goto task #16. If canceling one or more requisition lines, goto task #18.

If changing the requisition, goto task #25. If none of the above, goto End of Activity.

Click (B) Copy To Cart. Chapter 1 - Page 89 98 The requisition lines will be copied to the current shopping cart. DO NOT use this method to reorder catalog or punchout items because the latest prices may not be reflected on the new purchase order. Complete the requisition. Additional information Checkout and Complete an iprocurement Requisition End of activity.

Chapter 1 - Page 90. 103 If the requisition has already been placed on a purchase order (the Order Number was displayed earlier), goto task #27. Otherwise, goto task # Update the Need-By date if desired.

Modify the order Quantity if desired. Update the Price if desired. Under certain circumstances, the price cannot be updated. Click the Cancel Line checkbox for any lines that should be cancelled. Provide a Reason. The reason will be sent to the buyer if this requisition line is currently on a purchase order. Click (B) Next.

Chapter 1 - Page 95. Review the changes. Click (B) Submit. End of activity.

Chapter 1 - Page 96 105 35. Complete the requisition and make changes as necessary. Additional information Checkout and Complete an iprocurement Requisition End of activity. 120 If reviewing the full details of the requisition, goto task #3. If approving, goto task #5. If approving and forwarding, goto task #8.

If forwarding, goto task #12. If rejecting, goto task #16. If requesting additional information, goto task # Click the View Requisition Details link. Iprocurement Approver Chapter 3 - Page 6 121 4. Log into the system if necessary by specifying your username and password and clicking (B) Login.

Goto task #24 iprocurement Approver Chapter 3 - Page 7 122 5. Click the Approve link. Outlook will open a new.

Note that the Action has automatically populated as 'Approve'. DO NOT modify this in any way except to place values in between any of the single quotes (') for the appropriate fields.

Enter a note if desired. Iprocurement Approver Chapter 3 - Page 8 123 7. Click (B) Send. End of activity. Click the Approve and Forward link. Iprocurement Approver Chapter 3 - Page 9. 124 Outlook will open a new.

Note that the Action has automatically populated as 'Approve and Forward'. DO NOT modify this in any way except to place values in between any of the single quotes (') for the appropriate fields.

Enter the appropriate userid for the person to whom the notification should be forwarded. Enter a note if desired. Click (B) Send.

End of activity. Click the Forward link. Iprocurement Approver Chapter 3 - Page 10 125 Outlook will open a new. Note that the Action has automatically populated as 'Forward'. DO NOT modify this in any way except to place values in between any of the single quotes (') for the appropriate fields.

Enter the appropriate userid for the person to whom the notification should be forwarded. Enter a note if desired. Iprocurement Approver Chapter 3 - Page 11 126 15. Click (B) Send.

End of activity. Click the Reject link. Iprocurement Approver Chapter 3 - Page 12 127 Outlook will open a new. Note that the Action has automatically populated as 'Reject'. DO NOT modify this in any way except to place values in between any of the single quotes (') for the appropriate fields. Enter a note if desired. Click (B) Send.

End of activity. Click the Request Information link.

Iprocurement Approver Chapter 3 - Page 13 128 Outlook will open a new. DO NOT modify this in any way except to place values in between any of the single quotes (') for the appropriate fields. Enter an appropriate question. Iprocurement Approver Chapter 3 - Page 14. Enter an appropriate note if desired.

If approving, goto task #32. If approving and forwarding to an additional user, goto task #33. Iprocurement Approver Chapter 3 - Page 19 134 If forwarding without providing your dollar level approval, goto task #35. If rejecting, goto task #37. If reassigning the approval notification to another user, goto task #38. If requesting more information, goto task # Click (B) Approve. End of activity.

Specify the appropriate Forward To employee. You may use the flashlight to search for an employee. Click (B) Approve and Forward. End of activity. Specify the appropriate Forward To employee. You may use the flashlight to search for an employee.

Click (B) Forward. End of activity. Click (B) Reject.

End of activity. Click (B) Reassign. Iprocurement Approver Chapter 3 - Page 20. Specify the appropriate Asignee employee. You may use the flashlight to search for an employee. Select the appropriate type of reassignment. Delegate your response allows you to delegate your approval authority to the new approver.

Transfer notification ownership allows you to simply transfer the approval notification to another employee. The system will use the new approver's dollar approval authority when he responds to the notification. Enter comments to the new approver if desired. Click (B) Submit. End of activity.

Click (B) Request Information iprocurement Approver Chapter 3 - Page 21. Select the user that you would like to contact for more information. You can either select a workflow participant from the drop-down list or you can manually select any employee in the system by selecting the Any User radio button and specifying the employee. Enter the Information Requested.

This text will be sent to the specified employee. End of activity. Iprocurement Approver Chapter 3 - Page 22 137 Vacation Handling iprocurement Approver Chapter 3 - Page 23 138 Vacation Handling iprocurement N iprocurement (ST) Requisitions (ST) Notifications Requisitions: Notifications 1.

Click on the Vacation Rules link. Iprocurement Approver Chapter 3 - Page 24. 139 If creating a vacation handling rule, goto task #2. If updating a rule, goto task #13. If deleting a rule, goto task # Click (B) Create Rule. Iprocurement Approver Chapter 3 - Page 25 140 3. Select the appropriate Item Type.

For requisition approval notifications, select an Item Type of 'Requisition'. The Item Type list will contain all of the types of notifications that you have previously received in the system. You will not be able to create a vacation-handling rule for any type of notification that you have not already received at some point. If this is the case, then you can select '-All-' to forward all of your Oracle notifications to another user.

Click (B) Next. Iprocurement Approver Chapter 3 - Page 26. Enter an appropriate Start Date and End Date. The system will automatically begin forwarding your notifications on the start date and time entered and it will stop forwarding your notifications on the end date and time specified. Enter a message for the approver if desired. Click the Reassign radio button.

Enter an appropriate user to whom you would like your notifications forwarded. Select to either Delegate your response or Transfer the notification ownership.

Delegating your response provides the new approver of this requisition with the same dollar authority as yourself. Transfer notification ownership simply forwards the notification to the new approver. The new approver's dollar approval authority will still be their normal dollar approval authority (not yours). Iprocurement Approver Chapter 3 - Page 28.

Oracle iProcurement Implementation and Administration Guide Browser version script Oracle iProcurement Implementation and Administration Guide Release 12.1 Part Number E13409-05 Oracle iProcurement Overview Oracle iProcurement in Comprehensive Procure-to-Pay Flow Oracle iProcurement enables internal corporate requesters to independently order items from both local (internal) and remote (external) catalogs. Oracle iProcurement is part of Oracle Applications, an integrated suite of E-Business solutions designed to transform your business into an E-Business. Along with the rest of the Oracle E-Business Suite, Oracle iProcurement helps an enterprise streamline the procurement process with end-to-end business automation. It is the starting point for the ordering process and provides powerful self-service requisitioning capability with an intuitive, Web shopping interface.

In an efficient and automated manner, Oracle iProcurement:. Constitutes a key component of the procure-to-pay business flow. Helps an enterprise process and manage requisitions. Helps an enterprise process and manage receipt of the requested goods or services. Procure-to-Pay Flow Core Features of Oracle iProcurement The core features of Oracle iProcurement that give requesters the ability to transform the procurement process into an efficient and streamlined process are:. Catalog Management For more information about catalog features, see. Catalog Types and Sources Oracle iProcurement offers a flexible solution to catalog and content management, enabling you to select from several approaches based on your business model.

Load catalogs directly into the Oracle iProcurement catalog using the catalog bulk loader, which supports catalogs formatted in XML, standard text, catalog interchange format (CIF), or cXML. Using the catalog bulk loader, you can load new catalogs, update existing catalogs, and delete catalog content. Oracle iProcurement also supports catalogs created in multiple languages and currencies to support requester communities worldwide.

Perform a punchout to an Oracle Exchange marketplace, such as exchange.oracle.com, or a supplier's Web store to access their catalogs. This punchout can be a direct link to the store, where the requester searches, shops, and returns items to Oracle iProcurement. Alternatively, you and the supplier can set up a transparent punchout that works in the background to return matching items from the external site directly to the requester's search results.

Use informational catalogs, which contain instructions or links for ordering other items or services at your company. The informational catalog enables Oracle iProcurement to be your company's portal for all ordering. You can use any or all of these approaches for creating catalog content.

Catalogs and Stores Stores provide an way for requesters to shop among a variety of catalog types and sources. Stores are an optional part of your catalog configuration. Category and Descriptor Management Oracle iProcurement catalog provides uploading and online capabilities to create categories and descriptors.

Security You can use content security to control what catalog content requesters can access You can also configure stores to appear only to requesters in certain operating units. Images Oracle iProcurement provides several options for displaying images for items. For example, you can upload or reference images. You can also provide thumbnail images that appear next to items in the search results. (These can be separate, smaller format images, or you can use profile options to automatically size them from the larger item images.) Shopping Oracle iProcurement leverages the well-accepted model for Web shopping that top consumer Web sites use. This proven approach lets first-time, untrained requesters find desired items or services (shop) and create requisitions (check out), while also catering to experienced requesters by providing increased control and flexibility when creating requisitions. The following figure shows the Shop home page, from which requesters can enter a search term to search all catalogs in a particular store, and view recent requisitions and notifications.

See the Oracle iProcurement Help for details. Stores Oracle iProcurement uses the concept of stores. Using stores, organizations can define an intuitive collection of their content areas.

You can configure stores to include any combination of local catalogs, punchout catalogs, informational catalogs, and transparent punchout catalogs. For most organizations, restricting access to content by role is very important. Administrators can use content security to control which catalogs and stores are made available to different groups of requesters. Powerful Search Capabilities The search capabilities of Oracle iProcurement provide support to all levels of requesters-from the casual requester browsing for items to the focused requester searching for specific products.

Oracle iProcurement requesters search the catalog by entering natural language text descriptions to find the desired items or services. Requesters are not required to know the details of a classification format or catalog hierarchy. Instead, requesters enter search criteria ranging from partial item descriptions and part numbers to supplier names and specific product attributes (such as color or size). Using Oracle interMedia's technology, the search returns a list of matching items. Additional search capabilities such as comparing, sorting, filtering, and advanced search enable requesters to refine their search. As an alternative to performing searches, requesters can browse through the hierarchy of categories within the catalog to locate items and services. This is particularly effective when the requester is familiar with the classification of the items.

For more information about searching, see the. Standard (or Quick) Search Standard search looks across all the searchable descriptors for records that match all of the entered search keywords. Expanded Search If the search results show no matches from performing a standard search, requesters can find more approximate matches by using expanded search. Advanced Search Advanced search enables requesters to search by specific item descriptors, such as item description, supplier, manufacturer, or price. Requesters can use advanced search operators such as with at least one of the words or with the exact phrase to search for items that match a particular description, manufacturer, and price, or other combination.

Shopping Lists Requesters can access frequently ordered items through the use of shopping lists. Favorite List Requesters can create their own personal favorite lists for the items they most frequently order. Public Lists Professional buyers in Oracle Purchasing can use requisition templates to create public lists that can be accessed by requesters. Saved Shopping Carts Requesters can save an unlimited number of shopping carts in progress.

This enables them to save selected items and return later to add more items and check out. Non-Catalog Requests Requesters can request items and services not found in the catalog or shopping lists by creating non-catalog requests. Using catalog administration, you can create non-catalog request templates, also known as smart forms. These templates enable you to control the non-catalog request fields that requesters complete, depending on which store or operating unit they are in.

For more information, see. If you implement Oracle Services Procurement, requesters can create fixed price service requisitions using a non-catalog request. For more information, see. Automatic Document Creation Oracle iProcurement supports several different supplier-level document types to enable the automated document creation process. Supplier purchase contracts and quotations can generate standard purchase orders. Supplier blanket purchase agreements can create releases. All document types support purchasing document creation without requiring buyer intervention.

Center-Led Procurement Oracle iProcurement supports requisitioning against global contract agreements and global blanket agreements. A central procurement center in your business can create these for use by other organizations.

For example, a requester in the German operating unit can request an item that exists on a global blanket agreement in Ireland, as long as the global agreement is enabled in the German operating unit. Oracle Purchasing generates a standard purchase order against the global blanket agreement, and the requester receives the item.

Internally Sourced Items In a buying organization, the sources of goods are from either external suppliers or internal inventory and warehouse locations. In Oracle iProcurement:. Users request externally sourced items using purchase requisitions. Users request internally sourced items using internal requisitions. The system does not convert internal requisitions to purchasing documents, such as purchase orders or blanket releases. Rather, the system converts internal requisitions to internal sales orders.

The internal sales orders undergo processing. The receiving of the requested items occurs in Oracle iProcurement. Checkout Checkout consists of the following basic components:. Delivery. Billing. Notes and attachments. Approvers Delivery Each requisition includes the need-by date and time, requester, and location.

Users can enter these one time for the entire requisition or vary them by line. You can set most of the information to automatically be the default information. Requesters can change these delivery defaults in their Oracle iProcurement Preferences or on the requisition. Multiple Destination Types You can use Oracle iProcurement to create requisitions for requester-initiated inventory replenishment requests, such as stocking a shop floor crib. Alternatively, you can specify delivery of requested items to an expense destination. One-Time Addresses Requesters want items delivered to a location, such as a home address, that is not an office location or other location stored in the database. This is a one-time address that requesters can specify as a delivery location during the requisition creation process.

Integration to EAM Oracle Enterprise Asset Management (EAM) identifies, schedules, and tracks all work activity and costs that relate to assets throughout an organization. Oracle iProcurement requisitions update EAM work orders. Billing Multiple Account Distributions and Account Generation Workflow Charge accounts for requisition lines are generated using Account Generator Workflow rules. You can split charges for requested items across multiple accounting codes to let multiple departments or accounts absorb the cost of items on a single requisition line. This eliminates the need to create multiple requisition lines when the same item is being requested for multiple departments.

Procurement Card Purchases Oracle iProcurement automatically flags shopping cart lines for procurement card (P-Card) payment and defaults to the P-Card number depending on the requester and supplier profiles. The supported types of P-Cards are:. Employee P-Cards: Companies maintain a separate employee P-Card for each requester in the company to make purchases. Supplier P-Cards: Companies maintain a single supplier P-Card for each supplier or supplier site in the system to consolidate all purchases from that supplier or supplier site.

After a requisition has been created and approved, the system creates a purchase order containing the P-Card number, and the supplier receives that information. A P-Card reconciliation process provides the capability to electronically reconcile the P-Card statements and the corresponding purchase orders in the buyer's purchasing application. Oracle Projects Integration Integration with Oracle Projects and Oracle Project Manufacturing enables requesters to optionally reference project and task information about shopping cart order lines. Oracle Grants Integration Integration with Oracle Grants enables requesters to optionally reference projects, tasks, and award information about shopping cart order lines.

Encumbrance Support For customers using budgetary controls, Oracle iProcurement lets users view funds online before submitting requisitions. If a request carries costs past their budgetary limit, the requester is informed and can take appropriate action. Funds are automatically reserved during the requisition submit process. In addition, fund reservation is available for Shop Floor destination type purchasing requisitions that are linked to eAM work orders and are submitted for approval in iProcurement.

Tax Integration Oracle iProcurement enables you to specify tax information, including taxable status and tax code, if applicable. This tax information is carried forward to the purchasing document. Notes and Attachments Include Notes During checkout, requesters can include notes to buyers and approvers. The intended recipients can view the notes later in the procurement process. Upload and View Attachments You can provide additional information to approvers, buyers, suppliers, and receivers by attaching text, URLs, and other file types to the requisition. You can transfer these attachments through the system to purchase orders, blanket releases, and receipts. In Oracle iProcurement, requesters can add attachments to a requisition during checkout.

Examples of attachment types include:. Internal to Requisition: View the attachment only from the requisition. To Buyer: The attachment information is passed on to the purchase order created from the requisition. To Approver: Appropriate approvers can view the attachment information. To Receiver: If the receiver is not the requester, the receiver can view the attachment information.

To Supplier: Transmit text and non-image file attachments electronically by EDI or XML to the supplier when transmitting the purchase order that was automatically created from the requisition. Miscellaneous. Specify Approvers Approval and workflow setup in Oracle Purchasing determines the approver list for each requisition. During checkout, the requester can add approvers and change the first approver in the approver list, depending on whether you allow access to this functionality (using function security). You can also customize the workflow to meet your business needs.

You can alternatively use Oracle Approvals Management to determine the approver list. Oracle Approvals Management provides a single approval management engine (AME) that multiple Oracle applications, including Oracle iProcurement, can use. Integration with Oracle Advanced Pricing Any item that is associated with a contract purchase agreement can reference complex pricing rules in Oracle Advanced Pricing, such as formula-based pricing, discounts, and surcharges.

If an item is associated with a contract purchase agreement, and you have set up advanced pricing, then the item's price considers the pricing rules during checkout. Requisition Tracking and Management After the requester has created and submitted a requisition, the requester can track further processing of the requisition using Oracle iProcurement.

Requisition Status Requesters:. Can view the status of all of their requisitions on the Requisitions tab.

Can perform detailed searches for requisitions. Requesters can search by many criteria, including when the requisition was created, requester, and purchase order (or sales order) number. The requester also receives real-time notifications to keep the requester up-to-date with actions taken against the requisition. Requesters can view notifications in either Oracle iProcurement, on the Notifications page, or in an e-mail message. Requisition Management Requesters perform all requisition management activities on the Requisitions tab:. Complete: A saved cart becomes an Incomplete requisition on the Requisitions tab. The requester can select the requisition and click Complete to finish the checkout.

Change: The requester can select the requisition and click Change. If the requisition is not yet placed on a purchase order, then the requisition is withdrawn from the approval process.

The requester makes the desired changes and starts the checkout process. If the requisition is already placed on a purchase order, then the changes that the requester performs become change order requests that the buyer must first approve. Cancel: The requester can select the requisition and click Cancel to cancel the entire requisition or specific lines. If the requisition is not yet placed on a purchase order, then the cancellation occurs immediately. If the requisition is already placed on a purchase order, then the cancellation becomes a request that the buyer must first approve.

Resubmit: If the status of the requisition is Rejected or Returned, then the requester can resubmit it by clicking Change, making the necessary changes, and starting the checkout process. Procure-to-Pay Life Cycle Tracking Requesters can track the entire procure-to-pay life cycle of their requisitions. On the Requisitions tab, they can select the requisition, and then click the Details icon to view a requisition line.

Each line shows the entire procure-to-pay life cycle of the requested item, including the purchase order, shipment, receipt, invoice, and payment. Requisition Approval Routing Oracle iProcurement provides flexibility in streamlining the approval process:. Vacation scheduling. Approvers can indicate dates of planned absence, specify proxy approvers for their notifications, and eliminate potential bottlenecks in the approval process.

The approval manager can reassign, forward, or request more information during the approval process. Approver checkout. When the approver reviews the requisition, the approver can also make changes to the requisition before approving it. Desktop Receiving In Oracle iProcurement, requesters can receive items, return items, correct items that have been previously received, and view their receiving transaction history.

Receive From their desktop, requesters can receive internally and externally sourced items or the entire requisition. Requesters can obtain receipts for single items by using the Express Receive feature.

Requesters can optionally enter additional information, such as packing slip number, waybill or airbill number, and comments using regular receiving. Oracle iProcurement automatically records the time of the receipt. (The requester can also manually enter or change the receipt date and time.) Oracle iProcurement supports blind receiving, if it is set up in Oracle Purchasing. With blind receiving, a receiver does not see the quantity ordered, quantity already received, or the receiving tolerances that have been set up. View Shipments Oracle iProcurement requesters can view supplier advanced shipment notices (ASNs) as well as internal shipments. Shipment information defaults into the receipt while receiving items. For more information, see.

Return Items Oracle iProcurement lets the receiver return items to suppliers. If set up, the system can generate debit memos during the return process. (See.) Correct Oracle iProcurement lets the receiver make corrections to the quantity received on receipts that have already been processed. Receipt Confirmation Oracle iProcurement also provides a workflow-driven receipt confirmation mechanism that proactively sends a notification to requesters to confirm receipt on the due date.

Integration with E-Business Suite Applications Oracle Services Procurement Integration You can use Oracle iProcurement in requisitioning services and temporary labor through Oracle Services Procurement. If you have licensed and implemented Oracle Services Procurement, perform additional setup to requisition services and temporary labor in Oracle iProcurement. For more information, see.