iproc presentation

7/28/2019 Iproc Presentation

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Oracle iProcurement


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Agenda

Overview

Prerequisites

Setups

Creating Requisitions

Managing Requisitions

Desktop Receiving

Catalog Management


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Overview of iProcurement


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Essentially, it supports the procure-to-pay process inan organizations purchasing function.

How Does Procurement Typically Work?

Requisition Approvals Orders Receiving Payment

Overview


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Typical Procurement Issues

Lack of procurement information

Minimal coordination of common purchases across

organizations

Scarcity of formal contracts - few long term agreements and

blanket orders

Small number of strategic partners

Large amount of complexity - many people involved

Lack of standardization - processes, systems

Internet Procurement allows organizations to perform

the procurement activity electronically over the

internet, using a suite of products.

Overview


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Purchasing

Process

iProcurement

Enter requisition online

using web forms and

catalogs

Workflow approval

Supplier notified and

delivers directly to the

Requestor

Record receipt on the

web

Overview


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Overview


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Streamlined Order Placement - Shopping

Shopping Lists

Copy Orders

Service requests

Non Catalog Requests Automatic Document creation

iProcurementKey Features

Overview


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Streamlined Order Placement - Billing Procurement Card Purchases for Catalog Orders

Oracle Projects Integration

Tax Exempt Purchases

Multiple Account Distributions and Account Generation

Workflow Integration

Multi-Currency Enhancements

Streamlined Order Placement

Notes - Additional Item Information, Upload and View

Attachments

Approvers - Approval Routing Configuration, Vacation

Scheduling

Review/Submit, Cancellations

iProcurementKey Features

Overview


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Prerequisites for iProcurement


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Oracle Core Purchasing setups

- Jobs, Positions, Employees, Hierarchy, Approval groups,

Assignments, Item categories, Buyers, Purchasing / Financial /

Receiving options etc.

Items availability in iProcurement from :

-Internal Catalog: Items assigned to categories which have the

attribute iProcurement check box as enabled and Web Enabled

as Yes in Category Descriptive Flexfield

or / and

External Catalog: Managed by Supplier / Third Party / Self

Prerequisites


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Setupsof iProcurement


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1 Descriptive Flexfield for Item Categories Required

2 Configure Account Regions Required

2 Define Information Templates Optional

3 Define Realms Optional

4 Set Up Procurement Cards Optional

5 Set Up Attachments Optional

6 Set Up Profile Options Required

7 Enable Function Security Optional

Setups


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Descriptive Flexfield for Item Categories

Enable descriptive flexfield Item Categories

Label segment Use with iProcurement or something similar

Choose Attribute10 from external sources

Enter a value Y for the item categories (the Items belonging to thesecategories only are available in iProcurement).

Information Templates

Are setup in Oracle Purchasing for capturing additional information in

iProcurement

Used to pass required information to the supplier Each Information Template must be associated with an item or a category

Setups


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Realms A realm is a set of access privileges

A realm is used to control access to internal catalog content / external

source at the user level

Procurement Cards

Procurement cards (P-Cards) are setup with Accounts Payable and can be

used for iProcurement requisitions

Define which users are allowed to use procurement cards

Attachments

iProcurement allows attaching of additional information to the

requisitions (Types: File, URL, or Note)

Type of note determines who will be allowed to see the note

Setups


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Profile OptionsICX: Allow Funds Override

Indicates whether a requestor can override their allowed

funds, if encumbrance is enabled.

ICX: Date Format MaskDetermines the date format.

ICX: Days Needed By

Sets the number of days until the user needs to receive

an order.

Setups


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Profile OptionsICX: Language

Determines the language.

ICX: Limit Connect

Sets the maximum number of page hits per session. Setthe value to 1000.

ICX: Limit Time

Determines the maximum time limit a user can be logged

into the system. Default is 4 hours.

ICX: LOV Type

Should always be set to HTML.


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Profile OptionsPOR: Approved Pricing Only

Restricts user access to only those items associated with

contracts or templates.

POR: Goods Line Type

Determines line type for goods type non-catalog order.

POR: Rate Based Services Line Type

Determines line type for rate-based Service type non-

catalog orders. A rate-based Service is a monetary

charge per four, day, and month.


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Profile OptionsPOR: Edit Accounts Region

Enables the user to support multiple chart of accounts.

POR: Multiple Accounts Region

Enables the user to support multiple chart of accounts.


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Function Security

iProcurement allows assignment and modification of

responsibilities to control users access

If the responsibility is not secured the functions allow the user to

see all the data within the Web page that is brought up If the responsibility is secured, additional security checks are

made to determine which data, if any, is displayed by its functions

Securing attributes are used to control the data that is displayed


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Creating Requisitions in iProcurement


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Why Purchase Requisitions?

Purchase requisitions allow decentralisation of requisitioning

of goods and services

Purchase requisitions allows users to source the requisition

with the best suppliers and at the lowest cost

Purchase requisitions ensure that the appropriate management

approval is given before purchase orders are created

Creating Requisitions


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Purchasing Process Overview..

Business Needs Associated with Purchase

Requisitions Automate the procurement process

Monitor and control spending amounts by approval

authorizations

Simplify the interaction with suppliers

Free buyers from daily transactions to focus on negotiation

management and supplier analysis

Reduce administrative costs and inefficiencies


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Overview of Purchase Requisition Creation

Choose items orenter lines

Catalogs

Shopping lists

Purchase

Requisition

Non-catalogrequest


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Overview of Obtain and Grant Requisition

Approvals View, modify, approve and forward documents

Respond to notifications via the Notification Viewer, web or e-

mail

Control approvals by amount, cost center, account

Control requisition approval routing according to management

structure

Reassign or forward requisitions for approval if approver is

not available or on vacation

Route requisition to next approver when timely response is not

received


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Creating and submitting purchase requisitions

The iProcurement Home Page offers one click access to:

Initiate the creation of a requisition

Search for or select items to order from the catalog or a

supplier site

View and respond to notifications

View the status of requisitions


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Requisition Creation Flow

Log into iProcurement

Find

items Add items

Edit shopping cart

Submit requisition

Proceed to Checkout

Proceed to Checkout

Checkout

Review requisition


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Shopping at Supplier Sites

You can shop for items from a supplier web site that your

company has an arrangement with

To requisition an item off of a supplier site, you will need to

click on the link to the supplier site from your Home Page or

the Shopping Page


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Checkout Information

Delivery stage

Date on which the items are required to be delivered

Requester

Location to deliver to

Different delivery information for each line item

A one-time address

Billing stage

Procurement card

Taxable status

Project to bill to

Different billing information for each line item

Multiple charge accounts for a single line item

Procurement cards (p-card) are corporate credit cards assigned

to an employee to use when requisitioning items from suppliers

Automatically flags shopping cart lines for p-card payment and

defaults in the appropriate p-card number

After approval and purchase order creation, a p-card order is

generated and transmitted to the supplier


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Notes stage

Description for the requisition

Notes to the buyer and approver

Attachments

Approval stage Review list of approvers

Specify additional approvers *

Change first approver *

Delete non-mandatory approver *

Add note to approver

Attach justification attachment

* Note: These functions will be available / unavailable as per the security setup


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Review / Submit stage

View the details of the requisition before submitting it

Submit the requisition for approval

Resubmit a rejected or returned requisition


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Managing Requisitions in iProcurement


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Viewing requisitions

Copying requisitions

Canceling requisitions

Withdrawing requisitions

Resubmitting requisitions

Approving Requisitions

Managing Purchase Requisitions


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Receiving in iProcurement


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Receiving Orders

Receiving of goods and services can be done in either Oracle

Purchasing and iProcurement

Receiving represents the final step of the ordering process:

Records receipt of goods and services

Initiates the payment process


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Receiving Orders

Receiving of goods and services can be done in either Oracle

Purchasing and iProcurement

Receiving represents the final step of the ordering process:

Records receipt of goods and services

Initiates the payment process


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Overview of Receipt Types

Direct

Destination type: Inventory,

Expense, or Shop Floor

Standard

Destination type:

Receiving

Final

destination

InspectionInspectionInspection

Final

destination

Receive

LocationLocationLocation


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iProcurement Receiving

Features of receiving orders in iProcurement:

The requisitioners are allowed to receive at their desktop from

the browser

Requesters can view and receive orders in a simple, workflow-

driven self-service interface.

Requesters can review the order details and confirm receipt of

requested goods and services.

iProcurement automatically records the receipt transaction.

Requesters can optionally enter additional information like

packing slip number, waybill/airbill number, etc.


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iProcurement Receiving

Features of receiving orders in iProcurement:

The requisition is required to have a purchase order or blanket

release associated with it to be received

The routing of the item to be received must have been set to

Direct Delivery


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Centralized Receiving Functions

All iProcurement receiving functions are located on the Receiving

page

From the Receiving home page a Requisitioner can:

Receive

Return

Correct

View receiving transaction history

*Note:

In iProcurement receiving, a Requisitioner can transact someone elses items

also

Access for the Requisitioners can be restricted to only their items by excluding

the above functions from the respective Internet Procurement responsibility


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Catalog Management


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iProcurement uses a simple, web-based graphical interface to

create requisitions using catalog data from internal and

external sources.

Oracle Internet Procurement 11i supports multiple sources for

item selection. Items may be selected from catalogs: from internal sources

from external sources

hosted by suppliers and marketplaces

Catalog Types


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Items and categories in Oracle Applications can be loaded

into Oracle Internet Procurement 11i catalogs. The extracted

purchasing data includes:

Items from the Master Organization

Requisition Templates

Blanket Purchase Agreements

Catalog Quotation information

Approved Supplier Lists

Loading Catalog Data From Internal Sources


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Loading Catalogs: Concurrent Programs

Catalog Extract Data-Classifications

Extracts categories in Purchasing Default Category Set

Also extracts Requisition Template names defined in Oracle Purchasing

Catalog Extract Data-Items

Oracle Inventory Master Items

Oracle Purchasing Blanket Purchase Orders and Catalog Quotation lines

Requisition Template lines

Catalog Data Purge

Inactive Blanket Agreements

Inactive Quotations

Inactive Items

Inactive Requisition Templates


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Catalogs from external sources may be provided by a supplier

or by companies that provide third party content

management services

Catalogs from these sources are loaded onto iProcurement via

XML files or spreadsheets

Templates and instructions that help create these catalog files

can be downloaded from the eContent Manager of Oracle

iProcurement 11i.

Loading Catalog Data From External Sources


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A Supplier Hosted catalog is maintained by a third-party

supplier

Marketplace catalog is maintained by a third party catalog

provider

Users navigate these catalogs through a web page link, via

their corporate firewall, before returning to iProcurement to

complete their requisition.

Catalogs Hosted by Suppliers/Marketplace


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Externally

Hosted

catalog

iProcurement

Firewall

1. User selects link to external catalog2. External catalog asks iProcurement (using the

secure authentication server) to authenticate the

user.

3. iProcurement responds to the request with anXML document indicating whether user was

successfully authenticated

4. User then shops at external site, selects items

and finally indicates they are ready to add itemsto their requisition.

External catalog then transmits items to iProcurement

where they are converted to requisition lines.

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Catalogs Hosted by Suppliers/Marketplace

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