iproc presentation
TRANSCRIPT
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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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Checkout Information
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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Checkout Information
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.
1 2 3 4
Catalogs Hosted by Suppliers/Marketplace