Oracle Advanced Procurement Oracle Advanced Procurement automates purchasing to make buyers more productive, improves management of your

supply base and adapts to any procurement process. As the heart of the Oracle Advanced Procurement suite, Oracle Purchasing provides a rich store of policy and supplier information, a robust workbench for buying professionals, and consolidated visibility into all spending. Oracle Purchasing turns demand into orders with the least possible manual work. Configurable automation executes routine transactions without intervention, making buyers more productive while enforcing compliance at every step. So procurement professionals spend less time processing paper, and more time discovering and exploiting new savings opportunities. Web-Shopping Interface Ensures Rapid Deployment and Adoption Oracle iProcurement lets you control spending by all employees because it is easy for you to implement and for them to use. Oracle iProcurement gives employees an intuitive web-shopping interface that is instantly familiar to anyone who has shopped online. Powerful search features and logically grouped online stores lead users to the products and services they need. Requesters can place and track orders from any web browser. This web architecture also allows rapid deployment to every employee because there is no desktop software to install. Your employees have immediate access to the 'iProcurement' system and an interface they can use right away. Content Control Guides User Choice With Oracle iProcurement, Purchasing departments completely control the products, services and views that employees see; based on organization, responsibilities, and more. The content can be easily loaded into iProcurement and you can use your existing supplier agreements. Requesters find the items using a configurable category structure or employ the powerful advanced search capabilities. You can provide rich information on the items so employees make informed decisions. Suppliers can also manage content on your behalf. Oracle iProcurement allows users to punch-out to supplier-hosted sites, returning for checkout and approval. Additionally, iProcurements unique Transparent Punch-Out even allows users to access content from external sites without ever leaving the familiar iProcurement interface. By providing flexible options for user content, Oracle iProcurement gives you unparalleled ability to guide employees to make compliant purchasing choices.

Key Functionality of Oracle iProcurement Catalog Management Purchasable content is made available for shopping from internal or external sources based on the organizations needs. Shopping

Process where users search for, compare, and select items that they need to purchase. Users can search the internal catalog, lists, table of contents, and categories. They can also punch out to either supplierhosted or marketplace-hosted catalogs to shop. Once found, the items can be quickly added to a shopping cart. Checkout and submit Requestors enter quantities, billing information, and delivery information in the shopping cart for their order. Their cart contents are converted to a requisition and submitted for approval. Approval and order creation Workflow routes requisitions to the correct approvers based on predefined business rules. Approved requisitions are used to create purchase orders and blanket purchase agreement releases. Additionally, approved requisitions can be placed on Sourcing RFQs and auctions. Receive order Process where users specify information about the delivery of their order.

Buyer Hosted Supplier Hosted Online Marketplace Hosted

Extract Local Item content

Base and Local descriptors Oracle iProcurement Submit Request Data Flow Once the shopping cart is complete, it is processed: iProcurement The shopping cart contents become requisition lines during checkout and are submitted for approval. Purchasing The iProcurement requisition becomes part of the requisition pool awaiting action by workflow or AutoCreate. Workflow

PO Requisition Approval workflow routes the requisition for approval. PO Create Documents workflow creates a purchase order or release from the approved requisition. PO Approval workflow routes the purchase order for approval. e-Commerce Gateway Outbound 850 Outbound 860 XML Gateway New Purchase Order (standard or release)

Verify Profile Options That Impact Oracle iProcurement: Oracle Applications System Administrator Responsibility (N) Profile > System These are a few key profile options. Refer to product user guides for more complete lists. Audit Trail: Activate If you want to keep track of the changes made to your data by application users, you should set up Audit Trail for the relevant tables. Defining Audit Trail for your site involves defining Audit Groups, which are groups of tables and columns for which you intend to track changes. You then define Audit Installations to instruct Audit Trail which ORACLE IDs you want to audit. Finally, you run the Audit Trail Update Tables Report, which allows your Audit Trail definitions to take effect. Default Country This is the default source for the Country field for all address zones and is used by the Flexible Address Formats feature, the Flexible Bank Structures feature and the Tax Registration Number and Taxpayer ID validation routines. Help Localization Code This is the localization code for localized Help files.

GL: Set of Books Name Specify your set of books. This option also associates a set of books with a responsibility. Sequential Numbering Sequential numbering assigns numbers to documents created in the Oracle financial products. HR: User Type Use this profile option to limit field access when sharing Oracle Human Resources and Oracle Payroll. Verify Profile Options That Impact Oracle iProcurement: Oracle Purchasing System Administrator Responsibility (N) Profile > System These are a few key profile options. Refer to the Oracle Purchasing Users Guide for a complete list. PO: Set Debug Workflow On Used usually by technical support staff only for finding problems with the Oracle Purchasing workflow processes. The default value is No. The user can view and update this profile option. It can also be updated at the user, responsibility, application, and site levels. PO: Workflow Processing Mode Affects the performance of the Purchasing approval workflow processes: Online - Completes an entire approval workflow process before letting you proceed to the next activity, but provides you with an updated Status (for purchase orders) as soon as it finishes. Background - Enables you to proceed to the next activity while the approval process completes in the background. When this profile option is set to Background, you must start the Workflow Background Engine, which you access through the System Administrator responsibility. It is recommended that you set this process to run frequently, if you are using it for Background mode approvals. MO: Operating Unit Determines the operating unit associated with your responsibility. HR: Cross Business Groups Affects the suggested buyer functionality by including buyers from different business groups. HR: Business Group Associates a business group with a responsibility.

Verify Profile Options That Impact Oracle iProcurement System Administrator Responsibility (N) Profile > System These are a few key profile options. There were more complete lists of iProcurement profile covered in earlier sections of this course. See the Oracle iProcurement Implementation Guide for a complete list. Attachment File Directory Specifies the directory where attachments are stored. ICX: Limit connect Determines the maximum number of page hits per session. ICX: Limit time Determines the maximum number of hours a user can be logged on per session. ICX: Override Location Flag Determines whether the default deliver-to location on orders can be overridden. ICX: Override Requestor Determines whether a user can override the default requestor code and create a requisition for everyone, the entire organization, or just the user. POR: Amount Based Services Line Type Determines the line type for amount-based non-catalog requests. POR: Goods Line Type Indicates the line type that should be used for all bulk loaded items and quantity-based non-catalog requests. Define Information Templates Purchasing Super User Responsibility (N) Setup > Information Templates Information templates provide a way to capture required information for ordering an item. The example in the slide might be used to create a business card order. Information templates are created and associated with an item or category by the purchasing system administrator. These templates list the

attributes field names in which data should be entered. Any of the fields can be designated as mandatory. These templates are set up in Oracle Purchasing.

Set Up Catalog Prepare catalogs for requestors by first creating a blanket purchase agreement in Oracle Purchasing. Then upload item and schema content. Test the catalog (for example, by searching for or requisitioning the items in the catalog). See the Oracle iProcurement Implementation Guide for more details or refer to the iProcurement Content Management topic of this course.

What is an iProcurement Store? As organizations have expanded their use of Oracle iProcurement to additional and distinct key spend areas, it has become increasingly important to organize content in a way that provides easy access to a more specific range of goods and services. Using stores, organizations can define an intuitive collection of content areas. For instance, Oracle iProcurement could be configured to have a Promotional Items store, an IT store, a Temporary Labor store, a Chemicals store, a Power Equipment store, and an Office Supplies store. Within a store, items are grouped into content zones to allow access control. Where Does the Catalog Content Come From?

Catalog content for Oracle iProcurement shopping can come from both internal and external sources.

Note: It is important to keep in mind that the Oracle iProcurement shopper is intended to only see the online stores that you create as a homogenous catalog. Behind the scenes the content is actually loaded into Oracle Purchasing blanket purchase agreements and then made available to shoppers in an easy to navigate environment. Content can also come from marketplace and/or supplier punchouts as well. Oracle iProcurement Content Management You don't define or setup catalogs in Oracle iProcurement. Instead you define content zones. Catalog Administrators partition local catalog content into local content zones, define punchout or transparent punchout content zones, and then assign these content zones to stores. The combination of content zones that you assign to a Store determines what catalog content your users see. This slide indicates sources and uses of content. Content Type Local: Locally hosted catalogs maintained by the buying organization. Provides maximum control over content and a requesters access to that content. Supplier-hosted: A supplier organization provides access to their externally hosted catalogs. Marketplace-hosted: A third party organization hosts multiple suppliers catalogs. Commodities Direct material: mass-produced mechanical parts; products with pre-negotiated or stable prices; strategic maintenance, repair, and operation (MRO) items (such as packing material). Configured products: products requiring high degree of configuration, such as computer hardware or office furniture; specialized services, such as printing or media services; products with fluctuating prices; extremely large or specialized catalogs, such as chemical supplies. Indirect material: office supplies; standard MRO items; products with unstable pricing. Instructor note: In this slide commodity refers to goods and services, not Oracle Purchasing categories.

Content Type Local

Description iProcurement catalog to which the buyer adds items.

SuggestedCommodity Direct and indirect material

Supplier-hosted

Supplier Web store to which the buyer links directly. A third party site hosts catalog items for buyers and suppliers.

Configured products

Marketplace-hosted

Direct material

Local or Buyer-Hosted Content This approach is best suited for direct material (example: packing material) and is also referred to as a local content or internal catalog. This type of catalog provides the most local control of content and access to that content. Buyer-hosted content comes from following sources: Upload: Supplier creates an XML, cXML, CIFF or spreadsheet (tab delimited text) file, and the buyer uploads the file using the eContent Manager.

External Marketplace-Hosted Content Best suited for indirect material (example: office supplies). Marketplaces (also known as hubs or third-party hosting services) offer: A central repository to which suppliers load catalog items and files. One-stop shopping for buyers who register or shop directly on the hub. Marketplace product examples: Oracle Exchange

Ariba Marketplace Commerce One MarketSite i2 TradeMatrix Procurement

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 suppliers hands. Supplier-hosted and marketplace-hosted catalogs require more complex security and setup

Requirements of Local Catalogs (Local Content) 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

Another way of describing catalogs is in terms of how Oracle iProcurement requesters access the content. Oracle iProcurement supports the following types of catalogs: Local content: Punchout content hosted by a supplier or marketplace Standard punchout where you shop on remote store Transparent punchout where your search returns items to iProcurement Informational content (special variation of local catalog) 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

Stores can be configured to include a combination of local catalogs (content zones) , regular punchout catalogs, transparent punchout catalogs and even informational catalogs. To ensure stores are easily configurable by administrators, Oracle iProcurement supports segmentation of local content into unique supplier catalogs. Punchout catalogs: Requesters can punch out or link directly to a suppliers Web store (supplier-hosted catalog) or a marketplace Web store (marketplace-hosted catalog). After selecting items for purchase, they return to Oracle iProcurement and proceed through the checkout process. Transparent Punchout catalogs: Requesters can search for items on an external site (supplier-hosted or marketplace-hosted catalog) without leaving Oracle iProcurement. From the Search Results page, requesters add the items to their cart and proceed through the checkout process.

Non-Catalog Requests : Non-catalog requests can be made using non-catalog request templates and/or Smart Forms. IPROCUREMENT CATALOG ADMINISTRATION

At the highest level, there are two areas that define the catalog, the catalog content and the catalog schema. The content is what the requester sees. The schema controls the structure and ultimately the usability of the content. The iProcurement Catalog Administration home page provides all the tools you need to manage both the content and schema in one easy to use work center.

Oracle Content Utilization Types Review These are the official catalog (or content) types as identified in the Oracle iProcurement Implementation and Administration Guide and the Oracle iProcurement Help. It is important to understand the distinction between how catalog content is stored and how it is delivered to the Oracle iProcurement requester. Type Local Punchout Location Oracle iProcurement Supplier's or marketplace Description Content that you load from Oracle Purchasing or enter online. Requester adds items from the external site to the shopping cart in Oracle iProcurement. Requester shops the external site in the background and returns the matching items to the Search Results Summary and Search Results pages. Instructions, policies, and links for ordering items and services that may not be supported by the other catalog types.

Transparent punchout

Supplier's or marketplace

Informational

Oracle iProcurement

Local Content Local or buyer-hosted content is hosted, as the name suggests, by the purchasing organization. A single catalog is built with product and services information from multiple suppliers. It is used by all purchasing staff and has a common user interface, no matter which supplier the product or service is ultimately obtained from. Content can be: Loaded or directly entered online from Oracle Applications (Purchasing, iProcurement, Sourcing, Inventory) Uploaded from any third party content provider. Updated directly by suppliers using iSupplier Portal (requires Buyer approval). E-Business Suite Local Content Oracle E-Business suite categories and items can be easily included in the iProcurement catalog. Web-enabled Purchasing categories In Oracle Purchasing or Inventory, enable the purchasing category code for iProcurement.

 Tip: If you are going to use many categories from Oracle Applications, there is an open interface for categories in Oracle Inventory. Detailed information on this Oracle Inventory interface is available from the Oracle Manufacturing APIs and Open Interfaces Manual. References: See the Oracle iProcurement Implementation Guide for additional discussion. Refer to Practice Create a Purchasing Category [LAB02BDY] Refer to Practice Create Items [LABP0208] UPLOADING LOCAL CONTENT

The Upload process uses CIF, cXML, XML, or spreadsheet (tab-delimited text) file that supplier creates and buyer uploads to add large amounts of data to the internal catalog. If only small amounts of data need to be added or maintained, you can use the online authoring feature. You can use uploading to add and maintain buyer-hosted content. For example, uploaded items can augment items already entered into the iProcurement catalog. You can upload items in addition to items youve entered. You can modify items using your upload file. Basically, uploading lets you specify more information about items than the item master or other sources may allow.

UPLOAD CONTENT: RESOURCE FILES iProcurement Catalog Administration Responsibility (N) iProcurement Catalog Administration Home Page > (T) Agreements > (L) Summary > (B) Upload > (B) Download Resources 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 CONTENT UPLOAD AND DOCUMENT TYPES You can upload content to three Oracle Purchasing document types: Global Blanket Purchase Agreement Blanket Purchase Agreement Quotation When using the content upload feature you must specify the document to which your content is going to be added. The three document types are specified in the above slide. The actual upload is performed in different places within iProcurement depending on which document type you are updating. Global Blanket Purchase Agreement 1. (N) iProcurement Catalog Administration home page 2. (T) Agreement 3. Search for the global agreement you wish to upload items to, select it, and open it for update. 4. Select Via Upload from the Add Lines list and click Go. 5. Identify your upload file and related information. 6. (B) Submit

Blanket Purchase Agreement or Quotation 1. (N) iProcurement Catalog Administration home page 2. (T) Agreement 3. (L) Upload 4. On the View Document Upload History page click Upload. 5. Select your document type, number, upload file, and related information. 6. (B) SubmitSRC1490129678