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Oracle iProcurement

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Agenda
Overview Prerequisites Setups Creating Requisitions Managing Requisitions Desktop Receiving Catalog Management Work Flow Process

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Overview of iProcurement

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Overview How Does Procurement Typically Work?


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

Requisition

Approvals

Orders

Receiving

Payment

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Overview 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.
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Overview iProcurement

Enter requisition online using web forms and catalogs

Workflow approval

Purchasing Process

Supplier notified and delivers directly to the Requestor


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Record receipt on the web

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Overview

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Overview

iProcurement Key Features


Oracle Internet Procurement provides an intuitive, web shopping interface.

With a web browser, quickly find goods and services, add


them to the shopping cart, and simply checkout. Available capabilities are:

web shopping experience,

next generation catalog engine,


complete catalog and content management, streamlined order placement processes.

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Overview

iProcurement Key Features


Web shopping experience allows:

First time, untrained requesters to easily find desired items or

services, (large number of users)

Express Checkout enables repeat users to handle checkouts in one step Power Checkout enables the ultimate item level control and

flexibility, so frequent users can quickly edit or copy multiple


lines

Next Generation Catalog Engine

Search capabilities optimized for self-service deployment. categorization, the new search capabilities perform as people think.

Combines the advantages of text search, parametric search, and

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Overview

iProcurement Key Features


Complete Catalog and Content Management

Simplified XML catalog and spreadsheet data loads.

Search for products and services in a single unified catalog.


Seamless integration with supplier sites and market places such as TPN Registers

Streamlined Order Placement - Three options for ordering

items as part of the Go Shopping function:


Step-by-Step Checkout, Express Checkout for repeat users, Power Checkout for frequent users.

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Overview

iProcurement Key Features


Streamlined Order Placement - Shopping

Shopping Lists

Copy Orders
Service requests Non Catalog Requests Automatic Document creation

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Overview

iProcurement Key Features


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 Notes - Additional Item Information, Upload and View Attachments Approvers - Approval Routing Configuration, Vacation Scheduling Review/Submit, Cancellations
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Streamlined Order Placement

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Overview

iProcurement Key Features


Desktop Receiving

Requesters can receive orders in iProcurement and confirm receipt of requested goods and services. iProcurement automatically records the receipt transaction.

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Prerequisites for iProcurement

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Prerequisites
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

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Setups of iProcurement

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Setups
1 2 2 3 4 5 Descriptive Flexfield for Item Categories Configure Account Regions Define Information Templates Define Realms Set Up Procurement Cards Set Up Attachments Required Required Optional Optional Optional Optional

6
7

Set Up Profile Options


Enable Function Security

Required
Optional

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Setups

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 these categories 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

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Setups

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

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Setups

Profile Options
ICX: Allow Funds Override
Indicates whether a requestor can override their allowed funds, if encumbrance is enabled. ICX: Date Format Mask Determines the date format. ICX: Days Needed By Sets the number of days until the user needs to receive an order.

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Profile Options
ICX: Language
Determines the language. ICX: Limit Connect Sets the maximum number of page hits per session. Set the 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 Options
POR: 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 noncatalog orders. A rate-based Service is a monetary

charge per four, day, and month.

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Profile Options
POR: 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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Creating Requisitions

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

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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


Shopping lists

Catalogs Choose items or enter lines Non-catalog request Purchase Requisition

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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 email 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 Proceed to Checkout Edit shopping cart Proceed to Checkout

Submit requisition Checkout

Review requisition

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Streamlined Order Placement

Find Items

Add to shopping cart

Step-by-Step Checkout

Express Checkout

Power Checkout

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Find Items

Search for Items


Combine text search, parametric search, and categorization Search by: Part number Description Supplier Price Currency

Browse Categories

Browse categories and select items Access to different categories can be assigned to each user Personal - My Favorites Corporate - Public
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Shopping lists

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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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Non-Catalog Requests
Used to requisition items that are not in the catalog

Used to order the following types of items:


Goods billed by quantity (per unit) Service billed by quantity (rate) Goods or services billed at a fixed amount

Mandatory information required:


Enter basic information about the item (description, uom, price) Associate it to a category

Optionally designate a supplier for the item

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Shopping Cart
Contains items that you have selected to order in the current

session
You can update the quantity of line items Recalculates your requisition total as you select or delete items You can save the contents of the shopping cart to order items at a later time Additionally,

View item images, if available Enter Special Item Information, if required as per the setup

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Checkout
A process for completing shopping cart orders You can verify your order and update delivery and billing information There are different levels of checkout to meet the needs of different experience levels:

Step by Step
Express Power

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Checkout: Step-by-Step
Shopping

Delivery Billing Notes Approvers Review/Submit

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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 Procurement card Taxable status Project to bill to
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

Billing stage

Different billing information for each line item Multiple charge accounts for a single line item

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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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Express Checkout
Step-by-Step
Shopping Delivery Express Checkout Billing Notes Approvers Review/Submit
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Express Checkout
Shopping

Review/Submit

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Express Checkout
Quicker, more convenient checkout

Checkout is completed in one step


Targeted to users who do a high volume of requisitions Uses default delivery and billing preferences specified in My Profile page
Setup default delivery and billing information so it defaults when
creating requisitions

Speeds up the requisition process These values are updateable during the requisition process

During express checkout, enter:


Need-by date Requisition description Notes to buyer and approvers

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Power Checkout
Step-by-Step
Shopping Delivery Express Checkout Billing Notes Approvers Review/Submit
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Express Checkout
Shopping

Power Checkout
Shopping

Power Checkout

Approvers

Review/Submit

Review/Submit

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Power Checkout
Used for large requisitions where billing and delivery

information is not the same for each line


Update an individual line or a group of lines During power checkout:

Enter/update all the information available during the step-by-step

process

Review and edit approvers similar to step-by-step checkout

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Managing Requisitions in iProcurement

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Managing Purchase Requisitions


Viewing requisitions

Copying requisitions
Canceling requisitions Withdrawing requisitions Resubmitting requisitions Approving Requisitions

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Viewing Requisitions
To view most recent requisitions select:

Requisitions at a Glance on home page or


Requisition Status tab Requisition

View

Requisition status
Approval history Requisitions created by others in your group

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Copying Requisitions
Copy requisitions of any status from the Requisition Status page Copying a requisition copies the items from the original requisition into a shopping cart

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Canceling Requisitions
Requisitions that have been submitted for approval can be

Cancelled from the Requisition Status page


The following rules apply to canceling requisitions:

Cancel requisitions of any status Cannot cancel individual requisition lines *

Cannot cancel requisitions once it has a line converted to a


purchase order

*Note: To cancel individual lines, use the withdraw feature

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Withdrawing Requisitions
Requisitions that have been submitted for approval can be

Withdrawn
The Withdraw button is available:

From the Requisition Status page From the requisition details page

Withdrawn requisitions are no longer available on the approvers notification list Withdrawn requisitions can be:

Moved back to the shopping cart Canceled

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Approving Requisitions
Requisitions that have been submitted for approval are

available in

Home Page in To-Do List or in Notifications window (under Requisition Status)

for necessary action. Valid Actions are:


approve the requisition, approve and forward the requisition to another approver, reject the requisition, reassign the requisition.

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Editing Requisitions before Approval


Approver can make changes to requisitions that are waiting for

approval before submitting them for approval


Approver can

add new items delete existing items, change item quantities.

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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

Standard Destination type: Receiving

Receive

Direct Destination type: Inventory, Expense, or Shop Floor

Location Location Location Final destination


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Inspection Inspection Inspection

Final destination

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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, workflowdriven 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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Catalog Types
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

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Loading Catalog Data From Internal Sources


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

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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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Loading Catalog Data From External Sources


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.

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Catalogs Hosted by Suppliers/Marketplace


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.

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Catalogs Hosted by Suppliers/Marketplace


1. User selects link to external catalog 2. External catalog asks iProcurement (using the secure authentication server) to authenticate the user. 3. iProcurement responds to the request with an XML document indicating whether user was successfully authenticated 4. User then shops at external site, selects items and finally indicates they are ready to add items
1 2 3 4 Firewall Externally Hosted catalog

to their requisition.
External catalog then transmits items to iProcurement where they are converted to requisition lines.

iProcurement

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Workflow Processes in iProcurement

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Workflow Processes
PO Requisition Approval Workflow

PO Create Documents Workflow


PO Confirm Receipts Workflow PO Account Generator Workflows

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