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Oracle r12 Iprocurement Reference Guide

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146 views43 pages

Oracle r12 Iprocurement Reference Guide

Uploaded by

Sayed Mahfouz
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF or read online on Scribd
Partneriaeth Cydwasanaethau Gwasanaethau Caffael ya 7 5220 2H=O) Shared Services Partnership Procurement Services ORACLE R12 IPROCUREMENT REFERENCE GUIDE Table of Contents 1. Introduction 1.1 Introduction to iProcurement 1.2 What is iProcurement 1.3 Why we use iProcurement 1.4 Logging into iProcurement 1.5 iProcurement Home Page 2. Creating Requisitions 2.1 Creating a Catalogue Requisition 2.2 Creating a Non-Catalogue Requisition 2.3. Proceeding to the Checkout 2.3.1 Step 1 of the Checkout - Requisition Description - Delivery Information - One-time Address - Billing Information 2.3.2 Step 2 of the Checkout - Approvals - Attachments 2.3.3 Step 3 of the Checkout - Review & Submit itions 3. Approving Requi: 3.1 Approving a Requisition 3.2 Forwarding a Requisition for Further Approval 3.3. Rejecting a Requisition 3.4 Cancelling a Requisition 3.5 Requesting more information 3.6 Out of Office Rules - Vacation Rules - Worklist Access 4, Receiving Goods (Booking-In) 4.1 Receive Items 4.2. Return Items 4.3 Correcting Receipts 4.4 Viewing Receipts 5. Review Previous Requisitions 5.1 Review Requisition Details 5.2 Identify Purchase Order Numbers 5.3 Copying Requisitions to the Shopping Cart 5.4 Cancelling Requisitions 5.5 Change a Requisition after it has been Approved 5.6 Using Favourites 6. Useful Information 6.1 Enitity Codes 6.2 FAQ's - Frequesntly Asked Questions 6.3. iProcurement Contact Information 6.3.1 Local Purchasing Teams 6.3.2 eEnablement Service Support Team 1.1 Introduction to iProcurement All Goods and Services purchased within NHS Wales must be requested using the Oracle iProcurement system. The Oracle iProcurement system is used by every Health Board and NHS Trust in Wales and is part of Oracle Applications, an integrated suite of E-Business solutions designed to work together to streamline the way Finance and Procurement deliver their services. The Oracle R12 iProcurement Reference Guide provides useful information with how to use this system and details: » How to navigate through iProcurement Oracle applications. > How to submit Orders, Approve and Receive Goods. > Provide an overview and reference information. 1.2 What rocurement iProcurement, or iProc for short, is an internet style way of ordering goods and services from any supplier. It provides a web based method for requestors to create requisitions, research the status of requisitions, and book-in (receive) delivered orders into the system. 1.3 Why we use iProcurement Procurement assists departments in obtaining value for money through the identification of preferred contacts or by allowing price comparisons. It also enables users to transmit the purchase order direct to the supplier without the need for printing, 1.4 Logging into iProcurement iProcurement system you will require a valid username and To be able to access th password. To be able to access the Oracle iProcurement system you will require a user ‘account. For information on how to setup a new user account contact the Service Support Team for further assistance: NWSSP Procurement eEnablement ServiceDesk@[Link] 1, Click on the following hyperlink [Link] or copy and paste into your Internet Browser. Page 4 of 43 Ge i PROCUREMENT REFERENCE GUIDE et) 2. Enter your Username and Password 3. Click on to login to the Oracle Home Page | Login to PSL.R12 PROD | Eee"S Login Assistance Note: Using the Self Service Password reset too! end users with an associated email can submit 2 request to securely reset their password or request a reminder if forgotten username. 1.5 iProcurement Home Page Once you have selected the iProcurement responsibility, you will automatically launch into the iProcurement Home Screen. & isi 39 os marinas. Ia D~ OX Serene ‘aida kant aceite Soe so et towistien Desian cass Ope Rada Nieseose Oeste atts tesartebunie ‘steebeaso er rzceargrestr Be Pip maids = B The screen opens displaying the Shop page. The Shop page is your iProcurement Home screen. From this screen you are able to search and shop for new items, view recent requisitions and receive goods. The table below gives a brief description of the different areas of the screen. Screen Item Description This is your shop home screen, You can search and shop for new Shigp Wab items, view recent requisitions (last 5) and receive goods. This tab opens to show alll your requisitions. You access your Requisitions Tab notifications via this tab. These are similar to "To Do” lists that you need to view or action. This tab opens all requisitions that you have created, From here Receiving Tab you have the option to receive correct and return items and view receipts. This link opens an Ad Hoc catalogue which stores your favorite items. This saves time searching for them. Shopping Lists If an item is not contained within the online catalogue, you are Non Catalog Request | able to create a non-catalog request. Note: The supplier must be setup in the system. Search Search for catalogue items from here. You can use an advanced search e.g.: search for items by Advanced Search supplier. This area of the screen contains links to the various catalogues SITES. Ares contained within iProcurement. This area of the screen contains the last 5 requisitions created by My Requisitions you. For a full list, click the Requisitions tab. ‘This area of the screen shows items that are currently in your Shopping Cart cart and awaiting check out. This area of the screen is configurable to hold Frequently Asked Purchasing News Questions (FAQs) and hold important documents such as Policies and Procedures. Page 6 of 43 IPROCUREMENT REFERENCE GUIDE Creating Requisitions To purchase Goods & Services a requisition must be raised and submitted for approval. Once submitted for approval, a requisition ID number (unique identifier) is generated by the system which can then be used to track the progress of the requisition. There are two types of requisition which can be created: (1) Catalogue Requisitions (2) Non-catalogue Requisitions 2.1 Crea’ 1g a Catalogue Requisition A catalogue Is a list products that have been loaded onto the system for which a purchase agreement or contract is in place with a particular supplier. If the item you require is available within the catalogue a ‘catalogue requisition’ must be raised. This is to ensure that the appropriate purchasing agreement or /\ contract is used for the item you need to buy. Procurement will be unable to process your non-catalogue request if the item is in the catalogue and will have to return your requisition to you to be re-processed correctly Selecting a catalogue item will save time in having to input information such as the Item Code, Product Description and the Item Price as this information will automatically be loaded onto the system. oi 1. Navigate to the Procurement Home page and using the search box, highlighted in the screenshot below enter the details of the item you require. PROCUREMENT REFERENCE GUIDE + You can search for an item by entering any of the following details: -Item Code -Item Description -Supplier Name -Category Name © The text is not case sensitive You can also use the '%’ sign as a wild card. It is not a good idea to enter just a *%' on it’s own as the results will be too numerous and may take too long to be retrieved. 2. Once you have entered your search criteria click [eo] to search the catalogue. . Once you have located the item you require enter the Quantity you need to purchase. The system will automatically default a quantity of one. Before amending the quantity check the unit of measure (UOM) that A the item will be ordered in. For example if the UOM is ‘Box of 10’ by entering a quantity of 4 will order 40 items. 4. Click on the |Add to Cart | button to add the item to your Shopping Cart. Page 8 of 43 PROCUREMENT REFERENCE GUIDE 2.2 Creating a Non-Catalogue Requisition You can request items or services not found in the catalogue by creating a non-catalogue request. To be able to raise a non-catalogue request you will need to know the Item Code, Product Description, Unit of Measure, Price as well as the name of the Supplier. You can contact your Local Procurement Team for advice and support to source the item you require and help find the information you will need to complete a non-catalogue requisition. ‘A non-catalogue request should only be created if the item cannot be found in the catalogue. 1. From the Homepage select Non-Cataloque Request, ORACLE’ irrocurement The Non-Catalogue Request form will then be displayed. a 2. Item Type: The following are the three item types used from non-catalogue requisitions: + Goods billed by quantity + Services billed by quantity + Goods or Services billed by amount Page 9 of 43 IPROCUREMENT REFERENCE GUIDE 3. Item Description: In the Item Description field enter as much information as you can to make it clear to Purchasing and Requisition Approvers what it is that’s required. The information entered in this box should be in the format of Item Description / Size / Colour / and other Supporting Information. eee Presenter ere) “If your require a new desk then Purchasing will need to know the Item Description, its Size and Colour and or Features of the desk you Require” Desk, 1600mm X 900mm, in Beech, Right hand Turn. 4. Category: The category represents the type of item being purchased. For example if you were ordering envelopes the category would ‘PAPER ITEMS & GENERAL [Link]’. Categories are pre-set in the system and the relevant category for the item you are purchasing needs to be selected 4.1 Click on the icon to search for a Category. * Category 4 4.2 The Category search window opens. Enter a description to search for the Category. = a (Saree 4.3. Clickon the ™ icon to select the catego! ; you will then be taken back to Non- Catalogue Request form. Quantity: Enter the desired quantity. saw Unit of Measure: The Unit of Measure (UOM) is the units that the item will be ordered in. You are only able to choose a UOM that is available on the system. Page 10 of 43 =z PROCUREMENT REFERENCE GUIDE a If it Is a single item that you're ordering, then the UOM would be ‘Each’. If you're ordering a box of ten then the UOM would be "Box of 10”. If needed, click on the ° icon to search for a unit of measure. 8. Unit Price: You must enter a price per unit (2each/box/carton etc). There is no need to enter a'£’ sign into this field. A The price must be entered exclusive of VAT, this will be included when you progress through the checkout. 1 Name: Enter the name of the Supplier which the items are to be purchased Supplier accounts are created on the system by Procurement Services and the relevant Supplier will need to be selected to complete your non-catalogue requisition. If the Supplier you would like to use is not available on the system you will need A to request a new Supplier record to be created on the system. The New Supplier Request Form will need to be completed and submitted to your Purchasing Team for processing. If needed, click on the % icon to search for a Supplier record 10. Supplier Site: The supplier site is the address to which the Purchase Order will be sent. If there is only one Supplier Site setup on the system, for the Supplier selected at Step 8 above, this field will automatically be populated, If more than one Supplier Site is available, when selecting a Supplier Record, the Supplier search window opens: Seach By Seopier = [ltt [6a] | sea = ste Carne eon coment 2 Page 14 of 43 = 6 PROCUREMENT REFERENCE GUIDE a Click on the “icon to select the Supplier Site you would like to use; you will then be taken back to Non-Catalogue Request form. 11. Supplier Item: The Supplier Item is the suppliers product code of the item you are ordering. Entering the correct Supplier Item / Product Code will help ensure you receive exactly the item you need to purchase. [Link] on the | Add to Cart | button to add the item to your Shopping Cart. 2.3 Proceeding to the Checkout Once you have added all of the items you require to your shopping cart you will then be ready to proceed to the checkout to complete your requisition and submit for approval To proceed to the checkout click View Cart and Checkout | in the Shopping Cart. eet nce es meme Rae” | Piineeae 1. The Shopping Cart page will then be displayed listing all of the items you have put into your cart. This provides an opportunity to change the quantity of items to be purchased or delete items not required, before progressing through the checkout, Page 12 of 43 IPROCUREMENT REFERENCE GUIDE Sa 2 Berencarwanmmaraunsee reo ae oe 2 aecacinc anna re ners See oa 5 seem uineronum nner noo tho mo 2. To confirm your Shopping Cart is complete and to progress through the checkout click on the | checkout | button. The checkout is split into three steps: Step 1 Step 2 Step 3 ——_ e=— — 2 Requisition inforn ‘Approvals Review And Submit 2.3.1 - Step 1 of the Checkout (Requisition Information) At Step 1 of the check out you will be able to give your Requisition a meaningful title, determine the Delivery information and set the Billing details. ora i Sl eenien eee = = _ =o oe a oe = a] a) | 1 a -Requisition Description A description will default into the field which will be the description of the first item in your shopping cart. This field is a mandatory and cannot be left ‘blank’, It is a free text field so you may wish to enter a description that better suits. rata = B -Delivery Informat n A delivery address automatically populates the ‘Deliver To Location’ field each time you raise a new requisition; this is because a delivery address is assigned to your user account by the system administrator when it's first created. Should you require an Item(s) to be delivered to an alternative address you can change the defaulted delivery address. If you change the delivery address you must also check to make sure the Cost Centre code is correct. A This is because every delivery address has a Cost Centre Code assigned to it and if you change the delivery address the Cost Centre code will also automatically change. 1. Click on the S icon to search for a Deliver-To Location. * Deliver-To Location | Q Enter one-time address 2. The Deliver-To Location search window opens, Enter a description to search for the location code and click-on the [>] button. ‘Search and Selec: Doliver‘To Location eeeeet) [sees] $m “of yor tam, slat iter Kein th pul ft nd eer le te tt il then se te bn. Seay coe | ial 3. Click on the quick select icon to select the Deliver-To Location you would like to use; you will then be taken back to Step 1 of the checkout. ~One Time Address There will be an instance(s) where goods or service are to be delivered as a “one off” to particular address. The delivery address therefore will not exist on the system for you to select. In these instance(s) you have the ability to enter a “One-Time Address”. Page 14 of 43 PROCUREMENT REFERENCE GUIDE If you change the delivery address you must also check to make sure the Cost Centre code is correct. A The Delivery Address doesn't exist as system default and will therefore not be allocated a Cost Centre. Cols 1. Select Enter one-time Address The address you enter in the address box must be in the standard address format, i.e. just how you would write an address on an envelope. First Line (Name of Address to) Second Line (Number / Building Name) Third Line (Street Name / Ward) Forth Line (Hospital / Town) Fifth Line (County / POBOX) sixth Line (Postcode) 2. Once you have entered the address Apply | click to return to Step 1 of the checkout. - Billing Information ‘The charge account is the financial code of the budget to which expenditure for the purchase made will be allocated to. In other words the charge account will be where money comes from to pay for the goods or services ordered. The system will default a charge account for you which allocated to your user account when it first created. This is only a default value and can be manually changed. The default charge account will automatically apply to all of the items (lines) added to your shopping cart. You can either change the Cost Centre for all of the items in your shopping cart to billed to or edit each of the lines in your requisition to have items billed to separate Cost Centers. To change the Cost Centre your Requisition will be billed to: 1. Click on the highlighted charge account. Page 16 of 43 Bo PROCUREMENT REFERENCE GUIDE ry BMI Cape Act a] * Tax Classification Code 2. To change the Cost Centre your Requisition will be billed to, click on the highlighted charge account a second time. If there are multiple lines that have been included on your Requisition you can click on of the charge accounts listed. 3. In the ‘Chart of Accounts’ field amend the Cost Centre. | ie ae A Charge Account is broken down into 5 headers and the Format of each charge account is “Entity-Cost Centre-Subjective-Analysis Code-other” Eatity (Also kacwa as Organisation) ~ 3 Digits Cost Centre ( Atso known 2s Depactment Cost) — 4 Digits Subjective (Also known as category) — 5 Digits Analysis Code (Always set to default 0000 ualess zequested otherwise by finance) - 4 Digits Other (/Alwavs set to default 000000 unless requested otherwise bv nance) - 6 Digits Page 16 of 43 IPROCUREMENT REFERENCE GUIDE Select ‘Apply this Cost Allocation information to all applicable requisition lines. 5. Once the Charge Account information has been confirmed click the | Apply | button until you return to Step 1 of the checkout. To change the Cost Centre for each of the lines on your Requisition repeat the steps above except for Step 5, applying the cost to all lines. 2.3.2 Step 2 of the Checkout (Approvals) Step 2 of the checkout will allow you to amend who approves your requisition, add an attachment(s) and make notes to both the Buyer and approver. Fe Tym Semen Cataury natn ty apni! tage ate tet ata Page 17 of 43 IPROCUREMENT REFERENCE GUIDE - Approvals ‘The approver name displayed within the ‘Approvals’ section is retrieved from the purchasing hierarchy settings in place on the Oracle system. ‘The purchasing hierarchy is setup in-line with the organizations authorized signatory list and aligned to the Standing Orders policy. Settings are in place on the system which restricts an approver to only being able to approve the Cost Center(s) allocated to them up to their authorized approval limit. Should the Cost Centre be changed or if the value of the requisition is greater than what your usual approver can approve; will result in the system automatically changing the name(s) which appears in your approver list. You may need to change your approver, maybe as a result of being on leave and there is no vacation rule in place. 1. Click on the button. Page 18 of 43 IPROCUREMENT REFERENCE GUIDE 2. The Manage Approvals window will open; select ‘Change Managerial Approver’ then Enter *New Managerial Approver. Raion © Inset Aoprover ‘orange Managerial Approver Delete Arprover"Vener © Rese Approval ist ‘current Manager Acprover * New Manager! Asorover a J When searching for Managerial approver, search using the persons Surname by typing in the window or; selecting \ and then search by surname. 3. Once you have slected your approver, click Submit | and this will apply your selected approver. 2.3.3 Step 3 of the Checkout (Review and Submit) This final step of the checkout will allow you to view the Purchase Requisition as a whole, save your requisition for later submission or submit your requisition for approval. 1, To submit your requisition for approval click on the [ Sutmie ] button. —_— (ee 2. A confirmation message will then be displayed confirming your requisition has successfully been submitted for approval. Page 19 of 43 IPROCUREMENT REFERENCE GUIDE = fo) 7X at Requisition 2547398 fas ban submits t Sabu. ce fr “To dec on the requstors sts, ck o he Raquistons fo! ak p My Raqulstions on te shoo pape Requi Approvers receive a notification via e-mail that a requisition requires approval. Approvers can view the notification details and approve, amend or reject the requisition. Requisitions not approved within 5 days of receipt will either timeout and are returned to the preparer or automatically routed to the next level approver (when one has been defined). Once the requisition has been approved a notification is sent to the requester and the requisition has a status of “Approved”. iProcurement Notifications are accessed via the iProcurement responsibility. Notifications are contained in a Worklist and are like emails that are interactive. They act like an electronic To Do list known as Oracle Workflow. When the system needs your input, Oracle sends you a notification that appears in your Worklist. 3.1 Approving a Requisition How to do it... | 1, Click the Requisitions tab on the iProcurement Home page. ORACLE’ Procurement ‘Shopping Lists | Non-Catalog Request Search [Main Store > | Go | advanced Search stores noma = B 2. Click the Notifications link on the Requisitions page. ORACLE’ irrocurement Requisitions Notifications are listed. The default view is Open Notifications; however, you are able to view notifications in a variety of ways using the drop down list. 3. Using the drop down box, select the view you require and click the _§° | button. (The default is Open). ORACLE’ Procurement [Open Notifications fa] il Notifications Fri Notifications lotifications From Me Open Notificat [ee DoNotifcations Requisition All Notifications: Displays all notifications that have been sent to you and you have sent. FYI Notifications: Displays notifications that are for informational purposes only, but require no response from you. Notifications From Me: Displays notifications sent by you. Open Notifications: Displays those notifications that still require action from you and/or has an unresolved issue. This will not include notifications that have already been responded to and/or issues that have been resolved. To Do Notifications: Displays notifications that require action by you. Notifications that have been opened and acted upon will disappear from your list. These are able to be viewed by selecting All Notifications. Page 24 of 43 IPROCUREMENT REFERENCE GUIDE 4. Click on the notification description link. PAWortplan Werfon wortian CERDF, 1 (EC Protect for Trav 138 0 Approval het P ajalala|als|ajala i z iE i The notification will then open. ‘chee eg a ee a i SC == "ea a PP Bose fe es ae jensour “A ae) Tn] aA) [Ra] 5. When opening a notification for a requisition approval, you will have the following options: Reject | | Reassign | { Request Information Approve In the following example, you have been sent a notification for a requisition which requires only your approval. You will be able to view the request and approve the requisition. Page 22 of 43 IPROCUREMENT REFERENCE GUIDE 1, The Approval Sequence shows that you are the only approver. a J eee 2. Click the “s"-Seauistion Ost2iS link to view more details of the requisition before approving the request. GB Edit Requisition a B pen Document 3. View the details and then click the S80" link to return to the notification. Requisitions: Notifications > Notification Details > Requisition 10000542 Description Created By Creation Date Deliver-To Pack of 200 las Jones-Gerrard, 27-Aug-2009 1 Cardiff Busines ‘Colum Drive Ca Needed as we | office Justification 4. To approve the requisition request, click the LAPPFOVE | button, APPROVING A REQUISITION - MULTIPLE APPROVERS Approving a requisition request as part of a line of approvers is done in the same way as it is for a single approver. The difference here is where you sit in the list. If you are not the final approver the request moves to the next approver in the list. The example below shows that you have approved the request; however, the request now sits with the next approver. Page 23 of 43 IPROCUREMENT REFERENCE GUIDE Glanfiela, Or Andrew | ~ [_ FURCH Approval, CARBS Hees Davies, Me Mike Once the requisition request has been approved by all approvers in the list, the requisition then has a status of “Approved”. PURCH Approval, caRBS || McNabb, Prof Robert Daves, Mr Mike Aorrees rete 3.2 Forwarding a Requisition for Further Approval It is possible to forward your notification onto another person for further approval. There could be various reasons why you would want to forward a notification, e.g.: you may believe that the request requires further approval, or you might regard the request as beyond your approval authority. You can approve and forward a requisition or forward without approving. In the following example, the approver wants to forward the requisition onto another approver without approving the request himself. 4. Inthe Response area of the sereen click the jon to search for a colleague. Response Forward To [All Employees and Users 5 Note 2. Find the colleague and Quick Select. Sear ‘To find your item, select a filter item in the pulldown list and enter a value inthe text field, then select the *Go" button. Search By [Nome] [doves Go Select Quick Select Name ‘User Name ‘Email c Daves, Angela ——-SAGADIL © Davies, Mike SAGMOD [cancel | [ select } 3. The name will be entered into the window. Enter a note. Response ence [Rlerployees and users i] Paves, Mike es "an you process this approval as [believe itis your hew department? button. 4. Click the hows — B® 5. The requisition request will appear in Mr. Davies’ notification list. You can see from the screen below, that the requisition is pending awaiting Mr. Davies’ approval. mnProcess tum Mame Action ‘Action Date Note 1 ones-Gerrard, Me Dawid Submited 28-Aug-2009 12:10:11 Needed fr ofice move 2 Jones-Gerrard, mr Dawe Reserved 28-Aug-2009 12:10:13 3 Glanfeld, Dr andrew UUnreserved 28-Aug-2009 13:01:46 4 Glonfeld, Or andrew Forwarded 28-Aug-2008 14:04:40 Can you process this op 5 Daves, Mr Mike Pending The screen below shows the requisition having been approved by Mr. Davies. _ApprovalSequence a or Glanfield, Dr Andrew Davies, Mr Mike 3.3 Rejecting a Requ When a requisition request is sent for approval there may be instances when the approver will reject all or part of the request. If you receive a notification to approve a requisition request, always check the requisition details before approving so that you are then able to make a decision as to whether you wish to reject all or part of the request. Rejecting part of a requisition will still give the request a status of “Approved”. A However, the rejected line item(s) will be deleted from the request. It is important therefore, that the requester checks the approved requisition to confirm what has been approved. Rejecting a complete Requisition request 4. Open the notification Requitons | Wotiictions | Amp vtew [Open roca — 3] [2] sdoc etfcatoes: [open | (nessa | [cose Selec | Select None Select from nye TT enes‘errd aad Requsten = Tones Gerrard Dowd Requstion [utchase Requistion 10000540 for Joo Gerrcd, One (20,125.29 GRP r PA Workplan Worflow _Wrolan Version es Coundl Other Gov Cont 1 (CARES MELL ESRC r PA Workplan Worfiow = 1 TF doneeerrard David PO Approval (9G Operating Unk- Bank Purchase Agreement 0000365 for GP 10.0 Page 26 of 43 g 3. View the details. Requstions:Netfestons > Noifeation Osta > Roquistion 10000544, Descrpton FAX o CreatesY 30° Cuange eae Frocess ‘creation Date 28° aio = Delver-To Can “3M Ret = ‘tochment None Note to Buyer usticaton Wee (eect Nard wantity, Price Amount (68°) Detale 2 17509ceP 019 2 -3e0ceP 7” Total 357.96 1 SAMSUNG SFS60R INKET FAX MACHINE 2 Berga Speed A3 80gsm, Virgin Laser Paper 5. Atthe foot of the screen, type a response for the requester. Response Forward To. [All Employees and Users 3] Q Note [There is aready one machine mn te ofice 6. Click the L Reet button, 7. A notification will be sent to the requester to indicate the requisition has been rejected and the requisition will have a status of “Rejected”. Page 27 of 43 IPROCUREMENT REFERENCE GUIDE 3.5 Requesting More Information When viewing a requisition request in a notification you may want more information about the requisition before you approve the request. 1. In the notification window, click the |Reawest information | button, Sr ee er ere 1. Enter your request for more information into the free text field and click the button. Readies ieatins > Neston tals > ‘gue frmaton Puchae Requson £059 fr Jonas Gerard, i 250 GOP “hentia om vente Feet [RETO ORE] C hnyuar [AEnpoper satus] [|] & ——————— een i — 2. When the requester views the notification that is returned, he/she will be able to see the information and is able to respond Action te ’ =! — eee eee eee Deatovegankd aan 3 (Gosklon Wil this be enough to cover the whol profect Macy? rower Fests ques ato eve pee 3. You will receive another notification with the information attached. You are then in a position to approve the request. has — B® moeieenrneaeeeie a o Ca ‘oprah canes | “| Maude, Prot oben | | Daves. Mr Whe mee ‘netion ‘Action Date ote Submited Zug 2009 09:07:54 Needed for pre eperments Reserves 27-aug 209 09:07:57 Inforeton Requested 27-Aug-2009 08:18:00 lth be enought over Infomation Froddet 27-Aug-2009 08:25:25 ests eaves vl as fore whole Fendng 4. Click the | Approve of “Approved”. button. The requisition is given an order number and has a status 3.6 Out of Office Rules When you are ‘out of the office’ you can re-assign your notifications to another person using a Vacation Rule. 1. Click the Requisitions tab on the iProcurement Home page. ORACLE’ Procurement ORACLE’ Procurement Page 29 of 43 IPROCUREMENT REFERENCE GUIDE 3. Click on the Vacation Rules link. CRACL ©’ irrocurement Requrstions: Nott Weorklst for View Notficatons From Me ~ [G51] [aSiatncta tion) Select To “There are no notifications n this view. T1P[Yacetan TOES Redrect or suto-respond to notifeations TIP Warkist Accest Spealy whch users can view and act upon your nobfeations.. 4. The Vacation Rule page is then displayed, click Create Rule |, 5. Vacation Rule: Item Type, Item Type and Notification will default to “All” these will not need to be changed. , click Step 1 of 3 | Neat | Vacation Rule: Response * indicates required field Item Type All Notification All = start Date [g-Feb-2015 16:33:38 = (exarple: 15-Feb-2015 15:33555) End Date se ™“L_ 6. Check your Start Date, Enter the End Date of when the rule will expire and leave a Message where Required. janager may delegate all notifications approvals to assistant Delegate - A Transfer Notification Ownership -A manager may transfer a notification for a specific project to the new manager of that project. 7. Although two options available, it’s advised to select “Transfer Notification Ownership", click -X., using surname; find and select the person you plan your notifications to go to. Page 30 of 43 IPROCUREMENT REFERENCE GUIDE 1 Reesor “Env: and Uses —, poop ye era eee sees ite ecyrortrs mnetes A manager may tranafer 8 notification fora specific prosect to the new manager ofthat peaject A The person you choose; will have to be senior to your current position in the hierarchy and can’t be a subordinate where their approval limits are lower than yours. You will now be taken back to Vacation Rules Home Page; here you can Delete and Update your Vacation Rule. Page 34 of 43 IPROCUREMENT REFERENCE GUIDE Receiving Goods (Booking-In) All goods and services ordered must be receipted (booked-in) in an accurate and timely manner to allow the Accounts Payable Team to pay the suppliers invoice within the statutory 30 day period. Receipting in iProcurement is a straight forward process and is completed using the Receiving section. ‘The Receiving screen is split into 4 areas: (1) Search: You can search for requisitions to receive. (2) Receiving Process. There are four actions you can perform within Receiving. Receive Items Return Items Correct Receipts View Receipts (3) ns to Receive. Here you will see the 5 latest requisitions that have been approved and awaiting receipt. You are able to click the | Fulltist | button to view more requisitions. (4) My Receipts at a Glance. Here you will see the last 5 receipts generated by you, including those generated on behalf of others. You are able to click the guy ict button to view more receipts. (eset) se | mt a Receiving sun as Requiton —_Requbsion Description supper (Order mame Receive ODS FAXMACHOIE an pper 20809 amended (me Depot td OOD 3 amos ——“ Rect 1a Requisition umber a Orde Number 1[@) Swpolie a Go | (Gear 3. Your search results will then be displayed. Review Previous Req oi 5.1 Review Requisition Details Using the search function within iProcurement you can review requisitions that have been raised along with the purchase orders that would have been created, receipts and Invoices entered. 1. From the iProcurement homepage, select Requisitions and then click | Search J, LS Gal 2. Click the Cea | button. Page 38 of 43 IPROCUREMENT REFERENCE GUIDE Reguistions Search rsh ter ard pres te Go aon od te ein Reqiston Cee 87 GMT WSSP Sever? Requester a Ines room atersretens Ine peop rom a rps ReatotenCested st? Days RegistonSems ASST equstonninter [——_——_] equator deioton [ Orde titer F——] & sant Q Enter your search information into the required field and then click G9. ‘sei Ea] [i] mt 1 tei Sete Deyn waferame: sm oe ae meu 2 eT maw osc eNG@aramsa sore) Zu ae on en og FD Wa eM easiness? Acne! is82 um nonss MourieneeD dae 2 acorn i a mien sap nes ne toe! Mo “2 SON A Ana A AN TAHOE FI MSc Doe) fem ISLE 2k wma oman ‘Aone foe) ue nes acunon amen re MTom soe HOM see) ISS ‘ke uuu naticeo ns Comers sos T8828 ur mca ross ganDeAOt 2 sans Na (ms Mraune or ma sR wma BMPS tee) LS Sete Gaston) Gu) res 1) te Status’s Explained Approved - Completed and Approved Returned - There has been an issue or a further request for information, A instructions will be accompanied with a returned requisition. Rejected - The Approver has rejected the requisition Incomplete - The approver has not approved within 7 days and requires re- submission. Cancelled - The requisition has been cancelled by, manager, buyer or originator. 5.2 Identify Purchase Order Numbers Following the Steps in 5.1 Review Requisition Details to locate your requistion, the last column in the search results will detail the Purchase Order number. If this field is ‘blank’ a Purchase Order will not have been assigned to your requisition. Seah Gucleisin Cage] peas 130 * Hatt Saat apse Design TWalrantae” Sans Oder ae cu ANC TA CEO 480 TH ES 0 pu JT) SENGP FANE S20 goed ZENA a i a c i Se@PRANEG RD owe TL AMADOWARHAR ford THK Page 39 of 43 PROCUREMENT REFERENCE GUIDE If more than one Purchase Order has been assigned to your Requisition, this field A will show the value ‘multiple’. Click-on the link to identify the Purchase Order numbers assigned to your Requisition. 5.3 Copying Requisitions to the Shopping Cart A Requisition that has been previously raised can be copied to create a new Requisition. This will save time having to re-enter the same information on to the new Requisition. 1. Following the same Steps in 5.1 Review Requisition Details. 2. Select the Requistion you wish to copy. Click Copy, Select Shop tab and you will find that the requisition has been copied to your shopping cart for you to review and submit. 5.4 Cancelling Requisitions There maybe an instance where you will be required to cancell a Requisition, you will have to check the status of the requisition first. If a Purchase Oder has already been assigned to your Requisition the system will A net allow you to use this function. You will need to contact your local Procurement Team to cancel the order. 1. Following the same Steps in 5.1 Review Requisition Details. 2. Select the requisition you wish to cancel 3. Click | Cancel Requisition , 5.5 Change a Requisition after it has been Approved Should a change be required to the Requisition once it has been processed; you can request a changed to the quantity ordered and the unit price. Page 40 of 43 Bo PROCUREMENT REFERENCE GUIDE ry 1, Navigate homepage, and complete search as instructed in 5.1 Review Requisition Details. ae 2. Select the Requisition and click Change, 3. Selecting Shop Tab you will find that this requistion now sits in your Shopping Cart ready for you to checkout and make change. @ Error You are not alowed to access this function. When this Message displays after clicking change, this is because the Requisition has passed the point of changing and you will be required to contact your local procurement to cancel the purcahse order and will have to create a new requisition. 5.6 Using Favourites For consitent Requisitioners, you have a Favorites option which is know as your shopping list. This list can only contain active catalogue items. When Changes are made to catalogue items, those that have been selected and are in your shopping list will delete of your list. A You wil have to again to search for these items to re-add them This will happen as the Item descriptions may change, the quantity may change, the pack size may change, supplier item code may change there are many variables but ultimately any changes will affect your shopping list. Page A of 8 : & OSM ele el FAQ’s - Frequently Asked Questions Q1 Who do I contact if I forget my log-in (password) details? Using the ‘Login Assistance” you will be able to request @ new password. This self service feature can be accessed by selecting the "Login Assistance’ link from the login screen; located directly below the password field. Q2 Can I raise one requisition that contains items from multiple suppliers? ‘Yes, A single requisition can contain items selected from more then one suppiler. Q3 Can I raise one requisition that contains both catalogue items and non-catalogue items? Yes. A single requisition can contain both a mixture of catalogue and non-catalogue items. (Once the requisition has been fully approved, the Oracle system will automatically generate a purchase order for the catalogue items selected with the order then in-turn automatically sent to the supplier. The non-catalogue Items that were requested will be sent to a Buyer in Procurement to be processed, & separate purchase order number will then be generated for these items before the order is then transmitted to the supplier. Q4 Can Traise one requisition that contains multiple cost centre codes? Yes. A single requisition can contain multiple cost centre codes which can be applied to each individual transaction line, Q5 When I enter a ‘Unit Price’ should this figure contain VAT? No. Any Unit Price that you manually enter into the system should always be entered as the net value (the value before VAT). You will have the option, when proceeding through the checkout, to select the relevant VAT rate, the system will then automatically calculate the Gross Price, Q6 Does the ‘Unit Price’ displayed for catalogue items contain VAT? No. All Unit Prices eispley for catalogue items is the value before VAT. Q7 Does the ‘Total’ value of my requisition contain VAT? No. When you review your shopping cart, the total value of all the items In your shopping cart Is the net value (the value before VAT). Please note, your approver's financial limit on the system will be the gross amount (the value after VAT). For example, if your shopping cart displays a total value of £950 and your approver has a financial limit of £1,000, should all the goods ordered have Standard VAT applied, once the VAT has bean added to the total value In your shopping cart your approver with their limit of £1,000 will be unable to approve the purchase. ‘The requisition will need to be forviarded higher up the purchasing hierarchy to be approved. Q8 Can I raise separate requisitions to purchase the items I require from my supplier so as to allow my approver to approve the requisition because the total value would have been over their financial limit? No. Requisitions cannot be placed in a manner devised to avold the organisation Financial Limits. Only the employee with the appropriate authorization limit can approve your request to purchase goods or services, If your approver does not have the appropriate financial limit your requisition must be sent up the approval hierarchy to the appropriate person. Page 42 of 43 ut Bo IPROCUREMENT REFERE Q9 How will I know if a requisition that I’ve place has been approved? You are able to access the Oracle system at any time to check the progress of your requisition. To do this, click-on the Requisitions tab in the top right hand corner of the scraen and then locate the relevant requisition from the table displayed. (On the right hand side of the requisitions table is display the status column. This can be used to determine whether your requisition has been approved, the statuses thet could be displayed ere’ + In-Process ‘This means that your requisition Is waiting to be approved. The approver only has 5 days to approve the requisition, If the requisition isn’t approved within § days the system will automatically return it to you as an ‘Incomplete’ requisition. + Pre-Approved The requisition has been approved by the first approver and has automatically been sent to the second approver within your hierarchy. + Approved ‘The requisition has been approved and will generate an order number automatically for any catalogue items selected or will be sent to the Procurement department to be ordered for those non-catalogue Items. + Incomplete ‘The requisition requires you to take action. The requisition will need to be submitted for approval otherwise you will not receive the goods you've requested. Q10 Can I print a copy of the Purchase Order or the Requisition? No. No hard copies of either the Purchase Order or Requisition can be printed from the Oracle System. The reason for this is because all of the relevant information relating to your purchase for goods or services can be ‘looked-uip’ on the system. Further it helps to work towards a ‘greener’ way of working. Q11 Can I raise a non-catalogue request for catalogue items? No. If the item you require has been Icaded onto the system in a catalogue you must select the item from the catalogue. This Is to ensure that the correct contract prices are used. P lease note, Procurement will be unable to process your non-catalogue request if the item is in the catalogue and will have to return your requisition to you to be re-processed correctly. (eo EMULE) To request iProcurement Systems Support an em Desk: I can be sent to the Service NWSSP_Procurement_eEnablement_ServiceDesk@[Link] The eEnablement Team provide Systems Support and Guidance for the Oracle iProcurement (iProc) system. Should you need Support & Guidance in the following areas please contact the Enablement Service Desk: * General Support & Guidance with how to use the Oracle iProcurement System. «To book a place on a Training Session for using Oracle iProcurement. Service Desk Telephon WHTN 01796 3880 (029 2090 3880) Page 43 of 43 PROCUREMENT REFERENCE GUIDE Bo

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