Quick Reference Guide Oracle iProcurement

1 Quick Reference Guide Oracle iProcurement Smart Form Requisitions Services, such as maintenance contracts, and some goods can be ordered using smart forms. The forms Guide users through the process with a series of questions answered by selecting from the drop down list. The main benefit of using Smart Forms is that Purchase Orders are created automatically once a requisition has been approved and users do not have to wait for the UK SBS Procurement team to convert it. To request a New Smart Form template to be created please email your request to and an UK SBS buyer will get in touch to discuss your requirements 1. Sign into Oracle and click on the iProcurement user link 2. In the Stores section, click on the appropriate Smart Form link, for example: 3. The available Smart Forms are displayed 4. Select the relevant Smart Form, the selected Smart Form screen is displayed Action Note: Each Smart From is different.

2 Certain fields will be editable and others will be pre-populated. Fields that are normally pre-populated are: Item Type Category Currency Supplier Certain Suppliers will require additional information, therefore there maybe additional fields specific to the product or service area that you may need to complete. Learning Note: Mandatory fields are indicated with an *. The Magnifying Glass icon is the List of Values Field (LOV) within iProcurement . 5. Enter the fields as required 6. Having checked the details as being correct add the line to the Shopping Cart by clicking 7. Select 8. Review the line details and click on 9. The Checkout: Requistion Information screen is displayed Learning Note: The Requisition Description is the generic description of the requisition and should be amended as required. 10. Enter the required Need-By-Date by clicking on the Calendar then selecting the appropriate date Caution Note: The Need By Date is the date you are expecting to receive the goods or services or the last day of the contract.

3 Therefore it is important to select the correct date. Action Note: The requester name defaults to the user s name. It should be changed if the user creating the requisition is not the requester. The requester is the person who is contacted if there are any issues or queries with the requisition. Learning Note: The Charge Account is populated automatically based on: The user s HR record for the Entity, Business Unit, Cost Centre and Programme segments The selected Purchasing Category for the Account Code segment All other segments default to 00000 or 0000 Action Note: It is important to check the Charge Account information to ensure the costs will be assigned to the correct Budget. If any of the segments need amending or splitting select the Charge Account link and follow steps 11 - 23. 11. To amend the Charge Account Information click on the Charge Account link Learning Note: If the Charge Account does not require amending or splitting jump to step 24.

4 12. The Requisition Information: Edit Lines Accounts Tab is displayed 13. To amend the cost centre click on the Charge Account Link against the appropriate line 14. The Split Charge Account screen is displayed 15. To change the charge account click on , in the GSSC GL ACCOUNTING FLEXFIELD section of the screen 16. Amend the accounting segments as required then click on Action Note: If there are no results found, click on the button so the appropriate Charge Account is generated. 17. To select your amended combination click on followed by Learning Note: If you do not require to split costs, go to step 21. 18. To split the costs between two charge accounts click on 19. To select a new account combination repeat steps 15 to 17 20. Amend the percentage values for each Charge Account combination to represent how the costs are to be split Learning Note: If you are splitting against more than two Charge Account combinations, then repeat steps 8 to 20 as required.

5 You must ensure that the sum of the cost allocations equals 100%. 21. To apply this cost allocation split to all lines within the requisition tick the box Caution Note: This box should only be used where the accounting combination is the same for EVERY line on the requisition. 22. Click on to apply your changes 23. Click on to return to the Checkout: Requisition Information screen 24. Click on to progress to the Approvals and Notes screen Learning Note: The name of the approver(s) will be displayed. For all requisitions the approver is identified by the system, based on cost centre and/or value. Some departments will have multiple approvers. 25. The Notes section provides the ability to record information for: The Justification for raising the requisition to the Approver(s) 26. To add an attachment select the location of the attachment and cli ck on Go: Learning Note: If you do not need to add an attachment jump to step 31.

6 27. Complete the Attachment Summary Information 28. In the Define Attachment section, click on to add the attachment 29. Locate the document to be attached and click on 30. Select the appropriate Category and complete the Name and Description fields. Click on 31. Click on to progress to the Review and Submit screen 32. Review the requisition before clicking on 33. The system has now generated a unique requisition number 34. Click on to continue