Oracle iProcurement Implementation Guide

1 Oracle iProcurementImplementation GuideRelease 11iPart No. A85361-04 August 2003 Oracle iProcurement Implementation Guide , Release 11i Part No. A85361-04 Copyright 1997, 2003 Oracle Corporation. All rights reserved. Primary Author: Vic MitchellContributing Author:Rachel KorteContributors:Sawan Deshpande, Manjula Evans, Sonal Hede, Anand Lakhotia,York Poon,Ted Poulos, Eddy So, and Andrew YeungThe Programs (which include both the software and documentation) contain proprietary information of Oracle Corporation; they are provided under a license agreement containing restrictions on use and disclosure and are also protected by copyright, patent and other intellectual and industrial property laws. Reverse engineering, disassembly or decompilation of the Programs, except to the extent required to obtain interoperability with other independently created software or as specified by law, is information contained in this document is subject to change without notice.

2 If you find any problems in the documentation, please report them to us in writing. Oracle Corporation does not warrant that this document is error-free. Except as may be expressly permitted in your license agreement for these Programs, no part of these Programs may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Oracle the Programs are delivered to the Government or anyone licensing or using the programs on behalf of the Government, the following notice is applicable:Restricted Rights Notice Programs delivered subject to the DOD FAR Supplement are "commercial computer software" and use, duplication, and disclosure of the Programs, including documentation, shall be subject to the licensing restrictions set forth in the applicable Oracle license agreement. Otherwise, Programs delivered subject to the Federal Acquisition Regulations are "restricted computer software" and use, duplication, and disclosure of the Programs shall be subject to the restrictions in FAR , Commercial Computer Software - Restricted Rights (June, 1987).

3 Oracle Corporation, 500 Oracle Parkway, Redwood City, CA Programs are not intended for use in any nuclear, aviation, mass transit, medical, or other inherently dangerous applications. It shall be the licensee's responsibility to take all appropriate fail-safe, backup, redundancy, and other measures to ensure the safe use of such applications if the Programs are used for such purposes, and Oracle Corporation disclaims liability for any damages caused by such use of the Programs. Oracle is a registered trademark of Oracle Corporation. Other names may be trademarks of their respective owners. iContentsSend Us Your xiii1 OverviewOracle iProcurement in Procure-to-Pay 2 Catalog and Content 4 Stores .. 5 Powerful Search Capabilities .. 6 Shopping 6 Saved Carts .. 7 Non-Catalog Requests .. 7 Enhanced Automatic Document Creation .. 7 Internally Sourced 8 Checkout Types.

4 8 Billing .. 9 Notes and Attachments .. 10 Approvers .. 10 Requisition Tracking and 11 Desktop 122 Oracle Application 2 Setup Steps: Specific to Oracle iProcurement 6 Setup Steps: Integration With Other Oracle 7 Profile 8 Profile Options Set by System Administrator .. 8iiProfile Options Set by Users .. 28 Reset Forgotten Passwords .. 28 Multi-Operating Unit Purchasing 29 Direct 30 Multi-Byte Language .. 31 Customizing Operating Unit Specific Purchasing Policies .. 34 Setting Up Function Security and Menu Security .. 34 Oracle iProcurement Functions .. 35 Oracle iProcurement Menus .. 41 Data Security .. 43AK 44 Technology Stack 52 Wor k fl 53PO Requisition Approval .. 53PO Create 54 Account Generator .. 55PO Send Notifications for Purchasing 56 Confirm Receipts .. 56PO Tolerance Check for PO Change 57PO Change Order.

5 57 Custom 58 Requisition Header/Line 58 Account Generator 59 Online 633 Catalog ManagementStores and 2 Types of Catalogs .. 3 Choosing a Catalog Type .. 5 Example Stores and 7 Getting Started .. 11 Creating and Maintaining Local 14 Extracting Catalog Data from Oracle Applications .. 16iiiSelect Extractor Options .. 16 Managing the Catalog Extractor .. 20 Launching the Catalog Extractor from the Loader Values Window .. 22 Launching the Catalog Extractor from the Submit Request Window .. 22 Viewing the Log File .. 24 Extractor Requirements for Purchasing 26 Translating Purchasing Data .. 30 Bulk Loading Updates to Extracted Items .. 30 Bulk Loading Catalog Data .. 30 Bulk Loading 32 Managing the Bulk Loader .. 32 Define Category 34 Define Classification and Supplier 39 Setting Up Contract 43 Using the Bulk Loader to Associate Items with Contract Purchase 46 Associating Punchout and Transparent Punchout Items with Contract Purchase Agreements 48 Managing 50 Extracting Items with Images.

6 54 Extracting Image Files Stored on a Local 55 Extracting Image 55 Bulk Loading Items with Images .. 57 Specifying Image Files Stored on a Local Server .. 57 Specifying Image URLs .. 58 Creating Thumbnail Images for 60 Creating Store or Catalog Images .. 62 Specifying Image Files on a Local 62 Specifying Image URLs .. 62 Defining 64 Category Realms Example .. 64 Item Source Realms 65 Responsibility and User Access to Realms .. 65 Create the Realm .. 68 Assign the Realm to a Responsibility .. 69 Assign the Realm to Users (Optional) .. 71iv4 RequisitionsPreliminary Setup 2 Multiple Chart of Accounts .. 3 Configure Account Regions (Required) .. 4 Express Setup Tool .. 5 Expense Charge Account Rules .. 7 Suggested Buyer .. 8 Internal Requisitions .. 10 Purchase Order Grouping for Requisition Lines with One-Time Addresses .. 17 Employee P-Cards.

7 21 Supplier P-Cards .. 23 Purchase Order (PO) Extract for P-Card Reconciliation .. 37 Project Accounting Integration .. 43 Grants Accounting Integration .. 44 Setting Up the Requester Usage 47 Non-Catalog 47 Foreign Currency 50 Information 52 One-Time 55 Hazard 56 Estimated Tax Functionality .. 58 Favorite Charge Accounts .. 64 Global Approver .. 65 Change Requisition .. 67 Cancel Requisition .. 68 Requester Initiated Changes to Purchase Orders .. 695 2 Receipt Creation .. 2 Express Receiving .. 3 Blind Receiving .. 4 Receiving Against Intransit Shipments .. 6 Receiving Against Internal Requisitions .. 7vRequisitions to Receive .. 12 Debit Memos for Return Transactions .. 13 View 14 Confirm Receipt 15A Using a Spreadsheet to Load Catalog DataIntroduction to the Catalog 2 Using a Spreadsheet to Load the Catalog 3 Opening the Spreadsheet Text File.

8 4 Spreadsheet 4 Encoding 5 Language 6 Catalog 8 Required and Validated Catalog 8 Example 1: Sample Catalog 9 Contract Reference 9 Required and Validated Contract Information .. 9 Example 2: Sample Contract Reference Section .. 10 Data 11 Text .. 11 Translatable 11 Number .. 11 Data 11 Adding, Updating, and Deleting .. 12 Required and Validated Item and Price 13 Price Lists .. 20 Example 3: Items and Prices ( ) .. 20 Example 4: Operating Unit-Specific Items ( ).. 21 Example 5: Operating Unit-Specific Prices ( ) .. 22 Example 6: Item Updates ( ) .. 23 Example 7: Item Deletion ( ) .. 24 Example 8: Price Deletion ( ) .. 25 Case Sensitivity .. 26viBlanking Out a Descriptor .. 27 Example 9: Deleting Information .. 27 Reclassifying an Item Under Another Category .. 28 Using the Bulk Loader with Extracted 28 Reviewing and Saving Your Spreadsheet 29 Loading Your Spreadsheet 29 Resolving 31 Format errors (failures).

9 31 Validation errors (rejected lines) .. 32 Handling Special 32 Loading 33 Translating 36B Using XML to Load Catalog DataIntroduction to the Catalog 2 Using XML to Load the Catalog 4 The Catalog Data Document Type Definition (DTD).. 4 Version and Character Set 5 Language 6 Administrative 8 Required and Validated Administrative 8 XML Example 1: Entering Administrative Information .. 9 XML Example 2: Entering Administrative Information .. 9 XML Example 3: Associating a Catalog with a Contract Purchase Agreement .. 10 XML Example 4: Associating a Catalog with Multiple Contract Purchase Agreements .. 10 Data 11 Translatable 11 Number .. 11 Root Descriptors 11 Required and Validated Root Descriptors Information .. 12 XML Example 5: Creating Base Descriptors .. 13 Catalog Data 14 Adding, Updating, and 15viiRequired and Validated Item Information.

10 16 Required and Validated Price 22 Price Lists .. 24 XML Example 6: Adding Items .. 25 XML Example 7: Adding Operating Unit-Specific Items .. 28 XML Example 8: Updating Prices .. 30 XML Example 9: Updating an Item .. 32 XML Example 10: Deleting an Item .. 33 XML Example 11: Deleting Item Prices .. 34 Case Sensitivity .. 35 Reclassifying an Item Under Another Category .. 36 Blanking Out a 36 XML Example 12: Deleting Values .. 36 Using the Bulk Loader with Extracted 37 Reviewing and Saving Your XML 38 Loading Your XML 38 Resolving 40 Format errors (failures).. 40 Validation errors (rejected lines) .. 41 Handling Special 41 Loading 42 Translating 44 Categories and Descriptors .. 45 Pricing .. 45 Example 13: Translating an XML 46 Backwards 48C Using XML to Load Catalog SchemaIntroduction to the Catalog 2 Using XML to Load the Catalog 3 The Catalog Schema Document Type Definition (DTD).