Professional Documents
Culture Documents
Document Control
Notes First Draft completed First Draft completed First Draft compiled Updated Updates Final Updates QA
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Table of Contents A guide to symbols used in this pack.........................................................................................6 A guide to symbols used in this pack........................................................................................6 Purchasing....................................................................................................................................7 Purchasing.......................................................................................................................................7 Oracle Applications integration...................................................................................................8 Oracle Applications integration...................................................................................................8 Objectives...................................................................................................................................9 Objectives.....................................................................................................................................9 Introduction to Purchasing..........................................................................................................9 Introduction to Purchasing..........................................................................................................9 Procure to Pay: Procurement....................................................................................................10 Procure to Pay: Procurement....................................................................................................10 Overview of the Ordering Process............................................................................................10 Overview of the Ordering Process............................................................................................10 The Purchase Order Process....................................................................................................11 The Purchase Order Process.....................................................................................................11 Purchase Order Types..............................................................................................................12 Purchase Order Types...............................................................................................................12 Purchasing Key Process...........................................................................................................13 Purchasing Key Process............................................................................................................13 Benefits.....................................................................................................................................14 Benefits.......................................................................................................................................14 Supplier Data Maintenance........................................................................................................15 Supplier Data Maintenance...........................................................................................................15 Objectives.................................................................................................................................15 Objectives...................................................................................................................................15 Suppliers in the Procure to Pay Lifecycle..................................................................................15 Suppliers in the Procure to Pay Lifecycle................................................................................15 Overview of Suppliers...............................................................................................................16 Overview of Suppliers................................................................................................................16 Purchasing Use of Supplier Information....................................................................................16 Purchasing Use of Supplier Information..................................................................................16
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New Supplier Request Process................................................................................................17 New Supplier Request Process.................................................................................................17 Creating a New Supplier...........................................................................................................18 Creating a New Supplier............................................................................................................18 Catalogue Management.............................................................................................................42 Catalogue Management.................................................................................................................42 Objectives.................................................................................................................................42 Objectives...................................................................................................................................42 Using Blanket Purchase Agreements (BPA) to generate an eCatalogue (Manually).................42 Using Blanket Purchase Agreements (BPA) to generate an eCatalogue (Manually)............42 Using Blanket Purchase Agreements (BPA) to generate an eCatalogue via Upload................49 Using Blanket Purchase Agreements (BPA) to generate an eCatalogue via Upload............49 Review an Approved BPA.........................................................................................................56 Review an Approved BPA..........................................................................................................56 Releasing Blanket Orders in iProcurement ..............................................................................60 Releasing Blanket Orders in iProcurement .............................................................................60 Update an Existing BPA............................................................................................................63 Update an Existing BPA.............................................................................................................63 Cancel a BPA that is no Longer Needed...................................................................................67 Cancel a BPA that is no Longer Needed...................................................................................67 Contract Purchase Agreement Creation...................................................................................71 Contract Purchase Agreement Creation...................................................................................71 Creating your Contract Purchase Agreement as a Smart Form................................................75 Creating your Contract Purchase Agreement as a Smart Form.............................................75 Adding Smart Form to the Request Form in the Non-Catalog Screen.......................................81 Adding Smart Form to the Request Form in the Non-Catalog Screen...................................81 Pending Purchase Order Change Requests.............................................................................85 Pending Purchase Order Change Requests.............................................................................85 Standing Data Setup ..................................................................................................................92 Standing Data Setup .....................................................................................................................92 Objectives.................................................................................................................................92 Objectives...................................................................................................................................92 Creating Transaction Reasons..................................................................................................92 Creating Transaction Reasons..................................................................................................92
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Creating Categories and Category Sets....................................................................................94 Creating Categories and Category Sets...................................................................................94 Creating Hazard Classes........................................................................................................106 Creating Hazard Classes..........................................................................................................106 Creating Ship-To Locations.....................................................................................................109 Creating Ship-To Locations.....................................................................................................109 Creating Units of Measure .....................................................................................................114 Creating Units of Measure ......................................................................................................114 Create a Unit of Measure Conversion.....................................................................................119 Create a Unit of Measure Conversion.....................................................................................119 Create Buyers.........................................................................................................................121 Create Buyers...........................................................................................................................121 Purchasing Reports..................................................................................................................125 Purchasing Reports.....................................................................................................................125 Objectives...............................................................................................................................125 Objectives.................................................................................................................................125 Overall Course summary.........................................................................................................133 Overall Course summary.............................................................................................................133 Support / Further Information..................................................................................................134 Support / Further Information.....................................................................................................134 Appendix A Navigation..........................................................................................................135 Appendix A Navigation.............................................................................................................135 Appendix B Central Purchasing Reports.............................................................................142 Appendix B Central Purchasing Reports................................................................................142 Appendix C Naming Conventions........................................................................................144 Appendix C Naming Conventions............................................................................................144 Appendix D New Supplier Account Request.......................................................................147 Appendix D New Supplier Account Request..........................................................................147
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Purchasing
Oracle Purchasing is the application that streamlines purchase order processing while strengthening policy compliance. It is a key component of procurement management and is vital to profitability, which means that an effective purchasing system is a key strategic asset. To create sustainable savings, such a system must efficiently handle all purchasing needs and easily adapt to changing business requirements. Oracle Purchasing does just that, it automates purchasing to make buying more productive, improves management of your supply base, and adapts to any procurement process. Oracle Purchasing provides a rich store of policy and supplier information, a robust workbench for buying and consolidated visibility into spend. Oracle Purchasing adapts to Cardiffs purchasing practices with uniquely configurable policies and an open architecture that integrates legacy and supplier systems. 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 streamlines the procurement by executing routine transactions without intervention, making buyers more productive while enforcing compliance at every step. So you will spend less time processing paper, and more time discovering and exploiting new savings opportunities.
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iProcurement: Catalogue and non-catalogue requisitions are created in iProc and can be viewed within Purchasing. Subsequently POs are created either automatically using autosourcing or the autocreate function within Purchasing. Payables: Invoices entered in AP are matched to POs and receipts held within Purchasing. Threeway matching ensures that payments to suppliers are only made when a three-way match is achieved. This allows greater control over spend. General Ledger: Receipt accruals are used to create accounting entries that are imported to GL as journals.
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Objectives
After completing this course, you should be able to do the following: Understand the Purchase to Pay process Understand the New Supplier Request Process Create blanket and contract purchase documents Understand purchasing document releases Understand the Change Purchase Order process Identify key reports
Introduction to Purchasing
Cardiff has a central Purchasing Section and operates in a devolved budget environment. Although central purchasing staff conduct high value/high risk procurement, staff in directorates and schools have authority, with adherence to financial regulations, to make their own relatively low value/low risk purchases normally under established long-term call-off contracts. The Purchasing Section is responsible for overall procurement strategy and best practice across the University. Its purpose is to provide an efficient and effective professional procurement service, which reduces overall costs and adds value to the process of acquiring goods and services to satisfy the University's requirements. The Section manages around 230 central contracts for goods and services used across all University schools/departments including diverse commodity portfolios for such things as catering equipment & food, stationery & office equipment, computer equipment, furniture, laboratory equipment, telecoms, utilities, temporary staff agency services, advertising services, building maintenance & cleaning, waste disposal etc. It provides a contracting and procurement consultancy service for schools/departments that have specific requirements such as scientific research equipment and in support of major projects in construction and engineering. The Section provides advice and assistance with all purchasing matters, including terms and conditions of trade (commercial and legal aspects), procurement legislation (UK and EU), University financial regulations, and strategic sourcing analysis.
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Analysis
Reporting
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Print purchase orders flexibly by using a number of print options. Inform your suppliers of your shipment schedule requirements. Record supplier acceptances of your purchase orders. You always know whether your suppliers have received and accepted your purchase order terms and conditions. Create your purchase orders by providing a quantity and price for each item you are ordering. Alternatively, you should also be able to create your purchase order simply by providing an amount if you are ordering a service that you cannot break down by price and quantity. Copy existing purchase orders. Leverage supplier negotiations for all Schools and Directorates.
Standard Purchase Order (PO) A one-time commitment to purchase goods or services. You create standard purchase orders when you know the details of the goods or services, estimated costs, quantities, delivery schedules, and accounting distributions. Blanket Purchase Agreement (BPA) A long-term agreement allowing for stable pricing over the life of the agreement, while also allowing flexible order quantity commitments and delivery schedules. Pricing on blanket purchase agreements can include break pricing. You typically use this agreement when negotiating volume discounts on individual items. Create blanket releases to authorise suppliers to ship. Contract Purchase Agreement (CPA) A master terms and conditions document. Typically use contract purchase agreements when negotiating pricing on a volume of business to manage terms and conditions. Suppliers are authorised to ship through standard purchase order lines referencing the contract. Contracts can be coupled with a catalogue quotation to reference pricing on a per item basis.
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Blanket Agreement
Header Line
Contract Agreement
Header
Standard PO
Header
Blanket Release
Shipment Distribution
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Benefits
Automate the Entire Procure-to-Pay Cycle: Define suppliers and agreements; then automate your entire purchasing cycle from purchase order to settlement Improve Supply Base Management: Take central control of all supplier and item master information with an application that tightly integrate suppliers into your organization by leveraging advanced supply management capabilities Adapt to Any Purchasing Practice: Adapt the application to your organization's purchasing practices with uniquely configurable policies and an open architecture that integrates legacy and supplier systems
A good purchasing system ensures that an organisation only pays for goods and services that it has ordered and has agreed terms with the supplier of the goods/services. Oracle Purchasing provides strong cost-control mechanisms via expenditure authorisation control procedures and good quality reporting/management information. It will ensure that goods and services are sourced in line with corporate policy and agreements. It also enables the capture and maintenance of good quality data, with accurate inputs to reports and accounting processes and ensures that any breaches of policy and process are effectively identified and addressed.
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Analysis
Reporting
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Overview of Suppliers
Suppliers are set up within the Suppliers window to record information about companies and individuals from whom you purchase goods and services. When you enter a supplier that does business from multiple locations, you enter header information only once, and you enter supplier sites for each location. Most supplier information defaults to supplier sites. However, you can override the values that default if necessary. After you define suppliers, you can use them when you import/enter invoices and create purchasing documents.
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A supplier record cannot be created in Oracle unless all sections of the form are completed. All supplier accounts will be initially set up on a 30 day payment terms, unless notified otherwise. Please refer to Appendix D in this manual to see a copy of the New Supplier Request Form.
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2. Before setting up a new supplier you should always check if the supplier already exists. Enter part of the name and use the % wildcard at the beginning and end of the string to maximise search results. 3. Once you have entered your search criteria, click on the Go button.
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button.
All fields that have an * asterisk next to them are mandatory and require data to be entered. 6. Select Standard Supplier from the Supplier Type list if it is not already selected.
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7. Enter the name of the organization (i.e. supplier) into the Organization Name field. Refer to the Appendix D Oracle Naming Conventions for more details. 8. Click on the Apply button.
9. The Quick Update page is displayed. The Quick Update page is used to enter common information for the supplier party. You enter Supplier Sites for each location (supplier address). Important Note
For terms agreement suppliers you may enter an Inactive Date at this point. This will make sure that no requisitions can be raised after this date. It is possible to remove the date if you wish to start trading again rather than creating the record again. 10.Click on the Address Book link details. to begin entering supplier location
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12.Click on the
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13.Complete the mandatory address fields in normal case unless specified otherwise. Refer to Appendix D Oracle Naming Conventions for more details. 14.The Country will default to United Kingdom. 15.Enter Address Line1. 16.The Town should be entered in uppercase. 17.The Postcode should be entered in uppercase but if it is unknown enter a full stop . Instead. 18.The Address Name field should be completed with the name of the town the supplier is located. 19.Tick the Purchasing and Payment checkboxes if the address is to be used for both purposes. 20.Click on the button.
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22.Click on the
button.
23.The system will generate a message to confirm that the address has been setup.
24.From the Menu on the left hand side of the page, click on the Contact Directory link. This is where you will create PO contact details.
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26.Click on the
button.
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28.Enter Purchases in the Last Name field. 29.Enter the suppliers email address into the Email Address field for POs to be emailed. 30.If the Supplier provides a fax number this will need to be converted to an e-mail address and be sent via an e-fax service. The format that should be used is Country Code followed by Area Code (omit the leading zero) then the fax number with @fax.tc appended to the end. For example, 00441509223909@fax.tc. 31.If there is no fax or e-mail the PO will be sent to the person who INPUT the requisition. They can then print and send out the PO (or forward by e-mail). If there is no e-mail address associated with the username on Oracle the PO will be e-mailed to Purchasing to forward on to the inputter.
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33.Select the Address that you wish to associate this contact with from the Address Name list. If you click on the icon this will display a search page.
34.Click on the
35.Click on the
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36.Click on the
button.
38.From the Menu on the left hand side of the page, click on the Quick Update link.
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40.The Key Payment Setups tab is used to record information that affects the payment of invoices. Some of the fields contain default values for example, Invoice Tolerances, Invoice Match Option (this is set to Receipt), Hold From Payment (this defaults to Hold Unmatched Invoices), Payment Currency and Payment Terms (defaults to 30 days) etc. These values may be overridden. Important Note
If the Suppliers invoices will not be matched to Purchase Orders, uncheck the Unmatched Invoices checkbox to prevent them being placed on hold during the invoice validation process. 41.Scroll across until you can see the Paygroup field. This field defaults to the Supplier paygroup but may be amended if required. Click on the magnifying
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glass icon next to the Paygroup to see the options available. Paygroups are used to restrict the types of invoices for different types of Suppliers during payment runs.
42.To select a different paygroup, click on the corresponding Quick Select icon. 43.Click on the button to save any changes.
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44.From the Menu on the left hand side of the page, click on the Tax Details link.
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46.Within the Transaction Tax region of the page, click on the button. The first step is to specify the Tax Regime associated with this supplier. This will be UK VAT.
Important Note
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Mandatory fields will be highlighted by the asterisk *. 47.Select the Tax Regime Code. 48.Select the Tax Registration Status (Registered or Unregistered as appropriate). 49.Set the Effective From Date to 01-Jun-1995 (or any date over 10 years).
50.Click on the
51.Scroll down the page until you see the Supplier Sites region. Click on the Update Transaction Tax icon to update the tax information for the supplier site.
52.The Transaction Tax page for the supplier site is displayed. 53.Click on the button within the Tax Registration region of the page.
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Important Note
Mandatory fields are highlighted with an asterisk *. 54.Select the Tax Regime Code. 55.Select the Tax Registration Status (Registered or Unregistered as appropriate). 56.Set the Effective From Date to 01-Jun-1995 (or any date over 10 years).
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57.Click on the
58.Enter the suppliers Input VAT number into the Default Reporting Registration Number field if applicable. For EU Vat suppliers you should also enter the Default Reporting County Name.
button.
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Important Note
For Suppliers that are paid by BACS, you will need to enter their bank details. 60.Click on the Banking Details link on the left hand side of the page. 61.The Banking Details page is displayed.
button.
Mandatory fields are highlighted with an asterisk *. If the bank doesnt exist then you will need to contact Management Accounts to have it set up. 63.Select the Country name using the 64.Select the Bank Name using the 65.Select the Branch Name using the icon. icon. icon.
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67.Click on the
button.
68.The Bank Account and Assignment page is displayed. 69.Click on the button.
70.Selecting Tax and Reporting from the menu on the left hand side of the page. 71.Check the Allow Tax Applicability and Allow Offset Taxes checkboxes.
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72.Click on the
button. icon.
73.Scroll down the page until the Supplier Sites region is displayed. Click on the Update Transaction Tax
74.The Supplier Site Tax Details page is displayed. 75.Select Yes for the Calculate Tax field if the supplier is Registered for VAT but select No if they are NOT Registered. 76.Select Yes for the Allow Offset Taxes field.
77.Click on the
button.
78.Select Payment Details from the menu on the left hand side of the page. 79.Select the relevant Payment Method as the default by checking the appropriate checkbox.
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80.Click on the
button.
82.Select the Delivery Method, for example E-mail or Fax. 83.Enter the E-mail or Fax Number. If the Supplier provides a fax number this will need to be converted to an e-mail address and be sent via an e-fax service. The format that should be used is Country Code followed by Area Code (omit the
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leading zero) then the fax number with @fax.tc appended to the end. For example, 00441509223909@fax.tc. 84. If there is no fax or e-mail the PO will be sent to the person who INPUT the requisition. They can then print and send out the PO (or forward by e-mail). If there is no e-mail address associated with the username on Oracle the PO will be e-mailed to Purchasing to forward on to the inputter. 85.Scroll down to the Supplier Sites region of the page.
86.Click on the Update Payment Details icon. 87.You need to enter the Payment Method and Remittance details for each site.
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Important Note
Once the Supplier has been created you must then create a Contract Agreement. A Contract Agreement is used to automatically create the Purchase Order for Catalogue and Non-Catalogue requests within iProcurement once the requisition has been approved. Schools and Directorates will be set up as Internal Trade suppliers and they will be brought through to the Request Form in the non-catalog request screen. This will enable requisitioners to request goods via iProcurement in exactly the same way as they do for external suppliers.
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Catalogue Management
Objectives
Upon successful completion of this module, you should be able to: Create a Blanket Purchase Agreement ( BPA) to generate an eCatalogue. Review an Approved BPA Release Blanket Orders in iProcurement Update Existing BPA Agreements Create a Contract Purchase Agreement Create a Contract Agreement as a Smart Form Add Smart Forms to the Non-Catalog Request Requisition Page Perform Purchase Order Change Requests
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3. In the top right hand side of the form, ensure that the Create drop-down box has the value Blanket Purchase Agreement. 4. Click on the button. This will then open the Create Blanket Purchase Agreement page.
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5. Click on the Magnifying Glass icon next to the Supplier field. This will open the Search and Select Supplier page. In the field before the GO button type in the first few characters of the name of the Supplier you want to use for a Blanket Purchase Agreement including a % then press the button.
6. Depending upon your search results you will now be presented with a list of one or more Suppliers, click the Quick Select to choose. icon next to the Supplier you want
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7. The Supplier information will be defaulted into the Create Blanket Purchase Agreement page.
8. If applicable, you should enter a budget figure for the BPA into the Amount Agreed field. 9. If applicable, you should enter an Effective From and To date in the format DDMON-YYY, alternatively you may click on the Calendar icons next to each of the fields. 10.Enter a Description for the BPA. 11.If the BPA is for a specific School/Directorate you may want to change the Default Ship To Location in the Terms region of the page.
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12.To add individual lines to the BPA, click on the Lines tab. 13.The following page will be displayed:
14.You are able to populate the BPA using two methods: Manually Via Catalogues (spreadsheets containing all of the Suppliers items) Type Description Category Unit
15.To enter the lines manually, you need to complete the following fields:
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Price Expiration Date (used to prevent ordering of the item after this date)
16.Once you have entered all of the items, click on the Controls tab.
18.Check the Enable Automatic Sourcing and Update Sourcing Rules and Assignments checkboxes. 19.Click on the button.
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20.When you click on the save button a BPA number will be generated and displayed at the top of the form. This should be noted for future reference. 21.Once you are satisfied with the information you have entered in the BPA page you should click on the Important Note button.
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The spreadsheet will almost certainly have been received from the supplier, and checked for errors and formatting, in standard Excel [.xls] format. It will be necessary to resave the file in text (tab delimited) [.txt] format prior to uploading into Oracle. Both file types need to be retained, as any subsequent error correction will generally be applied to the xls file and a revised txt file saved for subsequent uploading. User Responsibility: Central Purchasing Navigation Path: Purchasing > Buyer Work Center> Agreements Steps: 1. Double click on Agreements option to open the Agreements page.
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3. In the top right hand side of the form, ensure that the Create drop-down box has the value Blanket Purchase Agreement. 4. Click on the button. This will then open the Create Blanket Purchase Agreement page.
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5. Click on the Magnifying Glass icon next to the Supplier field. This will open the Search and Select Supplier page. In the field before the GO button type in the first few characters of the name of the Supplier you want to use for a Blanket Purchase Agreement including a % then press the button.
6. Depending upon your search results you will now be presented with a list of one or more Suppliers, click the Quick Select to choose. icon next to the Supplier you want
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7. The Supplier information will be defaulted into the Create Blanket Purchase Agreement page.
8. If applicable, you should enter a budget figure for the BPA into the Amount Agreed field. 9. If applicable, you should enter an Effective Form and To date in the format DDMON-YYY, alternatively you may click on the Calendar icons next to each of the fields. 10.Enter a Description for the BPA. 11.If the BPA is for a specific School/Directorate you may want to change the Default Ship TO Location in the Terms region of the page. 12.Click on the Save button before proceeding with Line entry.
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13.To add individual lines to the BPA, click on the Lines tab. 14.The following page will be displayed:
16.In the Add Lines drop-down box select the value Via Upload then click on the
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18.Against the File Type, ensure that the Tab-delimited radio button is selected. 19.In the File Name field, select the path and file that you wish to use to add lines to the BPA. This will be the previously prepared .txt spreadsheet saved on a relevant accessible drive. 20.In the Submit for Approval section, choose whether to send the BPA for approval immediately or whether to approve it later. Important Note: Generally the No, submit for approval later radio
button should be selected to permit the review and correction of any spreadsheet upload errors particularly for a complete new catalogue rather than a few catalogue lines.
21.Click on the button. A concurrent process is sent to your concurrent queue to load the lines in the file. This may take some time depending on the upload size and general system load, so an immediate result should not be anticipated. 22.To review any errors in the load, click on the Agreements tab.
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23.If the load has failed, or has not finished, the BPA will be shown in the list of Incomplete orders. 24.Click on the BPA that you are trying to create.
25.In the Actions field, select View Upload Errors if there are any. 26.Click on the button. Any errors are shown on the next page. To remove the errors from this screen and prevent them being shown again (unless they happen again, of course!), click on the Discard Errors button. Correct the errors in the original .xls spreadsheet file, save as a revised .txt (text delimited) file and then upload again.
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2. Click on the
button as below:
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3. Enter the Agreement number or the Supplier in the relevant search box then click on the button.
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5. Click on the Agreement Number link. 6. The following page will be displayed:
7. Click on the Lines Tab. All the lines on the BPA will be displayed.
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8. Click on the
9. To confirm that the lines have been made available in iProcurement, use your iProcurement access to search for something on the catalogue, which should be found.
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3. Using the Supplier field, enter or search for the name of the supplier that is associated with the BPA you want to use. 4. Click on the button.
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5. When the BPA was created a unique BPA number was generated. Ensure that this unique number appears against the Source field of the item(s) you want to add to your cart (there may be more than one agreement per supplier).
button.
7. Once you have finished selecting all of the items, click on the button (under Shopping Cart on the right hand side of the page see below ) to review the items selected and amend quantities if required.
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8. The process from this point onwards is the same as for catalog and non-catalog purchases. Once you have passed through the Checkout process the requisition will be routed for Approval and the PO will be generated automatically and communicated to the Supplier.
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2. Click on the
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3. Enter the Agreement number or the Supplier in the relevant search box and click on the button.
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7. Click on the
button.
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9. Click on the Lines tab and in the Add Lines field and choose the Via Upload option from the List. NOTE: If you are updating the BPA manually, use the 10.Click on the Go buttons to provide more lines for you to enter data into. button.
11.As when creating a new BPA , choose the file name to be loaded and whether to approve it immediately or not. 12.Click on the button. When the resulting concurrent process has finished, the details on the BPA will have been updated. Check in iProcurement to make sure the information is correct.
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2. Click on the
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3. Enter the Agreement number or the Supplier in the relevant search box and click on the button.
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button.
This action, once confirmed in the next form, cannot be reversed. An option Put on Hold is also available as an interim measure if required.
9. Complete the Reason field but do not enter Notes to Supplier or Communication Method (leave as None) as these fields are not being used. 10. Click on the button. The agreement is cancelled.
11.Check in iProcurement to confirm that the items are no longer available for requisitioners.
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3. In the Create field in the top right hand corner select Contract Purchase
5. Click on the
icon next to the Supplier field to Search and Select the required
Supplier. Enter the required search criteria for the supplier and click on the button.
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6. Select the required supplier by clicking on the Quick Select to the supplier.
icon applicable
7. The Supplier and Site details have now been brought through to the Create Contract Purchase Agreement screen. 8. If applicable, you should now enter a budget figure for the Contract Purchase Agreement in the Amount Agreed field.
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9. Select an Effective From and To date by clicking on the calendar to these fields, if required. 10.Enter a Description for the Contract Purchase Agreement.
icon next
11.If the Contract Purchase Agreement is for a specific School/Directorate you may want to change the Default Ship-To Location in the Terms section of the screen. 12.Once you are satisfied with the information you have entered into the Create Contract Purchase Agreement screen, click on the Submit top right or bottom right of the screen. button at the
13.The following confirmation screen will be displayed showing the Contract Purchase Agreement number:
14.Ensure that the Contract Purchase Agreement is approved. It will then be available for use within the system.
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5. Click on the Create Smart Form 6. You will see the following screen:
button.
7. Click on the Find icon in the Contract Number field and search for the CPA (Contract Purchase Agreement) you require.
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8. Click on Quick Select icon to select the required CPA. 9. This will retrieve the Supplier details entered against the Contract Purchase Agreement.
10.Complete the remaining fields as required, as a guide you must complete: Name: The name you create here will appear in the drop down list in the non-catalog request screen, the naming convention is the full supplier name then a brief description of what they are supplying.
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Item Type. Keywords: You may want to associate keywords with this supplier. In the default Item Information section you then need to decide which tick fields need to be left ticked, so users are able to edit them, as a guide you could leave the following ticked. Item Description. Category. Restrict categories to above commodity: Leave this box unticked Unit of Measure. Unit Price. In the same default Item Information section you may wish to untick some fields in order to assign some values to certain fields such as: Currency: RFQ Required: Negotiated:
o o o
11.You can also select to Restrict Categories to the Above Commodity via the checkbox. 12.In the Default Supplier Information section leave the Restricted Suppliers field as No. 13.Untick the Contract Number User Editable checkbox. 14.Leave Supplier name and Site fields unticked, but tick the Contact Name, Phone and Supplier Item fields.
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15.Click on the
button.
16.You will now see confirmation that your Smart Form has been created.
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button.
4. Search for the required Smart Form by entering search criteria. 5. Click on the button.
6. To select the Smart Form you want, tick the box on the far left hand side then click on the Select button. Please note that you should be looking for Smart Forms that have NOT been assigned to a Store.
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7. Click on the
button.
9. Add a Sequence number into the Sequence field, for all supplier smart forms it should be 1. The Standard Non-Catalog request template is numbered as 9. 10.Click on the button.
11.This will bring you back to the Manage Stores page, a confirmation message will appear at the top of the screen, informing you that the changes to the store have been saved.
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12.It is good practice to go back into iProcurement > Non Catalog Request screen and check to see if the Contract Order/Smart Form has been added to the Request Type drop down list.
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3. Select the radio button for the PO you want to look at then click on the button.
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5. The General region of the page displays information regarding the following: Amount Supplier Terms and Conditions Ship to Address Bill to Address
7. Details of the Lines and Shipments that have been changed are displayed. The The icon in a field indicates a new value. icon indicate a cancellation request.
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8. Click the
10.Click on the
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11.You can click on the View Purchase Order Details link at the bottom of the page to show full details of the original PO.
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12.The Actions drop down list at the top of the page allows you to look at any of the associated transactions related to the PO. 13.Click on the Back button in the Browser to return to the previous page. 14.To respond to a change request, click on the list within the Response field.
15.Select the appropriate option from the list. If you are rejecting the change then you must supply a Reason.
16.Click on the Submit button to proceed. 17.A new revision of the PO will be created and communicated to the Supplier.
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3. To enter a new reason, click on the New 4. A new record will be created within the form.
5. Enter the transaction reason into the Name field. 6. Click or Tab into the Description field. Enter the description. 7. Click on the Save icon.
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A value set is a definition of values approved for entry or display by a particular flexfield segment. A flexfield in Oracle is basically a flexible field that you can customise for your organisations specific requirements. Creating the Segment Values User Responsibility: CG Purchasing Super User Navigation Path: Setup > Flexfields > Key > Values Steps: 1. Double Click on the Values option to open the form.
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3. Ensure the Value Set option is selected within the Find Values By region of the form. 4. Click on the LOV within the Name field. 5. In the Find field enter the following: CG%INV%.
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6. Select CG_INV_INVENTORY_CODES then click on the OK button. 7. Click on the Find button. 8. The Segment Values form will be displayed.
9. Click into the first Value field then click on the New
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10.A new record will be created. 11.Enter the new 2 digit code into the Value field that you wish to create then press the Tab key. 12.The entered value will default into the Translated Value field and the Cursor will be flashing in the Description field. Here you enter a description for the code you have entered.
14.Close the form by clicking on the 15.The following message will appear:
16.When you create new categories the value set has to be recompiled to reflect the new entries. Click on the OK button.
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17.You will be returned to the Navigator. Creating the Segment User Responsibility: CG Purchasing Super User Navigation Path: Setup > Items > Categories > Category Codes Steps: 1. Double Click on the Category Codes option to open the form.
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3. Click on the LOV within the Structure Name field. 4. A list of available structures will be displayed. 5. Highlight Item Categories then click on the OK button.
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9. Click on the LOV within the Structure Name field then select Item Categories from the list. 10.Click or Tab into the Category field. 11.Enter the 2 digit code you entered previously e.g ZZ. 12.Click or Tab into the Description field then enter the description for the code. 13.Click on the Save 14.Close the form. icon.
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Add Categories to Category Set User Responsibility: CG Purchasing Super User Navigation Path: Setup > Items > Categories > Category Sets Steps: 1. Double Click on the Category Sets option to open the form.
2. The Organisations form will be displayed. 3. Select CG Item Master from the list of options then click on the OK button.
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6. The Find Category Sets form will be displayed. 7. Select Inventory from the list of values then click on the OK button.
8. The form will be populated with all of the current categories defined within this category set.
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9. Click into the first category in the lower half of the form then click on the New icon on the toolbar. 10.A new record will be created. Use the LOV to select the 2 digit category code created earlier.
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icon.
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4. Click in the empty Hazard Class field on the left hand side of the table and enter a Hazard Class number, then press tab, this will take you to the empty Description field, enter the Description of the Hazard Class. 5. If you wish to End Date the Hazard Class press tab and enter an End Date by clicking on the Calendar Icon, select a date and then click the 6. A confirmation message will be displayed : button.
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7. After the new entry is saved, Oracle sorts the Hazard Classes by Hazard Class number, therefore your changes may not appear on the first screen, and its worthwhile clicking through the screens to ensure your new Hazard Class entry is in the system.
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3. Enter the Acronym for the location in the Name field. This acronym will appear in the iProcurement screens so it needs be meaningful enough for the requester to understand which location it is; it also needs to be unique as the system will not accept duplicate entries. 4. Enter a Description for the location. 5. Click once in the Address field. The Location Address form will be displayed.
6. Enter the full name of the School/Directorate in Address Line 1. 7. Enter the remaining address details in the appropriate fields.
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8. Click on the OK button once you have completed the address details. 9. Click on the Shipping Details tab.
10.Click on the LOV within the Contacts field then search for and select the appropriate contact.
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12.The Additional Location Details form will be displayed. 13.Enter the Schools/Directorate acronym that needs to appear before the Purchase Order number.
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button.
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icon.
4. A New record will appear. 5. Enter a unique Name for the unit of measure. 6. Enter a unique abbreviation for the unit of measure with a maximum length of three Characters. For example, EA for each or HRS for hours. 7. Indicate if this is the base unit of measure for the unit of measure class by ticking the Base Unit checkbox. 8. Enter a unit of measure Class. 9. NOTE: The Inactive On field can be used to enter a date the UOM becomes unavailable. 10.Click on the Save button.
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icon. This will create a new record for you to enter data
4. Enter the following information: Name: Enter a unique name for the class Description: Enter the description for the class Base Unit: Enter the base unit for the class UoM: Enter a unique abbreviation for the base unit of measure e.g. EA for Each or MIN for Minutes Inactive On: Enter the date on which the class becomes inactive. After this date, you can no longer define any new units of measure for this class. button.
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icon.
4. The following information should be entered: Unit: Enter, or select from the LOV, a Unit of Measure that has not yet had a conversion defined. An example might be HOURS. Class: This will default from the Unit chosen. An example may be MINUTES, because the unit HOUR is in the Class called MINUTES. Conversion: The number of Base Units that make up the Unit being converted. An example may be 60 MINUTES in an HOUR. Base Unit: The Base Unit of the Class that the Unit belongs to is displayed and cannot be changed. Inactive On: The date on which this Unit of Measure Conversion becomes Inactive.
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Create Buyers
You use the Buyers page to define and maintain buyers. User Responsibility: CG Purchasing Super User Navigation Path: Setup > Personnel > Buyers Steps: 1. Double click on Buyers to open the Buyers page.
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3. Click on the
5. Click on the magnifying glass icon next to first field to select the appropriate employee. The employee must have already been setup to be available on this list. 6. You can leave the category field blank. 7. The Begin Date field will default to todays date. 8. You can leave the End Date blank until such time that you wish to terminate the Buyers access. 9. Click on the button.
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10.Click on the Close Window hyperlink in the top right hand corner of the page.
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Purchasing Reports
There will be various reports available to run from within Oracle. Refer to Appendix B Central Purchasing Reports for a detailed list.
Objectives
Upon successful completion of this module, you should be able to: Run Purchasing Reports User Responsibility: Purchasing Super User Navigation Path: Purchasing > Reports> Run Steps: 1. Double click on the Run option to open the Submit a New Request form.
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3. Ensure the Single Request option is selected then click on the OK button. 4. The Submit Request form will be displayed. 5. In the Name field click on the LOV button on the far right hand side.
6. A list of reports will be displayed. Select the appropriate report from the list and if applicable, the Parameter form will be displayed.
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7. In the Parameters screen enter the required data in the fields. 8. Enter the mandatory parameters.
9. Click on the
button.
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15.All of your requests will be displayed. 16.Select the appropriate request then click on the View Output button when Completed shows in the Phase field. You will need to click on the Refresh Data button to update the display in the page.
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17.If you want to print the report, click on the File menu option in your browser then select the Print option. 18.Click on the X in the top right hand side of the screen to close. 19.Close the Request form to return to the Navigator
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Appendix A Navigation
Understand icons Objective To understand the toolbar icons Toolbar Icons Action New Record Find Navigate To Save Next Step Menu Option Edit + New Record View + Find View + Show Navigator File + Save File + Next Step Function Creates a New Record Displays Find Window to search for data in a field Returns to Navigator Window Saves any pending changes Updates the Process flow in Navigator by advancing to the next step in the process Prints current Screen to default printer Close the current open form/ window Cuts the selection to the Clipboard Copies the selection to the Clipboard Pastes the from the Clipboard into the current field Clears data for current record in Window Deletes the current record if allowed Opens a larger editing window for the current field Takes you to a pre-defined custom form Opens the Translation
Print Close Form Cut Copy Paste Clear Record Delete Record Edit Zoom Translations
File + Print File + Close Edit + Cut Edit + Copy Edit + Paste Edit + Clear Form Edit + Delete Record Edit + Edit Field View + Zoom Edit + Translations
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Allows a document to be attached to a record such as a note to a PO Indicates that a note or notes are attached to a record Displays Folder Tool Palette with further options Displays General Help for the current application
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Understand keyboard shortcuts Objective To understand keyboard shortcuts To display a list of keyboard shortcuts use Ctrl K to display the following list on the screen. Function Block Menu Clear Block Clear Field Clear Form Clear Record Commit Count Query Delete Display Error Down Duplicate Field Duplicate Record Edit Enter Query Execute Query Exit Insert Record List of Values Next Block Next Field Next Primary Record Next Record Next Set of Records 128443583.doc Ctrl+B F7 F5 F8 F6 Ctrl+S F12 Ctrl+Up Shift+Ctrl+E Down Shift+F5 Shift + F6 Ctrl+E F11 Ctrl+F11 F4 Ctrl+Down Ctrl+L Shift+PageDown Tab Shift+F7 Down Shift+F8 -137 Key
Previous Block Previous Field Previous Record Print Return Scroll Down Scroll Up Show Keys Up
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Enter data Objective Oracle requires data entry either as free format or by selecting a value from a list for the specific field. If a list of values exists for the current field, a small grey box will be displayed at the right end of the field. If the field is a LOV field, only an item from the list is acceptable data for the list. There are 3 types of processes for List of Values data entry Short List of Values Long List of Values A Date Field
The LOV opens a Find Window, to reveal either the full list because it is a small list or a blank window if it is a long list.
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A Short List of Values When the LOV icon is accessed, the whole list will appear allowing the user to simply select the required item from the list to the field.
A Long List of Values If the list of values is long enter your search criteria based upon the information you already have. For instance the number begins with 99 Enter 99% Click Find Scroll Bars allow movement up, down, left and right around the list.
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A Date Field If the field is a date field and LOV is selected then a calendar will be displayed allowing the user to select the required date.
Figure 2 : Calendar
Arrows are used to move between months and years. The arrows on the left hand side move by one month at a time. The arrows on the right hand side move by one year at a time and the blue box highlights the currently selected date.
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Report Purpose Report by: Cost Centre (school, division or inventory organization) Category Code (e.g. stationary, etc.) Payment date (i.e. period=YYMM) Supplier Amount spent, summarised by cost centre, category, payment date, supplier Parameters: Date range, cost centre ?, category ?
Report by: Supplier PO number PO Issue date Good received date Calculated no. of working days between 'PO Issue date' and 'Goods received date' Parameters: Supplier, Date range
Report by: Supplier Average no. of working days between 'PO Issue date' and 'Goods received date' Minimum no. of working days between 'PO Issue date' and 'Goods received date' Maximum no. of working days between 'PO Issue date' and 'Goods received date' Parameters: Supplier, Date range
Supplier Category and sub-category Spend amount summarised by supplier and category/subcategory Payment date (ie. period YYMM) Count of PO's Parameters: Supplier, Date range 4. New Vendor Site Listing 5. Manage Approvals Report 6. Blanket and Planned PO Status Report List the details of new vendors (suppliers) added to the system Identifies users who have used the Manage Approvals functionality to by-pass PURCH in the financial hierarchy approval structure The Blanket and Planned PO Status report can be used to review purchase order transactions for items you buy, using blanket purchase agreements. For each blanket purchase agreement , the report provides you with the detail of the releases you created against these orders. Parameters: PO Numbers From/To , Buyer, Supplier From/To, Categories From/To, Expiration Date 7. Contract Status Report The Contract Status Report can be used to review the status of your contracts and list purchase order information for each contract. Parameters: PO Numbers From/To Suppliers From/To
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Names and addresses are held in: Locations (used for ship-to addresses, amongst other purposes)
When setting up any of the above we need to follow consistent Naming and address formats. Consistency within Oracle Company Names Company Suffix Where an organisation company has a suffix as part of its name this should be entered as below: Inc Llp Ltd Plc
Other Organisations
Notes
The Input the Company Name exactly as it appears, including the The at the front: e.g. The Co-operative Bank Plc
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Abbreviations & Punctuation Avoid punctuation, except where it is part of a companies name e.g. company.co.uk Ltd the periods that are part of the company name are allowed. Addresses Street Names (Suffix) General Rule = Use street names in full. Examples: (list needs to be expanded)
Notes
Type Saint
USE St
Notes
Post Town Counties Post Codes Post Codes are compulsory Input in Capitals One space between the two elements (e.g. CF24 0DE) On some Professional Forms screens the post code has to be 8 characters in length. In this case you need add as many spaces as necessary between the two elements. Do not use Counties. Leave blank Enter in Capitals (as requested by Royal Mail)
People Titles Where the entry is free text the following values should be used:
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Telephone / Fax Numbers Note: In different areas of the system some numbers are stored as a single field, others as two fields (area code + number). If there is only one field the Telephone numbers (in particular fax numbers) should be input in full with no spaces. e.g. Area code = 029. Telephone number = 20874000
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N WS P L RA C U TR Q E T E U P IE C O N E U S
S H O o C OL r D E T RT IR C O A E O IG A O R IN T R A LS C IO SM S B C M L T D L E T N UT E O PEE S C IO 1- T B C M L T DB S H O / D E T R T E T N O E O P E E Y C O L IR C O A E T isSh o ir coaew h st h c o l/De t r t is e o p c a od rwh lae n r e it : Bie d s r t n f r f ecipio o g o s ev e/wr st b o d/s r ic s ok o e od r d r ee : In ia Od rV lu ( x. V T: it l r e a e ec A) G Pe u a n if f r ig B q iv le t oe n P aes p r t e u m ta d le s e aae q ip e n n m t n nec ss( a p a le a e a c ot if p lic b ) in If t eeisa eisin r lea t hr n x t g e vn a r e e t p a eo t ewyit ge m , le s ulin h n m n tm ty u r q ir m t a o e or eue e s y e n S C IO 2- T B C M L T DB S H O / D E T R T O S P L R E T N O E O P E E Y C O L IR C O A E R U P IE D ta fo Od r &C rr s o d n e e ils r r e s o epnec Sp lie'sTa in Nm up r r d g a e F ll Ades u dr s Sp lie'sTa in Nm up r r d g a e F ll A des u dr s D ta fo R m a c s( d fe e t) e ils r e itt n e if if r n W t isb ao eo ueo t is ill h e n - ff s f h Sp lie? up r I 'N' d y u nic aem et a 3 f o o o a t ip t o h n r od r p c d n x 1 m t s r es lae in et 2 o h? n I t eea e isin a r e e tt a s h r n x t g ge m h t n c nm ty u e u e e t ? a e o r q ir m s e n
C ek d n U ID aa aef r h ce o C P d t b s o pe r e s p lie ( w . u ida. k r fer d u p r w w p . cu ) c F rm e io 1 o V rs n .1
1 thS p m e 2 0 9 e te b r 0 9
E a m il E tN m e x u br
Ys e Ys e Ys e Ys e Ys e
P s Cd ot o e Cna tNm ( Et nio ) o t c a e & xe s n T le h n Nm r e po e u b e F xNm r a ub e E a A des( o r mt ne m d r s f r e it a c il a v e) dic s T ISM S B C M L T DB A LS P L R T A A EU V TR G T R D H U T E O P E E Y L U P IE S H T R K A E IS E E I Y Se t rt ef llo in f E, ne h o w g Cm n Rg t aio Nm r o p y e isr t n u b a e ( a p a le if p lic b ) (A c u tsw R ll N sm s b s p lie s p r t ly co n ith o o u t e u p d e a a e ) Sr Cd : ot o e Ac u tNm r co n u b : e Rg t aio e isr t n Nm r ub: e G B
S C IO 4- U B N A C U TD T IL T B C M L T DB S P L R E T N K A K C O N E A S O E O P E E Y U P IE Bn Nm ak a e Ac u tHld r Nm c o n o e's a e #A E N M?
T eU iv rs s n a dte so p y e t a n tt 3 d y fro d teo in o e B c m le ga dr tu in th fo I c n h n e ity ta d r rm f a m n re e 0 a s m a f v ic . y o p tin n e rn g is rm o firmth t m c m a y a y o pn a c p th U iv rs 'sp y e t te s c e ts e n e ity a m n rm . Nm ae : E a A des m dr s : il T le oit n it /P s io : T le h n Nm r e po e u b : e
F A C D P R M N U EO L IN N E E A T E T S N Y
D T RCIV D AE E E E : A T ND Y N D T: CIO E B A D A E A T ND Y N D T: CIO E B A D A E SPL R O U P IE N : C NR C P R H S O T A T U C AE A RE E T O GEM N N :
C NR C P R H S O T A T U C AE A RE E T G E MN