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Central Purchasing

User Guide August 2009

Document Control

Date 17/08/2009 09/09/2009 14/09/2009 18/09/2009 06/10/2009 04/10/2009 05/11/2009

Version Draft_1 Draft_2 Draft_3 Draft_4 Draft-5 Draft- 6 Final

Author N.R.Nair N.R.Nair N.R.Nair K Timberlake N Crawley N Crawley R Thorley

Notes First Draft completed First Draft completed First Draft compiled Updated Updates Final Updates QA

Copyright Notice Cardiff University Project Arian

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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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A guide to symbols used in this pack


This User Guide may contain the following symbols to help the alert you to key points. Their meanings are explained below. The Icons Important Note

The Notes Icon calls attention to key points to be made

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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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Oracle Applications integration


iProcurement (iProc) is integrated directly with Oracle Purchasing. Common data is shared between iProc and Purchasing. Supplier data is also shared between iProc, Purchasing and Accounts Payables (AP) and Accounts Receivable. The following high level solution architecture illustrates the key process interactions between Purchasing and other Oracle modules.

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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Procure to Pay: Procurement


Oracle Purchasing provides the functionality to complete the procurement portion of the Procure to Pay process.

Requisitions Catalog Content Management Purchase Orders

Ordering RFQs/ Quotations Receiving Sourcing Invoice/ Payment

Analysis

Supplier management Supplier Performance

Reporting

Overview of the Ordering Process


The ordering process flow within the Procure to Pay business flow focuses on procurement activities from the request of goods and services to their eventual receipt. Throughout the ordering process you are able to: Route transactions according to your approval structure. Approval authorisation limits are defined by amount, charge account, item category, and location. For documents that require your approval, you can review and approve transactions on-line. Also, you can see the full transaction detail and review the action history before you approve a transaction. View Approval Status. Oracle Purchasing automatically displays the approval status of your transaction and informs you whether it is Approved, Cancelled, In Process, Incomplete, Pre-Approved, Rejected, or Returned. You know where your transaction is within this flow at all times. Automatically generate distribution accounts. Oracle Purchasing uses the Account Generator workflow to create the distribution automatically whenever possible.

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Provide attachments as notes on transaction headers and lines.

The Purchase Order Process


The creation of the purchasing document marks the beginning of the required steps within the ordering process. Oracle Purchasing allows you to create several different types of purchasing documents: standard and planned purchase orders, blanket and contract purchase agreements along with blanket and scheduled releases. These six documents allow maximum flexibility to meet procurement team needs, while maintaining university policies and standards. With Oracle Purchasing you can: Review all of your purchases with your suppliers to negotiate better discounts. Create purchase orders simply by entering a supplier and item details. Create standard purchase orders and blanket releases from both on-line and paper requisitions. Create accurate and detailed accounting information so that you charge purchases to the appropriate departments. Check your funds availability while creating purchase orders. Review the status and history of your purchase orders at any time for all the information you need.

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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.

Purchase Order Types


In Oracle Purchasing there are several different types of purchase orders designed to satisfy different business requirements. Standard Purchase Order Blanket Purchase Agreement Contract Purchase

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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Purchase Order Types

Standard Purchase Order (PO)


Header Line Shipment Distribution

Blanket Agreement
Header Line

Contract Agreement
Header

Standard PO
Header

Blanket Release
Shipment Distribution

Line Shipment Distribution

Purchasing Key Process


Purchase Requisition The starting point for the procurement process would typically be the raising of a purchase requisition. As this is an internal document and does not go to third parties outside the organisation, it may or may not contain item, supplier and charge account information. Purchase requisitions are often available to large communities within an Organisation and are forwarded on to buyers who assess whether they should be acted upon or not. Purchase Orders Purchase orders are the documents that form the offer part of the contract between the University and any supplier that you wish to buy goods/services from. You may or may not ask the supplier for formal acceptance of your offer. In accounting terms a commitment to spend is generated when the purchase order is approved and recorded in the General Ledger. Payment of Suppliers The final part of the procurement process is to pay our suppliers. A suppliers invoice can be matched at different levels. This matching could be 2, 3 or 4-way. 2-way matching would match the invoice with the original purchase order; 3-way matching would match those and also a goodsreceived note and 4-way matching would additionally include a quality inspection. The Universitys policy is to use 3-way matching. Once matching has taken place, actuals can then be recorded in the General Ledger, replacing the commitments that were generated earlier in the process.

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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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Supplier Data Maintenance


Objectives
After completing this section, you should be able to do the following: Understand Purchasing use of supplier information Complete new supplier request process Enter a New Supplier

Suppliers in the Procure to Pay Lifecycle


Requisitions Catalog Content Management Purchase Orders

Ordering RFQs/ Quotations Receiving Sourcing Invoice/ Payment

Analysis

Supplier management Supplier Performance

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.

Purchasing Use of Supplier Information


Supplier information is a vital component of Oracle Purchasing. You must define a supplier before performing most activities within Oracle Purchasing. The following examples list the areas in which you use suppliers: A recommended supplier is optionally entered on a requisition. Purchase orders need supplier information. You receive goods or services from a supplier. You return goods to a supplier. You must pay the supplier for the goods or services purchased.

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New Supplier Request Process


Overview When a School or Directorate are unable to find the supplier they want in Oracle they need to complete the New Supplier Request form and forward to the Central Purchasing Department. All sections must be completed otherwise the form will be returned to the originator for completion. Once you have completed the form you need to email the form to suppliersetup@cf.ac.uk . Once it is agreed and created, purchasing will advise the requestor of the supplier reference number. Orders can now be carried out and be raised for the supplier. Important Note

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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Creating a New Supplier


You create suppliers in the Supplier page to record information about the companies and individuals from whom the University purchases goods and services. When you enter a supplier that does business from multiple locations, you enter common supplier information (supplier quick update information) only once, and you enter supplier sites for each location (supplier addresses). For example, for a single supplier, you can buy from several different addresses and send payments to several different addresses. Most supplier information will default to the supplier sites. However, you can override the values that default if necessary. User Responsibility: Purchasing Navigation Path: Supply Base > Suppliers Steps 1. Double click on the Suppliers menu option to invoke the Suppliers page.

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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4. If no results are displayed, click on the Create Supplier

button.

5. The Create Supplier page is displayed. Important Note

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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11.The Address Book page is displayed.

12.Click on the

button to enter address details.

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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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21.Select the Checkbox Operating Unit. .

to indicate that this site is visible within the CG

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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25.The Contact Directory page for the Supplier will be displayed.

26.Click on the

button.

27.The Create Contact page will be displayed.

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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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32.Click on the of the page.

button with the Addresses for the Contact region

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

button to reveal all addresses.

35.Click on the

icon to select the address.

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36.Click on the

button.

37.Confirmation of the setup will be displayed at the top of the page.

38.From the Menu on the left hand side of the page, click on the Quick Update link.

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39.Select the Key Payment Setups tab

in the middle of the page.

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.

45.The Tax Details page is displayed.

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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

button. This will return you to the Tax Details page.

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

button. This will return you to the Tax Details page.

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.

59.Click on the Save

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.

62.Click on the Important Note

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.

66.Enter the Bank Account Number (maximum 8 digits).

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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.

81.Click on the Separate Remittance Advice Delivery tab.

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.

88.Click on the 89.Click on the Home

button. link to return to the main Navigator page.

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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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Summary and Review


During this module you have had to.. Understand Purchasing use of supplier information Complete new supplier request process Enter a new supplier

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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

Using Blanket Purchase Agreements (BPA) to generate an eCatalogue (Manually)


In this section we will look at how you can create a BPA and populate the lines manually. Where the Organisation has a contract for procurement of goods and/or services at agreed prices within an agreed time frame, Oracle can automatically order requisitions based on the agreements. A type of PO called a Blanket Purchase Agreement (BPA) is created, which may contain price breaks for certain quantities, and is used to create Sourcing Rules. Sourcing Rules enable requisitions to identify the supplier and price for a particular item and to send an order to the supplier automatically once the requisition has been approved. User Responsibility: Central Purchasing Navigation Path: Purchasing > Buyer Work Center > Agreements Steps: 1. Double click on Agreements or highlight then click on the Open button.

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2. The Agreements Page opens.

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.

17.The Controls page will be displayed.

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.

Once the agreement is approved, it is available in the system to use.

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Using Blanket Purchase Agreements (BPA) to generate an eCatalogue via Upload


In this section we go on to see how you can create a BPA and update catalogue items to it using the upload function, and subsequently manage BPAs. Where the Organisation has a contract for procurement of goods and/or services at agreed prices within an agreed time frame, Oracle can automatically order requisitions based on the agreements. A type of PO called a Blanket Purchase Agreement (BPA) is created, which may contain price breaks for certain quantities, and is used to create Sourcing Rules. Sourcing Rules enable requisitions to identify the supplier and price for a particular item and to send an order to the supplier automatically once the requisition has been approved. The process of creating a BPA and uploading lines to a BPA assumes that a valid Oracle supplier record has been created. Also, it assumes that you will have already prepared a valid data file (a spreadsheet) on an accessible drive (C:\, D:\ or R:\) that you can use to load the eCatalogue items. Important Note

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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2. The Agreements Page opens.

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:

15.Click on the Lines tab button.

16.In the Add Lines drop-down box select the value Via Upload then click on the

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17.The Upload Lines page is displayed.

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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Review an Approved BPA


User Responsibility: Central Purchasing Navigation Path: Purchasing > Buyer Work Center> Agreements Steps: 1. Double click on the Agreements option to open the Agreements page.

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.

4. The results of the search will be displayed.

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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

icon against each item to review further.

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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Releasing Blanket Orders in iProcurement


User Responsibility: iProcurement Navigation Path: iProcurement Home Page> Advanced Search Link Steps: 1. From the iProcurement Home page, click on the Advanced Search link at the top of the page.

2. The Advanced Search page will be displayed.

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).

6. Select the item you want by clicking on the

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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Update an Existing BPA


Over the life of a BPA, you may need to amend details of items, change prices or remove items from the order. These activities can all be achieved by creating an appropriate data file (initially an .xls spreadsheet, converted to a .txt spreadsheet) and then loading it to the BPA as an update. Alternatively, if the BPA has been created manually, you can add or amend lines. User Responsibility: Central Purchasing Navigation Path: Purchasing > Buyer Work Center> Agreements Steps: 1. Double click on the Agreements option to open the Agreements page.

2. Click on the

button as shown below:

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3. Enter the Agreement number or the Supplier in the relevant search box and click on the button.

4. The results of the search will be displayed.

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5. Click on the Agreement Number. 6. The following page will be displayed:

7. Click on the

button.

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8. The following page will be displayed:

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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Cancel a BPA that is no Longer Needed


User Responsibility: Central Purchasing Navigation Path: Purchasing > Buyer Work Center> Agreements Steps: 1. Double click on the Agreements option to open the Agreements page.

2. Click on the

button as shown below:

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3. Enter the Agreement number or the Supplier in the relevant search box and click on the button.

4. The results of the search will be displayed.

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5. Click on the Agreement Number. 6. The following page will be displayed:

7. Click on the list in the Actions field.

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8. Select Cancel Agreement then click on the Important Note

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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Contract Purchase Agreement Creation


This section looks at the creation and maintenance of contract orders. Once the New Supplier Request has been processed by Central Purchasing you must create a Contract Agreement to enable the automatic creation of the PO for Catalogue and Non-Catalog requests. User Responsibility: Central Purchasing Navigation Path: Purchasing > Buyer Work Center> Agreements Steps: 1. Double click on Agreements under the Buyer Work Center menu option.

2. The following screen will be displayed:

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3. In the Create field in the top right hand corner select Contract Purchase

Agreement then click on the button. 4. The following screen appears:

from the drop down box

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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Creating your Contract Purchase Agreement as a Smart Form


Smart Forms are fully-configurable templates that default key information, such as preferred Suppliers, category, and price on the request and gather other information needed to validate and execute the order. By associating a contract or agreement with a Smart Form, you can have all approved requisitions automatically placed on purchase orders without buyer intervention. So routine non-catalog orders flow just as efficiently as orders for catalog items. User Responsibility: iProcurement Catalog Administration Navigation Path: Stores > Smart Forms (from the initial Oracle Applications home page) or simply choose responsibility iProcurement Catalog Administration. Steps: 1. Double click on iProcurement Administration: Home.

2. The following page will be displayed:

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3. Click on the Stores tab.

4. Click on the Smart Forms link.

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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.

The rest of this list are non mandatory fields:

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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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Adding Smart Form to the Request Form in the Non-Catalog Screen


User Responsibility: iProcurement Navigation Path: Stores> Non - Catalog Request Steps: 1. Navigate to the Stores page

2. Click the update Icon

on the Non-Catalog Request.

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3. Click the Add Smart Forms

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.

8. The Update Store Configuration page will be displayed.

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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Pending Purchase Order Change Requests


When changes are made to Purchase Orders a notification will automatically be sent to the Buyer for approval or in some cases, rejection. Once a change is approved a new revision of the Purchase Order will be communicated to the Supplier. User Responsibility: CG Purchasing Super User Navigation Path: Purchase Orders > Pending Purchase Order Changes Steps: 1. Double Click on Pending Purchase Order Changes with your mouse to open the form.

2. The Change Requests page will be displayed.

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3. Select the radio button for the PO you want to look at then click on the button.

4. The following page will be displayed:

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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

6. The PO Details region of the page displays the following information:

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

icon to reveal more information regarding the change.

9. Alternatively, you can click on the the following:

button which displays

10.Click on the

button to return to the previous page.

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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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Summary and Review


During this module you have had 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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Standing Data Setup


Objectives
Upon successful completion of this module, you should be able to: Create Transaction Reasons Create Categories and Category Sets Create Hazard Classes Create Ship To Locations Create Units of Measure

Creating Transaction Reasons


Transaction reason codes allow you to provide predefined explanations for each receiving transaction. User Responsibility: CG Purchasing Super User Navigation Path: Setup -> Transaction Reasons Steps: 1. Double Click on Transaction Reasons.

2. The Transaction Reasons form will be displayed.

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3. To enter a new reason, click on the New 4. A new record will be created within the form.

icon on the Toolbar.

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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Creating Categories and Category Sets


Categories are used in Purchasing and Inventory to group together related items. Before a new category is available for use it has to be set up. There are three steps to creating a new Category: Create the Segment Value Create the new Category Add Category to the Category set

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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2. The Find Key Flexfield Segment form will be displayed.

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

icon on the toolbar.

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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.

13.Click on the Save

icon. in the top right hand corner of the form.

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.

2. The Find Categories form will be displayed.

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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.

6. The Structure Name field will be populated with Item Categories.

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7. Click on the New button. 8. The Category form will be displayed.

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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4. The Category Sets form will be displayed.

5. Click on the Find

icon on the toolbar.

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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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11.Click on the Save 12.Close the form.

icon.

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Creating Hazard Classes


User Responsibility: CG Purchasing Super User Navigation Path: Setup > Purchasing > Hazard Classes Steps 1. Double click on the Hazard Classes option.

2. The Hazard Classes page will be displayed.

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3. Click on the the foot of the table:

button, three empty fields will appear in a row at

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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Creating Ship-To Locations


User Responsibility: CG Purchasing Super User Navigation Path: Setup -> Organisations -> Locations Steps: 1. Double click on the Locations option to open the form.

2. The Location window will be displayed.

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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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11.Click into the 2nd flexfield

in the bottom right hand corner of the form.

12.The Additional Location Details form will be displayed. 13.Enter the Schools/Directorate acronym that needs to appear before the Purchase Order number.

14.Click on the OK button.

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15.Click on the Save

button.

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Creating Units of Measure


A unit of measure is a value that specifies the quantity of an item and is used for tracking, moving, storing, and counting items. When you define an item you establish a primary unit of measure. The system tracks on-hand quantity and calculates transactions based on the primary unit of measure. User Responsibility: CG Purchasing Super User Navigation Path: Setup > Units of Measure > Units of Measure Steps: 1. Double click on the Units of measure option.

2. The Units of Measure form will be displayed.

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3. Click on the New

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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Unit of Measure Class


Unit of Measure Classes identify the broad class into which a given unit of measure falls. Typical examples might be Weight, Time, Volume or Quantity. Each Unit of Measure you create must belong to a Unit of Measure Class. Each class has a base unit of measure. The base unit of measure is used to perform conversions between different units of measure in the same class. For this reason, the base unit of measure should be representative of the other units of measure in the class, and is usually the smallest unit. For example, you could use CU (cubic feet) as the base unit of a class called Volume. User Responsibility: CG Purchasing Super User Navigation Path: Setup > Units of Measure > Classes Steps: 1. Double click on the Classes option.

2. The Unit of Measure Classes form will be displayed.

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3. Click on the New into.

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.

5. Click on the Save

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Create a Unit of Measure Conversion


A unit of measure conversion is a mathematical relationship between two different units of measure. For example, 16 ounces = 1 pound, or 2.2 pounds = 1 kilogram. If you want to transact items in units of measure belonging to classes other than their primary UOM class, you must define conversions between the base units of measure in different UOM classes. User Responsibility: CG Purchasing Super User Navigation Path: Setup > Units of Measure > Conversions Steps: 1. Double click on the Conversions option.

2. The Unit of Measure Conversions form will be displayed.

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3. Click on the New

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.

2. The following page will be displayed:

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3. Click on the

button to create a new buyer.

4. The following empty fields will be displayed:

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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Summary and Review


During this module you have had to.. Create Transaction Reasons Create Categories and Category Sets Create Hazard Classes Create Ship To Locations Create Units of Measure Create Buyers

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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.

2. The following form will be displayed:

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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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10.Click on the Submit 11.Click No

button to submit your report.

when the Decision note appears.

12.Click on the View menu option then Select Requests.

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13.The Find Requests form will be displayed. 14.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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Summary and Review


During this module you have had to.. Run Purchasing Reports

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Overall Course summary


During this course you have: Understood the New Supplier Request Process Created a New Supplier Created Blanket Agreements Created Contract Agreements Processed Purchase Order Change Requests Created Standing Data Run Purchasing Reports

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Support / Further Information


For further support or information please see the Project Arian Website at: www.cardiff.ac.uk/arian You will have access to an Oracle Business Champion and other key users within your department after Go Live up until the end of 2009. Ongoing support will be provided by INSRV. Please see the INSRV website at: http://www.cardiff.ac.uk/insrv/it/help/index.html

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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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Attachments Attachments Folder Tools Window Help

Edit + Attachments Edit + Attachments Folder + Option Help + Window Help

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

Shift+PageUp Shift+Tab Up Ctrl+P Return PageDown PageUp Ctrl+K 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.

Figure 1 : Short List of Values

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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Appendix B Central Purchasing Reports

Report 1. Total Spend Analysis (EXCEL extract)

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 ?

2a. Supplier Delivery Performance Detail (EXCEL extract)

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

2b. Supplier Delivery Performance Summary (EXCEL extract)

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

3. Total Supplier Spend Report 128443583.doc

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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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Appendix C Naming Conventions


Oracle shares certain name data at a party level. The following all create party level entries, and can if needed share the same party level information: Employees Suppliers Customers Banks

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

Type of Organisation NHS Trust University Research Councils

USE NHS Trust University TBC by RACDV

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)

Type Street Crescent Road

USE Street Crescent Road

Notes

Street Names (Prefix)

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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Dr Lady Lord Miss Mr Mrs Ms Prof Rev Sir

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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Appendix D New Supplier Account Request


NEW SUPPLIER ACCOUNT REQUEST

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

D c s e r q ir m t wh is us d e u e e s it n P r h s g P R H? uc ain ( U C ) L ta oh rs p liesa po c e is ll t e u p r p r ah d f ra en t eq oaio s e d r o lt r aiv u t t n/t n es ( le s poid p p r okif p ae r v e a ewr a p a le p lic b )

P s Cd ot o e CnatNm ( 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 od r ) m d r s f r r es il

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 3- T B C M L T DB S P L RE T N O E O P E E Y U P IE Ys e Ist eb s esV TRg t r d h uin s A e isee N o

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

P aeowr c mee f r t splest p c r i fa. k rf x o 2 28 48 l s f r ad o p t domo up reu@ad . cu o a t 09 07 79 e l i f

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