The purchasing process comprises four phases: requesting your item, approving requisitions, checking the requisition status and receiving the requested items.
What happens to a submitted requisition?
How do I check requisition status?
On the Shop page, select the store most likely to have your item, enter descriptive words to identify your item in the search box, and then click Go. You can also enter a part number, supplier, or manufacturer. If you are certain that the item you are looking for does not exist in any catalog, click the Non-Catalog Request tab on the Shop page. Non-catalog requests let you request an item that is not in the catalog.
Sometimes the search results contain a link to an external supplier site where you can find your item.
Select the item or items and enter item and supplier details
The Search Results page shows all items that match the search words that you entered. Select the desired item and click Add to Cart to add it to your shopping cart. Enter the desired item quantity. (You can compare items for variables such as price and supplier information by clicking Add to Compare, then click Compare in the Compare Items box.) If you are creating a non-catalog request, select a category and enter a detailed description of the item. Click Add to Cart. When you are ready to order, click Proceed to Checkout.
If you have entered Delivery Defaults in your preferences, the delivery information automatically appears. You can verify this information and change it on the requisition. Otherwise, enter the following required information:
The date before which you need the delivery.
The requester for whom you are requesting the item.
The location to which the items are to be delivered.
Enter Billing Information (Optional)
Accept or change the charge account assigned to you. When you request something, the cost of the items is automatically charged to a charge account that your company has set up for you or your organization. Normally, you use this charge account. To edit or add more charge accounts, click Edit Lines during checkout.
Use a corporate credit card (procurement card, or P-Card), or charge to a project. These can also be Billing Defaults in your preferences.
Indicate if the requisition is for a taxable or non-taxable item. If you don't know, the Purchasing system defaults to the proper tax status on the requisition before the buyer gets it. Otherwise, the system uses the taxable status you choose here.
Enter Notes and Attachments (Optional)
After you enter billing information, you can enter notes or attachments. Notes help you add extra information or special instructions about the requisition.
Attachments contain additional information about your requisition in the form of a file, URL, or text. Your administrator can set up information templates to gather additional information to pass necessary order processing information to suppliers. When an information template is assigned to a category or item, the application prompts requesters to provide the information specified in the template when the item is added to the shopping cart. This information becomes a line-level attachment to the requisition. Note that the information template is created as a short text attachment if the size of the attachment does not exceed 4000 bytes. If the size of the attachment exceeds 4000 bytes, then the information template is created as a long text attachment. The catalog content added into shopping cart will be shown as a pop up, when users click or hover on the shopping cart icon. When you add items to the cart, the number (count) is displayed next to shopping cart icon so that you know how many items are added to cart without opening up the pop up. Also a confirmation message is displayed stating that the selected item is added to cart when items are added to cart successfully.
Your company policies determine the approvers for your requisition. Your company specifies approvers for you based on set approval limits, so you do not need to specify approvers. You can review your list of approvers and select additional approvers. You cannot change the mandatory approvers on your list.
You may, however, be able to add approvers or change the first approver.
Review and Submit the Requisition
You can view details of the requisition before submitting it. If all the details are to your satisfaction, you can submit the requisition. To modify a requisition before submitting it, click the Back button on the submit page.
After you complete and submit a requisition, your approvers receive it. Upon approval of the requisition, a buyer assigns a purchase order number to the requisition and places it with the supplier.
See Finding and Tracking Requisitions.
Related Topics
How do I request an item I cannot find?
Is there a shortcut to reorder an item?
How do I request something in another currency?
How do I shop at external sites?
Orders
How do I know a P-Card was applied to my requisition?
What happens to the approval hierarchy if I add another approver?
How do I track my requisition?
How do I reassign my notifications while away from the office?
How do I request an item I cannot find?
If the item does not exist in the catalog, place a non-catalog request by clicking the Non-Catalog Request tab on the Shop page.
Use a non-catalog request and select a type of Services billed by quantity (such as 10 hours of service at 100 USD an hour) or Goods or services billed by amount (such as 5,000 USD for the service).
Create a contractor request for temporary labor, if this feature is enabled. Typically, you use a contractor request to hire a contractor or temporary personnel, whereas a you use non-catalog service request to procure a service (the individual performing the service may be less important than the service itself). Follow your company's procedures.
Is there a shortcut to reorder a frequently requested item?
There are two shortcuts:
Search for the item, select it, and click Add to Favorites. To use it: select it from the list, add it to the shopping cart, and proceed to checkout.
In the Requisitions tab, select a requisition and click Copy to Cart.
What happens to the approval hierarchy if I add another approver?
The following example demonstrates how changes that you make to your approver list affect the default approval routing behind the scenes.
Example:
The default approval hierarchy setup in Purchasing is:
Approver A -> Approver B
A requester with the appropriate access privileges in Purchasing adds Approver X resulting in the following approval chain:
Approver A-> Approver B -> Approver X
Approver B forwards the document to Approver C, who is in another branch of the approval hierarchy:
Approver B -> Approver C -> Approver D
The final approval routing is:
Approver A -> Approver B -> Approver C -> Approver D -> Approver X
See more information on adding approvers or changing the first approver.
What is a procurement card (P-Card)?
Use P-Cards to purchase items from a supplier and bypass handling individual invoices for high volume items. The types of procurement cards available are:
An employee corporate credit card.
A supplier P-Card issued to your organization.
How do I know a P-Card was applied to my requisition?
View your requisition by clicking the Requisition number in the Requisitions tab. Click Details for the requisition line and choose to show all information. The line detail appears, including the P-Card Used field. That field should display the P-Card number that you selected while creating your requisition.
Items are priced from the price list when you create a requisition (using Oracle Purchasing forms or Oracle iProcurement shopping cart pages), import a requisition, or perform requisition processing using WebADI.
Pricing is determined by the profile option PO: Default List Price from validation organization. If the profile option is set to Yes, then prices are defaulted from the price list of the Oracle Inventory master (validation) organization. The validation organization is specified in the Financial Options setup page in Oracle Purchasing. If the value of the profile option is set to No, then prices are defaulted from the destination organization.
The profile option is set at the site, application, responsibility, and user levels, and the default value is No.
Note that even if the value of the profile option is set to Yes, if either the organization or list price is not specified in the Financial Options page, then the price for your item displays a null value.
How do I request something in another currency?
Click the Non-Catalog Request tab on the Shop page. You can request an item in another currency by using non-catalog requests.
The system uses the appropriate exchange rate information based on the currency that you choose. You can change this information if your administrator has set the following fields to appear in the shopping cart:
Exchange Rate Type: This defaults to the rate type your Purchasing administrator has set up as the default exchange rate type to use. Accept the default, or if you know that you need to use a different rate type, then select it instead.
Exchange Rate Date: This defaults to today's date, the date of the requisition. If this is not the correct exchange rate date, then change it to the exchange rate date in Oracle Purchasing.
Exchange Rate: You can specify the exchange rate only if the Rate Type is User. Otherwise, it is a fixed rate based on the rate type. Anything else that you enter is ignored.
Some items that you find in the catalog can also express their prices in another currency. Only the Search Results page and the price you enter on a non-catalog request appear in the foreign currency. Everywhere else on the requisitioning pages, the price appears in the functional currency that your company uses.