How do I access a current or saved shopping cart?
How do I save a cart? Where does it go?
What does the check box I need a purchase order number immediately do?
What happens to my current shopping cart when I do other things?
Does the cart go away when I log out?
Why are some item descriptions linked?
Why do I sometimes see edit and copy functions?
How do I use Information Templates?
Why can I not edit the quantity?
Why can I not add some items to my favorites list?
Internal Items
How is the source of supply for an internal item determined?
Why can the application not find an internal source for me?
Can requisitions contain both internally sourced lines and supplier sourced lines?
How do I edit the unit price and supplier information for inventory items?
How do I access a current or saved shopping cart?
Click "Shopping Cart" at the top of any page, or click View Cart and Checkout on the Shop pages.
How do I save a cart? Where does it go?
Access the current cart and click Save. Saved carts appear on the Requisitions tab, in an Incomplete status. Select the incomplete requisition and click Complete when you are ready to check out.
What happens to my current shopping cart when I do other things?
The cart is still there. If any activity affects the cart, the system informs you. For example, it may ask you to save your cart, or allow you to add items to it.
Does the cart go away when I log out?
If you leave items in the cart when you check out, they are still there when you log back in.
Note: As soon as you click Add to Cart, the item stays in the cart until you delete it.
Access the current cart and click the Delete icon for each line.
Yes, you can make changes during the checkout process.
Why is the price that appears on the search results page different than the price in the shopping cart?
The system may have automatically applied price breaks or discounts, based on quantity, your location, or other factors.
The final price for an internally sourced item is based on the source organization's cost price. For an internally sourced item, the price that appears on the search results page is the price associated with the external supplier. If the item is strictly internally sourced, then the price is blank. In either case, the price of an internally sourced item on the shopping cart may differ from what appears on the search results page
Can I view item prices in a transaction (foreign) currency, that is different from the functional or base currency?
You can create requisitions for catalog items or non-catalog items or contractor requests in a transaction currency (for example: CAD, EUR) that is different from the functional or base currency (for example: USD).
You can see the transaction currency in the shopping cart page along with the functional currency for the item.
The Edit and Submit Requisition page displays the Price and Amount in the transaction currency. Additionally, the amount (of the base currency) is displayed in the Amount column.
Why are some item descriptions linked?
Sometimes an item's description is hyperlinked if the item was obtained from an external supplier site. If so, click the link any time to revisit the item details on the supplier site. Whether the description is linked depends on whether the supplier allows it.
Note: You cannot change these item details, even if the supplier site allows you. These changes are not returned to Oracle iProcurement. To change the item's characteristics, delete the item and re-access the supplier site to order the item.
Why do I sometimes see edit and copy functions?
For contractor requests only, the shopping cart includes editing and copying capabilities because you cannot edit some fields when you start checkout.
How do I use Information Templates?
iProcurement uses information templates to pass additional required information to the supplier. For example, if you are ordering business cards, the card information (name, address etc) would constitute the additional information that needs to be captured by the information template.
Information Templates are set up in Purchasing. Using a Purchasing responsibility, navigate to Setup > Information Templates. Enter the Attributes you want to see appearing on the information template as additional information about the item. Associate the information template with an item or item category using (B) Associate Template.
In iProcurement, when you create a requisition for an item or item template associated with it, you are prompted to enter additional information based on the attributes you entered in the Information Template setup. 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.
Refer to the iProcurement Implemenatation and Administration Guide for more details.
Why can I not edit the quantity?
You cannot edit the quantity for contractor requests. Contractor requests are for hiring contractors based on the amount they charge, not quantity.
How is the source of supply for an internal item determined?
Sourcing rules that your procurement administrators have created determine if a given supplier or an internal organization supplies the item, depending on its rank in the sourcing rule. If an item is strictly internally orderable, then the organization with the highest allocation defined on the sourcing rule is used.
Why can the application not find an internal source for me?
Sourcing rules must be defined for the system to determine the source for your internally orderable item. If sourcing rules have not been defined or if the item is not properly defined in the default source organization, then no internal source can be the default value.
Can requisitions contain both internally sourced lines and supplier sourced lines?
Yes, a single requisition can contain both types of lines. The profile PO: Legal Requisition Type must be set to Both.
How do I edit the unit price and supplier information for inventory items?
Oracle iProcurement enables requesters to:
Update the price for inventory items in the Shopping Cart and Change Requisition: Enter Changes pages. Price can be updated only for inventory items that are not linked to a blanket purchase agreement. Administrators can enable editing of the Price field by setting the POR: Allow Unit Price Update for Catalog Items profile option to Yes. When this field is made editable, you can edit the value that defaults from the unit price. You must provide a value as this field is mandatory. Approvers can also update the price if they choose to edit the requisition from the approval notification. Refer to the Oracle iProcurement Implementation and Administration Guide for more details about the profile option.
Edit the New Supplier (check box) Supplier, Site, Contact Name, Phone, Fax, and Email fields, when updating a single line of a requisition in the Requisition Information: Update Selected Line page. Administrators can make these fields editable using the Personalization feature.
Related Topics
Oracle Process Manufacturing - Outside Processing (OPM-OSP)
Requisition Information (Step 1 of 3)
Why do some items have no price?
Can I add an item to the cart after I start the checkout?
Can I create a purchase order automatically when my requisition is approved?
Can I checkout an item and submit it in one step?
Delivery
What delivery information do I need to enter?
Where do I view Need-By Date details and how is it calculated?
Can I checkout a number of items with different delivery information for individual items?
Can I update multiple lines at once?
What does the Urgent check box do?
How do I deliver to different subinventories in one requisition?
What happens if I deliver an item into a subinventory?
Billing
Can I split distributions for requisition lines?
Can I checkout a number of items with different billing information for individual items?
What does the Check Funds button do?
Accounts
Can I allocate costs to multiple charge accounts?
Approvers (Step 2 of 3)
Do I need to select approvers for my requisition?
What happens if I add or change the first approver?
How do I enter notes or attachments?
Do I need to select viewers for my requisition?
Can I view the approval route?
Review and Submit (Step 3 of 3)
Can I change my requisition just before submitting it?
Can I change my requisition line numbers?
What happens to a submitted requisition?
Why are some item descriptions linked?
Why do some items have no price?
When your search results contain items that are internally orderable and non-purchasable, you will not see any prices for these items because the price is determined by the inventory organization that sources the item, and that organization is unknown until you add the item to your shopping cart. Once the items have been added to your shopping cart, you see their prices.
Optionally, click on the Select Source link to manually select the item source and price.
Edit lines if you want to do any of the following:
Edit the default account information. This information is already entered for you, based on your preferences and system setup, but you can change it.
View additional line details. The first step of the checkout process shows only fields that apply to all lines.
Vary information (such as delivery information) by line.
Add line-level attachments.
The line you select for editing shows you the Quantity and Amount (in the transaction currency), which you can update.
In the Item region, the Update Line page displays the Unit Price and Amount in the transaction currency (for example: AUD, CAD, EUR). The Exchange Rate details (Exchange Rate, Exchange Rate Type, Exchange Rate Date) are also displayed in this region.
How do I enter notes or attachments?
Entering notes or attachments is optional.
To enter notes:
Go to the second step of the checkout.
Enter a justification (which is a note to the approver) or a note to the buyer.
Depending on how your administrator configured the system, you may also be able to enter a note to the supplier or receiver.
To enter attachments:
In the first step of the checkout, do either:
Click Next to go to the second step of the checkout.
Click Edit Lines. Click the Attachments subtab.
Click Add Attachments.
Note: The Add From Document Catalog option at the top of the attachments page enables you to select an attachment from a document catalog, if your company created one.
Select a Category:
Internal to Requisition. The attachment is not carried over to the purchase order. Only you and requisition approvers see the attachment.
All other categories place the attachment both on the requisition and the resulting purchase order.
Define your attachment as one of the following:
Select File and browse for the file.
Select URL and enter the URL.
Select Text and enter the text.
Can I modify the assigned source information?
If the administrator has given you the authority to modify the source information, then access the Select Item Source Information page by clicking Click here to select a source on the Search Results page.
Can I add an item to the cart after I start the checkout?
You can go back to the Shop page and add additional items any time during the checkout. The items you started to check out remain in the cart. However, you will lose any information (for example, charge account information) you entered during the checkout.
Can I create a purchase order automatically when my requisition is approved?
Yes. To automatically create a purchase order after the requisition has been approved, select the checkbox Automatically create Purchase Order when my Requisition is approved.
Can I checkout an item and submit it in one step?
Yes. Once you have added items to the cart, perform the following steps:
Click View Cart and Checkout in the Shopping Cart region. The Shopping Cartpopup window opens.
View and update the description, justification, When do you need these items? (Need-By Date) field, and Where do they need to be delivered? (Deliver-To Location) field. If the Need-By Date has multiple values, the Multiple link is displayed at that field.
Enter an item, and it's description. You can update the item description as required, you can add or remove text to make the item description available with more clarity. In Oracle Inventory, if the Item Master (Purchasing tab) control, Allow Description Update, is enabled, you can update the item description in the Shopping Cart popup.
You can also click the Show Delivery and Billing link to display Delivery and Billing details such as:
Urgent – Select this check box if the delivery is urgent.
Requester – This field displays the name of the requester. You can change this if required.
Deliver to Inventory – This check box is selected by default.
Subinventory – This field displays the current subinventory. You can change this if required.
I need a purchase order number immediately – Select this check box if you require a purchase order number immediately. If you select this check box, a purchase order number is assigned after you click Submit.
P-Card – Select the p-card number from the list of values if required.
Project – Select a project from the list of values if required.
Task – Enter a task if required.
Notify me with status updates for my Purchase Order- If this checkbox is selected, the requester receives a notification when a purchase order is created, or approved.
Click Return to go back to the iProcurement Home page.
Click Edit to update details of items in the cart. The Edit and Submit Requisitions page appears. Use this page to edit the details of any line item. You can update the line description of the item as well, provided the Oracle Inventory control (Allow Description Update) is enabled in the Oracle Inventory Item Master form (Purchasing tab). You can also edit the item number in this page. You can also update details across multiple lines by selecting the relevant lines and clicking Update. The Requisition Information: Update Selected Lines popup window appears, to display only those fields that apply to all lines. Make the updates you require and click Apply.
Click Save.
Click Submit.
What delivery information do I need to enter?
Need-by Date: The date by which you need the delivery.
Note: For more information, see: Where do I view Need-By Date details and how is it calculated?
The requester for whom you are requesting the item.
The location to which the items are to be delivered. Unless your administrator configured the system to disallow it, you can override your default location and specify a new location.
Note: You cannot change the delivery information for contractor requests.
Where do I view Need-By Date details and how is it calculated?
To access your requisition, click the requisition link from the Requisitions page.
Click Line Detail Image icon from the Details region in the View Requisition page.
Click Show Additional Information from the Requisition Details page.
You can view the Need-By Date in the Item Information region.
Note: The Lead Time Days and Offset Days succeeding the Need-By Date field displays the calculation of the Need-By date. You can also personalize the Lead Time Days and Offset Day on the View Requisition page.
Calculating Need-By Date
Non-Catalog Request: Need-by Date = System Date + Non-Catalog Offset Value
Catalog Request:
If the lead time is specified in the agreement, then the Need-by Date = System Date + Lead Time from Agreement + Catalog Offset Value.
If there is no lead time specified in the agreement, but it is specified in item, then the Need-by Date = System Date + Lead Time from Item + Catalog Offset Value.
If there is no lead time available for both the agreement and the item, then the Need-by Date = System date + Offset Value.
Punchout:
If the cXML file contains a lead time, then the Need-by Date = System Date + Lead Time from cXML + Punchout Offset Value.
If the cXML file does not contain a lead time, but the agreement referred to while creating the Punchout has the lead time, then the Need-by Date = System Date + Lead Time from Agreement + Punchout Offset Value.
If there is no lead time specified in the agreement, but the item available in the agreement has a lead time, then the Need-by Date = System Date + Lead Time from Item + Punchout Offset Value.
If the cXML and the agreement or item available in the agreement do not have a lead time, then the Need-by Date = System Date + Punchout Offset Value.
Can I check out a number of items with different delivery information for individual items?
In the first step of the checkout, click Edit Lines.
Click Return to continue the checkout.
How do I deliver to different subinventories in one requisition?
Make sure that Delivery to subinventory is selected in your preferences.
In the first step of the checkout, click Deliver to Inventory.
Note: You see this check box only for inventory items, and only if a deliver-to location (not a one-time address) is selected.
Click Edit Lines and select a subinventory for each line. Select a deliver-to location. Specify the destination type as Inventory.
Change the subinventory.
Can I split distributions for requisition lines?
You can split distributions for catalog requisitions if the value of the Destination column is Inventory and the Deliver-To Location is selected. In the Billing subtab, click the Split icon. .
Can I check out a number of items with different billing information for individual items?
To use different billing information for different items:
In the first step of the checkout, click Edit Lines.
In the Billing subtab, edit the information that you want to change for a line. If your organization uses encumbrance accounting, then the GL Date is automatically corrected if it is an invalid date and the application displays an information message about automatic correction. Refer to the multiple charge accounts section in this topic for more information on the GL date.
In the Accounts subtab, specify or change the account information for a line.
Click Return to continue the checkout.
Can I update multiple lines at once?
In the first step of the checkout, click Edit Lines.
Select each line you want to edit.
Click Update.
Only fields that apply to all lines appear.
Can I allocate item costs to multiple charge accounts?
The cost of the items is automatically charged to the charge account that your company has set up for you or your organization. Normally, you use this charge account.
To use multiple charge accounts:
In the first step of the checkout, click Edit Lines.
Click the Accounts subtab.
Click the Charge Account to view or change it, or click the Split icon.
When you select a Charge Account, the GL (General Ledger) date is automatically defaulted to the current system date. You can change this value to a valid date (the date must be within an open purchasing period when the journal entry for this requisition is created). The GL Date is validated during the time the requisition is submitted for approval. A profile option, PO: Validate GL Period controls the validation of this GL Date field. For more information on the profile option, refer to the Oracle iProcurement Implementation and Administration Guide. If the value of the GL Date is invalid, for example, the date is in a closed GL period, or in a period that is not yet open, then the application automatically corrects the GL date value to reflect the current system date. The application displays a message on the page informing you that the GL date value has been adjusted automatically. However, you can still change the GL date value to any other valid date, if required.
Click Add Another Row to add a charge account. Rate and Amount fields in transaction currency are displayed along with the Amount field in functional currency.
Click Return to continue the checkout.
Can I enter an Accounting Date on an iProcurement requisition?
You can enter an Accounting Date on an iProcurement requisition, if Dual Budgetary Control is enabled for Purchasing. On the Check Funds page, you can enter the Accounting Date, where the accounting date is initialized. You can use this page to enter or modify the Accounting Date.
iProcurement displays the Check Funds page:
When you click the Checkfunds button on the Checkout Line page.
If the accounting date has not been entered or the date present is invalid and you click the Submit button either from the Checkout Summary page or the Checkout Lines page or the Review Submit page.
Yes you can bill to a project if you have an existing project defined in Oracle Projects. You can set up the default project values in your preferences, in which case project details automatically appear for billing. You must select the project number before you can select task number and expenditure information. You can bill to a single project using the first page of the checkout or while editing lines. On the Billing subtab, you can bill multiple projects for a single requisition line by clicking the Split icon.
What does the Check Funds button do?
If your organization uses encumbrance accounting and your system administrator has set the profile option for funds checking, you can click Check Funds to determine whether appropriate funds are available for the items that you have ordered. This process does not reserve funds, it verifies to see if funds are available to the charge accounts that you have specified. Funds are reserved when you submit your requisition for approval.
Do I need to select approvers for my requisition?
Your company policies determine the approvers for your requisition. You cannot change the default approver list, but you may be able to add approvers or change the first approver.
Do I need to select viewers for my requisition?
A Viewer is a person that can be added to the approval list merely for informational purposes only. Your company policies determine the viewers available for your requisition
What happens if I add approvers or change the first approver?
You can add approvers or change the first approver if you have been given access to these capabilities.
You can add approvers anywhere within your existing approval list. For example, your existing approval list is Manager A, Manager B, and then Manager C. You add Manager X. The approval now routes through Managers A, B, C, and then X, stopping at X.
If you change the first approver, then that approver's hierarchy is used. For example, your existing approval list is Manager A, Manager B, and then Manager C. You change the first approver to Manager 2. The requisition approval now goes through Manager 2, Manager 3, and then Manager 4 (if Manager 2 has additional approvals). The approval does not go through Managers A, B, and C. If you had changed the first approver to Manager C, then only Manager C's approval would be obtained.
Reset Approval List undoes your changes.
Usually, you can delete only approvers that you added, depending on how your administrator configured the system.
Can I view the approval route?
From the Requisitions page, find your requisition and click the Status link.
See also: Finding Requisitions to Approve.
What happens if I deliver an item to subinventory?
Selecting the Subinventory while entering delivery information on your requisition indicates that the items you are requesting are for replenishing inventory.
Important: If you enter a subinventory location and select the subinventory check box, the system generates the appropriate account for the inventory item.
An Award represents the source of funding for a project or a task. Multiple awards can fund projects and tasks. An award can fund multiple project and task combinations. Multiple funding of a requisition line can occur automatically if you have set up automatic distribution of Awards in Oracle Grants Accounting.
Are there additional restrictions on the deliver-to location for internally sourced items?
At the time an internally sourced item is added to the cart, the sourcing information is determined based on the destination organization. Therefore, changes to the deliver-to location have some restrictions. The system informs you if the new location is not valid.
Can I change my requisition just before submitting it?
To modify a requisition during checkout, click the Back button that is on the checkout or submit page.
Can I change my requisition line numbers?
To edit a requisition line number, you must set the shopping preference Manually Update Requisition Line Numbers to Yes. When you set the preference, then you can edit the requisition line numbers on the Edit and Submit Requisition page.
Can I add an attachment when submitting a change request on a requisition?
You can add attachments to requisition lines when initiating the Change Order process using the Attachments column in the Change Order: Select Lines page. You can add these attachments to the same categories that are available at the time of creating the requisition. Refer to the Checkout topic on information about the categories that are available for attachments.
The permissions to view, update, and delete attachments are the same as those at the time of creating requisitions. Once the change request is accepted, attachments are automatically added to the corresponding Requisition and Purchase Order lines. The Purchase Order Change History does not log information about addition of attachments. Note that adding an attachment is not enough to initiate a change order.
Related Topics
Is the one-time address available for other requisitions?
How do I enter a one-time address?
Specific addresses must be specified for every requisition and requisition line. Generally, these addresses are selected from a defined list of values, but occasionally the requisitioned items must be delivered to a specific one-time address. This one-time address could also be called an impromptu deliver-to location. One-time addresses do not exist in a defined list, but instead are created during the checkout process.
Is the one-time address available for other requisitions?
The one-time address defined for a specific requisition appears as a hyperlink next to the Deliver-to Location list of values for other requisitions, provided you associate the address to other requisitions. The one-time address is stored in the database, and is available for use with other requisitions.
How do I enter a one-time address?
During checkout, click the link under the Deliver-To Location field for entering a one-time address. This displays the One-Time Address page. The page displays two radio buttons:
Create New One-Time Address: Click this button to enter Alias or Deliver-To Address and select the Save Address checkbox. Click Apply to save all entered information for One-Time Address creation.
Search existing One-Time Address: Click this button to enter an Alias or a Deliver-To Location that you wish to use. The system displays a search icon on the same page and you can select a deliver-to location from the search results. Click Apply to use the one-time address from the search results.
For more information on maintaining one-time addresses, please refer to the iProcurement Preferences page content.
What is an Emergency Requisition?
How is an Emergency Requisition different from a standard requisition?
How do I mark a requisition as an Emergency Requisition?
What is the difference between an Emergency Requisition and a requisition flagged as "urgent"?
What is an Emergency Requisition?
An emergency requisition reserves a purchase order number at submission. This purchase order number can be provided to the supplier to expedite the process.
How is an Emergency Requisition different from a standard requisition?
iProcurement reserves a purchase order number before creation of the purchase order.
How do I mark a requisition as an "Emergency Requisition"?
In the shopping cart, select the option I need a purchase order number immediately.
Note: The supplier and supplier site must be the same for all lines. (The supplier and site do not always appear in the cart.) For a contractor request, no lines can have a Pending contractor status.
What is the difference between an Emergency Requisition and a requisition flagged as "urgent"?
An urgent requisition needs urgent processing, but does not have a purchase order number reserved. You can mark an emergency requisition as "urgent".
Where can I see the requisition's tax information?
Taxes are generated automatically from defined rules established in the Oracle Application setup.
This rate represents the percentage of the tax that is recoverable. The recoverable portion of the tax is not included in the overall approval amount for a given requisition.
Where can I see the requisition's tax information?
Tax information appears on most checkout pages in the billing details. It also appears on the Requisitions tab when you select the requisition, click Details for the line, and show all information.
Transaction Currency details are also displayed along with the recoverable and non recoverable tax information.
EAM - Enterprise Asset Management
What is an operation reference?
What is a maintenance destination?
Oracle Enterprise Asset Management (eAM) is an Oracle Applications module that identifies, schedules, and tracks all work activity and costs that relate to assets throughout an organization.
A work order is a listing of maintenance activities that are associated to an asset or a rebuildable item.
What is an operation reference?
An operation reference is a task to be performed against a raw material or asset.
What is a maintenance destination?
A maintenance destination is the location to which eAM items are normally shipped. eAM items can also be delivered to an Expense location.
What is Oracle Process Manufacturing - Outside Processing (OPM-OSP) ?
The integration between Oracle Procurement and Oracle Process Manufacturing enables users to associate goods and services used in Oracle Process Manufacturing to a resource (machinery, raw material, manpower) that is used in a batch which requires outside processing. In process manufacturing industries, a number of operations (or process steps) may not be performed in-house. The operations or steps are sometimes outsourced to a supplier (or another manufacturer or third-party). This outsourcing of operations or process steps is called Outside Processing (OSP). For example, in the food processing industry, the labelling of tins/bottles is done frequently as an outside processing step, while the actual food production is carried out in-house.
In the Requisition pages, the Oracle Process Manufacturing fields are displayed and enabled for use. In order for these fields with updated labels to be displayed in the relevant Requisition pages, the following conditions must be true:
Line Type should be Outside Processing
Ship-To Org should be Process Manufacturing enabled
Destination Type should be Shop Floor
The fields with updated labels are: Job with a new label Batch, Operation Reference with a new label Step Reference.
In addition, the Charge Account is derived by the Account Generator for OPM-OSP distributions for requisitions.