Understanding Catalogs, Content Zones, and Stores
How do I choose which content zone to use?
How do content zones and stores work?
Are any default content zones or stores provided?
How do I control access to content zones and stores?
Catalog is general term that refers to your online shopping content. However, you don't define or setup catalogs in iProcurement. Instead you define content zones. Catalog Administrators partition local catalog content into local content zones, define punchout or transparent punchout content zones, and then assign these content zones to stores. The combination of content zones that you assign to a Store determines what catalog content your users see.
Oracle iProcurement offers four content zones that you can set up. You can create more than one of each type of content zone.
| Type | Location of Content | Description |
|---|---|---|
| Local | Oracle Purchasing | Consists of items, categories, and descriptors defined in Oracle Purchasing and Oracle Inventory. |
| Punchout | Supplier's site or Oracle Exchange | Consists of items that the supplier maintains. The requester clicks a link to the external site from the Shop store or Search Results Summary page, and adds items from the external site to the shopping cart in Oracle iProcurement. |
| Transparent punchout | Supplier's site or Oracle Exchange | When the requester searches for items, the transparent punchout content zone accesses the external site in the background and returns the matching items to the Search Results Summary and Search Results pages. The requester then adds the items to the shopping cart. |
| Informational | Oracle iProcurement | Captures instructions, policies, and links for ordering items and services that may not be supported by the other catalog types. For example, an informational content zone can contain a link to an existing policy or instructions page in your company. Unlike the other catalog types, items purchased through the informational content zone cannot be added to the shopping cart. |
See Managing Content Zone and Stores for instructions and recommendations on creating these content zones.
See also Getting Started with Catalog Management.
How do I choose which content zone to use?
Different items and commodities are better suited to one content zone over another; however, there is no one-size-fits-all solution to content management. For additional guidance on the content zone to choose for your items and services, see the Oracle iProcurement Implementation and Administration Guide.
A store enables you to group content zones and smart forms into a single, searchable store. The store should be easy for requesters to understand - for example, a store containing all computer supplies or all office supplies. You can create one or more stores. These stores appear on the Shop page.
Requesters select a store before searching. to browse its content. (You cannot search more than one store at a time.) Using their preferences, requesters can also select a favorite store to search by default.
When you click a category from the browse by menu navigation, it displays all the categories available and displays the search results with search items. The External Site menu consists of all Punchouts which are mapped to stores. This includes both external Punchouts and transparent Punchouts. When a punch out is clicked from the browse by menu navigation, it displays the supplier site. The Smartforms menu consists of all Smartforms which are mapped to stores. When a smart form is clicked from the browse by menu navigation, it displays a non catalog request page with relevant fields to the smart forms. The Information menu consists of all information templates which are mapped to stores. When a information template is clicked from the browse by menu navigation, it displays the supplier site.
When requesters search, Oracle iProcurement searches across all content zones in the store and displays the results.
In the following example, you create two stores, which contain the following content zones. An X indicates whether the catalog is included in the store.
| Content Zone Name | Content zone Type | Store: Computer Supplies | Store: Office Supplies |
|---|---|---|---|
| Computer Peripherals | Local | X | |
| Office Items | Local | X | |
| Oracle Exchange Ergonomic Items | Transparent punchout | X | |
| Desktop and Notebook Computers | Punchout | X | |
| Internal Procedures | Informational | X | X |
In the example above, when the requester clicks the Office Supplies store, Oracle iProcurement searches the Office Items local content zone, the transparent punchout content zone, and the informational content zone. It does not search the Computer Peripherals local content zone or the punchout content zone; these are searched only when the requester accesses the Computer Supplies store.
For an illustration of how stores look to requesters during searching, see the Oracle iProcurement Implementation and Administration Guide.
You can create different configurations of stores. For example:
Create a store with just one local content zone.
Create a store with any combination of content zones, including more than one punchout or transparent punchout content zone.
Create a store with only one punchout content zone. Clicking the store takes requesters directly to the punchout site.
How do content zones and stores work?
When requesters search for items within a store, Oracle iProcurement combines the search results from every local content zone in that store and displays them together. Oracle iProcurement does not distinguish if an item originated from one local content zone or another within a store. The aggregate of all local content zones within a store determines that store's content.
When you have other content zone types, such as transparent punchout content zones, in a store, Oracle iProcurement uses the Search Results Summary page to display matching items from your local and transparent punchout content zones. The summary page displays the top three matching items for each transparent punchout content zone, and the top three matches from your aggregated local content. From the Search Results Summary page, the requester clicks View More Results to see the full list of matching items on a detailed Search Results page.
For punchout and informational content zones, the summary page displays a link to the content zone if the requester's search keywords match the keywords defined for the content zone.
If you have too many content zones in a store, the Search Results Summary page may be long and the requester must scroll down to observe the full lists of matching items in the store. The Search Results Summary page is not displayed, and Oracle iProcurement displays the Search Results page directly, when:
A store has only local content zones. Search results from local content zones are always aggregated and displayed together. When a store has only local content zones, it appears to the requester as if the store only has one (albeit aggregated) content zone.
A store with only one local transparent punchout content zone. Search results from the sole transparent punchout content zone is displayed using the Search Results page.
A store with only one punchout content zone. Oracle iProcurement redirects the requester to the site automatically when you click the store.
For an illustration of how the stores and content zones look to requesters during searching, see the Oracle iProcurement Implementation and Administration Guide.
Every punchout, transparent punchout, or informational content zone must be assigned to a store to be searchable. (The local content zone is already in the Main Store by default, although you can assign it to any store.)
A content zone can be in multiple stores.
A store can contain more than one content zone of the same type, such as two punchout content zones, or three local content zones.
A store can contain any combination of content zones and smart forms, such as two punchout content zones, and three local content zones, and four smart forms.
The more transparent punchout content zones in a store, the slower the performance may be (depending on factors such as network and Internet traffic and the external site's performance).
The default Main Store has no image associated with it. If you want to associate images with stores, see creating or editing a store.
Category browsing occurs in the local content zone only.
A store that contains a transparent punchout content zone does not allow Advanced Search. Advanced Search is performed on the local content zone only.
Are any default content zones or stores provided?
Oracle iProcurement offers the following content zone by default. (Type displays on theManage Content Zones page.)
| Content Zone | Type | Included in a Store by Default? |
|---|---|---|
| All Local Content | Local | Yes, the Main Store |
| Contractor Request | Contractor | No |
Oracle iProcurement offers the following stores by default.
| Store | Includes a Content Zone by Default? |
|---|---|
| Main Store | Yes, All Local Content |
| Non-catalog Request (Sub-Tab) | No |
You do not have to create a content zone or store. If you create no additional content zones or stores, then when requesters enter a search term on the Shop page, Oracle iProcurement searches All Local Content, in the Main Store. Items you upload will appear in the Main Store.
If you create other content zones, then you must assign them to a store - either the provided Main Store or your own. If you create other Smart Forms, then assign them to the provided Non-Catalog Request (subtab) store, or to your own store.
How do I control access to content zones and stores?
Any content zone can be assigned to one or more operating units, or to one or more responsibilities. When a security assignment is made, the content zone becomes accessible only to the responsibilities or operating units assigned to the content zone.
A store is hidden from a requester's view if the requester does not have access to any of its content zones.
How do I create or edit a local content zone?
What do Type, Store Assignment , and Download Punchout mean?, Oracle iProcurement Catalog Help
How do I manage (update, copy, delete) a content zone?
How do I create or edit an informational content zone?
How do I search a content zone?
What is the contractor request content zone?
How do I create or edit other content zones?
How do I create or edit a store?
How do I delete a store, and what happens?
In iProcurement Catalog Administration, select the Content Zones subtab from the Stores tab.
On the Manage Content Zones page, select Create Local Content Zone from the drop down list and click Go.
For detail regarding the different types of catalog content see Understanding Catalogs, Content Zones, and Stores.
Note: The default local content zone, All Local Content, contains items from all suppliers and categories. You can modify or delete it to fit your needs.
On the Create Local Content Zone page, enter a Name and Description. The name and description are used for your information only, they do not appear in the Oracle iProcurement shopping pages.
Suppliers: Select the suppliers whose items you want to appear in this content zone:
Select Include items from all suppliers to do just that.
Select Include items from specific suppliers to display the Add Suppliers region.
Select Exclude items from specific suppliers to display the Add Suppliers region.
Select Exclude items that are sourced from suppliers to do just that.
Optionally select "Include items without suppliers." Items that exist only in the Master Items window in Oracle Inventory, including internally orderable items, often do not have external suppliers associated with them. This option enables you to associate items like these. If you do not select this option, these items are still available in the base local content zone.
Search for the supplier in the Search and Select popup.
Note: .When searching for a supplier, the system performs a begins with search. If you do not know the beginning of the name you are searching for, use a wildcard - for example, %network.
Select one or more suppliers and click Select.
Repeat these steps for each supplier you want to add.
Categories: Select the categories whose items you want to appear in this content zone:
Select Include items from all categories to do just that.
Select Include items from specific categories to display the Add Categories region.
Select Exclude items from specific categories to display the Add Categories region.
Optionally select "Include items without shopping categories
Search for the categories in the Search and Select popup.
Select one or more categories and click Select.
Repeat these steps for each category you want to add.
Assign Content Zone Security: Select the security for this content zone:
Select Accessible to all users to do just that.
Select Secure by operating units to display the Add Operating Units region.
Select Secure by responsibilities to display the Add Responsibilities region.
Search for the operating unit in the Search and Select popup.
Select one or more operating unit and click Select.
Repeat these steps for each operating unit you want to add.
Search for the responsibility in the Search and Select popup.
Select one or more responsibility and click Select.
Repeat these steps for each responsibility you want to add.
Click Apply to return to the Manage Content Zones page.
To make this content zone accessible from other stores:
Click Stores. See creating or editing a store.
Note: When you create a local content zone, you are not "removing" those items from the base local content zone. They always exist in the base local catalog. They additionally exist in the local content zone you just created and in the store in which you place that content zone.
To manage a local content zone:
See managing a content zone.
The Manage Content Zones page provides the following information for each content zone:
Type: Local for a local catalog, Exchange for a punchout or transparent punchout to Oracle Exchange, Punchout or Transparent Punchout to a supplier site, Contractor for the contractor request, or Iinformational catalog. Local is the default local content that Oracle iProcurement provides.
Store Assignment: Store to which the content is assigned. Content Zones must be assigned to a store to be searchable.
Download Punchout: For punchout content you can download the punchout definition.
In iProcurement Catalog Adminstration, click the Content Zones subtab in Stores.
Update: On the Manage Content Zones page, click the Update icon next to the content zone you want to update.
Change the information in the content zone to suit your new needs. Refer to the topics for creating each content zone for details..
Click Apply.
Copy: On the Manage Content Zones page, click the Copy icon next to the content zone you want to copy.
Change the information in the content zone to suit your new needs. Refer to the topics for creating each content zone for details..
Click Apply.
Delete: On the Manage Content Zones page, click the Delete icon next to the content zone you want to delete.
Respond to the warning message by clicking Yes to delete the content zone.
Deleting a content zone does not delete its contents, it deletes the content zone definition:
When you delete a local content zone, the items and prices in the content zone still exist, but they are no longer visible to the requester by the local content zone definition you created. (To delete items and prices from the local content zone, item maintenance must be performed.) For example, you delete your local content zone A, which contains items from Supplier A. This content zone was assigned to a store called Travel. When requesters now search the Travel store, content zone A is no longer listed as a content zone in that store. Requesters no longer find items that were in content zone A when searching that store. Items from Supplier A are now returned in the search results only when requesters search the local content zone provided by Oracle iProcurement, if the local content zone is assigned to a store.
You cannot delete the Contractor Request content zone that Oracle iProcurement provides.
When you delete a punchout or transparent punchout content zone, its items and prices still exist on the external site, but you have deleted the capability to access that content zone. Requesters cannot access the items, and you cannot access the content zone definition.
Note: If you delete a punchout to Oracle Exchange from which you downloaded punchouts, the downloaded punchouts are also deleted.
When you delete an informational content zone, you delete the capability to access the catalog. Requesters cannot access the information in it, and you cannot access its content zone definition.
To create an informational content zone:
In iProcurement Catalog Administration, select the Content Zones subtab from the Stores tab.
On the Manage Content Zones page, select Create Informational Content Zone from the drop down list and click Go.
For detail regarding the different types of content zone content see Understanding Catalogs and Stores.
On the Create Informational Content Zone page, enter the following:
Name and Description:. (If the requester clicks a store name before searching, Oracle iProcurement displays the content zone names and descriptions it is searching. The Name also displays on the Search Results pages.) Maximum character limit for Name and Description: 2,000 bytes each.
Image: Image file name or image URL that you want to display next to this content zone on the Search Results Summary page. If you enter an image name (such as abc.gif) rather than a full URL (such as http://www.abc.cm/abc.gif), make sure that the image exists in the directory specified in POR: Hosted Images Directory. If you specify no image, the content zone displays its Name and Description only. (Behind the scenes, the content zone displays a blank image file if you specify no image. If desired, you can change this default blank image file to always display a standard "no content zone image" file or message. See the image management section of the Oracle iProcurement Implementation Guide). Maximum character limit: 2,000 bytes. Note:If "Hide thumbnail images" is selected in a requester's preferences, then the requester will not see the content zone's image.
Keywords: Keywords used for searching. For example, if you enter the keyword fruit, this content zone displays on the Search Results Summary page when the requester searches for fruit. Oracle iProcurement displays this content zone if the search matches any part of the keywords. For example, if you enter the keywords legal size paper, the Search Results Summary page displays this content zone if the requester's search includes the words legal or paper or size. Maximum character limit: 4,000 bytes
URL:. To link the content zone name to a site, enter the site's URL here. If you do not enter a URL, requesters see just the name and description. The name and description may be all you need; however, if the informational content zone includes lengthy procedures or links, you may want to include a URL here or in the Description that links to a master page that contains the information. Maximum character limit: 2,000 bytes.
If you want to vary language-specific fields, such as the name and description, seeTranslating Data.
Assign Content Zone Security: Select the security for this content zone:
Select Accessible to all users to do just that.
Select Secure by operating units to display the Add Operating Units region.
Select Secure by responsibilities to display the Add Responsibilities region.
Click Apply to return to the Manage Content Zones page.
Any content zone you create must beadded to a store to be searchable. Either add the content zone to the default Main Store that Oracle iProcurement provides or create your own store to which to add the content zone.
To edit an informational content zone:
See managing a content zone.
Click Search on the Manage Content Zone page.
The search parameters are content zone name, type, stores, operating unit, and responsibility.
Enter values for one or more parameters to search a content zone.
Optionally, to add another Search parameter, select a parameter from the Add Another drop-down and click Add.
Click Go.
The results table displays the search result. To sort the result, click the sort icon in the column header.
Oracle iProcurement provides the Contractor Request content zone for use by Oracle Services Procurement.
If your company has enabled Oracle Services Procurement, then requesters can click Contractor Request directly below the Shop tab and be taken to the contractor request entry page. (See the Oracle iProcurement Implementation Guide for details on enabling Oracle Services Procurement.)
If desired, you can make contractor requests additionally accessible in a store. For example, you can assign the Contractor Request content zone to a store that you created. When a requester clicks the store on the Shop page, all of the content zone in that store are displayed. The requester can then click the Contractor Request content zone and be taken to the contractor request entry page. (If you create a store that contains only the Contractor Request content zone, then clicking the store takes the requester directly to the contractor request entry page.)
The method of clicking Contractor Request directly below the Shop tab always remains. Including the Contractor Request content zone in a store is an additional option for you, to make contractor requests accessible in other places.
For instructions on creatingpunchout or transparent punchout content zone, see the Oracle Procurement Buyer's Guide to Punchout and Transparent Punchout.
In the iProcurement Catalog Administration, select the Stores subtab from the Stores tab.
On the Manage Stores page, click Create Store.
On the Create Store: Assign Content page, enter or edit a Store Name Maximum character limit for Store Name: 2,000 bytes
Image: Enter or edit the name or URL of an image that you want to display next to this store. The image displays to requesters on the Shop page. If you enter an image name (such as abc.gif) rather than a full URL (such as http://www.abc.cm/abc.gif), make sure the image exists in the directory specified in POR: Hosted Images Directory. If you specify no image, the store displays its name and description only. (Behind the scenes, the store displays a blank image file if you specify no image. If desired, you can change this default blank image file to always display a standard "no store image" file or message. See the image management section of the Oracle iProcurement Implementation and Administration Guide). Maximum character limit: 2,000 bytes.
Note: If "Hide thumbnail images" is selected in a requester's preferences, then the requester will not see the catalog's image.
Description: Enter a short description. These appear next to the store when it displays to requesters on the Shop page. Maximum character limit for Short Description: 240 bytes.
Long Description: The Long Description displays after the requester clicks the store on the Shop page. The Shop Store page displays the long description near the top of the page; it displays the list of content zones and their descriptions below. Maximum character limit: 2,000bytes.
Add Content Zone: Click Add Content Zone to select the content zones (catalogs) that you want to include in the store. See notes and tips about adding multiple local or transparent punchout content zones to a store. Note: Removing a content zone from a store does not delete the content zone. You can add the removed content zone to another store.
Add Smart Forms: Click Add Smart Forms to select the smart forms to be assigned to this store.
Click Continue to see if additional configuration is required for your store.
On the Create Store: Configuration page you can provide the store sequence, indicate if local content is to be displayed first in the search results summary screen, and only on that screen, by checking "Show local content first." Force a search results match by checking "Always Show as Match."
Click Apply to save your store.
If you want to vary language-specific fields, such as the name and description, seeTranslating Data.
To search stores:
From the Manage Stores page, click the filter icon to search the data based on the store or on the description.
To clear the filtering, click the icon adjacent to the filter icon.
To sequence stores:
On the Manage Stores page, click Sequence Stores. It is recommended that you sequence the order in which multiple stores display on the Shop page; otherwise, the stores display in a system-generated order.
Enter sequence numbers. You can reuse sequence numbers or use decimals.
Click Apply.
The stores are sequenced horizontally, three per row. For example, stores sequenced 1 through 4 display as follows on the Shop page:
| Store 1 | Store 2 | Store 3 |
| Store 4 |
To test stores setup:
From the Manage Stores page click Test Stores Setup. For the operating unit and responsibility combination you can see details of the stores and content zones configuration.
You can sequence your stores so that they are presented in a specific order to iProcurement requesters. When a requester logs into Oracle iProcurement, stores are displayed from left to right, top to bottom, in order of sequence numbers. Stores that the requester does not have access to are omitted from the Shop home page. See : Sequence Stores, Oracle iProcurement Catallog Help.
Deleting a store does not delete the content zones in the store; it deletes the store definition.
Note: Any content zones that are not assigned to a store are not accessible to requesters. To enable requesters to search the content zones that were in your deleted store, assign the content zone to another store.
If the store you delete is a requester's Favorite Store (requesters can select this in their preferences), then the requester's new favorite store defaults to the store with the lowest sequence.
To delete a store:
In the iProcurement Catalog Administration, select the Stores subtab from the Stores tab.
On the Manage Stores page, click the Delete icon for the store.
Click Yes to confirm the deletion.
Can I vary smart forms by store?
Can I combine smart forms and other content zones in the same store?
How do I search for, create, or edit a smart form?
How do I use smart forms across operating units?
Can I hide the standard non-catalog request?
When requesters cannot find an item in a catalog, they can create a non-catalog request. In the request, the requester selects a category and supplier (or suggests a new supplier), and enters basic item information, including a description, price, and other information.
To create a non-catalog request, the requester clicks Non-Catalog Request directly below the Shop tab. This functionality comes built in with Oracle iProcurement. In addition to this standard non-catalog request, you can create different smart forms and assign them to one or more stores.
Can I vary smart forms by store?
There are two kinds of stores in which you can place your smart form:
Default non-catalog request store, provided by Oracle iProcurement. This store does not look like other stores; it does not display on the Shop home page for the requester to search in or select. Instead, when a requester clicks Non-Catalog Request directly below the Shop tab, the default non-catalog request store is being used behind the scenes to house that request.
Your own non-catalog request store. You can create a non-catalog request store that displays on the Shop home page along with other stores. For example, you can create a store called Non-Catalog Services. When requesters click the store, they can choose one or more smart forms that you created.
Any smart form that you add to either of these store types appears in the Request Type drop-down menu, under its smart form name, when the requester accesses the non-catalog request. For example, you can create a Computer Supplies smart form and an Office Supplies smart form and assign them to the same store. Both smart forms display in the Request Type menu for that store. The fields in the request vary depending on which smart form the requester selects.
Can I combine smart forms and other content zones in the same store?
When defining stores you can add any combination of content zones plus any number of smart forms.
How do I search for, create, or edit a smart form?
The iProcurement Catalog Administrator can search for one or more smart forms using the Search button for Smart Forms. The Search parameters are: Smart Form Name, Operating Unit, Item Type, Stores. The Add Another dropdown enables you to select other search criteria. If required, you can save the search parameter input value using save search option.
To define the smart form:
In iProcurement Catalog Administration, select Stores.
Click the Smart Forms subtab.
On the Manage Smart Forms page, click Create Smart Form.
On the page for creating or editing the smart form, enter the following fields:
Smart Form Name. Especially if you are creating several smart forms, enter a name that is meaningful to requesters - for example, Facilities Requests or Computer Services. This name appears in the Request Type field when requesters enter the request. Maximum character limit: 240 bytes.
Organization. Select the operating unit for which the smart form is available. For example, if you want only requesters in your German operating unit to use this smart form, select Germany Operations. A smart form must be created for a specific operating unit.
Item Type. Select one item type for which this smart form will always be used:
Goods. I can provide a Description, Item Price and Quantity (that is, goods billed by quantity). For example, you purchase 10 books at 25 USD each.
Goods or Services. I can provide a Description and Total Amount (that is, goods or services billed by amount). For example, you purchase 5,000 USD of services.
Services. I can provide a Description/Statement of Work, Rate and Quantity (that is, services billed by quantity). For example, you purchase 10 hours of service at 100 USD per hour.
Note: Each item type is associated with a line type defined in Oracle Purchasing, using a profile option. For example, Goods or services billed by amount defaults the line type entered in the profile option POR: Amount Based Services Line Type. Line types can be set up in Oracle Purchasing to default the category or unit of measure. The requester can change these defaults, unless you make these fields non-editable.
Continue with the steps below for editing the smart form fields.
To edit the smart form fields:
On the page for creating or editing the smart form, select whether each field is User Editable. If you de-select User Editable for a field, then the requester cannot change it.
Note: All fields in the Default Item Information section are required when the requester enters the smart form. Do not de-select User Editable for a required field, unless you enter a default value for it.
If you want to provide default values for any of the following fields in the smart form, enter them here. For example, if your smart form is designed for items that are typically ordered by the Box, then select Box as the Unit of Measure.
Item Description. Maximum: 240 bytes.
Category.
Commodity. If the selected category has been assigned to a commodity in Oracle Purchasing, then the commodity displays. For example, the category Screwdrivers can be assigned to a Hand Tools commodity. These commodities are set up using the Commodities setup page in Oracle Purchasing. They are optional.
Note: If you change this commodity structure that is set up in Oracle Purchasing, then revisit your smart forms to ensure that they do not also need to change.
Restrict categories to above commodity. If the category has been assigned to a commodity in Oracle Purchasing, then you can select this option. If you select this option and the Category is User Editable, then the requester can change the category, but only to another category within the commodity. Restricting categories to a commodity helps requesters more easily choose an appropriate category for the request.
Quantity.
Unit of Measure. This field does not display if the Item Type is Goods or services billed by amount.
Unit Price. This field displays if the Item Type is Goods billed by quantity.
Amount. This field displays if the Item Type is Goods or services billed by amount.
Rate per Unit. This field displays if the Item Type is Services billed by quantity.
Currency.
RFQ Required. By default, this field is hidden on the page that the requester uses to enter the non-catalog request. Requesters use the RFQ flag to indicate to the buyer that he should request for a quotation for the item.
Negotiated. By default, this field is hidden on the page that the requester uses to enter the non-catalog request. Use the "Personalize Page" link at the top of the page if you want to display this field. Use the Negotiated field if you are or will be implementing Daily Business Intelligence (DBI) for Procurement. If you select Yes, then DBI for Procurement considers all items ordered through this template to have negotiated prices, for reporting purposes. By default, this field is set to No. For more information, see the Oracle E-Business Intelligence Daily Business Intelligence User Guide.
Restrict Suppliers.
No. The list of suppliers that requesters can choose from is limited only to those whose supplier sites are valid in the requester's operating unit.
Category ASL. The list of suppliers that requesters can choose from is additionally limited to those suppliers that exist in the approved supplier list (ASL) in Oracle Purchasing, for the selected category. (The ASL in Oracle Purchasing calls the category a "commodity.")
Contract Number. If you want to associate a contract purchase agreement or global contract agreement in Oracle Purchasing with all items ordered through this smart form, then select the contract here.
Note: If you select a contract, then the supplier and site default. The requester cannot change the supplier and site in this case, even if User Editable is selected. The contact name and phone, if any, also default from the contract; however, the requester can change these, if User Editable is selected.
The system parses 3 new extrinsic elements (buyerContractLineNumber, buyerContractNumber and supplierContractNumber) to support contract numbers in CXML. The supplier is able to send these details in cXML during Punchout.(similar to the native XML format) so that this item gets linked to the contract in the requisition line created.
Supplier Name.
Site.
Contact Name. Maximum character limit: 36 bytes..
Phone. Maximum character limit: 25 bytes..
Supplier Item. Maximum character limit: 30 bytes..
Manufacturer. Maximum character limit: 30 bytes..
Manufacturer Part Number. Maximum character limit: 30 bytes..
If you want to assign information smart forms, continue with the steps below. Otherwise, see the steps below for assigning the non-catalog request smart form to a store.
To assign information smart forms:
On the page for creating or editing the smart form, click Add Smart Form if you want to assign information smart forms. For example, if the smart form is for business cards, assign a business card information smart form. This information smart form will appear at the bottom of the non-catalog request page that the requester completes. In this example, the smart form will include information smart form fields for a name, address, and phone number for the business card. For information on setting up information smart forms, see the Oracle iProcurement Implementation and Administration Guide.
Note: Only information smart forms that you explicitly assign to the smart form are used. All other information smart forms are ignored.
Continue with the steps below for assigning the smart form to a store.
To assign the smart form to a store:
Click Create to save your smart form.
Assign the smart form to either thenon-catalog request store provided by Oracle iProcurement or a new store that you create. See the instructions forcreating or editing a store.
When you assign the smart form to the non-catalog request store, the store will prompt you to select a default smart form for each organization (operating unit) in the store. For example, if you created more than one smart form for an operating unit, then you can select which smart form is selected by default when accessed by requesters in that operating unit.
How do I use smart forms across operating units?
When you create or update a store you can assign smart forms to multiple operating units. The requester sees the smart forms linked to the active operating unit.
The Create Smart Forms and Update Smart Forms pages have a region called Assign Smart Forms Security. The region enables you to have security control function on Smart Forms. The options in this region are:
Accessible to all users: for authorizing the Smart Forms to all users.
Security by responsibilities: for authorizing the Smart Forms to specific responsibilities. Click the radio button, the Add Responsibilities button is displayed.
Security by operating units: for assigning the Smart Forms to one or more operating units. Click the radio button, the Add Operating Units button is displayed.
When a catalog administrator performs this setup step in the smart form, requesters can see the smart form in the respective operating units or respective responsibilities.
Can I hide the standard non-catalog request?
You cannot delete the default Non-Catalog Request store, which contains the standard non-catalog request, and appears in the Shop subtab. You can, however, use function security to hide access to the standard non-catalog request by hiding the Non-Catalog Request link directly below the Shop tab. For example, you might hide the standard non-catalog request if you want requesters to use only , and appears in the Shop sub-tabs that you created and assigned to other stores. See the Oracle iProcurement Implementation and Administration Guide for details on function security.