3Manage Procurement Catalog

This chapter contains the following:

Manage Procurement Content

Catalogs: Overview

Oracle Fusion Self Service Procurement offers a flexible solution to catalog and content management, enabling catalog administrators to select from several approaches based on the company business model.

You can use any or all of the following approaches to create catalog content:

Local Catalog

Administrators can define partitions of the local catalog using inclusion and exclusion rules for agreements and categories. Administrators or suppliers on behalf of the buying organization can upload local catalog content either online or in batch. While batch upload is optimized for large data upload, the online authoring is optimized for making small and quick updates to catalog content. The catalog batch upload supports catalogs formatted in XML, standard text, catalog. interchange format (CIF), or cXML. Through batch upload or online authoring, administrators can load new catalogs, update existing catalogs, and delete catalog content. Oracle Fusion Self Service Procurement also supports catalogs created in multiple languages and currencies to support requester communities worldwide. Optionally, administrators can organize local catalog content in a hierarchical view for users to navigate to the products they want to buy.

Punchout Catalog

Administrators can setup a punchout to an Oracle Exchange marketplace, such as exchange.oracle.com, or a supplier web store to access their catalogs. The punchout catalog can be a direct link to the store, where the requester searches, shops, and returns items to Oracle Fusion Self Service Procurement.

Informational Catalog

Administrators can define informational catalogs, which contain instructions or links for ordering other items or services at your company. The informational catalog enables Oracle Fusion Self Service Procurement to be your company portal for all order requests.

Creating a Local Catalog

Video

Watch video

Watch: In this demonstration, you will create a local catalog.

Procedure

This topic describes how to create a local catalog.

In this scenario, you want to create a local catalog and configure its agreements and categories. To create a local catalog:

  1. From the Navigator, under Procurement, click Catalogs.

  2. On the Catalogs work area's Overview page, click the Tasks tab.

  3. The Tasks panel shows all the catalog management tasks that you can perform. Click the Manage Catalogs task.

  4. On the Manage Catalogs page, in the Search Results section, click Create Local Catalog.

  5. On the Create Local Catalog page, the procurement business unit (BU) is provided for you in the Procurement BU field.

  6. Enter the catalog name in the Catalog field, and a description of the catalog in the Description field.

  7. For this scenario, in the Agreements section, select the Include items from all agreements option.

  8. Also select the Include all master items check box. Master items not included in any blanket purchase agreement will be included in your catalog.

  9. You want to specify which categories to include in your catalog, so in the Categories section select the Include items from specific categories option.

  10. From the Actions menu, click Select and Add.

  11. On the Select and Add: Categories dialog box, you can search for categories to be added, or add them directly from the list.

    Select a category such as Computers, and click Apply to add it to the catalog. Repeat this to add other categories, such as Peripherals and Printers, to add them as well.

    Browsing categories include all descendant item categories.

  12. When all categories have been added, click Done.

    The catalog definition now includes all items in the selected categories.

  13. Click Save and Close to create the catalog.

  14. Click OK on the Confirmation dialog box.

  15. On the Manage Catalogs page, your new local catalog is added to the catalog list.

Public Shopping List: Explained

Public Shopping lists are created in procurement business units and are available to requisitioning business units serviced by that procurement business unit.

The catalog administrator can add item master items and agreement lines to a public shopping list.

The availability of a public shopping list and its items to a preparer is determined by the following conditions:

  1. The public shopping list is available to the user based on the content zone assignments.

  2. The item master item or agreement lines are available to the user based on the content zone assignments.

  3. The item master item or agreement lines are available to the requisitioning business unit of the user.

  4. The public shopping list is valid based on its start and end dates.

The catalog administrator can indicate a suggested quantity on a public shopping list item which will be defaulted when the preparer views the public shopping list or adds the line to a requisition.

The sequence value for the public shopping list items determines the order of display for the public shopping list lines when viewed in Oracle Fusion Self Service Procurement.

Informational Catalog: Explained

Informational catalogs can be used to provide instructions to employees on how to order products. Administrators use the informational catalog page to provide a URL to the page that contains company instructions, policies, guidelines, or other links. Like punchout catalogs, informational catalogs can optionally be associated to categories, so that they are available when browsing through catalog content.

Once an informational catalog is created, administrators must associate it to content zones to make the catalog available to users with the privilege to search catalog items.

Punchout Catalogs: Points to Consider

Punchout enables requesters to click on a link that displays a supplier catalog, to search for items on the supplier site, and to return those items directly to the requisition. Requesters can then edit and submit the requisition. Using a punchout allows suppliers to maintain and host their own catalog information. This ensures that the latest content and pricing is available to requesters.

Punchout supports both cXML and Oracle native XML standards, depending on the model used.

If a contract agreement exists with a punchout supplier, the shopping cart returned by the supplier can include the contract agreement number. This contract agreement number, if valid, will be stored on the requisition line and allows for the automatic creation of a purchase order when the requisition is approved.

Punchout Workflow

Catalog administrators perform the steps needed to set up the punchout catalog. Requesters can then access the punchout catalog through the Requisitions page.

Catalog administrator punchout setup includes:

  • creating and testing a punchout connection

  • adding the punchout catalog to a content zone

Requester shopping from a punchout catalog includes:

  • accessing the punchout catalog from the Requisitions page

  • selecting items from the punchout site and returning to the Requisitions page

  • submitting the requisition

When To Use Punchout

Punchout is particularly useful for products that are configurable or include highly variable or dynamic items and pricing. These products are difficult and costly to maintain in a buyer-hosted catalog.

Choose the punchout model that best works for you.

Choosing a Punchout Model

The figure below shows the process to decide which punchout model to use.

The figure below shows the process to decide which punchout model to use.

Punchout model

XML (eXtensible Markup Language) is a standard for passing data between applications, and provides a common language for sites to communicate across the internet. cXML (commerce eXtensible Markup Language) is an extension of XML, with standards published by cXML.org.

Model 1a and 1b: Punchout From Oracle Fusion Self Service Procurement to Supplier Hosted Catalog (XML and cXML)

In models 1a and 1b, the supplier hosts the catalog on their own site or web store. The catalog administrator sets up a punchout catalog to use the supplier site as a punchout site.

When the requester clicks on a punchout link to the supplier site, the supplier authenticates the requester and returns a response. If the authentication is successful, Oracle Fusion Self Service Procurement redirects the requester to the supplier site to search for and add items. When the requester completes adding items to the supplier shopping cart, the supplier site returns the shopping cart items to Oracle Fusion Self Service Procurement. The requester then submits the requisition. The illustration below shows the flow for models 1a and 1b.

The figure shows the flow of information between Oracle Self Service Procurement and a punchout supplier site for Models 1a and 1b.

Flow of information between Oracle Self Service Procurement
and a punchout supplier site for Models 1a and 1b

This model provides a unique point to point solution between the buyer and the supplier. The supplier can closely manage the content, and can control access by allowing only certain buyers to access the site. Suppliers who already maintain cXML catalogs can continue to do so without the need to support XML as well.

Repeat Punchout (cXML)

Oracle Fusion Self Service Procurement provides the capability for requesters and approvers to inspect cXML punchout items through repeat punchout, if the supplier site supports the inspect or edit operation. This is controlled through the operationAllowed tag in the cXML files. Because Oracle Fusion Self Service Procurement supports only the inspect operations, any changes made on the supplier site during repeat punchout are not returned to the requisition. If repeat punchout is enabled, the item is linked on the Edit requisition page.

Troubleshoot Punchout Catalog Connections

Use the Create Punchout Catalog page to create a new punchout catalog or edit an existing one. You can test the catalog configuration, and the connection to the supplier's punchout site.

Click the Test Connection button. Field validation errors, if any, are displayed in an Error dialog. You must fix these validation errors before the punchout connection test can be performed.

If a punchout connection error occurs when you test the connection, a punchout log is created and an Error dialog is displayed. Click View Log on the Error dialog to display diagnostic information in the Punchout Log Details page. Use this information to identify and correct the problem, or share it with your administrator for their assistance.

You must be assigned the View Requisition Diagnostics privilege to access the View Log button on the Error dialog.

See Punchout Log Details Window: Explained for more information.

Punchout Log Details Window: Explained

When a punchout error occurs, an error log is created. View details about the error in the Punchout Log Details window to help you or your administrator troubleshoot the problem.

Click View Punchout Log on the Error dialog to open the Punchout Log Details window.

The Punchout Log Details window displays information about the punchout site interaction that caused the error including:

  • Punchout Attribute - the name of the piece of information, for example, error code, punchout URL, and login response

  • Value - the attribute's content details

Exporting the Punchout Log Details to Excel

Click the Export to Excel button to export the punchout log to an Excel spreadsheet. Only the columns selected to be viewed in the Punchout Log Details window are exported.

Shopping Lists: Explained

Shopping List is the collective term for Public and Personal Shopping Lists

Public Shopping List

Public Shopping Lists are created by the procurement catalog administrator, and are collections of items available to preparers or requesters for requisitioning. A Public Shopping List is also used to support kit requisitions, for example, office supplies, or a new hire kit. The availability of a Public Shopping List is based on the procurement BU in which the list is created, and whether the preparer is granted access to the list. The availability of public shopping lists is controlled by the content zones the lists are included in.

Public Shopping Lists are created in procurement BUs, and can be shared across the requisitioning BUs served by the procurement BU services. If the procurement BU is the same as the requisitioning BU, only one requisitioning BU will have access to the Public Shopping List. If a procurement BU services multiple requisitioning BUs, the public shopping lists can be shared across the requisitioning business units that it services.

The procurement catalog administrator can add the following to a Public Shopping List through the supplier item catalog:

  • Agreement Lines (both description-only and master item lines)

  • Master Items

My Shopping Lists

You access personal shopping lists that you create and maintain in My Shopping Lists. Personal shopping lists are separate from public shopping lists.

A shopping list is a collection of items created by preparers or requesters. Shopping lists allow you to quickly requisition items that you order frequently.

Managing My Shopping Lists

Click Manage My Shopping Lists on the Shopping Lists page or the Search Results page to display the Manage My Shopping Lists dialog.

Use the Create button, up and down arrow controls, and Delete button to create new personal shopping lists, re-order your lists, or delete lists.

Searching My Shopping Lists

You can search your personal shopping lists along with public shopping lists from the Shopping Lists page. Enter a search term in the Search Shopping Lists field and click Search. Items from all shopping lists matching the search terms are displayed.

Adding Shopping List Items from the Compare Products Page

You can add products from the floating Compare Products tray to your personal shopping lists. Select Add to Shopping List from the drop down menu for an item displayed in the Compare Products tray. Select the shopping list from the Add to Shopping List dialog, or create a new shopping list.

Embedded Analytics: Explained

Embedded Analytics enables actionable insight for application users by providing access to information or data that will help them to complete a transaction. With respect to Oracle Fusion Self Service Procurement, Embedded Analytics are metrics which help users select items either based on what is popular among other users, or the average time it takes for an item to be received.

Embedded Analytics is dependent on the availability of Oracle Business Intelligence and Analytics. In addition, the profile POR_DISPLAY_EMBEDDED_ANALYTICS must be set to Yes for metrics to be visible to end users.

Item Popularity Rank

Item Popularity Rank helps users determine what items they should add to their requisition, based on popularity. The analytic shows how often an item has been requested by other users compared to other items in the same item category in the last 90 days. The rank from 1 to 10 and the total number of items are displayed. An item with a rank of 1 out of 10 is more popular than an item with a rank of 3 out of 10.

Manage Content Zone

Content Zone: Overview

A content zone is a logical grouping of content (local, punchout, informational, public shopping lists, smart forms) used to control the content that users or groups of users can access.

Content Zones: Explained

Managing a large number of items and services requires a mechanism for controlling what content should be available to users. The Content Security model provides the ability to control access to catalog content across users. The local catalog provides flexible controls against attributes such as agreements, and categories to determine whether certain items should be included or excluded in the catalog. The content zone determines which segments of content (local, punchout, informational, and smart forms) should be accessible to what users.

The following capabilities are supported through the content security model using content zones:

  • Defining catalogs for local content, punchout, and informational content. Administrators first define the catalogs and then secure the catalogs using content zones. This gives administrators the ability to apply the same catalog definitions to multiple users without having to create multiple content zones.

  • Securing catalogs, smart forms and public shopping lists through content zones.

  • Searching and browsing for all catalog content. Users are able to search for all content (local content, punchout, smart forms, informational content) regardless of how the content is grouped. In addition, administrators are able to group punchout, informational catalogs, and smart forms by category. Browsing content also retrieves punchout, informational catalogs, and smart forms together with local content.

  • Securing content zones by business units or users.

  • Support for restrictions by purchasing category and agreements for local content.

  • Support for inclusion and exclusion rules within a dimension for local content.

Creating Content Zones: Points to Consider

Administrators first create smart forms, shopping lists, and catalog definitions for a procurement BU. To make any content available to users, catalog administrators must associate the catalogs, smart forms, and shopping lists to content zones.

Content Security Considerations

The catalog administrator is responsible for setting up the content security. The administrator determines what subset of the content will be accessible to which users in the procurement application.

Requesters and preparers access the procurement catalog when shopping. The Catalog Administrator accesses the procurement catalog when creating public shopping lists. Buyers access the procurement catalog when creating or updating purchase order, agreement, and requisitions. The content security model restricts what each user can access from the catalog in each flow.

Content Browsing Considerations

Catalog users are able to search for items within the content made available to them through content security. In addition, there is a unified model for browsing and for searching all content (local, punchout, informational, and smart forms) that can be optionally grouped by commodity. Administrators can define as many levels as they want for their category hierarchy. Local content is associated to the purchasing categories. Punchout catalogs, informational catalogs, and smart forms can be associated to any level of the hierarchy structure (browsing or purchasing category).

Create Content Zones

Each content zone is created for a procurement BU and is designated whether the content zone is to be used for procurement, or for requisitioning. This determines the flow to which the content zone applies, and provides administrators with control over who can see what content.

Procurement

A content zone for procurement can be accessible to all users working in the procurement business unit or to specific workers. The content zone applies to users searching the catalog when creating purchase order, agreement or public shopping list.

Requisitioning

A content zone for requisitioning can be accessible to all users working in specific requisitioning business units or to specific users. The content zone applies to buyers updating requisition lines in process requisition, or to self service requesters in Oracle Fusion Self Service Procurement

The following graphic shows catalogs, smart forms and public lists associated with a content zone.

"Graphic showing catalogs, smart forms and public lists
associated with a content zone."

Define Content Availability

Determine the content availability by defining which items are included or excluded from the catalog search results, and then apply security to the content definition based on who will have access to the content.

Define which items should be included or excluded from the local catalog based on blanket agreement and category inclusion and exclusion rules.

The following figure illustrates the process flow for a catalog administrator to plan, create content, and create content zones, and for a requester or buyer to search content for items and add them to a document.

Process flow for the catalog administrator and the procurement
catalog user

Content Zones: How They Work with Catalogs, Smart Forms, and Public Shopping Lists

Content zones provide a mechanism for controlling what catalog content is available to users or groups of users. Administrators define catalogs, public shopping lists, and smart forms and then secure access to them using content zones. Content zones enable administrators to apply the same catalog, smart forms, and public shopping lists definitions to multiple users or business units.

The following figure illustrates how catalogs, smart forms and public lists are grouped in one content zone.

Catalogs, smart forms and public lists are grouped under
a content zone.

Catalogs

Administrators can maintain local, punchout, and informational catalogs in the procurement business units where they have access. Catalogs are associated to content zones to enable one place to secure content.

Smart Forms

Smart forms are configurable templates that enable users to order goods or services that are not available in the catalog. Smart forms are created in a procurement business unit and can be secured using content zones. A smart form is available to a user in Oracle Fusion Self Service Procurement if the user has access to the content zone containing the smart form.

Public Shopping Lists

Associating public shopping lists to content zones enables administrators to control what public shopping lists users can see. Note that even though a user may have access to a public shopping list, the user might not see certain items on the list due to content security restrictions by agreement and category.

Content Zone Security Options: Points to Consider

When content zones are created for procurement business units, administrators indicate whether the content zones are to be used for procurement or for requisitioning. Designating the use of the content zone determines to which flow the content zone is applied.

A content zone for requisitioning can be accessible to all users working in specific requisitioning business units or to specific users. The content zone applies to buyers updating requisition lines in process requisitions, or to self service requesters in Oracle Fusion Self Service Procurement.

The following security options are available depending on the content zone usage:

  • Secured by requisitioning BU: This option is available when the content zone is used for requisitioning, which means that it applies to buyers updating requisitions in process requisitions, and to requesters or preparers creating requisitions in Oracle Fusion Self Service Procurement. It is accessible to those requesters who have access to any of the requisitioning BUs assigned to the content zone.

  • Secured by worker: This option is always available for procurement or for requisitioning. The content zone is accessible only to those workers assigned to the content zone.

  • Available to all procurement users: This option is available when the content zone is used for procurement, which means that it applies to users maintaining purchase orders, agreements, and public shopping lists. It is accessible to all users who have access to the procurement business unit of the content zone.

Requisitioning

When a content zone is used for requisitioning, the catalog administrator must specify the requisitioning business units to which the content zone is applicable. When the content zone is assigned to a requisitioning business unit, all users who have access to that requisitioning business unit can access the content zone. To further restrict access to the content zone, the catalog administrator can assign the content zone to individual users (employees or contingent workers).

Procurement

When the content zone is used for procurement, by default, all users who have access to the owning procurement business unit can access the content secured by that content zone. Optionally, the catalog administrator can restrict access to the content secured by the content zone to individual users, for example, employees or contingent workers.

Including a Public Shopping List in a Content Zone: Points to Consider

Control which public shopping lists a user can see by associating them to content zones. Individual items on a public shopping list can have content security restrictions by agreement and category specified that prevent visibility to a user even even though the user has access to a list.

Considerations

On the Shopping List page in Oracle Fusion Self Service Procurement, public shopping lists will be available to user if the following are true:

  • There are public shopping lists associated with the content zones accessible to the user

  • The procurement business unit on the public shopping list is a procurement business function provider for the requisitioning business unit selected for shopping in the user's preference.

  • The public shopping list is effective. A public shopping list is effective if the start date is equal to or earlier than today's date, and the end date is equal to or later than today's date.

Then each item is checked to see if the items are available in the requisitioning business unit that the preparer is currently shopping in.

For agreement items, the requisitioning business unit assignment on the agreement will determine if an agreement item will be displayed, that is, an item will be displayed in a requisitioning BU if the agreement has been assigned to the requisitioning BU. The agreement and the agreement lines must be open.

Master Items are checked to see if the item is enabled for the deliver-to organization derived from the deliver-to location specified in the requisition preferences.

Content zones will also be applied on the public shopping list items. Preparers can only see items from the aggregated content zones they have access to.

If the public shopping list header is available in a requisitioning BU, but no items are applicable, then the public shopping list will be displayed without any items.

Smart Form: Overview

Smart Form is a tool used by catalog administrators to define noncatalog request forms. Catalog administrators can define forms for goods-based and for fixed price services-based request types. A smart form can contain default information. Information templates can be added to a smart form to collect additional information not included in the smart form.

Smart Forms: Explained

A smart form is used to define noncatalog request forms. Catalog administrators create smart forms for goods-based, or fixed price services-based request types. A smart form can contain default information. Information templates can be added to a smart form to collect additional information not included in the smart form. Catalog Administrators can define a smart form description or instruction text providing detailed information about the smart form.

Smart forms:

  • can be associated with contract purchase agreements.

  • can be associated with information templates.

  • are created in procurement business units and assigned to requisitioning business units through content zones.

  • can contain attachments.

Contract Purchase Agreements

By associating a contract purchase agreement with a smart form, all approved requisition lines created with the smart form will automatically be processed onto purchase orders without buyer intervention.

Information Templates

Information templates are used to collect additional information from the preparer before the requisition is submitted. During the definition of the smart form, the procurement catalog administrator can add an information template to the smart form, displayed when a preparer navigates to the smart form request page. Administrators can define an information template section with description or instruction text. This text provides the preparer with specific instructions on how to fill out the form.

Procurement Business Units

Smart forms are created in a procurement business unit, and can be secured using content zones. Smart forms created in procurement business units can be shared across the requisitioning business units that the procurement BU services.

Attachments

Attachments can be added to individual smart forms. Attachments can provide a preparer with more information such as detailed steps to complete the request.

Supplier attachments can be added during the creation of a smart form to provide additional information to the supplier. The attachments will be carried forth in the downstream process.

Note: A preparer cannot modify or delete smart form attachments that are added by a catalog administrator.

Specifying Values on Smart Forms: Points to Consider

Smart form values are dependent on the Procurement BU in which a smart form is created.

Dependent Values

Dependent values include the following:

  • Agreement

  • Currency

  • Supplier Item

  • Manufacturer

  • Manufacturer Part Number

  • Information Templates

  • Supplier Site

These values are reset if the catalog administrator updates the procurement BU before saving the smart form. Once a smart form is saved, the procurement BU field cannot be edited.

The catalog administrator can specify whether or not users can override the defaulted values using the User Editable check boxes next to each field.

Set the Currency value to User Editable to allow requesters to override the currency specified in the smart form or its associated purchase agreement when creating or editing a requisition.

Restricting Browsing Categories in Smart Form: Explained

By specifying a browsing category in the Restricted to Browsing Category field, you can restrict the list of item categories that the preparer can use when completing the smart form request in Oracle Fusion Self Service Procurement. The list of categories will be restricted to the item categories belonging to the specified browsing category.

If no value is specified in the Restricted Browsing Category field, the preparer can pick any item category.

How can I choose a different currency on a smart form?

When you associate a contract purchase agreement with a smart form, the currency used in the contract purchase agreement applies to the smart form by default. You can override this by selecting a different currency than the one specified in the contract purchase agreement.

Information Templates: Overview

Information templates are used in the creation of a Smart Form and allow additional information to be gathered from preparers before a requisition is submitted. Information templates are also used to collect additional information for specific items or items from a specific category during requisition creation.

Information Template: Explained

An information template is used to gather additional information from a user. It can be assigned to an item, a category, or a request form. Information templates are used in the creation of a Request Form to provide the flexibility to add additional attributes in a request form in order to gather required information from a user. Information templates are also applicable to item master items and purchasing categories.

The data entered for an information template, which is associated with a request form, item or category, is available as attachments in downstream products (such as Purchasing) after the requisition is approved. When creating an information template, the catalog administrator selects the attachment category that determines if the attachment will be available to the supplier or buyer.

Using Information Templates

Information Templates are created in a Procurement Business Unit and are available to Requisitioning Business Units serviced by that Procurement BU. In the event where a Requisitioning BU is serviced by multiple Procurement BUs, and more than one service provider had assigned an information template to an item or category, applicable information templates from all service provider Procurement BUs will be returned.

Information templates are available to the user if the items or request forms that the information templates are associated with are available to the preparer.

Procurement catalog administrators can define a unique information template name so they are easily identifiable in a request form. Information template header information provides users the ability to specify a non-unique Display Name, while creating information templates with unique information template names. For example, more than one procurement BU can maintain information templates to collect business card information. The same Display Name, Business card information, can be used on these information templates to indicate the purpose of these templates when displayed in Oracle Fusion Self Service Procurement. Procurement Catalog Administrators can also define an information template section description or instruction text providing users with specific instructions on how to fill out the form.

Information templates can only be deleted if they are not referenced. An information template is considered referenced if it is applied on any requisition lines, whether in completed or incomplete state. This is to prevent deletion of an information template that is currently in use.

Once an information template is deleted, it is no longer returned on the Manage Information Templates page.

Adding Attributes

Information template attributes are maintained as Descriptive Flexfields.

Attributes first need to be set up in the Descriptive Flexfields application, and the catalog administrator specifies the descriptive flexfield context on the Create and Edit Information Template page to apply the list of attributes.

For example, the catalog administrator set up a context Business Cards Marketing, with the following context sensitive fields:

  • Job Title

  • Organization

  • Office Location

When creating an information template, the catalog administrator can then specify in the Attribute List field the context Business Cards Marketing, which will associate the attributes to the information template.

Note: The maximum number of attributes that can be created for an information template is fifty.

Existing information attributes are maintained as attachments downstream, such as in Purchasing.

Supported Attributes

The following attribute types are supported by descriptive flexfields:

  • Text: Text attributes can be setup using descriptive flexfield to be added to an information template. For example, the procurement catalog administrator can create an information template called Business Card Information USA to be used for collecting related information when ordering business cards. Examples of text typed fields are Name, Title, Address and so on.

  • Number: Procurement catalog administrators can create number types attributes using descriptive flexfields, to be used in an information template. For example, region code, telephone, and area code.

  • Standard Date, Standard DateTime and Time: Procurement catalog administrators are able to define date format attributes in descriptive flexfields, to be used in an information template. This allows for automatic date formatting according to globalization requirements, since 09/01/2007 may mean September 1, 2007 in the US, but January 9, 2007 in others.

  • List of Values: Value sets can be added to Information Templates through descriptive flexfields as List of Values. Implementing attributes as List of Values allows enforcement of values that can be populated in these fields. For example, as part of an address, the Country field can be implemented as list of values containing only countries that are applicable.

  • Choice Lists: Choice lists make use of value sets as well, similar to List of Values.

End Dates

Procurement Catalog Administrators can specify an End Date on an information template. An information template is inactive if the system date is more than or equal to the End Date.

When an information template is inactive, it will no longer be applied when items (to which this information template is assigned) are added to the requisition. Requisitions created with lines that are associated to this information template will continue to display the information template information.

For incomplete requisitions, the inactive information templates are no longer available at the time the requisition is retrieved.

For copied and withdrawn requisitions, information templates are also no longer available if the information template is inactive at the time the requisition is copied or resubmitted.

Creating an Information Template

Video

Watch video

Watch: In this demonstration, you will create an information template.

Procedure

You can create an information template for a catalog item, and use the template to collect information from requesters when they create requisitions for the catalog item.

In this scenario, you want to create an information template for the catalog item Corporate Business Cards. To create the information template:

  1. From the Navigator, under Procurement click Catalogs.

  2. On the Overview page, click the Tasks tab.

    The Tasks pane shows all the catalog management tasks that you can perform.

  3. Click Manage Information Templates.

  4. On the Manage Information Templates page, in the Search Results section, click Create.

  5. On the Create Information Template page, select a business unit in the Procurement BU field. For example, select Vision Operations.

  6. Enter the Information Template name. For example, enter Business Cards Information.

  7. Also enter the Display Name. For example, also enter Business Cards Information.

    The display name appears in Oracle Self Service Procurement as a header above the attributes for the information template.

  8. Enter Instruction Text for the requesters. For example, enter the following instructional text: Enter the information to be printed on the business cards.

    When requesters edit a requisition for submission, the instruction text is displayed to prompt them to provide the requested information.

  9. Select a value from the Attribute List drop-down list. For example, select the attribute list Business Cards.

    The values in the attribute list can be modified by your administrator in the Setup and Maintenance work area.

  10. Select a value from the Attachment Category drop-down list. For example, select To Supplier.

    The attachment category determines who can see the attachments created for the information template. In this scenario, the template information captured in the requisition is sent to the supplier as an attachment.

  11. You can associate the information template to a category. In the Category Associations section, click the Select and Add icon.

  12. On the Select and Add: Categories dialog box, search for and select a relevant category, such as Office Supplies.

  13. Click Apply and then click Done.

  14. On the Create Information Template page, you can also associate the information template to an item. In the Item Association section, click the Select and Add icon.

  15. On the Select and Add: Items dialog box, search for and select an item, such as Corporate Business Card.

  16. Click Apply, then click Done.

  17. On the Create Information Template page, click Save and Close.

  18. Click OK on the Confirmation dialog box that indicates that your changes have been saved.

  19. On the Manage Information Templates page, you can see the information template added to the list in the Search Results section.

Information Templates and Smart Forms : How They Work Together

Information templates can be assigned to items, categories and smart forms.

Adding Information Templates to a Smart Form

As a procurement catalog administrator, you can add information templates to smart forms. When the preparer requests the item specified in the smart form, the information template is available for additional information to be provided.

Information Templates, Items and Categories : How They Work Together

An information template can be assigned to an item, a category and a smart form.

Items and Categories

The catalog administrator can specify item and category associations when creating an information template. If the preparer adds an item to the requisition, information templates associated with the item or the category of the item will be available for the preparer to provide additional information before the requisition is submitted.

Define Procurement Content

Configure Requisitioning Business Function: Explained

The Procurement Application Administrator has access to the Configure Requisitioning Business Function page for setting up a business unit that has a requisitioning business function associated with it. The attributes specified here are used to default values and behavior of the application when users are creating requisitions and purchase orders for the requisitioning BU.

You can find the page in the Setup and Maintenance work area, in the Procurement offering, Procurement Foundation functional area, Configure Requisitioning Business Function task.

Requisitioning Section

Default Deliver-to Organization

The default organization is used as the deliver-to organization for a requisition line if it is a global location. This organization is used to derive the list of item master items that are accessible to the user when creating a requisition for the requisitioning BU.

Line Type

Line Type specifies the default line type to be used for requisition lines created for the requisitioning BU. Line Type can be modified.

One-Time Location

The One-Time Location is the location code to be defaulted as the deliver-to location for the requisition line when the requester specifies an unstructured one-time delivery address on a requisition. Note that this value is not used if the structured one-time delivery address feature is enabled.

The location specified must be a global location that is enabled for the requisitioning BU.

Group Requisition Import By

The Import Requisition process can be used to import requisitions from other Oracle or non-Oracle applications. On import, requisition lines are grouped first by requisition header number, then by the provided Group Code, then by the value set in the Group-by input parameter (None, Buyer, Category, Item, Location, or Supplier). The specified attribute is used as the default value for Group-by. All remaining requisition lines that have not yet been assigned a requisition number will be grouped together under the same requisition.

Allow one-time addresses

Select Allow one-time addresses to allow requesters to specify a unique delivery address not attached to any configured location. One-time addresses are entered into a free-form field unless the structured one-time delivery addresses feature is enabled for Procurement and is enabled for the requisitioning BU. In that case, the one-time address is captured and validated in a set of fields determined by country.

Administrators can enable the feature on the Edit Features: Self Service Procurement page by selecting Capture One-Time Address in Structured Format. See Configuring Offerings: Procedure for more information.

Reapproval required for changes made during an active approval process

Reapproval required for changes made during an active approval process is applicable when allowing approvers to modify a requisition when it is routed for approval. It controls whether the requisition must be sent back for reapproval when the approver submits the modified requisition.

Create orders immediately after requisition import

When selected, the Generate Orders program runs immediately after the requisition import process is complete.

Approval required for buyer modified lines

Trigger the approval process when a buyer modifies a requisition line.

Enable approval override

Enable the ability to override approvals.

Enable Supply Availability Details for Internal Transfers

When creating a requisition that includes internal transfer items, the source of supply can be modified.

When this is selected, availability information from each supply source for the transfer item is provided in the Select Supply Source dialog, accessed when Select Source is clicked for a transfer requisition line.

Context Values for Requisition Descriptive Flex-fields

You can define additional attributes of a requisition at the header, line, and distribution level using descriptive flex-fields. Specifying the context value pulls in the associated descriptive flex-fields when the user enters the requisition.

Purchasing Section

Default Procurement BU

A requisitioning BU can be served by multiple procurement business units. If a procurement BU cannot be determined based on information on the requisition line, the Default Procurement BU is used to process all requisition lines.

Price Change Tolerance

The Price Change Tolerance is applicable when there is a price change on the purchase order line associated with a requisition line. If the value is null, no checks will be performed. If the value is a valid numeric value, then any changes made to the price on the purchase order line must be within the tolerance percentage value, or the purchase order cannot be submitted. The tolerance can be specified using the tolerance percentage or tolerance amount. The more restricting of the two tolerances will take precedence if both are specified.

Ship-to Location

When the purchase order cannot derive a ship-to location, the specified Ship-To on the Requisitioning BU is defaulted.

Cancel Backing Requisitions

Cancel Backing Requisitions controls whether a backing requisition should be canceled when there is purchase order cancellation.

Options are:

  • Always: When canceling the purchase order, Oracle Fusion Purchasing also cancels the requisition.

  • Never: When canceling the purchase order, Oracle Fusion Purchasing does not cancel the requisition, therefore it is available for inclusion on another purchase order.

  • Optional: When canceling the purchase order, the buyer is given the option to cancel the requisition.

Multiple Legal Entities on Order

Control if a purchase order can contain ship-to organizations belonging to different legal entities.

Allow Requisition-To-Agreement UOM Conversion

If a requisition does not have an agreement specified, Allow requester-to-agreement UOM conversion is used to specify whether Requisition UOMs can be converted to Agreement UOMs during agreement sourcing. Checking this box indicates that agreements that meet the sourcing criteria, but have Agreement Line UOMs different from Requisition Line UOMs, can be considered during agreement sourcing. If the box is left unchecked, such agreements will not be considered.

Adding Price Breaks Using Loader: Explained

A price break is a discount that is applied when more than a certain number of items are purchased. Price breaks can be added to a BPA line through the upload process using either the TXT or XML file format. Multiple price breaks can also be added to a BPA line through Loader.

Loading Multiple Price Breaks with an XML File

Under each line (ITEM tag) that requires multiple price breaks, create multiple PRICE BREAK tags with the relevant details.

For example:

<ITEM lineNum="10" lineType="Goods" action="SYNC"
           <CATEGORY_NAME>Computers</CATEGORY_NAME>
           <DESCRIPTION>Fantastic Laptop</DESCRIPTION>
           <PRICE negotiated="Y">
               <UNIT_PRICE>2500</UNIT_PRICE>
               <UOM>Each</UOM>
               <AMOUNT />
               <PRICE_BREAK>
                       <QUANTITY>10</QUANTITY>
                       <BREAKPRICE>2490</BREAKPRICE>
               </PRICE_BREAK>
               <PRICE_BREAK>
                       <QUANTITY>40</QUANTITY>
                       <BREAKPRICE>2480</BREAKPRICE>
               </PRICE_BREAK>
           </PRICE>
</ITEM>

In this example, the line is meant to have two price breaks, so the PRICE BREAK tag occurs twice within the PRICE tag for the item Fantastic Laptop.

Loading Multiple Price Breaks with a TXT File

To upload multiple price breaks for a line using a TXT file, first include a line which has both the item details and the price break. Then include another line immediately after, and remove all other attributes except for the price break.

The following table provides example values that could be used to attach multiple price breaks to a line through a loader.

Line Number Description Category Name Internal Item Number Manufacturer Price Quantity Price Break

10

Fantastic Laptop

Computers

 

Fantastic

2500

10

2490

 

 

 

 

 

 

40

2480

20

Dell

Computers

 

Dell

2400

 

 

In this example, the item Fantastic Laptop has two price breaks. The first line in the table contains the item details and the first price break. The second line in the table is another price break for the first line that is the Fantastic Laptop. Note that on the second line the item details fields are all blank. Only the price break fields (Quantity and Break Price) contain data.

Tips

The following are tips for working with price breaks through Loader:

  1. When modifying a line with an existing price break, prevent multiple occurrences of the price break by:

    • Removing the price break component from the upload file before running the upload.

    • Expiring the line before reloading the line with the updated attributes. Note that if this approach is used on a BPA with Open status, this effectively creates a new line in the BPA. If the old BPA line exists on an incomplete requisition, the line is sourced again when the requisition is submitted for approvals. If the requisition was already approved, or is pending approval, nothing happens to the line.

  2. To update the value for a price break attribute:

    • Delete the price break using the user interface (UI), then reload the line with the updated values of the price break elements.

    • Expire the line, update the price break attribute in the upload file, and then reload the line. Note that if this approach is used on a BPA with an Open status, this effectively creates a new line in the BPA. If the old BPA line exists on an incomplete requisition, the line is sourced again when the requisition is submitted for approvals. If the requisition was already approved or is pending approval, nothing happens to the line.

Note: To expire a line, set the expiration date for the line to: (system date minus 1).

Agreement Upload File Format

Agreement line attributes can be updated either using the Edit Agreement page or through a background process using the agreement loader. The loader supports four file formats (TXT, XML, CIF, and cXML). Within an upload file, columns or tags correspond to different agreement line attributes. The table below lists the supported agreement line attributes and the corresponding column name or tag for the different upload file formats.

Agreement Line Catalog Attributes

Agreement Line Attribute Attribute Key XML Tag TXT Column cXML Tag CIF Column

Line Type

LINE_TYPE

Specified as an attribute of the ITEM tag. For example: <ITEM lineType="Goods">

Line Type

Extrinsic. For example: <Extrinsic name="LINE_TYPE">Goods </Extrinsic>

Parametric Data ({Name:Value pair}) for example: {LINE_TYPE = Goods;}

Category Name

CATEGORY

CATEGORY_NAME

Category Name

Classification

Classification Codes, SPSC Code

Item

ITEM

INTERNAL_ITEM_NUM

Internal Item Number

Extrinsic. For example: <Extrinsic name="ITEM"> CM96715</Extrensic>

Internal Item Number

Revision

ITEM REVISION

Specified as an attribute of the INTERNAL_ITEM_NUM tag. For example: <INTERNAL_ITEM_NUM revision="1">

Revision

Extrinsic for example: <Extrinsic name="ITEM_REVISION"> 1</Extrinsic>

Item Revision

Supplier Item

VENDOR_PRODUCT_NUM

SUPPLIER_ITEM

Supplier Item

SupplierPartID

Supplier Part ID

Description

DESCRIPTION

DESCRIPTION

Description

ShortName

Short Name

Supplier Item Auxiliary Identifier

SUPPLIER_PART_AUXID

SUPPLIER_ITEM_AUXILIARY_IDENTIFIER

Supplier Item Auxiliary Identifier

SupplierPartAuxiliaryID

Supplier Part Auxiliary ID

Manufacturer Part Number

MANUFACTURER_PART_NUM

NAMEVALUE For example: <NAMEVALUE name="MANUFACTURER_PART_NUM"> ORACLE-101 </NAMEVALUE>

Manufacturer Part Number

ManufacturerPartID

Manufacturer Part ID

Supplier URL

SUPPLIER_URL

NAMEVALUE For example: <NAMEVALUE name="SUPPLIER_URL"> http://www.oracle.com </NAMEVALUE>

Supplier URL

URL

Supplier URL

Manufacturer URL

MANUFACTURER_URL

NAMEVALUE For example: <NAMEVALUE name="MANUFACTURER_URL"> http://www.oracle.com </NAMEVALUE>

Manufacturer URL

Extrinsic. For example: <Extrinsic name="MANUFACTURER_URL"> http://www.oracle.com </Extrinsic>

Manufacturer URL

Attachment URL

ATTACHMENT_URL

NAMEVALUE For example: <NAMEVALUE name="ATTACHMENT_URL"> http://www.attachmentURL.com </NAMEVALUE>

Attachment URL

Extrinsic. For example: <Extrinsic name="ATTACHMENT_URL"> http://www.attachmentURL.com </Extrinsic>

Parametric Data ({Name:Value pair}) for example: {ATTACHMENT_URL= http://www.attachmentURL.com;}

Thumbnail Image

THUMBNAIL_IMAGE

NAMEVALUE For example: <NAMEVALUE name="THUMBNAIL_IMAGE"> http://www.oracle.com/thumbimage.jpg </NAMEVALUE>

Thumbnail Image

Extrinsic. For example: <Extrinsic name="THUMBNAIL_IMAGE"> http://www.oracle.com/thumbimage.jpg </Extrinsic>

Parametric Data ({Name:Value pair}) for example: {THUMBNAIL_IMAGE= http://www.oracle.com/thumbimage.jpg;}

Manufacturer

MANUFACTURER

NAMEVALUE For example: <NAMEVALUE name="MANUFACTURER"> Oracle </NAMEVALUE>

Manufacturer

ManufacturerName

Manufacturer Name

Image URL

PICTURE

NAMEVALUE For example: <NAMEVALUE name="PICTURE"> http://www.oracle.com/image.jpg </NAMEVALUE>

Image

Extrinsic. For example: <Extrinsic name="PICTURE"> http://www.oracle.com/image.jpg </Extrinsic>

Image

Availability

AVAILABILITY

NAMEVALUE For example: <NAMEVALUE name="AVAILABILITY"> In Stock </NAMEVALUE>

Availability

Extrinsic. For example: <Extrinsic name="AVAILABLITY"> In Stock </Extrinsic>

Availability

Lead Time

LEAD_TIME

NAMEVALUE For example: <NAMEVALUE name="LEAD_TIME"> 6 </NAMEVALUE>

Lead Time

LeadTime

Lead Time

Long Description

LONG_DESCRIPTION

NAMEVALUE For example: <NAMEVALUE name="LONG_DESCRIPTION"> Sun Blade Servers </NAMEVALUE>

Long Description

Description

Item Description

UOM

UOM_CODE

UOM

UOM

UnitOfMeasure

Unit of Measure

Price

UNIT_PRICE

UNIT_PRICE

Price

Money

Unit Price

Alias

ALIAS

NAMEVALUE For example: <NAMEVALUE name="ALIAS"> Blades </NAMEVALUE>

Alias

Extrinsic. For example: <Extrinsic name="ALIAS"> Blades </Extrinsic>

Parametric Data ({Name:Value pair}) for example: {ALIAS= Blades;}

Comments

COMMENTS

NAMEVALUE For example: <NAMEVALUE name="COMMENTS"> Cooling Required </NAMEVALUE>

Comments

Extrinsic. For example: <Extrinsic name="COMMENTS"> Cooling Required </Extrinsic>

Parametric Data ({Name:Value pair}) for example: {COMMENTS = Cooling Required;}

UNSPSC

UNSPSC

NAMEVALUE For example: <NAMEVALUE name="UNSPSC"> 14111506 </NAMEVALUE>

UNSPSC

Extrinsic. For example: <Extrinsic name="UNSPSC"> 14111506 </Extrinsic>

Parametric Data ({Name:Value pair}) for example: {UNSPSC = 14111506;}

Expiration

EXPIRATION_DATE

EXPIRATION_DATE

Expiration Date

ExpirationDate

Expiration Date

Negotiated by Preparer Indicator

NEGOTIATED_BY_PREPARER_FLAG

Specified as an attribute of the PRICE tag. For example: <PRICE negotiated="Y">

Negotiated

 

 

Amount

AMOUNT

AMOUNT

Amount

 

 

Quantity

QUANTITY

QUANTITY

Quantity

 

 

Start Date

START_DATE

START_DATE

Start Date

 

 

End Date

END_DATE

END_DATE

End Date

 

 

Ship to Organization Code

SHIP_TO_ORGANIZATION_CODE

SHIP_TO_ORG

Ship-To Organization

 

 

Deliver To

SHIP_TO_LOCATION_ID

SHIP_TO_LOCATION

Ship-To Location

 

 

Break Price

PRICE_OVERRIDE

BREAKPRICE

Break Price

 

 

Discount Percent

PRICE_DISCOUNT

DISCOUNT

Discount

 

 

The upload files also contains columns or tags which are used by the loader process for internal processing. These attributes and the corresponding column name or tag in the different file formats are listed in the following table:

Attribute XML Tag TXT Column cXML Tag CIF Column

Action

Specified as an attribute of the ITEM tag. For example: <ITEM action="ADD">

Action

<IndexITemAdd>

<IndexItemDelete>

DELETE

Catalog Name

name

Title

File Name

File Name

Line Number

lineNum

Line Number

 

 

Language

Specified as an attribute of the CATALOG tag. For example: <CATALOG xml:lang="en-US">

Language Section

Specified as an attribute of the DESCRIPTION tag. For example: <DESCRIPTION xml:lang="en-US">

LANGUAGE

Translating Agreement Lines Through Agreement Loader: Critical Choices

Items on a Blanket Purchase Agreement can be broadly classified into two types:

  • Master items: Items that are defined in item master

  • Description-based items: Items that are not defined in item master but rather are created as part of a Blanket Purchase Agreement line creation. They do not have an item number but have a description.

Note: Translation of Blanket Purchase Agreement lines is discussed from the point of view of the aforementioned types.

Use the loader to load translations for some of the attributes of the item on an agreement line. The translatable item attributes for all items are:

  • Item Description

  • Long Description

  • Manufacturer

  • Alias

  • Comments

Note: No other catalog attributes are untranslatable.

During the upload process, if the loader encounters a line in the upload file that already exists in the agreement, and whose language is different from the language of the already-existing line, it interprets this line to be a translation.

In an upload file, language can be specified at the line level (CIF and cXML file formats), or at the file level (XML and TXT file formats). A language at the line level applies only to that line, whereas a language at the file level applies to all the lines in the file.

Language is specified as a two-letter language code defined in the ISO 639 standard, followed by a dash, then a two letter country code defined in the ISO 3166 standard, for example, en-US, ko-KR.

Before loading translations for items, the line must first exist in the created language of the Blanket Purchase Agreement. If this condition does not hold true, an error is returned.

When a master item is first created in item master, a record of the item is automatically created for each installed language in the Application (record replication). These automatically created records are populated with data from the original record (the one created by the user).

Example:

  • Installed Languages: English (EN), French (FR), Korean (KR), Arabic (AR)

  • User creates a new master item in English with the following data:

Item Description Comments Manufacturer Alias Language

1000

Laptop Case

For 13" Laptop

Computer America, Inc.

CAI

EN

Item Description Comments Manufacturer Alias Language

1000

Laptop Case

For 13" Laptop

Computer America, Inc.

CAI

EN

1000

Laptop Case

For 13" Laptop

Computer America, Inc.

CAI

FR

1000

Laptop Case

For 13" Laptop

Computer America, Inc.

CAI

KR

1000

Laptop Case

For 13" Laptop

Computer America, Inc.

CAI

AR

A user can then manually sign in to the application in a different language and update the translatable attributes to use the correct language-specific term. For example, a user can sign in to the application in Arabic and enter the Arabic term for Laptop Case for the item description. This is known as a translated record.

When a master item is added to a Blanket Purchase Agreement, the item details for the Blanket Purchase Agreement language are copied over from the item master record to the Blanket Purchase Agreement. For example, if the Blanket Purchase Agreement is created in English, then when a master item is added to the Blanket Purchase Agreement, the English record of the item is copied over to the Blanket Purchase Agreement. Whether the records for the other languages are copied over to the Blanket Purchase Agreement is dependent on the Profile: Load items in all languages (PO_LOAD_ITEMS_IN_ALL_LANGUAGES). There are four possible values for this profile. Before discussing the values and action of the profile options, let's discuss Agreement Loader and translation.

Agreement Loader and Translation

When a user runs an agreement loader job to create lines on a Blanket Purchase Agreement, the agreement loader does one of the following depending on the value of the Profile: Load items in all languages.

  • Example A: Profile Value is Set to None

    • Description-based items: When a description-based item is first uploaded to a Blanket Purchase Agreement in the Blanket Purchase Agreement creation language, the translatable attributes are not loaded in all the installed languages in the application. The line exists only in the language in which the Blanket Purchase Agreement was created.

    • Master Items: When a master item is first uploaded to a Blanket Purchase Agreement in the Blanket Purchase Agreement creation language, translated records of the master item are copied over from the item master. Untranslated item master records are ignored.

  • Example B: Profile Value is Set to Description-Based Items Only

    • Description-based items: When a description-based item is first uploaded to a Blanket Purchase Agreement in the Blanket Purchase Agreement creation language, the translatable attributes are loaded (replicated) in all the installed languages in the application.

    • Master Items: When a master item is first uploaded to a Blanket Purchase Agreement in the Blanket Purchase Agreement creation language, translated records of the master item are copied over from the item master. Untranslated item master records are ignored.

  • Example C: Profile Value is Set to Master Items Only

    • Description-based items: When a description-based item is first uploaded to a Blanket Purchase Agreement in the Blanket Purchase Agreement creation language, the translatable attributes will not be loaded in all the installed languages in the application. The line will only exist in the language in which the Blanket Purchase Agreement was created.

    • Master Items: When a master item is first uploaded to a Blanket Purchase Agreement in the Blanket Purchase Agreement creation language, both the translated and untranslated records are copied over to the Blanket Purchase Agreement.

  • Example D: Profile value is Set to Description-Based and Master Items

    • Description-based items: When a description-based item is first uploaded to a Blanket Purchase Agreement in the Blanket Purchase Agreement creation language, the translatable attributes are loaded in all the installed languages in the application.

    • Master Items: When a master item is first uploaded to a Blanket Purchase Agreement in the Blanket Purchase Agreement creation language, both the translated and untranslated records are copied over to the Blanket Purchase Agreement.

Note: When a Blanket Purchase Agreement is viewed online, only the lines in the same language as the Blanket Purchase Agreement creation language are visible on screen. Translated and untranslated records are not visible online, but they do exist in the Database.

Example

Scenario:

  • Installed Languages: English, French, Korean, Arabic

  • Master item is created in English.

  • User specifically creates a French translation for the master item.

  • Blanket Purchase Agreement Language is English.

  • Upload file contains two lines: One master item, and a description-based item.

  1. Profile is set to None:

    • Description-based item: There is only one record of this item in English.

    • Master Item: There are two records of this item. One in English, and the other in French.

  2. Profile is set to Description-Based Only:

    • Description-based item: There are four records of this item. The French, Korean, and Arabic versions carry the values loaded for the English line.

    • Master Item: There are two records of this item. One in English, and the other in French.

  3. Profile is set to Master Items Only:

    • Description-based item: There is only one record of this item in English

    • Master Item: There are four records of this item. The Korean and Arabic versions carry the values loaded for the English line. The French version has the French translation (created in Item master).

  4. Profile is set to Description-Based and Master Items:

    • Description-based item: There are four records of this item. The French, Korean, and Arabic versions carry the values loaded for the English line.

    • Master Item: There are four records of this item. The Korean and Arabic versions carry the values loaded for the English line. The French version has the French translation (created in Item master).

  5. User first loads the lines in French.

    • The upload is successful for the Master Item because a French translation for the line exists.

    • The upload fails for the Description-based item because there is no existing version of the line in the creation language of the Blanket Purchase Agreement (English).

  6. User first loads the lines in Korean.

    • The upload is successful for the Master Item because an English translation for the line exists (because the item was created in English).

    • The upload fails for the Description-based item because there is no existing version of the line in the creation language of the Blanket Purchase Agreement (English).

  7. Master Item is created in French; a Korean translation is also created.

    • User first loads the lines in French.

    • The upload fails for the Master Item because the Blanket Purchase Agreement creation language is English and there is no English translation for the item. (The Item was created in French and a Korean translation of it was created).

    • The upload fails for the Description-based item because there is no existing version of the line in the creation language of the Blanket Purchase Agreement (English).

If a user attempts to load item master items to a Blanket Purchase Agreement whose created language is not one of the languages in which the item has been translated (or created) in item master, an error is returned to the user.

Points to Consider

Some points to consider and tips are listed below:

  • Since CIF and cXML files support line-level languages, you can upload Description-based items in the agreement creation language and other languages in the same upload job. For example, using a CIF/cXML file, you can create a line whose line language is the same as the Blanket Purchase Agreement creation language and a second line with a different line language containing the translated value for the previous line.

  • While loading translations, if you change the values for a non-translatable attribute (in the upload file), this new value overwrites the existing value in the application. For example, if a Manufacturer URL already exists for a line in English and while loading a French translation the user specifies a different Manufacturer URL, this new URL overwrites the existing Manufacturer URL for the English version of the line.

  • Line uniqueness criteria are used to determine which line is being translated. As such, you should not change the values for any attributes used in line uniqueness identification during a translation upload. For example, in the absence of an Item ID, the supplier Item Number is used for line uniqueness identification. If a line with supplier ID, ABC-01 already exists in English and, while loading a French translation for the same line the user changes the supplier ID to ABC-02, the loader will not be able to match this line to the existing line with supplier ID ABC-01.

Download Punchout: Explained

Download punchout is a mechanism for administrators to automatically download a supplier punchout definition from Oracle Exchange. The supplier definition is stored as a punchout catalog, allowing requesters to easily access a supplier site from the Shop and Search pages in Oracle Exchange.

Suppliers must define their punchout on Oracle Exchange before the punchout can be downloaded. Once the punchout is defined, the download punchout feature, accessed from the Manage Catalogs page, can optionally be used to download one or more supplier punchout definitions.

Using Download Punchout

The existing punchout catalog is used to connect to Oracle Exchange and download the supplier punchout definitions. From the Supplier Web Store page in Oracle Exchange, you can select the supplier punchout definitions you want to download. A punchout catalog for each downloaded supplier is created on successful completion of a download operation. Optionally, you can edit the punchout catalog to update the punchout name, description, keywords, mapping, and category assignment for browsing. Like any catalog, the downloaded punchout definition must be associated to a content zone to be available to requesters.

Note that for translatable attributes such as catalog name and keyword, the supplier definition is downloaded for the languages available in Oracle Exchange.

Upload Lines Process: How It Works

Use the Agreement Loader to upload agreement lines in bulk from an upload file. The catalog administrator, the buyer, or the supplier of the agreement can use the loader. The loader parses the file and performs basic validation on the data, raising errors for failed validations. If no errors are found, the uploaded content is processed and the agreement is updated.

Settings That Affect Uploading Agreement Lines

The loader processes lines until the end of the upload file is reached, or the number of errors encountered exceeds the error threshold. Regardless, lines processed successfully are submitted for update against the agreement.

Upload error examples :

  • Language is invalid.

  • Line Number is not a valid number.

  • Either short description or long description is not provided for a line.

How The Agreement Loader Processes Lines

File formats supported by the Agreement Loader are CIF, cXML, TXT and XML. The agreement loader parses the input file and transfers the validated information to be updated against the agreement.

If there are any parsing errors or other formatting issues, the agreement loader issues error messages. The loader performs some preliminary validations, such as checking the validity of catalog attribute names, external mapping translations, data checks and so on. If there are any errors in these validations, an error is raised.

If a line passes all the syntax and business validations, then it is submitted for update against the agreement.

The figure below illustrates the agreement loader line processing flow, including parsing the file, checking for and logging errors, evaluating the number of errors against the error threshold, applying mappings, and submitting validated lines.

Agreement loader process flow

During any stage, if the number of lines with errors exceeds the threshold set by the user, the loading process is ended. Any lines which were successfully processed are submitted for updating against the agreement.

FAQs for the Upload Process

What happens if the upload has errors?

The Upload Errors page displays the errors for a given agreement or change order when the latest upload job completed with errors. Access the Upload Errors page by clicking the Error link in the upload status column. The Upload Errors page displays file level errors, parsing errors from the XML parser, and agreement line level data validation errors. You can export the list of errors as a spreadsheet. The errors displayed on this page are purged based on the value specified in the Error Retention Period (Days) field. This value is controlled through the profile PO_AGRMT_LOADER_PURGE_DAYS.

What's CIF or cXML?

A Catalog Interchange Format (CIF) file is a comma-separated text file. A commerce eXtensible Markup Language (cXML) .xml file is based on the XML language. The loader can process CIF or cXML files to load catalog items. Typically, the supplier prepares and provides a CIF or cXML file.

Index CIF files contain item definitions and their corresponding pricing. Contract CIF files contain pricing only and are not supported by the loader.

CIF files also support two loading modes, full and incremental. The full loading mode replaces one catalog file with another, that is, all existing lines in the BPA are marked as having expired and then replaced with the lines from the upload. The delete column in the upload file is ignored. If the delete indicator has been set for a line in the upload file, the line will be loaded (after all existing lines in the BPA have been marked expired) and the line will not be marked for deletion.

The incremental loading mode uploads only the lines which are affected. If an uploaded line already exists on the BPA, the line is updated (or marked for deletion if the delete indicator for the line was set in the upload file).

If a loading mode is not specified, the loader assumes an incremental loading mode. Valid loading mode values for CIF are Full, Incremental, F, I. These values are case insensitive. Valid loading mode values for cXML are FULL and INCREMENTAL. The values F, and I are not supported.

What's XML?

An eXtensible Markup Language (XML) file is a general purpose markup language file with a set of rules for encoding documents in machine-readable form. XML is a subset of Standard Generalized Markup Language (SGML). The primary purpose of XML is to facilitate the sharing of data across different systems. The upload process parses and process XML files to load agreement lines and their associated attributes, provided that the XML files conform to the XML DTD.

Local Catalogs and Inclusion and Exclusion Rules : Explained

Catalog Administrators can control local catalog content visibility by agreements or category. For example, Administrators can restrict certain requesters to be able to request only items from a small set of approved agreements. Administrators can define items that should be included or excluded from the local catalog based on blanket agreement and category inclusion and exclusion rules.

Local Catalogs

A Local Catalog consists of items (item master items and agreement lines) and item attributes defined in Oracle Fusion Inventory and Oracle Fusion Purchasing such as categories, descriptions, UOM, and so on.

When defining a local catalog, content must be first separated into logical and manageable partitions. These partitions can be created based on purchasing categories, browsing categories, and blanket agreements. Each of the different options that can be used to define a local catalog is referred to as a dimension.

Once a local catalog is defined, it can be associated to content zones which are made accessible to the users assigned to see that catalog content.

Using Intersection for Restrictions Across Agreements and Categories

In a local catalog, items can be included or excluded based on the agreement and category inclusion or exclusion rules.

In order to determine the available local content, the application will resolve the inclusion or exclusion rules within a local catalog as illustrated in the table below:

  • Inclusion rules will always result in the intersection across dimensions, as in example D below.

  • If there is an exclusion rule in one dimension, it will be treated as the inclusion of the inverse set, and then there will be intersection across dimensions as in examples A and C below.

  • If both agreements and categories are specified by exclusion, then the rules are first intersected with all content. The union of the resulting intersections is excluded as in example B below.

Example Local Catalog Setup (Inclusion versus Exclusion) Available Content

A

Exclude Agreements {123, 456}, Include Category {Pens, Pencils}

Anything that is in the Pens category or in the Pencils category as long as they are not in Agreements 123 or 456.

B

Exclude Agreement {123}, Exclude Category {Pens}

All content as long as it is not in Pens or Agreement 123. For example, no content from Pens, and no content from Agreement 123.

C

Include Agreement {123}, Exclude Category {Pens, Pencils}

All items from Agreement 123, except those items that belong to Pens category or Pencils category

D

Include Agreement {123}, Include Category {Pens}

Only Pens from Agreement 123

Using Union for Restrictions in Separate Catalogs

Restrictions can also be separated. For example, a restriction can exclude agreement 123, but include all office supplies content even if the items are in agreement 123. In this case, separate catalogs are needed to define restrictions as union. The following table provides examples of local catalog setups, and the content that would be made available.

Example Local Catalog Setup (Intersection versus Union) Available Content

A

Catalog 1: Agreement {123} and Category {Pens}

Only Pens from Agreement 123.

B

Catalog 1: Agreement {123} Catalog 2: Category {Pens}

Anything that is in agreement 123 or in the Pens category.

C

Catalog 1: Agreement {123, 456} and Category {Pens}

Pens from agreements 123 or 456. Items must be pens in either Agreement 123 or 456.

D

Catalog 1: Agreement {123} and Category {Pens} Catalog 2: Agreement {456}

Pens from Agreement 123 or anything from Agreement 456.

E

Catalog 1: Agreement {123} and Category {Pens} Catalog 2: Agreement {456} and Category {Chairs}

Pens from agreement 123 or Chairs from Agreement 456.

F

Catalog 1: Agreement {123} and Category {Pens} Catalog 2: Agreement {456} Catalog 3: Category {Chairs}

Pens from Agreement 123 or anything from Agreement 456 or anything in the Chairs category.

G

Catalog 1: Exclude Agreement {123} Catalog 2: Category {Pens}

Anything in the Pens category or anything else not in Agreement 123.

Map Sets: Overview

Manage Supplier Content Map Sets allows the catalog administrator to create, duplicate, edit, and manage mappings between external and internal values for categories, UOMs, supplier names, and supplier sites. These mappings are used for conversions in business flows such as shopping through a punchout site or uploading lines through the Agreement Loader.

Creating a Category Map

Video

Watch video

Watch: In this demonstration, you will create a category map.

Procedure

This topic describes how to create a supplier content map set and its category maps.

In this scenario, you map categories in supplier catalogs to the corresponding catalog categories in the application, by creating a map set containing category maps.

Note: Use the Oracle ADF Desktop Integration Add-In for Excel to create category maps. You can install the add-in from Navigator > Tools > Download Desktop Integration Installer.

To create a map set:

  1. From the Navigator, under Procurement, click Catalogs.

  2. On the Overview page, click the Tasks tab.

  3. The Tasks panel shows all the catalog management tasks you can perform.

    Click the Manage Supplier Content Map Sets task.

  4. On the Manage Supplier Content Map Sets page, in the Search Results section, click Create.

  5. On the Create Map Set dialog box, the Procurement BU is already selected for you.

  6. Enter a Map Set name and Description.

  7. Click Save and Close.

  8. Click OK on the Confirmation dialog.

  9. On the Manage Supplier Content Map Sets page, in the Search Results section, click the Manage Maps icon in the row for the newly created map set

  10. On the Manage Maps dialog, select the Category map row and click Create.

  11. To open the mapping spreadsheet, sign in using the same credentials you used to sign in to the application.

  12. Use the Edit Category Map spreadsheet to enter category maps.

    On the Manage Map tab, Categories subtab, in the External Category column, enter the category name from the supplier.

  13. In the Internal Category Name column, enter the corresponding value used in the application. The internal category must be an existing category in the application.

    1. Click in the Internal Category column to select an existing category.

    2. In the Select Internal Category dialog, search for and select an internal category, then click OK.

  14. The value in the Key column is automatically populated.

  15. To add more category maps, select the next row, right-click and select Insert.

  16. When you are done entering maps, click Upload to upload the mappings.

  17. Notice the Status column is updated to show status of the upload for each row.

To delete an entry from the map set:

  1. On the Manage Map tab, Categories subtab, click Download. Once the download is complete, the Status column is blank.

  2. Select the row you want to delete.

  3. On the selected row, click in the cell for the Mark for Deletion column. Notice a bullet displays in the column to indicate the row is marked for deletion.

  4. Click the Upload button.

  5. Notice the row is deleted.

  6. Close the spreadsheet.

To edit a map set:

  1. On the Manage Supplier Content Map Sets page, in the Search Results section, locate the row for the map set you want to edit. Then click the Manage Maps icon for the row.

  2. On the Manage Maps dialog, in the Category Map row, click Edit.

  3. Open the mapping spreadsheet and sign in.

  4. On the Edit Category map spreadsheet, you can edit, insert and delete rows. You cannot enter duplicate rows.

  5. When you are done making edits, click Upload.

  6. When the edited mappings are uploaded, notice the Status column is updated to show the status of the upload for each affected row.

  7. Close the spreadsheet.

  8. On the Manage Supplier Content Map Sets page, click Done.

Using Supplier Content Map Set With Agreement Loader: Explained

A map set can be used when uploading agreement lines. The applicable attributes that can be mapped are category and unit of measure. The values in the upload file are considered to be external values in this mapping process. When uploading agreement lines, you can indicate if external values should be mapped to a corresponding internal value for the attribute.

If you choose to apply mapping, a map set must be specified.

  1. If a default map set is configured for the procurement BU, it is chosen by default. You can override this value.

  2. If no default map set is configured for the procurement BU, you must select a map set.

The following steps are used to determine a mapped internal value for the attribute:

  1. If a map set is specified, the map set is searched during the mapping process to identify a matching external value for the attribute being mapped. If a match is found, the mapped internal value is used for further processing.

  2. If the external value is not found in the specified map set, the default map set for the Procurement BU of the agreement line is searched for a matching external value. If a match is found, the mapped internal value is used for further processing.

  3. If the external value is not found in the default map set, then the external value is not mapped, and is used as is for further processing.

Using Supplier Content Map Set With Punchout: Explained

A map set can be associated with a punchout catalog. When a shopping cart from a supplier punchout site is returned to Oracle Fusion Self Service Procurement, it is applied to the requested item's attributes.

For single supplier punchout sites, the mapping of the Category and Unit of Measure attributes are applicable. For aggregator punchout sites, such as Oracle Exchange, mapping of the Category, Unit of Measure, Supplier, and Supplier Site attributes are applicable.

The values returned from the supplier punchout site are considered external values in this mapping process. When defining a punchout catalog, the catalog administrator configures whether mapping should be applied to map external values to corresponding internal values.

If mapping for the punchout catalog should be applied, a map set must be specified.

  1. If a default map set is configured for the procurement BU, it is chosen by default. You can override this value.

  2. If no default map set is set up for the procurement BU, you must select a map set.

The following steps are used to determine an internal value mapping for the attribute:

  1. If a map set is specified, the map set is searched during the mapping process to identify an internal value for the attribute being mapped. If a match is found, the mapped internal value is used for further processing.

  2. If the external value is not found in the specified map set, the default map set for the procurement BU of the punchout catalog is searched for matching an external value. If a match is found, the mapped internal value is used for further processing.

  3. If the external value is still not found in the default map set, then the external value is used as is for further processing.

Manage Catalog Category Hierarchy

Catalog Category Hierarchy: Overview

A catalog category hierarchy presents a hierarchical view of the catalog to users.

Catalog category hierarchies allow administrators to create a parent category that includes child categories. When users navigate through the parent category, the child categories appear, helping them to navigate quickly to the catalog category containing the products they need.

Category Browsing: Explained

There are multiple ways to search for items in the catalog. One way is to browse for items by category.

Browsing by Category

When you enter simple search criteria from the Shop page, the search results appear in a list from which you can sort, compare, add to your shopping list, or add to your requisition. For example if you search for pens your search will yield a list of pens that are available in the catalog.

Alternatively, you can search for pens using a category search. For example, in the Browse Category region on the Shop Page, you can click on the link for the category Office Supplies. The search results will yield a list of all office supplies in the catalog. You can then drill down the category hierarchy from the top level category Office Supplies selected on the Shop page. For example, the figure below shows a scenario in which, if you were shopping for pens, you would click on the Office Supplies category and then drill down using the Pens and Pencils category.

Figure showing a browsing category and a subcategory
as you drill down.

Catalog Category Hierarchy with Catalog Association: Explained

Administrators can group punchout, informational catalogs, and request forms by category. Users can browse to retrieve punchout, informational catalogs, and request forms together with local content. Users can also search for all content (local content, punchout, request forms, informational content) regardless of how the content is grouped.

Local content (item master items and agreement lines) is associated with purchasing categories. Request forms, punchout, and informational catalogs can optionally be associated with any level of the category hierarchy (browsing or purchasing category).

Category Hierarchy With Associated Catalog Content

When an administrator associates punchout, informational, local, or request form content to a category, the application associates the content with all the browsing and purchasing categories of the same branch. Item master items, and agreement items are indexed with their corresponding purchasing categories.

For example, in the figure below, the Dell USA punchout is associated with the browsing category Computers. When you navigate down the branch from the Information Technology browsing category to the Computer Servers purchasing category, the search results always include the punchout catalog. The categories of the same branch as Computers are:

  • Information Technology

  • Components for Information Technology

  • Computers

  • Computer Servers

The informational catalog How to Request Computer Services is associated with the browsing category Information Technology. As you navigate the Information Technology branch, the Informational Catalog is seen at the following levels:

  • Information Technology

  • Components for Information Technology

  • System Cards

  • Computers

  • Memory Module Cards

  • Computer Servers

Local catalog items are also included in browsing results. Using the example in the figure below, items in blanket purchase agreements with supplier Zones Corporate are associated with the Information Technology content zone. Such items show up as you navigate down the Information Technology branch, based on the content available to you from the content zone.

The procurement catalog is automatically updated after an administrator saves any changes made to the catalog category hierarchy.

This figure shows the example catalog category hierarchy structure discussed in this topic.

Catalog category hierarchy structure.

Catalog Category Hierarchy: How Browsing Categories and Item Categories Fit Together

If you manage a large number of products and services, you can organize them in the catalog to help users navigate to the items they want to buy. The catalog category hierarchy presents a hierarchical view of the catalog to users.

Categories are used to classify items. With catalog category hierarchies you can create a parent category that includes child categories. When users navigate through a parent category, the child categories appear, helping them to quickly find the products they need.

You can develop your own method of categorizing products. You can also use standard coding systems such as the United Nations Standard Products and Services Code (UNSPSC). Some of the benefits of adopting a standard coding system are:

  • Helps improve visibility of spend analysis throughout the corporation

  • Aids the organizing and optimizing of cost control initiatives

  • Provides a structure for exploring all the e-commerce capabilities for purchasing products and services

The figure below shows the category hierarchy for a catalog. You can define a catalog category hierarchy using two types of categories: browsing categories and item categories. You are not required to have the same number of levels in all branches of the hierarchy.

Catalog category hierarchy diagram showing browsing category
hierarchies, and related item categories using UNSPSC codes.

Browsing Categories

Browsing categories are also known as navigation categories. Use them to define the catalog category hierarchy for category browsing. The category hierarchy helps users browse for catalog items. Browsing categories can be either a parent or child to another category, but cannot contain any items. Browsing categories are optional and you can decide what categories should be enabled for browsing.

You can associate catalogs (such as local, punchout or informational) and request forms to the browsing categories. When a user navigates to a category, the associated content type is displayed. An alternative to setting up browsing categories is to tag punchout, informational, and request forms with keywords, so that users can find them when performing a basic search.

Item Categories

Item categories are also known as purchasing categories. Use them to group items for various reports and programs. An item category is a logical classification of items that have similar characteristics. For a catalog, every item must belong to an item category. You can:

  • Place item categories under browsing categories.

  • Search the catalog and sort by item category name. The item category name is displayed in the search pages.

  • Bulk load by item category code.

What's the difference between the catalog, procurement, and products and services category hierarchies?

A procurement category hierarchy maps how spend is categorized in your organization. Use it when setting up approval rules, deriving spend accounts, and in reports.

A catalog category hierarchy defines the structure for browsing the shopping catalog. Requesters use it when creating purchase requisitions.

A supplier products and services category hierarchy identifies the categories of products of services that suppliers and prospective suppliers can provide. Use it when setting up a supplier profile, in supplier registration, and to identify suppliers to invite to sourcing negotiations.