4Manage Requisitions

This chapter contains the following:

Overview of Oracle Fusion Self Service Procurement

Oracle Fusion Self Service Procurement delivers a user experience similar to the best consumer web sites. Employees can easily search, use shopping lists, browse categories, and find what they need. You can also leverage advanced capabilities such as one-time delivery, accounting splits and project accounting.

Key Oracle Fusion Self Service Procurement processes:

  • Catalog Management

    Purchasable content is made available for shopping from internal and external sources based on your needs. Catalog content can be shared across multiple requisitioning business units without duplicating the content.

  • Shopping

    Users can search for, compare, and select items for purchase. They can also navigate to external supplier-hosted or marketplace-hosted catalogs (known as punchout catalogs) to shop. Once found, the items can be quickly added to a requisition. In addition, Oracle Procurement and Spend Analytics are embedded, giving you visibility into the quality and performance of approved alternatives at the time of purchase.

  • Review and Submit Requisitions

    Requesters review, enter quantities, billing information, and delivery information on a requisition, and then submit it for approval.

  • Approval and Order Creation

    Requisitions are routed to approvers based on predefined business rules. Orders are created from the approved requisition.

Create Requisitions or Internal Material Transfers

What's the difference between an order and a requisition?

An order is a formal authorization to purchase goods or services. Your purchasing department creates a purchase order, which a supplier receives. A purchase order can be tracked until you receive the goods or services.

A requisition is a request for the goods or services. If approved, a purchase order is created to fulfill the requisition.

User requisition preferences specify default information for requisition creation.

Your user preferences are validated when you search, browse, create a noncatalog request, or perform any action that initiates the creation of a requisition. An error, such as a required setting that has no value, causes the preferences window to be displayed. Use the View errors link on the preferences window to see error details. Requisition preferences errors must be fixed before you can create requisitions.

Set your preferences on the Requisitions page. From the Navigator, select Purchase Requisitions > More Tasks > Update Requisition Preferences.

On the Edit Requisition Preferences page you configure:

  • Your default requisitioning BU.

  • Shipping and delivery defaults.

  • Billing defaults.

  • Projects defaults.

  • Favorite charge accounts.

How You Set Defaults for Requisitioning BU

You must select the Requisitioning Business Unit to which your preferences will apply. Select your BU from the Requisitioning BU drop-down list.

How You Set Defaults for Shipping and Delivery

Set the following values in the Shipping and Delivery section:

  • Requester: Select the default requester for requisition creation.

  • Deliver-to Location: Select a default deliver-to location for requisition lines.

  • Destination Type: Specify the default destination type, Expense or Inventory. If you select Inventory, you can optionally select a default subinventory.

  • Subinventory: You can select a default subinventory if the Destination Type is set to Inventory.

How You Set Defaults for Billing

Use the Projects subsection to set default project settings.

Use the Favorite Charge Accounts subsection to set default accounts for requisition billing.

Favorite Charge Accounts include the following fields:

  • Nickname: Specify a nickname for each charge account number.

  • Charge Account: Specify account number.

Add a new favorite charge account to the list of previously saved accounts by clicking Create. Click Delete in the account row to delete the account. Click Set as Primary in an account row to set it as your primary account.

You can search for items to add to your requisition. Search options such as wildcards and logical expressions make it easy to find what you're looking for.

There are three different search capabilities:

  • Wildcards

  • AND Searches

  • Hyphens or Special Characters

Wildcards

You can use the wildcard characters % (Percent symbol) and the * (Asterisk symbol) in the middle of, or after, your search term. For example, the search term o% matches both Open Markets Inc. and Oracle, but the search term op% matches only Open Markets Inc., and not Oracle

AND Searches

When you enter multiple keywords in the Search field, they're combined with a logical AND for the search. For example, entering red pen returns items containing both the words red and pen.

Hyphens or Special Characters in Searches

You can include the following special characters while searching:

  • the - (Hyphen symbol)

  • the wildcard characters % (Percent symbol) and * (Asterisk symbol)

Keywords containing hyphens or underscores are treated as whole words. For example, you can search for post-it or AB_22ZL. A search on post or AB doesn't find post-it or AB_22ZL. To search using part of a word, use wildcard characters.

Special characters such as a slash (/) and ampersand (&) are ignored.

If you're searching in a catalog language that uses language-specific characters, search supports them.

Expand Search Options: Stemming, Fuzzy and Begins With

Click the expand search link to perform stemming, fuzzy, and begins with searches on any of the search terms. Stemming searches match words with their plural form and with their other tenses. Fuzzy searches match words with similar spelling and pronunciations. Begins with searches match words that begin with the word specified.

How You Use Filters to Refine Search Results

The Search Results page displays items matching your search criteria. Use the Filters panel to refine your search if there are too many results. Use the Show Filters and Hide Filters buttons to show or hide the Filters panel.

Filtering Search Results

Filters available to narrow the number of items displayed on the Search Results page include:

  • Categories - Shows only items from a particular category

  • Brand - Shows only items of a particular brand

  • Price - Shows only items in a particular price range

Specify a low and a high price to narrow your search results to show items in a particular price range. Use the sliders to set the high and low limits to a roughly specified range. Use the price fields to set the range precisely. The minimum and maximum values that you can set for the price range are taken from the set of items currently shown in the search results.

How You Compare Items

You can select multiple items and compare their details side by side.

How You Choose Items for Comparison

From the Search Results or Item Details screens, select Add to Compare for an item to select it for comparison. Items selected for comparison are displayed in the floating Compare Products tray at the bottom of the Search Results page. Remove an item from the Compare Products tray by clicking its Delete button. Remove all items from the tray by clicking Clear.

How You Compare Items

After selected items for comparison, click Compare in the floating Compare Products tray to display the Compare Products page. The compared items and their attributes are displayed. When you're finished comparing items, click Done.

How You Change the Compare Products Display

You can choose the information shown for each compared item. Click Select Fields to access the Select Fields dialog. Add or remove attributes to be shown in the comparison from the Selected Attributes column, using the controls in the Select Fields dialog. Click OK to save your changes. The Compare Items page is refreshed using the new settings.

How You Add Products to a Shopping List from the Compare Products Page

Select Add to Shopping List for an item displayed in the Compare Products page to add the item to a shopping list.

Shopping Cart

To requisition an item, locate it by browsing a catalog or performing a search. Add it to the shopping cart by clicking Add to Cart. When the first item is added to a shopping cart, a requisition is created in the background. Adding additional items to the shopping cart adds them to the requisition.

View the shopping cart contents by clicking the Shopping Cart icon. From the shopping cart, you can directly remove items, or click Review Items to see more details in the Edit Requisition page.

You can locate items to add to the shopping cart in various ways, including by browsing items by category, viewing a catalog, performing a search, viewing a shopping list, and viewing recent purchases.

To submit the requisition containing the items currently in the shopping cart for approval, click Submit.

This topic describes how you can place an order by creating a requisition, using an example scenario. It describes searching for items, comparing them, adding items to a requisition, and submitting the requisition.

In this scenario, you want to order a laptop computer and a printer. You don't know the model number of the laptop your manager wants you to order, but you do know that it has a 14-inch screen. You must also choose a laser printer and order it.

Create a Requisition

  1. From the Navigator, under Procurement, select Purchase Requisitions.

  2. On the Requisitions page, observe the following:

    The Recent Requisitions section includes status information about your requisitions.

    You can find items by entering a term in the Search field and clicking Search. You can also browse for items by selecting a category under Shop By Category.

    You can click More tasks to access links to perform additional tasks. The tasks available to you depend on your privileges and can include:

    • Enter Requisition Line

    • Request Noncatalog Item

    • Update Preparer and Requester

    • Update Requisition Preferences

    • Request New Supplier

    • Cancel Requisition Lines in Spreadsheet

    You can also use links to manage your requisitions and shopping lists.

  3. In the Search field enter: 14-inch laptop. Then click Search.

  4. Items matching your search are displayed on the Search Results page.

    You can sort the items, view details of an item, compare items, and add items to your requisition. You can also maintain your personal shopping lists.

  5. To browse additional items, you can also click Expand Categories and select a category.

  6. Select a laptop computer, and add it to your requisition by clicking Add to Cart.

    The item is added to your Shopping Cart.

  7. You want to order a printer as well. In the Search field enter: laser printer. Then click Search.

  8. In the search results, select two of the laser printers for comparison.

    Items selected for comparison are displayed in the Compare Products tray at the bottom of the Search Results page.

  9. Click Compare in the Compare Products tray to display the Compare Products page.

    The compared items and their attributes are displayed.

  10. When you are finished comparing items, click Done. Then click Clear.

  11. Add the printer you want to your requisition by clicking Add to Cart.

    The printer is added to your Shopping Cart.

  12. In this scenario, you must provide a justification for your order, so click Shopping Cart, and then Review.

  13. Requisition details are shown in the Edit Requisition page.

    From here you can alter the description of the requisition, change the quantity of items, or edit line details including delivery information, requested delivery dates, and billing information.

  14. Enter your justification into the Justification field and click Submit to submit the requisition.

    This triggers the requisition approval and purchase order creation process.

  15. On the Confirmation dialog box, you can note the requisition number, and view the PDF or save it for offline purposes. Then click OK to confirm.

  16. To view the details of the requisition you created, from the Requisitions page click Manage Requisitions.

  17. On the Manage Requisitions page you can search for the requisition and open it from the search results.

As a requester, you can see a structured one-time delivery address while viewing and editing a requisition.

Key details you should know about a structured one-time delivery address on a requisition include:

  • What is a structured one-time delivery address?

  • How is it displayed on a requisition?

  • How is it used in a requisition?

When You Use One-Time Delivery Address

Use a one-time address to specify a delivery address that's not attached to any defined location. When the feature is enabled in the application, you can enter a structured one-time delivery address for shipping when entering or editing a requisition.

How a Structured One-Time Delivery Address is Displayed on a Requisition

On a requisition, a structured one-time delivery address is displayed in fields when the Deliver-to Location Type field is set to One Time.

As a requester you can see the structured one-time delivery address wherever the deliver-to location is shown on a requisition, such as:

  • Requisitions page, in the line details in the Requisition Lines section

  • Edit Requisition page, in the Search Results: Requisition Lines section

  • Requisition Lines page, in the Search Results section

  • Requisition PDF.

Hover over a structured one-time delivery address to view a tool tip displaying the full address. Click the contextual icon next to a structured one-time delivery address to view the location on a map.

How You Enable One-Time Delivery Addresses

To use structured one-time delivery addresses, the Capture One-Time Delivery Address in Structured Fields feature must be enabled for Procurement, and structured one-time addresses must be enabled for your BU. In addition, you must have the Requisition Self Service User duty role, which inherits the Create Requisition with One Time Location privilege.

How You Specify a One-Time delivery Address

In the Purchase Requisitions work area, on the Edit Requisition or Enter Requisition Line pages, select One Time from the Deliver-to Location Type drop-down list. If structured one-time addresses are enabled for your BU, enter the address in the fields provided. The fields and allowable values are based on the address style for the country you select. If structured one-time addresses aren't enabled for your BU, enter the address in the Deliver-to Address field.

How You Validate a Structured One-Time Address

If structured one-time delivery addresses are enabled for your BU, address values are validated against a template as you enter them. The template used depends on the country you select for the address. You are reminded of required fields, and are prevented from choosing invalid values for fields. If the address template for your country is configured by your administrator to use address cleansing, a Verify Address icon appears. Click it to check the address.

Purchase Requisitions for Outside Processing in Procurement

As a buyer or procurement manager, you can manage requisitions to support the handling of outside processing items.

Important aspects for understanding and working with requisitions for outside processing include the following:

  • How procurement fits into the outside processing flow.

  • Prerequisite setup needed for the automated flow in procurement.

  • Outside processing details visible on a requisition.

Procurement Role in Outside Processing

Oracle Procurement Cloud integrates with Oracle Supply Chain Management Cloud to support the automatic creation of requisition lines for outside processing items. When there is work order demand for supplier operations for outside processing services, the general flow is:

  1. Oracle Fusion Supply Chain Orchestration calls the Purchase Request web service, to send a request to Oracle Procurement Cloud for an outside processing item.

  2. The web service accepts the request to create an externally managed requisition for the item.

  3. Based on a blanket purchase agreement for the outside processing item, a purchase order is generated from the requisition, either automatically or manually.

Prerequisite Setup

Use setup tasks found in the Setup and Maintenance work area to configure the automatic creation and approval of requisitions for outside processing items:

  • Create the supplier record for a provider of outside processing services. Use the Create Supplier task in the Suppliers functional area.

  • Define account derivation rules. Use the Manage Mapping Sets task in the Procurement Transaction Account Rules functional area.

  • Set up document approval rules. Use the Manage Requisition Approvals and Manage Purchasing Document Approvals tasks in the Approval Management functional area.

  • Either use the delivered document style for outside processing purchasing documents, or create one. Use the Manage Document Styles task in the Procurement Foundation functional area.

  • Create purchase agreements for outside processing items. Use the Create Agreements task, in the Purchase Agreements work area.

Outside Processing Details in Requisitions

An outside processing requisition can only come from the integration with Supply Chain Orchestration. You can't:

  • See the externally managed, outside processing requisition in the Purchase Requisitions work area.

  • Use the Purchase Requisitions work area to create requisitions with outside processing items, or source them to an agreement with an outside processing document style.

You can see the outside processing requisition information in the Purchase Orders work area, if the requisition isn't automatically converted into a purchase order. You can search for outside processing requisitions requiring manual processing, using the Process Requisitions and View Requisition Lines tasks. Use the Advanced Search function to add the Work Order Number as a search field.

In the search results, for outside processing items, the Description column displays an Information icon. Display text for the icon states, "This is an outside processing transaction". Click the icon to view the Manufacturing Details dialog.

When you review outside processing requisitions, in addition to the usual requisition information you can also see these details:

  • Description on the requisition line includes an Information icon. Display text for the icon states, "This is an outside processing transaction".

  • Click the icon to view the Manufacturing Details dialog, which displays the Product, Work Order, and Operation Sequence.

When a requisition line with an outside processing item isn't automatically converted to a purchase order, you can:

  • Manually process the line into a purchase order.

  • Split the requisition line.

You can't add an outside processing item to an existing order that doesn't have the outside processing document style applied.

How Funds Are Reserved for Requisitions

Budget control is available for requisitions. Based on the control budget setup, funds are reserved either when the preparer submits the requisition, or when the requisition is approved. For requisitions that require a long approval process, reserving the funds when the requisition is submitted ensures the available funds aren't consumed by other transactions.

Key aspects of funds reservation for a requisition are:

  • How funds are reserved for a requisition

  • Setup needed for funds reservation

  • How encumbrance accounting interacts with reserve on submit

  • What happens to reserved funds if the requisition isn't approved

  • What you can do if funds aren't available in the budget

How Funds Are Reserved

Funds reservation is done automatically either when you submit a requisition or after the requisition is approved. Control budgets apply to a requisition line based on the charge of account, budget date, and project specified at the distribution level. Funds are reserved based on the setup for the control budget, when a requisition subject to budgetary control is submitted or approved.

Setup Needed for Funds Reservation

Your organization can choose the point at which funds are reserved for requisitions, either on requisition submission or requisition approval. In the Setup and Maintenance work area, use the Manage Budgetary Control task in the Manage Budgetary Control and Encumbrance Accounting offering of the Financials functional area.

How Encumbrance Accounting Interacts with Reserve on Submit

Encumbrance accounting is created only upon implementation of the requisition, not when the requisition is submitted.

What Happens When the Requisition Is Not Approved

If a requisition for which funds have been reserved on submission is rejected during the approval process, any funds previously reserved are released and put back into the budget.

What Happens When Funds Are Not Available

When budget isn't available for a requisition, you can request a funds override to resolve the constraint if all of the following are true:

  • You have the Request Budgetary Control Override security privilege. It's delivered with the Advanced Requester role.

  • Funds override is enabled for the control budget

  • The overall override limit for the control budget hasn't been exceeded

  • A funds override approver can be identified for the transaction based on the control budget's override rules

  • As the requester or the approver, you have the Request Budgetary Control Override security privilege.

You can also request override if you're the approver, and have the needed security privilege.

The funds override process supports a funds override request, funds override approval and reserving funds with an override at approval.

How You Edit Budgetary-Controlled Requisitions

As an approver, you can edit a budgetary-controlled requisition submitted by a preparer, if the Allow Approvers to Update Budgetary-Controlled Requisitions feature is enabled for your application. You can edit the chart of accounts, project details, quantity ordered and so on. When you submit the edited budgetary-controlled requisition, the application runs budget checks and handles the funds reservation on either submit or approval, depending on the budgetary controls configuration.

If the budget check fails, you're notified with an appropriate error message. If you reject the requisition, funds won't be reserved if they haven't been already, and the requisition won't be submitted.

If you have the Request Budgetary Control Override security privilege, you can request override.

The Budgetary Control Analysis Account Activities is an Oracle Business Intelligence Publisher report that helps you see which activities are consuming your budget. Approver edit of a Budgetary Control and Encumbrance Accounting-enabled requisition during the approval process results in the creation of the following entries in the report:

Action by Approver Transaction Action

Approver clicks Edit button

Requisition withdraw

Approver clicks Funds Check button

Requisition check

Approver clicks Submit button

Requisition submit

Funds Override for Requisitions

As an advanced requester, you can submit a requisition with insufficient funds and request a funds override. The requisition must be subject to a control budget with funds override enabled. The funds override request is sent to the appropriate person for approval. After approval is secured, the funds are reserved for the requisition.

Key factors affecting whether and how you can process requests for which there is insufficient funds are:

  • Prerequisites such as budgetary control setup and security privileges

  • Submitting a requisition with insufficient funds

  • Requesting override for insufficient funds

  • Approval routing based on budgetary control setup

  • Viewing the funds override in the requisition

Prerequisites

To request an insufficient funds override, you must have the function security privilege Request Budgetary Control Override. This privilege is delivered with the Advanced Requester role. Your organization can also add or remove the privilege from user-defined roles.

You can request funds override for a requisition only if:

  • The transaction is subject to a control budget that has funds override enabled

  • The override limit for the control budget isn't exhausted

  • A funds override approver can be identified

  • The required override amount for each distribution is equal to or less than the approver's override approval limit

Your organization sets up funds override rules for a control budget using the Manage Control Budgets task, in the Financials offering.

How You Submit a Requisition with Insufficient Funds

Prior to submitting a requisition for approval, you can perform a funds check. Assuming the prerequisite criteria are met, if the transaction lacks sufficient funds, you can still submit the requisition for approval.

Request Override for Insufficient Funds

When you submit a requisition and it fails funds check, you're provided the option to request an insufficient funds override request.

  1. The Warning dialog displays the message, "Funds check failed for the requisition but override is available. Do you want to submit the requisition?"

  2. Click View Funds Check Result to display results in the Funds Check: Requisition dialog.

  3. On the Warning dialog, enter a Justification and click Yes to submit the funds override request.

  4. Click Continue to request a funds override.

  5. Click OK on the confirmation dialog.

How You Direct Purchase of Work Order Goods and Services

You can shop for work order items in the Purchase Requisitions work area.

Work order requisitions use a destination type of Work Order. As a work order requisition progresses through the procurement flow work, order information is stored in requisitions and purchase orders.

How You Buy Supplies for a Work Order

You can requisition items for a work order in two ways.

  • When creating a work order in the Maintenance work area, you can navigate directly to the Requisitions page in the Purchase Requisitions work area, you can shop for your items, and then return to the maintenance work order.

  • You can start directly from the Requisitions page in the Purchase Requisitions work area, do your shopping, and specify the work order details in the requisition before you submit it.

How You Requisition Work Order Items from Oracle Maintenance Cloud

You can shop for work order items as part of an integrated flow between the Maintenance work area, where you manage your maintenance documents, and the Purchase Requisitions work area, where you manage requisition documents. For example, when creating a work order in the Maintenance work area, from the Edit Work Order page, you click Review Purchased Item Details. This opens the Purchased Item Details page. Next, you click the Create Requisition button on this page to navigate directly to the Purchase Requisitions work area.

After shopping for items you need for your work order, you submit the requisition. A purchase order for your items is automatically created, and you're returned to the Maintenance work area. Both the procurement requisition and purchase order documents include work order details like work order numbers and sequence numbers from your maintenance work order.

How You Shop for Work Order Items

Need to buy some additional goods or services to support a work order? You can go directly to the Requisitions page, shop for your items, and apply the requisition to your existing, open work order. On the Requisitions page, you specify the work order identifier and the operation sequence for the work order that you want the requisition to apply to.

Work order details are included on Requisition and Purchase Order documents for reference, so you can keep track of things.

Required Roles and Setup for Work Order Direct Purchases

As a requester, you need the Manage Requisition of Items with Work Order Destination Type privilege to create requisitions with the Work Order destination type. To use this feature, your administrator has to enable support for Work Order destination types in Oracle Maintenance by selecting Allow direct purchases for work orders on the Manage Plant Parameters page.

How You Find and Track In-Progress Work Order Documents

When you view an automatically created purchase order for a work order, the work order number and operation sequence are visible on the Purchase Order Schedule page. You will find them under the Work Order Details section. They're read only, so you can't make any changes to them.

You can search for work order requisitions using the Work Order fields on the Manage Requisitions page. They're in the Advanced Search section.

Internal Material Transfers in Self Service Procurement

An internal material transfer in Self Service Procurement is a manual transfer of materials within or between organizations. Oracle Self Service Procurement Cloud supports internal material transfers for self service users, and for advanced procurement requesters. (Internal material transfers aren't supported for automated requests such as FBDI Import and Purchase Request Web Service)

Lifecycle tracking for the transfer orders used in the orchestration of the transfers is supported. Budgetary control and encumbrance accounting are supported for transferred expense destination items in requisition lines without project.

Both inventory and expense destination types are supported for internal material transfers.

Before you can enter internal material transfer requisitions, the Internal Material Transfers feature must be enabled for the Self Service Procurement functional area.

You must also have the following privileges to work with internal material transfers:

  • Create Requisition for Internal Material Transfers - let's you create internal material transfers requisitions in Self Service Procurement

  • Get Internal Transfer Requesting Organization Price - enables obtaining transfer prices from the requesting organization for an internal transfer order

  • Manage Inventory Transfer Order - allows the management of inventory transfer orders

For more information, see the Define Procurement Configuration Options chapter in the Implementing Procurement guide.

Source Organizations and Destination Types

Both inventory and expense destination types are supported for internal material transfers.

For expense destinations, the destination inventory organization is used as the preferred source organization. For inventory destinations, the source organization is determined based on supply source ranking information.

Source Organizations and Self Service Requisitions

When you search for an item in the Shopping Home page, items that are available internally are returned in the search result with an indicator and the text Internally Orderable. This way you know that the item can be potentially sourced internally even if it's a purchasable item.

The internal availability indicator is shown for these item configurations:

  • Item is only internally transferable

  • Item is both purchasable and internally transferable, whether the item is a master item or an agreement-backed item

The application transparently determines whether the item is available internally and can be fulfilled using an internal material transfer, or whether it must be purchased from an external supplier. When the item is available within the organization, the application determines the best way to source it.

Source Organizations, Rankings, and Advanced Procurement Requesters

As an advanced procurement requester, you can use internal material transfers to quickly request items. You can create requisition lines to balance time-sensitive inventory levels, or to transfer items between locations. Both expense or inventory destinations are supported.

Optionally, you can use the Select Supply Source page to manually select a source organization. Different source organizations are ranked based on previously established sourcing rules or using distance information.

Available inventory quantities are displayed along with the source organizations when Supply Availability Details for Internal Transfers is enabled in the Configure Requisitioning Business Unit task.

For planned items, the source organization ranking can be configured using the sourcing rules in Oracle Fusion Global Order Promising. For non-planned items, the ranking is determined using the distance values configured for the from and to organization pairs in the Manage Interorganization Parameters task.

See Setting Up Interorganization Parameters for Transfer Orders: Explained in the SCM Cloud Implementing Manufacturing and Supply Chain Materials Management guide.

Transfer Prices

A transfer price is the price that one subunit charges for the goods or services that it provides to another subunit of the same organization.

Transfer prices are automatically calculated and displayed directly in the requisition line for an internal material transfer and are updated according to the supply source chosen.

Transfer prices can be based on:

  • Cost

  • A price previously negotiated between two organizations

  • A financial trade agreement between the supplier organization and its immediate financial trade partner (either the requesting or an intermediary organization)

  • Other factors such as the item involved, sender organization, profit center, partner profit center and so on

Oracle Supply Chain Financial Orchestration when integrated with Oracle Procurement Cloud provides support for the transfer price calculation. For more information on how transfer prices are calculated, see Internal Material Transfer Price: How It Is Calculated in the Oracle SCM Cloud Implementing Manufacturing and Supply Chain Materials Management guide.

Budgetary Control and Encumbrance Accounting

Budgetary control and encumbrance accounting rules are supported for expense destination internal material transfers without project.

With funds checking, users can ensure that budget funds are available before a requisition for an internal transfer is submitted for approval. Funds reservation can occur on requisition submission or on completion of requisition approval depending on your budgetary control configuration. Insufficient funds override rules and approvers can be configured as part of your budgetary control setup. Find the page in the Setup and Maintenance work area, Financials offering, Manage Budgetary Control task.

Encumbrance accounting entries are created for transactions subject to budgetary control and encumbrance accounting when the Create Accounting ESS program executes.

For more information see Define Budgetary Control and Encumbrance Accounting in the Procurement Cloud Implementing Procurement guide.

Life Cycle Tracking and Change Management

Visibility into the life cycle of transfer orders, shipments, and receipts is supported from the Manage Requisitions task. In addition, Oracle Social Network is enabled for transfer orders to allow for real-time communication with an inventory manager.

Users can perform minor updates to transfer orders, such as reducing the amount of an item on a transfer order line, or requesting the cancellation of a transfer order line.

Approvals

As an advanced procurement requester, you can use internal material transfers to quickly request items, or to transfer items between locations, with control over the source of the item to choose the most appropriate option.

Inventory destinations and expense destinations are both supported. Both inter- and intra-organization transfers are supported. A requisition can include both transfer items and purchase requests.

Approval routing for requisitions including internal transfers works the same as it does for purchase requisitions. When the requisition is approved, a transfer order is automatically created. Transfer order activity is visible in lifecycle tracking for the requisition.

The Internal Transfer Requisition approval attribute let's you tailor the approval rules of requisitions for internal transfers to your business needs. For more information, see Approval Rules for Internal Material Transfer Requisitions: Explained in the Implementing Procurement guide.

Inventory Transfers in Self Service Procurement

You transfer items by including them in a requisition. A transfer item can be included in a requisition only if the item is configured to be internally transferable.

You can specify transfer items by:

  • choosing them from a catalog

  • adding them when entering requisition lines

  • adding them when updating, duplicating, or submitting a draft requisition

The requisition line detail allows selection of the Source Type (Inventory, or Supplier). The Source Organization is displayed. You can change it by clicking Select Source. For more information, see Supply Source Selection for Internal Transfer Requisitions: Explained.

Supply Source Selection for Internal Transfer Requisitions

As an advanced procurement requester, you can select a supply source for requisition line items that are sourced as internal.

When the source type is Supplier, the requisition line is for purchase from a supplier and will be fulfilled using a purchase order. When the source type is Inventory, the requisition line is an internal material transfer and will be fulfilled through a transfer order.

When adding or editing a requisition line, click Select Source to change the Source Organization. Alternatively, on the Edit Requisition screen, select the line in Requisition Lines and edit it. The Edit Line dialog box shows line details, including Source Organization. To change the source organization, click Select Source.

The Select Supply Source dialog includes a ranked list of possible supply organizations, along with information about them. Select the one you want and click OK to switch the line to the chosen supply organization.

Project Costing for Internal Material Transfers

In Oracle Self Service Procurement Cloud, you can request internally stocked items to fulfill project material requirements. Create internal requisitions for expense destination items and charge the transfer cost to projects by including project costing details in the distribution.

When entering project details in the distribution, you must consider these points:

  • When projects are provided, only one distribution is allowed for Internal Material Transfer to expense destination. This means, you won't be able to split the distributions for an Internal Material Transfer line which is going to expense and which has project details. If the Internal Material Transfer line going to expense already has multiple distributions, you won't be able to add project associations to distributions.

  • When projects are provided for Internal Material Transfers to expense destination, Budgetary Control and Encumbrance Accounting won't be supported.

  • Similar to purchase requisition lines, your preference project default will also apply to Internal Material Transfer to expense.

  • For inventory destination, you must opt in to Project-Driven Supply chain feature from Manufacturing and Supply Chain Materials Management offering and enable inventory organization for project tracking. When the feature is opted in, you can transfer common inventory to a project site and charge the expenditure to the project.

These are the capabilities that are supported:

  • Create project-striped internal requisition with an expense destination type

  • Create project commitment on requisition approval, this can be viewed in PPM

  • Create project-striped transfer orders with expense destination type

  • Charge the expenditure to the project at destination

These capabilities reduce project costs and improve agility by allowing you to aggregate common material demand across projects and allocate material and costs to projects when used.

Budgetary Control and Encumbrance Accounting for Expense Destination Internal Material Transfers

Budgetary control and encumbrance accounting is supported for expense destination internal transfer orders without project.

With funds checking, you can ensure that budget funds are available before a requisition for an internal transfer is submitted for approval. Depending on your budgetary control configuration, the funds will be reserved either at the time the requisition is submitted for approval, or when the requisition is approved.

Insufficient funds override rules and approvers can be configured as part of budgetary control setup.

Encumbrance accounting entries are created for transactions subject to budgetary control and encumbrance accounting when the Create Accounting ESS program executes.

Use the Requisition for internal material transfer transaction subtype to enable budgetary control of requisitions for internal material transfers.

Budget managers can decide whether to enable budgetary control for this transaction type. When it's enabled, Self Service Procurement will permit funds check and funds reservation for expense destination internal material transfers.

For more information see the Define Budgetary Control and Encumbrance Accounting chapter in the Implementing Procurement guide.

Transfer Pricing for Internal Material Transfers

The transfer price is the amount one sub-unit charges for the goods or services that it provides to another sub-unit of the same organization. You can see the transfer price displayed in the Price field for a requisition line for internal material transfer items, and in the Transfer Price field in Transfer Order pages.

The transfer price can be based on a number of factors, such as cost or pricing agreements between subunits, and is calculated through integration with Oracle Fusion Supply Chain Financial Orchestration.

The transfer price is re-calculated whenever there is a change to the source organization, requested delivery date, or quantity. In addition, when the requisition is submitted for approval, the application will retrieve the latest transfer price information.

For more information on how the Transfer Price is calculated, see Internal Material Transfer Price: How It Is Calculated in the Oracle SCM Cloud Implementing Manufacturing and Supply Chain Materials Management guide.

FAQs for Creating Requisitions and Internal Material Transfers

What's the difference between amount and quantity?

An amount is the cost in currency of an item, typically a service. A quantity specifies how many of an item (with a particular price) are being ordered.

The quantity of items is needed for ordering goods. You can change the quantity of goods before you submit the requisition.

What's the difference between an emergency requisition and a requisition flagged as urgent?

An emergency requisition reserves a purchase order number at submission. The purchase order number can be provided to the supplier to expedite the process.

An urgent requisition requires urgent processing, but doesn't have a purchase order number reserved at submission. You can mark an emergency requisition as urgent.

What's the difference between an emergency requisition and a standard requisition?

An emergency requisition reserves a purchase order number at submission. The purchase order number can be provided to the supplier to expedite the purchase process.

A standard requisition isn't assigned a purchase order until after it's approved.

You can search for your requisitions, including incomplete requisitions, on the Manage Requisitions page. You may also be able to access your recently saved requisition in the Recent Requisitions table on the Requisitions page.

How can I shop at a supplier's site?

In the Purchase Requisitions work area, you can search for an item from the Requisitions and Search Results pages. The Requisitions page is also informally known as the shopping home page. You may have an option to shop at a predefined, external supplier's site (punchout site). After shopping at the supplier's site, you are automatically returned to the Purchase Requisitions work area. If you return from the supplier's site with items, you are returned to the Edit Requisition page where you can see the goods from the supplier's site as lines in your requisition.

How can I change the supplier site and supplier contact for a requisition?

In some cases, you can change the supplier site from the default when ordering or editing a requisition, for example, when you order from a Smart Form enabled to be user-editable, or when you use the Enter Requisition Line page.

You can change the supplier site if you have selected a purchase agreement that allows ordering from unassigned sites. The Allow ordering from unassigned sites check box is available in both blanket and contract purchase agreements.

You can also change the supplier site based on the underlying agreement's configuration of the Order Locally check box. The supplier sites available to be selected are restricted to those assigned to the requisitioning business unit specified in your user preferences.

  • When the Order Locally check box is enabled for the purchase agreement, the supplier sites available you can select:

    • are assigned to the active requisitioning Business Unit,

    • are created in the active requisitioning Business Unit.

  • When the Order Locally check box is not enabled for the purchase agreement, the supplier sites you can select:

    • are assigned to the active requisitioning Business Unit,

    • but can be created in another Business Unit different from the active requisitioning Business Unit.

If you change the supplier site from the default, you can also change the supplier contact.

See Supplier Agreement Business Unit Access: Worked Example for more information.

How can I override the blanket purchase agreement price in requisitions for goods and services??

You can change the item price on the Edit Requisition page, the Enter Requisition Line page, and through the requisition import program when the blanket purchase agreement allows price override. You can modify the price within the price limit specified on the agreement line. If no limit is specified you can modify the price with any positive number.

Here's what you can do to override the price:

  • You can override price for goods and services in the Enter Requisition Line page when the BPA allows price override.

  • You can override price for service lines linked to BPAs when the BPA allows price override. You can change price in shopping pages and also in the Edit Requisition Page.

  • You can opt-in the Override Agreement Price on Requisitions feature to override the price of goods-based lines or quantity based items linked to the BPA. Using this feature, you can override the price of goods-based items added to the requisition from the catalog via search, browser, or shopping list. As a requisition preparer, you must first add the item to the shopping cart, and then update the item unit price on the Edit Requisition page.

  • The Allow Price Override indicator is on the blanket agreement line. Make sure that you configure the price limit field with the maximum price allowed to be used in the requisition.

  • You can overwrite the BPA price in the requisition import program by providing the BPA number in the file-based data import (FBDI) spreadsheet or in the Purchase Request Web Service payload. The BPA must indicate that price override is allowed for the item. If you don't provide the BPA number, and a BPA is automatically sourced, the BPA price will be enforced regardless of the price override indicator.

On the Search Results page, use the Sort By list to select how to sort the displayed items.

How can I create a new personal shopping list in My Shopping Lists?

When adding an item to a shopping list in the Add to Shopping List dialog, create a new list by clicking Create.

In the Shopping Lists page, click Manage My Shopping Lists and create a new personal shopping list from the Manage My Shopping Lists dialog.

How can I add items to a personal shopping list in My Shopping Lists?

Items can be added to a personal shopping list in a number of ways.

In the Shopping Lists page, view a shopping list by selecting it from My Shopping Lists. Select items in the list and click Add to Another Shopping List. Alternatively, when viewing an item after searching or comparing, select Add to Shopping List from the item's menu.

In the Add to Shopping List dialog, select the destination list. You can also create a new list by clicking Create.

How can I use social collaboration to get more information about an item on a requisition?

Use the Social link on the Requisition Details page to invite the requester to a conversation regarding an item.

For example, you are a project administrator who has created a requisition for a non-catalog item on behalf of the requester, but you need some more information before completing the requisition.

  • Click Social to open the Oracle Social Network window and share the requisition.

  • Click New Related Conversation and add the requester.

  • Post your question and optionally set a follow-up indicator to call attention to it.

The requester answers your question and you can complete the requisition and submit it for approval. The conversation remains with the requisition as a historical record.

Modify Requisitions Page

Modify the Requisitions Page Layout Using Page Composer

As an administrator with the correct security privileges, you can modify the layout of the Requisitions page using Page Composer. This topic covers how you can change the page layout from the default two-columns to one-column, and the width of the page to a fixed value.

The Requisitions page is the landing page for the Purchase Requisitions work area, and is also informally referred to as the shopping home page. Requesters, generally employees in your organization, can use the self-service page to place purchase requests for goods or services. You can use Page Composer to modify many pages in Oracle Applications Cloud, and there are many different types of page modifications you can make using Page Composer. This topic provides a specific example of a few changes an organization might make to the layout of the Requisitions page.

Before You Start

Before you can modify the layout of the Requisitions page using Page Composer, you must first create a sandbox.

To perform some tasks in this procedure, you must be proficient with using expressions with Cascading Style Sheets (CSS).

Modify the Column Layout

To modify the column layout of the Requisitions page perform these steps:

  1. Sign in to Oracle Applications Cloud.

  2. From the Navigator, under Procurement click Purchase Requisitions.

  3. On the Requisitions page, click your user image or name in the global header, and from the Settings and Actions menu click Manage Sandboxes.

  4. Select and activate your sandbox.

  5. On the Requisitions page, from the Setting and Actions menu click Edit Pages.

  6. In the sandbox, on the Selection pane, click the Structure tab.

  7. Click just outside of the Recent Requisitions region of the Requisitions page.

    A frame displays surrounding the region. Notice the Recent Requisitions and Recent Purchases regions of the page are framed together by default.

  8. On the Confirm Shared Component Edit dialog box, click Edit.

  9. Expand the Source pane to view the page group layout.

  10. In the structure of the page group layout, in the first panel grid layout element, notice from the field label the element includes the Recent Requisitions and Recent Purchases regions. Also notice there are two grid rows. The first grid row is empty. The second grid row has two grid cells.

  11. Hover the cursor over the grid cell labels to display text. Notice the first grid cell contains the Recent Requisitions region. The other contains the Recent Purchases region. These two regions correspond to the two columns in the first panel grid of the Requisitions page.

  12. Click the grid cell that contains the Recent Requisitions region.

  13. On the toolbar click the Cut icon.

  14. Click the first, empty grid row.

  15. On the toolbar, click the Down Arrow next to the Paste icon, and from the drop-down list select Paste Into.

    The grid cell you cut, for Recent Requisitions, is pasted into the empty grid row.

  16. Repeat steps 10 through 15 for the second panel grid layout element. Notice from the field label you can see the element includes the Top Categories and Purchasing News regions.

    1. This time, click the grid cell for the Top Categories region, cut it, and paste the grid cell into the empty grid row.

  17. In the Selection pane click Close to view the changes to the Requisitions page in the sandbox.

  18. While still in the sandbox, review the changes on the Requisitions page.

    You can now see the Requisitions page is in one-column layout, with the following regions from top to bottom: Recent Requisitions, Recent Purchases, Top Categories, Purchasing News, Request Forms, Information and Tips, Recently Viewed.

Fix the Spacing Between Regions

To fix the spacing between the regions on the Requisitions page, follow these steps:

  1. While still in the sandbox and on the Requisitions page, in the Setting and Actions menu, click Edit Pages.

  2. In the Selection pane, click the Structure tab.

  3. On the Requisitions page, click just outside of the region you want to adjust the spacing for. Notice a frame surrounds the region selected.

  4. On the Confirm Shared Component Edit dialog box, click Edit.

  5. Expand the Source pane to view the page group layout.

  6. In the page group layout structure, click the grid row you want to adjust the spacing for.

  7. Click the Edit Properties icon on the toolbar.

  8. In the Component Properties dialog box, on the Display Options tab, adjust the values for the Margin Bottom or Margin Top fields as needed to change the margins from 0 pixels to 15 pixels.

  9. Click OK.

  10. On the Selection pane, click Close to view the changes to the Requisitions page in the sandbox.

  11. Repeat steps 1 through 10 for each region for which you want to adjust the spacing.

Change the Page Width to a Fixed Value

To change the width of the Requisitions page to a fixed value, follow these steps:

  1. While still in the sandbox and on the Requisitions page, in the Setting and Actions menu, click Edit Pages.

  2. In the Selection pane, click the Structure tab.

  3. Click just outside of the Requisitions page title to display a frame around the page.

  4. On the Confirm Shared Component Edit dialog box, click Edit.

  5. Expand the Source pane to view the page group layout.

  6. At the top or root element of the structure, click the Simple Panel Close element.

  7. On the Confirm Task Flow Edit dialog box, click Edit.

  8. In the region structure click the Panel Group Layout: Vertical element.

  9. Click the Edit Properties icon on the toolbar.

  10. On the Component Properties: Vertical dialog box, click the Style tab.

  11. In the Width field, enter the following expression: #{bindings.Flow.inputValue == 'createReq' ? '1000px':''}.

    Note:

    Do not simply enter 1000 pixels in this field. The expression is coded to ensure this width only applies to the Requisitions page, and not all of the pages in the application.

  12. To place a shadow border on the left and right margins of the page, in the Other CSS field enter the following expression: box-shadow:0px 0px 7px 1px rgba(158,153,158,1);margin:auto;.

  13. Click Apply, then click OK.

  14. On Selection pane, click Close to view the changes to the Requisitions page in the sandbox.

  15. Once you have verified your changes in the sandbox, and are done making changes, you can publish the sandbox to put the changes into effect.

For more information about using sandboxes and Page Composer to modify pages in Oracle Applications Cloud, see the Sandbox Manager section and the Page Modification chapter of the Oracle Applications Cloud Configuring and Extending Applications guide, available on the Oracle Help Center.

Submit Draft Requisition

Expand Search

The items found in a simple search run on the Requisitions page appear in a list from which you can sort, compare, add to your shopping list, or add to your requisition. You can expand your search results by clicking Expand Search on the Search Results page.

How You Use Expand Search

If you search for ink pen, for example, the simple search performs a Match All Search Terms search. A matching item must contain all the search terms. In this example it must contain both the terms ink and pen. Click Expand Search to expand the search using Stemming, Fuzzy and Begins With criteria on any of the words in the search string.

  • Stemming: Matches words with their plural form and with their other tenses.

  • Fuzzy: Matches words with similar spelling and pronunciations.

  • Begins With: Matches words that begin with the word specified.

The following scenario shows how you might allocate costs to multiple charge accounts.

Scenario

The cost of the items is automatically charged to the charge account that your administrator has set up for you or your organization. Normally, you would use this charge account. However, you can create additional distributions of the charges. Here is an example of how you might do that:

  1. On the Edit Requisition page, select the line to split costs.

  2. In the billing area for the line click the add row icon.

  3. Update the row with the additional charge account and adjust the percentage splits for all rows.

  4. Click Submit to finalize your requisition.

FAQs for Submitting Draft Requisitions

Possible reasons why an item can't be found include:

  • You're searching on a partial phrase. The search engine returns items that exactly match each keyword. For example, searching for AB doesn't return item number AB22ZL. Use wildcard characters (such as AB%) to perform a partial match, or click on the expand search to add wildcard, stemming and fuzzy search.

  • The item isn't in the catalog you're searching.

  • The item isn't available to your organization, or you're not authorized to purchase the items.

  • Your search didn't match a defined keyword. The catalog administrator must provide search keywords for punchout catalogs, informational catalogs and smart forms.

  • The item appears only in a different language version of the catalog.

You can't edit the quantity for fixed price services lines for goods or services billed by a currency amount because quantity isn't applicable to these types of lines.

Why is the price on the Search Results page different from the price on the Edit Requisition page?

The application may have automatically applied price breaks or discounts, based on quantity, your location, or other factors.

When you create or edit a requisition, you can override the currency by selecting another for requisition lines that reference a contract purchase agreement.

Prices you enter on the Enter Requisition Line page default to the currency of the business unit. Prices entered in smart forms default to the currency set-up for the form, if any. Otherwise smart form prices default to the currency of the business unit.

In both the Enter Requisition Line page and a smart form, you can:

  • Enter the currency and price

  • Select any contract purchase agreement from the list of values

If the contract purchase agreement is in a different currency, you don't need to convert the price to the currency specified in it.

You can override a smart form currency only if User Editable is selected for the currency field in the smart form definition.

What happens if I add an approver?

Your company policies determine the approver for your requisition. You cannot change the default approver list, but if you have been given access you can add approvers. You cannot delete system generated approvers.

You can add approvers anywhere within your existing approval list. For example, your existing approval list is Manager A, Manager B, and then Manager C. You add Manager X. The approval now routes through Managers A, B, C, and then X, stopping at X.

You can bill to a project if you have an existing project number defined. After you set up default project values in your requisition preferences, project details automatically appear for billing. You can bill to one or more projects by editing the information in the billing region on the requisition line.

How can I change an incomplete requisition?

From the My Requisitions region of the Requisitions page, find the incomplete requisition. (You can also search for incomplete requisitions from the Manage Requisitions task.) Click on the requisition link and click Edit. Edit the requisition on the Edit Requisitions page.

You can charge a requisition line to different charge accounts or projects by splitting the distributions.

How can I edit a one-time address on a submitted requisition?

You can edit a one-time delivery address on a requisition that is not yet approved. Open and edit the requisition. If the requisition has been submitted but not yet approved, withdraw and edit it. On the Edit Requisitions page, click the Edit icon on the one-time address field, and make the changes. To edit the one-time address on multiple lines at once, you can select the lines you want to change and click Edit. When done making changes, click Save and Close, or Submit.

How can I find out if my requisition was approved?

The preparer can access requisition details in order to check the approval status. The preparer also receives a notification of the outcome of approvals (Approved or Rejected) after the approval process is complete.

How can I make sure that the tax attributes are correct?

On the Add Requisition Line page, there will not be any tax attributes set by default. After you populate the item information, click Generate Tax Attributes to generate attributes based on the item information

How can I modify configured items ordered from a supplier's site?

You can't edit an item's configuration details after returning from a supplier site to Oracle Fusion Self Service Procurement. In order to modify a configured item, you must remove the item from the requisition, access the supplier site again, and add the item with the new configuration.

How can I quickly reorder an item?

Items you order frequently can be added to a personal shopping list. You can quickly add those items to a requisition from the list. After searching for an item, from the search results, select Add to My Shopping List. Select any list you have created. You can also create a personal shopping list and add an item simultaneously. Create and manage shopping lists by clicking Shopping Lists drop down > Create Shopping List button on the Requisitions page.

How can I search for requisitions by item or by supplier from the Manage Requisitions Page?

You can search for requisitions that contain lines for a specific item from the Manage Requisitions page. This makes it easy to confirm whether a requisition exists for a particular item or not, without needing to know who might have ordered it.

Similarly, you can search for requisitions with lines sourced to a specific supplier from the Manage Requisitions page, without needing to know who might have created an existing requisition.

If the results of your search exceed a count of 5,000, a maximum of 5,000 randomly selected results will be displayed. This can be identified by the randomness of the creation dates of the returned results. One way to increase the likelihood of the returned results contains the requisition(s) you're interested in, is to limit your search results by specifying a value for the Created search attribute. For example, you could limit your search to requisitions created in the last 7 days, or last 30 days.

If the item doesn't exist in the catalog, place a noncatalog request by clicking Request Noncatalog Item under More Tasks.

From the Edit Requisitions page, click the Manage Approvals button.

When do I edit requisition lines?

Edit lines if you want to do any of the following:

  • Edit the default account information. This information is already entered for you based on your preferences and system setup, but you can change it unless:

    • The line has an inventory destination type.

    • Project information is specified, and charge account update is not allowed.

  • Alter information (such as delivery details) by line.

  • Add line-level attachments.

  • Add notes to the buyer.

  • Specify project information.

Why can't I choose a subinventory on an internal transfer item?

In some cases, you are unable to select a subinventory.

To be able to select a subinventory value for an internal transfer line item, all of the following must be true:

  • Subinventory selection for the item is enabled

  • The item has an on-hand item quantity recorded

  • The item is enabled for reservation

  • The item does not have any subinventory restrictions in the source organization, or the subinventory is tied to the item and source organization

Items assigned to a subinventory are restricted to that subinventory. Unrestricted items can be issued and received to any subinventory. Restricted items can only be issued and received to the subinventories on the list.

How can I resubmit a returned requisition to the same buyer?

The application uses configured buyer assignment rules to determine which buyer to assign to your requisition lines. However, your administrator can configure the application to assign returned requisition lines to the previously assigned buyer.

How can I assign all lines in a requisition to the same buyer?

If your administrator has enabled the Use Same Buyer for all Lines in a Requisition profile option, all requisition lines are automatically assigned to the buyer for the first line.

How can I perform funds checks with internal material transfers?

You can define control budgets for internal material transfer requisitions to expense destinations.

For requisitions that are subject to budgetary control, an implicit funds check is performed when the requisition is submitted for approval. Optionally, you can trigger a funds check from the Edit Requisition page by clicking Check Funds. If the funds check does not pass, an Error dialog box is displayed. Click View Funds Check Results to see the details.

Internal material transfer requisition lines and purchase requisition lines can be subject to different control budgets.

You can trigger a funds check from the Edit Requisition page by clicking Check Funds.

If the control budget is set to allow overrides, an override for internal material transfers can be requested when funds are insufficient.

How can I view transfer orders for internal transfer requisitions?

A transfer order is generated after a requisition is approved for Requisition line items sourced as Internal. Te transfer order number is displayed in the Order details panel of the Requisition and Requisition Life Cycle screens.

To transfer order details, click the transfer order number. The Transfer Order screen appears and displays the details.

Why can't I alter my transfer order?

Changes to a transfer order aren't allowed when budgetary control is enabled for the requisition.

How can I monitor, modify or cancel a transfer order?

On the Manage Requisitions and Requisition Details pages, the actions menu includes an option to view the requisition lifecycle.

On the Manage Requisitions page, clicking a requisition number link opens the Requisition Details page. When an internal transfer requisition is in progress, and a transfer order has been created, you can drill down to see the details of the requisition's transfer order.

For example, the transfer order number and its status are shown on the Manage Requisitions page. Click the transfer order number to display its details on the View Transfer Order page. You can also perform minor changes to the transfer order.

You can submit cancellations for quantities not yet shipped from the Requisition Details page.

You can monitor the progress of a transfer order using the lifecycle information for the requisition. You can see the transfer order status, and drill down to view shipments, and receipts.

FAQs for Create Noncatalog Requests

Use noncatalog requests to purchase goods and services not available in the catalog. You can use noncatalog requests to order goods billed by quantity, services billed by quantity, or goods or services billed by amount.

Use the Purchase Requisitions work area to create noncatalog requests. Select the new supplier check box if the supplier you want to order from isn't an approved supplier. With this selected, you can enter information for suppliers that aren't yet approved for use by your organization.

A catalog request is a request for any item that you can search for and select in the catalog.

A noncatalog request is a request for an item not found in the catalog. For noncatalog requests, information is manually entered for the item.

FAQs for Create Requisition from Catalogs

A punchout catalog consists of items that the supplier maintains. In the Purchase Requisitions work area, a requester can click a link to the external supplier site from the Requisitions page or the Search Results page. They can add items from the external site to their requisition.

Where do I check out goods purchased from a supplier's site?

After shopping at a supplier's site, you are returned to the Purchase Requisitions work area. If you return from punchout with items, you are returned to the Edit Requisition page where you can see the goods added as lines to the requisition. Follow the normal process to edit and submit the requisition.

How can I see cart details for punchout lines in my requisition ?

In the Purchase Requisitions work area, you can view the details of the shopping cart returned to the application after successfully adding a punchout item to your requisition.

On the Edit Requisition page, in the Requisition Lines section, select the punchout item line and select View Punchout Cart from the Actions menu. The shopping cart payload details for the last punchout site transaction are displayed.

You must be assigned the View Requisition Diagnostics privilege to access View Punchout Cart.

Details for the last punchout site transaction for your in-progress requisition are available for display even if the punchout line has been deleted. You can no longer access punchout cart details after a requisition is saved or closed.

Validation errors for punchout lines can occur when attempting to add punchout items from a punchout catalog, or when you submit your requisition. Click View Errors on the Error dialog to see details about any validation errors for the punchout items. Click View Punchout Cart on the Error dialog to see details about the item information returned from the punchout site.

Why can't I see cart details for punchout lines in my requisition?

In the Edit Requisition page, Requisition Lines region, the View Punchout Cart selection in Actions is unavailable if:

  • You aren't assigned the View Requisition Diagnostics privilege.

  • The requisition is an active requisition.

  • No punchout line was added to the requisition during your current active user session.

  • You have navigated to other tasks, other than adding local catalog items to the requisition.

What happens if I add items from punchout sites that reference contract purchase agreements in different currencies?

You can add items from punchout sites that reference contract purchase agreements with different currencies. The currency specified for the punchout item is preserved, and the price is not converted to the default currency.

Why does item information appear for some punchout items and not others?

If some information is not available for all the items returned from your catalog search, it could mean that not all attributes for that item are specified in the catalog. The catalog administrator maintains punchout search items.

Why do I have to search for an item again when I go to a punchout catalog?

Your catalog search can return items that are part of an internal or a punchout catalog. If the item you searched for is from a punchout catalog and is not enabled for item level punchout, you are taken to the punchout website where you repeat the item search.

Why is a search item no longer available on my personal shopping list?

Sometimes, an item in a personal shopping list displays the text: This item is not available. It means the item is no longer available to purchase. If the item is a punchout search item, no longer available means the item is removed from the punchout search index.

How can I add a punchout item to my personal shopping list?

If the item is loaded into the punchout search index and is available through content security (content zone), it will be returned in your search results. From there you can add it to your personal shopping list.

How can I add a punchout item to compare?

If punchout items are loaded into the punchout search index and are available through content security (content zone), the punchout items are returned in your search results. Select Add to Compare for the item.

You can shop only at internet sites to which Oracle Fusion Self Service Procurement directs you through a link. Your administrator sets up these sites.

What happens if I get an error accessing a supplier's site?

External supplier or punchout site errors can occur when you:

  • Test a punchout catalog connection from the Create Punchout Catalog page

  • Access a punchout site from pages such as Recent Purchases, Personal Shopping List, Compare Products and Product Details

  • Shop for a punchout item after navigating through the Process Requisitions page

An error dialog is displayed and a punchout log is created when a punchout site error occurs. Click View Log on the Error dialog to display diagnostic information in the Punchout Log Details window. This information can help you or your administrator identify and correct the problem.

If you receive a message that the supplier's site is not responding or cannot be reached, something is wrong with the connection between Oracle Fusion Self Service Procurement and the supplier's site.

If you receive a message that the user name or password is incorrect, your administrator must verify the site configuration. Your administrator is notified when a connection error occurs. Try again later.

What happens if I get an error adding a punchout item to a requisition from a supplier's site?

You can get an error when trying to access a supplier's punchout site, or when trying to add a punchout item.

Click the View Errors link on the Error dialog box to see details about field validation errors for the requisition punchout items.

Click the View Punchout Cart button on the Error dialog box to view the last punchout cart. The XML shopping cart payload details are displayed. See How can I see cart details for punchout lines in my requisition for more information.

After successfully adding punchout items to a requisition, validation errors can still occur when you attempt to submit the requisition. For example, a required attribute such as Category Name could be missing from an item in the cart returned by the supplier site. These validation errors, including the attributes received from the punchout site, are listed in detail in the Error dialog.

How can I create a shortcut to easily reorder an item?

There are two shortcuts that can be used to quickly reorder an item. For a single item, search for the item, select it, and click Add to Shopping List. To use the shortcut, select the item from the shopping list and add it to your requisition.

For an entire requisition (which can contain multiple items), from the Manage Requisitions page, select the requisition and click Duplicate.

How can I create a requisition for an item to be purchased on consignment?

If you have the privilege to request items with inventory destination type, you can create a requisition for consignment items on the Enter Requisition Line page. The source agreement list of value shows consignment agreements if the destination type for the line is inventory. Additionally, you can request consignment items using requisition import. The destination type must be inventory, and there must be an open consignment agreement for the item to be added to the requisition.

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.

An informational catalog contains instructions, procurement policies, and links for how to order items and services that may not be supported by the other catalog types. For example, an informational catalog could contain a link to an existing procurement policy or instructions page.

What's a public shopping list?

Catalog administrators create public shopping lists to make related groups of items available to preparers for requisitioning. For example, a list could contain 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 in, and whether the preparer has been granted access to the list.

Public shopping lists are created by procurement catalog administrators. The lists are a collection of items available to preparers in the Purchase Requisitions work area, for example, office supplies, or new hire kits. The availability of a public shopping list is based on which procurement BU the list is created in, and whether the preparer is granted access to that list.

With My Shopping Lists you can create your own personal shopping lists. Use these to quickly requisition items that you order frequently.

A smart form is used by catalog administrators to define noncatalog request forms.

Catalog administrators can define forms for multiple purposes: goods based or fixed price services based request types.

A smart form can contain default information and can be extended using information templates to collect additional information.

Information templates add additional attributes to a smart form to gather additional information from the requisition preparer.

Information templates can also be associated with items and categories.

Import Requisition

Import Requisitions

You can import requisitions into Oracle Procurement Cloud from other Oracle applications or other external applications.

Before You Start

Before you run the import process, you must have loaded the requisition data into the appropriate interface tables.

Note: You can load requisition data to interface tables using predefined templates and the Load Interface File for Import scheduled process. These are both part of the External Data Integration Services for Oracle Cloud feature.

For more information refer to the File-Based Data Import for Oracle Procurement Cloud guide on the Oracle Help Center.

Import Process

To run the process to import requisitions, follow these steps:

  1. In the Purchase Agreements or Purchase Orders work area, on the Tasks tab, open the Import Requisitions task.

  2. On the Import Requisitions page, click Submit New Process.

  3. On the Import Requisitions dialog, select one or more import parameters before running the process. The following table lists the available parameters and their descriptions:

    Parameter Description

    Import Source (optional)

    Use to match against the records in the interface tables to retrieve the right set of records for processing.

    Import Batch ID (optional)

    Use to match against the records in the interface tables to retrieve the right set of records for processing.

    Maximum Batch Size (optional)

    Use to limit the number of requisition lines that are batch processed. If the parameter isn't specified, the default value of 2500 is used as the maximum batch size.

    Requisitioning BU (required)

    Use to ensure only the records with the specified requisitioning business unit (BU) are processed.

    Group By (required)

    Use to specify grouping of requisition lines. Choices include: Item, Buyer, Category, Location, Supplier, and None. None means to group all requisition lines together.

    This field is dependent on the Requisitioning BU field. When you select a requisitioning BU, the value from the business unit's Group Requisition Import By field is displayed as a default here.

    Next Requisition Number (optional)

    Use to specify the next requisition number when none is specified in the requisition header interface table.

    Initiate Approval after Requisition Import (required)

    Set the value to Yes if you want imported draft requisitions submitted for approval immediately after the process completes.

    Error Processing (required)

    Select from the possible values All or Partial.

    All: The default value for this parameter. A requisition is created only if all the lines from the interface header pass validation.

    Partial: A requisition is created with only the lines that pass validation, even though some lines fail validation.

  4. Click Submit.

How Imported Requisitions are Processed

During the import process, the requisition levels are validated in succession: header, line, and distribution. Any records that fail validation are reported and not included in further processing.

The requisition lines are then grouped into individual requisitions and given unique numbers. Due to the grouping of lines, one record in a requisition header interface table may correspond to multiple created requisitions.

Requisitions that are valid, grouped, and numbered are then inserted into the main requisition tables.

Then either the Generate Orders program or the Requisition Approval process is initiated, depending on the:

  • Status of the requisition

  • Value of the input parameter Initiate Approval after Requisition Import

  • Value of the requisitioning business function configuration option Create Order Immediately After Requisition Import

In the event of an interruption such as a server stoppage, the job restarts automatically from the point of failure without having to reprocess the entire set of records.

Upload Lines Parameters

The following are parameters for Upload Lines.

Parameters:

  1. Document style of the agreement (in this case, Blanket Purchase Agreement): This read only field is populated by the application. It shows the document style of the agreement to which data is being uploaded.

  2. File Type: Upload file format. Possible values are CIF (the default), cXML, Tab-delimited text (TXT) and XML.

  3. File: Upload file name. It must be of the type selected for File Type.

  4. Primary Classification Domain: Product classification system such as SPSC or UNSPSC used to group similar items or services into categories. This field is shown only if the file type is CIF or cXML.

    1. For CIF files, if the primary classification domain field is left blank on the upload lines page, then the upload file should contain a maximum of one classification domain (under the classification code column) per line. If no classification domain is specified for a line, specify an SPSC code for the line.

      If you specify multiple classification codes for a line in the upload file, then the primary classification domain field cannot be left blank, and its value must match at least one of the multiple classification domains specified for a line or the file level classification code format.

    2. For cXML files, if the primary classification domain field is left blank on the upload lines page, then the upload file should only contain a maximum of one classification domain per line. If you specify multiple classification domains for a line in the upload file, then the primary classification domain field can't be left blank and its value must match at least one of the multiple classification domains specified.

  5. Apply Mapping: Use a map set for converting external values from the supplier, which don't exist in the application, to internal values used in the application.

  6. Supplier Content Map Set: This field is hidden by default and appears only if the Apply Mapping check box is checked. This field contains the map to use for external to internal values conversion.

  7. Continue editing after successful upload: This field has two possible values, Yes or No. It functions differently depending on who's carrying out the upload and whether the agreement is being created or changed.

    Agreement Authoring: If the buyer is performing the upload, then setting the value of this field to No automatically submits the BPA for approval once loading is successfully completed.

    If the catalog administrator or the supplier is performing the upload, setting the value to No automatically transfers the BPA back to the buyer for review once loading is successfully completed. The buyer then initiates the approval process.

    For all three roles, setting the value to Yes means the user retains control of the document at the end of a successful upload process.

    Agreement Change Order: For all three roles, setting the value to No automatically submits the document for approval. Note that there is no transfer to the buyer for review even if the role is a catalog administrator or supplier.

    For all th three roles, setting the value to Yes means the user retains control of the document at the end of a successful upload process.

  8. Error Threshold: An integer specifying the maximum number of errors allowed before the loader abandons processing of the remaining lines in the upload file. For example, if the error threshold is two, the loader abandons processing when its error count reaches three, which is above the threshold value of two. If some lines are processed successfully, the loader passes them to PDOI which will attempt to update the agreement with them .

Update Draft Requisition

Many factors determine whether your requisition is eligible for change. If the requisition is on a purchase order, then you can't change the requisition. You must submit a purchase order change order. Through a change order, you can change the purchase order and modify the requested delivery date, adjust the quantity, cancel one or more lines, or cancel the entire order. You can reduce the quantity as long as it's greater than or equal to the quantity received.

Requisitions that are approved and not placed on a purchase order can be edited. Editing a requisition withdraws it from approval. After your edit is complete, resubmit the requisition for approval. Cancellations of approved requisitions or requisition lines not placed on purchase orders don't require approval.

Approve Requisition

Reject Requisition Request

How Requisition Approvals Based on Budgetary Control Are Routed

Funds override is approved as part of the document approval process, using the override rules set up for the control budget. Your organization sets up approval rules for requisitions using the Manage Requisition Approvals task, in the Approval Management functional area.

The override approver for the requisition is identified automatically, based on the setup for the control budget, and added to the end of the approvers list. Use the Manage Approvals action in the Edit Requisition page to see the override approver added to the approver list. The funds override, or reservation of funds, occurs after all approvals are secured.

View the Reserved Funds in the Requisition

You can see whether funds override is approved on the requisition.

  1. The Funds Status displays the value: Reserved.

  2. Click Reserved to open the Funds Reservation: Requisition dialog.

  3. The dialog displays the message, "Override was taken."

How can I reject individual items on a multi-item requisition?

You can't selectively approve or reject individual items. You can edit a requisition to add or delete items, modify requisition quantity, and then approve the requisition. If the approver needs to reject specific lines on the requisition, the approver should reject the entire requisition. The approver can include comments on the Worklist task to highlight the rejection reason. The preparer then must update the requisition and resubmit it for approval.

FAQs for Request Requisition Information

What happens if I need more information about the requisition before I approve it?

You can view requisition details and document history on the Worklist task.

FAQs for Review Requisition Request

How can I edit a requisition pending my approval?

If you are an approver and have the privilege to edit a requisition, click the Edit Requisition link from the Worklist task.

What happens if I begin modifying the requisition as an approver?

If you begin modifying the requisition, no other approvers can take action. The requisition will resume or restart the approval process after you submit the changed requisition. You must submit the requisition before you can start working on other requisitions.

What happens to the approval routing of the requisition after I submit changes as an approver?

Depending on the application setup for the requisitioning BU, the approvals will either be restarted from the beginning, or will continue on the current approval path.

FAQs for Approve Requisition Request

When do I approve a requisition after I submit changes as the approver?

A requisition is automatically approved by an approver, who makes any needed modifications and submits the requisition. However, the requisition will continue to be routed for approvals if there are additional approvers.

Reassign Requisition

How You Update Preparer and Requester

Reassign procurement transactions if an individual leaves your company, changes business units, changes job roles, or is on a leave of absence. Reassigning procurement transactions ensures that transaction flow is maintained.

Use the Update Preparer and Requester page to perform reassignments. You can update the Entered by person for the requisition, the requester attributes on requisitions, and requester attributes on purchase orders.

How You Update Preparer and Requester

From the Update Preparer and Requester page, you can:

  • Replace a preparer if the requisition contains at least one line that's pending approval.

  • Replace a requester if the following conditions are met:

    • Requisition line is pending approval.

    • Approved requisition line that's not associated with a purchase or transfer order.

    • Approved requisition line that's associated with a Purchase Order line schedule with status not finally closed, or canceled.

    • Purchase Order Distribution line with schedule status not finally closed, or canceled.

    • Purchase Order Distribution line that's a part of a change order with status not canceled or processed.

  • Replace a change initiator on Purchase Orders with status not canceled or processed, and that were initiated by a preparer.

How You Restart Approvals for Pending Requisitions

To automatically restart approvals when requisitions with status Pending approval are updated, set Restart Approval After Submission to Yes on the Update Preparer and Requester page.

FAQs for Reassign Requisition Request

From the Manage Requisitions page, you can reassign one or more requisitions to a new owner. Select the requisitions and then select Reassign from the Actions menu. In the Reassign Requisition dialog box, specify the new owner.

Select Send notification to this person to send a notification to the new owner about the reassignment.

The assignee becomes the Entered By person and can view and modify the requisitions as though they were the original preparer.

You can reassign requisitions in any status (Canceled, Incomplete, In process, Approved, Rejected, and Returned).

By default, you can reassign only requisitions that you created. If you have the permission to reassign requisitions created by others, you can reassign any requisition you are allowed access to on the Manage Requisitions page.

How can I set up vacation handling?

You can set up vacation handling for approvals in the Worklist application.

Amend Requisition

This topic describes how to withdraw and edit a requisition.

In this scenario, you want to change the item quantity on an existing requisition in Pending Approval or Approved status. To withdraw and edit the requisition:

  1. From the Navigator, under Procurement, click Purchase Requisitions.

  2. Click Manage Requisitions.

  3. In the Search results section of the Manage Requisitions page, locate the requisition you want to modify and select it.

    To withdraw and edit the requisition, it must be in Pending Approval or Approved status, and not placed on purchase order.

    Note: You can't withdraw and edit a requisition that's placed on a purchase order. Instead you must create a purchase order change order to make changes to the associated purchase order. To do this, select the Edit Order option from the Actions menu.
  4. From the Actions menu, select Withdraw and Edit.

  5. Click Yes on the Warning dialog box.

    The requisition is removed from the approval process, or from Approved status.

  6. On the Edit Requisition page, in the Requisition Lines section, update the quantity for the line you want to change. Notice the Amount is recalculated.

  7. Enter a justification for the change.

  8. Click Submit.

  9. Click OK on the Confirmation dialog box.

  10. On the Manage Requisitions page, notice the Status of the requisition is changed to Pending Approval.

  11. Click the Requisition number to open the document.

  12. On the Requisition page, review the changes you made. You can also check the approval status of the requisition.

  13. Click Done to return to the Manage Requisitions page.

FAQs for Update Requisition

Why can't I view all my orders?

A purchase order that's not open can't be viewed. Also, you might not have the permission to view order details.

Select multiple lines on the Edit Requisition page. On the table, Click Edit. Changes made to the line will overwrite information on selected lines.

Submit Requisition

What happens to a submitted requisition?

After you complete and submit a requisition, your approvers receive it. Your requisition will either be rejected, or approved. Approved requisitions then become orders with the appropriate supplier.

Manage Requisition Life Cycle

Requisition Life Cycle refers to the complete business flow, starting from requesting goods or services, to receiving the goods or services, and suppliers being paid.

By viewing the life cycle of a requisition, you can find out the latest status of requested items. You can also see if there are issues with a requisition, or simply get an overview of all processing information associated with a requisition or requisition line.

Status icons may appear at the start of requisition lines, depending on a line's status. For example, a warning icon is displayed at the start of rejected lines. Hover your mouse over a status icons to display details about the status of the line.

Displayed requisition life cycle information is grouped by negotiation or purchase order, if one exists. For example, if all lines on the requisition are placed on one purchase order, all the related downstream documents are visible on one page. If the lines on the requisition are placed on two purchase orders, the life cycle information can be viewed separately for the two groups of requisition lines.

Life Cycle Information

Summary information on the Requisition Life Cycle page can include (depending on application configuration):

  • Requisition Lines

  • Negotiations

  • Orders

  • Shipments

  • Receipts

  • Invoices

If permission is granted to view the details of these documents, it's possible to drill down further to view:

  • Negotiation Details

  • Order Details

  • Shipment Details

  • Receipt Details

  • Invoice and Payment Details

Review a Requisition Life cycle

You can review the life cycle of a requisition.

In this scenario, you want to review how a requisition is progressing by reviewing its life cycle. To review the life cycle of a requisition:

  1. From the Navigator, under Procurement click Purchase Requisitions.

  2. The Requisitions page lists the requisition-related tasks you can perform.

    Click the Manage Requisitions link.

  3. On the Manage Requisitions page, you can search for a requisition, or select a requisition from the requisition list in the Search results section.

    For example, you can search for a requisition by entering the document number in the Requisitions field, and then clicking Search.

  4. In the Search Results section, locate the requisition you want to review and click the requisition number to open the document.

  5. On the Requisition page, in the Requisition Lines section, you can click the View Line Life Cycle icon to view the life cycle information for each requisition line.

  6. On the Line Life Cycle page you can:

    • View basic line information.

    • View basic information for related documents such as orders, shipments, receipts, and invoices.

    • Click the Expand or Collapse icon to show or hide the basic information in each section.

  7. Click Done when you have finished reviewing line life cycle information.

  8. On the Requisition page, you can also click the View Life Cycle button to view the information for the entire requisition.

  9. On the Requisition Life Cycle page you can:

    • View the life cycle of the entire requisition.

    • View the status of requisition-related documents such as purchase orders, shipments, receipts, and invoices.

    • Click the order number, shipment number, receipt number, and invoice number links to drill down into each record for additional details.

    • Click the Expand or Collapse icon to show or hide the basic information in each section.

  10. Click Done when you have finished reviewing requisition life cycle information.

Cancel Requisition

This procedure describes how to cancel a requisition with no purchase order, and a requisition with an open purchase order.

To cancel an open requisition with no purchase order:

  1. From the Navigator, under Procurement, click Purchase Requisitions.

  2. The Requisitions page lists all the requisition tasks that you can perform. Click Manage Requisitions.

  3. The Search Results area of the Manage Requisitions page includes detailed information about your requisitions. Locate the requisition that you want to cancel, the one that doesn't have a purchase order.

    In the Order column no order number is displayed, and there is no Order Status.

  4. Click the Requisition number to open the requisition.

  5. On the Requisition page, click Actions > Cancel Requisition.

  6. On the Cancel Requisition dialog box, enter the reason for the cancellation in the Reason field, and then click OK.

  7. Click OK to confirm the cancellation.

  8. On the Requisition page notice the Status is changed to Canceled.

  9. Click Done.

To cancel a requisition with an open purchase order:

  1. On the Manage Requisitions page, in the Search region, enter the requisition number in the Requisition field.

  2. Click Search.

  3. In the Search Results, notice the Order number is displayed and the Order Status is Open.

  4. Select the line for the requisition.

  5. From the Actions menu, select the Cancel Requisition option.

  6. On the Cancel Requisition dialog box, enter the reason for the cancellation in the Reason field, and then click OK.

  7. Click OK to confirm the cancellation.

  8. Click Done.

  9. On the Manage Requisitions page, you can check the status of the order for the requisition you canceled. The Order Status displays Canceled.

  10. Click Done.

For requisitions on approved purchase orders, your changes are made to the purchase order through change requests. From the Requisition Details page, you can access pending change requests until they are approved. You can also access the latest version of the purchase order. From the Document History page, you can view all submitted change requests to the purchase orders associated with the requisition.

Cancellation of lines on purchase orders are also handled through change requests.

Changes to purchase orders are not reflected on the requisition. The purchase order contains the most up-to-date information.

If the line status is incomplete, the line is marked for deletion. When you click Save and Close, the line is deleted.

If you delete a line for which the status isn't incomplete, the cancel operation is completed before you save and close.

Cancel Requisition Lines Using a Spreadsheet

As an authorized procurement user you can cancel requisition lines in batches using a spreadsheet. For example, you can review requisition lines that have been inactive for a long period of time. If they're overdue for cancellation, you can update their status to free up reserved funds.

Follow these steps to cancel requisition lines using a spreadsheet:

  • Select and download requisition lines to a spreadsheet.

  • Review the lines in the spreadsheet and update their status to canceled.

  • Upload the spreadsheet to update the application.

Before You Start

Before you can cancel requisition lines using a spreadsheet, you must install the Oracle ADF Desktop Integration client software on your computer. The add-in enables desktop integration with Microsoft Excel workbooks. Download the installation files from Navigator > Tools > Download Desktop Integrator Installer.

Select and Download Requisition Lines

Follow these steps to select and download requisition lines to a spreadsheet:

  1. Open the Cancel Requisition Lines in Spreadsheet task. (Navigator > Purchase Requisitions work area > Requisitions page > More Tasks drop-down list > Cancel Requisition Lines in Spreadsheet task).

    Note: To see the task you must have the Cancel Requisition Line in Spreadsheet privilege. This privilege isn't delivered with any standard reference roles. Authorized procurement users must be assigned the privilege.
  2. In the Cancel Requisition Lines in Spreadsheet dialog, enter criteria to select the lines you want to review for cancellation.

    Selection Criteria Required? Comments

    Requisitioning BU

    Yes

    You must enter a requisitioning business unit.

    The default value is derived from the current requisitioning business unit from your user preferences on the Edit Requisition Preferences page.

    Entered By

    No

    You can enter the name of the requisition preparer to limit the requisitions you want to review for cancellation.

    From and To Creation Date

    No

    You can enter a date or date range during which the requisitions were created.

    From and To Budget Date

    No

    You can enter a date or a date range for the budget associated with the requisition line distributions. The budget date range selection criteria is displayed only if budgetary control is enabled for the requisitioning business unit.

    Exclude Project Related

    No

    You can opt to exclude requisition lines that are project-related.

  3. Click Create in Spreadsheet. All requisition lines matching the selection criteria are downloaded to an ADFdi spreadsheet. In addition, the lines downloaded include only those in Approved status, and not placed in any purchase order or transfer order.

    Note: Externally managed requisitions, created using the Purchase Request web service, aren't downloaded to the spreadsheet. They must be canceled using the web service.
  4. In the Opening CancelRequisitionLines.xlsx dialog, select Open with Microsoft Office Excel, then click OK.

  5. In the Connect dialog, click Yes.

  6. In the Oracle Fusion Applications Sign In dialog, enter your User ID and Password, and click Sign In.

Review the Lines and Update Their Status

Follow these steps to use the Cancel Requisition Lines spreadsheet to review the downloaded requisition lines and update their status:

  1. In the Cancel Requisition Lines spreadsheet, there are two tabs: Instructions and Cancel Lines. Click the Cancel Lines tab.

  2. In the Cancel Lines tab, the list of selection criteria used to download the rows of requisition lines is displayed.

    1. Review the lines in the spreadsheet and determine which to cancel.

    2. For each line in the spreadsheet you want to cancel, enter a Reason for the cancellation. For each Reason you enter, a triangle icon displays in the Mark for Cancellation column.

Upload the Spreadsheet to Update the Application

Follow these steps to upload the edited spreadsheet and update the application.

  1. In the Cancel Lines tab on the spreadsheet ribbon, click the Upload icon.

  2. The Status column for each row displays the processing status for the uploaded requisition line.

    1. Processed rows show the status: Row Updated Successfully. Click the Status Viewer icon on the spreadsheet ribbon. In the Status Viewer pane you can see the message: No Error.

    2. Rows with an upload error show the status: Update Failed. Click the Status Viewer icon on the spreadsheet ribbon. In the Status Viewer pane you can examine the error details.

You can work in small batches. Take action on a few rows and upload them. After successful processing, you can click the Download icon in the spreadsheet ribbon to download the updated lines. The same combination of selection criteria used to create the original spreadsheet are used to retrieve the lines. Any lines that were updated to Canceled status are removed from the results. When all processing is complete and you're done canceling lines, close the spreadsheet.

Track Requisition Lifecycle

Document history is a view of a sequential list of all actions that were performed on a given requisition.

Document history can include:

  • Approvals (for example Submitted, Approved, Rejected)

  • Approvals and change information for purchase orders to which requisition lines are sourced.

  • Changes (for example Change Submitted, and Change Approved)

  • Other Actions (for example Canceled, Returned, or Reassigned)

Document History Table

View document history from the Manage Requisitions page or from the Action menu on the table, after selecting a requisition.

The Document History Table captures the following items:

  • Action Performed

  • Performed By

  • Action Date

  • Reference Document

  • Additional Information

Actions

Links within the document history table display additional information or take you to an additional page.

The following table lists possible document history table links and, when clicked, the information they show, or where they lead:

Link Takes user to:

PO Number (in Reference Document column)

View Order page in Oracle Fusion Purchasing

PO Change Order Number (in Reference Document column)

Review Changes page in Oracle Fusion Purchasing

Submit (as displayed in the Action Performed column)

Shows the approval path for the requisition, including any approval actions already taken.

Submit purchase order (as displayed in the Action Performed column)

Shows the approval path for the purchase order, including any approval actions already taken.

Submit purchase order change (as displayed in the Action Performed column)

Shows the approval path for the change order, including any approval actions already taken.

You can view the status of requisitions in the My Requisitions table and on the Manage Requisitions page.

Status Description

The following table lists all requisition statuses and their descriptions.

Requisition Status Description

Approved

A requisition is approved if on initial submission for approval it was approved.

The requisition retains the status of approved unless all the active lines on the requisition have a different status. Then, the new status is rolled up to the requisition header.

Note: An approved requisition can contain lines with other statuses such as returned, withdrawn, rejected, and so on. For example, a requisition with multiple lines is approved, so both the header and the lines are approved. If a buyer returns a line, the header and line remain approved with the exception of the returned line, which will have the status of returned. If a line from the approved requisition is withdrawn, the status remains the same for the other lines and header.

Canceled

A requisition is canceled if all the lines on the requisition except for those with a status of split or replaced have a status of canceled.

Pending Approval

A requisition line that's submitted but hasn't yet gone through the approval process is pending approval. A requisition is pending approval if all the active lines on the requisition are pending approval.

Incomplete

A requisition is incomplete when it not submitted for approval or when all the active lines have a status of incomplete.

Rejected

A requisition is rejected if all the active lines on the requisition have a status of rejected (all the active lines were rejected during the approval process).

Returned

A requisition is returned if all the active lines on the requisition have a status of returned (all the active lines on the requisition have been returned by the buyer).

Withdrawn

A requisition can be withdrawn after submission for approval if, for example, modifications to the requisition are required. This gives the requisition withdrawn status.

What's an active requisition line?

An active requisition line is actionable by the preparer. Active requisition lines do not have a status of canceled, replaced, or split. Migrated requisition lines are not considered to be active.

Why are some requisition actions menu items not available?

Some actions may not be available for a requisition depending on its status. For example, if a requisition has a status of incomplete, the Delete action is available. After a requisition is submitted, it can no longer be deleted and must be canceled instead. In this case, the Cancel action is available instead of the Delete action.

What's a replaced requisition line?

A requisition line can be replaced by the buyer if the requested item must be sourced from a different supplier.

What does it mean when it says my requisition requires attention?

As a preparer, you must rework requisition lines with a status of incomplete, rejected, returned, or withdrawn.

If your order is canceled, it may mean that the buyer has decided to place your items on a different order. An order status of On Hold may also be temporary. Contact your purchasing department for information. If the buyer made an error and canceled your request, you must create another requisition.

Process Requisition Lines

Evaluate Approved Requisition Lines

Use the Process Requisitions page to search for, select and group existing requisition demand, to create procurement documents. You can find the page in the Purchase Agreements or Purchase Orders work areas, using the Process Requisitions task.

Search for requisition lines using entered or saved search parameters. Select all requisition lines that meet your procurement needs. Once you have identified the appropriate requisition lines, you can add them to the document builder and create your order or negotiation. Define the document builder outcome using document type, document style, and line grouping.

When the application is configured to copy descriptive flexfields from requisition headers or lines to corresponding purchase order headers or lines, you cannot group requisitions and requisition lines. If you manually enter multiple lines in the Edit Document Builder page, line grouping options are disabled in the Actions drop-down list.

As a buyer, you can use the Document Builder on the Process Requisitions page to create procurement documents from requisition lines you have selected. To use the Document Builder, navigate to the Purchase Orders work area's Process Requisitions task.

How You Select a Document Type

When you add requisition lines to the Document Builder, the Add to Document Builder dialog box displays. In the document Type field, you can indicate the type of document that you're planning to build from the selected requisition lines.

  • Create a new purchase order.

  • Add to an existing purchase order that's still being authored or drafted.

  • If your organization has implemented Oracle Fusion Sourcing, you can also initiate drafting a new negotiation document like an auction or request for quote.

If you select New Negotiation, you can then select additional negotiation attributes. If you're not familiar with these attributes, defaults are provided. For more information you can also refer to the related topics listed at the end of this topic.

How You Group Requisition Lines

On the Process Requisitions page, in the Document Builder pane, requisition lines appear as individual lines. Similar lines may be combined together into a single order line based on your setup. Click the Edit button to open the Edit Document Builder page. Use the page to see and adjust how multiple requisition lines should be combined on the resulting order. From the Actions menu in the Document Builder Lines section, you can select from three options to control requisition line grouping:

  • Group Lines Using System Defaults

    With this option, you rely on the application settings that determine whether each requisition line fulfilled in the document should have its own order line, or should be combined with other requisition lines.

  • Group Lines Manually

    With this option, you provide the order line number for each requisition line. You decide which requisition lines should be combined into a single order line and which requisition lines should have their own order line.

  • Do Not Group Lines

    Use this option to ensure that each requisition line has its own order line.

You can switch between these options to see how they affect your purchase order line numbers before selecting the final option. For example, you could start using the application defaults. Then you could switch to manually grouping to adjust a few of those defaults. To revert your changes, you could switch back to using the application defaults and the application recalculates the order line numbers.

Reassign Requisition Lines to Buyer

If the requisition line should not be used in a procurement document, you can return it to the requester. For example, as a buyer you might require additional information before processing a line into a purchase order.

If the requisition line should be assigned to a different buyer, you can reassign it.

Analyze Requisition Lines

Some of the most common searches are predefined for you to use. You can modify saved searches to meet your needs, or create your own.

Requisition Line Searches

Although the Procurement BU that you specify narrows down the available requisition lines you can process, search is your primary tool to consolidate random requisition lines into a collection of just those you're interested in.

Basic search is accomplished by simply filling in a few of the provided fields. With advanced search, you can perform queries that require entries to find matches using a relationship other than just an equal to match as is done in a basic search. Optionally you can choose from the Saved Searches list that lets you save and reuse any frequently used set of search criteria.

On the Process Requisitions page, these saved searches appear as options in the Saved Search field.

Predefined Saved Searches

This type of saved search has already been created for you.

Some examples are:

  • My requisition lines that failed automation

    Requisition lines assigned to you that require some analysis to determine further action after failing automatic document creation. For example, a requisition line that is still in the requisition pool despite having one of the following:

    • The line references a procurement card.

    • The line references an emergency purchase order number.

    • The line references a source agreement that's configured for automatic ordering.

  • My requisition lines requiring negotiation

    Requisition lines assigned to you for which you need to create a negotiation.

  • All my requisition lines requiring action

    This saved search shows all requisition lines in your processing queue.

Personalized Saved Searches

You can change some attributes of a predefined saved search by selecting Personalize. For example, you could set the "My requisition lines that failed automation" search to be the default search when you open the page.

How You Create Saved Searches

If you often have the need to look up the same combination of requisition lines, you can save your basic or advanced search as a saved search. Simply enter your criteria in either basic or advanced search and click Save.

Update Requisition Lines

Split a Requisition Line

A requisition line can be split into multiple requisition lines that can represent the same or different items. For example, if the requisition line quantity is so large that a single supplier can't fill the entire order, then the order must be split to be filled by more than one supplier. Additionally, if you have a requisition line item that contains parts that you want to order as unique items, you can expand the requisition line into several lines. Use the Split window to split an existing requisition line into multiple requisition lines. Any new requisition lines can then be split as well.

In this scenario you have decided to split the requisition between two suppliers. To do that, you must split the original line, and then include each line in a separate purchase order for the supplier. This table shows the split lines for an original requisition line where the quantity was 50.

Requisition Line Item Line Description Quantity UOM

1050555

2

ZL455-S505

Green Satellite Laptop

30

Each

1050555

3

ZL455-S505

Green Satellite Laptop

20

Each

You decide to purchase 30 units from Atlantic Tech and 20 units from Acme Office Supplies. Once you select the line and apply the Split action, you can enter the new quantities for the split requisition lines:

Split a Requisition Line
  1. Select the requisition line to be split.

  2. Select Split from the Actions menu.

  3. The Split window opens with the original line and a duplicate of it with zero quantity.

  4. Change the original line quantity and the new line quantity.

  5. Click Save and Close to return to the Process Requisition work area.

Budgetary Control Restrictions on Split or Update Actions for Requisition Lines

As a buyer, you can split or update a requisition line when processing it into a purchase order, under the following conditions.

  • When budgetary control isn't enabled for the requisitioning business unit.

  • When budgetary control is enabled for the requisitioning business unit; and the requisition line isn't subject to budgetary control, based on the budget date and account or project.

To process a requisition line into a purchase order, use the Process Requisition task in either the Purchase Agreements or Purchase Orders work area.

Disabled Requisition Lines

Disabled lines are lines on a requisition that can't be updated by a preparer or approver. Disabled lines can have one of the following statuses:

  • Approved

  • Replaced

  • Split

  • Canceled

A preparer can edit only lines with a status of rejected, returned, withdrawn, or their own newly created lines. To edit an approved line, the preparer must first withdraw the line. This changes the status of the line to withdrawn.

An approver can edit only lines with a status of pending approval, or new lines created by the approver.

FAQs for Process Requisition Lines

How can I update a requisition line from the catalog?

If an item on a requisition line should have been ordered from the procurement catalog, but was not, you can easily access the procurement catalog from the Process Requisitions page and replace the incorrect item with the equivalent catalog item. Use the Update from Catalog action, and then select the replacement item in the catalog.

Use the View Requisition Lines page to search and view requisition lines, including the life cycle of the requisition line.

Use the Process Requisitions page to take actions on requisition lines:

  • Place requisition demand onto purchase orders or negotiations

  • Return requisition lines to requesters

  • Reassign requisition lines to another buyer

  • Modify requisition lines by either splitting the line quantities or replacing the line item with a catalog item

What does lines being processed mean?

Lines being processed refers to requisition lines that the buyer is currently working on. This includes lines placed on a draft PO, lines created by the buyer during a split, or a original requisition line that was split or replaced (updated in the catalog) and for which processing isn't complete.

Transaction Console

Manage Workflow Transactions

After workflow tasks are created, it's helpful to keep track of them and jump in when you need to, especially when something goes wrong. If you have the appropriate roles, you can monitor and troubleshoot workflow tasks for others and for yourself. Use the Transaction Manager: Transactions page in the Transaction Console work area to manage transactions. A transaction is a business process that involves a workflow task.

  • Track transaction statuses and get spreadsheets with information about transactions.

  • Download and review diagnostic logs for transactions with errors.

  • Depending on what's going on with the transaction and what roles you have, you might be able to, for example, reassign or recover the transaction.

Find Transactions

Follow these steps:

  1. Click Navigator > Tools > Transaction Console.

  2. If you see tabs, click the Transaction Summary tab.

  3. On the Transaction Manager: Transactions page, check the Last Refresh time stamp after the page title to see when the transaction statuses were last updated. Click the Last Refresh icon if needed. You can refresh any time as long as someone else didn't already start a refresh.

    • You can also set the Refresh Transaction Administrator Console Transaction Status scheduled process to run on a schedule, to automatically refresh the statuses on a regular basis. Start by setting it to run once every hour, and then see how it goes and adjust from there.

    • If you open the details for a specific transaction (step 5), its status also refreshes and you see the latest on the details page.

  4. The page shows transactions with a default Status filter applied, for example Failed. You can remove this filter to get results for all statuses. Or, use the searches and filters to apply your own criteria, for example, to find transactions that are priority 1 or submitted by a specific person.

    • You can use the search to find results based on keywords in the Name or Process Name column, or specifically use the Name or Process Name filters. Name is the person or object the workflow task applies to, and the process reflects the type of workflow task.

    • You can personalize filters to add or hide filters, and create saved searches for future use.

  5. Act on the transactions right there from the results table, or click the transaction in the Name column to see details, such as diagnostic information for failed transactions, and go from there.

Act on Transactions Without Opening Details

Here's what you do:

  1. Select one or more transactions from the results table.

  2. Optionally use the Priority menu to set an issue priority, so that you can later filter on the priority to find these transactions.

  3. Open the Actions menu and select an action. If you selected more than one transaction, you see only the actions that can apply to all of them.

Use Transaction Details

What you can see and do in the transaction details depends on the transaction status and what roles you have. For example, for transactions that are in progress or completed, you might see the approval history, which shows who already approved and who the current assignee is, if any.

For failed transactions, you can get information about the issues and, if you're an administrator, usually take some sort of action:

  1. Select an issue from the Issues list, if the transaction has more than one issue.

  2. Review the information in the Instructions and Details sections, including any description and resolution for the issue, as well as the related workflow task and approval rule.

  3. Click the Download link to get the diagnostic log.

  4. Use the Issue Priority list to set an issue priority, if you want to later filter on the priority to find this transaction.

  5. From the Assigned To list, select the person who should fix the issue, for tracking and filtering purposes.

  6. Add comments, for example to track what you're doing to address the issue, or note down any service request IDs. You and others can see these comments only in the Transaction Console, not with the workflow task in the worklist.

  7. If you can, take action to address the issue. Here are some examples of how you might go about it:

    • Open the Actions menu and select an action.

    • Follow up with the person you assigned the issue to or your help desk. Give them the diagnostic log and other information from the transaction details.

    • Reconfigure the approval rule that the transaction is based on, and have the workflow task resubmitted.

  8. Select another issue from the Issues list, if any, and go through the same process.

  9. Click Save and Close.

Get a Spreadsheet of Transactions

This is all you need to do:

  1. In the results table, select the transactions you want to include in the spreadsheet. To get all transactions, either select all of them or none at all.

  2. On the Actions menu, click Download.

Statuses for Filtering Transactions

Use the Transaction Manager: Transactions page in the Transaction Console work area to track the status of transactions. For example, you can filter the transactions by status to see just the transactions that are in progress or stuck. These statuses aren't the actual workflow task statuses that you see in the worklist or in notifications.

Status Description

Auto Recovery

The transaction ran into some issues, but the application is trying to fix them without any action on your end.

Completed

All approvals are done and the transaction successfully went through all processes.

Draft

The transaction is saved but not submitted yet. This status doesn't apply to all product families.

Failed

The transaction has one or more errors, for example, due to a network or database outage, or an issue in the approval rules setup.

In Progress

At least one approval is still pending for the transaction before it's all done.

Stuck

The transaction was submitted, but ran into issues so the workflow task doesn't exist yet.

Submitted

The transaction was just created and hasn't moved on yet to another status. This status doesn't apply to all product families.

Actions for Managing Transactions

Use the Transaction Manager: Transactions page in the Transaction Console work area to manage and troubleshoot transactions. For example, you can withdraw a transaction even if you're not the one who submitted it. What you can do depends on the transaction status and the roles you have. Some actions, such as approve and reassign, are the same as the ones you can take on the workflow tasks from the worklist or from notifications.

Action Description

Add Comment

Add your notes for the transaction, for example to track what you're doing to address the issue, or to jot down any service request IDs. You and others can see these comments only in the Transaction Console.

Alert Initiator on Error

Notify the submitter if the transaction ends up in error.

Approve

Approve the transaction if the workflow task is currently assigned to you to approve or reject.

Download

Get a spreadsheet with information about the selected transactions.

Reassign

Reassign the workflow task to an approver, the submitter, or someone else.

Recover

Restart the process after the transaction stopped due to errors. After you address the issue, use this action to get the application to pick up where the process last left off and retry whatever had ended up in error.

Reject

Reject the transaction if the workflow task is currently assigned to you to approve or reject.

Terminate Process

Completely end the transaction so that no one can see or act on the workflow task again.

Withdraw

Remove the workflow task from the workflow. You can ask the submitter to submit again, for example, after an issue is resolved.