iProcurement Setups [not BR100]

This is not a comprehensive BR100, but this article will give you an outline of the steps to implement Oracle iProcurement using Punchouts. I will try to cover as many steps for full cycle iProcurement implementation using Punchouts. This is due to email requests & the comment requests that I received to write something on iProcurement implementation. What is a punchout? In your iProcurement homepage, your suppliers can raise requisition to buy items like stationary. By punchout, we integrate iProcurement with Suppliers website. From a users perspective below steps take place:1. Buyer logs into iProcurement Homepage 2. Buyer then sees various suppliers for which punchouts are enabled [depending on their security via realm & secured attributes] 3. Buyer clicks on a stationary supplier and browser displays suppliers website. 4. Buyer selects the items on supplier website and adds them to his cart. 5. Buyer checks out the basket from Suppliers iStore [website] 6. The items selected are brought in as Shopping Basket in iProcurement 7. Requisition is created in iProcurement and sent for Approval [can be auto approved]. Typical iProcurement Steps [assuming no encumbrances setup]
a. Create Requisition

b. c. d. e.

Approve Requisition Auto-create & auto-approve Purchase Orders for approved requisitions. Send PO XML to Supplier [if approver is setup as trading partner for XML PO] Create receipts for goods [optional depending on setup]

-----Other non iProc steps---f. Supplier sends Invoice electronically [posts to your XML Gateway electronically] g. Invoice is Matched, Approved & Paid Account Generation for iProcurement Requisition Decide the rules for your account generation. For this you will need to customize PO Requisition Account Generator. For details of account generator implementation visit link Account Generation using Workflow. You may also visit Rebuilding Generated Account in iProcurement 11.5.10 using OA Framework

PO Create Documents Workflow In iProc you create Requisitions, which then get converted to a Purchase Order using workflow PO Create Documents. In this workflow, you must examine & modify the default values of following attributes[sample defaults values listed below]:Is Automatic Creation Allowed -- Y

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Access to iProcurement
1. Is there anything that I should do before I begin using the iProcurement system?

Yes, non-certified users should complete the iProcurement on-line training module. Certified users must complete a re-certification training class for iProcurement.
2. How do I become a certified user?

Completion of certified user training and your management delegating approval.

3. Who is eligible to access iProcurement and how do you obtain access to

iProcurement? Any employee and affiliate who are granted access to NBS.
4. Can all JPL employees request to purchase items on iProcurement?

All employees and affiliates can build a shopping cart in iProcurement, then the shopping cart order must be approved by a certified user.
5. Will we have to remember multiple logins for each of the supplier sites now?

No. The only login required will be to access the NBS login.
6. Can I pull up someone elses requisition for status?

No, not through Procurement. However, the answer is yes if you have access to Requisition Summary in your other Oracle responsibilities. return to top Approvals, Control Points
1. Must I have my requisition approved?

Yes, if you would like your order placed. If you are designated as a general user, you must forward the requisition for approval from a certified user within your organization. If you are a certified user you can approve the order yourself.
2. I dont know who the certified user is for my organization. Where can I find this

information? The system will automatically display the certified users within your organization upon checkout.
3. Is

an additional approval required for chemical/cryogenics purchase in iProcurement? No. All chemical and cryogenics products have been pre-approved by the Occupational Safety Program Office and Environmental Affairs Office. The control offices will be notified when a chemical or cryogenics item is purchased through iProcurement. The system has a twenty-four hour time-out feature for each certified user (approver) to ensure documents do not reside in one person's inbox too long. After this period the request returns back to the preparer in their Notification Summary.

4. If no one approves my purchasing requisition, what happens?

5. Can a certified user recall requisitions after approval?

Once a certified user has approved a requisition no changes can be made. A cancel request may be submitted to the appropriate Acquisition Division subcontracts manager. Cancellations are not guaranteed. return to top Cancellations
1. What is the latest point to cancel a PO?

Contact the appropriate Acquisition Division subcontracts manager to discuss this matter. A cancel request can be submitted before receipt at JPL. Although, cancellations are at the discretion of the subcontracts managers and suppliers.
2. If a requisition is cancelled, can I change it to make revisions and resubmit it?

No, you have to create a new shopping cart. return to top Changing a Requisition
1. Can certified users make changes to a requisition?

No. It is a business best practice to reject the requisition and have the preparer make any necessary changes.
2. What is the final point where I can change the order?

Before you submit the order for approval by a certified user.

3. Can I save items in my shopping cart and come back later to complete the

process? Yes. Items remain in your iProcurement shopping cart for seven days. All items will be automatically removed if not processed after seven days.
4. How do I open saved requisitions?

Saved requisitions have a status of Incomplete. To complete a Incomplete requisition, go to the Requisitions page and click the requisition number or description link for the requisition. When the display opens click the Complete button. return to top Checkout
1. Does the checkout process tell you when the item will be delivered (e.g. is an item

backordered)? No. Some supplier websites provide real time inventory availability. return to top Creating a Requisition
1. Can I have multiple account numbers per requisition?

Yes.
2. How do I enter multiple charge accounts in iProcurement?

Step-by-step instructions are included in the iProcurement user training guide found on this site under Training and computer-based training module.
3. Can I have multiple iProcurement suppliers on one requisition?

Yes.

4. How do I enter shipping and handling charges?

The shipping and handling process is inclusive with each product price, with the exception of cryogenics.
5. Will I be able to see in advance the cost of the purchase delivery and handling

charge, especially with Airgas? Airgas purchases go through a Service Center. Due of this there is an additional fee/burden which the Service Center applies after-the-fact to cover their costs. This additional cost is not included in the purchase order price.
6. Is there one or multiple POs generated when ordering items from different

suppliers? Because a purchase order is a contractual document between two parties, separate purchase orders will be created for each supplier per shopping cart.
7. How is the order sent to the supplier?

iProcurement is an automated process which sends purchase orders through EDI (Electronic Data Interchange).
8. When processing a requisition for chemicals, does the system automatically send the

order to the appropriate control person for approval? No.Only certified chemical users are authorized to be the recipients of chemicals, therefore, controls are approved by the chemical certification process.
9. Can we use iProcurement to have a catalog purchase order be generated

automatically without any subcontracts managers intervention? Yes, subcontract managers intervention is not needed.
10. How do I find out more information about a supplier?

Visit the suppliers web site.

11. Will the iProcurement process time [order placement time] be more or less than

JIT? Are there more steps involved in placing an order? The time to place an order will be about the same. There will be many training opportunities to learn the new application. It will become quicker as users gain experience.
12. Is there any way to distinguish an iProcurement requisition compared to a regular

purchase order requisition? No. It would be best for requisitioners to provide a description within the requisition to distinguish an iProcurement catalog requisition apart from a regular purchase requisition.
13. How do I enter shipping and handling charges?

All shipping and handling costs to get the product to the Laboratory are included in the catalog price, with the exception of cryogenics and gases. It is only when purchases are made through a Service Center (when charged to a Service Center project and task) can there be an additional fee the Service Center applies in order to cover costs for any additional shipping and handling performed once the product reaches JPL.
14. Where can I print the order form to send it to the supplier?

iProcurement catalog orders will be sent electronically to our suppliers.

15. What is the Requisition Attachment for? In what situations would I use it?

This feature will not be used for catalog requisitions.

16. What is the ergonomic seating evaluation process? What type of documentation is

needed? Contact your organization ergonomic representative. return to top Defaults

1. Can I set default project and task numbers to be used in my requisitions?

No.
2. Can I set multiple default deliver-to locations?

No. Only one default can be set within Preferences.

3. Will I be able to store a list of frequently purchased items, as I did with JIT?

This function is available on some suppliers sites, not all. return to top Delivery, Receiving and Tracking
1. Do the suppliers have a delivery schedule requirement?

Yes. It varies by supplier catalog. The expected delivery date will be displayed on the purchase order.
2. How can I tell if a requisition/purchase order has been received?

Within Track It Query users can check the status of items for receipt and delivery.
3. How can I tell is a requisition/purchase order has been delivered to the end user?

Within Track It Query users can check the status of items for receipt and delivery.
4. Will the Track It application capture all deliveries to JPL shipping and receiving?

Yes.
5. Can someone else receive my package?

Yes. Within Track It Query users can check to see who the package was delivered to. return to top General Information
1. Will we have to remember multiple logins for each of the supplier sites now?

No. The only login required will be to access NBS.

2. JIT is going away?

Yes. When iProcurement is released, all catalog orders will be processed through iProcurement. The JIT system will no longer accept new orders at that point.
3. Will users still be able to see old orders?

JIT will be up for couple of months after iProcurement goes live. Users will be able to view the old orders for this period of time.
4. Will part numbers change with iProcurement?

Yes. JIT part numbers will no longer exist and manufacturer part numbers or supplier part numbers will be used.
5. Can I use my P-Card in iProcurement?

No.
6. Are blanket purchase agreements used in iProcurement?

No.

7. How do I enter multiple charge accounts in iProcurement?

Multiple accounts can be used. Step-by-step instructions are included in the iProcurement User Guide and the computer-based training module accessible on this site under Learning Center.
8. Is there a way I can get updates about iProcurement?

Yes, news will be provided in two locations. On the Acquisition Divisions web site athttp://acquisition.jpl.nasa.gov/iprocurement/index.html visit and on the home page on the iProcurement start page. Please visit both sites often for current Purchasing News.
9. How long can I stay logged into the system?

As long as users want, but the computer can only be idle for a maximum of thirty minutes.
10. What kind of email alerts can I expect?

The requisitioners receives one when a requisition is approved or rejected, and purchase orders created. The requestor receives an alert when the purchase order is created and item received. return to top Help
1. If users have questions regarding iProcurement who do I contact?

Call4-Help, option 2.
2. What if I have a question or encounter a problem regarding any part of the

requisition process? Call 4-Help, option 2. return to top Payment

1. Do invoices go to Accounts Payable?

No, iProcurement does not require invoices from the supplier. For catalog items, invoices will be automatically created and processed for payment once the items have been received.
2. How I do to check whether or not a supplier has been paid?

Yes. Step-by-step instructions are included in the iProcurement User Guide and the computer-based training module accessible on this site under Learning Center. return to top Propose New Items
1. Can we propose a new item?

Yes, use the Feedback tab. Step-by-step instructions are included in the iProcurement User Guide and the computer-based training module accessible on this site under Learning Center.
2. Will new items be reviewed and approved before placed on the catalogs?

Yes. return to top Requisition Archive

1. Will we be able to see requisitions in iProcurement?

Yes. Any requisition, past or current, will be viewable in iProcurement.

2. Can I print a copy of my catalog requisition?

No, users may do a print screen. return to top Reporting

1. What type of reports can I access about my iProcurement orders? How can I

generate a report? iProcurement orders are integrated with standard purchase orders for reporting purposes. Please use existing reporting tools, such as Discoverer or Data Extractor.
2. Will Finance and Acquisition use the same data source for reporting of

iProcurement data? Yes. return to top Returns

1. What is the return process?

When iProcurement is initially implemented the process will be manual, processed by contacting the appropriate subcontracts manager. Soon following, the electronic process development should be completed. return to top Training
1. What type of training will be provided?

Certified users will be offered hands-on classroom style training. General users may choose to attend a hands-on classroom training session or self-instruct using the computer-based training module.
2. Are the manuals from training class available on the web?

Yes, at http://acquisition.jpl.nasa.gov/iprocurement/index.html, under Learning Center. return to top Using the Catalogs
1. What is the preferred internet browser and what version should it be?

Internet Explorer version 6.0.

2. Can I use the back button within the suppliers web site or from the supplier back

to the iProcurement application? Yes, in some cases, the back button feature can be used with the suppliers web site but it is recommended to use the return to iProcurement button when available. The back button should not be used within the iProcurement application.
3. Will we be viewing and shopping on the suppliers web site?

Yes. Users click on the suppliers link on the iProcurement home page and are routed to the suppliers web site. In the suppliers site, users build a shopping cart, checkout and then the information loads back to iProcurement.

4. Will there be a better search engine?

Yes, suppliers will be using industry standard search criteria.

5. Will iProcurement supplier catalogs have pictures?

Yes, when an image is available.

6. Since the new iProcurement system will go out to supplier sites, will we see pricing?

JPL pricing will be displayed.

7. Is there an easy way to search the all catalogs at once?

No, users must search each suppliers web site separately.

8. How do I know if a suppliers item is restricted for me to purchase?

If users are able to add an item to a shopping cart, it is approved to purchase.

9. How will I know if a product is made of recycled material?

Recycled content will be displayed in the catalog item detail description, if applicable