In Fusion, Requesters can raise their requisitions in multiple ways

1. Catalog Requisition: Where requesters shall browse through the catalogs and add the required items to requisition forms.

2. Non-Catalog Requisition: If the requester needs an item which exists in none of the catalogs, he can raise a not catalog request.

3. Requisition Line Entry: Here user shall enter the item code or category to request his requirement.

4. Using Shopping Lists: Requesters can add items to his requisitions, from shopping lists.

5. Using Smart Forms: Requesters can request their items from using smart forms.

Note: In Fusion, without Self Service Procurement, a requisition can’t be raised. If Self Service Procurement is not available, atleast Planning Engine should be available to import the requisitions to buyer’s pool.

Catalog Requisitions

Using catalog Requisitions, Requesters can browse through the catalog, select the items required and add them to requisitions.

Creating Catalog Requisitions is as shown below.   

Navigation: My Information à Procurement à Purchase Requisitions

All catalogs/browsing categories will be listed as shown below.

Open the browsing category by clicking on it.

Select the Item and Click on ‘add to requisitions as shown below.

The selected item will be added to the document builder present in contextual area, as shown below.

Click on ‘edit and submit’. Hence the Requisition will be raised

Setups Required

To create a catalog Request, the perquisite Setups are

·         Create an agreement

·         Create a catalog

·         Create a browsing category

·         Add catalog content zone

Non catalog Requests

If requester wants to request for goods or services which doesn’t have an item code or present in the catalog, he can use a non catalog request.

Navigation: My Information à Procurement à Purchase Requisitions à Quick Links à Non-Catalog requests

Setups Required

There are no setups required in SSP to create this type of requisition.

Requisition Line Entry

This is a simple way for entering requisitions. Requester just needs to enter the item details, Price Details etc and submit it.

Navigation: My Information à Procurement à Purchase Requisitions à Quick Links àRequisition Line Entry

 

Setups Required

There are no setups required in SSP to create this type of requisition.                                              

Using Shopping Lists

Requisitions can also be raised using shopping lists.

Navigation: My Information à Procurement à Purchase Requisitions à Quick Links àShopping Lists

Setups Required

·         Create a Shopping List

Smart Form Requisitions

Here Requesters shall enter additional data required to request an item. We shall create a requisition using the smart form we created earlier.

Navigation: My Information à Procurement à Purchase Requisitions à Quick Links àSmart Forms

Provide the additional info and click on add to requisitions.

 

Setups Required

·         Create attribute List

·         Create Information Template

·         Create Smart Forms

·         Add smart form to content zones

Public Shopping Lists

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

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

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

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

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

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

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

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

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

In E-Business Suite, this feature is called a Requisition Template and found under the Purchasing responsibility, however in Fusion SSP this is part of Catalog Administration. The most significant difference here is that in Fusion SSP the items put on the templates are updated in real-time, meaning that if an item is changed (e.g. price) then the Public Shopping list shows the corrected value every time it is opened (there is no history tracking). In E-Business Suite the items were not updated in this way and required removing and adding onto the Template again. This also applies if items are no longer purchasable, either through changes to the Master Item setup or the Agreement it belongs to.

It is also not possible to add one-time items to a Public Shopping List in Fusion SSP, since the can only contain sourced-items from the standard Supplier Item Catalog. Whilst these lists of items can be utilized to support kits, there is no extended support for Bill of Material type items that have component parts that could be grouped together.

Prerequisite Setup to Create a Public Shopping List

There should be atleast one content zone with the purpose set as ‘Procurement’ as shown below.

This allows user to browse the catalog while creating Public shopping List.

 

Creating a Public Shopping List

Navigate: Procurement à Catalogs à Manage Public Shopping Lists.

Manage Public Shopping Lists Page will be Opened which is used to create and Manage shopping list. Shopping lists are created in a procurement BU and are available to requisitioning BU that are serviced by that Procurement BU.

Select the Procurement BU and Name the shopping list and its description.

Click on Add from Catalog to add items to the Public Shopping List

Select the Catalog in which Items are available.

Select the Item and Click on ‘Add to Public shopping list’ as shown below.

After Adding Necessary items to the List, Click on ‘Complete’ as shown below.

Hence items will be added to Public Shopping List.

User will also have Provision to provide sequence number to list the items in Public Shopping List and also suggested quantity field will be available.

Save the Job..

Observe that Content zone will be assigned to the Public shopping list as shown below.

Procurement Catalog

A Procurement catalog is nothing but maintaining list of items which consists of details about the item including its price. Maintaining this list allows requisitioning users to easily browse their requirement and add items to their requisitions.

Fusion accommodates three types of Procurement catalogs

      Local Catalog: Catalog which consists of agreements data (or/and) Item Categories Data (or/and) All Master Items. This information can be retrieved to Requisitions or Purchase orders, depending on the definition.

2.    Punch-out Catalog: Catalog present in supplier website is called a punch-out catalog. Requisitioning Users can browse this catalog in supplier website and add them to their requisitions.

3.    Informational catalog: These are the Catalogs which are used for informational purpose only. Users browse through these catalogs to get information regarding the items in the catalog. For Example, company travel policies, employee insurance policies etc., can be attached to this catalog. By which, users can easily access the information.

 

Roles Required for Accessing Procurement Catalogs

1. Procurement Catalog Administrator: To Access & Create Catalogs

2. Advance Procurement Preparer: To create requisition on behalf of other requestors, To Edit Requisition Privileges.

Note: User should also be defined as Procurement Agent to prepare Catalogs.

Local Catalog

Catalog which consists of agreements data (or/and) Item Categories Data (or/and) All Master Items. This information can be retrieved to Requisitions or Purchase orders, depending on the definition.

Creation of Local Catalog

Users can Include or Exclude all or specific items from Agreements & Categories.

Options Available for creating a local catalog is as shown below.

Agreements

• Include Items from all Agreements: Users can include all items which are present in any agreement related to a particular procurement BU.

·    Include Items form specific Agreements: User can select a list of agreements of a particular BU, so that the items available in these selected agreements will be in the catalog.

·    Exclude Items form specific Agreements: This shall include all agreements of procurement BU and exclude items from selected agreements.

·    Exclude Items that are sourced through Agreements: When user selects this option, system shall prepare a catalog in which all master Items shall exist but the items which are available in any agreement shall not appear in the catalog.

Categories

• Include Items from all Categories: When user selects this option, system shall prepare a catalog which consists of all items in a particular item category. After all, it depends on the option selected in agreements section too.

·    Include Items form specific Categories: This shall include items from selected categories in the catalog.

·    Exclude Items form specific Categories: This shall include all items categories but excludes selected categories in the catalog.

Note: Checkbox “Include all Master items” will be auto-checked and frozen if the option “Exclude Items that are sourced through Agreements” is selected while defining catalog.

Local Catalog Scenarios

Some of the catalog scenarios are explained below.

Creation of Local Catalog which includes Items from Specific categories

For better understanding of catalog features, we shall define a catalog which consists of items belonging to ‘Electrical Spares’ category and should belong to atleast one agreement.

Navigate:  Procurement à Catalog à Manage Catalog

Click on ‘Create Local Catalog’

Select the Procurement BU &Provide Name of Catalog& its Description.

Provide the name of the category and make the selection as shown below.

Once user checks ‘Include items from specific categories’, add button will be enabled, where he can add the required category.

Add the required category ‘Electrical Spares’ a shown below.

Hence Procurement catalog ‘Electrical Spares has been defined.

To get this catalog available in requisitioning Screen, there should be atleast one agreement.

Create an agreement which consists of Items belonging to the category ‘Electrical Spares’.

Once the agreement is created the catalog will be available to use in Purchase Requisition Screen.

Note: To get the catalogs in the purchase requisitions scree, there should also be a content Zone defined, which shall be explained further in this document.

 Creation of Local Catalog which includes Items from Agreements

                                                                                                                                                  

Navigate:  Procurement à Catalog à Manage Catalog

Click on ‘Create Local Catalog’

Select the Procurement BU & Provide Name of Catalog and its Description as shown below.

The above definition shall prepare a procurement catalog which consists of items present in agreement number ‘4’. No matter with the category which item belongs to, since user had selected ‘Include Items from all categories’. Whatever item available in the agreement 4 has be displayed in the catalog.

Creation of Local Catalog which includes All Master Items

Navigate:  Procurement à Catalog à Manage Catalog

Click on ‘Create Local Catalog’

Select the Procurement BU & Provide Name of Catalog and its description.

The above definition shall prepare a catalog which consists of all Items which belong to all categories & all agreements related to the Procurement BU.

Note: Though the catalog is created as shown above, it will not appear in the Requisitioning Screen until and atleast one agreement is made for the Item category.

Punch-out Catalog

Catalog present in supplier website is called a punch-out catalog. Requisitioning Users can browse this catalog in supplier website and add them to their requisitions.

Procedure for creating a Punchout catalog is as shown below.

Creation of Punchout Catalog

It is similar as creating a local catalog. Select Punch-out catalog from LOV while starting definition.

Prerequisites:

1.      Supplier Content Mapping set (Create Supplier Content Mapping set for Procurement BU)

2.      ADF should be Installed for editing & uploading data using Excel Sheets

Navigate:  Procurement à Catalog à Manage Catalog

Below window will be opened where we can add details of the catalog.

Data Entered in Above Screen

Header

Procurement BU: Enter the Business Unit in which the catalog is defined

Catalog: Provide a unique catalog name

Description: Provide the description of the catalog.

Keywords: Use the Keywords field to add key words to the punchout catalog. When a self-service procurement user searches for Items, Punchout catalogs which contain these key words will return in the search results. Remember to add spaces between the keywords.

Image URL: The Image for this punchout catalog can be added here.

Source

Select the punchout Definition Type here.

Punchout Definition

Punchout URL: Provide the URL of supplier Site, where user can find items required.

Password: Create a New Password.

Retype Password: Retype the entered Password.

Encoding Method: Use the Encoding Method field to encode the message exchanged between Supplier and buying organization.

Note: Encoding Method Defaults to ‘UTF-8’.

Company Name: Enter a company name. Supplier has to validate this name so that when requesters access the punchout catalog, Supplier has to provide this value. This Value is sent to Supplier in LoginRequest XML Document.

Apply Mapping Checkbox: Check this if the supplier is using different category nomenclature. If you check this, Map Set Segment will be enabled.

Map Set:  Provide the Supplier map set.

Category Assignment for catalog Browsing

 Select the category and add them to the catalog as shown below.

Thus a category is added to the catalog as shown below.

Save the catalog by clicking ‘Save and close’.

After Punch-Out Catalogs are created, associate them to the Content Zone

Important observations

A punchout catalog creation involves Technical inference and DBA support.

Information Catalog

As the name suggests these Catalogs are created to provide information to the Users (Ex: Travel Policy, Leave Policy, and Insurance Policy Etc.).

Creation of Informational Catalog

Navigate:  Procurement à Catalog à Manage Catalog

Click on create informational catalog as shown below.

Enter the details in the catalog definition as shown below.

Procurement BU: Enter the Business Unit in which the catalog is defined

Catalog: Provide a unique catalog name

Description: Provide the description of the catalog.

URL: Enter the URL of the catalog, where we can get information regarding catalog.

Keywords: Use the Keywords field to add key words to the punchout catalog. When a self-service procurement user searches for Items, informational catalogs which contain these key words will return in the search results. Remember to add spaces between the keywords.

Image URL: The Image URL, for this Informational catalog can be added here.

After filling the Apt data, assign category in the catalog as shown below.

Click on Save & close. The catalog will be saved.

Note: While assigning the category in informational catalog, the Item category will appear in LOV only if it is assigned to atleast one of the browsing category.

Manage Catalog Category hierarchy

After Creation of Item categories, It can be assigned in various sections (Procurement Catalogs, Smart forms, PSL’s Etc). So that, users can browse through them easily.

Creating Catalog category hierarchy

Navigate: Procurement à Catalogs à Manage Catalog Category Hierarchy

Click on Create button as shown below

Create a Browsing Category by providing the details as shown below

Select the category and click on Insert Item categories

Insert the item Categories as shown below

This shall make the user to browse similar categories in a place.

Spares browsing category will be displayed in the shop screen.

By clicking on It, User will find all items related to item Categories present in this browsing category.