Procurement Catalogs - Oracle Fusion Application (Self-Service Procurement)

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.

Fusion Fusion - Self Service Procurement Fusion SSP Procurement Catalogs