ORACLE R12 IPROCUREMENT REFERENCE GUIDE

Transcription

1 ORACLE R12 IPROCUREMENT REFERENCE GUIDE

2 Table of Contents 1. Introduction 1.1 Introduction to iprocurement 1.2 What is iprocurement 1.3 Why we use iprocurement 1.4 Logging into iprocurement 1.5 iprocurement Home Page 2. Creating Requisitions 2.1 Creating a Catalogue Requisition 2.2 Creating a Non-Catalogue Requisition 2.3 Proceeding to the Checkout Step 1 of the Checkout - Requisition Description - Delivery Information - One-time Address - Billing Information Step 2 of the Checkout - Approvals - Attachments Step 3 of the Checkout - Review & Submit 3. Approving Requisitions 3.1 Approving a Requisition 3.2 Forwarding a Requisition for Further Approval 3.3 Rejecting a Requisition 3.4 Cancelling a Requisition 3.5 Requesting more information 3.6 Out of Office Rules - Vacation Rules - Worklist Access

3 4. Receiving Goods (Booking-In) 4.1 Receive Items 4.2 Return Items 4.3 Correcting Receipts 4.4 Viewing Receipts 5. Review Previous Requisitions 5.1 Review Requisition Details 5.2 Identify Purchase Order Numbers 5.3 Copying Requisitions to the Shopping Cart 5.4 Cancelling Requisitions 5.5 Change a Requisition after it has been Approved 5.6 Using Favourites 6. Useful Information 6.1 Enitity Codes 6.2 FAQ s Frequesntly Asked Questions 6.3 iprocurement Contact Information Local Purchasing Teams eenablement Service Support Team

4 Introduction 1.1 Introduction to iprocurement All Goods and Services purchased within NHS Wales must be requested using the Oracle iprocurement system. The Oracle iprocurement system is used by every Health Board and NHS Trust in Wales and is part of Oracle Applications, an integrated suite of E-Business solutionss designed to work together to streamline the way Finance and Procurement deliver their services. The Oracle R12 iprocurement Reference Guide provides useful information with how to use this system and details: How to navigate through iprocurement Oracle applications. How to submit Orders, Approve and Receive Goods. Provide an overview and reference information. 1.2 What is iprocurement iprocurement, or iproc for short, is an internet style way of ordering goods and services from any supplier. It provides a web based method for requestors to createe requisitions, research the status of requisitions, and book-in (receive) delivered orders into the system. 1.3 Why we use iprocurement iprocurement assists departments in obtaining value for money through the identification of preferred contacts or by allowing price comparisons. It also enables users to transmit the purchase order direct to the supplier without the need for printing. 1.4 Logging into iprocurement To be able to access the iprocurement system you will require a valid username and password. To be able to access the Oracle iprocurement system you will require a user account. For information on how to setup a new user account contact the Service Support Team for further assistance: NWSSP_Procurement_eE Enablement_ServiceDesk@wales.nhs.uk How to do it 1. Click on the following hyperlink or copy and paste into your Internet Browser. Page 4 of 43

5 2. Enter your Username and Password 3. Click on to login to the Oracle Home Page Note: Using the Self Service Password reset tool end users with an associated can submit a request to securely reset their password or request a reminder if forgotten username. 1.5 iprocurement Home Page Once you have selected the iprocurement responsibility, you will automatically launch into the iprocurement Home Screen. Page 5 of 43

6 The screen opens displaying the Shop page. The Shop page is your iprocurement Home screen. From this screen you are able to search and shop for new items, view recent requisitions and receive goods. The table below gives a brief description of the different areas of the screen. Screen Item Shop Tab Requisitions Tab Receiving Tab Shopping Lists Non Catalog Request Search Advanced Search Stores Area My Requisitions Shopping Cart Purchasing News Description This is your shop home screen. You can search and shop for new items, view recent requisitions (last 5) and receive goods. This tab opens to show all your requisitions. You access your notifications via this tab. These are similar to To Do lists that you need to view or action. This tab opens all requisitions that you have created. From here you have the option to receive correct and return items and view receipts. This link opens an Ad Hoc catalogue which stores your favorite items. This saves time searching for them. If an item is not contained within the online catalogue, you are able to create a non-catalog request. Note: The supplier must be setup in the system. Search for catalogue items from here. You can use an advanced search e.g.: search for items by supplier. This area of the screen contains links to the various catalogues contained within iprocurement. This area of the screen contains the last 5 requisitions created by you. For a full list, click the Requisitions tab. This area of the screen shows items that are currently in your cart and awaiting check out. This area of the screen is configurable to hold Frequently Asked Questions (FAQs) and hold important documents such as Policies and Procedures. Page 6 of 43

7 Creating Requisitions To purchase Goods & Services a requisition must be raised and submitted for approval. Once submitted for approval, a requisition ID number (unique identifier) is generated by the system which can then be used to track the progress of the requisition. There are two types of requisition which can be created: (1) (2) Catalogue Requisitions Non-catalogue Requisitions 2.1 Creating a Catalogue Requisition A catalogue is a list products that have been loaded onto the system for which a purchase agreement or contract is in place with a particular supplier. If the item you require is available within the catalogue a catalogue requisition must be raised. This is to ensure that the appropriate purchasing agreement or contract is used for the item you need to buy. Procurement will be unable to process your non-catalogue request if the item is in the catalogue and willl have to return your requisition to you to be re-processed correctly Selecting a catalogue item will save time in having to input information such as the Item Code, Product Description and the Item Price as this information will automatica ally be loaded onto the system. How to do it 1. Navigate to the iprocur rement Home page and using the search box, highlighted in the screenshot below enter the details of the item you require. Page 7 of 43

8 You can search for an item by entering any of the following details: -Item Code -Item Description -Supplier Name -Category Name The text is not case sensitive You can also use the % sign as a wild card. It is not a good idea to enter just a % on it s own as the results will be too numerous and may take too long to be retrieved. 2. Once you have entered your search criteria click to search the catalogue. 3. Once you have located the item you require enter the Quantity you need to purchase. The system will automatically ly default a quantity of one. Before amending the quantity check the unit of measure (UOM) that the item will be ordered in. For example if the UOM is Box of 10 by entering a quantity of 4 will order 40 items. 4. Click on the button to add the item to your Shopping Cart. Page 8 of 43

9 2.2 Creating a Non-Catalog gue Requisition You can request items or services not found in the catalogue by creating a non-catalogue request. To be able to raise a non-catalog gue request you will need to know the Item Code, Product Description, Unit of Measure, Price as well as the name of the Supplier. You can contact your Local Procurement Team for advice and support to source the item you require and help find the information you will need to complete a non-catalogue requisition. A non-catalogue request should only be created if the item cannot be found in the catalogue. How to do it 1. From the Homepage select Non-Catalogue Request. The Non-Catalogue Request form will then be displayed. 2. Item Type: The following are the three item types used from non-catalogue requisitions: Goods billed by quantity Services billed by quantity Goods or Services billed by amount Page 9 of 43

10 3. Item Description: In the Item Description field enter as much information as you can to make it clear to Purchasing and Requisition Approvers what it is that s required. The information entered in this box should be in the format of Item Description / Size / Colour / and other Supporting Information. Example Description Should Read If your require a new desk then Purchasing will need to know the Item Description, its Size and Colour and or Features of the desk you Require Desk, 1600mm X 900mm, in Beech, Right hand Turn. 4. Category: The category represents the type of item being purchased. For example if you were ordering envelopes the category would PAPER ITEMS & GENERAL STATIONERY.ENVELOPES. Categories are pre-set in the system and the relevant category for the item you are purchasing needs to be selected. 4.1 Click on the icon to search for a Category. 4.2 The Category search window opens. Enter a description to search for the Category. 4.3 Click on the icon to select the category; you will then be taken back to Non- Catalogue Request form. 5. Quantity: Enter the desired quantity Unit of Measure: The Unit of Measure (UOM) is the units that the item will be ordered in. You are only able to choose a UOM that is available on the system. Page 10 of 43

11 Example: If it is a single item that you re ordering, then the UOM would be Each Each. If you re ordering a box of ten then the UOM would be Box of If needed, click on the icon to search for a unit of measure. 8. Unit Price: You must enter a price per unit (each/box/carton etc). There is no need to enter a sign into this field. The price must be entered exclusive of VAT, VAT, this will be included when you progress through the checkout. 9. Supplier Name: Enter the name of the Supplier which the items are to be purchased from. Supplier accounts ounts are created on the system by Procurement Services and the relevant Supplier will need to be selected to complete your y non-catalogue catalogue requisition. If the Supplier you would like to use is not available on the system you will need to request a new Supplier record to be created on the system. The New Supplier Request Form will need to be completed and submitted to your Purchasing Team for processing. If needed, click on the icon to search for a Supplier record. 10.Supplier Site: The supplier site is the address to which the Purchase Order wi will be sent. If there is only one Supplier Site setup on the system, for the Supplier selected at Step 8 above, this field will automatically be populated. If more than one Supplier Site is available, when selecting a Supplier Record, the Supplier search window opens: Page 11 of 43

12 Click on the icon to select the Supplier Site you would like to use; you will then be taken back to Non-Catalogue Request form. 11.Supplier Item: The Supplier Item is the suppliers product code of the item you are ordering. Entering the correct Supplier Item / Product Code will help ensure you receive exactly the item you need to purchase. 12.Click on the button to add the item to your Shopping Cart. 2.3 Proceeding to the Checkout Once you have added all of the items you require to your shopping cart you will then be ready to proceed to the checkout to complete your requisition and submit for approval. To proceed to the checkout click in the Shopping Cart. How to do it 1. The Shopping Cart page will then be displayed listing all of the items you have put into your cart. This provides an opportunity to change the quantity of items to be purchased or delete items not required, before progressing through the checkout. Page 12 of 43

13 2. To confirm your Shopping Cart is complete and to progress through the checkout click on the button. The checkout is split into three steps: Step 1 Step 2 Step Step 1 of the Checkout (Requisition Information) At Step 1 of the check out you will be able to give your Requisition a meaningful title, determine the Delivery information and set the Billing details. -Requisition Description A description will default into the field which will be the description of the first item in your shopping cart. This field is a mandatory and cannot be left blank. It is a free text field so you may wish to enter a description that better suits. Page 13 of 43

14 -Delivery Information A delivery address automatically populates the Deliver T To o Location field each time you raise a new requisition; this is because a delivery address is assigned to your user account by the system administrator when it s first created. Should you require an Item(s) to be delivered to an alternative address you can ca change the defaulted delivery address. If you change the delivery address you must also check to make sure the Cost Centre code is correct. This is because every delivery address has a Cost Centre Code assigned to it and if you change the delivery address the Cost Centre code will also automatically change. How to do it 1. Click on the icon to search for a Deliver-To Location. 2. The Deliver-To To Location search window opens. Enter a description to search for the location code and click-on on the button. 3. Click on the quick select icon to select the Deliver-To To Location you would like to use; you will then be taken back to Step 1 of the checkout. -One Time Address There will be an instance(s) where goods or service are to be delivered as a one off to particular address. The delivery ery address therefore there will not exist on the system for you to select. In these instance(s) you have the ability to enter a One-Time One Address. Page 14 of 43

15 If you change the delivery address you must also check to make sure the Cost Centre code is correct. The Delivery Address doesn t exist as system default and will therefore not be allocated a Cost Centre. How to do it 1. Select Enter one-time Ad ddress The address you enter in the address box must be in the standard address format, i.e. just how you would write an address on an a envelope. First Line Second Line Third Line Forth Line Fifth Line Sixth Line (Name of Address to) (Number / Building Name) (Street Name / Ward) (Hospital / Town) (County / POBOX) (Postcode) 2. Once you have entered the address checkout. click to return to Step 1 of the - Billing Information The charge account is the financial code of the budget to which expenditure for the purchase made will be allocated to. In other words the charge account will be where money comes from to pay for the goods or services ordered. The system will default a charge account for you which allocated to your user accou account when it first created. This is only a default value and can be manually changed. The default charge account will automatically apply to all of the items (lines) added to your shopping cart. You can either change the Cost Centre for all of the items in your shopping cart to billed to or edit each of the lines in your requisition to have items billed to separate Cost Centers. To change the Cost Centre your Requisition will be billed to: How to do it 1. Click on the highlighted charge account account. Page 15 of 43

16 2. To change the Cost Centre your Requisition will be billed to, to click on the highlighted highlight charge account a second time. time If there are multiple lines that have been included on your Requisition you can click on of the charge accounts s listed. listed 3. In the Chart of Accounts field amend the Cost Centre. Charge Account is broken down into 5 headers and tthe Format of each charge account is Entity-Cost Cost Centre-Subjective-Analysis Centre Code-Other Other Entity (Also known as Organisation) 3 Digits Cost Centre ( Also known as Department Cost) 4 Digits Subjective (Also known as category) 5 Digits Analysis Code (Always set to default 0000 unless requested otherwise by finance) 4 Digits Other ((Always set to default unless requested otherwise by finance) finance) 6 Digits Page 16 of 43

17 4. Select Apply this Cost Allocation information to all applicable requisition lines. 5. Once the Charge Account information has been confirmed click the you return to Step 1 of the checkout. button until To change the Cost Centre for each of the lines on your Requisition repeat the steps above except for Step 5, applying the cost to all lines Step 2 of the Checkout (Approvals) Step 2 of the checkout will allow you to amend who approves your requisition, add an attachment(s) and make notes to both the Buyer and approver. Page 17 of 43

18 - Approvals The approver name displayed within the Approvals section is retrieved from the purchasing hierarchy settings in place on the Oracle system. The purchasing hierarchy is setup in-line with the organizations authorized signatory list and aligned to the Standing Orders policy. Settings are in place on the system which restricts an approver to only being able to approve the Cost Center(s) allocated to them up to their authorized approval limit. Should the Cost Centre be changed or if the value of the requisition is greater than what your usual approver can approve; will result in the system automatically changing the name(s) which appears in your approver list. You may need to change your approver, maybe as a result of being on leave and there is no vacation rule in place. How to do it Click on the button. Page 18 of 43

19 2. The Manage Approvals window will open; select Change Managerial Approver then Enter *New Managerial Approver. When searching for Managerial approver, search using the persons Surname by typing in the window or; selecting and then search by surname. 3. Once you have slected your approver, click selected approver. and this will apply your Step 3 of the Checkout (Review and Submit) This final step of the checkout will allow you to view the Purchase Requisition as a whole, save your requisition for later submission or submit your requisition for approval approval. How to do it 1. To submit your requisition for approval click on the button. 2. A confirmation message will then be displayed confirming your requisition has successfully been submitted for approval. Page 19 of 43

20 Approving Requisitions Approvers receive a notification via that a requisition requires approval. Approvers can view the notification details and approve, amend or reject the requisition. Requisitions not approved within 5 days of receipt will either timeout and are returned to the preparer or automatically routed to the next level approver (when one has been defined). Once the requisition has been approved a notification is sent to the requester and the requisition has a status of Approved. iprocurement Notifications are accessed via the iprocurement responsibility. Notifications are contained in a Worklist and are like s that are interactive. They act like an electronic To Do list known as Oracle Workflow. When the system needs your input, Oracle sends you a notification that appears in your Worklist. 3.1 Approving a Requisition How to do it 1. Click the Requisitions tab on the iprocurement Home page. Page 20 of 43

21 2. Click the Notifications link on the Requisitions page. Notifications are listed. The default view is Open Notifications; however, you are able to view notifications in a variety of ways using the drop down list. 3. Using the drop down box, select the view you require and click the default is Open). button. (The All Notifications: Displays all notifications that have been sent to you and you have sent. FYI Notifications: Displays notifications that are for informational purposes only, but require no response from you. Notifications From Me:: Displays notifications sent by you. Open Notifications: Displays those notifications that still require action from you and/or has an unresolved issue. This will not include notifications that have already been responded to and/or issues that have been resolved. To Do Notifications:: Displays notifications that that require action by you. Notifications that have been opened and acted upon will disappear from your list. These are able to be viewed by selecting All Notifications. Page 21 of 43

22 4. Click on the notification description link. The notification will then open. 5. When opening a notification for a requisition approval, you will have the following options: In the following example, you have been sent a notification for a requisition which requires only your approval. You will be able to view the request and approve the requisition. Page 22 of 43

23 1. The Approval Sequence shows that you are the only approver. 2. Click the approving the request. link to view more details of the requisition before 3. View the details and then click the link to return to the notification. 4. To approve the requisition request, click the button. APPROVING A REQUISITION MULTIPLE APPROVERS Approving a requisition request as part of a line of approvers is done in the same way as it is for a single approver. The difference here is where you sit in the list. If you are not the final approver the request moves to the next approver in the list. The example below shows that you have approved the request; however, the request now sits with the next approver. Page 23 of 43

24 Once the requisition request has been approved by all approvers in the list, the requisition then has a status of Approved. Page 24 of 43

25 3.2 Forwarding a Requisition for Further Approval It is possible to forward your notification onto another person for further approval. There could be various reasons why you would want to forward a notification, e.g.: you may believe that the request requires further approval, or you might regard the request as beyond your approval authority. You can approve and forward a requisition or forward without approving. In the following example, the approver wants to forward the requisition onto another approver without approving the request himself. How to do it 1. In the Response area of the screen click the icon to search for a colleague. 2. Find the colleague and Quick Select. 3. The name will be entered into the window. Enter a note. 4. Click the button. Page 25 of 43

26 5. The requisition request will appear in Mr. Davies notification list. You can see from the screen below, that the requisition is pending awaiting Mr. Davies approval. The screen below shows the requisition having been approved by Mr. Davies. 3.3 Rejecting a Requisition When a requisition request is sent for approval there may be instances when the approver will reject all or part of the request. If you receive a notification to approve a requisition request, always check the requisition details before approving so that you are then able to make a decision as to whether you wish to reject all or part of the request. Rejecting part of a requisition will still give the request a status of Approved. However, the rejected line item(s) will be deleted from the request. It is im important therefore, that the requester checks the approved requisition to confirm what has been approved. Rejecting a complete Requisition request 1. Open the notification. Page 26 of 43

27 2. Click on the link to view the requisition details. 3. View the details. 4. Click the link. 5. At the foot of the screen, type a response for the requester. 6. Click the button. 7. A notification will be sent to the requester to indicate the requisition has been rejected and the requisition will have a status of Rejected. Page 27 of 43

28 3.5 Requesting More Information When viewing a requisition request in a notification you may want more information about the requisition before you approve the request. How to do it 1. In the notification window, click the button. 1. Enter your request for more information into the free text field and click the button. 2. When the requester views the notification that is returned, he/she will be able to see the information and is able to respond. 3. You will receive another notification with the information attached. You are then in a position to approve the request. Page 28 of 43

29 4. Click the of Approved. 3.6 button. The requisition is given an order number and has a status Out of Office Rules When you are out of the office you can re-assign your notifications to another person using a Vacation Rule. How to do it 1. Click the Requisitions tab on the iprocurement Home page. 2. Click the Notifications link on the Requisitions page. Page 29 of 43

30 3. Click on the Vacation Rules link. 4. The Vacation Rule page is then displayed, click c. 5. Vacation Rule: Item Type, Item Type and Notification will default to All these will not need to be changed., click. 6. Check your Start Date, Enter the End Date of when the rule will expire and leave a Message where Required. Delegate A Manager may delegate all notifications approvals to assistant Transfer Notification Ownership -A A manager may transfer a notification for a specific project to the new manager of that project. 7. Although two options available, it s advised to select Transfer Notification Ownership, click, using surname; find and select the person you plan your notifications to go to. Page 30 of 43

31 The person you choose; choose will have to be senior to your current position in the hierarchy and can tt be a subordinate where wh their approval limits are lower than yours. 8. Click. You will now be taken back to Vacation Rules Home Page; here you can Delete and Update your Vacation Rule. Page 31 of 43

32 Receiving Goods (Booking-In) All goods and services ordered must be receipted (booked-in) in an accurate and timely manner to allow the Accounts Payable Team to pay the suppliers invoice within the statutory 30 day period. Receipting in iprocurement is a straight forward process and is completed using the Receiving section. The Receiving screen is split into 4 areas: (1) (2) Search: You can search for requisitions to receive. Receiving Process. There are four actions you can perform within Receiving. (3) (4) Receive Items Return Items Correct Receipts View Receipts Requisitions to Receive. Here you will see the 5 latest requisitions that have been approved and awaiting receipt. You are able to click the button to view more requisitions. My Receipts at a Glance. Here you will see the last 5 receipts generated by you, including those generated on behalf of others. You are able to click the button to view more receipts. Page 32 of 43

33 When you receive goods, a receipt number is aut automatically omatically generated by Oracle. It is important to note that you can only receipt items against a valid Purchase Order. To summarise the ordering process starts with the creation of a Requisition, Requisition which is a control document that details the requirement (need) identified by the department as well as providing approval to go-ahead ahead with the purchase. A Purchase Order document is then created and placed with the supplier containing the th relevant terms and conditions. Process completed in iprocurement by the department requesting sting goods or services. Process completed in Oracle by Procurement Services An invoice will then be received from the supplier however before payment can be made u using what we call 3-way way matching, Oracle checks the receipt against the purchase order before generating payment. 3-Way Way matching is where you match the goods received to the Purchase Order and to the Invoice. By receiving the goods electronically, you are approving the payment of the invoice. This ensures that you do not pay for what you do not receive. If, for example, you receive less than what the invoice states, the invoice will go on hold until all goods are received. 4.1 Receive Items A list of requisitions to receipt will only display automatically if you you raised the requisition in the first instance. If no list appears you will need to use the search functions. This will also be the case if you are receiving goods on behalf of another requisitioner. How to do it 1. Click the Receiving tab on the iprocurement Home page. Page 33 of 43

34 2. Click the link. The Receiving window will then be displayed. 3. Click the button before entering any search criteria. 4. Enter your search criteria in to the relevant field and click on the button. For example if know the Purchase Order number enter this into the Order Number field. You can also search for a Purchase Order to receipt by clicking on the search icon against the relevant field. Page 34 of 43

35 The items to receive will then be displayed. 5. Check that the quantity and Unit of Measure are correct for the items you have received. This information will need to be amended as appropriate to match the items you actually received. In other words by receipting items you will then be allowing for payment to be made to the supplier and until the goods and services have actually been received the purchase order should not be booked-in on the system. 6. Once you are happy the information entered is correct click 7. Click the the checkbox. button. 8. Enter the Goods Received Note into the Packing Slip field. 9. Click the button to move to the next stage. A warning may display if the receipt date has exceeded the need by date tolerance period; click on the button to move to stage 3 of the process. 10.Check everything is correct and if so, click the button. A receipt number is automatically generated and shown in the confirmation message at the top of the screen. Page 35 of 43

36 4.2 Return Items If you are unsure of how to arrange collection for items to be returned contact your Local Procurement Team for further advice. The Return Items feature within iprocurement will create a record on the system however this is for internal purposes only and is not linked to the supplier. Arrangements will need to be made outside of the system for the collection of any goods received that maybe for example damaged. 4.3 Correcting Receipts If a mistake is made when receipting items the Correct Receipts function can be used to make the necessary amendments. How to do it 1. From the Receiving section click the link. 2. Enter your search criteria in to the relevant field and click on the button. For example if know the Purchase Order number enter this into the he Order Number field. You can also search for a Purchase Order to receipt by clicking on the search icon against the relevant field. Page 36 of 43

37 3. Enter the Correct Quantity that was received. The system will automatically calculate the difference from what was originally received to correct the receipt. For example if you originally receipted a quantity of 100 in error and the correct quantity should be 10; Enter 10 into the correct quantity field and the system will automatically deduct a quantity of Click on the button. 5. The Review and Submit page will be displayed; check the quantity and if you re happy with change click on the submit button. 4.4 View Receipts The View Receipts facility allows you to look-up information for Receipts that have been created in the system. How to do it 1. From the Receiving section click the link. 2. Enter your search criteria into the relevant field and click on the Page 37 of 43 button. For

38 example if know the Purchase Order number enter this into the Order Number field. You can also search for a Purchase Order to receipt by clicking on the search icon against the relevant field. 3. Your search results will then be displayed. Review Previous Requisitions 5.1 Review Requisition Details Using the search function within iprocurement you can review requisitions that have been raised along with the purchase orders that would have been created, receipts and Invoices entered. How to do it 1. From the iprocurement homepage, select Requisitions and then click 2. Click the button. Page 38 of 43,

39 3. Enter your search information rmation into the required field and then click. Status s Explained Approved Completed and Approved Returned There has been an issue or a further request for information, instructions will be accompanied with a returned requisition. Rejected The Approver has rejected the requisition Incomplete The approver has not approved within 7 days and requires rere submission. Cancelled The requisition has been cancelled by, manager, buyer or originator. 5.2 Identify Purchase Order Numbers Following the Steps in 5.1 Review Requisition Details to locate your requistion, requistion the last column in the search results will detail the Purchase Order number. If this field is blank a Purchase Order will not have been assigned to your requisition. Page 39 of 43

40 If more than one Purchase Order has been assigned to your Requisition, this field will show the value multiple. Click-on Click the e link to identify the Purchase Order numbers assigned to your Requisition. 5.3 Copying Requisitions to the Shopping Cart A Requisition that has been previously raised can be copied to create a new Requisition. This will save time having to re-enter enter the same information on to the new Requisition. How to do it 1. Following the same Steps in 5.1 Review Requisition Details. 2. Select the Requistion you wish to copy. 3. Click Copy, Select Shop tab and you will find that the requisition has been copied to your shopping cart for you to review and submit. 5.4 Cancelling celling Requisitions There maybe an instance where you will be required to cancell a Requisition, you will have to check the status of the requisition first. If a Purchase Oder has already been assigned to your Requisition the system will not allow you to use this function. You will need to contact your local Procurement Team to cancel the order. How to do it 1. Following the same Steps in 5.1 Review Requisition Details. 2. Select the requisition you wish to cancel 3. Click 5.5. Change a Requisition after it has been Approved Should a change be required to the Requisition once it has been processed; you can request a changed to the quantity ordered and the unit price. Page 40 of 43

41 How to do it 1. Navigate homepage, and complete search as instructed in 5.1 Review Requisition Details. 2. Select the Requisition and click. 3. Selecting Shop Tab you will find that this requistion now sits in your Shopping Cart ready for you to checkout and make change. When this Message displays after clicking change, this is because the Requisition has passed the point of changing and you will be required to contact your local procurement to cancel the purcahse order and will have to create a new requisition. 5.6 Using Favourites For consitent Requisitioners, you have a Favorites option which is know as your shopping list. This list can only contain active catalogue items. When Changes are made to catalogue items, those that have been selected and are in your shopping list will delete of your list. You wil have to again to search for these items to re-add re add them This will happen as the Item descriptions may change, the quantity may change, the pack size may change, supplier item code may change there are many variables but ultimately any changes will affect your shopping list. Page 41 of 43

42 Useful Information FAQ s - Frequently Asked Questions Q1 Who do I contact if I forget my log-in (password) details? Using the Login Assistance you will be able to request a new password. This self service feature can be accessed by selecting the Login Assistance link from the login screen; located directly below the password field. Q2 Can I raise one requisition that contains items from multiple suppliers? Q3 Can I raise one requisition that contains both catalogue items and non-catalogue items? Yes. A single requisition can contain items selected from more than one supplier. Yes. A single requisition can contain both a mixture of catalogue and non-catalogue items. Once the requisition has been fully approved, the Oracle system will automatically generate a purchase order for the catalogue items selected with the order then in-turn automatically sent to the supplier. The non-catalogue items that were requested will be sent to a Buyer in Procurement to be processed, a separate purchase order number will then be generated for these items before the order is then transmitted to the supplier. Q4 Can I raise one requisition that contains multiple cost centre codes? Yes. A single requisition can contain multiple cost centre codes which can be applied to each individual transaction line. Q5 When I enter a Unit Price should this figure contain VAT? No. Any Unit Price that you manually enter into the system should always be entered as the net value (the value before VAT). You will have the option, when proceeding through the checkout, to select the relevant VAT rate, the system will then automatically calculate the Gross Price. Q6 Does the Unit Price displayed for catalogue items contain VAT? No. All Unit Prices display for catalogue items is the value before VAT. Q7 Does the Total value of my requisition contain VAT? No. When you review your shopping cart, the total value of all the items in your shopping cart is the net value (the value before VAT). Please note, your approver s financial limit on the system will be the gross amount (the value after VAT). For example, if your shopping cart displays a total value of 950 and your approver has a financial limit of 1,000, should all the goods ordered have Standard VAT applied, once the VAT has been added to the total value in your shopping cart your approver with their limit of 1,000 will be unable to approve the purchase. The requisition will need to be forwarded higher up the purchasing hierarchy to be approved. Q8 Can I raise separate requisitions to purchase the items I require from my supplier so as to allow my approver to approve the requisition because the total value would have been over their financial limit? No. Requisitions cannot be placed in a manner devised to avoid the organisation Financial Limits. Only the employee with the appropriate authorization limit can approve your request to purchase goods or services. If your approver does not have the appropriate financial limit your requisition must be sent up the approval hierarchy to the appropriate person. Page 42 of 43

43 Q9 How will I know if a requisition that I ve place has been approved? You are able to access the Oracle system at any time to check the progress of your requisition. To do this, click-on the Requisitions tab in the top right hand corner of the screen and then locate the relevant requisition from the table displayed. On the right hand side of the requisitions table is display the status column. This can be used to determine whether your requisition has been approved, the statuses that could be displayed are: Q10 In-Process Pre-Approved This means that your requisition is waiting to be approved. The approver only has 5 days to approve the requisition. If the requisition isn t approved within 5 days the system will automatically return it to you as an Incomplete requisition. The requisition has been approved by the first approver and has automatically been sent to the second approver within your hierarchy. Approved Incomplete The requisition has been approved and will generate an order number automatically for any catalogue items selected or will be sent to the Procurement department to be ordered for those non-catalogue items. The requisition requires you to take action. The requisition will need to be submitted for approval otherwise you will not receive the goods you ve requested. Can I print a copy of the Purchase Order or the Requisition? No. No hard copies of either the Purchase Order or Requisition can be printed from the Oracle System. The reason for this is because all of the relevant information relating to your purchase for goods or services can be looked-up on the system. Further it helps to work towards a greener way of working. Q11 Can I raise a non-catalogue request for catalogue items? No. If the item you require has been loaded onto the system in a catalogue you must select the item from the catalogue. This is to ensure that the correct contract prices are used. P lease note, Procurement will be unable to process your non-catalogue request if the item is in the catalogue and will have to return your requisition to you to be re-processed correctly. Contact information To request iprocurement Systems Support an can be sent to the Service Desk: NWSSP_Procurement_eEnablement_ServiceDesk@wales.nhs.uk The eenablement Team provide iprocurement (iproc) system. Systems Support and Guidance for the Oracle Should you need Support & Guidance in the following areas please contact the eenablement Service Desk: General Support & Guidance with how to use the Oracle iprocurement System. To book a place on a Training Session for using Oracle iprocurement. Service Desk Telephone: WHTN ( ) Page 43 of 43