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Oracle Procurement Cloud, Study notes of Computer Applications

Oracle Fusion Cloud Procurement is an integrated source-to-settle suite that automates business processes, enables strategic sourcing, improves supplier relationship management and simplifies buying resulting in lower risk, improved savings and greater profitability.

Typology: Study notes

2018/2019

Uploaded on 10/11/2023

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PROCUREMENT CLOUD
OVERVIEW
Procurementcanbemanagedinseveralways,andit'simportanttoknowhow
thedifferentprocurementfeaturesmayapplytoyourorganization.
EmployeeRequestManagementisstreamlinedthroughOracleSelf-ServicePro
curementCloud,withbuiltinspendcontrolsaspartofprocure-to-pay.
Youcanmanage suppliersandusesupplierqualification
andenterintosourcingnegotiationsandcreateagreementswithsuppliersand
Procurement contracts.
OracleProcurementCloudisacompletesolutionforbusinessesofanysizefor
directorindirectspend.
Collaborationwithsuppliersiseasythroughdocumentsharingandincreasedin
formationaccuracyfordeeperinsights.
The core-functions of Oracle Procurement Cloudare self-
service procurement,thesupplier model,supplier qualification,purchase
orders,supplier agreements,supplier negotiations,andProcurement
contracts.
Roles,
includeemployees,line managers,procurement team members,buyers,and
procurement specialists.
Andalsowillbeusefulforalluserswhoarestartingoutasadministrators,
implementers,andpowerusers.
Amoreefficient,effective,andinfluentialprocurementorganizationhelpskeep
costsundercontrolbyselectingthebestsuppliers,enforcingpolicy,and
managingsupplierrisk.
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PROCUREMENT CLOUD

OVERVIEW

Procurement can be managed in several ways, and it's important to know how the different procurement features may apply to your organization. Employee Request Management is streamlined through Oracle Self-Service Pro curement Cloud, with built in spend controls as part of procure-to-pay. You can manage suppliers and use supplier qualification and enter into sourcing negotiations and create agreements with suppliers and Procurement contracts. Oracle Procurement Cloud is a complete solution for businesses of any size for direct or indirect spend. Collaboration with suppliers is easy through document sharing and increased in formation accuracy for deeper insights. The core-functions of Oracle Procurement Cloud are self- service procurement , the supplier model , supplier qualification , purchase orders , supplier agreements , supplier negotiations , and Procurement contracts. Roles, include employees , line managers , procurement team members , buyers , and procurement specialists. And also will be useful for all users who are starting out as administrators, implementers, and power users. A more efficient, effective, and influential procurement organization helps keep costs under control by selecting the best suppliers, enforcing policy, and managing supplier risk.

Self-Service Procurement

Self-service procurement can be managed in a number of ways, and it's import ant to know how the different procurement features apply to your organization . You will use self-service procurement to set up requisition preferences , shop fo r catalog and non-catalog items by raising requisitions. Oracle Self-Service Procurement Cloud delivers a friendly user experience that i s similar to the best consumer websites. With little or no training, employees can easily search, use shopping lists, browse categories, and find what they need quickly. You can create self-service receipts for your requisitions, and you can also view the requisition lifecycle.

REQUISITION PREFERENCES

Requisition preferences are often the starting place in Self-Service Procurement . E.g., Requisition preferences of procurement manager First, logs in with the appropriate username and password. Then, on the home page, he goes to the springboard and clicks the Procurement link. Then he clicks the Purchase Requisitions icon to open the Requisition Search page. Next, he selects the More tasks dropdown list, and then Update Requisition Preferences. Whenever you search, browse, or perform any action that initiates a requisition, your user preferences are validated. With Requisition Preferences, you can specify the default information to create a requisition.

Let's go straight into the system and logged in as the procurement manager, and I'm going to order a new printer. So the first thing I need to do is go into Procurement here, and then go into Purchase Requisitions. And I can just search for my printer from the top here. Just run the search. I could also shop by category as well if I wanted to. And here, we can see the printers that are available to me that I can choose from. If I want to compare printers, can just click on the dropdown here, More Tasks, and I say Add to Compare, and say what to compare it to, the multifunction laser printer, Add to Compare, so they're both in the tray. You can compare up to five products here. So then I hit the Compare button, and it's showing me the details of the two printers side by side here. And then when I've decided which one, I want to have, I can just select Add it to the Cart. And notice now, my cart is empty, so we'll add this one to the cart. And now we can see it's been added to the cart. Then I can just select Done to close the products tray here as well. So we'll just clear that. And then now, if I go into the basket here, to the shopping cart, I can see the printer that I've added. So, I could just submit it from here. I could select Submit. I could delete it out already. Because all I've done is add it to the basket.

I haven't purchased or raised a requisition yet. Alternatively, I can review it as well, so I just select Review. So, it's copied the description, this is my one line, into my header. It's given me my description. And if I scroll down, it's showing me all the delivery details. Remember, these are coming from my requisition preferences as well, the same as the charge account as well. That's coming from the requisition preferences. And it also shows me where the item is on an agreement. So it's showing me that it's attached to a blanket purchase agreement by Lee Supplies and the agreement numbers, and it's telling me it's item one on the blanket purchase agreement. So I can review those details and could add an additional description, change the approvals, and I could just-

  • the quickest way is just to submit. Then we'll just say OK. So we can see it's pending approval. And we'll just give it a few moments, and we can refresh it, and we'll hopefully see that it's being approved. So if I go into Manage Requisitions, and the expectation is it will be approved and it will generate a purchase order as well. So now we can see the status has changed to Approved. And if we wait a little bit longer, we'll see the order number being generated as well. Let's just refresh it again and run the search.

So, 100% of the charges are going to this one charge account. If I wanted to, I could reduce it. So, I could say, I want to split it 50% with another charge account. So just reduce that to 50 and then use the Split option here. So, it's now split my line into two. It's spread the amount over the two charge accounts here, and I just need to u pdate this charge account to a different charge account, so it made that split. I can just delete that out for now and put it back up to 100%. You could add any notes, if you needed to, for the supplier. So, once you've got that there, you've reviewed everything, you can just select Submit. If I saved it, it would just save the requisition is incomplete and I could carry on adding to it at another time. So, we'd just go in. I could choose Shop. So, I could add other items into this requisition if I wanted to. But what I'll do is just submit and we'll see that requisition going through. We just say OK. So, we can see here, it's pending approval. So, we can just drill down on there, and we'll be able to see where it is. So, it's gone to Tiffany Irving. So, Tiffany, the buyer, must approve the non catalog requisition here. So, we can just select Done on that one. So, once she's approved that requisition, we'll potentially move forwards. And I can just return back to the home page now. And I'd be notified when that requisition is approved by Tiffany.

CREATING A SELF-SERVICE RECEIPT

By confirming the receipt of the goods or service, this can trigger the payment to the supplier.

In the self-service receiving process, the requester enters a requisition online, which is then approved. The goods should be delivered to the delivered-to location as set on the requisi tion preferences at the time the requisition was raised. These details are transferred to the purchase order when the requisition is approved. Once the delivery has been made by the supplier, creating the receipt assists in the process of the supplier’s receiving payment. As a starting point, let's look at the receipts of procurement manager. He logs in with the appropriate username and password. On the Home page, goes to the Springboard and clicks the Procurement link as shown here. Then, he clicks the My Receipts icon to open the Receive Items Search page. You can see the default saved search, My Requisitions. And use this filter to create your receipts. You can expand the advance search and apply other filters, such as purchase or der number. For each purchase order number, there may be multiple requisition lines. For example, purchase order 163810 in this example has four lines. To receive an item, highlight the appropriate row, and click the Receive button. Once you select the Receive option, you progress to the Create Receipt page. You need to enter the quantity of items to be received. Optionally, you can use the Show Receipt Quantity button, which will show you the remaining quantity to be received. This is especially useful if you have many items perhaps being delivered in multiple shipments. You can see the remaining balance to be received, and then enter to the number you wish to receive. Then, all you need to do is select the Submit button to create the receipt. You can also use the Task tab to access the Manage Receipts task. You may need to use this if you need to make any changes to receipt you've already created. Look up the receipt and make corrections. This is useful if items have been incorrectly receipted or are damaged and need to be returned.

EXPLORING SUPPLIERS

Suppliers can be managed in several ways, and it's important to know how the different Procurement features apply to your organization. Oracle Supplier Model Cloud provides a centralized tool to create or maintain your supplier information, addresses, sites, and contacts. Using the supplier model, you can review your supplier profile. Suppliers can register and manage suppliers and enable smarter interactions via the Supplier Portal to enable you to manage suppliers effectively. The diagram shows a typical supplier definition and all its possible attributes. It also shows the connections between all the parts. For each supplier, there are four groups of attributes. Supplier information , addresses , sites , and contacts. Supplier information attributes include business classifications & products & services relevant to the supplier & include tax registrations and bank accounts. Address attributes include sites and any business functions associated with that site. Contacts , that's the supplier personnel associated with that address, together with tax registrations and bank accounts associated with that address. Site attributes include transaction controls , which are any controls on the business functions conducted at that site. Site assignments relate to which business units use the site and any bank accounts associated with the site. Contact attributes include the address associated with the contact and the contact user account with the application. All areas also have additional descriptive flexfields which can be used.

SUPPLIER MODEL

The Oracle supplier model provides a centralized tool to create and maintain your supplier information, supplier addresses, supplier sites, & the supplier contacts.

To go see this supplier information will be logging in as the procurement manager, and going to look up Lee Supplies, our regula r supplier, and review their details. So here we are in the application & we go into Procurement and then we're going to go into Suppliers. And then from here, we just expand the Task panel and go into Manage Suppliers, and we're going to look up Lee Supplies. So we'll just type that in as the keyword and run our search, and then we can drill down on the Supplier Name hyperlink there. So notice in here, we actually landed on the Supplier Profile tab here. Also notice you can actually mark this supplier as a favorite if it's one you're constantly using. So let's look at the profiles. We've got the basic details of the supplier. The name, the number, tax organization type, their status. We can also see their business relationship with us as well. So if this supplier is marked here as spend authorized, that means that the supplier's avail able for ordering and invoicing. And we could also see how this supplier was created. And in this case, it's manually. So we can scroll down here to the other supplier profile details. So we've got the organization details. We've got the business classification as well, and also the products and services that Lee Supplies are offering to us, and also how they accept payments as well. So they prefer electronic payments. So we have quite a lot of supplier information here. So we scroll up now, we can actually have a look at the addresses now. So now, we've got a list of all the addresses where this particular supplier is all over the world as well. And next along, we can see the supplier sites here. And these are associated with the supplier address, as we can see in this case, and we can drill into the supplier site here. So notice here that we are given this site purpose. So these are the options that are selected when it was set up.

In each case, you can register the supplier as either prospective or spend authorized. Externally, suppliers themselves can create a registration request. They can request that their company be registered as prospective or spend authorized. In all cases, the registration request must be approved by a supplier administrator. As a starting point, let's look at the procurement manager and see how to register a supplier as an example. First, he logs in with the appropriate username and password. Then, on the home page, he goes to the springboard and clicks the Procurement link as shown here. Then he clicks the Suppliers icon to open the Suppliers Work Area. From Suppliers, he can expand the task list and select Manage Suppliers Task. On the Manage Suppliers page, he can select the Register Supplier button. Alternatively, using the expanded Task tab, he can select the Register Supplier task. Note, the Manage Suppliers task and therefore the Register Supplier button is also accessible from the Purchasing Cloud by navigating to the Purchase Orders task list. You can choose whether a supply is registered as prospective or spend authorized. Depending on the setup within your organization, additional information may be required.

SUPPLIER PORTAL

Oracle Supplier Portal provides an interactive system that suppliers, as well as the buying organization, can access. If your company's the buying organization, for example, you can grant access to your suppliers by creating and maintaining user accounts, establishing job roles, and maintaining data access controls for your supplier contacts.

If there's confidential information in the portal that you don't want to share, don't worry. You can control each supplier's access and determine which tasks they can control. On the other hand, you can permit trustworthy suppliers to request to manage user accounts for their employees for greater efficiency. From the supplier's point of view, let's look at the Supplier Portal as supplier contact Ryan Lee from the supplier Lease Supplies. First, he logs in as Ryan Lee with the appropriate username and password. Then he reviews the Supplier Portal Work Area. The Supplier Portal Work Area is where the supplier can perform day to day supply maintenance and activities. It provides access to a range of tasks relating to orders, agreements, and shipments. You can use a Collapse Pane button to display or hide the task list. There are a number of Infolets available. The Requiring Attention Infolet provides a consolidated view of administrative tasks needing attention. This directs the supply to agreements to acknowledge, orders to acknowledge, contract deliverables overdue, schedules overdue or due today, negotiation responses, and questionnaires. You can drill down to access these. The Transaction Reports provides access to recent business activity. The supplier can drill down from the Transaction Reports header directly to the Supplier Transaction Reports Dashboard. The portal also provides a useful means of displaying supplier news to the supplier. Let's now look at the watchlist in the global header. It's the flag icon. The watchlist provides the one stop shop for all key tasks that need to be performed and inquiries that need to be monitored. The Supplier Portal, provides your suppliers with access to their supplier infor mation, and where details may be exchanged between supplier and buyer.

And, in turn, each of these are made up of qualification questions. To go to see the qualification model and where this applies to the supplier going to be logged in this as the procurement manager, and then look up the qualification model, and then show you how this applies to Lee Supplies, our regular supplier. So we're in the application&going to go into Procurement, & we're going to go into Supplier Qualification to look at our qualification model. So from here, we'll expand the Task panel and go into Manage Qualification models. So we can see here the qualification models that we have, and the one we were going to look at is the supplier assessment score. And I can drill down from here. You can see it's active. So it's a general assessment of suppliers. So what you can see is this is the supplier assessment score. So this is the model itself. And then if you actually go on to the areas and outcomes, these are the areas that are included in that qualification model. So we have financial viability, sustainability, compliance. We also have, if we scroll down, we can see the actual qualification model outcomes. So that's the score that would be given to the supplier after they'd completed the qualification. And then from here, we can even go in and actually look at the questions. So say I drill down here on the Compliance Qualification area. So I've got all the basic details here. And if I go on the separate Questions and Outcomes tab, I can see there where the qu estions are coming from, and I can drill into these. So the code of conduct, and I even can see the potential outcomes for the code of conduct question. And also notice that this has been deemed to be a critical question as well when it's been created in the supplier model.

So I've just select Done to come out here, and then Done again, and then Cancel. So now if I go to the Home page, that will take you into the supplier, and we'll see how this model is in Lee Supplies. We'll go into Manage Suppliers, look up Lee. So we drill into Lee Supplies here. And then we're on the Qualifications tab. We can see the assessment here. So this is the model that we just looked at. This is the supplier assessment score. And so we wanted look at the qualifications. So compliance, say, for instance. Say we noticed this was a critical question. We can see their responses here. But we can, again, we can drill down into that from here as well and see the details that we saw from the supplier model as well. And we can see their response here. We can then just select Done to close up that qualification, and then Done again, and then return to the home page where we first started.

SUPPLIER QUALIFICATION LIFECYCLE

Oracle Supplier Qualification Management Cloud provides functionality to support the entire qualification cycle. A qualification manager initiates the qualification process by creating an initiative. A supplier contact or an internal responder responds to questions they may receive in the form of a questionnaire. The qualification manager reviews the supplier or internal responder responses and accepts these responses or they can request for more info. Once these are completed, one or more evaluation team members assess the responses received from the supplier and internal responder and an outcome can be assigned to the qualification. The qualification manager monitors the status of qualifications and keeps track of new information available & re-qualifies the suppliers on an as-needed basis.

Use the Lines region to list goods or services ordered, including quantities, price, need by date, notes to supplier, and price reference information. Use the Schedules region to specify inventory organizations, ship to locations, and the date you want your supplier to deliver the items on the purchase order line. In this example, purchase order line two for chairs has a quantity of two items, which have two scheduled shipments on separate dates. Use the Distributions region to enter accounting distribution information for purchase order shipments, or to view distributions that purchasing has automatically created for you. You can also enter multiple distributions per shipment line. The core functions of purchase orders, covering processing requisition lines , reviewing purchase orders , and reviewing the purchase order lifecycle.

PROCESS REQUISITION LINES

Logged in as the procurement manager, and then navigate to Purchase Orders and use the task Process Requisitions to raise a cleaning supplies purchase order. So we're in the application, and we just need to go into Procurement and then go into Purchase Orders.

And then from here, we'll expand the Task panel and go into Process Requisitions. So here, we can see all the requisition lines that haven't progressed to being part of a purchase order, so we need to take some action. And if you notice, we've got something here called the Document Builder. And you can collapse and expand this. If you don't see it on yours, just look out for that little arrow. So you've got—the Document Builder is empty. So what we're going to do is add lines into our Document Builder to create our purchase order. So what we need to do is scroll down and look for items. So I'm saying I'm looking for cleaning supplies. So I've got here some wipes. So I'll just highlight that line, and then I can select the option Add to Document Builder. So if you notice, the Document Builder is empty at the moment. But then when I select Add to Document Builder, it's now going to ask me, do I want to add it to a new order. But you've got other options in here, and this will depend on your setup. But I could potentially add it to an existing order as well. I'm not going to go for new negotiation. I'm just going to keep it clean and say a new order. And new orders with Lee Supplies, so I'll just say OK. So now it's going to start creating items in my Document Builder. And it's saying it's going to be a purchase order here. So you can see the details, and it's got that one line there. So if I keep looking in my lines to process, my requisition lines to process, I could pick up the Charmin bathroom tissue as well. So I can select that one, but I've also noticed there's another line for Charmin bathroom tissue. So I could select Control. Control to select both those lines together and add them to the Document Builder. So use Shift if you want to pick up the whole block of lines.