This guide is intended to aid Oracle Procurement Requesters with best practices when purchasing in Oracle.

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Resources

Procurement Channels

Procurement Responsibilities

Before Creating a Requisition

While Creating a Requisition

After Requisition Submission

 

• Purchasing Quick Start Guide
• Non-Catalog and Payment Request Procurement Categories
• Shopping & Procurement Quick Reference Guides
• Procure-to-Pay Fundamentals Training
• Preferred Purchasing Methods Guide
• Create Split Distributions
• Managing Rejected Requisitions

 

 

Channel	Definition
Punchout Catalog	Request for items through Oracle that are hosted on a supplier's external shopping site.
Local/Hosted Catalog	Request for items from a supplier that are hosted within Oracle.
Non-Catalog Requisition	Request for goods or services via an Oracle Smartform for a one-time goods or service request not available in the Punchout or Local/Hosted Catalogs. Most purchases not part of a hosted or punchout catalog will likely use a Non-Catalog order for goods/services. A non-catalog order should be created at the time you agree to the goods/services. The creation of the Purchase Order provides the supplier with authorization to start the work or fulfill the goods requested.
Standing Order	A request for goods or services with an established supplier for on-going purchases made with a specified period of time including a not-to-exceed purchase order value. If you anticipate recurring invoicing from the same supplier for the same good/service your purchase could qualify as a Standing Order.
After-the-Fact Order	A request to record purchases for goods or services made outside the appropriate procurement process. These are exception-based and occur in rare circumstances. Learn more about ATF Orders.
Payment Request	A request for a one-time payment for various non-PO items. This includes honoraria, donations, utility payments, visitor reimbursement.
GEMS	A transaction made by an employee for University travel or small-dollar business expenses either through a corporate credit card or by personal funds to be reimbursed. These are the only transactions that do not take place in Oracle. Learn more about GEMS and Concur.

 

Procurement Requesters and Approvers are the general actors that will participate in the Procure-to-Pay processes in Oracle. Below outlines the primary responsibilities of each role.

Procurement Requester

• Initiate supplier set-up for suppliers not listed in Oracle
• Obtain supporting documentation and attach it to the requisition
• Select the appropriate procurement channel
• Allocate the requisition to the appropriate COA and/or POETAF string
• Edit the requisition or create a change order as needed
• Cancel or modify and resubmit rejected requisitions
• Respond to request for information notifications
• Approve invoices that are $5,000 and over
• Act as the point of contact for the supplier with questions related to the purchase and/or payment

Approver

• Confirm the appropriate procurement channel and procurement category was selected
• Review the attached supporting documentation
• Ensure accurate COA and/or COA allocation and that there is ample funding for the purchase
• Provide a detailed explanation when rejecting a requisition
• Confirm that this is an appropriate use of funds for the University of Chicago
• Respond to invoice hold notifications

 

Set Requisition Preferences

It is recommended to set Requisition Preferences before creating a requisition. This is a one-time setup of selecting a default deliver-to location, primary COA string, optional supplemental COA strings, and optional POETAF string. Preferences can always be edited, and both the deliver-to location and distribution information can be edited on individual requisitions.

Adding multiple COA strings to your preferences, makes it easy to switch between frequently used distributions.

Review the Requisition Preferences guide and video to understand how to add this information.

Finding a Supplier

Oracle requires for all suppliers to be setup in the system before creating a requisition. This section is intended to help users identify if a supplier relationship is already established in Oracle.

If a supplier is not in Oracle, complete the Supplier Set-Up or Modify form.

In Orbit’s Supplier Profile Report, search for potential suppliers by using the filters. If you only know part of a supplier’s name, use the percentage sign (%) at the start and end.

Review the preferred suppliers by supplier name or by commodity category.

 

Smartform Selection

If you are creating a non-catalog or payment request requisition, select the appropriate tile listed under Featured categories. Do not select the Create Noncatalog Request option. Choosing that will not allow you to input the requisition information and direct you back to the Self Service Procurement homepage.

Supplier Information

If a Supplier Site does not populate, open the dropdown to select the appropriate one. Requisitions without a Supplier Site will be automatically rejected.

Additionally, do not combine multiple suppliers into one requisition. This is for both non-catalog requisitions and payment requests. Each supplier should have their own requisition.

Do not enter new supplier information into Oracle. If a supplier needs to update their information, they should do that in their PaymentWorks account. If they are not in PaymentWorks, submit a Supplier Set-Up or Modify form.

Requisition Attachments

Obtain all supporting documentation before creating a requisition:

• Purchase Order requisitions
• Payment Request requisitions

In order for an approver to review your attached documents use the category To Approver. For a supplier to review your attached documents use the category, To Supplier. Attachments can be added at both the line level and header level of a requisition.

Deliver-to Locations

Choose an appropriate Deliver-to Location. The address selected represents the final destination for goods.

Selecting a Dock location will lead to delays and the possibility of the orders being returned due to missing delivery details.

If the location is listed as “Default Location,” it will be automatically rejected. This can best be avoided by adding a location to the requisition preferences. Even if nothing is being delivered, for example, a Payment Request payment, a valid deliver-to location still must be included.

Invoice Numbers

For Payment Requests, there is an optional invoice number field. Only fill out this field if you have an actual invoice number from the supplier.

If a requisition is submitted with an invoice number that has already been used, it cannot be processed or updated. Oracle's fraud prevention technology locks the transaction, preventing further alterations or movement. The only way to get the payment request paid is to recreate it without the duplicate invoice number and resubmit it.

Editing Distribution Information

After adding all items to the chart, you can edit the COA and/or POETAF information that is defaulted onto the requisition based on the requisition preferences. To change the distribution information for all lines, select the pencil icon on the Requisition summary (noted in the yellow box). To change the distribution information for a specific item, select the truck icon (noted in the red box).

Learn more about creating split distributions in this guide.

 

 

Approval Workflow

Once requisitions are submitted, it will be added to the approval workflow. At minimum all requisitions will be reviewed by the Organizational Financial Manager Approval Group for requisitions using Chart of Account segments or a Project Manager for requisitions using POETAF.

Follow the approval workflow by selecting View Approvers. It will only list the Approval Group until claimed or approved by an individual

Once the requisition completes the approval workflow a Purchase Order is created.

Requisition Life Cycle

The requester can view the life cycle of the requisition in Oracle. The life cycle information includes the Purchase Order, invoice(s), and payment information.

Select the Invoice Number listed under Related documents to find payment details. The Payments section lists:

• Payment Due Date
• Payment Method
• Payment Date
• Payment Status

Notifications

There are potential notifications you may receive related to the requisition and/or the invoice. Pay attention to notifications that require action. Potential notifications are:

• Request for Information
• Requisition Approved
• Purchase Order Implemented
• Invoice Approval