ORACLE TRAINING iPROCUREMENT

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13 Required fields for Non Catalog Request Category Item Description Unit of Measure Quantity Unit Price Supplier Name

14 Flashlights Wherever you see a flashlight, you must click on it to bring up the next inquiry screen Percent sign (%) or “wildcard” in box will bring up all possible selections To narrow search, type a word or the beginning of a word then % Example: Under Category, typing “BOOKS%” will give you a list of the different types of book purchases available Select desired category item

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17 CATEGORIES There are several major categories to choose from. These are set forth on the following page. Many of them also have minor categories. To find the correct minor category you may use the name of the major category with the wildcard. If there are no minor categories associated with it, the search will end with only one choice.

18 MAJOR CATEGORIES Supplies Furniture Equipment Software Contract Maintenance Agreement Books Subscriptions Memberships Repairs Paper Printing Postage Student transportation Travel Other Services

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20 Item Description Please note that the Item Description is what shows up on the Budget Summary Report and also assists the Buyers in creating the PO. This entry should be concise but meaningful. If the Requisition is for a Blanket or confirming order, it should be stated here to assist Purchasing and to prevent duplicate orders.

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22 UNITS OF MEASURE All available units of measure are shown. The most common will be “EACH” and “DOLLARS”. Please use “Dollars” for Blanket Purchase Orders and Confirming Requisitions.

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25 QUANTITY AND UNIT PRICE Quantity and Unit Price are also required fields. Please note that for Blankets and Confirming Orders the Quantity will be equal to the PO total and the Unit Price will be “1”.

26 Add to Favorites After entering all the required fields on this screen there will be a choice to Clear All, Add to Cart or Add to Favorites By clicking on Add to Favorites, all information will be saved to your favorites list which you can access from the first screen in iProcurement by clicking on “Browse My Favorites List and Other Shopping Lists” This is a time saver for recurring purchases After verifying reviewing the saved favorite, click on Back to finish the requisition by clicking on Add to Cart

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30 CHECKOUT To add another line to the requisition click on return to shopping For emergencies only: Check the box requesting that a purchase order be assigned. The Purchase Order number will be given upon check out and that number will be assigned to the requisition when the PO is created. Use Express Checkout only if you have a default account number set up.

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33 Required Fields The Need By Date is a required field but will default in from your profile. This date can be changed. The Requisition Description is a required field that does not fill automatically. You can type in a description or clicking on the link defaults to your previous description. Notes to buyer and approver are optional.

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36 Non Express The next few pages take you through the longer checkout process which should be used if there you need to change any default account numbers, add special billing or delivery information or need to add approvers. This process will be necessary for requisitioners working under more than one TOPS manager. Most required fields will default in but you will have an opportunity to make any necessary changes before finalizing the requisition. The Requisition Description is a required field. Click on prompt for default description. Click on the account number to make a change.

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53 Requisition Status Used to review or check approval history. This is also the screen you will need to cancel a requisition. You can cancel or change any line of the requisition or cancel the entire requisition by following the prompts.

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59 Notifications and Approvals These screens will show recent requisitions and their status. These screens will also let you know if there are any approvals you need to process. Click on link to get to the approvals page and decide how you want to proceed from the choices available.

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66 Routing Rules On the first screen in iProcurement there is a prompt for “Going Away”. You may use this to re-route your work if you will be out of the office for an extended period of time.

67 Miscellaneous Procedures Travel – Continue to use travel request form Warehouse – Continue to use Warehouse Requisitions Boise Boise Online Users can continue to use a Blanket PO Other departments can do a Blanket PO or place individual orders using iProcurement

68 Practice Requisitions Standard Purchase Order –Separate line for each item –Taxes and/or shipping & handling must be entered as separate line items Blanket Purchase Order –The Unit of Measure will be DOLLARS –Quantity will be equal to the dollar amount of the purchase order –The unit price will be one dollar

69 Practice Requisition Standard Purchase Order With Express Checkout Purchasing a File Cabinet From Office Depot including tax From opening screen in iProcurement click on Non Catalog Request Fill Required Fields for Line 1: –Category: Supplies-Office –Item Description: File Cabinet –Unit of Measure: EACH –Quantity: 1 –Unit Price: $50.00 –Supplier: Office Depot Click on Add to Cart Click on Return to Shopping to add line for Taxes Fill required Fields for line 2: –Category: Supplies-Office –Item: Taxes –Unit of Measure: EACH –Quantity: 4.25 –Unit Price: $1.00 –Supplier: Office Depot Click on Add to Cart Review for accuracy and Click on Express Checkout Fill Required Fields: –Need By Date will default in from your profile – Change if desired –Requisition Description: Click prompt for default or fill manually –Add Notes if necessary: Not required Click on Submit now, or if you want to review again, click on Review and Submit You will get a Confirmation with a Requisition Number as well as approver information If you get an error message that you cannot use Express Checkout, click on Back until you get to the screen with the prompt Proceed to Checkout, click on it and continue with the checkout process from there

70 Practice Requisition Blanket Purchase Order From opening screen in iProcurement click on Non Catalog Request Fill in required fields –Category: Supplies-Office –Item Description: Blanket PO for Supplies –Unit of Measure: DOLLARS –Quantity: 100 –Unit Price: 1.00 –Supplier: Boise Click on Add to Cart Review for accuracy and click on Proceed to Checkout Change any Delivery Information. Click on Continue Change any Billing Information. Click on Continue Click on Enter Account Enter Account(s). You can use the prompts for multiple accounts or to apply the same account to all requisition lines. Click on Continue Review Accounts and Click on Check Funds Upon Confirmation of available funds Click on Continue Enter Requisition Description (or click on default link), add any notes or attachments. Click Continue Review/Add Approvers if necessary. Click on Continue Review and click on Submit You should get a confirmation with a Requisition Number as well as approver information

71 QUESTIONS If you have any questions or need any assistance, please do not hesitate to contact me. Susan Courtey Extension susan