iProcurement Reference Guide

UK SBS Training Services Team
Oracle 12 – Finance Training
iProcurement
Reference Guide

iProcurement
Version Control
Version Created Author Comments
3.2 Jan-2016
D. Rees
M. Houghton
Government Funding Category Changes
Oracle 12 Finance Training
Reference Guide
Page 2
Version 3.2

iProcurement
Contents
1 Module Objectives & Agenda ............................................................................................6
2 iProcurement & Purchase to Pay Overview .....................................................................7
2.1 Raising Requisitions on iProcurement ..............................................................................7
2.2 Procurement of Goods and Services ................................................................................7
2.2.1 Smart Form Requisitions ...........................................................................................7
2.2.2 Non Catalogue Requisitions for Goods & Services ....................................................8
2.3 Non-Procurement & Government Funding Requisitions....................................................9
3 Purchasing Regulations & Sourcing...............................................................................10
4 VAT & Purchase Orders...................................................................................................13
4.1 Default VAT Mapping on Purchase Orders .....................................................................13
5 Universal Chart of Accounts ...........................................................................................14
5.1 Charge Account Entry on iProcurement..........................................................................17
6 iProcurement Navigation.................................................................................................18
6.1 The Shop Tab.................................................................................................................19
6.1.1 The Stores Section (Smart Form Requisitions) ........................................................19
6.1.2 Non Catalogue Requisitions ....................................................................................20
6.2 Requisitions Tab.............................................................................................................21
6.3 The Receiving Tab..........................................................................................................22
7 Procurement of Goods & Services Non Catalogue Requisition....................................23
7.1 Procurement of Goods & Services – Non Catalogue Requisition Process Map............... 23
7.2 Step by Step Guide – Creating Multiple Lines using the Edit Lines Function...................26
7.3 Step by Step Guide – Creating Multiple Lines using the Shopping Cart Function............ 38
7.4 Step by Step Guide – New Supplier/Please Source Requisitions....................................49
8 Procurement of Goods & Services – Smart Form Requisitions....................................54
8.1 Procurement of Goods & Services - Smart Form Requisition Process Map ....................54
8.2 Step by Step Guide.........................................................................................................56
9 Overview of Non-Procurement and Government Funding Requisitions......................62
Reference Guide
Page 3
Version 3.2

iProcurement
10 Non Procurement & Government Funding Requisitions...............................................64
10.1 Government Funding – Non Catalogue Requisition Process Map...................................64
10.3 BIS Non-Procurement Miscellaneous Requisitions ........................................................73
11 Receiving ..........................................................................................................................78
11.1 Receipting Tips...............................................................................................................78
12 Amending or Correcting a Receipt on iProcurement.....................................................83
13 Entering a Return of Goods.............................................................................................87
14 Requisition/Purchase Order Change Requests .............................................................91
15 Adding Additional Lines ..................................................................................................95
15.1 Step by Step guide .........................................................................................................95
16 Enquiry on iProcurement.................................................................................................98
17 Displaying a PDF Copy of an Invoice............................................................................104
18 Appendix 1 – Completing a Saved Requisition............................................................106
19 Appendix 2 – Copy, Amend and Submit.......................................................................107
20 Appendix 3 – iProcurement Preferences......................................................................109
Reference Guide
Page 4
Version 3.2

iProcurement
Legend
These recognised abbreviations tell you what action to take in the practical exercises. They will not
appear as options on your Oracle system, but are our instructions to you:
(N) – Navigate
(T) – Tab
(ST) – Sub Tab
Action Note:
This is to draw your attention to an action you MUST take in order to effectively use
the system.
Learning Note:
This is to draw your attention to useful additional information that you may find
interesting.
Caution Note:
This is to give you forewarning about an action that is NOT advisable or may have
consequences that could impact on your effective use of the system.
Reference Guide
Page 5
Version 3.2

iProcurement
1 Module Objectives & Agenda
By the end of this course delegates should have an understanding of:
 Purchasing Regulations & Tendering
 VAT on Purchase Orders
 The Universal Chart of Accounts (UCOA)
 iProcurement Overview & Navigation
 Purchase Requisition creation and management:
o Non Catalogue for Goods & Services
o Smart Forms for Goods & Services
o Non Catalogue for Government Funding
o Requisition Change Requests
 Receipt recording and management
o Receipting
o Receipt Correction
o Return of Goods
 Enquiry on iProcurement
Reference Guide
Page 6
Version 3.2

iProcurement
2 iProcurement & Purchase to Pay Overview
2.1 Raising Requisitions on iProcurement
There are two different types of Purchase to Pay transactions which need different approval routes.
1. Procurement of Goods & Services
2. Non-Procurement Spend (Government Funding)
The requisitioner selects the route for each transaction by selecting the appropriate category at
requisition stage.
2.2 Procurement of Goods and Services
There are two types of requisition for ordering goods & services:
1. Smart Form Requisitions
2. Non Catalogue Requisitions for Goods & Services
Smart Form Requisitions
You can order services, such as maintenance contracts, and some goods using smart forms. The
forms guide you through the process with a series of questions answered by selecting from the
drop-down list.
The main benefit of using Smart Forms is that Purchase Orders are created automatically once a
requisition has been approved and users do not have to wait for a UK SBS buyer to convert it.
To request a New Smart Form template to be created please email your request to
smartformqueries@uksbs.co.uk, and an UK SBS buyer will get in touch to discuss your
requirements
Further details on how to complete Smart Form Requisitions for Goods & Services are given in
Chapter 8.
Learning Note:
All Government Funding Non-Procurement Spend Categories start ZZ-Funding.
Reference Guide
Page 7
Version 3.2

iProcurement
Non Catalogue Requisitions for Goods & Services
Caution Note:
A non-catalogue request should only be created if the item cannot be found in the
relevant Smart Form.
Any procurement activity should be done following Procurement best practice principles, UK
Government mandates and EU competition laws, therefore all non-catalogue requisitions for goods
and services are routed to the UK SBS Procurement Teams.
All categories that do not start ZZ-Funding take this route, so the category appropriate to the type
of spend should be selected.
Billingham will Quality Assess each transaction by conducting a number of checks and for correct
VAT coding before it reaches the Budget Holder. After Budget Holder approval the transaction
moves on to the Procurement Team, who are responsible for ensuring that the business need is
met following the appropriate procurement process – and they then finally convert the requisition to
a Purchase Order.
Action Note:
For non-catalogue requisitions, the supplier, what is to be purchased and the cost
need to be identified.
The Role of UK SBS Procurement in Non Catalogue Requisitions of Goods & Services
For non-catalogue requisitions of goods and services, the Procurement team are responsible for
creating the Purchase Order in Oracle and forwarding it to the supplier for processing.
The Procurement Teams manage all contracts with Suppliers; they review all Non-Catalogue
requests and help maintain the Smart Forms.
Further details on how to complete Non-Catalogue Requisitions for Goods & Services are given in
Chapter 7.
Reference Guide
Page 8
Version 3.2

iProcurement
2.3 Non-Procurement & Government Funding Requisitions
These transactions are related to work that the Department does as a Government organisation
that does not have any procurement requirement. Examples are Grants, Grant in Aid, International
Subscriptions.
These Government Funding transactions are often high value and have very specific accounting
requirements and therefore finance teams will review the requisitions before they are approved by
the QA team and Budget Holder.
For Government Funding Transactions, the category begins ZZ-Funding. The type of Government
funding can then be selected.
For Non-Procurement & Government Funding Requisitions the UK SBS Billingham team are
responsible for converting the requisition to a Purchase Order.
Further details on how to complete Requisitions for Government Funding are given in Chapters 9 &
10.
Reference Guide
Page 9
Version 3.2

iProcurement
3 Purchasing Regulations & Sourcing
As a Publicly funded organisation BIS, UKTI, UKSA and UK SBS Ltd are mandated to follow UK
and European regulations.
All Purchases with an expectation to exceed £111,676 (with the exception of building / construction
works) are advertised in the Official Journal of the European Union (OJEU). UK SBS advises that
all requirements that are over £100,000 should follow OJEU regulations.
All Purchases with an expectation to exceed £4,322,012 for building / construction works are
advertised in the Official Journal of the European Union.
All Purchases with an expectation to exceed £10,000 as a total Purchase Order value needs to be
advertised to the UK marketplace on Contracts Finder unless:
 There is a Government Mandated Framework Contract
 Crown Commercial Services Framework
 UK SBS or other Government Department Framework which has already been pre-
completed
 The purchase is from the available catalogues on iProcurement
Caution Note:
New supplier requests for Goods & Services requisitions are completed by the UK SBS
Procurement team.
New supplier requests for Non-Procurement Government Funding requisitions are
completed by you/your organisation. In these cases the New Supplier AP1 form needs
to be completed and sent to the UK SBS Billingham team.
The UK SBS buying team will liaise with you to determine your requirements and understand the
specification for the Goods or Services you wish to purchase. The buyer will ensure the necessary
advertisement of purchase opportunity is carried out and will create tender documents which reflect
these requirements and manage the tender process in accordance with legislation and mandates.
This will include a full specification, identification of timings and the evaluation criteria by which
tender submissions will be assessed.
Action Note:
For requisitions that need to be advertised, a “Please Source” requisition should be
raised with the budget for the purchase filled in as a requisition value. Please see
section 7.4 for details of how to do this.
Reference Guide
Page 10
Version 3.2

iProcurement
What process is used for sourcing my requirements?
Goods & Services
Less than £10k
UK SBS obtains three quotes from suppliers.
If you have obtained a quote prior to submission of the requisition, all quotes
received must be attached to the requisition.
Between £10k
and £100k
UK SBS will liaise with the Customer on the appropriate sourcing route,
checking to see if there is already an appropriate framework in place which
meets the requirements of the Customers. If not then UK SBS will follow the
Transparency process and advertise the requirement on Contracts Finder.
Requisitioner to include commercial justification for single source action at the
time of requisition.
Over £100,000
OJEU sourcing exercise is mandatory; the exemption is that if an existing
framework is to be used and this has already been pre-completed in
accordance with the OJEU regulations, then there is no requirement for further
competition.
Learning Note:
SLAs for Non-Catalogue Sourcing based on UK and EU Procurement Rules are as
follows:
All purchase of goods and services between £10K and £100K will follow the
Transparency Agenda which means all sourcing documentation will be published on a
designated, publicly searchable website - Contracts Finder.
Allow a minimum of 20 working days. This is a measure and not a target, as all
requirements will be managed on a case by case basis and timelines agreed with the
customer dependant on route to market and complexity.
For OJEU Purchases (over approximately £100K in value), the process in
accordance with the Lean Sourcing Guidance can take up to 120 working days.
Purchases less than £10K with a live supplier have a maximum of 3 working days
SLA.
Purchases less than £10k with no existing or known Supplier have a maximum of
10 working days SLA.
Reference Guide
Page 11
Version 3.2

iProcurement
When can Single Sourcing Action (SSA) be used?
The Procurement regulations provide limited support to where a “Single Sourcing Action” is
permitted, namely:
1. Where there is no alternative sources of supply
2. The procurement need can only be met by propriety or specialist equipment
3. Continuing the use of specialist professional services (but only once)
4. For technical reasons
5. The Supplier is offering an innovative product or service
6. Private sector financing the major part of the work
Where the requisitioner has identified that a Single Sourcing Action is appropriate, commercial
justification along with details of the supplier should be included in the free text requisition.
You are required to provide a robust and compelling case to support your claim that the goods,
services or Works can only be sourced from a particular supplier. Without this proof, the Single
Sourcing Action request will be rejected by UK SBS and the purchase will not proceed.
Can I source a supplier without engagement with Procurement?
Quotes are obtained by the UK SBS Procurement Team. If you have specialist knowledge of
the market, and are aware that supplies from only a limited number of suppliers are appropriate
(for example, they have a unique specification not available elsewhere) you may recommend
particular suppliers. In such an instance the choice of supplier will result from a dialogue between
you and the UK SBS Procurement Team.
Caution Note:
Procurement team.
Who can I contact at UK SBS with any questions and/or issues?
If you need any assistance, please contact the UK SBS Procurement Contact Centre:
 procurement@services.uksbs.co.uk
 BIS - 0333 207 9120
 UKTI - 0333 207 9122
 UKSA - 0333 207 9123
Reference Guide
Page 12
Version 3.2

iProcurement
4 VAT & Purchase Orders
The VAT on a purchase order is driven by:
Supplier Set Up
If the supplier has ‘not registered’ in the supplier set up tax field, the order will not generate VAT.
The order also checks the location of the supplier, e.g. EU or Non EU.
Purchasing Category
The purchasing category determines the rate of tax. A listing of the purchasing categories can be
found on the BIS Intranet.
Intended Use (Goods or Services)
If you are purchasing goods from an EU supplier, the order will produce self-assessed tax, unless
the goods are eligible for VAT exemption.
If you are purchasing goods from a Non EU supplier, the PO will not produce self-assessed tax, as
it will recognise that VAT is paid on import.
If you are purchasing services from a foreign supplier (EU & Non EU), the system will also add
self-assessed tax to the order.
The self-assessed tax will show the percentage rate on the purchase order line item, but not in the
overall amount.
Points to Note:
4.1 Default VAT Mapping on Purchase Orders
To review default VAT status information a Purchasing Category Mapping Excel spread sheet is
available on the BIS Intranet.
Action Note:
If you are purchasing goods to be directly shipped to address outside the UK, you will
need to put a note to buyer to remove the VAT from the order.
Reference Guide
Page 13
Version 3.2

iProcurement
5 Universal Chart of Accounts
The Universal Chart of accounts is the new financial coding system for all the BIS family. It
comprises of 10 segments:
1. Entity
 The Entity represents the “Where?”
 A BIS Partner or Government Organisation or subsidiary
 4 characters in length – 1 level
 Shared Value Set with Inter Entity
 For Example:
o Core BIS – 1000
o UK Space Agency –1100
o UKTI - 3000
2. Business Unit
 The Business Unit is a new segment of the Universal Chart of Accounts and also
represents the “Where?”
 For Core BIS, UKTI Admin is included within the Core-BIS accounts yet is a separate
entities admin spend
 5 characters in length – 1 level
 For Example:
o Core BIS - 10000
o Low Pay Commission –10850
o UKTI Programme – 30000
Reference Guide
Page 14
Version 3.2

iProcurement
3. Cost Centre
 The cost centre represents the “Who?”
 6 characters in length, for Core BIS there are 4 levels
 Examples of Child Level Values for transactions:
o HE Programme & Delivery – 104061
o AMS - Aerospace, Marine, Defence & MAS – 102048
o GOS - DIUS Information and Technology Unit – 105003
4. Account
 The account represents the “What?”
 Universal Segment within the Chart
 8 characters in length at 6 levels
o Maintenance – 52151003
o Stationery – 52171016
o Salary – 51111001
5. Programme
 A programme represents the “Why?”
 Entity specific value set
 6 characters in length at 6 levels
o RB211 Engine – 102097
o K & I Admin – 100201
o B & S Admin – 100351
Reference Guide
Page 15
Version 3.2

iProcurement
6. Analysis Code 1 & 2
 The analysis segments also represent the “Why?” for any further General Ledger analysis
requirements.
 UKTI have a current requirement to analysis programme spend by market sector and
industry.
 5 characters in length, default of 00000
 For Example:
o Analysis 1 – Primary Segmental Analysis i.e. Country, Markets, Industry
o Analysis 2 – Secondary Segmental Analysis i.e. Country, Markets, Industry
7. Spare 1 & 2
Provides expansion flexibility for future UK SBS clients. 4 characters in length – default of 0000
8. Inter Entity
 A BIS Partner or Government Organisation or subsidiary
 Shared value set with Entity
 Enables counter party eliminations for BIS Consolidation reporting
 For Example:
o Core BIS – 1000
o UK Space Agency –1100
o UKTI - 3000
Reference Guide
Page 16
Version 3.2

iProcurement
5.1 Charge Account Entry on iProcurement
The following applies to all entities:
Entity
The default codes are based on your HR record.Business Unit
Cost Centre
Account Code
The default code is based on the Category Selected.
• The category will reflect the items that are being purchased
• If you are purchasing more than one item from a Catalogue Requisition
then you may have multiple Account Codes
Programme The default code is based on your HR record.
Analysis 1
The default code is set to 00000.
Analysis 2
Spare 1 The default code is set 0000.
• These fields cannot be changed as Spare 1 & 2 are currently not in useSpare 2
Inter Entity
The default code is set to 0000.
• The Inter Entity code will automatically be applied by the Sub Ledger
Accounting Module for any Government related suppliers
Reference Guide
Page 17
Version 3.2

iProcurement
6 iProcurement Navigation
1. Sign on to Oracle, your list of responsibilities will be displayed
Caution Note:
Within the live system you will only be able to see responsibilities that are appropriate to
your role.
Action Note:
Responsibilities are only given when appropriate training has been received.
Attendance on the iProcurement course will give you access to the iProcurement
responsibility.
1. (N) Select the responsibility BIS iProcurement User
2. Upon entering iProcurement the first page encountered is the page:
Reference Guide
Page 18
Version 3.2

iProcurement
6.1 The Shop Tab
The shop tab is the location where new requisitions are created; changes can be made by
selecting the (change) icon and access to recording receipts by selecting the (receive)
icon.
The section displays your five most recently created requisitions.
Learning Note:
When logging on for the first time this will be blank.
The Stores Section (Smart Form Requisitions)
Caution Note:
The button on the internet browser should not be used as this can cause
stale data resulting in an error page.
Action Note:
Therefore, the navigation buttons within the iProcurement screens should be used at
all times to navigate around the system.
Reference Guide
Page 19
Version 3.2

iProcurement
Non Catalogue Requisitions
1. To enter a non-catalogue requisition click on in the Shop section
3. Non-catalogue requisitions are where the supplier, category, description and price must be
input manually
4. The default Item Type is Goods billed by quantity
5. To change the Item Type to Goods or services billed by amount or Services billed by
quantity select Item Type drop down button
Action Note:
The Item Type selected should reflect how the Goods or Services are to be receipted.
By value or by quantity.
Reference Guide
Page 20
Version 3.2

iProcurement
6.2 Requisitions Tab
The requisitions tab displays all of the requisitions created on iProcurement by the user, regardless
of their status, e.g. rejected, approved etc.
If the Next 10 option appears this means that more than ten requisitions have been created by the
user, Click on Next 10 to see more available requisitions
Learning Note:
When a column header is raised in iProcurement (e.g. Status, Creation Date,
Requisition) this means that the displayed requisitions can be sorted. Click on the
Status column header to put everything into alphabetical order so all of the approved
requisitions will appear first.
This sort will only last for as long as the user is in the screen. Upon exiting and
returning to this screen, the default will be restored.
Action Note:
Within iProcurement, anything underlined is a clickable link, meaning there is
information stored behind it. When the purchase order number is underlined this
indicates that this is an approved purchase order.
Reference Guide
Page 21
Version 3.2

iProcurement
6.3 The Receiving Tab
 The Receiving tab is split into two sections:
o Requisitions to Receive
Your last 5 requisitions which are yet to be receipted in full
o My Receipts at a Glance
Details the last 5 receipts actioned by you
 The tab works exactly the same as the tab, in that it only displays the
most recent five requisitions or receipts.
 Click on to reveal a full list of transactions
Reference Guide
Page 22
Version 3.2

iProcurement
7 Procurement of Goods & Services Non Catalogue
Requisition
7.1 Procurement of Goods & Services – Non Catalogue Requisition Process Map
Caution Note:
A Non-Catalogue request should only be created if the item cannot be found in the
Smart Forms.
Any procurement activity should be done following Procurement best practice principles, therefore
all non-catalogue requisitions for goods and services are routed to the UK SBS Procurement
Teams.
Action Note:
It is recommended that requisitions that are raised for services and training, the
Requestor should add a task in Outlook to record the Need-by-Date(s) and the
individuals concerned.
If the Requestor has not heard from the individual(s), they should contact them to
confirm that the activity has taken place. This will help to record the receipt in a timely
manner and ensure that the prompt payment Service Level Agreement (SLA) is met.
Action Note:
All categories that do not start ZZ-Funding take this route, so the category
appropriate to the type of spend should be selected.
A list of all the categories and associated VAT and Account Codes is available on the
BIS Intranet.
Reference Guide
Page 23
Version 3.2

iProcurement
1. Non-Catalogue requisitions are created using iProcurement.
2. If the requisition is for Consultancy or Research a CARA Approval reference number must
be obtained which must be recorded on the requisition.
3. Oracle will automatically send Non-Catalogue requisitions to the Quality Assurance (QA)
Team in UK SBS Billingham to check VAT, accounting and transparency details.
4. Upon QA approval, Oracle will automatically send an email alerting your approver to
authorise the order.
Learning Note:
The approver is your budget holder. The Budget holder will check that:
 There is sufficient headroom in the budget
 They have the paper delegation for this request to purchase
 The Requestor should be asking to make expenditure against this Cost Centre
and is authorised to request this purchase
Reference Guide
Page 24
Version 3.2

iProcurement
5. When a ‘non-catalogue’ request has been approved, your requisition will go to the
Procurement Team, who are responsible for ensuring that the business need is met
following the appropriate procurement process – and they then convert the requisition to a
Purchase Order.
6. The supplier then will process the order and deliver the goods or services and then invoice
your organisation c/o UK SBS in Billingham.
7. Once goods or services are received satisfactorily, you must confirm this by completing a
receipt for them in iProcurement.
Learning Note:
This is the point of consumption of the resource and the expense is recognised on the
accounts.
Caution Note:
The supplier’s invoice will not be paid until you have done this.
8. On receipt of the invoice at UK SBS, the invoice is scanned and attached to the supplier
invoice details recorded in Oracle. UK SBS Finance then processes and pays the supplier’s
invoice, subject to the three way match:
Caution Note:
All invoices will need to be sent to UK SBS in Billingham so that they can get scanned
onto Oracle.
Reference Guide
Page 25
Version 3.2

iProcurement
7.2 Step by Step Guide – Creating Multiple Lines using the Edit Lines Function
1. (N) Responsibility – BIS iProcurement User
2. (T) Shop
3. Select
Learning Note:
Mandatory fields are indicated with an *.
The Magnifying Glass icon is the List of Values Field (LOV) within iProcurement.
Remember to prefix each line on the requisition, for example A, B, C to differentiate
between lines.
4. The Non-Catalog Request screen is displayed:
5. The Item Type defaults to Goods Billed by Quantity
6. Enter the following data:
Field Content
Item Type Goods or services billed by amount
Line Description A) Newspaper Costs
Learning Note:
The list of mandatory fields has now changed.
Reference Guide
Page 26
Version 3.2

iProcurement
Action Note:
If creating a multi-line requisition, it is important to differentiate the descriptions
between each line on the requisition; as this will make receipting easier.
Learning Note:
The Item Description is a 240 character field including spaces & punctuation.
7. In the Category field, click on the LOV icon
Learning Note:
The Category is a description of best-fit to describe the requisition.
The selected category will dictate the VAT code and Account code for the requisition
line.
To find the appropriate category use the wild card % to narrow your search.
BIS intranet.
8. The Search and Select: Category screen is displayed, enter %Print%, then click on
Reference Guide
Page 27
Version 3.2

iProcurement
9. This will then display all the categories that contain the characters Print:
Learning Note:
There are two ways to select the chosen category:
Either click Quick Select , or click in the Radio button then click
10.Select: Print and Print Management.Printed Products.Publications category using the
icon
11.In the Amount field enter the following:
Field Content
Amount 500
Currency GBP
Caution Note:
Remember the Amount figure must NOT include the VAT element.
iProcurement does not need a decimal point for round figures.
12.In the Supplier Name field, click on the LOV icon
Reference Guide
Page 28
Version 3.2

iProcurement
Learning Note:
To find the supplier use the wild card % to narrow your search.
You do not need to specify a Supplier. Instead tick the new supplier box and enter
Please Source in the Supplier field.
A UK SBS Buyer aware of existing negotiated contracts will place the order with the
appropriate supplier for you.
However, please ensure that you provide an adequate specification in the Item
Description field and add the appropriate attachments.
Caution Note:
New supplier requests for Goods & Services requisitions are completed by the UK
SBS Procurement team.
Action Note:
Fields on iProcurement can also be populated by typing the required information and
pressing tab.
Field Content
Supplier Jones Yarrell Leadenhall
Site London1
Reference Guide
Page 29
Version 3.2

iProcurement
13.The Search and Select: screen is displayed. Enter Jones%, then click on
14.Select Jones Yarrell Leadenhall with the icon
Learning Note:
The Site will automatically default in if the supplier only has one site linked to it. If
multiple sites have been added then select and choose as appropriate. If no sites
are returned this is because none have been added for your group, for example BIS –
Operating Unit.
15.Having checked the details as being correct add the line to the Shopping Cart by selecting
the button
16.Select
Reference Guide
Page 30
Version 3.2

iProcurement
17.Review the line details and click on
Field Content
Requisition Description Newspaper Costs
Need-By Date Last working day of the month
18.Enter the Need-By Date by selecting the Calendar icon
Learning Note:
The Need-By date is the expected delivery date of the goods/service
The default is today’s date and must be changed
You can amend the date by using the Calendar icon
Learning Note:
The Charge Account is populated automatically based on the ‘Originators’ HR record
and the Account Code is associated with the selected ‘Category’. Default Charge
Account details may not necessarily be correct and it is up to each individual to
confirm they are and amend where appropriate.
19.Click on to amend
the accounting details
20.Click on
21.Click on the flexfield icon
Reference Guide
Page 31
Version 3.2

iProcurement
22.Enter the following Charge Account details
Field Content
Cost Centre 105003
Programme 103954
23.Click on
Action Note:
If there are no results found, it is recommended that you save the requisition and seek
advice from the requestor as to the account combination that should be used.
24.Click and
25.Click on
Reference Guide
Page 32
Version 3.2

iProcurement
Learning Note:
If additional lines are not required jump to step 32.
Line Description Quantity Need By Date
Line 2 B) Newspaper Costs 200 Last working day of the following month
Line 3 C) Newspaper Costs 100 Last working day of the following month
26.To add (copy) additional lines click and
27.To add another line repeat step 26
28.To amend the description, need-by date or charge account details on an individual line,
click on for the line followed by the update button
29.Amend information as required:
30.Click on
Reference Guide
Page 33
Version 3.2

iProcurement
31.To update the next line repeat steps 28 to 30
32.Select the button to return to the Checkout: Requisition Information screen
Action Note:
If the accounting details of one or more lines have been updated in the Edit Lines
function, iProcurement will force you to save the requisition before continuing.
33.Select the button
Reference Guide
Page 34
Version 3.2

iProcurement
35.The Requisiton Information screen is displayed:
36.Select the button to progress to step 2 where the Approval Information is
displayed, and Notes can be added to the requisition
Learning Note:
All requisitions will require approval. The name of the approver will be displayed; the
approver is identified automatically by the system, and is based on the cost centre
selected and the value of the requisition.
37.Notes Section provides the ability to record information for:
o The Justification for raising the requisition
o Specific information for the Buyer
Learning Note:
If the requisition is for a new supplier, or a request for the Goods and Services need to
be sourced, the note to the Buyer field must be completed either with a request for
the Buyer to source a supplier.
Please remember to include as much information as possible and attach the detailed
Statement of Requirements document to the requisition.
Learning Note:
A VAT code preference can also be specified here.
The Billingham QA team will check and amend if necessary after discussion with the
Requisitioner.
Reference Guide
Page 35
Version 3.2

iProcurement
38.Enter a note in the Note To Buyer field
Field Content
Note To Buyer Please find attached my teams newspaper requests
39.To add an attachment click on in the Attachments section of the screen
40.Click on to add attachment
41.Locate the document ‘Newspaper Requests’ to be attached and click on
Reference Guide
Page 36
Version 3.2

iProcurement
42.From the drop down menu select “To Buyer”
43.Enter a Name and Description
44.Click on
45.Select the button to progress to step 3 where an overview of what is being
ordered can be viewed
46.Review the details of each line and then click on the button
47.The system has now generated a unique requisition number
48.Click on the button or the tab to return to the Shop tab
Caution Note:
When selecting the Attachment Category, do not use the Miscellaneous option.
Reference Guide
Page 37
Version 3.2

iProcurement
7.3 Step by Step Guide – Creating Multiple Lines using the Shopping Cart Function
2. (T) Shop
3. Select
Learning Note:
between lines.
4. The Non-Catalog Request screen is displayed
Field Content
Line Description Aerospace Innovation Conference – Venue Hire
Learning Note:
Reference Guide
Page 38
Version 3.2

iProcurement
Action Note:
Learning Note:
Learning Note:
line.
BIS intranet.
8. The Search and Select: Category screen is displayed, enter %conference%, then click on
Reference Guide
Page 39
Version 3.2

iProcurement
9. This will then display all the categories that contain the characters conference:
Learning Note:
Either click in the Radio button then click or, click Quick Select
10.Select: Conference & Venues.Corporate Events.Conferences category using the
icon
Field Content
Amount 7000
Currency GBP
Caution Note:
12.In the Supplier Name field, click on the LOV icon
Reference Guide
Page 40
Version 3.2

iProcurement
Learning Note:
You do not need to specify a Supplier. Instead tick the new supplier box and enter
Please Source in the Supplier field.
A UK SBS Buyer aware of existing negotiated contracts will place the order with the
appropriate supplier for you.
However, please ensure that you provide an adequate specification in the Item
Description field and add the appropriate attachments.
Caution Note:
New supplier requests for Goods & Services requisitions are completed by the UK
SBS Procurement team.
New supplier requests for Government Funding requisitions are completed by
you/your organisation. In these cases the New Supplier AP1 form needs to be
completed and sent to the UK SBS Billingham team.
Action Note:
Fields on iProcurement can also be populated by typing the required information and
pressing tab.
13.The Search and Select: screen is displayed. Enter %technology%board%, then click on
Reference Guide
Page 41
Version 3.2

iProcurement
14.Select The Technology Strategy Board (Innovate UK) with the icon
Learning Note:
The Site will automatically default in if the supplier only has one site linked to it. If
multiple sites have been added then select and choose as appropriate. If no sites
are returned this is because none have been added for your group, for example BIS –
Operating Unit.
the
Action Note:
To add additional lines using the 1st
screen enter the necessary information in the
fields and click on .
Learning Note:
If additional lines are not required skip to step 19.
Reference Guide
Page 42
Version 3.2

iProcurement
16.For example, enter the following information for the 2nd
line:
Field Content
Description Aerospace Innovation Conference – Hospitality
Category Conference & Venues.Corporate Events.Hospitality
Amount 1200
Supplier The Technology Strategy Board (Innovate UK)
Site Swindon
17.Click on
18.For example, enter the following information for the 3rd
line:
Field Content
Description Aerospace Innovation Conference – AV Equipment Hire
Category Audio Visuals.Audio Equipment.Projectors, Tv, Etc, Video
Amount 600
Supplier The Technology Strategy Board
Site Swindon
Reference Guide
Page 43
Version 3.2

iProcurement
19.Select , the Shopping Cart is displayed:
Field Content
Requisition Description Aerospace Innovation Conference – Total Costs
Need-By Date 15th
of next month
Learning Note:
Learning Note:
Reference Guide
Page 44
Version 3.2

iProcurement
22.Click on to amend the accounting details
23.The Requisition Information: Edit Lines screen is displayed:
Learning Note:
In this example a different the account code has been applied to each of the lines this
is because a different category was selected for each individual line.
Learning Note:
If there are no accounting changes to be applied jump to step 31.
24.To change the accounting details for Line 1 click on
against the line
Field Content
Programme 102049
Reference Guide
Page 45
Version 3.2

iProcurement
27.Click on
Action Note:
If there are no results found, click on to display the appropriate account
code combination.
28.Click and
29.Click on
30.To apply the changes to Lines 2 and 3, repeat steps 24 to 29:
Reference Guide
Page 46
Version 3.2

iProcurement
Action Note:
Learning Note:
Reference Guide
Page 47
Version 3.2

iProcurement
Learning Note:
If the requisition is for a new supplier, or a request for the Goods and Services need to
be sourced, the note to the Buyer field must be completed either with a request for
the Buyer to source a supplier.
Please remember to include as much information as possible, including a preferred
VAT code if required, and attach the detailed Statement of Requirements document to
the requisition.
ordered can be viewed:
39.Click on the button or select the tab to return to the Shop tab
Reference Guide
Page 48
Version 3.2

iProcurement
7.4 Step by Step Guide – New Supplier/Please Source Requisitions
Caution Note:
Procurement team.
New supplier requests for Government Funding requisitions are completed by you/your
organisation. In these cases the New Supplier AP1 form needs to be completed and
sent to the UK SBS Billingham team.
2. (T) Shop
3. Select
Learning Note:
between lines.
Field Content
Line Description Visual Management for 'BIS Story'
Action Note:
Learning Note:
Reference Guide
Page 49
Version 3.2

iProcurement
6. The Search and Select: Category screen is displayed, enter %Advertising%, then click on
7. This will then display all the categories that contain the characters Advertising:
Learning Note:
Either click in the Radio button then click or, click Quick Select
8. Select: Advertising and Media.Communication Services.Communication Services
category using the icon
Reference Guide
Page 50
Version 3.2

iProcurement
9. In the Amount field enter the following:
Field Content
Amount 3000
Currency GBP
Caution Note:
Action Note:
If the supplier you wish to use is not on the system, tick the field and
enter the name of the supplier in the Supplier Name field. To ask the Buying Team to
source a supplier for you, enter “Please Source” in the Supplier Name field.
10.Tick the box
11.Enter “Please Source” in the Supplier Name field.
Learning Note:
If you are asking the Buying Team to source a supplier, please remember to include
as much information as possible to aid the Buying Team in securing the correct goods
or service required.
12.To add the line to the Shopping Cart, select the button
13.Select
Reference Guide
Page 51
Version 3.2

iProcurement
Field Content
Requisition Description Visual Management for 'BIS Story'
Learning Note:
The Need-By Date is the expected delivery date of the goods/service
Learning Note:
Reference Guide
Page 52
Version 3.2

iProcurement
18.Enter a note in the Note To Buyer field:
Field Content
Note To Buyer Please can you source an appropriate supplier for the items detailed in
the attached Statement of Requirements.
Learning Note:
Supporting documentation or links to websites can also be attached which might help
the Buying Team to source the goods or service for you.
To add an attachment see pages 30 & 31.
22.Click on to return to the Shop tab
Reference Guide
Page 53
Version 3.2

iProcurement
8 Procurement of Goods & Services – Smart Form
Requisitions
Action Note:
It is recommended that requisitions raised for services and training, the Requestor
should add a task in Outlook to record the Need-by-Date(s) and the individuals
concerned.
If the Requestor has not heard from the individual(s), they should contact them to
confirm that the activity has taken place. This will help to record the receipt in a timely
manner and ensure that the prompt payment Service Level Agreement (SLA) is met.
8.1 Procurement of Goods & Services - Smart Form Requisition Process Map
1. Smart Form requisitions are created using iProcurement
2. Oracle will automatically send smart form requisitions to the Quality Assurance (QA) Team
in UK SBS Billingham to check VAT, accounting and transparency details
3. Upon QA approval, Oracle will automatically send an email alerting your approver to
authorise the order
Reference Guide
Page 54
Version 3.2

iProcurement
Learning Note:
The approver is your budget holder. The Budget holder will check that:
 There is sufficient headroom in the budget
 They have the paper delegation for this request to purchase
 The Requestor should be asking to make expenditure against this Cost Centre
and is authorised to request this purchase
4. When a smart form request has been approved, a purchase order is created automatically
and sent to the supplier
5. The supplier then will process the order and deliver the goods or services and then invoice
your organisation c/o UK SBS in Billingham
6. Once goods or services are received satisfactorily, you must confirm this by completing a
receipt for them in iProcurement
Learning Note:
accounts.
Caution Note:
The supplier’s invoice will not be paid until you have done this.
7. On receipt of the invoice at UK SBS, the invoice is scanned and attached to the supplier
invoice details recorded in Oracle. UK SBS Finance then processes and pays the supplier’s
invoice, subject to the three way match:
Caution Note:
All invoices will need to be sent to UK SBS in Billingham so that they can get scanned
onto Oracle.
Reference Guide
Page 55
Version 3.2

iProcurement
8.2 Step by Step Guide
Smart Forms can be used for services such as maintenance or temporary staff contracts. They will
have pre-populated fields which cannot be changed.
Learning Note:
between lines.
2. (T) Shop
3. Within the Stores section select the link.
4. Enter the following:
Field Content
Item Description A) Paul Smith - Fast Stream - Negotiating and Influencing Course
Category Learning and Development.Development and Training.Development
and Training
Amount 730
Caution Note:
Reference Guide
Page 56
Version 3.2

iProcurement
5. Once all necessary information has been entered click on , the Shopping
Cart will be displayed:
6. Select
7. Proceed to the Requisition Information screen by clicking on
Field Content
Requisition Description Negotiating and Influencing Course
Action Note:
The requester name defaults to the user’s name. It should be changed if the user
creating the requisition is not the requester.
The requester is the person who is contacted if there are any issues or queries with
the requisition.
Learning Note:
The Need-By date is the expected delivery date of the goods/service.
The default is today’s date and must be changed.
You can amend the date by using the Calendar icon.
8. Enter the Need-By Date by selecting the Calendar icon
Learning Note:
Reference Guide
Page 57
Version 3.2

iProcurement
9. Click on to amend
the accounting details
10.Click on
Field Content
Cost Centre 105003
13.Click on
Action Note:
14.Click and
Reference Guide
Page 58
Version 3.2

iProcurement
15.Click on
Learning Note:
If additional lines are not required jump to step 20.
Line Description Quantity Need-By Date
Line 2 B) Louise Clark - Fast Stream -
Negotiating and Influencing Course
730 Last working day of the
following month
16.To add additional lines click and
17.To amend the description, need-by date or charge account details on each additional line,
click on for the line followed by the button
18.Amend information as required:
Reference Guide
Page 59
Version 3.2

iProcurement
19.Click on
Action Note:
23.Select the button to progress to step 2 where the Approval Information is displayed,
and Notes can be added to the requisition
Caution Note:
Requisitions should not be submitted until Step 3 so all information can be checked
prior to submission.
Learning Note:
Reference Guide
Page 60
Version 3.2

iProcurement
o Specific information for the Supplier
26.Review the details and then click on the button
28.Click on the button or select the tab to return to the Shop tab
Reference Guide
Page 61
Version 3.2

iProcurement
9 Overview of Non-Procurement and Government Funding
Requisitions
These transactions are related to work that the Department does as a Government organisation
that does not have any procurement requirement. Examples are Grants, Grant in Aid, International
Subscriptions.
These transactions are often high value and have very specific accounting requirements and the
Finance Change Forum therefore requested that the finance teams have the ability to review
before they are completed. This approval comes before the Budget Holder agreement in the
process.
Action Note:
For Government Funding Transactions, the category always begins ZZ-Funding.
BIS Intranet.
The type of Government funding can then be selected:
Category Default Account Code Description
Default Account
Code
Grants Current Grants To Private Sector - NPISH 54156001
Finance Payments Grant-In-Aid to Arm’s Length Bodies 54811001
Investments Additions - Other Loans - Private Sector Companies 16592501
Subscriptions International Subscriptions 54154002
Special Payments Subsidies To Public Corporations (PCs) 54611001
Fees and Charges Business Rates 59121001
Staff and Pensions Pension Costs - Current Service Costs 56111001
Learning Note:
The default Account Codes can be changed according to the specifics of each
transaction – if you as a requisitioner are not sure you should choose the category that
is closest and put a note to the category approver asking them to review.
Reference Guide
Page 62
Version 3.2

iProcurement
The last segment of the category is the finance team responsible for the area putting the
transaction through.
For BIS & UKSA:
 BIS FIN1 will route the transaction to the Skills, Deregulation & Local Growth finance
team
 BIS FIN2 will route the transaction to the Economcis & Markets and People, Strategy &
Higher Education finance team
 BIS FIN3 will route the transaction to the Business & Science finance team
 BIS FIN4 will route the transaction to the Share Holder Executive finance team
 UKSA has a single option
Three approvers have been named for each team and all three will receive the notification – it will
disappear from their work lists as soon as it has been approved or rejected.
Billingham are responsible for finally converting the requisition to a Purchase Order for these
transactions.
For UKTI:
UKTI FIN1 & UKTI FIN2:
Will route transactions to a named individual within the UKTI Central finance team.
Billingham are responsible for finally converting the requisition to a Purchase Order for these
transactions.
Reference Guide
Page 63
Version 3.2

iProcurement
10 Non Procurement & Government Funding Requisitions
10.1 Government Funding – Non Catalogue Requisition Process Map
1. Government Funding requisitions are created using iProcurement
2. Upon submission, Oracle will automatically send an email alerting your Group Finance
Team to review the order
3. When a Government Funding ‘non-catalogue’ request has been approved by your Group
Finance Team, your requisition will go to UK SBS Billingham to perform the QA check
4. When a Government Funding ‘non-catalogue’ request has been approved by both Group
Finance and the QA Team, your requisition will go to the Budget Holder for approval
5. On approval, UK SBS Billingham will then create the Purchase Order
6. The Funding Recipient will then meet the various milestones and apply for payment
7. Once the Funding Recipient has successfully achieved key milestones and applies for
payment, you must confirm that the Funding conditions have been met by completing a
receipt for them in iProcurement
Reference Guide
Page 64
Version 3.2

iProcurement
Learning Note:
accounts.
Caution Note:
The recipient’s request for payment will not be paid until you have done this.
8. On receipt of the AP16 - request for payment at UK SBS or supplier invoice, the request is
scanned and attached to the supplier invoice details recorded in Oracle. UK SBS Finance
then processes and pays the funding request, subject to the three way match:
Reference Guide
Page 65
Version 3.2

iProcurement
2. (T) Shop
3. Select
Learning Note:
between lines.
Field Content
Line Description A) Grant funding for student support programme
Learning Note:
Reference Guide
Page 66
Version 3.2

iProcurement
Action Note:
Learning Note:
Learning Note:
line.
BIS Intranet.
8. The Search and Select: Category screen is displayed, enter %grant%, then click on
9. This will then display all the categories that contain the characters funding.
Action Note:
For Government Funding Transactions, the category always begins ZZ-Funding.
BIS Intranet
Reference Guide
Page 67
Version 3.2

iProcurement
10.Select: ZZ-Funding.Grants.BIS FIN3 category using the icon
Field Content
Amount 10000
Currency GBP
Caution Note:
12.Enter the following supplier information:
Field Content
Supplier University of Sheffield
Site Sheffield 1
Learning Note:
If the supplier is not on the Oracle system tick the new supplier box and enter the
supplier name you wish to use in the Supplier Name field.
the button
14.Select
Reference Guide
Page 68
Version 3.2

iProcurement
Learning Note:
Field Content
Requisition Description Grant funding for student support programme
Need-By Date End of the financial year
Learning Note:
17.Select the charge account
18.Select
Reference Guide
Page 69
Version 3.2

iProcurement
20.Change the accounting details:
Field Content
Programme 102046
21.Click on
Action Note:
Reference Guide
Page 70
Version 3.2

iProcurement
22.Click and
23.Click on
24.Click on
Action Note:
Reference Guide
Page 71
Version 3.2

iProcurement
Learning Note:
All requisitions will require approval. The name of the approver will be displayed.
For all Government Funding requisitions the approver is identified by the system,
based on cost centre and value. A second approver is required which is a member of
the Group Finance Team and this is based on the Category chosen.
Reference Guide
Page 72
Version 3.2

iProcurement
10.3 BIS Non-Procurement Miscellaneous Requisitions
2. (T) Shop
3. Select
Learning Note:
between lines.
Field Content
Line Description A) FAO – Using the new category
Learning Note:
Reference Guide
Page 73
Version 3.2

iProcurement
Action Note:
Learning Note:
Learning Note:
Please ensure that the description provided is clear as this will ensure the correct VAT
rate is applied at QA Stage.
8. Select the relevant ZZ-Funding. non-procurement spend category:
Field Content
Amount 10000
Supplier Name 1 HIGH PAVEMENT CHAMBERS
Site ESTHER HARRISON
Reference Guide
Page 74
Version 3.2

iProcurement
9. After entering all relevant fields, click on the button
10.Select
Learning Note:
Action Note:
The Charge Account must be entered manually for a Non-Procurement requisition.
12.Click on the Enter Charge Account link
Reference Guide
Page 75
Version 3.2

iProcurement
13.Click on Enter Charge Account:
14.Click on the search icon:
15.Enter accounting information
16.Click and
17.Click on Apply to return back to the Checkout: Requisition information page
Reference Guide
Page 76
Version 3.2

iProcurement
Action Note:
When the accounting details of one or more lines have been updated in the Edit Lines
20.Complete the requisition and after review (step 3) Submit the requisition to the Category
Approver
Reference Guide
Page 77
Version 3.2

iProcurement
11 Receiving
Action Note:
Once the goods or service have been received it is the responsibility of the originator
to ensure the necessary receipting is carried out within Oracle.
Receipting your goods or service on Oracle gives the UK SBS clearance to pay for
your purchase. If items are not receipted then the suppliers invoice will go on hold and
will not be paid for by UK SBS.
The amount you receipt is the amount that you allocate to your budget regardless
what the supplier is paid. If you receipt more than what you’ve physically received (or
been invoiced) then it appears that you’ve spent more on your budget than you
actually have. To correct this you can correct the receipts – see chapter 12.1.
If you receipt less than the invoiced amount, the system will assume you have been
overbilled and place the invoice on hold. In order for the invoice to be matched and
paid, you may need to increase the value of the Purchase Order– see chapter 15.1.
11.1 Receipting Tips
 Always receipt based on the Requisition/Purchase Order line Unit. (E.g. Each, Currency)
 Receipt items as soon as you receive them - this will ensure Suppliers are paid promptly
 Never receipt items that you haven’t received or aren’t yet willing to pay for:
 Once a receipt is created any invoices received, up to the value of your receipt, will
be paid
 Never over receipt a line
 Instead create partial receipts as outlined in this guide
 Receipting the correct amount will also ensure the supplier cannot overbill you
Action Note:
Agency Staff (E.g. Capita) and Contractors MUST be receipted weekly and by no later
than the last working day of the current month, otherwise the costs will not appear in
the correct month.
Civil Service Learning (CSL) Purchase Orders must be receipted on the date of the
course and by no later than the last day of the month.
Action Note:
The Open Purchase Order report must be run on a regular basis, at least once a
month, to review what has been receipted and still to be receipted.
The Open Purchase Order report is accessed from the responsibility Your
Organisation OBIEE Reports PO
Reference Guide
Page 78
Version 3.2

iProcurement
Once the goods or service has been received it is the responsibility of the requestor to ensure the
necessary receipting is carried out within Oracle. This chapter will show you how to enter a
receipt.
Learning Note:
The Shop/Receiving pages store the 5 most recently created requisitions that have not
been fully receipted. From this screen you can click the quick select icon next
to your chosen requisition (skip to Step 7).
2. (T) Receiving
3. Select the link
Caution Note:
All receipts keyed on iProcurement must exclude VAT.
Reference Guide
Page 79
Version 3.2

iProcurement
4. Click on the button to remove all pre-populated fields
5. Enter the Requisition/Purchase Order number, for example:
Field Requisition No.
Requisition Number Requisition created in Section 7.2
6. Click on
7. All open lines are now displayed:
Reference Guide
Page 80
Version 3.2

iProcurement
Learning Note:
To partially receive against a line, Select the line and amend the Receipt Quantity.
Receiving the full amount automatically closes the line for receiving.
Field Line Amount
Receipt
Quantity/Amount
Line 1
Line 2
500
100
8. Click on against each line to be receipted in the column
9. Enter 500 in the Receipt Quantity/Amount field against line 1 (A)
10.Enter 100 in the Receipt Quantity/Amount field against line 2 (B)
11.Select the button to progress to Step 2 where the Enter Receipt Information is
displayed:
Learning Note:
The receipt date defaults to the date the receipt is being keyed.
It is recommended that comments are entered on your receipt to assist UK SBS in the
invoice matching process.
Caution Note:
To assist in checking that you are receipting against the correct line it is important to
remember to differentiate between the descriptions of each line on a requisition.
Reference Guide
Page 81
Version 3.2

iProcurement
12.Select the button to progress to Step 3 where an overview of your receipting can
be viewed
13.Click on
14.The system has now generated a unique receipt number:
15.Click on to view your receipts
Learning Note:
The requisition will stay in the Requisitions to Receive list until all of the lines have
been fully receipted or have had any remaining amounts cancelled.
Caution Note:
The receipt date entered must be in the current period, it cannot be in the future.
Reference Guide
Page 82
Version 3.2

iProcurement
12 Amending or Correcting a Receipt on iProcurement
Amending or correcting a receipt can be completed directly on iProcurement.
Learning Note:
Users are responsible for amending and maintaining their own requisitions.
iProcurement allows the following amendments:
• Amend/correct receipting
• Increase and decrease quantity/amount
• Change the Need-By Date
• Cancel lines
2. (T) Receiving
3. Click on
Learning Note:
The Correct Receipts page stores your most recent receipts. From this screen you
can correct your receipting or alternatively search for the number.
Reference Guide
Page 83
Version 3.2

iProcurement
4. Click on to remove all pre-populated fields
5. Search for the receipt, for example:
Field Receipt No.
Receipt Receipt Keyed in Section 11.1
6. Click on
7. The selected receipt/s will be displayed:
Reference Guide
Page 84
Version 3.2

iProcurement
Learning Note:
The receipt lines are displayed in reverse order and can not be resorted
Action Note:
Enter the net amount that should have originally been receipted.
8. Enter 75 against line 2 in the Correct Quantity/Amount field:
Field Line Amount
Receipt Quantity/Amount Line 2 75
Learning Note:
To reverse the full receipt the correct quantity to enter would be 0 (zero).
9. Select the button to proceed to the Review and Submit page:
Learning Note:
The change field shows how much the receipt amounts will be reversed by.
10.Click on
Reference Guide
Page 85
Version 3.2

iProcurement
11.The system will now confirm the action:
Reference Guide
Page 86
Version 3.2

iProcurement
13 Entering a Return of Goods
From time to time items may arrive either damaged or faulty and need to be returned to the
supplier for replacements or for a credit to be issued.
Action Note:
The keying of a Return of Goods on iProcurement is to keep a record on Oracle.
The Supplier will still need to be notified to collect the Goods.
2. (T) Receiving
3. Click on
4. Click on to remove all pre-populated fields:
Reference Guide
Page 87
Version 3.2

iProcurement
5. Search for the requisition number, for example:
Field Purchase Order No.
Requisition Number Requisition keyed in Section 7.2
6. Click on
7. The selected requisition will be displayed:
Action Note:
To enter a return of goods specify the amount/quantity returned in the Return Quantity
field.
Reference Guide
Page 88
Version 3.2

iProcurement
8. Enter the amount to return:
Field Line Amount
Return Quantity Unit Line 2 50
9. Select the button to proceed to the Enter Return Information screen
10.In the Reason field, click on the LOV icon
11.Click on
12.A list of the standard default reasons will be displayed. Choose the one most appropriate,
for example Incorrect Product Supplied
13.Click on the Quick select icon next to Incorrect Product Supplied
Learning Note:
A Return Material Authorisation (RMA) number is sometimes provided by suppliers
when you phone or use online forms to return goods to the supplier.
Reference Guide
Page 89
Version 3.2

iProcurement
14.Enter the RMA if applicable
15.Enter any comments necessary in the Comments field:
16.Select the button to proceed to Step 3 where you can review and submit the
return.
17.Click on
18.The system will now confirm the action:
Reference Guide
Page 90
Version 3.2

iProcurement
14 Requisition/Purchase Order Change Requests
Action Note:
Users are responsible for amending and maintaining their own requisitions.
Changes and amendments to Requisitions/Purchase Orders would usually be
determined from PO Management Information obtained from the Open Purchase
Order Report which is available in the Your Organisation OBIEE Reports PO
responsibility.
The report should be run on a regular basis and at least once a month.
Access to this responsibility is granted after attendance on the POAP Inquiry &
Reporting module.
Learning Note:
iProcurement allows the following amendments:
 Amend/Correct receipting
 Increase and decrease quantity/amount
 Change the Need-By Date
 Cancel lines
You are only able to amend or correct your own requisitions. If you need to amend
someone else’s requisition you will need to complete a Service Request.
Caution Note:
The ability to amend a requisition is disabled if your requisition has been closed or
fully receipted. On occasion Oracle will not accept any changes using this method if
the invoice has been received or if a receipt has been created.
A PO line should only be cancelled when there has been no activity (i.e. No Receipts
or Invoices).
If a line already has activity you must ensure the quantity received is equal to the
quantity billed, and then submit a Change Request to cancel the PO Line. Please
Note for Migrated POs a Service Request would need to be raised.
Remember where a Purchase Order has been created, utilising the change option
generates a request, the Supplier must be consulted and agree to any proposed
changes.
Reference Guide
Page 91
Version 3.2

iProcurement
Action Note:
If you need to increase the value of your order it is recommended that you create
another requisition with the extra value on it. See Chapter 15.
2. (T) Shop
3. Find the requisition created in Section 7.2 and click on the change icon
4. The Change Order screen is displayed:
5. In this example the following information is going to be amended:
Line Need By Date Quantity Cancel Line Reason
1 Today’s Date No Change No Delivered ahead of schedule
2 No Change 100 No Reduced amount required
3 No Change No Change Yes No longer required
Caution Note:
If the requisition is not listed in the Shop tab, select the Full List button, find and select
the requisition and click on the ‘Change’ button.
Reference Guide
Page 92
Version 3.2

iProcurement
Action Note:
A reason for the change must be entered for all lines that have been amended.
Caution Note:
You can only amend Requisition/Purchase Orders that you have entered onto the
system
Caution Note:
Further amendments to a Requisition/Purchase Order cannot be made until the
current amendments have been approved/rejected.
6. Select the button to progress to step 2 where a note to the approver can be added
to the requisition
Learning Note:
All change requests require approval.
Caution Note:
A PO line should only be cancelled when there has been no activity (i.e. No Receipts
or Invoices).
If a line already has activity you must ensure the quantity received is equal to the
quantity billed, and then submit a Change Request to cancel the PO Line. Please Note
for Migrated POs a Service Request would need to be raised.
Reference Guide
Page 93
Version 3.2

iProcurement
7. Select the button to progress to step 3 where an overview of what has been
changed is displayed:
Learning Note:
All proposed changes are marked with the following symbol:
8. Click on
9. Confirmation of changes made will be displayed:
10.Click on the tab to return to the Home Page
Learning Note:
No further amendments can be made to your requisition until the changes have been
approved.
Reference Guide
Page 94
Version 3.2

iProcurement
15 Adding Additional Lines
15.1 Step by Step guide
This chapter illustrates how to add additional lines to an existing Purchase Order.
Learning Note:
between lines.
Action Note:
In order to add a line to an existing Purchase Order you must have to hand the
existing purchase order number.
For example, use the Purchase Order created in Section 7.2 using the
tab and make a note of it.
2. (T) Shop
3. Select
4. Enter the following:
Field Content
Line Description D) Newspaper Costs
Category Print and Print Management.Printed Products.Publications
Amount 250
Currency GBP
Supplier Name Jones Yarrell Leadenhall
Site London1
Reference Guide
Page 95
Version 3.2

iProcurement
5. Click on
6. Select
7. Review the line details and click on
Field Content
Requisition Description Additional Newspaper Costs
8. Enter the Need-By Date by selecting the Calendar icon
Learning Note:
The Requisition Description is a generic description for the whole requisition and
should reflect all goods or services being procured.
9. Once the Charge Account details have been checked, select the button to
progress to step 2 where the Approval Information is displayed, and Notes can be added to
the requisition
Action Note:
Reference Guide
Page 96
Version 3.2

iProcurement
10.Enter a note to the Buyer advising which Purchase Order the requisition is to be added to:
Field Content
Note To Buyer Please add to existing PO
41500000????
12.Review the details and then click on the button
Learning Note:
After approval by the QA team and Budget Holder, the Buying Team will then review
and add the requisition to the existing purchase order.
Action Note:
If a change to the accounting details is required, a request must be sent to the Post
Order Management team.
If the PO is procured spend then send to procurement@services.uksbs.co.uk
If Non-Procurement, send to ap@uksbs.co.uk
Reference Guide
Page 97
Version 3.2

iProcurement
16 Enquiry on iProcurement
iProcurement can be used to query any action relating to a requisition. It can detail the invoice
relating to a requisition along with payment date and payment reference. This demonstration
shows how to query a requisition.
Learning Note:
To search for Open POs that were migrated from the Mentor system they will be in the
following format:
ORG/Old PO Number i.e.:
BIS/14012345
UKTIAD/24012345
UKTIPR/94012345
UKSA/64012345
Certain POs had to be migrated manually – for those that have there is a mapping
table available on the BIS intranet that details the new PO number.
2. (T) Requisitions
Reference Guide
Page 98
Version 3.2

iProcurement
3. Click on to locate the requisition that is being queried
4. Click on to remove all pre-populated fields
Caution Note:
Any of these fields can be used for searching. However when using the search field,
please remember the more fields you populate the easier it is to narrow your search.
Learning Note:
The Requestor is the person who requested the goods or services and maybe different
from the person that created the requisition.
5. Enter the purchase order number
Purchase Order No. 415000008697
6. Click on
Reference Guide
Page 99
Version 3.2

iProcurement
7. Select the requisition you wish to view by clicking on the underlined number or description
for example 315000012777
8. Click on the details icon for the line to be interrogated
9. An overview is displayed:
Reference Guide
Page 100
Version 3.2

iProcurement
10.For additional information for the selected line click on to
expand the field:
Learning Note:
The Charge Account details can be viewed here.
Learning Note:
Select the link to view the Tax Information.
11.Click on to reduce the information displayed
Reference Guide
Page 101
Version 3.2

iProcurement
12.Click on the underlined PO number to view the Order Information
13.To view all invoices matched and paid against the purchase order, select View Invoices
from the drop down Actions menu and click on
14.To view further details including the payment number select the underlined invoice number
Reference Guide
Page 102
Version 3.2

iProcurement
15.All information including the payment number can then be viewed
16.To review other invoices applied to the Purchase Order select the
link
17.To return to the Purchase Order select the link
Reference Guide
Page 103
Version 3.2

iProcurement
17 Displaying a PDF Copy of an Invoice
When Billingham receives a Suppliers invoice it is scanned and the Oracle invoice recorded
created.
The scanned copy of the invoice is attached to the Oracle invoice record and can be viewed in
Purchase Order enquiry.
2. (T) Requisitions
3. Search for the Purchase Order
4. Select the Purchase Order number link. E.g.415000002991
5. From the ‘Actions’ list, select View Invoices
6. Click the button to retrieve a list of the invoices applied to the Purchase Order
7. Locate invoice and click the corresponding icon
Reference Guide
Page 104
Version 3.2

iProcurement
8. Click on to show invoice image
9. Click OK
10.Click OK
11.The scanned invoice image is displayed
Reference Guide
Page 105
Version 3.2

iProcurement
18 Appendix 1 – Completing a Saved Requisition
Should a requisition need to be saved and not submitted it will show on the system as Incomplete.
Incomplete requisitions can be updated and submitted when required
2. (T) Select Tab
3. Select the requisition to be completed
4. Click on the button
Action Note:
Check all details are still correct in particular the Need-By Date and Charge Account.
If the line description or quantity has changed click on to amend.
6. Select the button to progress to step 2 where the Approval Information is
7. Select the button to progress to step 3 where an overview of what is being ordered
can be viewed
8. Review the requisition then click on the button
Reference Guide
Page 106
Version 3.2

iProcurement
19 Appendix 2 – Copy, Amend and Submit
Requisitions and Purchase Orders can be amended to enable flexibility where required. This
demonstration shows how to copy, amend and create a new requisition.
Learning Note:
Requisitions that have been rejected can simply be amended rather than creating a
new requisition.
2. (T) Shop
3. (ST) My Requisitions
4. Select the copy icon next to the requisition created in Exercise 5
Field Content
6. Amend the Need-By Date, click on the icon
Reference Guide
Page 107
Version 3.2

iProcurement
7. Select the button to progress to step 2 where the Approval Information is
Learning Note:
All requisitions will require approval. The name of the approver will be displayed. For
all Goods and Services requisitions the approver is identified by the system, based on
cost centre and value.
8. Notes Section provides the ability to record information for:
9. Select the button to progress to step 3 where an overview of what is being
10.Review the requisition before clicking on the button
12.Click on to return to the Shop tab.
Reference Guide
Page 108
Version 3.2

iProcurement
20 Appendix 3 – iProcurement Preferences
The default preferences within iProcurement can be amended by individual users. This
demonstration shows how to amend the deliver to address from that already selected.
2. (T) Shop
3. Select
Learning Note:
Setting the default Deliver to Location address will mean all requisitions created by you
will automatically default to your chosen address and will not need to be entered on
each requisition.
Deliver to Locations can be changed at any time.
4. (ST) Click on
5. Click on the LOV icon next to Deliver-To Location
Reference Guide
Page 109
Version 3.2

iProcurement
6. To search for a specific location enter the name or alternatively click to bring up a full
list
7. Click on the quick select icon next to the required address, select 2 St Paul’s Place
8. The Deliver-To Location has now changed
Reference Guide
Page 110
Version 3.2

iProcurement
9. Click on
Learning Note:
The changes will not take effect until you have logged out and then logged back into
Oracle.
10.Select to save changes
Reference Guide
Page 111
Version 3.2

iProcurement Reference Guide

Recommended

More Related Content

What's hot (20)

Similar to iProcurement Reference Guide (20)

More from Baker Khader Abdallah, PMP (20)

Recently uploaded (20)

iProcurement Reference Guide