Handout 3 - Iproc Training Guide V2

Handout 3 - Iproc Training Guide
Table of Contents
1.
Introduction to the iProcurement Module

1.1.
2.
3.
Approval, Security and Control
3
5
1.2 Responsibilities - Descriptions
1.2.
Accessing Oracle iProcurement
1.3.
Amending Delivery Defaults
1.5.
Additional Functions
11
1.5.1
Vacation Rule (Out of Office)
12
1.5.2
Attachments
14
1.5.3
Saving Requisitions (to be completed later)
17
1.5.4
Favourites
18
Raise a Catalogue Request
19
2.1 Searching for Catalogue Items
21
2.2 Adding Items to your Cart
22
2.3 Compare Items
24
2.4 View Cart and Checkout
26
2.5 Checkout: Requisition Information
28
2.6 Checkout: Review Approver List
31
2.7 Checkout: Review and Submit
32
Raise a Non-Catalogue Request
34
3.1 Selecting the Non Stock Vocabulary (NSV) Code / Category and Sub-Categories
35
3.2 Describe your Goods / Services
39
4.
Raising a Call Off Order
43
5.
Approving Requisitions
455
5.1 Notifications to Approve a Requisition
466
5.2 Request Information
48
5.3 Reassign a Notification
49
5.4 Reject a Requisition
50
5.5 Approve a Requisition
52
Reviewing Requisitions
54
6.1 My Requisitions
55
6.2 Requisitions Tab
56
6.3 Copy a Requisition
59
6.4 Cancel a Requisition
60
Page 1 of 82
NHS Shared Business Services Limited 2008
6.5 Change / Resubmit Your Requisition
62
6.6 View Change History
63
6.7 View Line Details (including Shipment, Receipt, Invoice and Payment)
64
Receiving
65
7.1 Requisitions to Receive
66
7.2 Receipts at a Glance
69
Amending Charge Account Information
70
8.1 Accept default Deliver to Location but change Cost Centre
71
8.2 Change default Deliver to Location but retain Cost Centre
72
8.3 Enter different Deliver to Location and Cost centre for each line
74
8.4 Distributing Costs to Multiple Charge Accounts
75
Changing and Adding Approvers
76
9.1 Changing the First Approver
77
Adding a Second Approver
78
10
Notifications Glossary
79
11
Contacts
80
Schedule 1 category Listing

Schedule 2a Clares Accessories Product Catalogue
Schedule 2b Clares Stationary Computer Contracts List
Hints & Tips
Remember if there is a torch icon you must click on it to get the field (box) to populate.
1. Introduction to the iProcurement Module

Page 2 of 82
Introduction
This section introduces you to the Oracle iProcurement module and explains the
different responsibilities associated with it.
Target
Audience
This User Guide has been written for anyone who is required to carry out the
following tasks:
Module
Overview
Raise requisitions for goods and services

Approve requisitions
Receipt goods and services.
The Oracle iProcurement application is used alongside the Oracle Purchasing

module and is provided by the NHS Shared Business Service (SBS).
IProcurement is an online purchasing facility, which is accessed via the Intranet.
It enables you to buy goods and services using online catalogues which makes it
very quick and easy to raise orders against preferred suppliers. If there are items,
which are not listed in any of the catalogues, these can also be purchased from
external suppliers.
Once the requisition has been raised and submitted, workflow drives the requisition
to predefined approvers for approval.
When the Requisitioner receives the goods or services, receipt of delivered items
can be confirmed online.
Workflow
The Application has Workflow technology built into it and this allows for requisitions
to be automatically passed to the relevant approver. Email is used to notify the
approver of an approval request.
Workflow
Approval
Day
1
4
7
10
13
16
Action
Approver receives notification of requisition to approve.
If not actioned Approver receives a reminder.
If not actioned Approver receives a reminder.
If not actioned by Approver, notification is escalated to Approvers
Supervisor.
If not actioned by Supervisor, the notification is escalated to the
Supervisors Line Manager.
If not actioned by the Line Manager the notification goes to the Timeout
Manager, who will then send the notification back to the approver.
Page 3 of 82
1.
Introduction to iProcurement Module (Continued)
Workflow
Receipting
Day
Action
When an invoice is received at SBS and matched to a Purchase Order, if

the order has not been receipted, then a Quantity Received hold will be
put on the invoice. The system will check each day for a receipt.
10
15
20
Charge
Account
For all other holds, a notification will be sent immediately to the Buyer.
If no receipt has been made after three calendar days then a notification
will be sent to the Requisitioner (for requisitions raised electronically) or
to the buyer (if manually input by the buyer) advising them that a receipt
is required before the invoice can be paid.
If not actioned by Requisitioner, notification is escalated to the Buyer.
If not actioned by Buyer, notification is escalated to Buyers Supervisor
If not actioned by Buyers Supervisor, the notification is escalated to the
Time Out Manager.
The charge account is made up of six sets of numbers, which is called the account
code combination. The codes have already been set up and the right combination
of codes is required to build the charge account. You may need to change these on
occasions so it is important to check with Finance or your Line Manager for the list
of codes.
Below is the breakdown and example of an Account Code Combination.
Code
Number
Entity
(NHS
P10N
Organisation)
Cost Centre
(CC)
6 character
Subjective
(S)
4 character number
Analysis 1
(breakdown of S)
5 character number
Analysis 2
(breakdown of CC) 6 character number
Spare
6 character number
EXAMPLE: P10N.G13002.7221.00000.00000.000000
Whats in this
Section
The following topics are included in this Section of the User Guide.
If you are reading this on-line, you can go directly to the Topic by clicking on the
page number in the See Page field.
Approval, Security and Control

Responsibilities - Descriptions
Accessing Oracle
5
5
6
Page 4 of 82
1.1. Approval, Security and Control

Approval
Hierarchy
Within the Oracle iProcurement module a hierarchy has been set up to ensure that
procedures are followed for all entries into the system. The hierarchy is used by the
workflows, which have been set up within the application for approving requisitions.
When a requisition is raised it has to be approved before a Purchase Order is
generated. For audit purposes, users are not able to approve their own requisitions.
Each person is set up as an employee within the system and they are assigned a
supervisor. Each supervisor is assigned a monetary approval limit. When a user
submits a requisition for approval, the system will automatically route the requisition
to the person within that hierarchy who has a sufficient monetary approval limit.
1.2
Responsibilities - Descriptions
Responsibilities
Within iProcurement there are two levels of responsibility. When you log into the
system you will see the responsibility that you have been allocated. The table
below lists each of these and their responsibilities.
Oracle
Responsibity
IPROC_Punchou
t
Functions
To raise requisitions, receipt goods and approvals. This
responsibility also allows users to view requisitions that
have been raised by others within their NHS
organisation.
Page 5 of 82
1.2. Accessing Oracle iProcurement

Background
The Oracle Financials Application is available solely via the Intranet and can be
accessed via Microsoft Internet Explorer.
Setting up
Access
Before you can access the application you have to have an Oracle user name and
password. Your user name will control the type and number of Oracle
responsibilities that you have access to; these are displayed when you log in.
Accessing the
Application
Your User Name will be in the format of Organisation Entity code (three letters);
first initial; surname, e.g. ACUJSMITH. Your password will be given to you and
you will be asked to change this the first time you login.
Once you have a user name and password you can access the Application via the
desktop on your PC. There is an internet icon on your desktop called SBS. Click
the icon and it will take you to the NHS SBS website where you can login to the
Oracle Application System.
If you do not have an internet icon to take you directly to the NHS SBS website you
can access the Application via your PC using the following internet address:
http://nww.sharedbusinessservices.nhs.uk/
You can add the NHS SBS website to your Favourites list to enable you to access
it quickly and easily.
On the Home Screen under Tools, click on Log In to the Oracle Application
System
Click on Oracle Log Logon West Yorks
Page 6 of 82
Oracle Home
Page
Type in User Name and Password If it is your first time logging in it will ask you
to change your password and click connect.
After logging in via the Oracle Application Login screen a list of your
responsibilities is displayed. These will depend on the role that you perform.
Note: If you only have one responsibility you will go straight to that option.
Click the
IPROC
PUNCHOUT
responsibility
1.3.
Page 7 of 82
1.4.
Home Page
Error! Not a valid bookmark self-reference. (Continued)

Once you have selected a responsibility, select IProcurement Home Page.
Select
iProcureme
nt Home
Page to
enter
iProcureme
nt
Shopping
Screen
The Shopping screen is displayed.
Timeout
The Application will timeout after 30 minutes and if you are part way through a
requisition, all your information will be lost. Therefore, remember to save your cart if
you are going away from your desk. See section 1.5.3 Saving Your Requisitions.
Page 8 of 82
1.5. Amending Delivery Defaults

Introduction
Amending
Delivery
Defaults
When a person is granted access to the Oracle iProcurement system, specific data
about that person has to be loaded prior to use. The information is held within the
system and is applied to each requisition that is raised. If necessary, users can
change the default data when required.
1. Click the Preferences tab at the top of the screen and choose iProcurement
Preferences from the list.
IProcurement
Preferences
The delivery values you enter will default during the Checkout process:
Need by Date
The Need by Date is normally set at 14 days, so when you raise a
requisition, the Need by Date will automatically default to 14 days from that
date
Requester
This will display your user name. It is recommended that this is left
unchanged as in most case you will be requisitioning goods/services for
yourself
Deliver-To Location
It is very important that you have the correct Deliver-To location set up
within your Profile as this determines:
o the internal location the goods are distributed
o the Ship-To location that prints on the purchase order
o the NHS Supply Chain requisition point number
o which cost centre the goods will be charged to.
In most cases the Deliver-To location will never need to be changed.
If you do need to change it then click on the torch to the right of the box.
This will bring back the screen below.
Page 9 of 82
In the box to the right Type in P10% and the name of your location with
the wildcard % after and click the Go button.
All the results will show underneath. Click Select next to the Location that is
yours.
This then puts the correct details into Your Preferences for you.
NOTE: Changes that are made in your Preferences will be applied to ALL
requisitions. If you need to make changes to individual requisitions, it is
recommended that you make the changes within the requisition and not within
your Preferences.
REMEMBER: If changes are made to your Preferences, you must select
Apply Changes for them to take effect.
1.6. Additional Functions

Page 10 of 82
Introduction
Whats in this
Section
This section describes other functionality within the iProcurement module.

Topic
Vacation Rule (Out of Office)

Attachments
Saving your Requisition
Favourites
See
Page
12
14
17
18
Please help to minimise problems and invoice payment delays by remembering to Reassign Your
Notifications BEFORE you go on leave. You can reassign your notifications at any time before
you go, you dont have to wait till the day you go!
If you are reassigning to someone who is Acting Up in a formal capacity during your
absence, please let us know at least a week before as we may need to request an
amendment to their approval limit via SBS. Please e-mail
sbsuseradmin@hampshirepct.nhs.uk
Page 11 of 82
1.5.1 Vacation Rule (Out of Office)

Introduction
Whenever you are going to be out of the office you MUST create a Vacation Rule
to ensure that all requisitions are reassigned to another approver.
Create a
Vacation Rule
1. From the Shop page, click the Requisitions tab, and then click the
Notifications link.
Notifications
Vacation
Rules
2. Click Vacation Rules at the bottom of your list of Notifications.
3. Click the Create Rule button.
4. Always leave the Item Type as --Alland click the Next button.
5. Enter a Start Date and an End Date using the calendar icons.
Page 12 of 82
1.5.1 Error! Not a valid bookmark self-reference. (Continued)

Create a
Vacation
Rule (cont)
6. Type in a Message if appropriate.

7. Using the torch, select the name of the person you wish to reassign the
notification to and click Quick Select.
8. There are two options when reassigning:
Transfer Notification Ownership (Recommended Option)- Select this

option if you want to give the new user complete ownership of, and
responsibility for, the notification. For example, use this option if you
feel that you should not have received the notification and you want to
send it to the correct recipient or to another recipient for approval.
Delegate Your Response - Select this option if you want to give the new
user authority to respond to the notification on your behalf, but you want to
retain ownership of the notification yourself.
9. Click the Apply button.

The Vacation Rule is created.
There are options to Update or Delete the rule.
Remember: On your return to the office Delete the vacation rule if you did not
select an End Date.
Page 13 of 82
1.5.2
Attachments
Introduction
Attachments can be added to the requisition, but only Text will be added to the
purchase order. Word or Excel files can be added for internal use only. Files are
not able to travel through the interfaces and will not reach any external
organisation (including NHS organisations that are NHS SBS customers).
Alternatively, you can add a Note to Buyer asking them to email the Purchase
Order to yourself. Any documents can then be attached and sent to the Supplier,
or another NHS organisation, via email, fax or post.
Add
Attachmens
You can add text attachments at the Checkout: Review Approver List stage of
your requisition.
1. Click the Add Attachments link.
Attachment
Summary
Information
The Add Attachment screen is displayed.

2. Click on the down arrow to change the Category field and select who you
wish to see the attachment. This example shows the Supplier.
Page 14 of 82
1.5.2
Attachment
Type
1.5.2
Attachments (Continued)
3. Select the Text option in the Define Attachment area and type your text into
the adjacent box.
4. Enter an appropriate Name in the field (If known).
5. Click the Apply button.
Add File
Attachment
for Internal
Use
1. Select the Category you wish the file to be forwarded: To Buyer or To

Approver.
2. Select the File option in the Define Attachment area

3. Click Browse.
Page 15 of 82
1.5.2
File
Directory
1.5.2
Attachments (Continued)
Your File Directory will be displayed.
4. Select the document you wish to attach and click Open.

5. The file path of the document is then shown in the File field of the
Attachment Type screen. Click OK.
Attachment
The details of the attachment are shown on the Requisition.
To view the attachment, click the file name link and click Open on the File
Download box. To close the attachment, click the X.
6. Click Next and follow the normal Checkout process.
Page 16 of 82
1.5.3
Introduction
Saving Requisitions (to be completed later)

You can save the items in your shopping cart and complete the requisition at a
later date.
Remember: The system times out after 30 minutes and if you are part way
through a requisition, all your information will be lost, therefore, save your
requisition if you are going away from your desk.
Saving Your
Cart
When you have added items to your shopping cart and wish to save the
requisition to complete later:
1. Click Save and the Confirmation screen is displayed.
2. Click New Cart on the Confirmation screen to be taken to the Shop page.
Viewing your
Saved
Requisition
Saved Requisitions can be viewed from the Requisitions tab.

3. Click the Select button adjacent to the required requisition.
Click
Select
4. Click the Complete button to open the requisition at the Shopping Cart.
You can now continue with the Checkout process, or go back to the Shop page
and search for additional items to add to your requisition.
Page 17 of 82
1.5.4
Introduction
Favourites
This section describes how to add items that you order on a regular basis to your
Shopping List.
This function is generally used for catalogue items, but can also be used on noncatalogue items.
Add to
Favourites
After performing your search for goods or services, all items that match the search
criteria you entered, will be displayed.
The system displays seven matching results per page, select Next 7 to move
through the results
1. When you have found the item you wish to add to your Shopping List, click
Add to Favourites.
View
Shopping
List
All items added to favourites are contained in the Shopping List.

2. Click the Shopping List tab and a list of all your favourite items are displayed.
Add to Cart as appropriate.

Select Delete From Favourites to remove item from Shopping List.
Page 18 of 82
2.
Raise a Catalogue Request
Introduction
This section describes how to raise a requisition for goods or services you wish to
purchase, using an online catalogue.
You must always check whether the goods or services you wish to order are
available in the online catalogues stored within iProcurement. If you cannot find
the item in a catalogue you should raise a Non Catalogue Request see section
3.0 Raise a Non Catalogue Request
Most NHS organisations will have at least one catalogue loaded into iProcurement
from which goods or services can be ordered. Some NHS organisations will also
have access to NHS Supply Chain and other 3rd Party Supplier catalogues. You
will need to check with your local Purchasing department to see what catalogues
are available to you.
Whats in this
Section
The Purchasing Supplies team have sourced the best prices and the catalogues
available reflect the preferred suppliers they have chosen.
Topic
Searching for Catalogue Items
Adding items to your Cart
Compare Items
View Cart and Checkout
Checkout: Requisition Information
Delivery
Billing
Checkout: Review Approver List
Justification
Note to Buyer
Checkout: Review and Submit
See
Page
21
22
24
26
28
29
29
31
31
43
32
Page 19 of 82
The catalogues we have loaded into P10 Hampshire PCT are:

HAMPSHIRE PCT (P10)
ALEXANDRA PLC 2-999 (44386) F070
ALPHA LABS (153) F1172
ARJO MED AB (55769) Q1151
BARD (328) Q1203
BARD (328) Q1204
BARD (328) Q1205
BARD (328) Q1207
BARD (328) Q1208
BARLOWORLD SCIENTIFIC (28195) Q1118
BARLOWORLD SCIENTIFIC (28195) Q1119
BOYD COOPER (482)
BUSINESS DICTATION (569)
CLARES OFFICE SUPPLIES (36145) F1085 STAT
CLARES OFFICE SUPPLIES (36145) F1085 CON
CLAUDIUS ASH (743)
CLAUDIUS ASH (743) MATT D
COOK UK (828) Q1202
COOK UK (828) Q1201
DATEX-OHMEDA (918) F0737
EASTBOURNE RUBBER STAMPS (27752) F0806
ENVIRONMENTAL HYGIENE (5880)
EURO OFFICE (1178)
EUROPEAN ELECTRONIQUE (36757) F1081
FREELANCE SURGICAL LTD (5982) Q1178
FRESENIUS KABI (1293) C0475
HARLOW (1434)
HORTON ENGRAVING (6196)
HOSPITAL METALCRAFT (8813) F0803
KENT EXPRESS (1782) Q1147
LEC REFRIGERATION PLC (1856) CM/FMM/05/3564/5
MEDISAFE UK (2062) Q1388
OSSUR UK (80342) Q1290
PROMEDICS LTD (2610) Q1221
SOUTHERN SYRINGE GOWNS (3032)
STAMPS DIRECT (3076)
STAFFWISE PLC (38319) F0287
STEGOSTIK (70584)
THERMO FISHER SCIENTIFIC (95083)
TYCO HEALTHCARE (3315) Q1248
TYCO HEALTHCARE (3315) SLEEP THERAPY C1166
VWR INTERNATIONAL (3410) Q1076
CPA
154001232
154008589
154007692
154008389
154008487
154008449
154008473
154008438
154006840
154006921
154003487
154000719
154007601
154007600
154000014
154000015
154011160
154011597
154007468
154003691
154000005
154000003
154006565
154008286
154009209
154000001
154000002
154000004
154007671
154006755
154013060
154011576
154009122
154007336
154003514
154003732
154000008
154005813
154009076
154007911
154006487
To bring back a list of all the items of a particular catalogue type the CPA number into the search
box.
Page 20 of 82
Searching for Catalogue Items

Introduction
Before creating a Catalogue Request (requisition), you need to search for the
items you wish to purchase. This section describes how to perform a search for a
catalogue item.
NOTE: If there is a torch at the side of a field, always click this to find the value
you require. Do not type directly into the field as the torch indicates that there is a
List of Values database and the system pulls the information from that list.
Searching for
Catalogue
Items
1. From the Shop page, enter in the Search - NHS TRADING NETWORK field
keywords to find your item. Keywords must contain at least one character and
typically consist of one or a combination of the following:
Item description
Item number
Supplier name
Manufacturer name.
The use of % wildcards will assist in the search, e.g. %pap% would bring back all
results that contain the word pap.
2. Click Go.
Page 21 of 82
Adding Items to your Cart

Introduction
Once you have completed your search you need to add the goods/services you
wish to purchase to your shopping cart.
Adding Items
to your Cart
(cont)
criteria you entered will be displayed.
The system displays seven matching results per page, this is the default and can
be changed using Preferences, select Next 7 to move through the results.
If there are
any images of
the items they
will be shown
here.
Click Hide
Images to hide
this panel.
1. When you have found the item you wish to purchase, change the amount in
the Quantity field and click Add to Cart. Items that have been added to your
Cart will be displayed in your Shopping Cart.
Page 22 of 82
Adding Items to your Cart (Continued)

Adding Items
to your Cart
(cont)
There is also no limit to the number of lines.

To search for additional items to add to your cart, enter further search criteria into
the NHS TRADINING NETWORK field and click Go.
2. Change the quantity on the item and click Add to Cart to add further items to
your requisition.
Continue searching and selecting until you have added all of the required items to
your requisition. All of the items that you have added will be displayed in your
Shopping Cart.
The Image
panel has been
hidden and now
displays Show
Images.
Page 23 of 82
Compare Items
Introduction
Like many web-based shopping tools, Oracle iProcurement has the functionality to
enable you to compare your search results, thus enabling you to find product
information more easily.
NOTE: If you do not wish to compare any items, go directly to section
2.4 View Cart and Checkout.
Compare
Items
criteria you entered will be displayed.
1. On the Search Results screen, select the item you want to compare and click
Add to Compare.
2. Scroll down the list of results and choose another item and click
Add to Compare. As you add items they are displayed in the
Compare Items section.
3. To remove items that you have added to Compare, click on Clear.
4. Once you have selected all of the items you want to compare, click Compare.
Continued on next page
Page 24 of 82
Compare Items (Continued)

Compare
Items (cont)
5. Change the quantity and add any of the compared items to your shopping
cart by clicking Add to Cart.
6. Click View Cart and Checkout to review the item you have selected.
7. Click the Return link to continue shopping.
Page 25 of 82
View Cart and Checkout

Introduction
When you have all of the items that you wish to purchase in your Cart it is time to
View Cart and Checkout.
View Cart
and
Checkout
1. Click View Cart and Checkout.
The contents of your Shopping Cart will be displayed and it is at this stage that
you can revise any of the items.
You can click in the Quantity field and change the amount of the item you wish to
order. After changing the quantity click the Save link to display the new total.
Page 26 of 82
View Cart and Checkout (Continued)

View Cart and
Checkout
(cont)
If you no longer wish to order a specific item you can delete the order line by
clicking the dustbin against the line you wish to delete.
Return to
Shopping link
2. If you would like to continue searching for more items to add to your Cart,
click on the Return to Shopping link.
3. When you have all of the required goods/services in your cart click Checkout.
Page 27 of 82
Checkout: Requisition Information

Introduction
There are three Checkout screens:

1. Requisition Information
2. Review Approver List
3. Review and Submit Requistion
The first Checkout screen is Requisition Information, which holds the
Requisition, Delivery and Billing details. In most cases you will accept all of the
default options as these are specified in your Preferences. See section 1.4
Preferences. However you can override the defaults if you wish.
Requisition
Description
The Checkout: Requisition Information screen is displayed.

NOTE: Fields marked with a * are mandatory.
Requisition
Description
The Requisition Description automatically enters the Item Description of the first
item you added to your cart. When ordering a number of items this will not be an
appropriate title for the requisition.
1. Click into Requisition Description and give your requisition a suitable name.
NOTE: The requisition name you enter will enable you to identify the requisition at
a later date. This name will also be visible to the Approver once submitted for
approval.
Page 28 of 82
Checkout: Requisition Information (Continued)

Delivery
The Deliver to Location is linked to the Cost Centre; only change this if you wish
to select an alternative. For instructions of how to change the cost centre see
section 8.0 Amending Charge Account Information.
Calendar
*Need by Date this is the date when you require the goods and the field
will populate based on the information set in Preferences. The date can
be overwritten using the example format displayed below the field or by
clicking on the calendar at the side of the field and choosing a date
*Requester this will populate with your name and can be changed if
required
*Deliver to Location this is often referred to as the Transfer point or
Req Point and can be changed if required.
NOTE: Details of how to select alternative delivery information for individual lines
is covered in section 8.0 Amending Charge Account Information.
Billing
The Billing information ensures that the correct cost centre is being charged for
the items ordered; therefore it is important to check that you have the correct
Charge Account against each of the requisition lines.
For more information about Charge Accounts see section 8.0 Amending Charge
Account Information.
Page 29 of 82
Checkout: Requisition Information (Continued)

Billing (cont)
If the account code combination fails for the goods you are ordering, an Error
message will be displayed. Instead of the charge account being shown, you will
see a link that says Enter Charge Account.
You will need to contact your Purchasing department with details of the item(s)
you are ordering and your Cost Centre and they will ensure that the code is set
up.
NOTE: You will not be able to proceed through the checkout process without this
information.
2. If all Charge Account information is displayed, click Step 1 of 3 .
NOTE: It is possible to edit charge account information. For details see section
8.0 Amending Charge Account Information.
Page 30 of 82
2.6
Checkout: Review Approver List
Introduction
The second Checkout screen is the Review Approver List.

The Approver name displayed will be your Line Manager or Supervisor and in
most cases you will accept the default Approver that the system allocates.
This screen is also used to add any notes to justify your reason for ordering the
goods or services and notes to the Buyer. The notes fields are not mandatory, but
it is useful to add any additional information that you deem appropriate.
NOTE: If you have documents that need to be sent to the supplier you will have
to send them under separate cover. Text attachments can be added at Line Level
or against the entire requisition to be sent out to the supplier.
Review
Approver List
Justification
Notes to
Buyer
2. Check that the Approver is correct.
NOTE: In certain circumstances it may be necessary to change or add an

approver. If this is the case see section 9.0 Changing and Adding Approvers.
2. Click in Justification field and enter information as appropriate.
3. Click in Notes to Buyer and enter information as appropriate.
NOTE:
Catalogue Items
Items selected from a catalogue may have a CPA number.
(CPA = Contract Purchase Agreement)
All items that have a CPA number, once approved, will automatically
be converted by the system to a purchase order, without any
intervention from the Buyer, and the purchase order will be distributed
to the supplier. Do not add Notes as the Buyer will not see the items.
All items that do not have a CPA number, will drop will drop into the
autocreate pool and once approved, be converted into a purchase
order by a Buyer, who will be able to see the Notes.
Non Catalogue Items
For non-catalogue requests, the buyer will see the requisition prior to being sent to
the Supplier so add notes as required.
4. If all information is correct, click Step 2 of 3
.
Page 31 of 82
2.7
Checkout: Review and Submit
Introduction
Before submitting your requisition for approval you need check that all of the
information contained within it is correct. If you have made an error within your
requisition it should be picked up by your Approver and the requisition will be
rejected. If an error is not noticed, the requisition will be sent out to the supplier
and the wrong goods may be supplied.
Review and
Submit
Before submitting your requisition, check that all theinformation is correct.

1. Click Show to see all information for the selected line.
Show
To close the line information, you will see that Show has changed to Hide.
2. Click Hide to collapse the information.
3. When you are happy that all the information is correct, click Step 3 of 3
.
Page 32 of 82
2.7
Checkout: Review and Submit (Continued)
Review and
Submit
(Continued)
Your confirmation will be displayed and your requisition assigned a unique requisition
number.
Requisition
Number
This screen gives you full details of where the requisition can be viewed.
What
happens
next?
The requisition is forwarded via workflow to the approver(s) Notifications list. The
approver(s) will receive an email to tell them they have requisitions to approve.
An email will be sent in a further three days to remind the approver there are
requisitions waiting.
If the requisition is not approved after six days it will drop out of the approvers list
and the status of the requisition will change from In-Process to Incomplete and
the requester will receive a notification saying it has not been approved. The
requisition can then either be resubmitted to the original approver or the requester
can change the approver and submit the requisition. See sections 6.5 Change /
Resubmit your Requisition and 8.1 Changing the First Approver.
Once approved, a purchase order is generated, which NHS SBS despatch to the
supplier. Depending on what option the supplier has requested, the purchase
order will be sent by email, fax or post.
3.
Raise a Non-Catalogue Request

Page 33 of 82
Introduction
This section describes how to raise a requisition when the Goods or Services you
wish to purchase are not available in an online catalogue.
The Non-Catalogue Request is raised in a similar way to a Catalogue Request,
but the description of the item has to be entered manually.
The workflow process is followed and an email is also triggered to notify the
Buying team to create a new purchase order for the requisition.
Whats in this
Section
Topic
Selecting the NSV Code / Categories and Sub-Categories
Describe your Goods / Services
See
Page
35
39
Page 34 of 82
Selecting the Non Stock Vocabulary (NSV) Code / Category and SubCategories
Introduction
Before raising your non-catalogue request, you must identify which NSV Code or
Category to use. By identifying the code in advance you will save time on the
Description screen and have the NSV code ready to enter.
The NSV code is linked to the subjective (expense) code, which forms part of the
account code combination, and helps to build the Charge Account. If the
NSV code is not entered correctly the charge account will not be displayed.
Note: There are two ways to access Categories and they contain the same
information but in a different format. Both versions are shown in this section.
There is also an appendix 1 at the back of this manual detailing all the category
codes that can be sent out to you in electronic version by emailing
sbsuseradmin@hampshirepct.nhs.uk
For further information about account code combinations see section
1.0 Introduction to the iProcurement Module - Charge Account
Selecting the
NSV Code
1. From the Shop screen, select Categories from the yellow panel on the righthand side.
Page 35 of 82
Selecting the Non Stock Vocabulary (NSV) Code / Category and SubCategories (Continued)
Selecting the
NSV Code
The NSV - Code Inquiry Process screen will be displayed.

2. Click on the first drop-down menu and select the appropriate
start code.
3. Click on the second drop-down menu and select the appropriate description.
Page 36 of 82
Selecting the
NSV Code
(cont)
Finally, you need to select the nearest match to the item from the listed options.
This is not an exact science there will be a number of NSV codes mapped to
each of the subjective (expense) codes and as long the item is a near match to
what is listed, the charge account will build.
For example, Easy Chair, Upright Chair and Swivel Chair, are all grouped under
the same subjective heading, so although they do have different Category codes,
when the charge account builds, they will all have the same subjective code. In
some cases you will have a category Other. This is classed as a miscellaneous
code and can be used when there is no match.
4. Click on the third drop-down menu and select the item you wish to purchase.
If the item you are looking for is not there, select a similar item.
REMEMBER: It does not have to be an exact match.

Page 37 of 82
Selecting the
NSV (cont)
When you have completed the selection process you will have a three-letter code.
In this example we have an NSV code of THE.
5. Make a note of the NSV code and return to the Shop screen by clicking on the
Back button in the top left of the window. You are now ready to raise a noncatalogue request.
Selecting
Categories
and SubCategories
The second way to select your categories.

1. Click on the Categories link on the Shop page and drill down to view the subcategories. When you find the code, copy it and click on the Non-Catalog
Request link.
Page 38 of 82
Describe your Goods / Services

Introduction
When completing a Non-Catalogue request, it is very important that you include as

much information as possible as this will ensure that the correct goods or services
are ordered from the Supplier.
NOTE: Always review the online catalogues before raising a Non-Catalogue
Request to ensure that an existing preferred source of supply has not been
confirmed since you last checked.
NOTE: If there is a torch at the side of the field, always use it to search for the
correct details. Do not type the details directly into the field, as the information
must be pulled through from the Oracle database. If there is no torch, type in as
normal.
Non Catalog
Request
1. From the Shop page, click on Non Catalog Request and the screen will be
displayed.
Item Type
Item Type
Field
2. Click on the down arrow and select the Item Type.

Depending on the type of goods or services being ordered, there are three Item
Types available and the fields will change slightly for each option:
Goods billed by quantity e.g. 10 books at 1.50 each.

Selecting this option will make it easier to view the exact quantity of each
item that is required.
Service billed by quantity e.g. 10 hours of consulting at 100 per hour.
Selecting this option will allow the requestor to advise a specific service at
a specific rate for a specific quantity.
Goods or services billed as an amount. e.g. 10,000 worth of
consulting. Selecting this option increases the flexibility within the
receipting process by allowing the requestor to part receive the value of
the line.
Page 39 of 82
Describe your Goods / Services (Continued)

Item
Description
Field
Provide as much information about the item as possible. This is the information
that will be picked up by the Buyer when creating the purchase order.
3. Type a full Item Description.
Category
Field
You have previously searched, selected and made a note of the NSV code.
4. Enter the NSV code into the Category field and press the Tab key on your
keyboard.
The full information for that code will populate the field.
Alternatively: You can use the torch at the side of the field, to find the value you
require. The torch indicates that there is a List of Values database and the system
pulls the information from that list
5. Click on the torch at the side of the Category field.
6. Overwrite Default and type the NSV code into the Search By field next to the
Category Name and click Go. The results are displayed.
7. Click Quick Select and the information populates the Category field.
Quantity
8. Type the Quantity of goods you require.

NOTE: The quantity = multiples of the Unit Of Measure.
Unit of
Measure
9. The Unit Of Measure defaults to EACH. Click on the torch to search for an
alternative. Type in the unit and click Quick Select on the appropriate result.
Unit Price
10. Enter the Unit Price. If you are not sure of the price, estimate it. This will
give the Buyer an indicative cost.
Page 40 of 82

Currency
11. The Currency defaults to GBP British pounds. If you need to change this,
click on the down arrow at the side of the field and select the required
currency.
NOTE: When the purchase order reaches General Ledger, foreign currency will
automatically change to the Sterling Exchange Rate for that day.
Supplier
Details
If you know the name of the supplier you can enter it here. Details of all the
Suppliers you have used in the last twelve months have been entered on to the
system. If it is a completely new Supplier (eg the suppliers name has not been
found), click the New Supplier box.
12. Type in the Supplier name and press the Tab key on your keyboard.
Alternatively:
13. Click on the torch at the side of the Supplier Name and the Supplier search
window will be displayed.
14. Type in all, or part of the supplier name using wildcards if necessary and click
Go. The search results will be displayed.
15. Click the Quick Select option on the required result.
NOTE: If your search does not bring back the supplier you are looking for, make a
Note to the Buyer in the Notes section. The buying team will work to identify a
suitable supplier and where necessary, request that a new supplier be added to
Oracle Financials.
Page 41 of 82

Describe
your Goods /
Services
(Continued)
16. Click Add to Cart, once all the details have been entered into the fields. The
item is added to the Shopping Cart.
17. Click View Cart and Checkout.
Shopping
Cart
When you have all of the items that you wish to purchase in your Cart it is time to
Checkout. The checkout process allows you to specify when and where your
goods will be delivered and where the cost of the goods will be charged.
For full instructions of how to checkout your Shopping cart, please refer to Raise a
Catalogue Request section 2.5 Checkout: Requisition Information.
Page 42 of 82
4. RAISING A CALL OFF ORDER REQUISITION

Introduction
Call off orders can be used if you would like to receipt numerous invoices
against the same purchase order. These can be used where a regular
supplier is providing goods or services over a set period of time e.g.
monthly, quarterly, bi-annually.
From a financial perspective it would not be advisable to raise an order for
anything over 3 months. If your department decides that it would like to raise call
off orders please contact Louise Stallard (contacts attached) so guidance and
information can be communicated to those affected,
Non
Catalogue
Request
Examples of use of call off orders are:

Catering invoices
Consultancy fees
Agency staff
Log into Oracle and Iproc as per instructions.
Choose your category as outlined in 2.1 Searching for Catalogue Items
Next enter your description as full as possible with any item numbers and
sizes/colours etc. For a call off orders type ie. CALL OFF ORDER FOR SUPPLY
OF XXXXX FOR 1,3,6,12MONTHS.
DO NOT put the actual dates in here ie March to October 2008, this goes in
the requisition description and notes to Buyer further on. This enables you
to copy the requisition if required for continuation orders, using the Copy to
Cart button.
- Unit of measure - leave as EACH

- Quantity required = this will be the total value of the order ie. 5000 for 5,000 (Do
not put in a sign, just the numbers i.e. 5000.00.
- Unit Price = 1.00.
- Next click on the torch to find the supplier
Then click the Add to Cart button
This will add the item to your shopping cart. DO NOT ORDER ANYTHING ELSE
WITH THIS.
Page 43 of 82
Checkout
Click Proceed to Checkout which takes you through all options available as the
route map at the top of the screen indicates. Follow the same process as for
Catalogue Order entering the dates of the Call off Order in the requisition
description field.
Notes
Add your notes to Buyer not to send out the order as you will give this as you
place your orders by phone etc. Please include your contact details at this time.
You only need Notes to Approver if you feel you need to explain why you are
placing this order. Then just click Continue
Receipting
Call Off
Orders
5.
Remember to receipt your goods/service in exact pounds and pence as quantity

(before VAT or net of VAT of the invoice total) in here when received, or when
notified by the system in the form of a Workflow Mailer Notification that an invoice
has been received for payment.
Approving Requisitions
Page 44 of 82
Introduction
The Oracle iProcurement application contains an approval hierarchy and defined

authorisation limits for each user. When a requisition is created, it has to be
approved by someone other than the person who raised it. For this purpose, each
person is assigned a Supervisor in the system. It is this person that will approve
a requisition submitted for approval.
In most cases the Supervisor would be the persons Manager or Supervisor.
Oracle iProcurement will automatically route the requisition to this person when it
is submitted for approval.
Approvers will receive an email into their email account every time someone
submits a requisition for their approval. The email is a notification and a prompt
for them to log into the system to action outstanding requisitions. After 3 days the
approver will receive a reminder if the first notification is not actioned. After the 6 th
day, if the requisition has still not been approved, it will drop out of the approvers
worklist and they will not be able to see it.
A notification will be forwarded to the Requester to advise them that the requisition
has not been approved. The requisition can then be resubmitted to the original
approver or a different approver can be chosen and the requisition submitted.
It is important that approvers monitor their notifications on a regular basis to
ensure that all requisitions are processed in a timely manner.
Whats in this
Section
Topic
Notifications to Approve a Requisition
Request Information
Reassign a Notification
Reject a Requisition
Approve a Requisition
See
Page
46
48
49
50
52
Page 45 of 82
5.1
Notifications to Approve a Requisition
Introduction
When a user submits a requisition for approval, an email notification is sent to

their Approver. The notification is a prompt to log onto the system and contains a
link that when clicked will display the Oracle log-on screen.
Once logged on, select the link to go into iProcurement and from there you will be
able to access your notifications.
If the approver has access to Core Oracle, notifications can also be picked up
from the Navigator window.
Notifications
to Approve a
Requisition
Outstanding actions can be accessed from iProcurement.

1. Click the Requisitions tab.
2. Click the Notifications link and the Notifications window is displayed.
To Do
Notifications
Open
Select
3. Click the drop-down menu and select To-Do Notifications, click Go.
All notifications that require action will be displayed.
4. Click in the Select checkbox at the side of the requisition you wish to work
with and click Open or double click on the Purchase Requisition link.
Page 46 of 82
Notifications to Approve a Requisition (Continued)

otifications to
Approve a
Requisition
(cont)
The requisition that you selected will be displayed.
There are a number of actions you can take prior to approving a requisition. The
options that are available to you are shown below:
Request Information
Reassign
Reject
Approve
In the following pages we will cover each of these options.
Page 47 of 82
5.2
Request Information
Introduction
This option is used when you require more information before approving the
requisition.
When you request more information from a user, the notification does not appear
in your Worklist as an open notification until the person you specified, responds to
your request.
Request
Information
1. Click the Request Information button.
2. Accept the name of the Workflow Participant or click the torch to find
another user name.
3. Type your request in the Information Requested field.
4. Select the Submit button in the bottom right-hand corner to send your request
to the specified user. You can also select the Cancel button to return to the
previous page without sending your request.
Page 48 of 82
5.3
Reassign a Notification
Introduction
This option is used when you wish another person to approve the requisition. This
option allows you to delegate the approval or assign full ownership to another
person.
Reassign a
Notification
10. Click on the Reassign button.
11. Using the torch, select the name of the person you wish to reassign the
notification to.
12. There are two options when reassigning:
Delegate Your Response - Select this option if you want to give the new
user authority to respond to the notification on your behalf, but you want to
retain ownership of the notification yourself.
Transfer Notification Ownership - Select this option if you want to give

the new user complete ownership of, and responsibility for, the
notification. For example, use this option if you feel that you should not
have received the notification and you want to send it to the correct
recipient or to another recipient for approval.
13. Enter any comments you want to send with the notification to the new user.
14. Click Submit.
Page 49 of 82
5.4
Reject a Requisition
Introduction
The Reject option can be used when there are errors in the requisition and you
wish to return it for amendment. The requisition will be returned to the originator
with a rejected status, they can then amend it and resubmit for approval.
NOTE: You cannot amend a requisition that has been sent to you for approval by
another user, the person who raised the requisition will have to amend it.
Reject a
Requisition
1. Always add a reason in the Notes section so the Requestor knows why you
have rejected the requisition.
2. Click Reject.
NOTE: You must add the note BEFORE you click Reject.
Note
Page 50 of 82
Reject a Requisition (Continued)

Reject a
Requisition
(cont)
The requisition will be returned to the originator with a rejected status, who will
then amend it and resubmit for approval.
The rejected Note from the approver can be viewed from the Requisitions tab.
3. Find the requisition and click the Rejected status.
The Approval History will open to reveal the note and the reason why it was
rejected.
When the originator picks up the rejected requisition they will click on Change,
amend as required and Resubmit.
Page 51 of 82
5.5
Approve a Requisition
Introduction
The final step is to approve the requisition. Before approving, you should check
the requisition carefully to ensure that all the information is correct.
View
Requisition
Details
1. Click View Requisition Details.
The requisition lines are displayed.

2. Click the Details link to view the individual line details.
3. Click Show Additional Information to view further details.
Page 52 of 82
Approve a Requisition (Continued)

Approve a
Requisition
Further details are shown.
4. Click OK on this and previous screen to take you back to the requisition that
requires approval.
5. When you are satisfied that all the information in the requisition is correct, click
Approve. The Notification is removed from your To Do Notifications list.
Page 53 of 82
6 Reviewing Requisitions
Introduction
One of the benefits of the Oracle iProcurement system is that users are able to
track their requisitions through to approval.
There are two areas where requisitions can be viewed:
My Requisitions
Requisitions
The following section describes how users access and use this functionality.
Whats in this
Section
Topic
My Requisitions
Requisitions Tab
See
Page
55
56
Page 54 of 82
6.1
My Requisitions
Introduction
The most recent requisitions can be found on the iProcurement Shop page under
My Requisitions.
Requisitions
at a Glance
Users can view their last 5 requisitions from the Shop page.
My
Requisitions
1. Click on the Requisition number or Description to view the requisition.

2. Click on the Status link, to view the Approval History.
The different status you might see are as follows:

Approved an approved requisition
Pre-Approval a requisition which has been approved by the first
approver, but forwarded to another user for final approval
Rejected the requisition has been rejected by your approver
Returned - no approver has been found. This will also occur if the buyer
has returned the requisition without creating a purchase order. There will
be a note in the Approval History telling the requestor why it has been
returned
In-Process a requisition has been submitted but not yet approved
Incomplete there are two options here. Firstly, your approver has not
approved the requisition after six days, and it has dropped out of their
notifications list. They will no longer be able to see the requisition for
approval and you will need to resubmit or change the approver. Secondly,
the requisition has not been submitted and is waiting to be completed
Requires Reapproval an amendment has been made to the requisition
and will have to be reapproved
Cancelled the requisition has been cancelled.
Page 55 of 82
6.2
Requisitions Tab
Introduction
To see the requisitions in more detail use the Requisitions tab.
Requisition
Status
1. From the Shop page, click on Requisitions.
When the screen opens you will see your last Ten requisitions sorted by Creation
Date.
Use the
headings to
sort the
information
You can sort the results by clicking on the headings:

Requisition
Creation Date
Status.
Page 56 of 82
Requisitions Tab (Continued)

Search for
Requisitions
You can search for specific requisitions by completing the parameters on the
Requisitions Search screen.
1. Click the Search button on the Requisition tab and the Requisition Search
screen is displayed.
2. Complete the parameters to search for a specific requisition.

This example searched for a specific requisition number.
Page 57 of 82
Working with Requisitions

Introduction
This section describes the functionality that is available to you from the
Requisitions tab.
Whats in this
Section
Topic
Copy a Requisition
Cancel a Requisition
Change / Resubmit Your Requisition
View Change History
View Line Details (including Shipment, Receipt, Invoice and
Payment)
See
Page
59
60
71
63
64
Page 58 of 82
6.3
Copy a Requisition
Introduction
If you have a very large order to process every week or month you can copy the
requisition and make changes to it, for example:
Changes to quantities ordered
Delete or add lines.
You can find your requisition on the Requisitions tab and Copy to Cart, or copy
your requisition from My Requisitions on the Shopping Page, as described
below.
Copy a
Requisition
from the
Requisition
Tab
1. From the Requisitions screen, choose your requisition and click the Select
circle on the left-hand side of the screen.
2. Click Copy to Cart.
Select
requisition
and Copy
to Cart
You will be taken directly to the Shopping Cart where you can revise the
requisition and follow the checkout process.
For full instructions of how to checkout your Shopping cart, please refer to Raise a
Catalogue Request section 2.4 View Cart and Checkout
Copy a
Requisition
from My
Requisitions
1. From My Requisitions on the Shopping page, click the Copy icon against
the relevant requisition.
The requisition will be copied and put in your Shopping Cart ready to process.
Page 59 of 82
6.4
Cancel a Requisition
Introduction
It is possible to cancel lines from a requisition, particularly if goods are no longer

required.
You can cancel from both My Requisitions and the Requisitions Tab.
NOTE: You should not cancel lines from requisitions where the status is Approved
as purchase orders may have already been sent to the supplier.
Select Lines
1. From the Requisitions screen, click the Select circle against the requisition
line and click Cancel Requisition.
The Cancel Requisition: Select Lines screen will be displayed.
2. Decide what action to take:

If.
Then
You wish to go back to the previous

screen
Click the Cancel button.
You wish to cancel the entire

requisition
Click the Cancel Entire Requisition

button.
You wish to cancel individual lines
Decide which lines you are going to

cancel and click the Select checkbox.
Click Continue.
Page 60 of 82
Cancel a Requisition (Continued)

Review and
Submit
You are taken to the Cancel Requisition: Review and Submit screen.
3. Check the details and click Submit.

The cancellation is confirmed.
Page 61 of 82
6.5
Change / Resubmit Your Requisition
Introduction
The change option is used when you wish to make changes to your requisition,
prior to approval. You can change quantities and delete or add lines.
You can also resubmit your requisition when it has been returned or rejected.
Resubmitting the requisition will trigger a new notification for the approver to
approve it.
This option is also useful when you have submitted your requisition for approval
but it has still not been approved after three days. It enables you to change the
approver and submit it to another person for approval. See section 9.0 Changing
and Adding Approvers
NOTE: You should not change lines from requisitions where the status is
Approved or Pre-Approved as purchase orders may have already been sent to the
supplier.
Change your
Requisition
1. From the Requisitions screen, click the Select circle next to the requisition
you wish to change and click Change.
Select
requisition
and Change
A warning is displayed.
2. Click Yes to continue.
The requisition is returned to the Shopping Cart where amendments can be made
and the Checkout process followed. The requisition will be resubmitted for
approval.
See section 2.4 View Cart and Checkout for more information about checking out.
Page 62 of 82
6.6
View Change History
Introduction
This section describes how to view the history of changes that have been made or
that are pending on a requisition.
View Change
History
1. From the Requisition Status screen, select the requisition you wish to view.
Pending changes are indicated by a blue dot:
2. Click the radio button next to the requisition and click View Change History
Details of changes will be displayed.
3. Click OK to close.
Page 63 of 82
6.7
View Line Details (including Shipment, Receipt, Invoice and

Payment)
Introduction
This section describes how to view the line details of the requisition: Shipment,
Receipt, Invoice and Payment details.
As the information is added to Oracle the details will be populated on this screen.
View Details
From the Requisition tab, search, find and open your requisition.
1. Click the Details icon.
The line details are displayed.
Page 64 of 82
7 Receiving
Introduction
This section describes how to receipt goods that have been received. The
receipting of goods is a crucial step in the Purchase to Pay process; without the
receipt, the invoice will not be paid.
When an invoice is received by SBS, if not already receipted, a notification will be
sent to the person who raised the requisition, prompting them to receipt the goods
on the system.
Whats in this
Section
Topic
Requisitions to Receive
Receipts at a Glance
See
Page
66
69
Page 65 of 82
7.1
Requisitions to Receive
Introduction
This section describes how to receipt goods that are showing in Requisitions to
Receive and also how to search for specific requisitions.
Requisitions
to Receive
1. Click the Receiving tab.
Requisitions that are awaiting receipt are displayed in the top half of the screen
and receipts that have already been created are shown in the bottom half.
Requisition
Number
2. Click on the requisition number to open the receipting screen.
3. Click Receive at right-hand side of screen.

Page 66 of 82
Requisitions to Receive (Continued)

Select Items
The Receive Items: Select Items page is displayed.

If required, you can search for other requisitions to receive using the search fields
at the top of the screen.
Search
Results
The requisition that you selected appears in the results section of the screen.
4. Select the checkbox at the side of the line item and check the quantity you are
receipting. If this is a partial receipt you may alter the quantity.
Select the
checkbox
5. Click Step 1 of 3 Next.

NOTE: You cannot receipt a quantity of 0 if the goods have not been delivered.
This can only be done by your Purchasing Department.
NOTE: You can only receipt 10% more than was originally ordered (the 10% is
default, however, your Trust may have changed this tolerance). If you receive
more than that you will need to contact your Purchasing Department who will
revise the original order. Once this has happened you will be able to receipt the
extra.
If you under receipt, the requisition line will remain in place with the outstanding
amount remaining. Once this is delivered, you can then receipt as appropriate.
Page 67 of 82
Requisitions to Receive (Continued)

Requisitions
to Receive
(cont)
6. Enter the Packing Slip number and Receipt Comments as appropriate.
7. Click Step 2 of 3 Next and review the receipt information you have entered.
8. Click Step 3 of 3 Submit and your confirmation is displayed.
The requisition is receipted.

If.
Then
The requisition is fully receipted
The requisition is removed from

Requisitions to Receive and a receipt
is shown in Receipts at a Glance.
The requisition is partially receipted
The requisition is still available to fully

receipt in Requisitions to Receive and
a receipt for the partial value is
displayed in Receipts at a Glance.
Page 68 of 82
7.2
Receipts at a Glance
Introduction
This section describes how to view receipt information for the requisitions that
have been receipted.
Receipts at a
Glance
1. From the Shop page, click Receiving.
Recent receipts will be displayed. Select Full List to display all receipts.
2. Click on the receipt number or the View Details icon to view details of the
receipt.
3. The receipt detail is displayed.
Page 69 of 82
8 Amending Charge Account Information

Introduction
When creating a requisition, the system automatically defaults the correct Charge
Account information into the requisition. The system uses the information that is
set in your Preferences and also the subjective code that you either select or is
assigned to the item in the catalogue (see section 3.0 Raise a Non Catalogue
Request).
In most cases the system generated Charge Account will be correct and there will
be no need to change it. However, there are certain instances where a change is
required.
Whats in this
Section
Topic
Accept default Deliver to Location but change Cost Centre
Change default Deliver to Location but retain Cost Centre
Enter different Deliver to Location and Cost centre for each
line
Distributing Costs to Multiple Charge Accounts
See
Page
71
72
74
75
Page 70 of 82
8.1
Accept default Deliver to Location but change Cost Centre
Introduction
During the Checkout process, you are required to enter delivery information for
your goods. The Deliver To Location drives the cost centre; therefore if you wish
the goods to be delivered to that location but charged to another Cost Centre, you
will need to edit the Charge Account.
Accept
default
Deliver to
Location but
change Cost
Centre
1. From the Checkout: Requisition Information screen, click the Charge

Account number.
A line underneath the number indicates that it will take you to a link.
2. Click the Charge Account link for the line you wish to amend.
The line information is displayed.

3. Enter the Charge Account number
NOTE: This must be a valid account combination, see section 1.0 Introduction to
the iProcurement Module - Charge Accounts for further information.
4. Click Return until you are back at the Requisition Information screen.
5. Continue with the Checkout process.
Page 71 of 82
8.2
Change default Deliver to Location but retain Cost Centre
Introduction
You may wish to keep the default Cost Centre, but change the Deliver To Location.
Change
default
Deliver to
Location but
retain Cost
Centre
1. From the Checkout: Requisition Information screen, click the torch at the
side of the Deliver to Location.
2. Enter the new Deliver to Location and click Go.
Click Quick
Select
3. Click Quick Select to add the new location.
4. Click the Charge Account number.
5. Click the Charge Account link for the line you wish to amend.
Page 72 of 82
Change default Deliver to Location but retain Cost Centre (Continued)

Change
default
Deliver to
Location but
retain Cost
Centre
6. Click the torch against the Charge Account number.
7. On the Search and Select: NHS_GL screen, enter the original Cost Centre
and click Search.
Select
The results are displayed.

8. Click the Select circle at the side of the Code Combination and then click the
Select button at the right-hand side of the screen.
NOTE: This must be a valid account combination, see section 1.0 Introduction to
the iProcurement Module - Charge Accounts for further information.
9. Click Return until you are back at the Requisition Information screen.
10. Continue with the Checkout process.
Page 73 of 82
8.3
Enter different Deliver to Location and Cost centre for each line
Introduction
If required, you can enter different Need by Date, Deliver to Locations and
Requestor information for each line in the requisition.
Enter
different
Deliver to
Location and
Cost centre
for each line
1. Navigate to the Checkout: Requisition Information screen.

2. Click the Edit Lines button.
3. Using the torch next to the required fields, change the information as
appropriate.
4. Click Return and then follow the normal checkout process, see section 1.0
Introduction to the iProcurement Module - Charge Accounts for more
information.
Page 74 of 82
8.4
Distributing Costs to Multiple Charge Accounts
Introduction
If required you can split the cost of the goods or services ordered, between
multiple Charge Accounts.
Distributing
Costs to
Multiple
Charge
Accounts
1. Navigate to the Checkout: Requisition Information screen and click the

Charge Account link.
2. Click on the Split icon on the right-hand side.
3. Click the Add Another Row button.
Click Add
Another
Row button
4. Enter the relevant Charge Account information in the new row, distributing
the cost by Percent, Quantity or Amount. Whichever field you choose to
edit, the other fields will automatically populate.
Note: The total allocation MUST equal 100% of the line selected.
5. Click Return to apply the changes.
Page 75 of 82
9 Changing and Adding Approvers

Introduction
This section describes how to change and add approvers.

In most cases you will accept the default Approver that the system allocates, but in
certain circumstances it may be necessary to change the first approver or add
another approver.
Whats in this
Section
Topic
Changing the First Approver
See
Page
77
78
Page 76 of 82
9.1
Changing the First Approver
Introduction
In certain circumstances it may be necessary to change the first Approver. For

example, your default Approver may be on sick leave and their notifications have
not been reassigned. In this instance the requisition will have a status of
Incomplete and the Approver should be changed.
Changing the
First
Approver
1. Follow the checkout process and navigate to the Checkout: Review

Approver List.
2. Click on Change First Approver.
3. Click on the torch to search for the name of the new First Approver.
4. Enter the name of the person you are searching for. The use of % wildcards
will assist the search. Click Go.
Click
Quick
Select
5. Click Quick Select at the side of the required Approver.
Page 77 of 82
Changing the First Approver (Continued)

Changing the
First
Approver
(cont)
6. Click Apply to continue.
7. The new Approver name will be displayed. Click Next or Submit to continue
checkout.
You can Reset the Approval List if you have selected the wrong person
8. Click Reset Approval List button.

Introduction
You may wish to add a second approver to your requisition. This functionality can
be used where technical approval is required prior to monetary approval.
Adding a
second
Approver
1. Navigate to Checkout: Review Approver List and click on Add Approver.
Click
Add
Approve
r
2. Click on the torch to search for the name of the new First Approver.
3. Enter the name of the person you are searching for. The use of % wildcards
will assist the search. Click Go.
4. Click Quick Select at the side of the required Approver.
5. Click Apply to continue.
6. The new Approver name will be displayed. Click Next or Submit to continue
checkout.
You can Reset the Approval List if you have selected the wrong person
7. Click Reset Approval List button.
10.
NOTIFICATIONS Glossary of Terms

Page 78 of 82
SBS Notifications are notoriously difficult to understand due to this I would advise that if
you have trouble understanding the notification you contact the systems team for advice
before trying to action yourself. These notifications are currently undergoing review and
will be amended in the New Year to read in plain language that the user will be able to
understand so please bear with them on this.
Description
Action Needed
Removal of
Hold
QUANTITY
RECEIVED
This hold is generated by the system

when goods need to be receipted against
the purchase order or where there are
insufficient goods receipted compared to
what has been invoiced.
QUANTITY
ORDERED
If a purchase order has been matched at

a quantity that exceeds the amount
ordered, the system generates this hold.
Trust user with

Receipting
responsibilities to
receipt goods or
services via Oracle
Purchasing.
Trust user with Buyer
responsibilities to
increase quantity on
Purchase Order via
Oracle Purchasing.
PRICE VARIANCE
If a purchase order has been matched

and the invoice price exceeds the order
price by 10%, the hold is generated by the
system.
Once goods or
services receipted
to cover billed
quantity, system
validation will run
and update hold.
Once quantity has
been increased to
cover the billed
quantity, system
validation will run
and update hold.
The hold is
released as soon
as the notification
is actioned.
MAX SHIP
AMOUNT
This follows on from the price variance

hold. If a purchase order has been
matched and the invoice price is 10
greater than the price on the purchase
order. This hold is generated by the
system. This hold can also be generated if
there is a quantity ordered hold.
A freight hold is applied when the freight
terms on the purchase order state paid.
This hold can be applied manually or by
the system but does need to be approved
by the Trust.
Hold
FREIGHT
PURCHASE
ORDER
MATCHING
This hold is applied when there is a query

on the purchase order to what has been
invoiced. Details should be entered in the
attachments stating what the query
relates to and a notification is sent to the
buyer to action.
CREDIT NOTE
This hold can be applied manually or by

the Trust via the notification. Details of
who the credit has been agreed with and
the expected credit value should be noted
in the attachments.
11.
To approve the price

variance the buyer
needs to hit the
buyer approves
button on the
notification.
To approve the max
ship hold related to
the price discrepancy
the buyer needs to
hit the buyer
approves button on
the notification.
To approve the
freight the buyer
needs to hit the
buyer approves
button on the
notification.
When the invoice
has been re-matched
a member of the
Purchase Order
Team manually
releases the hold.
When the credit note
has been matched to
the invoice a
member of the
Purchase Order
Team manually
releases the hold.
The hold is
released as soon
as the notification
is actioned.
The hold is
released as soon
as the notification
is actioned.
Manual validation.
Manual validation.
CONTACTS
Page 79 of 82
Queries with SBS or issues resulting from SBS:

Please contact the systems team on sbsuseradmin@hampshirepct.nhs.uk
Or 02380 627662
Escalations of SBS issues not resolved by systems team:
Please contact Louise Stallard on louise.stallard@hampshirepct.nhs.uk or 07766696926
Queries with orders please contact Solent Supplies on:
SOLENT SUPPLIES TEAM BASED AT HEDGE END

TEL NO: 01489 779600
FAX NO: 01489 781779
Name
Position
Direct Line
Alan Hoskins
Director of Procurement & Commercial

Services
PA to Procurement Team
01489 779610
210
01489 779730
232
Sara Pearce
Procurement Manager Strategic Sourcing
01489 779613
213
Matthew Owen
Neil Routledge
TBA
Matthew Darragh
Jocelyn Bale
Viv Loveless
Chris Wilson
Snr Procurement Negotiator

Procurement Negotiator
Contracts Officer
Assistant Procurement Negotiator
01489 779734
01489 779619
01489 779736
01489 779735
01489 779164
01489 779160
01489 779165
223
217
219
224
226
209
227
Carol Collins
Daniel Jackson
TBA
Angela Hunter
Sarah Barratt
Julie Wheble
Snr Buyer
Buyer
Buyer
Buyer
Buyer
Buyer
01489 779603
01489 779738
01489 779161
01489 779607
01489 779733
01489 779169
203
202
205
207
222
309
Laurent Lafont
Strategic Sourcing & Data Manager
01489 779166
228
Paul Tunnicliffe
Clinical Procurement Specialist
01489 779606
206
Procurement Manager Strategic Sourcing
01489 779614
214
Roberta Pritchard
Internal Ext
Number
CLINICAL TEAM
NON CLINICAL TEAM

Billy Allen
Page 80 of 82
Roger Cooper
Tracy Blake
Daniel Tagg
Rachel Parker
Sacha Causey
Jan Hoskins
Celine Machola

Assistant Procurement Negotiator
01489 779739
01489 779612
01489 779731
01489 779618
01489 779604
01489 779732
01489 779162
230
212
220
218
204
201
306
Ted Jenks
Hayley Mannion
Holly Smith
Lucy Bainbridge
Lorraine Staples
Senior Buyer
Buyer
Buyer
Buyer
Buyer
01489 779605
01489 779602
01489 779168
01489 779167
01489 779609
305
302
308
307
304
Heather Bremble
Strategic Sourcing & Data Manager
01489 779737
225
SUPPLY CHAIN TEAM

John Heenan
Supply Chain Manager
01489 779611
211
Janette Clark
Kim Hargreaves
Senior E Procurement Coordinator

E Procurement Coordinator
01489 779608
01489 779601
208
301
Based at St Marys Hospital, Portsmouth

Jackie Pomroy
Deputy Supply Chain Manager
Kathryn Hitchen
Senior Supply Chain Coordinator
Paul Allen
Supply Chain Coordinator
Andrea Wright
Lisa Miller
Gary Barnes
Pat Cooper
Fax No: 02392 866626

Room 210 SMH
02392 866409
Room 210 SMH
02392 866409
02392 866621
02392 866264
02392 866621
Joins 12.11.07
02392 866625
02392 866624
Based at Queen Alexandra Hospital, Portsmouth

Val Chadwick
Lorraine Hoskins
Abigail Ware
Ruth Parkin
Supply Chain Coordinator (Theatres)
Sally Ford
Liz Woodcock
Fax No: 02392 286650

02392 286000
02392 286000
02392 286600
02392 286650
02392 286650
02392 286650
Based at Royal Hospital Haslar, Gosport

Eddie Vials
Senior R&D Coordinator
David Bristow
R&D Coordinator
5389
5389
5389
No Fax No
02392 762451
02392 762451
Email address of staff at Portsmouth Hospital NHS Trust: name.surname@porthosp.nhs.uk

Email address of staff based on Isle of Wight: name.surname@iow.nhs.uk
Other
SBS address for invoicing:
Hampshire Community Health Care
Page 81 of 82
P10 Payables C475

Pheonix House
Topcliff Lane
Wesk Yorkshire
WF1 3FE
SBS Accounts Payable Contact Number: 0870 8507862 option 2
SBS IT Servicedesk 0870 8503382
Page 82 of 82

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Handout 3 - Iproc Training Guide

Introduction to the iProcurement Module

Approval, Security and Control

1.2 Responsibilities - Descriptions

Accessing Oracle iProcurement

Amending Delivery Defaults

Vacation Rule (Out of Office)

Saving Requisitions (to be completed later)

Raise a Catalogue Request

2.1 Searching for Catalogue Items

2.2 Adding Items to your Cart

2.3 Compare Items

2.4 View Cart and Checkout

2.5 Checkout: Requisition Information

2.6 Checkout: Review Approver List

2.7 Checkout: Review and Submit

Raise a Non-Catalogue Request

3.2 Describe your Goods / Services

Raising a Call Off Order

5.1 Notifications to Approve a Requisition

5.2 Request Information

5.3 Reassign a Notification

5.4 Reject a Requisition

5.5 Approve a Requisition

6.2 Requisitions Tab

6.3 Copy a Requisition

6.4 Cancel a Requisition

NHS Shared Business Services Limited 2008

6.5 Change / Resubmit Your Requisition

6.6 View Change History

7.1 Requisitions to Receive

7.2 Receipts at a Glance

Amending Charge Account Information

8.1 Accept default Deliver to Location but change Cost Centre

8.2 Change default Deliver to Location but retain Cost Centre

8.4 Distributing Costs to Multiple Charge Accounts

Changing and Adding Approvers

9.1 Changing the First Approver

Adding a Second Approver

Schedule 1 category Listing

1. Introduction to the iProcurement Module

Raise requisitions for goods and services

The Oracle iProcurement application is used alongside the Oracle Purchasing

Introduction to iProcurement Module (Continued)

When an invoice is received at SBS and matched to a Purchase Order, if

Approval, Security and Control

1.1. Approval, Security and Control

1.2. Accessing Oracle iProcurement

Click on Oracle Log Logon West Yorks

Error! Not a valid bookmark self-reference. (Continued)

The Shopping screen is displayed.

1.5. Amending Delivery Defaults

1.6. Additional Functions

This section describes other functionality within the iProcurement module.

Vacation Rule (Out of Office)

1.5.1 Vacation Rule (Out of Office)

1.5.1 Error! Not a valid bookmark self-reference. (Continued)

6. Type in a Message if appropriate.

Transfer Notification Ownership (Recommended Option)- Select this

9. Click the Apply button.

1. Click the Add Attachments link.

The Add Attachment screen is displayed.