Procurement Catalogs

Copyright © 2015, Oracle and/or its affiliates. All rights reserved.

 Objectives

After completing this lesson, you should be able to:

• Identify Self Service Procurement setup tasks and profile
options
• Manage value sets and descriptive flexfields for information
templates
• Create, manage, and secure catalogs
• Describe Supplier Content Map Sets

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 Self Service Procurement: Product Overview

Review and
submit requisition

Catalog content Find the correct

creation and item and add to Approval and
management the requisition order creation

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 Catalog Category Hierarchy: Overview

Procurement Catalog Category Hierarchy

A category hierarchy presents a hierarchical view of the catalog to users.
• Category hierarchies allow administrators to create a parent category that includes
other categories, which are known as child categories.
• End users navigate through the parent Office Equipment category, the
child categories appear, and Accessories helping to navigate
and Supplies
quickly to the category which contains the products
they need.
Office Supplies and
Paper Products
Category
Browsing

Mailing Supplies Desk Supplies Paper

Purchasing

Code: 44.12.15.06
Category
UNSPSC

Code: 44.12.16.15 Code: 14.11.16.04

Name: Standard
Name: Staplers Name: Business Cards
Envelopes

Code: 44.12.15.11 Code: 44.12.16.18 Code: 14.11.16.07

Name: Mailing Boxes Name: Scissors Name: Poster Boards

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 Managing Catalogs

Catalog Types
• Local Catalog: A local catalog is defined by inclusion and
exclusion of blanket purchase agreements and categories. The
administrator can also choose to include all item master items not
sourced through agreements in the local catalog.
• Punchout Catalog: Self Service Procurement supports
punchout to exchange.oracle.com and other supplier sites
through Oracle XML, and cXML protocols. In addition,
administrators can download punchout definition from Exchange.
• Informational Catalog: You can use informational catalogs to
provide instructions to their employees on how to order products.
Administrators use the informational catalog page to provide the
URL to the company’s page which contains such instructions or
other links.

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 Supplier Content Map Sets

• Supplier Content Map Sets are a set of maps to convert

data received from supplier to values used by the
application for punchout and agreement upload.
• These maps allow mapping of external values of supplier,
supplier site, unit of measure, and category to the
corresponding internal values in the applications.

Folder Each
Notepad Dozen
EA Desk INFUSION
DZ Supplies
Dell Dell

External Category Internal Category

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 Managing Public Shopping Lists

• Public shopping lists are created by procurement catalog

administrators.
• The lists are a collection of items available to preparers and
requesters in Self Service Procurement.
– For example, office supplies, or new hire kits
• The availability of a public shopping list is based on what
procurement BU the list is created in, and whether the
preparer is granted access to that list.

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 Managing Information Templates

• An information template is used to gather additional

information from a preparer.
• It can be assigned to an item, a category, or a smart form.
Information templates are used in the creation of a Smart
Form to provide the flexibility to add additional attributes in a
smart form.
• Information templates are also applicable to item master items
and purchasing categories.
• The data entered for an information template, which is
associated with a smart form, item or category, is available as
attachments in downstream products (such as Purchasing)
after the requisition is approved.

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 Managing Information Template Value Sets

• Information Template Value Sets can be added to Information

Templates (through DFFs).
• Value sets appear to the end user as a list of values.
• A value set is a set of valid values that you assign to a flexfield
segment.

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 Managing Information Template
Descriptive Flexfields
Information template attributes are maintained as descriptive
flexfields (DFFs).

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 Managing Smart Forms

• Many purchase requests are not made directly from a catalog but from non-
catalog requests.
— This requires additional time and effort for both the requester and buyer.
• Smart Forms provide the ability to create noncatalog requests with required
information automatically populated to order the needed items, accurately
track the spend and route the requests to the correct buyer.
• Smart forms make it easier for the requester to order and for the buyer to
process purchase requests.
• A Smart Form is a customized form with fields that describe the item being
procured by the requester.
— It comprises a list of standard attributes (price, quantity, UOM, supplier,
agreement, and so on.) and can include additional attributes through information
templates.
— Each standard attribute can also carry a predefined value. Its value can also be
protected from requester edits.

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 Smart Forms for the Mid Market

• Effective for Goods and Services

• Modeled for Categories of Spend or as specific Suppliers
• These are all searchable and browseable
• Each top level category, Event Supplies and Legal Services in
this example, will be displayed on shopping home page

Event Supplies Legal Services

(category) (category)

Tables and Chairs Stages Tents Work Visa Patent Attorneys

(SmartForm) (SmartForm) (Category) (SmartForm) (Category)

Supplier 1 Law Firm 1

(SmartForm) (SmartForm)

Supplier 2 Law Firm 2

(SmartForm) (SmartForm)

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 Managing Content Zones

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 Managing Self Service Procurement
Profile Options
The following are profile options in Self Service Procurement.

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 Self Service Procurement Maintenance

After the Self Service Procurement setup tasks are complete,

catalog administrators continue setup and maintenance of
catalogs in the Catalogs work area.
SETUP MANAGER CREATE AND MANAGE PROCUREMENT CATALOGS

Self Service Admin: Define and Admin: Define

Procurement Profile Manage Catalog Information
Options Category Hierarchy Templates

Information Template Admin: Manage Admin: Define Smart

Descriptive Flexfield Agreements Forms

Admin: Define
Requisition Admin: Define Public
Supplier Content
Descriptive Flexfield Shopping Lists
Map Sets

Admin: Define
Admin: Define Admin: Define
Catalog Category
Catalogs Content Zones
Hierarchy

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 Self Service Procurement Setup and Maintenance

• Define Self Service Procurement Configuration

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 Practice Overview

• 10-1: Viewing and Creating a Browsing Category Hierarchy

• 10-2: Creating Information Templates
• 10-3: Creating a Smart Form
• 10-4: Creating a Public Shopping List
• 10-5: Creating Catalogs
• 10-6: Creating a Content Zone

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 Summary

In this lesson, you should have learned to:

• Identify Self Service Procurement setup tasks and profile
options
• Manage value sets and descriptive flexfields for information
templates
• Create, manage, and secure catalogs
• Understand Supplier Content Map Sets

10 - 19 Copyright © 2015, Oracle and/or its affiliates. All rights reserved.