Oracle Cloud Procurement cheat sheet

Business units are assigned to a common procurement BU; the procurement BU must have the Procurement business function enabled to own purchasing document styles.

Document styles control the approval hierarchy, document types, and whether the style is for purchase orders, agreements, or requisitions; styles are assigned to procurement BUs.

Line types determine the purchasing document behavior: Goods, Services, Fixed Price Services, Rate Services, and Temporary Labor have different matching and accounting rules.

Approval management uses a supervisory hierarchy or position hierarchy; requisition approvals can be based on charge account, cost center, or amount.

Procurement agents must be set up as employees with the appropriate procurement agent flag and assigned to a procurement BU; agents can be limited by document type and amount.

The Common Payables and Procurement options include matching tolerances (quantity, price, amount) and invoice match options (2-way, 3-way, 4-way) set at the procurement BU level.

Supplier portal registration configuration includes business classification, tax organization type, and registration approval rules; these are set in the Supplier Portal work area.

Requisition preferences such as delivery defaults, currency, and descriptive flexfields are set via the Configure Procurement Business Function task.

The procurement category hierarchy is shared with Purchasing and Payables; category assignments drive sourcing rules and approval routing.

Requisition life cycle: Incomplete → Pending Approval → Approved → Processing → Purchased/Rejected/Withdrawn; only Approved requisitions can be placed on a purchase order.

Purchase order life cycle: Incomplete → Pending Approval → Approved → Open → Closed/Finally Closed/Cancelled; a PO must be approved before it can be sent to the supplier.

Change orders on an approved PO create a new version; the revision number increments and the change order must be approved before the revised PO is communicated.

Receiving can be done against a PO or a requisition; the receipt quantity updates the PO received quantity and is required for 3-way and 4-way matching.

Invoice matching options: 2-way matches invoice to PO; 3-way matches invoice to PO and receipt; 4-way matches invoice to PO, receipt, and inspection.

Return to supplier transactions reduce the received quantity and create a debit memo; corrections can be made via receiving adjustments.

The Manage Orders and Agreements page allows buyers to search, view, and act on requisitions, POs, and agreements; actions include approve, reject, cancel, and hold.

Buyers can create a PO from an approved requisition using the Autocreate process; the resulting PO references the requisition and updates its status to Purchased.

Communication of a PO to a supplier can be via email, fax, or supplier portal; the communication method is set on the supplier site and can be overridden on the PO.

Supplier registration can be internal (buyer creates) or external (supplier self-registers via the Supplier Portal); external registrations require approval before the supplier becomes active.

A supplier can have multiple sites (addresses); each site can have different payment terms, communication methods, and purchasing settings.

Supplier business classifications (e.g., Small Business, Minority Owned) are used for reporting and can be configured as required during registration.

The Supplier Portal allows suppliers to view purchase orders, submit invoices, manage their profile, and respond to negotiations; access is controlled by user roles.

Supplier qualification management uses questionnaires and responses to assess suppliers; qualification areas and models are configured in the Supplier Qualification work area.

Supplier merge allows combining duplicate suppliers; the merge moves all transactions to the surviving supplier and inactivates the merged supplier.

Supplier contacts are associated with sites and can be designated as primary; contacts receive notifications and can access the supplier portal if granted access.

Supplier status (Active/Inactive) controls whether new transactions can be created; inactive suppliers cannot be used on new POs or requisitions.

Self-Service Procurement allows employees to create requisitions via a catalog or free-form entry; catalog content can come from punch-out suppliers or internal catalogs.

Punch-out catalogs use OCI (Open Catalog Interface) to transfer cart items to the requisition; the supplier must be configured with a punch-out URL and mapping.

Smart Forms (requisition templates) guide users to enter requisition lines with predefined content; they can be configured for specific categories or business units.

Requisition line types: Goods, Services, Fixed Price Services, Rate Services, and Temporary Labor; line type determines the required fields and matching.

Buyers can process requisitions via the Manage Requisitions page, including editing, approving, and creating POs; requisitions can be grouped by supplier and buyer.

The Requisition Preferences page allows users to set default delivery location, currency, and other values; these default to new requisition lines.

Purchase order styles for self-service include Standard Purchase Order, Blanket Purchase Agreement, and Contract Purchase Agreement; each has different approval and usage rules.

Receiving for self-service requisitions can be done by requesters if they are set up as requesters and the receipt is enabled for the requisition line.

Sourcing projects can be created from a requisition or manually; they include RFQ, RFI, and auction types; the project must be published to solicit responses.

Negotiations use a two-part process: creation and publication of the negotiation, then evaluation and award; award creates a purchase order or agreement.

Sourcing rules determine the source of supply for a requisition line: supplier, blanket agreement, or global agreement; rules can be local or global.

Contract types include purchase agreements (blanket and contract) and contracts (buy-side and sell-side); contracts can be authored, negotiated, and approved.

Contract templates include clauses and variables; clauses can be mandatory or optional and are assembled into the contract terms.

Contract approval can use a separate approval hierarchy; approved contracts can be used as a source for requisitions and purchase orders.

Award of a negotiation can be by line, by supplier, or by a combination; the award process creates the purchasing document and notifies suppliers.

Supplier responses to negotiations are submitted via the supplier portal; buyers evaluate responses using scoring and comparison tools.