iProcurement Processes

Guideline

PCA Dept.

June 2013

1. iProcurement Standard Process

• Controlled usage of Categories and Items

• Funds Check are set at the Preparer level

• Administrators within the Approval chain can review

related Requisitions

• Security is enhanced

• Approval Hierarchy is redefined (detailed through next

agenda item)

• Categories and related accounts are more controlled

• Automate many old manual processes

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2. Approval Hierarchy

Requisitions requests will go through 4 major approval

hierarchies:

All requisition requests will be routed through the Managerial

and Finance Hierarchy in a parallel path to expedite the

approval process. Requisition associated with Grants (PTAEO)

will also be routed through the Grant Approval Hierarchy.

In addition there are Exceptional (special) approvals that are

required for IT, Hazard, Travel and Student Work requisitions

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iProcurement - General

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Log to Oracle iProcurement

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Site

http://carob.aub.edu.lb:8000

Sign-On – User Name and Password

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If forgot password

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If forgot password, select

Logon Assistance

Profile access list, select iProcurement

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iProcurement Home Page

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- Shop > Stores =

Internal Requests

(Material

Management/Store

Items)

- Shop > Non-Catalog

Requests =

Purchasing , Express,

Direct, Service

Requests

- Requisitions =

To query entered

Requests

- Receiving =

Receive process

iProcurement Home Page

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- Home = Return to

iProcurement Home

Page

- Logout = Return to

Sign-On, or Exit

- Preferences =

Change preferences

and Password

Non-Catalogue Request

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- Item Description =

Free Text describing

the Item, Product,

Goods, Service

- Category = Select

from flash search

(use % as wild

character)

- Quantity

- Unit of Measure =

Select from flash

search

- Unit Price

- Currency = use the

drop down search if

needed

Sample Category , sub-Category Search

select required Category

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Create and Add to Shopping Cart

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- Once filled Required

Fields, Add to Cart

- If need to add

another Item,

override existing ,

and Add to Cart

- Once Done,

- View Cart and

Checkout

Shopping Cart Review

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- Can revise/correct

Quantity, amount

- If Item non-

Inventory, Select No

- If Item not needed,

can delete the line

- Return to Shopping

if need to add new

or another line

- Save the Cart if need

to hold and continue

later

- If all OK, Checkout

Requisition Information

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- Requisition

Description will

default from Item

Description, can

override and

change

- Fields will default

as per User

definition and

preferences

- Enter if PTAEO

related charges

- Edit Lines if need

to split or change

default accounting

- If all OK, select

Next

Requisition Information - Requester

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- Requestor will

default as the

Preparer

- Can be changed if

Preparer is

different than the

Requestor

- Accordingly, the

Approval

Hierarchy of the

Requestor will

apply

Edit Lines for Billing or Accounts

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- Can split distributions

- PTAEO will

autogenerate the

Accounts

- Account will default

from the Category –

Sub-Category

- Organization will

default from the User

Profile

- Check Funds is

implicit at time of

Submit

Splitting Accounts

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- Add Rows as many as

required splits

- Can have as many

splits as long as Total

Percent (is 100), Total

Quantity or amount

adds up to the Line

- Can apply split

distribution to all lines

(if requisition is more

than one line and

same split is required)

- If all OK, Apply

Attachments and Approvals

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- Approvals will

automatically default

according to the

Requester’s Human

Resources Hierarchy

(in addition to the

Exceptional Hierarchy

if any)

- Justifications or

Special Notes can be

added

- If attachments are

required (additional

specifications,

Invoices for Direct

Pay), select Add

Attachment

- If All OK, select Next

Attachments

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Add a Summary

Information

Select from a File

(example scanned

Invoice)

Once done, Select Apply

Review and Submit

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Note the autogenerated

Requisition Number

Review the entered data

Can drill down to details

If all OK, select Submit

Confirmation of Requisition Submittal

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3. Non-Catalog Requests

• These are required items to be purchased through the

help of Procurement and Contracts Administration

Department (not standard, not in store)

• Access iProcurement

• Create a Non-Catalog Request

• Follow-up on Request Approval

• Query the Requisition

• Upon Approval of Requisition, Procurement Team

(Buyers) will review and start the Procurement Process

(Contact suppliers, Bid process (if needed), create

Purchase Order

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4. Express Buy Process

• These are required ad-hoc (non equipment/furniture) items, that

are purchased without the assistance of Procurement and

Contracts Administration Department (PCA).

• The current Express Buy Process is maintained through

iProcurement requests, with the exception of new monetary

restrictions.

– $200 across all entities

– $1000 for Research related Functions

• Key Process Elements

– Category=‘Express Buy’

– Mandatory “Supplier Contract Reference” that will default

the supplier

– Exclude VAT amount from the entered amount

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iProcurement Requisition for Express Buy

• Follow-up same steps to create a non-catalogue

Requisition

• Changes applicable to order Express Buy Items

at the item request form (as per below)

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Enter Non-Catalog Request information,

selecting ‘Express Buy’ Category with

the appropriate Sub-Category

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Select Category of

‘Express Buy’ (and

required sub-category)

Secure that the Contract-

Supplier exists (can

search by Contract)

Amount (excluding VAT)

should be within

tolerance amount of

accounts

Sample Category , sub-Category Search

select required Category

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Express Buy Requisition

• Continue with the Requisition creation,

submittal, and approval

• Once the Requisition is approved, the system

will automatically create the related Purchase

Order (PO)

• You can view the Requisition and Related PO

through the Requisition Tab

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Print Express Buy Form to communicate to Supplier

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Select ‘Print Xpress Buy

PO’ from the main menu

Enter the PO number

that was automatically

generated (can get from

the Requisition query tab

against the express buy

requisition)

Submit the PO Print Process

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Submit

No

View the Generated PO Output, print or email to Supplier

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View > Requests

Find

View the PO Output

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View Output

Special Note

• Users should not order items that are available

in AUB’s Stores (users will need to acknowledge

policy, upon reviewing the items published

under the Materials Management department’s

website

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Express Buy Receiving

• Once the Express Buy Items are received, the

User should Receive the Goods through the

iProcurement receive Process

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5. Direct Pay Process

• The process is to replace the ‘Payment Vouchers’

for non-AUB related members, through an

iProcurement request

• Key Process Elements

– Category=‘Direct Pay’

– Mandatory Payee/Supplier/Beneficiary

– Ship-To Code (Delivery) is ‘DP-xxx’, where xxx

identifies the related Business units/Officers

– Exclude the VAT amount from the entered amount

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iProcurement Requisition for Direct Pay

• Follow-up same steps to create a non-catalogue

Requisition

• Changes applicable to process Direct Pay at the

item request form (as per below)

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Enter Non-Catalog Request information,

selecting ‘Direct Pay’ Category with

the appropriate Sub-Category

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Select Category of ‘Direct

Pay’ (and required sub-

category)

Secure that the Supplier

exists (can search by

Supplier)

Amount (excluding VAT)

should be within

tolerance amount of

accounts

Sample Category , sub-Category Search

select required Category

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Change the defaulted Deliver-To Location to the

related Unit Direct Pay (DP-xxx)

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Change the

defaulted

Deliver-To

Location to the

related Unit

Direct Pay

(DP-xxx)

Direct Pay Requisition

• Continue with the Requisition creation,

submittal, and approval

• Once the Requisition is approved, the Unit

Business Officer will autocreate the Purchase

Order (PO)

• You can view the Requisition and Related PO

through the Requisition Tab

• Once the PO is approved, the User should

process the Receiving action

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6. Service Requests

• The process is to replace the old manual ‘Service

Order Requests’

(mainly for Servicing Departments requests, ex: Physical Plant)

• Key Process Elements

– Ship-To Code (Delivery) is ‘SRV-xxx’, where xxx

identifies the requested Servicing Unit

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Example of Servicing Units

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Service Code

SRV- Unit CDC Central Duplicatig Center MCO Maintenance Contracts Office POST Post Office IDC ID Center BKP Book Purchase PPD Physical Plant (Campus) ITS IT Services (IT)

7. Internal Requisitions

• Internal Requisitions through iProcurement will

replace the old Store Requests

• Key elements

– Users will have multiple search options to select

store items (main store search, sub stores)

– Requests will pass through the regular funds check

and accounting needs, in addition to approval

hierarchy (similar to any iProcurement requisition)

– Source of items will be Material Management

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8. Receiving Process

• Receiving Types (including Routing) :

– 4 Way matching – PO, Receipt, Inspection, Invoice

– 3 Way matching - PO, Receipt, Invoice

User should secure Receiving through iProcurement

– 2 Way Matching – Used for Advance payments to

suppliers

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Receiving Process

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Access the Receiving

Tab

Access ‘Receive Items’

9. Other Processes

• Advances

– iExpense Process

• Ticket Purchase

– iProcurement Requisition (Auxiliary Services

process, Deliver-to TICKETS-AUX)

• Expense Report

– iExpense Process

• Student Work support

– iProcurement Requisition (Student Services process,

Deliver-To SWS-SSD) 46

10. Support and Help Desk

PCA Help Desk: Ext- 2200 / 2201

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