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  • Ashok
    Primer on Public Shopping Lists75.0
    Topic posted December 2, 2018 by AshokBlack Diamond: 60,000+ Points, tagged Create Requisition, FAQ, How-To, Setup in Procurement > Self Service Procurement public
    Title:
    Primer on Public Shopping Lists
    Summary:
    Primer on Public Shopping Lists
    Content:

    A primer on Public Shopping Lists

    What is a Public Shopping List?

    Simply put, a pubic shopping list is a collection of items – master items as well as agreement lines based items. The purpose of a public shopping list is to provide a quick one stop collection of items that are likely to be ordered together by requesters in the organization.

    How does it work?

    A public shopping list is created and configured in the context of a Procurement BU. This is of key importance. A catalog administrator role allows the creation and maintenance of a public shopping list. A catalog administrator can add items that are valid in a specific procurement BU to create a shopping list.

    Why should we use it?

    Several factors determine the efficacy of configuring a public shopping list:

    1. Are there a standard set of items or services that are available to a common number of requesters?
    2. Is there a case for repeat usage?
    3. is the number of items large enough to save time and effort in searching each time?

    If the response to most of the above is in the affirmative, a public shopping list could help streamline and ease the process for the requester.

    Imagine a new hire process. You want your requesters to be set up with a standard list of items for work. Consider creating a New Hire Kit. This could include Office Supplies, any services that are to be utilized in starting work at the work place. Another use case that we frequently see is a shopping list for Legal Services that involve a set of processes (services or description based items) that are to be requested (Think of a Visa Process or Green Card process for employees that consists of a package of services to be included).

    In all such cases and more, a public shopping list saves the requester both time and effort in looking for disparate individual services.

    Features of a Public Shopping List:

    1. Effective dated:

    A public shopping list can be effective dated. It can have an end of life based on potentially the items contained within. Keep in mind if a basket of items or services is no longer relevant or has changed in its use, end dating the shopping lists makes it inaccessible to requesters. Use dates to control when a list ought to be visible. This way, you can plan a future process well ahead of time and release it based on the date that is appropriate.

    1. Suggested Quantity

    The list allows the catalog administrator to control the quantity that is needed for the standard requester to order. This is helpful specifically in cases where the items or services are complex and spares the requesters the trouble of having to ask or guess the right request quantity

    1. Agreement indicators clearly visible to Catalog Administrator:

    If the item added is based on an agreement line, the catalog administrator can also view additional attributes including the Negotiated or Negotiation Required status, agreement number, line type, buyer and supplier item details

    1. Item sequencing for display:

    The catalog administrator can specify a sequence in which the items ought to display for ease of use of the requester when ordering the items.

    FAQs on using Public Shopping Lists:

    1. How is this different from a Smart Form?

    They have a very different purpose than a smart form. A smart form is typically used for a simple category based item or service and not so much a ‘basket’ of items or services. Note that a public shopping list also leverages blanket agreements where smart forms only use contract purchase agreements.

    2. Why can’t the requester see the Public Shopping List in the Shopping Home page?

    Check the following:

    1. Has the list been assigned to a content zone through Content Security?
    2. Is the Procurement Business Unit on the shopping list the service provider for the Requisitioning Business Unit of the requester?
    3. Is the Public Shopping List still active?

    Any of these could cause the list to not be visible.

    3. Why do I see an error ‘This item is not available’?

    This essentially means the item is not available at this time to request. Possible reasons could be:

    1. The item itself is no longer valid
    2. The agreement line backing the item is not active
    3. The item is not available in the current session language
    4. Most important of all, the item is restricted in the catalog definition that is assigned to the user’s content zone

    NOTE: d) above is often the most common reason for an item not being available from a public shopping list. Catalog administrators should not forget that there is a close relationship between the Public Shopping List and the Catalog definition that configures the inclusion or exclusion of items or agreements or item categories. So, even if an item is added on a shopping list, if that item is not available to the requester through the catalog definition and assigned to the appropriate content zone.

    4. What are some implementation considerations to keep in mind in using Public Shopping Lists?

    1. Review the basket of items or services needs in your organization. Think about a public shopping list if you have use cases for the same
    2. Always check whether the Catalog configuration is likely to conflict with the items added to a public shopping list
    3. Catalog administrators should be proactive to ongoing business changes in effectively managing shopping lists (for instance, have the backing agreement lines expired causing the list of items to be redundant, is the shopping list still active and so on). 
  • Ashok
    Granting users access to multiple requisitioning business...45.0
    Topic posted November 15, 2018 by AshokBlack Diamond: 60,000+ Points, tagged How-To, Setup in Procurement > Self Service Procurement public
    Title:
    Granting users access to multiple requisitioning business units
    Summary:
    How to grant users access to multiple requisitioning business units
    Content:

    Customers,

    We receive several forum posts on a regular basis from customers with questions on how data roles and user access works..

    Context:

    You must all be aware that out of the box, requesters with an employee role are given access to the default business unit based on the worker's primary assignment. This article discusses the points to consider and the process in assigning requesters access to multiple business units. In particular, I would request you to pay attention to the Notes section in the document that highlight some of the key pointers you have to bear in mind when implementing this.

    As always, let us know if you find the article helpful. Also share your experiences with using this feature.

  • Angie Ni
    How to set up an enterprise user to be an evaluator on SQM...15.0
    Topic posted October 31, 2018 by Angie NiSilver Medal: 2,000+ Points, tagged How-To in Procurement > Supplier Qualification Management public
    Title:
    How to set up an enterprise user to be an evaluator on SQM initiatives?
    Summary:
    This post illustrates how to set up an enterprise user to be an evaluator on supplier qualification initiatives.
    Content:

    To qualify suppliers, qualification managers sometimes would need help from other internal departments, in order to best evaluate responses from suppliers. Any enterprise user can be set up as an evaluator on the initiatives.

    If an enterprise user has the Supplier Qualification abstract role to perform supplier qualification duties, that user already has the privileges to evaluate supplier qualification initiatives. However, an enterprise user can also be set up as an evaluator without provisioning the Supplier Qualification abstract role that has all the qualification privileges. 

    Procedure to set up an enterprise user to be an evaluator on initiatives:

    For any enterprise user, add the Supplier Qualification Initiative Evaluation Duty role to the role that is granted to the user. The role can be a job role, a duty role or an abstract role. In this example, an enterprise user in the finance department is set up to evaluate financial related qualifications of suppliers. The user has a job role of Financial Analyst.

    1. First, make a copy of the job role and create a new “Financial Analyst Custom” role.

     Step1-red.jpg?version=1&modificationDate=1541023540555&api=v2 

     

    2. Then, navigate to Functional Security Policies and click Add Function Security Policy.

    Step2-red.jpg?version=2&modificationDate=1541023590626&api=v2

     

    3. On the popup window, search for Supplier Qualification Initiative Evaluation Duty role.

    Step3-red2.jpg?version=1&modificationDate=1541023612072&api=v2

     

    4. Then, add the selected privileges of the duty role.

    Step4.jpg?version=2&modificationDate=1541023635297&api=v2

     

    5. Close the pop up and verify that the new functional privileges are added to the job role.

    Step5-red.jpg?version=2&modificationDate=1541023657982&api=v2

     

    6. After reviewing the changes, submit the new job role.

    Step6-red.jpg?version=2&modificationDate=1541023680938&api=v2

     

    7. Finally, assign this new custom Financial Analyst job role to the user.

    Step7.jpg?version=1&modificationDate=1541023708102&api=v2

    Now this user is set up to be able to monitor supplier qualification initiatives and evaluate qualifications.

    Document:
  • Ashok
    Project Billing Details on a Requisition Date: Defaulting...125.0
    Topic posted October 26, 2018 by AshokBlack Diamond: 60,000+ Points, tagged How-To, Setup, Tip in Procurement > Self Service Procurement public
    Title:
    Project Billing Details on a Requisition Date: Defaulting Logic for Expenditure Item Date
    Summary:
    Project Billing Details: How does the Expenditure Item Date value default on a requisition
    Content:

    A few customers asked about the defaulting logic of the attribute 'Expenditure Item Date' on a requisition. As you know this is one of several Projects Descriptive Flexfields defined for the purposes of project billing and accounting. 

    Concept:

    The Expenditure Item Date uses need by date (requested delivery date), sysdate or blank as default values. Given below are the steps to find this setup and configure it based on your requirement.

    Steps:

    1. Go to FSM task Manage Project Costing Descriptive Flexfields. Perform a blind search.
    2. Find and select Project Costing Details DFF to edit
    3. Change context in Context Sensitive Segments to POR: Requisition
    4. Select EXPENDITURE_ITEM_DATE and edit

    5. From Initial Default region:
    a) Choose default type parameter and default value EIDate - to have need-by date as default "or"
    b) Choose SQL and default value: "select sysdate from dual" - to have sysdate as default
    6. Save and close and deploy the descriptive flexfield.

  • Boyuan Zhu
    How to Repeat Headers in the Purchasing PDF15.0
    Topic posted September 4, 2018 by Boyuan ZhuBronze Trophy: 5,000+ Points, tagged BI Publisher Reports, How-To, Orders in Procurement > Purchasing public
    Title:
    How to Repeat Headers in the Purchasing PDF
    Content:

    You can ensure important information is included on every page of the purchasing document PDF by using repeating document headers and table headers. 

    Document Headers

    Information that needs to be on every page can be placed into the document header, located at the very top of the RTF template. The seeded template uses the Different First Page option so that the header on the first page differs from the repeating header on the other pages. If you keep this setting, you will need to make your changes on both the first and second pages. 

    Table Headers

    If you are adding a new table, you can set the table header to repeat for every page it is on. 

    Open the table properties and enable the Repeat as header row at the top of each page checkbox. 

     

    Document:
    header.png (46KB)
    Document:
    Document:
  • Ashok
    Descriptive Flexfield is Deployed but is not visible in the...15.0
    Topic posted September 2, 2018 by AshokBlack Diamond: 60,000+ Points, tagged Create Requisition, FAQ, How-To, Tip in Procurement > Self Service Procurement public
    Title:
    Descriptive Flexfield is Deployed but is not visible in the UI
    Summary:
    How to enable a Descriptive Flexfield and make it visible on the UI for use?
    Content:

    I have been a bit surprised to see a few posts that all seem to point to the same symptom when working with Descriptive flexfields. I thought it would serve as a good reminder for those that have used flexfields before and a good tip for others that are trying this out for the first time.

    Problem Statement:

    I customize the Edit Requisition page and enable the Descriptive Flexfields that I have created. However when I log in to the page, the descriptive flexfield is not displayed.

    Resolution:

    The cases I have seen this issue are ones where the Sandbox deployment was the issue. Here are the sequential steps you have to adopt to view the descriptive flexfields you have enabled on the Edit Requisition page:

    • Create DFF Segment 
    • Deploy the DFF 
    • Log out 
    • Log in 
    • Create a new sandbox and use it 
    • Enable the DFF 

    Now you should be able to see it. 

    NOTE:  All sandboxes created before a new DFF deployment won't be able to make the new segments visible you added in the deployment, even if the DFF structure is available during customization. A new sandbox is a must.

  • Deepak Padhy
    Query to See the Approver Name on Whom a PO is Pending For...45.0
    Topic posted August 24, 2018 by Deepak PadhySilver Medal: 2,000+ Points, tagged Approvals, BI Publisher Reports, Business Intelligence, How-To, Notifications in Procurement > Purchasing public
    Title:
    Query to See the Approver Name on Whom a PO is Pending For Approval
    Summary:
    Query to See the Approver Name on Whom a PO is Pending For Approval
    Content:

    Most of the time we get an SR with requirement to see or extract on which approval level a PO is pending currently for approval. And customer wants a Query for this. Below is the Query we have prepared which will give on whom the PO is currently pending for approval. You can prepare an OTBI report to get the extract of all open POs and you can modify the query as per what column you need.

     

    SELECT poh.segment1
    ,approval_instance_id, assignees, wf.outcome, wf.state ,wf.workflowpattern, wf.title, wf.componentname, wf.compositename, pov.change_order_status
    FROM
    fusion.po_versions pov, fusion.po_headers_all poh  , fa_fusion_soainfra.wftask wf
    WHERE pov.po_header_id = poh.po_header_id
    and pov.change_order_status = 'PENDING APPROVAL'
    and pov.approval_instance_id=wf.compositeinstanceid
    and poh.segment1=  '1004752' -- PO Number
    and state='ASSIGNED'
    and assignees is not null
    and workflowpattern not in ('AGGREGATION', 'FYI')
    and componentname='DocumentApproval'

     

    Thanks

    Deepak.

  • Boyuan Zhu
    How-to: Display Text Attachments in PO PDF34.8
    Topic posted December 21, 2017 by Boyuan ZhuBronze Trophy: 5,000+ Points, tagged BI Publisher Reports, How-To, Orders in Procurement > Purchasing public
    Title:
    How-to: Display Text Attachments in PO PDF
    Content:

    Customers who attach many large text attachments to their purchase orders may find that the text attachment content does not appear in the purchase order PDF. To support text attachment content totaling over 4000 characters, customers can configure the data model and RTF to retrieve the text attachments directly from UCM. 

    The implementation broadly comprises of the following steps:
    1. Creating 2 datasets at each entity level
        a. The first dataset is to retrieve the document ID for the corresponding entity
        b. The second dataset is to retrieve the text attachment from the corresponding document ID
    2. Creating datalinks based on the corresponding entity ID and document ID
    3. Configuring RTF to concatenate text attachments, when multiple text attachments exist at a particular entity level

    Details can be found in the attached document.

  • Ashok
    Using Blanket Purchase Agreements to source Requisitions...114.7
    Topic posted August 18, 2018 by AshokBlack Diamond: 60,000+ Points, tagged Create Requisition, How-To, Requisition Processing in Procurement > Self Service Procurement public
    Title:
    Using Blanket Purchase Agreements to source Requisitions containing Description-based Items
    Summary:
    How to use Blanket Purchase Agreements to source Requisitions containing Description-based Items
    Content:

    All

    This is probably a common question that may have arisen in many of your minds. We recently had a couple of customer issues that related directly to this. We are happy to get your feedback, any discussion points you wish to raise and your ratings on this article.

    Problem Statement

    We create Blanket Purchase Agreements (BPAs) for description-based items. However when we create a Smart Form or use the Enter Requisition Line flow to create requisitions, for description-based requests, only Contract Purchase Agreements (CPAs) seem to be available in the Agreements selector. We need a way to leverage the BPAs to meet our requirements here

    Resolution

    The short answer: Leverage the auto-source functionality that the Requisitions to Purchasing integration offers.

    How: Use the Supplier Item as your reference when creating the Smart Form or the Enter Requisition Line flow

    Process: 

    1. When creating requisition lines using Enter Requisition Line and Smart Form pages, first enter the supplier

    2. This enables the supplier item attribute to make it enterable

    3. Provide the supplier item that corresponds to the BPA description-only item. Note that the BPA Line has to have the same supplier item value defined in the column Supplier Item. That is the value that triggers a match.

    NOTE: Do not select any agreement from the Agreements selector

    4.  After the requisition approval, the requisition line will be picked by the Generate Orders program which will auto-source the BPA by matching the supplier,  the supplier item, and the category in the requisition line with a BPA line that has a description-only item with the same values for these 3 attributes.

    NOTE:

    1. The sourced BPA will not be visible in the requisition. But it will be reflected in the purchase order

    2. The price in the purchase order will be the price of the BPA, not the price entered on the Requisition.

  • Shivani Roy
    Configurable auto creation of site assignments for spend...Answered74.7
    Topic posted September 28, 2018 by Shivani RoyBronze Medal: 1,250+ Points, tagged How-To, Setup, Supplier Creation, Tip in Procurement > Supplier Management public
    Title:
    Configurable auto creation of site assignments for spend authorized suppliers
    Summary:
    Configurable auto creation of site assignments for spend authorized suppliers
    Content:

    After a supplier's spend authorization request is approved, the following changes will be applied on the supplier profile:

    1. Supplier’s business relationship changed to Spend Authorized,
    2. New sites created for the supplier depending upon the addresses and business units available in the request, and
    3. Site assignments can be automatically created for the new sites.

    Sites and site assignments are necessary for any financial transactions for the supplier. Site creation is automated so that sites are available at the earliest and with minimal manual intervention.

    Site assignments are also auto created based on the Procurement BU of the site. For more flexibility, you have the option to control the auto creation of the site assignments i.e. you can configure whether auto creation should happen for site assignments or not.

    This configuration is controlled by a checkbox option ‘Auto create site assignments for spend authorized suppliers’ present on the Configure Supplier Registration and Profile Change Request setup. By default, the checkbox is enabled that means site assignments will be created automatically. Unchecking this checkbox will prevent the auto creation of site assignments post spend authorization request approval.

    If you choose to not auto create site assignments, you will have to create them manually from the Edit Supplier page before you enter transactions for such suppliers.

    screenshot.JPG?version=1&modificationDate=1538132157000&api=v2

    Best Practice:

    Based on the business unit setup, consider the number of client BUs that will need to transact with the sites. If the majority of them will need to use the sites for transactions, enable the auto create site assignments option. Otherwise, it may be better to manually create the site assignments rather than deleting the unwanted assignments created from the auto create configuration.