10.1. vacation rule (out of office)€¦ · iprocurement user guide vacation rule (out of office)...

iProcurement

User Guide

10.1. 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

1. From the Shop page, click the Vacation Rules link at the bottom of the

Vacation screen.

Rule

Rules

2. Click the Create Rule button.

3. Always leave the Item Type as --All—and click the Next button.

Continued on next page

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User Guide

Vacation Rule (Out of Office) (Continued)

Create a 4. Enter a Start Date and an End Date using the calendar icons. Vacation

Rule (cont)

5. Type in a Message if appropriate.

6. Using the magnifier, select the name of the person you wish to Reassign your

notifications to and click Quick Select.

6. There are two options when reassigning, but always keep the Delegate Your

Response:

Delegate Your Response – This option gives the approver authority to

respond to the notification on your behalf, but you want to retain

ownership of the notification yourself.

Transfer Notification Ownership – This option gives the approver

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.

7. Click the Apply button.

The Vacation Rule is created.

Remember: On your return to the office Delete the vacation rule if you did not

select an End Date.

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iProcurement

User Guide

10.2. Worklist Access (Specify which users can act upon

your notifications)

Introduction Worklist access is available for specific members of your team to view and act upon your notifications. You can create another user, for example, a secretary, and once they have access, they can easily switch users and deal with your notifications.

Note: Please be aware that these notifications will have an audit trail indicating that YOU dealt with the relevant notification and not your specified user.

Create 1. From the Shop page, click the Full List button on your My Notifications Worklist section. Access

2. Click Worklist Access at the bottom of your list of Notifications.

Worklist Access

The Worklist Access screen is displayed. Grant Worklist Access

3. Click the Grant Worklist Access button and the Grant Worklist Access

screen is displayed.

4. Using the torch, select the name of the person you wish to act upon your

notifications and when the results are displayed, click Quick Select against

that name.


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iProcurement

User Guide

Worklist Access (Specify which users can act upon your

notifications) (Continued)

Create The user you have specified, now has access to your notifications Worklist

Access (cont)

If you wish to delete the user, click on the Delete icon (Dustbin).

Note: Please be aware that notifications will have an audit trail indicating that YOU dealt with the relevant notification and not your specified user.

Switching The specified user can now access your Worklist by switching users. Users

1. From the Shop page, click the Full List button on your My Notifications

section.

2. Click Switch User button.

Switch User



iProcurement

User Guide

Worklist Access (Specify which users can act upon your

notifications) (Continued)

Switching 3. Select the user Worklist you wish to view and click the Apply button on the Users (cont) right hand side of the screen.

4. You can now view the Worklist and open the notifications for action.

Follow the normal Approval process when dealing with these notifications. See

section 4.0 Approving Requisitions.

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iProcurement

User Guide

10.3. 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 You can add text attachments at the Checkout: Review Approver List stage of Attachments your requisition.

5. Click the Add Attachments link.

Attachment The Add Attachment screen is displayed. Summary Information 1. Click on the down arrow to change the Category field and select who you wish to

see the attachment. This example shows the Internal to Requisition.



iProcurement

User Guide

Attachments (Continued)

Attachmen This attachment is a File for Internal use. t

Type If you are sending text as an attachment, select the Text option and type your text

into the adjacent box.

1. Click the Apply button.

File Directory Your File Directory will be displayed.

1. Select the document you wish to attach and click Open.

2. 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.

3. Click Next and follow the normal Checkout process.

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iProcurement

User Guide

10.4. Saving Requisitions (to be completed later)

Introduction You can save the items in your shopping cart and complete the requisition at a

later date.

Saving Your

When you have added items to your shopping cart and wish to save the

Cart requisition to complete later:

1. Click Save.

The Save as Incomplete Requisition screen is displayed.

2. Enter a Requisition Description to give your requisition a meaningful name

and click Save. The Confirmation screen is displayed.

3. Click New Cart on the Confirmation screen to be taken to the Shop page.

The requisition is saved with the status of Incomplete.

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iProcurement

User Guide

10.5. Completing Incomplete Requisitions

Introduction Incomplete requisitions can be completed when your order is ready to be

submitted.

For example, you send an order to a supplier every week on a Wednesday. You

can add items to your requisition at any time on any day and save it as

Incomplete. Open the requisition on the next Wednesday and submit.

Completing Incomplete Requisitions can be viewed from the Requisitions page. your Incomplete 4. Click the Select button to select the correct requisition. Requisition

Click Select

5. 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.


iProcurement

User Guide

10.6. Shopping Lists

Introduction This section describes how to add items that you order on a regular basis to your Shopping List. The shopping list is your personal favourites.

This function can be used for both catalogue and non-catalogue items.

Your favourites list enables you to bypass the search process for locating and selecting items.

Note: When items are deleted from catalogues, they will also disappear from your Favourites list. If they are reinstated on the catalogue, you will have to search for them again and add them to your list.

Items that have a price change on the catalogue are NOT updated in your Favourites list. Please check the prices on these items on a regular basis to avoid the Purchasing team rejecting your requisition.

Add to After performing your search for goods or services, all items that match the search Favourites 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.

The item will be added to your favourites list.

Continue on next page

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Shopping Lists (Continued)

Personalise You can personalise your shopping lists, for example, you can set up a shopping your list for each supplier, or order, and enter the relevant items in each list. Favourite

Lists To create a new Favourite List for Alexandra:

1. Click Preferences in the top right of the screen.

2. Click iProcurement Preferences in the panel on the left-hand side.

3. Click the Add Another Row button.

4. Enter the name of your Favourite List in the additional field. In this example,

Alexandra.

5. Click the Set as Primary button. You will need to set as primary to ensure

that the items you add to favourites are put in this favourite list.

6. Click Apply.

The Confirmation is displayed.

NOTE: Remember to change your primary favourite list when you wish to add

items to another list.

Continue on next page

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Shopping Lists (Continued)

View Your Personal Favourites are available to view.

Shopping 1. Click the Shopping List tab.

List

2. Click the down arrow and select the relevant list from your Personal

Favourites and the list of items are displayed.

3. Add to Cart as appropriate.

Select Delete From Favourites to remove an item from your Shopping List.


iProcurement

User Guide

11. Preferences

Introduction Within iProcurement, each user has a profile, which holds data that is specific to

them. This section explains how the information is applied to your requisitions, and

how you can change the information if required.

What’s in this The following topics are included in this Section of the User Guide. Section

Topic See Page

Change Password 89

Amending Shopping Defaults 90

Amending Delivery Defaults 91

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iProcurement

User Guide

11.1. Change Password

Introduction When you are logged into the system it is possible to change your own password.

It is recommended that you change your password on a regular basis and that you

NEVER disclose your password to another person.

NOTE: If you forget your password, you cannot change it on this screen. Click the

‘Forgotten Password’ link on the login page and complete the relevant fields. The

request for a new password will be forwarded to NHS SBS who will issue a

temporary password for you to logon. You will be prompted to change this

password automatically..

Change 1. Click the Preferences link at the top right-hand corner of the iProcurement Password Home screen. The General Preferences are shown as the default.

2. Type in your old password.

3. Enter your new password.

4. Retype your new password to confirm.

5. Click Apply.

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User Guide

11.2. Amending Shopping Defaults

Introduction The Search Results of the shopping details are set here, but can be changed. For

example, you may wish to view more than seven results on one page, in which

case, you can change it.

1. Click the Preferences tab at the top of the screen and choose iProcurement

Preferences from the list. Defaults

Preferences

The Shopping Search Results Per Page can be changed from 1 – 25 and if this

is applied here it will become the default.

REMEMBER: If changes are made to your Preferences, you must select Apply Changes for them to take effect.

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iProcurement

User Guide

11.3. Amending Delivery Defaults

Introduction 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.

Amending 1. Click the Preferences tab at the top of the screen and choose Delivery iProcurement Preferences from the list.

Defaults

The delivery values you enter will default during the Checkout process:

Need by Date Offset 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

Displays 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.

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 for them to take effect.

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10.1. vacation rule (out of office)€¦ · iprocurement user guide vacation rule (out of office)...

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