Smart forms and information templates in Oracle iProcurement

Smart Forms and Information Templates
in Oracle R12 iProcurement
Prithis Das – Dynamique Solutions LLC
Richard Suchoza – Sargent & Lundy LLC
Sri Yammanuru – Sargent & Lundy LLC
NCOAUG | March 12, 2015
Collaborate 2015
presentation

Presenter’s background - Prithis Das
• In the Oracle EBS arena since 1997
• Over 22 years of business process improvement experience
• Consulting experience with Big 5 and other major organizations
• Oracle Certified Specialist in General Ledger
• Chartered Accountant and Management Accountant from India
• Authored and presented papers on Subledger Accounting, Web ADI, Reports
Manager at several OAUG and local events
• Currently on a major R12 enhancement assignment
• Contact:
• Cell: +1.630.3649457
• Email: prithis.das@dynamique.us
• Linked In: www.linkedin.com/in/prithisdas/
• Web: www.dynamique.us
Dynamique Solutions LLC

Presenter’s background - Rich Suchoza
• IT Project Manager for Sargent & Lundy LLC
• Been with Sargent & Lundy LLC since 1998

Presenter’s background - Sri Yammanuru
• Oracle Certified Professional with 15+ years of experience.
• Currently working for Sargent & Lundy LLC

Agenda
• Oracle’s Non-Catalog Request Form
• What is a Smart Form
• Business Requirements
• Solution
• Solution Overview
• Creation of Smart Forms and Information Templates
• Personalization of Smart Forms
• Validations on Smart Forms
• Customizations to enhance the standard functionality
• The Smart Form and Information Templates in Action
• Implementation Considerations

The Non-Catalog Request Form

What is a Smart Form
• A Smart Form is a personalized Non-Catalog Request Template
• Smart Forms can be used with any line type
• We can create as many Smart Forms as required and optionally associate
the Smart Form with a store
• A Smart Form can be accessed from the non-catalog request page or via a
store link.
• Values that are included on the Smart Form can be locked down (not
updateable)
• Default values can be defined in the template but allow the user to update
the value during the request process
• Information templates can be associated to a Smart Form to capture the
additional unique attributes for that service

What is an Information Template
• An Information Template is an form with user-defined fields
• It is used to create an attachment to a requisition and a purchase order to
provide more detailed information concerning the item being ordered
• The additional information is available to a Buyer or a Supplier
• Although the Information Template is used mostly in conjunction with a
Smart Form, it can also be used by itself
• An Information Template is different from a Requisition Template:
• Requisition Template is a template with assigned items and item attributes
• Information Template gathers additional information from the Requester to aid in
creating the PO
• An Information Template has advantages over DFFs setup on the
Requisition
• 15 Attributes on Requisition Header DFF, additional customizations to use DFFs

Business Requirements
• We make 3 types of Non-Catalog Requests for Services:
• We need a Template for each type of Requisition which will reduce data
entry
• As per our business policy, each Service PO has one and only one line
Type Professional
Services - Billable
Professional
Services - Non
Billable
Staff Augmentation
Purchasing Category Professional Services
- Billable
Professional Services
- Non Billable
Professional Services
- Non Billable
Item Type Good or Services
billed by amount
Good or Services
billed by amount
Good or Services
billed by amount
Currency USD USD USD

• We wish to hide the following fields/checkboxes:
• Contract Number
• Supplier Item
• RFQ Required
• Negotiated

• We also need to capture additional information on the Requisition, some of
which needs to be validated during entry
Request Type Additional Information Validation Source
Professional
Services - Billable
Project Number, Project Director/Manager
Type of Service (Consulting, Engineering,
International, Training)
Client/Customer
Etc….
- External Projects system
- Value Set
- AR Customers
Professional
Services - Non
Billable
Project Number, Project Director/Manager
Type of Service (Consulting, Engineering,
International, Training)
Client/Customer
Etc….
- Value Set
- AR Customers
Staff Augmentation Project Number, Project Director/Manager
Client/Customer
Etc….
- AR Customers

• Certain fields must be pre-populated and read-only, eg Category
• Certain fields must be pre-populated and updateable, eg Currency
• Additional Information fields may be free text, Yes/No or LOVs
• Project Numbers must be validated and display active projects only
• Approval email must contain additional information to assist approver
• Additional information must be available to Buyer before PO creation
• Some additional information must be populated on PO DFFs
• Requisition must retain additional information at all times
• Ability to copy from an existing Requisition (with lots of information) to new
one

Solution Overview
Requirement Solution
We need a Template for each type of Request Create 3 Smart Forms
We wish to hide specific fields/checkboxes Personalization framework to hide specific fields
and checkboxes
We also need to capture additional information on
the Requisition
Information Templates assigned to Smart Forms
Certain fields must be pre-populated and read-only Smart Form standard functionality
Certain fields must be pre-populated and
updateable
Smart Form standard functionality
Additional Information fields may be free text Information Template standard functionality
Project Numbers must be validated and display
active projects only
- Independent Value Set to store Project numbers
- Value Set assigned to field on Information
Template
- Value Set updated by scheduled program from
external Projects system, including Active/Inactive
flag

Solution Overview(contd.)
Requirement Solution
Approval email must contain additional information
to assist approver
Customize the WFT file (future enhancement)
Additional information must be available to Buyer
before PO creation
Standard functionality – Data captured on
Information Template section is stored as an
Attachment on the Requisition and accessible on
AutoCreate form
Some additional information must be populated on
PO DFFs
Custom solution
Requisition must retain additional information at all
times
Standard functionality - Data captured on
Information Template is stored on the Requisition.
Accessible through the Attachments as well as on
iProcurement
Ability to copy from an existing Requisition (with lots
of information) to new one
Standard functionality - Copy Requisition
functionality in iProcurement

Envisaged Smart Form& Info Template
Unwanted fields are
hiddenUnwanted
checkboxes are
hidden
Pre-populated Fields,
non-updateable
Pre-populated Field,
updateable
Free text field,
Field with LOV
Value set values
Field with LOV
Value Set values and
Description

Create Smart Form
• Refer to Doc 291188.1 or Implementation Guide for detailed steps
• Go to iProcurement Catalog Administrator responsibility > Stores > Smart
Forms.
• Click the Create Smart Form button

Create Smart Form(contd.)
• Go to iProcurement Catalog Administrator responsibility > Stores > Smart
Forms.
• Click Create.
• Enter Template Name.
• Choose Organization.
• Choose Item Type (Line Type).
• Enter default values.
• Choose if User Editable for each field.
• Add Information Template (optional).
• Click Apply.

Create Smart Forms
Enter template Name
Choose Organization
Choose Item Type
Enter default values
Choose if user editable
Add Information Template

Create Smart Forms
Default Values
Information Template
Name
Organization
Line Type

Assign Smart Formto Store
• Go to iProcurement Catalog Administrator responsibility > Stores.
• Click Create Store.
• Enter Store Name.
• Choose Store Type Non-Catalog.
• Click Add Templates.
• Choose the Services Templates created above.
• Assign Operating Units.
• Click Save and Continue.
• Select Default Template for each organization in the store.
• Click Submit.

Create Smart Forms

Personalization of Smart Form
• We wish to hide the following fields/checkboxes:
• Contract Number
• Supplier Item
• RFQ Required
• Negotiated

• Use System Administrator responsibility to set the Profile Options:
• Profile Option Personalize Self-Service Defn = Yes
• Profile Option FND: Personalization Region Link Enabled = Yes

Edit these items and
Set the Rendered property = False

Edit these items and
Set the Rendered property = false

Unwanted
checkboxes are
hidden
Unwanted fields are
hidden

Create Information Template
• Go to Purchasing Super User responsibility > Setup > Information
Template
This determines
the attachment
The LOV forces
validation,
Otherwise it is free text
(less efficient)
The Mandatory checkbox
Makes it a required field

Create Information Template
• Associate Template with an Inventory Item or Item Category (optionally)
Template can be
associated
with multiple Items or
Item Categories

Validation of Information Template fields
• Value Sets assigned to an Information Template Attribute must be
Independent or Translatable Independent value sets
• Table-validated value sets are not allowed
• Enhancement Request – Bug 8404747
• Date and Number value sets are not allowed
• Enhancement Request – Bug 6749582

• System Administrator
• Profile Option
• FND: VO Max Fetch size = 15000
Field Validation Source Mechanism
Project number External Projects
system
Create independent Value Set in Oracle
Custom program to update values from external Projects
system

• Created a custom view to get the differences between the external
Projects system and flex values table.

• Update the flex value table with API.
FND_FLEX_LOADER_APIS.UP_VALUE_SET_VALUE
• Schedule a program in concurrent manager to run this process periodically
so that the data is in sync (in external Projects system and R12 ).

system
Create (translatable) independent Value Set in Oracle
Custom program to update values from external
Projects system
Project Manager
and Project
Director
External Projects
system
Projects system
Client/Customer Oracle AR Customers
table
Custom program to update values from Oracle AR
Customers table

table
Custom program to update values periodically from
Oracle AR Customers table

system
Create (translatable) independent Value Set in Oracle
Projects system
Project Manager
and Project
Director
External Projects
system
Projects system
table
Custom program to update values from Oracle AR
Customers table
Yes/No type
fields
Value Set with Yes and
No values
Oracle seeded Yes_No value set is Table Validated.
Create independent Value Set in Oracle with Yes and
No values
Multiple-choice
fields
Value Set with multiple
values
Standard functionality
Added multiple values

Update Purchase Order Descriptive Flex Fields fromSmartForm
fields
Smart Form Field Purchase Order DFF How Implemented?
Safety Related attribute9 After insert trigger on po_distribtuions_all
Safety Class attribute10 After insert trigger on po_distribtuions_all
Work Group attribute3 After insert trigger on po_distribtuions_all
etc. etc. etc.
Updating DFFs via after insert
trigger is supported by Oracle

UpdatePurchaseOrderDescriptiveFlexFields(cont.)
fromSmartFormfields.
CREATE OR REPLACE TRIGGER XXSL_PO_DISTRIBUTIONS_ALL_AI
after INSERT
ON PO2.PO_DISTRIBUTIONS_ALL
REFERENCING NEW AS New OLD AS Old
FOR EACH ROW
Typical section of code (Safety Class depicted):
select b.attribute_value, a.po_release_id
into l_attribute10, l_po_release_id
from po_distributions_v a, por_template_info b, por_template_attributes_tl f
where a.po_header_id = :new.po_header_id
and nvl(a.po_release_id,-1) = nvl(:new.po_release_id,-1)
and a.requisition_line_id = b.requisition_line_id
and b.attribute_code = f.attribute_code
and upper(f.attribute_name) like upper('Safety Class%')
and a.distribution_num = 1;
if l_po_release_id is null then
update po_headers_all
set attribute10 = l_attribute10
where po_header_id = :new.po_header_id;
else
update po_releases_all
set attribute10 = l_attribute10
where po_release_id = :new.po_release_id;
end if;

Smart Formin action
• Create a Requisition
• Fill out Smart Form
• Fill out Information Template
• Requisition Approval process
• AutoCreate Purchase Order from Requisition
• View the Information Template data
• View historical information on Requisition and Purchase Order

Smart Formin action
• Create a Requisition

Smart Formin action
• Create a
Requisition

Smart Formin action
• Shopping Cart
To Update the Information Template Information, click here

Smart Formin action

Smart Formin action
• Checkout

Smart Formin action
• Approval

Smart Formin action
• AutoCreate Purchase Order

Smart Formin action
• AutoCreate: View Attachment to see Information Template data

Smart Formin action
• AutoCreate: Create PO

Smart Formin action
• AutoCreate: Create PO – DFFs are auto-populated through a customization

Historical data on Info Templates
• Query the Requisition in iProcurement

• Click on Show Additional Information to see Info Template data on Requisition

• Query the Requisition in Core Purchasing, select the Line

• Query the Purchase Order in Core Purchasing, select the Line

Smart Formfor Goods procurement
• See Collaborate 11 presentation by Neil Bryan (Bryan & Associates, LLC) -
focuses on use of Smart Forms for goods procurement
• Example used is that of procurement of Business Cards
• Information Template fields capture the Name, designation, address, phone number etc
of person requisitioning business cards
• Information Template can be associated with Items such as
• Business Cards, personalized stationery, spirit wear
• Industry-specific details for parts, such as detailed specifications, tolerances, colors,
sizes, measurements, etc
• Information Template information can be printed on Purchase Orders
• Use Attachment Category “To Supplier”

Implementation Considerations
• Standard Oracle does not transfer DFF information from Requisition to
Purchase Order
• Multiple Requisition lines can be combined during AutoCreate
• Value Sets used on templates must be Independent or Translatable
Independent
• Only drop downs are allowed, no Search icons
• Profile Option controls how many records are visible in LOV
• Customization to display Value and Description
• No Checkboxes (use Yes/No values)
• No Radio buttons (use Yes/No values)
• Smart Forms and Information Templates can be implemented at any time.

Contact Information
• Prithis Das
• Email: prithis.das@dynamique.us
• Linked in: www.linkedin.com/in/prithisdas/
• Web: www.dynamique.us
• Cell: +1.630.3649457
• Richard Suchoza
• Email: richard.s.suchoza@sargentlundy.com
• Sri Yammanuru
• Email: sri.r.yammanuru@sargentlundy.com

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