Oracle Fusion

A training guide will be available to take you through this process.

When logging in you will have to set your key preferences for requisitioning. This will include selecting your default cost centre and delivery location. This will need to be completed before requisitions can be raised.

The minimum order value has been set at £10 in the new system, except Travel Orders, which can be less. Lyreco minimum order value remains £30.

A Contract (or Blanket) Purchasing Agreement (CPA or BPA) sets the upper limit of purchase orders which can be raised based on the value of the contract. It is recommended to check the value of the CPA available before raising a requisition as the order will fail if the spend limit is exceeded by your requisition. We have a report that you should check in advance. This will be available on your requisitioning screen.

These are now created using Smart Forms. These are:

• Generic: main form which will allow you to order non-catalogue items
• Travel: to be used specifically for Travel orders and has some preset fields when you raise the order like Supplier and Category. Limited users will have access to this form, and all travel orders will have to be raised through them
• Social Work Food Orders: This will allow social work to create non-catalogue food orders. Normal approval through the Cost Centre Manager hierarchy will be required for these
• IT: In Fusion, all IT-related orders will be placed by the IT ordering team and no other users will have access to this smart form
• Works Orders: This will be used by Housing and Technical Resources and Community and Enterprise Resources to process orders related to Works contracts. All orders will be created as fixed-price services, that is, amount based

Note: Although there are five smart forms overall, you may only have a few available depending on business need.

When selecting a supplier for a non-catalogue order this must be done using the “agreement” and not the “supplier” field. The agreement field has a search option and allows the user to search using upplier name, agreement number or contract description.

In Fusion there are 3 line types, however, only 2 will be used:

• Goods: For items that we have a known quantity and price
• Fixed Price Services: Where we are ordering a value not a quantity. If this is selected, you only enter the total item cost

There is a new process when creating requisitions for CIS Net suppliers. In these cases, you select the Agreement (Supplier) and then the site with CIS NET in its name. The order must be split between materials and labour with specific categories being used for the different lines. This allows the tax to be properly reported. More information on this will be provided in training guides.

• Materials – standard category
• Labour – CIS in the category name

Fusion has a new catalogue type called “Punchout” where you can jump into the supplier’s online catalogue and select approved items with up-to-date prices and bring them back into your order. This should reduce price holds.

• All purchasing delivery locations will be prefixed with SSP (Self Service Procurement). Always ensure your delivery location has this prefix.
• One time location is still available if needed.

• There is a change to the format and structure of the account codes in the General Ledger. Cost Centres will be 7 characters long and there are 2 additional segments, one for Education use (4 digits default 0000) and another for future use (5 digits default 00000). 
• Information on the new cost centres will be circulated before go live.

• Fusion will automatically select the appropriate approver for your requisition, based on the cost centre and order value
• Approvers can arrange for other managers to share their approval worklist if this is required, for example, job sharers. A list of all approvers and their approval limits will be available from the system using the Cost Centre Manager report
• You will also be able to see which cost centre manager is being sent the requisition to approve by using the “Manage Approval” button on the requisitioning screen
• There is now an escalation process in place for PO (Purchase Order) approval: after the initial request is sent a day 1 reminder is issued, followed by a day 2 reminder, and on day 3 an escalation notification will be sent to the next manager in the hierarchy

• In Fusion, all orders (including catalogue and non-catalogue orders but excluding Works orders) over £25,000 will be sent to the buyer pool for review before progressing for authorisation
• This group will assess the order based on contractual arrangements and if approved, the requisition will go to the cost centre manager for approval. If there are any clarifications, these will be sent back to the requisitioner

Orders created in Fusion

• A requisitioner must carry out changes to a Purchase Orders from the requisition. If the change results in a decrease in value, approval is not required. However, If the change is an increase, a notification will be sent to the Cost Centre managers (except for Roadstone changes to orders up to £250)
• Once approved the revised PO is issued to the supplier. It is possible to stop the PO being reissued if required.
• Note: There is no longer buyer involvement. Also be aware that the revised PO value will not register on the requisition lines, only the PO lines. The requisitioner will have access to the PO to see these

Orders transferred from the existing system to Fusion

• Open Purchase Orders from the existing system will be brought over to Fusion, however, the requisitions related to them will not
• Any changes to the PO must be requested through the Buyer Pool, which will make the change and advise the requisitioner once done

There are several changes in Fusion regarding receipts

• You must receipt using a separate form. You cannot receive from the Requisition/PO screens
• You cannot over receipt the original order value. A requisitioner must increase the order first and have it approved. If the receipt is related to a PO from the old i-proc system only the buyer pool can change the PO for you
• This also applies if an invoice has lines that are not on the PO they must also be added, approved, and receipted
• Some suppliers will be setup for automatic receipting. This would be used in an extremely limited capacity and will require approval from Procurement Services

Payables has a new notification process for holds. These will be issued to the requisitioner for action. Like the PO approval escalation process, this will also send two reminders and then escalate to the requisitioner manager.

There will be less reliance on emails for approval, instead, you can view and action your notifications using the bell icon on your Fusion screen. Approvers will receive emails for approval in addition to system-based notifications.

There will no longer be buyers within Resources. There will be a centralised Buyer Pool based in Finance Transactions that will monitor spend, contracts and catalogues.

New supplier requests can now be created by the requisitioner and a training guide will be available. This replaces the manual supplier adoption form.

IT related items can only be processed by the IT ordering team. A process will be in place to request orders.