Oracle Cloud Procurement - Practice Questions/Definitions
How are roles provisioned automatically?
"Role-mapping" - defining a relationship between the role and some conditions
What is the phrase that summarizes Oracle's Procurement Cloud security methodology?
"Who can do what on which set of data?" Who - Users with access based on role definitions provisioned to them ex. a buyer What - Actions to perform ex. view and edit a Purchase Order Which - What data users can perform actions on ex. Purchase Orders within the buyer's assigned BU
Browsing (Navigation) Category
- Contain 1 or more browsing/item categories - Cannot contain items - Optional
Item Categories
- Contain only items - Lowest level of category hierarchy - Required
Configure to Order Fulfillment
- Highly customizable, based on buyer requirements - Submission of a sales order triggers the supply creation? - Stock not on-hand
Self-Service Receiving - Key Features
- Search for receiving documents by variety of attributes - Minimal entry required - Links requisition/purchasing documents - Optional Alerts for past due receipts and escalation to management - Ease of finding and correcting incorrect receipt documents - Ease of finding and returning goods to suppliers
Back-to-Back Fulfillment
- Supply is received at warehouse and shipped directly to customer - Best suited for fulfillment of high-cost or slow moving objects with less stock in inventory - Submission of a sales order triggers the supply creation
Drop Ship Fulfillment
- The seller does not keep products in inventory - Relies on upstream suppliers/manufacturers to build, store, and ship orders to customers - Materials flow from supplier directly to end user
Contracts Overview Page Details
- Worklist - shows recent tasks that require attention - Pending Approval region to monitor IP contracts - Contracts/Deliverable Regions to search for contract objects that need to be managed
What is the default starting supplier number as defined in the Specify Supplier Numbering setup page?
1
Standard Table Menus in any work area
1. Action - List of actions to perform on table data 2. View - View or Hide Columns 3.Format - Control layout of display ex. column order
3 (+) functional setup reference enterprise roles, delivered by Oracle?
1. Application Implementation Manager 2. Application Implementation Consultant 3. Various Functional User Roles ex. Procurement Application Admin.
Action Types (3) [Managing Rules]
1. Approval Required - document will be routed for approval 2. Automatic - document can be approved or rejected automatically 3. Information Only - FYI tasks will notify specified persons
What are the two methods of Automatic Offsets?
1. By Primary Balancing Segment 2. By All Segments
Primary Functions of Security Console [2]
1. Compare and visualize relationships between roles 2. Copy existing roles, create and edit custom roles
Components of a Rule (2) [Approval Management]
1. Condition - IF clauses that evaluate to TRUE or FALSE 2. Action - Instructions to include to a given set of approvers
Instances of Supplier Creation where Supplier #s are assigned automatically and sequentially (3)
1. Create Supplier task flow 2. Supplier Registration process 3. Supplier import
Types of User Defined Attribute (2) [Approval Management]
1. Currency-based - Converts transaction amounts across currencies 2. Summation-based - Uses values computed based on attributes across lines, schedules, and distributions within a document
Methods for adding a category to a catalog (3) [Catalogs]
1. Directly from the Item Master Catalog 2. Via reference to a source catalog 3. Create new category in the target catalog
Supported Supply Chain Management Flows [4]
1. Drop Ship 2. Back to Back 3. Configure to Order 4. Contract Manufacturing
Create Receipt Process (2 Steps)
1. Enter receipt quantity OR select default receipt quantity 2. Click submit to process receipt
Contracts Process Flow (6 Steps) [Complex]
1. Establish Standards - Terms, Configuration, Rules 2. Author and Negotiate - template based, MS Word collaboration 3. Approve and Sign - Deviation tracking, flexible approval workflow, eSign 4. Monitor and Track - Contract Workbench, Terms Implementation 5. Amend - revision process, amendment approval workflow, auditable revision history 6. Renew and closeout - Expiration alerts, negotation history, standardized closeout processes
Deadline Options (3) [Task Configurations]
1. Expire (automatically rejected) 2. Escalate 3. Renew
What Expiring Agreement Periods does the Negotiations Landing Page show?
1. Expiring within 7 Days 2. Expiring within 8-30 Days
Production Cloud Environment Details
1. For conducting activities that affect end users, live data, and real-world transactions 2. Sized for user loads specified during initial contract negotiation between the enterprise and Oracle 3. Includes monthly maintenance for upgrades, patches, and other modifications
Default Purchasing Line Types (2) [Purchasing]
1. Goods (quantity) 2. Fixed Price Services (value of service provided)
***Components of a Purchase Order [4]
1. Header - Lists supplier's high-level information: name/number and address, Bill-to and Ship-to addresses, and status 2. Lines - Details of the request: Products ordered, quantity, price, need-by date, notes, etc. 3. Schedules - Specifies inventory organizations, ship-to locations, and delivery date 4. Distributions - Information for PO shipment (?)
Catalog Content Values (3) [Catalogs]
1. Item at leaf levels - Bottom level category of the hierarchy 2. Item at all levels - any category of the hierarchy 3. Categories only - only categories can be added to the catalog
Name the 5 roles and a brief description [Security]
1. Job Role - Possesses function-specific access 2. Abstract Role - More general than a job role. Generally based on a characteristic such as "full-time employee" 3. Data Role - Specific to a job within a dimension of data ex. for a specific Business Unit 4. Duty Role - Inherited to an enterprise (1-3) role, to control access to applications 5. Discretionary Role - Similar to a duty role but can be provisioned directly to end users on a discretionary basis
Setup tasks required for Approval Management for Procurement [3]
1. Manage Approval Groups - sets or chains of users to act on a workflow 2. Manage Task Configurations - Create task-level settings 3. Manage Approvals - For functional areas
2 Benefits of Procurement by Way of Subsidiary?
1. Meeting legal requirements for trading 2. Taking advantage of favorable tax regimes
What are the two communication channels for Business-to-Business (B2B) messaging between trading partners?
1. Oracle B2B e-Commerce Gateway 2. Oracle Fusion Collaboration Messaging Framework
Components of Payment Terms (3)
1. Payment Amount - % or Fixed amount of total 2. Payment Due Date - calendar, fixed date, or # of days (invoice -> due date) 3. Payment Discount -
What are the two essential business units to be configured for procure-to-pay transactions?
1. Procurement BU - To establish a relationship with a supplier and control how transactions are performed. 2. Requisitioning BU - To manage and own requisitioning transactions
Applications within Oracle Procurement Cloud?
1. Purchasing 2. Self-Service Procurement 3. Sourcing 4. Procurement Contracts 5. Supplier Portal 6. Supplier Qualification 7. KPIs & Dashboards 8. Supplier Model
Key Features for Buyers [Purchasing Work Area]
1. Requisitions 2. Purchase Agreements 3. Supplier Agreements
Category Hierarchy Levels
1. Root Category 2. Parent Category 3. Child Category (can be >1 vertically) 4. Items (1-n)
Operation Modes of OIM [3]
1. Self-Service - Manage own roles and privileges 2. Delegated Admin. - Manage others' roles and privileges 3. Advanced Admin. - Manage password policies and other system functions
Difference between routing types (3)
1. Serial is passed to one user in an approval group at once 2. Parallel is passed to more than one user in an approval group at once 3. FYI - View only. Can add comments or attachments during routing
What are the two tools available to create contracts?
1. Standard flow in ECM (Enterprise Contracts Management) 2. Contract Wizard - streamlined via a guided creation environment that is ideal for simple contracts
What are the two pages each Business Unit can define for supplier self-service registration? Hint: Supplier types
1. Submit Request for Prospective Supplier Reg. 2. Submit Request for Spend Authorized Supplier Reg.
What are the two data access levels for Supplier Data Security?
1. Supplier Level - Users can access all purchasing documents that belong to the associated supplier 2. Supplier Site Level - User access is limited to purchasing documents within specific supplier sites
Configure Procurement Business Function Settings (3)
1. Terms - Payment and FOB (Freight on Board) 2. Document Defaults - line type, currency 3. Document Controls - Options ex. retroactive pricing changes and displaying price during blind negotiatons
Attribute Types supported by DFFs [5]
1. Text - Name, Title, Address, etc. 2. Number - Zip Code, Telephone, etc. 3. Standard Date. Note: formatting is updated automatically according to global requirements (MM/DD/YY vs. DD/MM/YY) 4. List of Values - Ex. countries that only apply to a certain address 5. Choice Lists
Types of Users [4]
1. User - Account used to sign into Oracle Applications Cloud 2. Identity - All aspects of an entity's existence and how it is used 3. Worker - A HCM entity associated with persons (ex. employee) 4. Partner - Customer Relationship Management (CRM) entity associated with contacts in a partner org.
Non-Production (Stage/Test) Cloud Environment Details
1. Uses: configuration, testing (including UAT), training 2. Smaller than production due to fewer concurrent users 3. One is provided standard - but often more are provisioned to segregate activities (ex. listed above) 4. Refresh of test environment from production can be requested via SR
Procurement Agent - Access Levels (3) Hint: Ability to make changes
1. View - Search/view other agent's documents 2. Modify - make and submit changes to other agent's documents 3. Full - All access above + control actions like delete, close, and cancel.
What is received when procurement cloud is ready?
1. Welcome message 2. Credentials for initial administrator 3. Credentials for administration portal
Prerequisites for Oracle Procurement Cloud Implementation (Three)
1. Working Knowledge of Oracle Procurement Cloud Applications 2. Implementation of Setup and Maintenance 3. Common Applications Configuration tasks for Procurement
What is the highest number of attributes that can be created for an information template?
50
Bill-To Business Unit
A BU within the Payables Invoicing Business Function. Responsible for Invoicing Transactions and assumes liability for purchases made on behalf of a client BU.
Dimension [Approval Management]
A set of attributes at a specific document level ex. header or lines. Used to author routing rules
ADFdi
ADF Desktop Integration - Used for desktop integration to MS Excel and managing large volumes of data
Purchase Analysis [Business Intelligence Role ONLY]
Abstract role to perform "line of business" analysis on requisitions, purchase orders, and suppliers. Can only access Oracle Business Intelligence, not the procurement applications themselves. Can be assigned to one or more Business Unit
Examples of Global Icons always visible at the top of page? (4)
Accessibility, Notifications, Home, Favorites
Available to all Procurement Users [Content Zone - Security Option]
Accessible by all users in the procurement business unit of the content zone - Procurement content zones only
Secured by Worker [Content Zone - Security Option]
Accessible only by workers assigned to the content zone. Always available option for procurement and requisitioning
Charge Account [Purchase Requisitions/Orders]
Account against which money spent is withdrawn or charged
Supplier Self Service Clerk [Supplier User Role]
Actually updates what is managed above by the Supplier SSA (one of their staff)
Requisition Line Management
Add/Subtract objects on a compound requisition without scrapping the whole thing - ex. removing a laptop prior to submission
Service Provider Model (BU)
Allows a BU to act as a service provider to client BUs and process transactions on their behalf.
What type of sharing should be used if a user wants to reflect changes in a new category by editing a source category? A. Direct Sharing B. Reference Sharing C. Reference Data Sharing D. Indirect Sharing
Answer: B. Reference Sharing
Two examples of required information while performing setup for configure supplier registration
Answer: Contacts and organization details Not required examples: Address and Bank Account
How to enable additional language support in an already provisioned environment?
Answer: Raise a Service Request (SR)
Which of the following entities can overwrite Receipt Parameters? [3] Suppliers Requisitions Purchase Orders Items Receipts
Answer: Suppliers, Purchase Orders, Items
Workflow Human Task
Any action that requires attention from a user ex. approving a requisition.
Clause Deviation
Any deviation from the standard legal language in the original terms template Common examples: Added clauses, nonstandard clauses, missing clauses, outdated clause versions
Contract Approval Options
Approve, Reject, or Request more information
Basic 3-step flow for Procurement Contracts?
Author Contracts -> Negotiate -> Approve and Sign [NOTE] Useful Features: Pre-approved clause libraries and templates, searchable contract repository, renewals management, amendment tracking, audit history.
Self-Billing Invoices
Automated invoicing process where the buying company creates an invoice on behalf of the supplier
Workflow IMPORTANT
Automated, logically-sequenced process in which tasks are passed from user(s) to user(s) to achieve an end result.
Security Reference Implementation
Baseline set of predefined security definitions for roles, templates, and data security policy. Most applicable to mid-sized enterprises (250-10,000 employees), but can be scaled. Viewable in the Security Reference Manual (SRM)
Rapid Implementation
Best suited for enterprises with simple setup requirements (commonly used features)
Default Roles - Sourcing
Bidder and Sales Representative
Business Objects (def. + examples)
Broad category of processes modeled as objects in Oracle setup and Maintenance. Represent application data sets Examples: Enterprise Configuration and Purchasing UN (United Nations) Number
What is the only determinant type (point of reference for data assignment) available in procurement?
Business Units Note: Other examples outside of procurement include asset book and project unit.
How do smart forms increase the efficiency of non-catalog requests?
By automatically populating information required to order the needed items, track spend, and route requests.
How are data scopes assigned?
By provisioned user role - use the import capability to process many assignments at once
Condition: Can be associated with any level of the category hierarchy (browsing or purchasing) Options: Item Master Items, Agreement Lines, Smart Forms, Information Catalogs, Punchout
Can be associated: Smart Forms, Information Catalogs, Punchout Cannot be associated: Item Master Items, Agreement Lines
Catalog
Collection of categories used to define items in a structured hierarchy
Section [Contract Component]
Collection of clauses grouped for organizational purposes
Terms Template [Contract Component]
Collection of sections and clauses that form the boilerplate for a new contract
Public Shopping Lists
Collections of items available to preparers/requesters in Self Service Procurement. Ex. - Office supplies, new hire kits
What is an update to a purchasing document referred to as in A) commercial organizations and B) federal organizations?
Commercial - Amendments Federal - MODs or Modifications
Purchase Order [KEY DEF.]
Commercial document to request a seller to supply a product or service in exchange for payment
Types of Reference Data Sets (3)
Common, Shared, and Organization-unit specific
Rule [Contract Component]
Conditional expression defined and associated to a terms template that can modify the base document
Smart Form
Configurable Templates with fields that describe the item being procured by the requester. Streamline ordering of goods/services outside of catalogs
Item Organization (similar to inventory organization)
Contain only definitions of items. Should be used in implementations when storage/movement of inventory does not need to be physically or financially tracked. Ex. a catalog for a governing retail outlet
Blanket Purchase Agreement [KEY DEF.]
Contains details of goods/services to be purchased, but not specific delivery dates or amounts
Secured by Requisitioning BU [Content Zone - Security Option]
Content zone is used for requisitioning and is accessible by buyer and requester roles in the BU.
Controlled at [Catalogs]
Controls item assignment to categories e.g. Master Level - all associated child organizations
***Approval Management
Controls workflows for business objects such as purchase orders. Allows definition of complex, multistage task routing rules
Supplier Qualification Life Cycle [Role]
Create Initiative [Qualification Manager] -> Respond to Questionnaire [Supplier Contact] -> Accept Responses [Qualification Manager] -> Evaluate Responses [Evaluators] -> Manage and Re-qualify [Qualification Manager]
Reasons to Use a CPA (Contract Purchase Agreement)
Create a CPA with suppliers to agree on specific terms and conditions, without indicating the goods and services to be purchased. Agreed terms examples: commitment spend and expiration date.
Basic 3-step flow for Supplier Qualification Management? (SQM)
Create initiative and questionnaire -> Gather responses -> Evaluate Qualifications
Standard Action Menu Operations
Create, Duplicate, Edit, Delete, Export to Excel, Acknowledge, Communicate, Cancel Document
Procurement Contracts Administrator [Setup and Administration Role]
Creates, manages, and administers procurement contracts
Default Roles - Supplier Portal
Customer Service Rep., Demand Planner, Sales Rep.
Default Distribution [Procurement Common Option]
Default Accounts for Payables Transaction Processing
Basic 3-step flow for procurement sourcing?
Define Requirements -> Monitor Supplier Responses -> Analyze and Award
Local Catalog
Defined by inclusion/exclusion of BPAs and categories. Admin. can choose to include all item master items also
Data Role Templates
Defines data roles based on enterprise setup of data dimensions (ex. Business Unit)
HCM Security Profile [Data Security]
Defines data security conditions for object types including person records, positions, and document types. (Hint: HCM - Human Capital Management)
Definition and examples of Work Areas
Definition: Grouping of Similar Tasks, located on the Welcome Springboard or Navigator. Examples: Purchasing, Negotiations, Catalogs, Suppliers, SQM, Purchase Requisitions
DFFs
Descriptive FlexFields
Analyze Spend [BI Data Security]
Determines if a procurement agent can access Business Intelligence and invoice spend data (which is identified by supplier site) for the procurement Business Unit.
Content Security Model
Determines what subset of content will be accessible to what users in the procurement system
Restrict Access To Field [Supplier Data Security]
Determines which documents a supplier user can access from Oracle Supplier Portal Cloud
Job Levels Hierarchy - Top Down [HCM]
Director (Level 3) -> Senior Manager (Level 2) -> Manager (Level 2) -> Assistant (Level 1)
Employee Supervisor Hierarchy - Top Down [HCM]
Director -> Manager -> Administrative Assistant
Supplier Qualification [SQ Discretionary Role]
Discretionary role provisioned to define supplier requirements, qualifying the supplier by performing verification and audits, and assessing and maintaining supplier qualifications.
Contract Purchase Agreement [KEY DEF.]
Does not include details of goods and services to be purchased from the supplier, nor delivery dates/amounts. Usually tied to a certain amount of business between the buyer and supplier
Negotiation Statuses
Draft, Opening Soon, Active, Pending Award, Award Completed
Supplier Qualification Viewing [SQ Duty Role]
Duty role that allows an enterprise user to search and view supplier qualifications.
Supplier Qualification Administration [SQ Duty Role]
Duty role that allows an enterprise user to set up supplier qualifications, areas, and models.
Examples of adjustments from Supplier Content Map Sets
EA -> Each DZ -> Dozen (mostly nomenclature)
When is Variance calculated?
Either between the Invoice - Purchase Order or Invoice - Receipt
Name some methods of how task notifications can be shared with users
Email, Voice Message, IM, SMS
Common Document Change Management
Enables roles (requester/buyer/supplier) to request document changes within defined constraints of approvals, tolerances, and workflows
True or False: A Business Unit (BU) must be configured in either a legal OR managerial hierarchy.
FALSE - it can be both.
True or False: Lot-controlled and serial number-controlled items can be received.
FALSE.
True or False: The approval actions in each stage can be completed non-sequentially
FALSE.
True or False: A requisition can ONLY be accepted by the Requester or Entered By (Preparer)
FALSE. A Privilege can be added to "Receive on Behalf of Others"
True or False: When a proposed change is being processed, the order is "frozen" and not available for downstream consumption.
FALSE. A live version of the order is always available. Example: Changes to legal terms/conditions can involve multiple rounds of review and parties. Would likely cause a delay in receiving and payments if an order was frozen during this period
True or False: Users on the Supplier Side at any access level can create new contracts for their own company
FALSE. A proper authorization is required to perform this action.
True or False: Cancelled changes are not tracked by the Audit Trail.
FALSE. All changes are tracked, whether they are processed, cancelled, internal, or external.
True or False - A rule can apply to a transaction if not all conditions evaluate to TRUE.
FALSE. All conditions must evaluate to true for the rule to apply
True or False: All Duty roles are covered by the security reference implementation
FALSE. Although it is uncommon to need to define a new duty role, it can occur in instances of customizing/adding new functions (a "Bolt-On" or "Extension")
True or False: Amount based lines cannot be received in self service
FALSE. Can only be received in self service
True or False: Allow multiple item category assignment is the default selection (meaning items can be in >1 categories in a catalog)
FALSE. Default is that an item can only be assigned to one category
True or False: When using the Day of Month method for payment due dates, if "31" is used in a month with less than 31 days you will receive an error.
FALSE. Instead the application will default to the last day of the month
True of False - Oracle Identity Manager (OIM) is used to Manage Duties and Authorization Policy Manager (APM) is used to Manage Job Roles
FALSE. It is the reverse - OIM manages job roles (hint: identity) and APM manages duties.
True or False - A Category created via referencing a Source Catalog can be edited directly in the Target Catalog
FALSE. Must be edited in the Source Catalog
True/False: Non-provisioned offerings can be selected and have setup data entered.
FALSE. Non-provisioned offerings can be selected but setup data cannot be entered.
True or False: The IT Security Manager can edit a predefined role on the Security Console
FALSE. Only custom roles can be created/edited.
True or False: Availability of a Public Shopping List is determined only by if access has been granted to a user.
FALSE. Public Shopping Lists are also exclusive to the Procurement BU it was created in.
True or False: When setting up a a single party as both a customer and supplier, customer must be created first.
FALSE. Supplier must be added to the party before customer. Vice versa
True or False: Setup data can be entered into an offering that has not been provisioned.
FALSE. The offering can be viewed but not have setup data entered.
True or False - The Procurement Process is standard across enterprises.
FALSE. The process is determined by the business requirements of the enterprise, but there are "standard definitions" of portions of the process, ex. procure-to-pay and source-to-settle.
True or False: If an employee leaves the company, managers must manually update that employees requisitions to another requester.
FALSE. There is a mass-update process for this
True or False - Approval Groups can be shared across domains (ex. Financials and Procurement)
FALSE. They are stored at the server level
Grant Attributes (examples)
Funding Source, Award Purpose, Award Type
Position Hierarchy - Top Down [HCM]
General Manager -> Regional Manager -> Store Manager
Qualification Model
Group of Qualification Areas that is issued to prospective suppliers to complete
Qualification Areas
Group of questions covering a topic for SQM - ex. financials, health and safety, environmental
Project-based Implementation
Has list of setup tasks needed for specific implementations of offerings and related options. Tasks will be assigned to appropriate functional users to enter setup data
Masking [Data Security]
Hiding private data on non-production database instances
Procurement Agent
High-level role within buying organizations, assigned to Business Units. Umbrellas over roles such as buyer, category manager, and supplier manager. (CROSS-FUNCTIONAL)
Oracle Business Intelligence (OBI) - Frequent Concept
High-level: A set of tools for the collection, analysis, and presentation of information to aid in business decisions.
Mode of Transport [Carriers]
How shipment is delivered ex. Rail, Air, and Road
Condition: Setups that Information Templates can be assigned to Options: Item, Smart Form, Category, My Shopping List, Public Shopping List
ITs can be assigned to: Items, Smart Forms, Categories ITs cannot be assigned to: Shopping Lists (mine/public)
Category Manager [Buyer/Sourcing Role]
Identify savings opportunities, determine negotiation strategies, create RFQ/RFI/RFPs, and auction/award future business to suppliers via contracts or purchase agreements
Streamline Support for Strategic Procurement (Implementation Option)
Includes Sourcing, Contracts, and SQM. Purchasing is optional feature and must be selected
Supplier Qualification: DFFs are available for which of the following? [3] Initiatives Questions Question Library Qualification Assessments
Initiatives, Qualification, Assessments
Accrual Account [Purchase Requisitions/Orders]
Intermediary - Records spending on goods/services that has been consumed but yet to be invoiced. Entry is removed once invoice is issued.
What is the determinant type that controls Next Receipt Number used?
Inventory Organization
What is the seller's role in drop ship fulfillment? Considerations: they do not create, store, or ship inventory in this transaction type
Issuing Purchase Orders and providing instructions for shipping directly to customer
What are the 3 fundamental structures enterprises use to describe operations and provide a basis for reporting?
Legal, Managerial, and Functional
Catalog Types [3]
Local, Punchout, and Informational
Reference Group Example (1 -> 3)
Locations - Bill-To, Ship-To, and Deliver-To
Supplier Agreement [KEY DEF.]
Long-term agreement for purchase of goods and services from a supplier. Two types: 1. Blanket Purchase Agreement 2. Contract Purchase Agreement
Procurement Catalog Administer [Setup and Administration Role]
Manages agreements and catalog content, inc. catalogs, hierarchy, content zones, information templates, map sets, public shopping lists, and smart forms.
Supplier Sales Representative [Supplier User Role]
Manages agreements and deliverables, including requests/acknowledgements of changes. Adds catalog line items with pricing and terms.
Profile Options
Manages data configuration, source of permanent user preferences/application parameters, and customizable UI
Supplier Customer Service Rep. [Supplier User Role]
Manages inbound purchase orders, communicates shipment activities for the supplier company, tracks/makes/acknowledges changes to new orders. Monitors receipt activities from buying org.
Supplier Self Service Administrator [Supplier User Role]
Manages profile information for the supplier company ex. contact info. Also administers accounts to employees to access the buying organization's application.
Supplier Manager [Setup and Administration Role]
Manages supplier information and authorizes promotion of prospective suppliers to spend authorized.
Supplier Administrator [Setup and Administration Role]
Manages supplier profile and user provisioning
Supplier Demand Planner [Supplier User Role]
Manages supplier scheduling, vendor managed inventory and consigned inventory for the supplier company.
Procurement Manager [Buyer Role]
Managing a group of buyers in an Organization
How are Smart Forms crucial for the "Mid Market?"
Many mid-market companies have limited purchasing capabilities - which leads to a high quantity of non-catalog purchases.
Contract Compliance [Contracts Feature]
Master agreement with multiple purchasing systems, can have multiple suppliers on one contract. Integrated with purchasing and sourcing
MCAT
Metadata Catalog (not the test for pre-med)
Automatic Offsets [Procurement Common Option]
Method for balancing invoice and payment journal entries that cross primary segment values
Clause [Contract Component]
Most basic unit - composed of a title and text that corresponds to a legal idea
Reasons to Use a BPA (Blanket Purchase Agreement)
Negotiating stable, long-term contracts while maintaining flexible delivery schedule and order quantity commitments "I know what I need and who to buy it from, but I don't know when I'll need it"
What requisition line attributes are predefined in order to define Buyer Assignment roles?
Non-Catalog Request and Project
Messaging Systems supported by Oracle B2B [4]
OAG (Oracle API Gateway), EDI (Electronic Data Interchange), RosettaNet, and custom XML
General Top-down Hierarchy of Technology (with examples)
Offering (ex. Procurement) Functional Area (Contracts) Features (Enable Contract Terms in Procurement)
When are automatically provisioned roles deprovisioned?
Once a user no longer satisfies the role-mapping conditions
Key Flexfield Structure [Catalogs]
One or more segments that identify a category
Contract Expert [Contract Component]
Optional tool for asking questions of the user and then taking appropriate action (sounds like Clippy)
Acronym - OIM
Oracle Identity Manager - used to grant and manage data roles generated by Business Units
Automatic methods for creating Purchase Orders? Note: manual entry exists
Order Creation Controls in Agreements, Process Requisitions, Import Orders, Duplicate, Sourcing Negotiations
Stage [Approval Management]
Organizes approval routing rules into logical groups
Acronym - OEM Hint: Industry term, not Oracle
Original Equipment Manufacturer. Primary Functions: 1. Purchasing parts from other manufacturers/suppliers to assemble a finished product 2. Manufacture parts and sub-assemblies that are resold to other companies, who then assemble them into finished products.
Another name for the relationship between categories that contain other categories?
Parent - Child categories
Variable [Contract Component]
Placeholder in a clause definition to be replaced when the clause is used
Fusion SQM - Basic 3-step Flow
Pre-Qualify -> Qualify -> Maintain Pre-Qualify - establish qual. criteria for prospective suppliers Qualify - Define qual. requirements and qualify/promote suppliers Maintain - Monitor qualifications and re-qualify suppliers if needed.
Give an example of an attribute change that would require an external change order
Price, amount, contract terms ("supplier-facing")
What are two mandatory fields when a BU produces a financial transaction?
Primary Ledger and Default Legal Entity
Service Level [Carriers]
Priority (speed) of Transportation ex. next day, express, and overnight
What determines the availability of a public shopping list?
Procurement BU the list is created in and Preparer must have access to the list
Supplier Contract Administrator [Contracts Role]
Procurement or legal professional responsible for authoring legal terms and conditions on buy-side contracts
Difference between Purchase and Supplier Agreements?
Purchase Agreement - Document that requests a seller to supply goods/services in exchange for payment Supplier Agreement - Long-term agreement for purchase of goods and services from a supplier (More like a contract)
Major Oracle Procurement Cloud Components
Purchasing, Self Service Procurement, Sourcing, Supplier Qualification, Procurement Contracts, Supplier Portal, Spend/Performance Analysis, and KPIs
What UOM Class does the following describe: Dozen, Each, 12 units = 1 dozen conversion factor?
Quantity
Two-Stage RFQ
Quotes are submitted in two separate envelopes - technical and commercial. Common with government organizations or public sector enterprises
Difference between RFQ/RFI/RFP
RFQ - A Request for Quotation Quantifies - how much would meeting a need cost? RFI - A Request for Information Educates - how would a vendor fill a need? RFP - A Request for Proposal Compares - what are the merits of each vendor?
Blind Receiving [Receiving Parameter]
Receiving agent cannot see the quantity ordered on a shipment - ensures receivers record the exact amount received.
What release is "Manage Business Unit Data Access for Users a part of?
Release 11
Supplier Bidder [Supplier User Role]
Rep. from potential supplier who responds to RFIs, RFQs, RFPs, and Reverse Auctions [Bid-based contracts]
What is the difference between the 3 basic procurement requester roles: Requester, Preparer, and Advanced Requester? [Buyer Roles]
Requester - Creates Goods and Service Requests for Themselves Preparer - Creates Goods and Services Requests for Others Advanced Requester - Can do all above + access the "Add Requisition Lines" function
Which Procurement Role (Requester/Preparer/Advanced Requester) is inherited by contingent workers and employees.
Requester. The other two must be provisioned directly to the user. The same processed must be followed for access to additional business units
Spend Authorized Suppliers
Requires more information and approval activities than a prospective supplier, but can then participate in spend transactions. Full application access
Basic 3-step flow for streamlined procure to pay?
Requisition -> Purchase -> Pay
Business Practice Director [Contracts Role]
Responsible for maintaining official clause language and contract building blocks in the Contract Terms library
Provisional Suppliers
Restricted Level of Access. Can participate in supplier qualification initiatives and respond to negotiations
What step must be taken before creating implementation users?
Retrieve Latest LDAP Changes LDAP: Lightweight Directly Access Protocol
Encryption [Data Security]
Scrambles secured data to prevent users without decryption authorization from viewing
Single Contract Repository [Contracts Feature]
Secure, searchable database that hosts multiple contract types
SRM (Acronym)
Security Reference Manual - Describes predefined data for an implementation. One exists for each offering
Budgetary Controls
Selects a point in time when funds are reserved for requisitions and purchase orders
Punchout Catalog
Self Service Procurement - Hosted on external supplier sites (?)
Types of Approvals (4)
Serial, Parallel, Ad Hoc, and For Your Information (FYI)
Enterprise (Structure)
Serves as "umbrella" over legal entities, business units, balancing segments, corporate ledgers, cost centers, etc.
Change Order Template
Set of guidelines that specifies what constitutes a change (internal or external) to a procurement document during its life cycle.
Two benefits of a procurement BU as a Shared Service Center?
Sharing of centrally authored catalog content and processing of requisitions from multiple BUs
Direct Delivery (type of receipt routing)
Shipments are received at a location and put away in same transaction (upon receipt creation)
Variable Value Change Summary [Contracts]
Shows changes made to text/clauses, including previous and current versions. Helpful during the amendment cycle
Expense Accruals [Procurement Common Option]
Specifies when to accrue for expense items: Period End or Receipt
Standards-based Authoring [Contracts Feature]
Standard clauses, policy rules, and templates for deviation reporting and content management
UN Hazard Number
Standardized set of four-digit numbers used to identify hazardous materials for international transport
Supplier Mass Update
Streamlined method to mass update supplier and supplier site attributes such as addresses, sites, site assignments, contacts, and products. Performed via import processes
Supplier Accounts Receivable Specialist [Supplier User Role]
Submits and tracks invoices and payment status for the supplier company
Source to Settle Process Flow
Suppliers -> Negotiate -> Contracts -> Requisitions [Approval] -> Purchase Orders -> Receipts
Qualification Model Level can qualify which of the following? Suppliers Supplier Sites Supplier Contracts
Suppliers and Supplier Sites
True or False: A Supplier portal user account without any supplier roles assigned is marked inactive
TRUE
True or False: Approvers can be derived from the supervisory hierarchy in Oracle HCM Cloud
TRUE
True or False - In order for buyers, category managers, etc. to manage documents and perform other actions, they must first be set up as procurement agents.
TRUE.
True or False - New and modified rules must be deployed to become active, on the Edit Approval Rules page.
TRUE.
True or False: "Enable hierarchies for categories" and "Enable automatic assignment of categories" are mutually exclusive
TRUE.
True or False: A purchase order can be received without a backing requisition as long as Requester is populated
TRUE.
True or False: Change Orders have their own life cycle (authoring, submission, approval, dispatch) that does not disrupt downstream activity on the base document
TRUE.
True or False: One Procurement Catalog Category is allowed per instance
TRUE.
True or False: Requesters can request new suppliers during requisition creation and initiate the approval process.
TRUE.
True or False: Roles are provisioned manually via OIM (Oracle Identity Manager)
TRUE.
True or False: Service Lines cannot be returned with self-service pages
TRUE.
True or False: Spreadsheet based interfaces can be used to import/export catalog hierarchies, in order to speed up maintenance, administration, and sharing of catalog content
TRUE.
True or False: Supplier # increments automatically during supplier creation
TRUE.
True or False: Supplier Number can be updated at any time (ex. if a certain range needs to be skipped) and the application will validate that number is available
TRUE.
True or False: The Supplier Self Service Administrator is responsible for setting data access level when creating or maintaining user contacts.
TRUE.
True or False: the Data entered in an IT is available as attachments in downstream products (ex. Purchasing) after the requisition is approved
TRUE.
True or False: A Provisional Supplier becomes a Prospective Supplier after the registration request is approved by a supplier manager
TRUE. Note: this prospective supplier can now continue with the tasks required to become a spend authorized supplier.
True or False: A Duty Role is the only type of role that cannot be provisioned to a user
TRUE. Other roles: Job, Abstract, Data, Discretionary
True or False: Changes should not be made to the security reference model
TRUE. If changes made to the reference implementation, there is a risk of losing changes during future releases.
True/False: Almost all Oracle Cloud application implementations require moving functional setup data from one instance to another
TRUE. One example: Implementation first takes place in a development or test instance then is deployed into production. This is achieved by exporting and importing setup data.
True or False: an SSP Non-catalog request is designed for exception cases, not as a primary ordering tool.
TRUE. Submitting a non-catalog request is less efficient on the buyer and supplier side. Smart Forms helps to mitigate this
True or False: A data role must inherit the details of an abstract or job role
TRUE. The Data role then carries the security privileges from the inherited role, which can be adjusted by database objects and table rows.
True or False: Rules-Driven Buyer Assignment for Requisitions drives automatic routing of requisition lines to the appropriate buyer
TRUE. These rules are based on key attributes such as the commodity being purchased, supplier, or project.
Work Area Side Icons (4)
Task Panel, Search, Reports and Analytics, Recent Documents
Filter Options for finding specific assigned tasks (Project-based implementation) [4]
Task, Due Date, Status, Project
If a BU has access to a specific Reference Data Set, which data can the BU access?
The BU-specific Reference Data Set AND the common set
Supplier Site IMPORTANT
The relationship between a procurement BU and a supplier. It stores terms and governs how transactions are processed between the two.
What UOM Class does the following describe: Minute, Second, 60 seconds = 1 minute conversion factor?
Time
Tool: Create Data Roles for Implementation Users
Tool for creation of data role based on job with limited access, such as HCM Application Administrator. Note: This is more specific than Application Implementation Consultant (default role provisioned by Oracle) which has access to any enterprise structure.
Supplier Content Map Sets
Tool that allows mapping of data received from supplier to values used by the application (for punchout and agreement upload)
Negotiation Style
Tool used to streamline negotiation creation by including/omitting features. Can be modeled off a standard negotiation type (RFI/RFQ/RFP)
Award Analysis
Tools that help determine best award decisions based on factors such as price, quality, and value.
Variance Account [Purchase Requisitions/Orders]
Tracks spend variances e.g. difference between PO and invoice
TAB (Acronym)
Transaction Account Builder - Mechanism to derive accounting flexfields for subledger transactions
True or False: A Business Unit can process transactions on behalf of many (>1) legal entities.
True
How many and what environments does Oracle provision for Procurement cloud? [standard subscription]
Two - 1 production and 1 non-production (ex. stage or test)
Sourcing Project Collaborator [Sourcing User Role] Hint: "SME" type role, likely client-facing
Typically assigned to a key org. member to help determine negotiation strategies, award decision criteria, and perform objective scoring.
Give an example of an attribute change that would require an internal change order
Updating a flexfield and other administrative changes
Information Template
Used to gather additional information from a preparer. Can be assigned to an item, category, or smart form.
Hazard Classes
Used to identify hazardous or dangerous materials within your procurement operations
Informational Catalog
Used to provide instruction on how to order products, provide URLs, etc. FYI purposes only
Encumbrance Accounting
Used to record pre-expenditures and avoid overspending a budget. Can also be used to predict cash outflow and for general planning
Train Stops
Visual Guide of steps required to complete a task. Allows "clicking" to directly navigate to each step. In some examples a step cannot be selected unless the previous can be completed.
What UOM Class does the following describe: Pound, Gram, 454 grams = 1 pound conversion factor?
Weight
How is the "Agents table" used to manage data security?
When a user logs in to the system ex. a Buyer, the Agents table is queried to determine with Business Unit(s) that user has access to
When are manually provisioned roles deprovisioned?
When all of a user's work relationships are terminated
Feature Selection Types (for Setup/Implementation)
Yes/No, Single Choice, Multiple Choice
Examples of Direct Materials Support for Manufacturers? Note: same as SCM fulfillment flows?
configure to order, back to back orders, drop shipments, and contract manufacturing process flows
Consignment Inventory
inventory that is in the possession of one party (ex. a distributor), but remains the property of another party (ex. a manufacturer) by mutual agreement